How to Make This Your Most Productive Year Ever
Each year we start the year thinking about our goals, our job, our health, all the ‘new’ routines and commitments we make to ourself to make this our best year yet… but two weeks into January all our planning and resolution goes out the window! You can make this your best year ever by applying some of these simple ideas (and print this article, keep it handy and re-read to keep you on track).
Make a date. Make time in your schedule to find a quiet, comfortable location to set your goals. I spend a morning at my favourite local cafe in January every year to review my goals and set new ones for the year ahead. Find a local restaurant or café and spend time doing the same – support your local businesses.
Take five. Create five categories for which to set goals: physical, educational, spiritual, financial, and relational. By setting goals for each of these areas of your life, you will be taking a balanced approach and not neglecting any important aspects of your life.
Use it or lose it! I recently read – people who spend a thousand dollars or more each year on their personal development will increase their business by 20 percent. Read more books, attend Chamber of Commerce or industry workshops, attend a business card exchanges, listen to CDs in your car, do online courses or enrol at college or university. Keep your brain active.
Make time. Eliminate time-robbers from your day – make a list of all the things you do that rob you of your time, such as watching too much TV, running errands inefficiently, checking and responding to your email too often, making long phone calls, waiting in traffic and even other people. Focus on controlling your time – organising your day efficiently and getting rid of the things in your life that are not a high priority.
Out of sight, out of mind. Remove your in-tray from your desk or get rid of it all together if you can! Keep it out of sight so the contents don’t distract you and so that people don’t drop new items into it without you noticing.
Unplug. Schedule one TV-free night each week. Switch off the TV and instead listen to your favorite music, play a board or card game, read a book, enjoy a quiet meal by candle light (alone or with someone whose company you love), go on a date in one of your local restaurants or soak in a bath. Start being aware of your television viewing habits and make a point of only watching programs that you truly enjoy and stop wasting precious time in front of the TV.
Manage your reading. Create a reading file and put it in your briefcase. If you don’t already have one, start a reading file and carry it with you on your way home. You can get through a surprising amount of reading while on public transport to and from work and while waiting in a line.
Find a mentor. When you identify the person you believe would be a suitable mentor, spend some time watching them in action. Ask around to find out what other people’s opinion of your chosen mentor are and find out all you can about their achievements, beliefs, values and way of operating. This will give you insight into them before you approach them about mentoring you.
Schedule email time. Email messages popping into your inbox all day long can be an enormous distraction, particularly if your email is set to alert you every time new mail arrives. To check in on your emails and respond to them as they arrive not only distracts you from whatever tasks or projects you are working on but can rob you of an entire day, responding to other people’s needs while your own are neglected. Schedule a couple or a few times each day to check and respond to emails rather than constantly looking-in on your inbox or being bounced there by your email program with every new message.
Your signature. Use your email program to create an email signature block that will automatically attach to all of your outgoing messages; it’s a little like an email letterhead. It saves you the effort of including your contact information every time and brings a professional touch to your communications. You might simply include your name, business name, contact details and website or you might also include a sentence or two about your business, a special promotion you are running with a link to your website, or even a favourite funny or inspirational quote.
Spring clean. Schedule time to clean out your email regularly, once a month should be enough to keep you on top of it. Empty your deleted items and any unnecessary sent items, and go through any completed project or task folders and ensure that anything you are keeping is essential to your records. Cleaning out your email will ensure you are managing your email files and disk space effectively.
Set up systems. When using filing cabinets, decide how you will allocate your space to make it easiest to locate your files: for example, rather than mixing all your files together you might decide to keep current customer files in one drawer and potential customer files and marketing information in a separate drawer, or you might choose to store current projects in one drawer and research and reference information in another, or you might decide to file everything in alphabetical order – you get the idea – look at the type of files you have and decide how to logically divide them into categories. Then, label the front of each drawer with the type of files it contains.
Choose to be amazing! It’s as simple as making a commitment to yourself every morning that you will have an amazing day. Remember, life is not a dress rehearsal – we only get one performance, so let’s give it our best!
Neen James, MBA is an International Productivity Expert: by looking at how they spend their time and energy – and where they focus their attention – Neen helps people to rocket-charge their productivity and performance. A dynamic speaker, author and corporate educator, Neen demonstrates how boosting your productivity can help you achieve amazing things. With her unique voice (Aussie accent), sense of fun and uncommon common-sense, Neen delivers a powerful lesson in productivity. Find out more and subscribe to Neen’s free monthly ezine at http://www.neenjames.com
Showing posts with label time managment. Show all posts
Showing posts with label time managment. Show all posts
Monday, January 05, 2009
Tuesday, June 10, 2008
Productive Phone Etiquette
You may remember a time before there were cell phones…a time when communications within organizations was more controlled and within business hours. Cell phones have created an ‘open all hours’ mentality for business (and pleasure). People now assume they can reach you at all hours and we have become dependent on the flexibility they give us.
There once was a time we had to schedule, plan, co-ordinate and know our way to a meeting or luncheon. Cell phones have now become a major distractor as we use them for phone conversations, receiving email and texting. I often see people in meetings not paying attention (checking their blackberry), couples at dinner (looking under the table at their phones for text and email) and parents supposedly playing with their kids or watching them play sport (while checking their messages). It is time to master phone etiquette, be fully present in conversations and stand out in the crowd.
Just ask. When my cell phone rings the first question I ask my caller is “how can I help you today?’ This simple, but polite question ensures they get right to the point, avoids chit chat, and ensures we are not spending too much time on the phone. If the caller is in for a long chat I suggest another time we can connect. Try this simple question and see if you spend less (not more) time on your cell phone.
Be present. If you are on the phone with a caller, give them your undivided attention. Too often we proudly ‘multi-task’ and don’t fully tune into conversations. This wastes time, kills productivity and causes us to miss important facts, ask for information to be restated and we can also miss ‘reading between the lines’ in conversations. Be fully present in your cell phone conversations.
Your voicemail. Create an informative voicemail message that provides callers with information about you and when you will get back to them. You might simply include your name, business name, contact details and/or website. Where possible try to record the message yourself so your callers hear your voice when they phone, instead of an automated voice message.
Size matters. Be considerate when leaving voicemails. This is not a time to tell a long and detailed story. It is the perfect opportunity to provide the facts about why you called, what you need and when they can get back to you.
Clear out. Daily check your voicemail messages and ensure you clear out all messages and return them within 24 hours wherever possible.
Reply quickly. Because of its immediacy, people expect fast replies to their voicemails. A response within 24-hours is probably as long as most people would consider appropriate. If you are unable to answer within 24 hours ensure your outgoing message tells callers when you will get back to them.
Watch your tone. Business communications used to all share a fairly dull, formal tone of voice however voicemail is more informal and conversational. It does allow for a more casual and personal approach. Ensure you always use a greeting (‘Hi’, ‘Hello’, ‘Good morning’ and ‘Good afternoon’ are probably more common ) and a sign off (‘looking forward to hearing from you’ or ‘ have a great day’).
Don’t answer. There are times when a cell phone should be switched to silent mode or completely turned off including the movies, meetings, meals in public places, church, temple and funerals. It is also inappropriate to answer in the bathroom (not to mention unhygienic!). Voicemail is a great resource for these times when you are unable to answer your phone.
Ask permission. When you are phoning someone on their cell phone inquire if this is a good time to talk. This simple question will allow them to respond and ensure you have a productive conversation. If it is not convenient to chat they can then suggest an alternative time.
Open hours. Common etiquette used to state you should never call someone before 9.00 am and after 9.00 pm. While business may open earlier than 9.00 am, this is a good standard to adhere to. Unless your know your colleague or client is an early riser it is best to wait until 9.00 am to call and to avoid ever calling clients after 9.00 pm at night.
Out of office. Just like an email ‘Out of Office’, if you are going to be unable to respond to voicemails within your usual timeframe, this might be because you are away or you need some quiet time, advise callers when they can expect to hear from you.
Remember cells phones are a fabulous tool if used productively and with sensitivity for those around you.
Neen is an International Productivity Expert: by looking at how they spend their time and energy – and where they focus their attention – Neen helps people to rocket-charge their productivity and performance. A dynamic speaker, author and corporate trainer, Neen demonstrates how boosting your productivity can help you achieve amazing things. With her unique voice, sense of fun and common-sense, Neen delivers a powerful lesson in productivity. Find out more at http://www.neenjames.com/
There once was a time we had to schedule, plan, co-ordinate and know our way to a meeting or luncheon. Cell phones have now become a major distractor as we use them for phone conversations, receiving email and texting. I often see people in meetings not paying attention (checking their blackberry), couples at dinner (looking under the table at their phones for text and email) and parents supposedly playing with their kids or watching them play sport (while checking their messages). It is time to master phone etiquette, be fully present in conversations and stand out in the crowd.
Just ask. When my cell phone rings the first question I ask my caller is “how can I help you today?’ This simple, but polite question ensures they get right to the point, avoids chit chat, and ensures we are not spending too much time on the phone. If the caller is in for a long chat I suggest another time we can connect. Try this simple question and see if you spend less (not more) time on your cell phone.
Be present. If you are on the phone with a caller, give them your undivided attention. Too often we proudly ‘multi-task’ and don’t fully tune into conversations. This wastes time, kills productivity and causes us to miss important facts, ask for information to be restated and we can also miss ‘reading between the lines’ in conversations. Be fully present in your cell phone conversations.
Your voicemail. Create an informative voicemail message that provides callers with information about you and when you will get back to them. You might simply include your name, business name, contact details and/or website. Where possible try to record the message yourself so your callers hear your voice when they phone, instead of an automated voice message.
Size matters. Be considerate when leaving voicemails. This is not a time to tell a long and detailed story. It is the perfect opportunity to provide the facts about why you called, what you need and when they can get back to you.
Clear out. Daily check your voicemail messages and ensure you clear out all messages and return them within 24 hours wherever possible.
Reply quickly. Because of its immediacy, people expect fast replies to their voicemails. A response within 24-hours is probably as long as most people would consider appropriate. If you are unable to answer within 24 hours ensure your outgoing message tells callers when you will get back to them.
Watch your tone. Business communications used to all share a fairly dull, formal tone of voice however voicemail is more informal and conversational. It does allow for a more casual and personal approach. Ensure you always use a greeting (‘Hi’, ‘Hello’, ‘Good morning’ and ‘Good afternoon’ are probably more common ) and a sign off (‘looking forward to hearing from you’ or ‘ have a great day’).
Don’t answer. There are times when a cell phone should be switched to silent mode or completely turned off including the movies, meetings, meals in public places, church, temple and funerals. It is also inappropriate to answer in the bathroom (not to mention unhygienic!). Voicemail is a great resource for these times when you are unable to answer your phone.
Ask permission. When you are phoning someone on their cell phone inquire if this is a good time to talk. This simple question will allow them to respond and ensure you have a productive conversation. If it is not convenient to chat they can then suggest an alternative time.
Open hours. Common etiquette used to state you should never call someone before 9.00 am and after 9.00 pm. While business may open earlier than 9.00 am, this is a good standard to adhere to. Unless your know your colleague or client is an early riser it is best to wait until 9.00 am to call and to avoid ever calling clients after 9.00 pm at night.
Out of office. Just like an email ‘Out of Office’, if you are going to be unable to respond to voicemails within your usual timeframe, this might be because you are away or you need some quiet time, advise callers when they can expect to hear from you.
Remember cells phones are a fabulous tool if used productively and with sensitivity for those around you.
Neen is an International Productivity Expert: by looking at how they spend their time and energy – and where they focus their attention – Neen helps people to rocket-charge their productivity and performance. A dynamic speaker, author and corporate trainer, Neen demonstrates how boosting your productivity can help you achieve amazing things. With her unique voice, sense of fun and common-sense, Neen delivers a powerful lesson in productivity. Find out more at http://www.neenjames.com/
Thursday, April 10, 2008
Increase your Productivity: Get a Mastermind
One of the secrets to my personal and career success has been the establishment of a mastermind group. Don’t know what this is? Well it is a group of like minded people who act like a Board of Directors for your personal and work life.
In Chapter 10 of Napoleon Hill’s inspirational book ‘Think and Grow Rich’, he defines the mastermind as ‘coordination of knowledge and effort, in a spirit of harmony, between two or more people, for the attainment of a definite purpose’. I like this definition and believe if you want to accelerate your personal development and productivity a mastermind group will be the best investment you can make.
I deeply admire and respect the members of my mastermind group, we have been meeting now for 18 months and I have learnt so much from each of them. When I interviewed them on what they thought was important in a mastermind group they used words like:
Small
Trustworthy individuals
Honesty
Accountability
Giving and supportive
Raises the bar on your own performance
Gives you a 30 ft view of your own business
Gives you a different perspective
Allows you to see opportunities and potential you may not have seen on your own
Makes you get out of the ‘day to day’ operations
The key is the right combination of people
It is group cantered
These definitions are vital to any group that meets and I would add some additional thoughts.
Meet regularly – our group meets on the same Monday night each month for 2 hours at the same restaurant. We share dinner, good news, and career and personal highlights. This commitment is one of my most important and enjoyable appointments in my month. I look forward to seeing them each month and I make it a priority in my scheduling.
Choose a location – we meet in a central restaurant and the staff know us, they provide a private room, understand the format of our meeting and take our orders quickly, deliver drinks and food in a timely manner and allow us to finish on time by bringing the bill quickly too. Choose a quiet place that allows you to speak freely, laugh and enjoy each other’s company. Educate the event staff of your format and it will make your meeting time more productive also.
Keep it small – less than 6 people is a good number for a group like this. It allows each person to share their good news each month and also allows time for one member to be a spotlight for discussion.
Create guidelines – determine what your group will look like, act like, create an agenda and decide what is important to you. You might like to read Chapter 10 of ‘Think and Grow Rich’ for some ideas.
Decide the agenda – our group has the same format each month which makes it fun and easy to prepare. Every month we rotate the chair of the meeting, we each share our good news and highlights and then we focus our attention on one team member. That team members knows they are the month’s spotlight and they are free to share anything with us i.e. it could be a business or personal challenge, request for strategic guidance or request to brainstorm ideas. Each of the team members then listens intently to their needs and wants and looks for ways to help, promote, grow or encourage that member. It is a great formula and we each leave the meeting on a high positive note knowing we have shared with each other and also inspired each other.
Share successes – one of my favourite meetings recently was where 4 of the 5 members each had launched a new book! We all shared in the thrill and excitement of being an author (some for the first time), and everyone left feeling they could conquer the world! This is the perfect place to share the good news in your work and personal life.
Be fully present – when we meet, each person is totally engaged in the conversation, fully present and completely listening to the others. This is an essential criteria to ensure you all have the benefit of each other’s wisdom and experience.
Be 100% authentic – it is an honour to share 2 hours with this group each month as they are themselves, 100% of the time! This is a unique environment and for a mastermind to be successful one criteria needs to be that each individual is able to express themselves, their values and their beliefs in the group.
Choose wisely – when you are ready to set up a mastermind group you want to make sure you choose the right combination of people. Our group has entrepreneurs and corporate people, men and women, different ages and nationalities. This diverse group has different perspectives and experiences that benefit the whole group. Try and find a combination of people who can inspire and challenge others in the group to be their very best.
These simple but effective guidelines can help you create a powerful set of minds that will help accelerate your thinking, share your growth and rocket charge your personal success. Start looking for other members today!
Neen James is an International Productivity Expert: by looking at how they spend their time and energy – and where they focus their attention – Neen helps people to rocket-charge their productivity and performance. A dynamic speaker, author and corporate trainer, Neen demonstrates how boosting your productivity can help you achieve amazing things. With her unique voice (Aussie accent), sense of fun and uncommon common-sense, Neen delivers a powerful lesson in productivity. Find out more and subscribe to Neen’s free monthly ezine at http://neenjames.com/
In Chapter 10 of Napoleon Hill’s inspirational book ‘Think and Grow Rich’, he defines the mastermind as ‘coordination of knowledge and effort, in a spirit of harmony, between two or more people, for the attainment of a definite purpose’. I like this definition and believe if you want to accelerate your personal development and productivity a mastermind group will be the best investment you can make.
I deeply admire and respect the members of my mastermind group, we have been meeting now for 18 months and I have learnt so much from each of them. When I interviewed them on what they thought was important in a mastermind group they used words like:
Small
Trustworthy individuals
Honesty
Accountability
Giving and supportive
Raises the bar on your own performance
Gives you a 30 ft view of your own business
Gives you a different perspective
Allows you to see opportunities and potential you may not have seen on your own
Makes you get out of the ‘day to day’ operations
The key is the right combination of people
It is group cantered
These definitions are vital to any group that meets and I would add some additional thoughts.
Meet regularly – our group meets on the same Monday night each month for 2 hours at the same restaurant. We share dinner, good news, and career and personal highlights. This commitment is one of my most important and enjoyable appointments in my month. I look forward to seeing them each month and I make it a priority in my scheduling.
Choose a location – we meet in a central restaurant and the staff know us, they provide a private room, understand the format of our meeting and take our orders quickly, deliver drinks and food in a timely manner and allow us to finish on time by bringing the bill quickly too. Choose a quiet place that allows you to speak freely, laugh and enjoy each other’s company. Educate the event staff of your format and it will make your meeting time more productive also.
Keep it small – less than 6 people is a good number for a group like this. It allows each person to share their good news each month and also allows time for one member to be a spotlight for discussion.
Create guidelines – determine what your group will look like, act like, create an agenda and decide what is important to you. You might like to read Chapter 10 of ‘Think and Grow Rich’ for some ideas.
Decide the agenda – our group has the same format each month which makes it fun and easy to prepare. Every month we rotate the chair of the meeting, we each share our good news and highlights and then we focus our attention on one team member. That team members knows they are the month’s spotlight and they are free to share anything with us i.e. it could be a business or personal challenge, request for strategic guidance or request to brainstorm ideas. Each of the team members then listens intently to their needs and wants and looks for ways to help, promote, grow or encourage that member. It is a great formula and we each leave the meeting on a high positive note knowing we have shared with each other and also inspired each other.
Share successes – one of my favourite meetings recently was where 4 of the 5 members each had launched a new book! We all shared in the thrill and excitement of being an author (some for the first time), and everyone left feeling they could conquer the world! This is the perfect place to share the good news in your work and personal life.
Be fully present – when we meet, each person is totally engaged in the conversation, fully present and completely listening to the others. This is an essential criteria to ensure you all have the benefit of each other’s wisdom and experience.
Be 100% authentic – it is an honour to share 2 hours with this group each month as they are themselves, 100% of the time! This is a unique environment and for a mastermind to be successful one criteria needs to be that each individual is able to express themselves, their values and their beliefs in the group.
Choose wisely – when you are ready to set up a mastermind group you want to make sure you choose the right combination of people. Our group has entrepreneurs and corporate people, men and women, different ages and nationalities. This diverse group has different perspectives and experiences that benefit the whole group. Try and find a combination of people who can inspire and challenge others in the group to be their very best.
These simple but effective guidelines can help you create a powerful set of minds that will help accelerate your thinking, share your growth and rocket charge your personal success. Start looking for other members today!
Neen James is an International Productivity Expert: by looking at how they spend their time and energy – and where they focus their attention – Neen helps people to rocket-charge their productivity and performance. A dynamic speaker, author and corporate trainer, Neen demonstrates how boosting your productivity can help you achieve amazing things. With her unique voice (Aussie accent), sense of fun and uncommon common-sense, Neen delivers a powerful lesson in productivity. Find out more and subscribe to Neen’s free monthly ezine at http://neenjames.com/
Wednesday, April 09, 2008
How to make your email more productive
As I travel around the country I am constantly fascinated by my client’s addiction to their email. Email was a tool originally designed to help boost our productivity in the workplace but unfortunately it has become a productivity killer. Whether you check it on your laptop or your blackberry, email now takes a huge portion of your daily correspondence time. To help boost your productivity and get control of your email try these simple strategies.
Avoid answering email first thing in the morning – the first thirty minutes of each day should be spent reviewing your strategy for the day and planning how you will achieve your goals. While you can scan your email first thing, please don’t respond immediately. Spend more time on strategy than email and you will achieve your bigger goals.
Use Color coding – most email programs allow you to designate colours to individuals. This ensures when you first review your email you can see who the emails are from easily and allows you to direct your attention to the most important people first.
Drag and drop – did you know you can drag an email from your inbox and drop it into your Contacts to create a new contact or drag it into your Tasks to create a new Task. This simple but effective strategy will also help you reduce your inbox clutter.
Unsubscribe – if you are receiving emails to online information you no longer review or read, take the time to unsubscribe. Yes this takes more time initially but will help you to reduce your inbox volume allowing you to read and review only those emails you want to receive.
Use Out of Office – if you are going to be out of the office for more than 6 hours, use this facility to educate those who email you. They will automatically receive an email advising them you are away.
Invest in Spam Filters – tighten your email security by investing in spam filters that will reduce the junk mail you receive.
Keep them short – keep your reply and responses short. If your reply is going to take substantial time, book a phone conversation or meeting with someone to answer appropriately.
Write in action language – use proactive, action language in your emails causing your readers to take action.
Use an email signature – set up a rule in your email system to always send your contact information at the footer of your email. This signature could contain your postal address, phone contact numbers and something about you and your business. This assists those you send your emails to and is free promotion for you each email you forward.
Be polite – email still requires a greeting and sign off. Take a few extra moments to greet your reader and sign off too.
Turn on spell checker – don’t allow poor grammar or spelling to be a misrepresentation of you and your skills. Set up your email to automatically spell check before any email is sent.
Turn off noises – remove any bells, whistles or chimes attached to your email. Don’t be distracted each time your email is received. Reduce distraction and eliminate chimes or sounds.
Use names in email – in the body text of an email advise each person why you sent them the email and the action they need to take. Teach people around you to read your emails looking specifically for their names and the actions you need them to take.
Delete – don’t be scared to delete emails. Once you have actioned it, file it or delete it. Keep your inbox clear.
Avoid BCC – try to avoid the use of blind carbon copy. If you have something to say to someone on email ensure that those who are copied need to be copied.
Avoid FYI – make a personal promise not to send any “FYI” or For Your Information emails. Only forward emails with specific instructions to people on what is required of them and why you are sending it through. Sending FYI emails is lazy.
Avoid jokes – don’t send joke emails, chain letters or cute PowerPoint presentations around the office. Don’t waste other’s time with these types of emails, our inboxes are so full already. Be considerate and avoid sending joke emails.
Stop pressing Send/Receive – get your finger off the button! Stop constantly pressing this button to check if you have any incoming emails. Avoid the temptation and spend time actioning the email you already have.
Watch your tone – be aware that the receiver doesn’t have the benefit of hearing your voice when they receive your email. Make sure it can’t be misunderstood.
Size does matter – be aware of the size of the attachments you are forwarding with your email. Be considerate to others and minimize file size when sending.
Spend 15 minutes – spend 15 minutes per day sorting your email. Take this time to file actioned emails, forward emails to others or delete emails. Daily discipline of your email inbox will allow you to remain focussed and less overwhelmed by email.
Maintain personal and work accounts – keep two email addresses. Only allow yourself to check work email during work time and set up a separate account to check your personal emails in your personal time.
Email is a powerful communication tool when used effectively it will help you boost your productivity. Promise yourself you will start looking at your emails differently today, apply these strategies and get back some of the time you are spending on email each day.
Neen James, MBA, is an International Productivity Expert: by looking at how they spend their time and energy – and where they focus their attention – Neen helps people to rocket-charge their productivity and performance. A dynamic speaker, author and corporate trainer, Neen demonstrates how boosting your productivity can help you achieve amazing things. With her unique voice, sense of fun and uncommon common-sense, Neen delivers a powerful lesson in productivity. Subscribe to Neen’s free monthly ezine at http://www.neenjames.com/
Avoid answering email first thing in the morning – the first thirty minutes of each day should be spent reviewing your strategy for the day and planning how you will achieve your goals. While you can scan your email first thing, please don’t respond immediately. Spend more time on strategy than email and you will achieve your bigger goals.
Use Color coding – most email programs allow you to designate colours to individuals. This ensures when you first review your email you can see who the emails are from easily and allows you to direct your attention to the most important people first.
Drag and drop – did you know you can drag an email from your inbox and drop it into your Contacts to create a new contact or drag it into your Tasks to create a new Task. This simple but effective strategy will also help you reduce your inbox clutter.
Unsubscribe – if you are receiving emails to online information you no longer review or read, take the time to unsubscribe. Yes this takes more time initially but will help you to reduce your inbox volume allowing you to read and review only those emails you want to receive.
Use Out of Office – if you are going to be out of the office for more than 6 hours, use this facility to educate those who email you. They will automatically receive an email advising them you are away.
Invest in Spam Filters – tighten your email security by investing in spam filters that will reduce the junk mail you receive.
Keep them short – keep your reply and responses short. If your reply is going to take substantial time, book a phone conversation or meeting with someone to answer appropriately.
Write in action language – use proactive, action language in your emails causing your readers to take action.
Use an email signature – set up a rule in your email system to always send your contact information at the footer of your email. This signature could contain your postal address, phone contact numbers and something about you and your business. This assists those you send your emails to and is free promotion for you each email you forward.
Be polite – email still requires a greeting and sign off. Take a few extra moments to greet your reader and sign off too.
Turn on spell checker – don’t allow poor grammar or spelling to be a misrepresentation of you and your skills. Set up your email to automatically spell check before any email is sent.
Turn off noises – remove any bells, whistles or chimes attached to your email. Don’t be distracted each time your email is received. Reduce distraction and eliminate chimes or sounds.
Use names in email – in the body text of an email advise each person why you sent them the email and the action they need to take. Teach people around you to read your emails looking specifically for their names and the actions you need them to take.
Delete – don’t be scared to delete emails. Once you have actioned it, file it or delete it. Keep your inbox clear.
Avoid BCC – try to avoid the use of blind carbon copy. If you have something to say to someone on email ensure that those who are copied need to be copied.
Avoid FYI – make a personal promise not to send any “FYI” or For Your Information emails. Only forward emails with specific instructions to people on what is required of them and why you are sending it through. Sending FYI emails is lazy.
Avoid jokes – don’t send joke emails, chain letters or cute PowerPoint presentations around the office. Don’t waste other’s time with these types of emails, our inboxes are so full already. Be considerate and avoid sending joke emails.
Stop pressing Send/Receive – get your finger off the button! Stop constantly pressing this button to check if you have any incoming emails. Avoid the temptation and spend time actioning the email you already have.
Watch your tone – be aware that the receiver doesn’t have the benefit of hearing your voice when they receive your email. Make sure it can’t be misunderstood.
Size does matter – be aware of the size of the attachments you are forwarding with your email. Be considerate to others and minimize file size when sending.
Spend 15 minutes – spend 15 minutes per day sorting your email. Take this time to file actioned emails, forward emails to others or delete emails. Daily discipline of your email inbox will allow you to remain focussed and less overwhelmed by email.
Maintain personal and work accounts – keep two email addresses. Only allow yourself to check work email during work time and set up a separate account to check your personal emails in your personal time.
Email is a powerful communication tool when used effectively it will help you boost your productivity. Promise yourself you will start looking at your emails differently today, apply these strategies and get back some of the time you are spending on email each day.
Neen James, MBA, is an International Productivity Expert: by looking at how they spend their time and energy – and where they focus their attention – Neen helps people to rocket-charge their productivity and performance. A dynamic speaker, author and corporate trainer, Neen demonstrates how boosting your productivity can help you achieve amazing things. With her unique voice, sense of fun and uncommon common-sense, Neen delivers a powerful lesson in productivity. Subscribe to Neen’s free monthly ezine at http://www.neenjames.com/
Wednesday, December 19, 2007
Accelerate Your Career: Productivity Tips for Students
If you really want to accelerate your career, these simple strategies can boost your productivity, expand your network and assist you with the positions and roles you want in your professional life.
Network … network… network – this essential relationship building practice is essential to not only build your reputation and profile but also to assist you understand industries, hear of opportunities and get word out about your expertise. This life skill will help you learn more about others, more about yourself and this is how the really great jobs get offered. Develop your network before you need it.
Seek mentors – seek out people you can learn from, find someone you admire and determine if you can be their mentee. This will really accelerate your professional career and your personal development. Learn from their wisdom and experience.
Be an exceptional presenter – get great at this skill! Any chance you get to jump on your feet and present will build your confidence; show others your skills and open doors of opportunity for you. This skill is highly valued in the business world; this will quickly put you in a leadership position.
Create a plan – build your own business plan or marketing plan (remember you are the product), and stick to your plan. Write down your goals and place them somewhere you can see them everyday.
Be authentic – be yourself 100% of the time. People want to get to know you, they value honesty and integrity – be true to yourself.
Develop time management and organizational skills – regardless of where you work these two areas are valued by all employers. Identify areas you may wish to develop and seek help building your expertise in these areas.
Learn project management skills – this includes communication, planning and budgeting. Develop this skill early in your career and watch your promotions!
Be a veracious reader – consume books on multiple topics. Enjoy them, bury yourself in them and stay up to date on current thinking. Consult the New York Times best seller list if you want inspiration.
Be a phenomenal marketer – market yourself, your programs, your company, and your skills. Be your own publicist.
Get involved – volunteer, get involved in the colleague, alumni, community, serving in your local area. Whatever you are passionate about, find a way to get involved. Volunteer whenever you can as you make great connections, learn new skills and you even identify potential mentors or job opportunities this way.
Good luck! Applying these simple but effective strategies will take you time, but investing in them all will make you a valuable asset to any organization.
Network … network… network – this essential relationship building practice is essential to not only build your reputation and profile but also to assist you understand industries, hear of opportunities and get word out about your expertise. This life skill will help you learn more about others, more about yourself and this is how the really great jobs get offered. Develop your network before you need it.
Seek mentors – seek out people you can learn from, find someone you admire and determine if you can be their mentee. This will really accelerate your professional career and your personal development. Learn from their wisdom and experience.
Be an exceptional presenter – get great at this skill! Any chance you get to jump on your feet and present will build your confidence; show others your skills and open doors of opportunity for you. This skill is highly valued in the business world; this will quickly put you in a leadership position.
Create a plan – build your own business plan or marketing plan (remember you are the product), and stick to your plan. Write down your goals and place them somewhere you can see them everyday.
Be authentic – be yourself 100% of the time. People want to get to know you, they value honesty and integrity – be true to yourself.
Develop time management and organizational skills – regardless of where you work these two areas are valued by all employers. Identify areas you may wish to develop and seek help building your expertise in these areas.
Learn project management skills – this includes communication, planning and budgeting. Develop this skill early in your career and watch your promotions!
Be a veracious reader – consume books on multiple topics. Enjoy them, bury yourself in them and stay up to date on current thinking. Consult the New York Times best seller list if you want inspiration.
Be a phenomenal marketer – market yourself, your programs, your company, and your skills. Be your own publicist.
Get involved – volunteer, get involved in the colleague, alumni, community, serving in your local area. Whatever you are passionate about, find a way to get involved. Volunteer whenever you can as you make great connections, learn new skills and you even identify potential mentors or job opportunities this way.
Good luck! Applying these simple but effective strategies will take you time, but investing in them all will make you a valuable asset to any organization.
Monday, November 12, 2007
Productivity: Stop going crazy for the holidays
G'Day,
This time of year for all my American friends and clients seems to increase their stress levels and cause an amazing sense of overwhelm. I challenge you this holiday season to stop. Stop being so crazy, stop being so busy, stop trying to control everything and stop trying to make everything perfect. Thanksgiving is a time to reflect on what we are thankful for (not to resent everything we had to do to get to the Thanksgiving table).
This holiday choose to 'delete' instead of 'do'. What can you delete or delegate from your Thanksgiving 'to do' list? Can I make a few recommendations:
1. Get your lines dry cleaned... even better, have the dry cleaner pick them up and deliver them.
2. Pay a professional to clean your home for this event.
3. Buy your groceries online and have them delivered.
4. Create a simple menu that doesn't require significant time in the kitchen so you can enjoy your guests.
5. Ask your guests to help with the preparations i.e. bring a dish to share, set the table, bring flowers, make desserts.
6. Hire help for the day, ask a student or someone you know would benefit from some extra cash and hire their services for a few hours.
7. Create a 'buffet' instead of a sit down meal, take the pressure off and allow everyone to serve themselves.
8. Cook and prepare ingredients in advance so you have less pressure on the day.
9. On the day, get up a little earlier and meditate for 10 minutes. During this time take a moment to reflect on what you are thankful for.
10. Enjoy - being productive is not about doing more, it is about doing less.
Find the things that energize you the most i.e. spending time with those you care about, and do more of that!
One of the secrets of Super-Productivity is to do less, not more and have fun!
This time of year for all my American friends and clients seems to increase their stress levels and cause an amazing sense of overwhelm. I challenge you this holiday season to stop. Stop being so crazy, stop being so busy, stop trying to control everything and stop trying to make everything perfect. Thanksgiving is a time to reflect on what we are thankful for (not to resent everything we had to do to get to the Thanksgiving table).
This holiday choose to 'delete' instead of 'do'. What can you delete or delegate from your Thanksgiving 'to do' list? Can I make a few recommendations:
1. Get your lines dry cleaned... even better, have the dry cleaner pick them up and deliver them.
2. Pay a professional to clean your home for this event.
3. Buy your groceries online and have them delivered.
4. Create a simple menu that doesn't require significant time in the kitchen so you can enjoy your guests.
5. Ask your guests to help with the preparations i.e. bring a dish to share, set the table, bring flowers, make desserts.
6. Hire help for the day, ask a student or someone you know would benefit from some extra cash and hire their services for a few hours.
7. Create a 'buffet' instead of a sit down meal, take the pressure off and allow everyone to serve themselves.
8. Cook and prepare ingredients in advance so you have less pressure on the day.
9. On the day, get up a little earlier and meditate for 10 minutes. During this time take a moment to reflect on what you are thankful for.
10. Enjoy - being productive is not about doing more, it is about doing less.
Find the things that energize you the most i.e. spending time with those you care about, and do more of that!
One of the secrets of Super-Productivity is to do less, not more and have fun!
Thursday, October 25, 2007
Productivity tip: It's not what you do... it is what you delete
Recently I was in London with a friend Daz who said 'you are no productivity expert... your blog is out of date!' He was right ... in some respects. One of the biggest things I have learned in all my productivity research is that it is not what you 'do' it is absolutely what you 'delete'. Over recent weeks I have had to delete many activities from my daily routine to ensure I am maximizing my time each day. My blog had fallen down on the priority 'to do' list. Well I am back... thanks Daz for the 'gentle' reminder.
If you want to be more productive today it is simple, identify one activity you can delete! Take small steps to becoming more productive, today choose one activity you won't do on your list, delete it and then feel less burdened with so many things to do.
The most productive people I know don't do more, they do less. They choose to focus on the things that are most important and valuable to them in helping them achieve their goals.
Check out more articles on http://www.neenjames.com/
If you want to be more productive today it is simple, identify one activity you can delete! Take small steps to becoming more productive, today choose one activity you won't do on your list, delete it and then feel less burdened with so many things to do.
The most productive people I know don't do more, they do less. They choose to focus on the things that are most important and valuable to them in helping them achieve their goals.
Check out more articles on http://www.neenjames.com/
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