Comments on: An Email to Help With Email http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/ A weekly stimulant for those who lead Thu, 04 Dec 2008 03:51:18 +0000 http://wordpress.org/?v=2.0.5 by: Activity Tracking Work Time http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-28099 Wed, 06 Feb 2008 19:16:16 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-28099 <strong>If You Don&#39t Track Your Diet… You Are Wasting Your Time...</strong> Frankly, I'm puzzled whenever I hear this from somebody who's frustrated with their lack of gains:... If You Don&#39t Track Your Diet… You Are Wasting Your Time…

Frankly, I’m puzzled whenever I hear this from somebody who’s frustrated with their lack of gains:…

]]> by: Donna http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1140 Thu, 29 Mar 2007 23:12:05 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1140 Excellent comments on managing the email. It seems to me that I am in charge of my email..not the other way around. I am not on call 24/7. If the problem is serious enough to require my immediate attention someone should tell me in person or pick up the phone! Excellent comments on managing the email. It seems to me that I am in charge of my email..not the other way around. I am not on call 24/7. If the problem is serious enough to require my immediate attention someone should tell me in person or pick up the phone!

]]> by: Chris Haun http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1085 Wed, 28 Mar 2007 01:25:44 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1085 Laura, I'd be interested to hear what your other 9 Principles are. Anyone who includes 'Being in the Moment' as a leadership principle is playing & PRACTICING a big game, at least in my world. If you haven't read "Leadership & Self Deception", ( http://www.leadershipnow.com/leadershop/5094-9.html ), great read, highly recommend it. Laura,
I’d be interested to hear what your other 9 Principles are. Anyone who includes ‘Being in the Moment’ as a leadership principle is playing & PRACTICING a big game, at least in my world. If you haven’t read “Leadership & Self Deception”, ( http://www.leadershipnow.com/leadershop/5094-9.html ), great read, highly recommend it.

]]> by: Frank Sanitate http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1081 Tue, 27 Mar 2007 23:59:23 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1081 How to get out of Email jail Thanks for this article, Dan. In my seminars I find that email is now the #1 time-waster. Here's my take on it: The more you give in to distraction, the more you look for distraction. We have the false notion that cleaning up emails, getting them out of the way, is productive. It's not. It's like clearing the last leaf from your lawn. As soon as you put your rake in the garage (blower now, I suppose), there's another leaf on the ground. The ultimate I've heard is about a man -- just before a nervous breakdown -- who was on his driveway at 3:00am in the rain with his leaf-blower! Email is never done -- get over it! Let the leaves, dishes, laundry, email pile up for a while. The solution: Let the "executive mental control" that Meyer writes about take over. Limit the times you look at email each day to 1, 2, or 3 specific times. For many people that means: First thing in the morning (unless you have superhuman control and can actually make yourself do what is important before doing what's urgent), after lunch, and before going home. There is no email that can't wait 2 or 3 hours. Of course, both the sender and receiver need to acknowledge that. The sender, in the case of bosses or clients, need to give up the power they yield by letting you not have to slavishly jump to their every whim and command the moment they send you an email. On our part, as receivers, we need to give up the false image we have of our own importance. The sender will survive an hour or two without your godlike response. How to get out of Email jail
Thanks for this article, Dan. In my seminars I find that email is now the #1 time-waster. Here’s my take on it: The more you give in to distraction, the more you look for distraction. We have the false notion that cleaning up emails, getting them out of the way, is productive. It’s not. It’s like clearing the last leaf from your lawn. As soon as you put your rake in the garage (blower now, I suppose), there’s another leaf on the ground. The ultimate I’ve heard is about a man — just before a nervous breakdown — who was on his driveway at 3:00am in the rain with his leaf-blower! Email is never done — get over it! Let the leaves, dishes, laundry, email pile up for a while.

The solution: Let the “executive mental control” that Meyer writes about take over. Limit the times you look at email each day to 1, 2, or 3 specific times. For many people that means: First thing in the morning (unless you have superhuman control and can actually make yourself do what is important before doing what’s urgent), after lunch, and before going home. There is no email that can’t wait 2 or 3 hours. Of course, both the sender and receiver need to acknowledge that. The sender, in the case of bosses or clients, need to give up the power they yield by letting you not have to slavishly jump to their every whim and command the moment they send you an email. On our part, as receivers, we need to give up the false image we have of our own importance. The sender will survive an hour or two without your godlike response.

]]> by: Donna http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1076 Tue, 27 Mar 2007 21:01:37 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1076 We have an email system at my school and it is a great thing for taking care of the routine stuff such as reminders and due dates. I think email and electronic communications can be a wonderful tool but it doesn't solve everything or automatically save time. For one thing, I can formulate ideas and respond to questions more quickly when I speak. It takes more time when I type. In a verbal conversation it is easier to pick up on the tone of voice and answer questions as they occur in the context of the conversation. In most instances, I prefer a live phone conversation over the exchange of email volleys anytime. Having said that, I am always grateful that my son can email his family from Iraq! We have an email system at my school and it is a great thing for taking care of the routine stuff such as reminders and due dates. I think email and electronic communications can be a wonderful tool but it doesn’t solve everything or automatically save time.
For one thing, I can formulate ideas and respond to questions more quickly when I speak. It takes more time when I type. In a verbal conversation it is easier to pick up on the tone of voice and answer questions as they occur in the context of the conversation. In most instances, I prefer a live phone conversation over the exchange of email volleys anytime. Having said that, I am always grateful that my son can email his family from Iraq!

]]> by: Adrian Bass http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1069 Tue, 27 Mar 2007 16:43:14 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1069 When I ordered your new leadership book on Amazon.com, I also ordered a book called “The Hamster Revolution: How to Manage Your Email Before It Manages You.” It has a lot of good ideas in it about managing and reducing email and impacting your colleagues about doing the same. I do not think I agree with all of his recommendations, but some of them are very helpful. Might want to take a look at it, or share it with your readers. When I ordered your new leadership book on Amazon.com, I also ordered a book called “The Hamster Revolution: How to Manage Your Email Before It Manages You.” It has a lot of good ideas in it about managing and reducing email and impacting your colleagues about doing the same. I do not think I agree with all of his recommendations, but some of them are very helpful. Might want to take a look at it, or share it with your readers.

]]> by: Sylvia Alexander http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1049 Mon, 26 Mar 2007 21:03:37 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1049 I wholeheartedly agree about 'being in the moment'. We need to be very careful that in this age of blackberries and cell phones, we don't forget the courtesies of human interaction. I will applaud the manager or team leader that starts a meeting by asking everyone to "turn off your blackberries during this meeting". Technology most definitely has its place in this world, but let us not allow rudeness to become its companion. I wholeheartedly agree about ‘being in the moment’. We need to be very careful that in this age of blackberries and cell phones, we don’t forget the courtesies of human interaction. I will applaud the manager or team leader that starts a meeting by asking everyone to “turn off your blackberries during this meeting”. Technology most definitely has its place in this world, but let us not allow rudeness to become its companion.

]]> by: Nicole http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1048 Mon, 26 Mar 2007 20:05:44 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1048 Interesting topic! As a REALTOR, multi-tasking is my life: cell phone, PDA, Laptop, Email (personal and business), face to face meetings, civic engagement and balancing work-life-family commitments. Bottom line multi-tasking is a reality of running my own business and staying competitive in the real estate market. I know that I am not available to my clients within a reasonable time frame someone else will be--so being accessible, being efficient and providing "knock the socks off customer-service" is essential for my business to survive in this market. Multi-tasking can be a venue for stream lining efficiency but in all things establishing reasonable boundaries is critical. For example: when driving don't answer text messages, emails, cell phone calls or have the mobile office signed on for internet access. Plus use technology such as ACT Software or Top Producer to enhance organization, generate reports, and to work smarter not harder. Bottom line, be in the moment and focused on the task at hand: be it listening to a child, helping a child with homework, or presenting information to a potential client or existing client. Interesting topic! As a REALTOR, multi-tasking is my life: cell phone, PDA, Laptop, Email (personal and business), face to face meetings, civic engagement and balancing work-life-family commitments. Bottom line multi-tasking is a reality of running my own business and staying competitive in the real estate market. I know that I am not available to my clients within a reasonable time frame someone else will be–so being accessible, being efficient and providing “knock the socks off customer-service” is essential for my business to survive in this market.

Multi-tasking can be a venue for stream lining efficiency but in all things establishing reasonable boundaries is critical. For example: when driving don’t answer text messages, emails, cell phone calls or have the mobile office signed on for internet access. Plus use technology such as ACT Software or Top Producer to enhance organization, generate reports, and to work smarter not harder. Bottom line, be in the moment and focused on the task at hand: be it listening to a child, helping a child with homework, or presenting information to a potential client or existing client.

]]> by: Stacy http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1041 Mon, 26 Mar 2007 17:02:43 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1041 I totally agree with this message and think that people use email inappropriately because we received no training on how to use it. Technology is only as good as we make it. Often times, people send thoughtless emails and end up sending multiple responses because their first email was not thought out well enough to provide all the relevant details. Also, I have noticed that sometimes people email when a phone call would have been more more efficient. Thanks for writing this and I hope you will write more on the proper use of email and the proper use of meetings. I think some people have too many meetings too that are inefficient and waste a lot valuable time. I totally agree with this message and think that people use email inappropriately because we received no training on how to use it. Technology is only as good as we make it. Often times, people send thoughtless emails and end up sending multiple responses because their first email was not thought out well enough to provide all the relevant details. Also, I have noticed that sometimes people email when a phone call would have been more more efficient.

Thanks for writing this and I hope you will write more on the proper use of email and the proper use of meetings. I think some people have too many meetings too that are inefficient and waste a lot valuable time.

]]> by: Judy Sauer http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1039 Mon, 26 Mar 2007 16:29:02 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1039 As a parent and teacher, I thank you for pointing out how multi-tasking diminishes one's ability to be present with loved ones. My heart cringes as I see adults using their cell phones in the car, in the store, etc. without regard to the presence of their children. I've also witnessed, what appears to be, a single parent taking their child out for a meal and spending the time reading a newspaper - no discourse with the child throughout the entire meal. Sends a pretty powerful message to young people. Thanks for sharing your wisdom with us. Judy Sauer As a parent and teacher, I thank you for pointing out how multi-tasking diminishes one’s ability to be present with loved ones. My heart cringes as I see adults using their cell phones in the car, in the store, etc. without regard to the presence of their children. I’ve also witnessed, what appears to be, a single parent taking their child out for a meal and spending the time reading a newspaper - no discourse with the child throughout the entire meal. Sends a pretty powerful message to young people.

Thanks for sharing your wisdom with us.
Judy Sauer

]]> by: Tom Nugent http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1038 Mon, 26 Mar 2007 16:14:30 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1038 An E-tool bill of rights is great, but who has the time to wait for someone else to do something? Leaders can stop the email assault whenever they choose to. Don't hold a meeting. Don't have training sessions. Don't establish new policies. Just start to role model these four behaviors. 1) Use the subject line for the entire message whenever possible with brackets (EOM) meaning "end of message". 2)Return emails that are obviously FYI or SYA and tell co-workers that you trust them enough to not need to be a participant or observer of every conversation. Identify the three highest volume sources every day for a week and CALL those people with the same message. These 15 people are probably 65% of your inbox. 3)Set aside messages that pertain to your biggest (only one) project instead of "reply all" or copying to the entire staff. Then send one brief, cut and paste email. When you see multiple emails from others ask them to do the same. 4)Eliminate as many attachments as possible, and make sure the ones you send are titled so that people know what is in them without having to open them. That's right. Take on more work to eliminate work. After five days your inbox will be half what it was, you will be the company expert, and what you are role modeling will start to spread. The only obstacle is that many leaders believe that the system, and the culture, cannot change, or that it should be changed by someone above or below them. Tom Nugent LeadershipCoaching (at) comcast.net An E-tool bill of rights is great, but who has the time to wait for someone else to do something? Leaders can stop the email assault whenever they choose to. Don’t hold a meeting. Don’t have training sessions. Don’t establish new policies. Just start to role model these four behaviors.

1) Use the subject line for the entire message whenever possible with brackets (EOM) meaning “end of message”.

2)Return emails that are obviously FYI or SYA and tell co-workers that you trust them enough to not need to be a participant or observer of every conversation. Identify the three highest volume sources every day for a week and CALL those people with the same message. These 15 people are probably 65% of your inbox.

3)Set aside messages that pertain to your biggest (only one) project instead of “reply all” or copying to the entire staff. Then send one brief, cut and paste email. When you see multiple emails from others ask them to do the same.

4)Eliminate as many attachments as possible, and make sure the ones you send are titled so that people know what is in them without having to open them.

That’s right. Take on more work to eliminate work. After five days your inbox will be half what it was, you will be the company expert, and what you are role modeling will start to spread. The only obstacle is that many leaders believe that the system, and the culture, cannot change, or that it should be changed by someone above or below them.
Tom Nugent
LeadershipCoaching (at) comcast.net

]]> by: Paul Knudstrup http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1037 Mon, 26 Mar 2007 15:57:47 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1037 Dan - you (and Dr. Meyer) are right on target about the real solution to multi-tasking; doing several things at once simply does not work effectively. The guy who really has this figured out is David Allen (www.davidco.com) who has taught and written about this issue for years. We use a lot of David's philosophy and methods in our own Personal Productivity in a Multi-Tasking World courses and workshops. The keys are clarity about desired outcomes, breaking multi-step projects into small bites, tracking commitments and next actions, and keeping our head empty - the brain makes a really terrible filing cabinet! Dan - you (and Dr. Meyer) are right on target about the real solution to multi-tasking; doing several things at once simply does not work effectively. The guy who really has this figured out is David Allen (www.davidco.com) who has taught and written about this issue for years. We use a lot of David’s philosophy and methods in our own Personal Productivity in a Multi-Tasking World courses and workshops. The keys are clarity about desired outcomes, breaking multi-step projects into small bites, tracking commitments and next actions, and keeping our head empty - the brain makes a really terrible filing cabinet!

]]> by: Teresa http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1036 Mon, 26 Mar 2007 15:47:18 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1036 Great topic, I have noticed that as I "mature" it is more important to stay in the moment! I kicked the habit after our Windows system upgrade came with the nifty screen flash that showed a clip of the new email. It was so distracting to read the new email and lose track of where I had been before the breaking news came in. Everything in moderation...including "time saving" technology! Great topic, I have noticed that as I “mature” it is more important to stay in the moment! I kicked the habit after our Windows system upgrade came with the nifty screen flash that showed a clip of the new email. It was so distracting to read the new email and lose track of where I had been before the breaking news came in.

Everything in moderation…including “time saving” technology!

]]> by: David Cook http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1034 Mon, 26 Mar 2007 15:21:32 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1034 I am a senior citizen or something. Have been using a computer for about 30 years. One of the best inventions in the last century, if used properly. I, like a lot of the other responses try to take care of more than one thing at time and end up not getting as much done as if I had finished a task before I went to another. I now try only to let the phone interrupt what I am doing. I am a senior citizen or something. Have been using a computer for about 30 years. One of the best inventions in the last century, if used properly. I, like a lot of the other responses try to take care of more than one thing at time and end up not getting as much done as if I had finished a task before I went to another. I now try only to let the phone interrupt what I am doing.

]]> by: Jim Mulhern http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1033 Mon, 26 Mar 2007 15:17:49 +0000 http://www.danmulhern.com/wordpress/2007/03/an-email-to-help-with-email/#comment-1033 Dan, Please remove me from your spam filter...kidding! This topic is near and dear to all of us. Fast Company Magazine's Dec 06/Jan 07 issue has a great, short article (4 paragraphs) entitled "An E-TOOL Bill of Rights: A strategy to save us from our digitally addicted selves" at http://www.fastcompany.com/magazine/111/next-sanity.html Perhaps it could be adopted at one of our respective great places to work. Now, go lead with the shortest e-mail possible...Or skip it all together. Love, Brother James Dan,
Please remove me from your spam filter…kidding! This topic is near and dear to all of us. Fast Company Magazine’s Dec 06/Jan 07 issue has a great, short article (4 paragraphs) entitled “An E-TOOL Bill of Rights: A strategy to save us from our digitally addicted selves” at http://www.fastcompany.com/magazine/111/next-sanity.html
Perhaps it could be adopted at one of our respective great places to work.
Now, go lead with the shortest e-mail possible…Or skip it all together.

Love,
Brother James

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