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11 questions about e-mail. Includes inputs on using less e-mail and more social media. …

11 questions about e-mail. Includes inputs on using less e-mail and more social media.

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  • Thank you very much, Palle, for your comments. I appreciate it. Kind regards, Frank
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  • Good advice, some of it, but regarding #7: sometimes I am SHOUTING, to try to wake up the recipient;-)
    And regarding #3, I must disagree. Email isn't meant to be only short messages - it was in the beginning, but isn't used as such any more. It would take far too long time to write your memo or note, upload it to a web service, and then email a short message with a link to someone, only for them to use even more time trying to make the link work, download the memo etc. That process has far too many stations to be effective.
    If people try to read it on a smart-phone it doesn't make it easier that they have to download a document etc.
    Only when You are working on a common document in a web-folder it is most convenient to file a message with a link, whenever You have changed it.
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  • 1. 11 questions about e-mail
  • 2. e-mail question # 1 How short is your e-mail?
  • 3. If you need to write an e-mail, make it brief. http://hbr.org/tip?date=052013 http://hbswk.hbs.edu/archive/4438.html http://www.nytimes.com/2010/03/25/technology/25apple.html?ref=technology
  • 4. e-mail question # 2 How relevant is the subject line in your e-mail?
  • 5. Use the subject line to summarize the e-mail. Sources http://hbr.org/tip?date=052013 http://hbswk.hbs.edu/archive/4438.html
  • 6. e-mail question # 3 How can you avoid using abbreviations?
  • 7. The e-mail recipient might not be aware of the meanings of the abbreviations. http://www.emailreplies.com/
  • 8. e-mail question # 4 How can you avoid writing in CAPITALS?
  • 9. IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. http://www.forbes.com/pictures/eikh45femi/all-caps/
  • 10. e-mail question # 5 How is your language in your e-mail?
  • 11. Further inspiration http://www.slideshare.net/frankcalberg/dialogue-vs-discussion http://issuu.com/frankcalberg/docs/languages
  • 12. e-mail question # 6 What about sending a link instead of an attachment?
  • 13. e-mail tip # 7 How can you avoid using the ”reply all” button
  • 14. Every 100 people needlessly copied on an e-mail results in 8 hours of lost productivity, when accounting for the time it takes people to read, delete and return to work. Jonathan Spira, chief analyst at research firm Basex. http://blogs.wsj.com/atwork/2012/12/28/the-productivity-crushing-power-of-reply-to-all/
  • 15. e-mail question # 8 Do you know where the recipient of your e-mail is?
  • 16. http://www.timeanddate.com/time/map/ Before writing ”have a good afternoon” in an e-mail, consider in which time zone people, you send the e-mail to, are
  • 17. e-mail question # 9 How often do you check your e-mails?
  • 18. Example of e-mail auto-response http://fourhourworkweek.com/2014/07/14/autoresponse/
  • 19. A study shows that regaining our initial momentum following an interruption can take, on average, upwards of 20 minutes. https://hbr.org/2014/07/the-cost-of-continuously-checking-email/
  • 20. Further inspiration https://www.goodreads.com/review/show/769046140
  • 21. e-mail question # 10 How good are you at keeping your inbox clean?
  • 22. # 1: Delete. Delete any messages you don't need to read or keep. # 2: Respond. Reply to messages that can be handled immediately. # 3: Archive. If it’s a task for someone else, archive the e-mail. Source http://blogs.hbr.org/hmu/2012/02/stop-email-overload-1.html http://blogs.hbr.org/silverman/2009/05/how-to-keep-your-email-under-c.html http://www.good.is/posts/clean-up-your-inbox-pro-tips-from-a-gmail-insider 3 actions to keep your inbox clean
  • 23. When executives at a London-based firm reduced the number of e-mails they sent, subordinates followed suit. http://hbr.org/2013/09/to-reduce-e-mail-start-at-the-top/ar/1
  • 24. e-mail question # 11 What about using chat and/or other social media instead of e-mail?
  • 25. A 5 minute chat may be more efficient than crafting a message that adequately explains the situation. http://hbr.org/tip?date=011713
  • 26. https://agenda.weforum.org/2015/01/how-messaging-apps-are-replacing-texting/
  • 27. People, who work for Automattic - the company that runs Wordpress - rarely use email. Instead they use internal blogs, chat rooms, and Skype. http://blogs.hbr.org/berkun/2013/03/how-wordpress-thrives-with-a-1.html
  • 28. Sources http://online.wsj.com/article/SB10001424052970204452104577060103165399154.html http://bc.pcworld.dk/art/204243/her-er-aarsagen-til-at-vi-har-lagt-e-mailen-for-had http://epn.dk/teknologi2/computer/article2745851.ece http://atos.net/en-us/about_us/zero_email/default.htm The companies Atos, Klick, and Exformatics stopped using internal e-mails.
  • 29. Email stifles transparent dialogues and discussions. http://www.managementexchange.com/hackathon/contribution/big-enemy-good
  • 30. The most damaging cost of thoughtless e-mail: It prevents us from doing our best work. http://thenextweb.com/entrepreneur/2014/11/09/quitting-email-helped-company-team-communicate-better/ http://www.forbes.com/sites/forbesleadershipforum/2012/10/25/i-banned-all-internal-e-mails-at-my-company-for-a-week/