Business
The Corner Office: Show your email who’s boss
Published
9 years agoon
By Johanne Bouchard
EBS Business Columnist
What once took weeks to get a response to a letter, now can take seconds. Online communication has many benefits, but it can also consume much of our time.
The modern expectation of an instantaneous response affects how and with whom we communicate. We’re inundated with emails to our private and business accounts; texts; voicemails; and messages on LinkedIn, Facebook and Skype, among others.
Clients and friends ask me how to prevent becoming overwhelmed with modern communication – since I’m disciplined about prioritizing and processing incoming messages, I’ve developed some tips:
Eliminate unwanted incoming communications. Make sure you have effective anti-spam software on your computer to decrease, and ideally eliminate, the volume of inappropriate emails in your inbox. Only accept connections on social media from people you’d like to hear from, and manage notifications on all your profiles to limit what comes through email. Be selective about which profiles include your contact information and manage privacy settings to determine who can see them. Take time to unsubscribe from every mailing list you no longer wish to be on.
Prioritize communications. Schedule 30-60 minutes at the beginning of the day exclusively for email, then allow for short check-ins at set times the rest of the day. Otherwise, email can wind up eating away your entire workday. Attend first to business emails and inbound messages on LinkedIn. If applicable, check your preset mailboxes for new messages, then attend to personal email. Acknowledge and/or respond to everything that warrants immediate action; delete messages without relevancy; categorize what requires your attention within 24-48 hours; and file what must be archived where you can find it.
Filter incoming messages. Inbound email messages can be automatically directed to mailboxes for contacts with whom you frequently interact and receive a great volume of emails. Also, appropriately labeling subjects of your email communication makes an enormous difference in time spent on incoming responses.
Discipline yourself. Email is distracting and makes it harder to focus and be present. Close your computer and ignore your phone when possible. If you can’t be totally disconnected, move devices away from your desk so you can focus on what you must do. Set an alarm or timer and don’t get distracted until it rings. I often advise people to consider adopting the Pomodoro Technique, which is one of the simplest techniques to effectively break your work down into short, timed intervals. It is important to manage your time by learning to work in short cycles, to sustain your attention span and concentration.
Take a last look. Before you retire for the day, check your inbox for emails that might impact your schedule the next day, such as a meeting cancellation or change; an urgent request for a new meeting; a new Skype conversation; or a deadline status. Anything that can wait until the next business day, should.
Modern communication should not lead our lives, we just need to manage it as one aspect of our day. It’s important to streamline how we communicate via email so we’re not constantly reacting to endless communication. Also, know when it’s time to pick up the phone and minimize wasted time or misunderstandings that can result from too many emails.
Johanne Bouchard, a former high-tech marketing executive, is a leadership advisor to CEOs, executives and entrepreneurs, as well as an expert in corporate board composition and dynamics. Visit johannebouchard.com to learn more or download her recently published eBooks “Board Composition” and “Board Basics.”
Megan Paulson is the Co-Founder and Chief Operating Officer of Outlaw Partners.
Upcoming Events
march, 2024
Event Type :
All
All
Arts
Education
Music
Other
Sports
Event Details
Children turning 5 on or before 9/10/2024:
more
Event Details
Children turning 5 on or before
9/10/2024: Kindergarten
enrollment for the 2024-2025 school year can be completed by following the
registration process now.
Children
born on or after September 11, 2019: 4K enrollment is now open for
families that have a 4-year-old they would like to enroll in our program for
the 2023-2024 school year. Please complete the 4K Interest Form to
express your interest. Completing this form does not guarantee enrollment into
the 4K program. Enrollment is capped at twenty 4-year-olds currently
residing within Big Sky School District boundary full time and will be
determined by birth date in calendar order of those born on or after September
11, 2018. Interest form closes on May 30th.
Enrollment now is critical for fall preparations. Thank you!
Time
February 26 (Monday) - April 21 (Sunday)
Event Details
My Barking Dog is a nightmare comedy
more
Event Details
My Barking Dog is a nightmare comedy that tells the story of Toby and Melinda, two lonely people whose lives are forever changed the night they encounter a starving coyote at their apartment building. Over time they grow to expect him, leaving ritual offerings to entice the coyote every night. Toby and Melinda forge a connection over this visitor and share curiosity and concern about his presence in the city. The coyote expands their world–until, one night, their world is shattered. Their lives are pushed suddenly into uncharted territory, sending them on a surreal odyssey that changes their city–and the world–forever.
Directed by LX Miller. Starring Max Schneider and Denise Hergett
Verge Theater is continuing their mission to provide accessible theater to our community. Tickets for My Barking Dog are Pay What You Wish with a suggested price of $35. Audience members are offered the opportunity to select the price point that is comfortable for them when purchasing tickets.
My Barking Dog runs March 15-17, 22-24, 28-30
Performances on Thursdays, Fridays, and Saturdays begin at 7:00 p.m., with Sunday matinees offered at 3:00 p.m.
Suitable for ages 16 . No animals are harmed in the staging of this production.
Tickets are available online at www.vergetheater.com
Time
15 (Friday) 7:00 pm - 30 (Saturday) 8:30 pm
Location
Verge Theater
18mar8:00 pm10:00 pmGays on Blades8:00 pm - 10:00 pm Event Type :SportsEvent City:Big Sky
Event Details
Join Big Sky OUT at the Len Hill Park Community Ice Rink for a free and inclusive ice skating event for all levels. Everyone is welcome, especially allies! There will be
Event Details
Join Big Sky OUT at the Len Hill Park Community Ice Rink for a free and inclusive ice skating event for all levels. Everyone is welcome, especially allies! There will be hot cocoa donated by the Hungry Moose and pizza donated by Blue Moon Bakery. Ice skate rentals are available at East Slope Outdoors until 8pm.
Time
(Monday) 8:00 pm - 10:00 pm