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Businesses are finally beginning to take a look at what e-mail is doing and not doing for their internal communications and productivity. There was a company in the news recently where use of email was not allowed on
Fridays after the President realized he was taking time to type an email to his assistant who sat in the very next office. Far less time would be needed to simply walk over or pick up the phone and ask for what he wanted. The experiment
did result in increased productivity which according to the last reports was continuing to grow.
Now, in today's business environment, we can't start eliminating email "everyday" from our business lives, nor should we want to! I agree it has seeped into our offices almost like an amoeba out of control ... however given some
positive attention, email can and does play a powerful role in increasing productivity and of course overall business profits. How you ask?
The perspective of e-mail in the office is changing. The evolution of email has until recently put the focus primarily on the content and the "send" button. Not much further thought was or is exercised.
Business is finally beginning to realize that email offers more. It is not just a tool for distributing docs nor is it a dynamic filing cabinet. It is an actual communication .. it is a one-to-one, face-to-face intimate interaction
between the sender and the reader. ...an "extremely private" moment with your reader.
It is this "moment" which, when used wisely and effectively, provides a positive power to email... an opportunity to create a positive image, make a good impression, "resonate" in the reader's mind.
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Why? How?
First of all, computer monitors have a drawing effect. They bring us into what ever we are reading even for short nano seconds and provide us private moments with our thoughts.
Secondly, because this "e-mail moment" is a private moment, our thoughts have time to resonate and instill themselves into our minds as we read our messages.
Test it out. Put yourself in front of your e-mail inbox, right now! Open your inbox with the purpose of reviewing your messages. Pay close attention to when you first glance at the subject line or the "from" window ( which ever you
look at first) .. and then pay close attention to how many thoughts go through your head at the moment of your "first" glance. If an e-mail is from someone you know, pay attention again to the immediate thoughts you have .. did you think
about the last time you saw them, a general opinion, an emotional response, all of the above? My guess is "yes" ... all of the above! |
Well ... so what? Assuming your company has employees who want to achieve, do a good job, be successful ... introducing the perspective that each and every email is an opportunity for an employee to interact positively … from
CEO down to the very first entry level position within your business "should" cause some notice! It this isn't a reason to sit up and take a second look at how one is using email, I don't know what is! What a convenient and
repetitive opportunity to build trust and loyalty, morale ... strong business relationships!
But how do you change old habits and really turn things around?
Set the stage by combining the fact that email is a core daily activity of each employee and that the dreaded "inbox" offers a "new" positive opportunity to communicate and build your success within the company. Set employee goals on
sending the email that people want to receive, open, read (completely) and respond to appropriately. The following tips might be helpful:
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Have each employee identify where they are at (relationship wise) with their fellow employees and where they want to go with each relationship. Who helps them do a good job, who measures their success? What is their personal
incentive in being productive each day? This is fun to do on all levels ...
Low to High - Realize this person approves your raises.
Peer to Peer - This person helps me on projects, takes care of my phone calls, helps me get projects done on time.
High to Low This person has to want to work for me.. trust me and be loyal. I need to build good morale, trust, respect. |
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Move on to identifying ways to have those identified in Number one want to receive and open your emails. Go to the person and ask, "what works via email, what doesn't?" Simply being sensitive to the reader's inbox goes a long way
in building strong relationships.
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The Golden Rule to apply to all elements of email is asking the question, "is this communication convenient and hassle-free" for the recipient? If there is any chance of a "no" .. you are much better off not sending
anything. |
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Introduce the power of email and the power of the "moment." Simply give your employees the test shown earlier in this article.
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Provide some basic email training. Again, the goal is to send emails that people want to receive, open, read ( completely) and respond to appropriately. Training should cover subject lines and the presentation of the content ..
both very important to the complete success of an email communication. The content itself is also, of course, important. Tone, emotion, other intangibles are not supported well by email. Know and trust that ... What gets written
in emails, stays in emails!
Remember that each communication is a reflection of you. Your polish, your professionalism, your personal brand. It is an opportunity to make a good impression, make someone's day more productive. A chance to brand yourself within the
office.
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Last but hardly least .. now equipped with all this new knowledge and "awareness" … have each employee create strategies ..i.e. small steps of communication that will build the strong loyal relationships they all desire for their
personal success and for the overall increased productivity of the business. Using the power of email have them watch for opportunities to communicate via email with information or conversation that will again, help build positive and
loyal relationships.
A huge secret of email is that it works for the "little" communications that just don't cut it in any other format ... phone, mail, fax in person ...cannot get the same job done!
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How great after a departmental meeting to take the time to send a short little "good job today" to an employee, or peer. It goes a long long way to good morale. |
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How easy it is to send off a short little " thanks for lunch" .. that in any other format would be an overkill and would not be trusted for what it was. People would think there was an
underlying motive. |
Email just evolves into being an easy way to build relationships and team spirit However, do be careful not to do any overloads. Be attentive to the frequency of emails sent and exactly what you are saying. No one likes to get mass
dumps. Remember that Golden Rule "is this communication "convenient " and "hassle free?" Keep it posted on your computer!!
Enjoy your new perspective on email. Take on the challenge of having email communications add to your overall company productivity and directly to each employee's success.
How exciting to see morale, employee longevity, and profits increase …all with the help of some adrenaline from the power of email.
By Margie Hanson,Communicating -Today's Way, Inc.
www.TodaysWay.net
margieh@todaysway.net
Quiz Answer:Your Response: C is correct!
An employer can dispose of a current employee's I-9 form 3 years after the employee was hired. Explanation:
The statement in answer C "is not" true. I-9 forms ( and related documentation) must be retained for 3 years after the worker is hired or for 1 year after termination, whichever is longer. In answer C, the employee is currently employed
by the employer. Therefore, the employer cannot dispose of the I-9 Form, because the 1-year-after-termination aspect of the rule would be applicable since it would be longer than 3 years. Employers may retain Form I-9 in electronic
format, in addition to the paper, microfilm, or microfiche. The signatures on Form I-9 may be made electronically. These options became effective April 28, 2005.
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