7 Worst Email Mistakes Everyone Makes

  1. Replying to emails,a well-known rule: “If it takes you 1-2 minutes, do it right away”. 

If you answer all your emails very quickly then before you manage to go through all of them you may sometimes start to get replies to your replies …which you’ve just managed to send…

Some emails just create more emails. It’s like a never-ending story. If something isn’t very clear or you think it may take a few emails being sent back and forth, it’s probably better to make a phone call (during the time when you have a block-phone-calls time planned of course!).

Use the batch processing technique. According to studies, you will be most productive if you check and reply to emails only 3x a day or if you can, even more rarely.

    2. Writing over-long emails.                 

It’s difficult to keep some replies short. It’s a bit like an art and we need to mindfully practise it, but once you decide that you want to write, say, a maximum of 4-5 sentences per email, it will work wonders.

3. Using shortcuts,short forms or abbreviations when they are not needed or not well known.

It may look like we don’t really have time to reply to the email — e.g. people in some companies write KR instead of Kind Regards. According to studies, many people feel that such emails look like the sender is lazy or unprofessional.

     4. Bad grammar or spelling.

Research carried out by psychologists from North Carolina State University showed that others, who don’t know us in person, judge us a great deal based on errors in emails. If we send emails with errors, others will perceive us as less intelligent and trustworthy!

     5. Using”Reply All”too often.

Most office workers are quite busy. Emails are a biggie on the distractions list and yet we are often unnecessarily cc-ed in emails that we don’t need to read. Sometimes we just need a one-word or one-line outcome instead of the whole email trail. Sometimes it may be good to make someone aware of something but people are very BUSY nowadays and many wouldn’t like to receive ping-pong emails… Before you click on “reply to all’ think twice if it’s really needed.

     6. Use your subject line PROPERLY.

If you have a query, don’t put Hi or Just a Quick Question in your subject line…  Sometimes it will delay a reply. Sometimes it causes real problems to find an old email quickly. Try to name things as specifically as possible in the email title, e.g. XQZ project – approval needed. Or maybe something like: Issue with payment for employee KR. Feb 2018.

    7. Marking not very important emails as urgent ones!

Oh, I know some people who overuse this so much. It’s not just annoying, it’s kind of painful for the eyes. A receptionist where I worked (I worked there only once every few weeks, by the way) added me to a circular list that was sent to all professionals in the building, in higher and lower positions, and then I started to get some emails from her… sometimes quite a lot of them, all marked as urgent:

  • “There is no milk in the fridge. It will be sorted out in an hour” – marked us urgent!
  • “There is a problem with the sink in one of the toilets on the first floor!” – marked as urgent!
  • “Has anyone seen a green pen somewhere in reception? It’s Katie’s! Please let me know if you did”. – also marked as urgent…

I’m busy, I mean BUSY, and I get all these urgent messages. Sometimes there are 10 or so in a day. Oh, sweet Lord, help me! It always interested me: How on earth has no-one told the receptionist yet to stop marking all her emails as urgent!

And a personal request to all bosses all over the world:

It’s great that you are able and happy to work at 11pm and then again at 2am and 4am. Fantastic. Congratulations on not needing any sleep but …

  • if you have employees who use work mobiles and don’t switch the sound off just in case of an emergency… or
  • if you know that your employee may skim the emails before getting to the office and get stressed with issues at work before even starting their shift …

please have mercy!

Just skimming emails (to see whether there is something super-urgent we should be aware of before entering the office!) can raise blood pressure and heart rate at the same time and it feels like we are working from 5am rather than 8 or 9am. It’s so difficult to forget about the distraction especially if we care about our jobs or want to be perceived as reliable workers. Please don’t… Why not leave the emails in the DRAFT folder and click SEND on them first thing in the morning when you start your shift? Surely, most of you don’t start your work with a meeting every single day and if you do you could send the pre-prepared emails minutes before the meeting from your mobile.

Have I missed anything? Please comment if you know of any other email-related sins people make?

JUST DO IT? WAIT!

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JUST DO IT – the famous phrase from NIKE’s advert has become popular in motivational posts, videos and speeches. Why wait? Stop thinking about it for ages. Stop procrastinating. Just do it! Right? No. Not really. Not always.

Some people tend to dwell too much on prep and planning stages or postpone things too much but taking actions mindlessly just to do something related to their goals is not the smartest move either.

You need to have an action plan; a good, well-thought-out action plan where you write down your goals, particular actions, steps and tasks.

Only 3% of adults actually write their goals down.

This is one of the reasons why over 90% of people fail working on their New Year resolutions by 15th January each year!

There have been a number of studies which indicate that people who write their goals down are 50% more successful in achieving what they plan.

You should always keep the note with your goals with you; for example, in your wallet. Why is it so important? If you keep your goals and action steps in your mind (especially if you have an active lifestyle):

  • you may forget about some of the goals or actions sometimes; an average human being has around 1,500 thoughts per minute – you can’t always ensure that your goals are kept on top of all these thoughts; often there is no energy & time for it
  • you may often feel that there are other more important or urgent things that are written, for example, in your emails
  • you won’t treat your personal goals as seriously as work or college/university-related assignments and projects (a lot of these are given to you in a written form or you are expected to write these things down!)

You need to come up with deadlines so your personal goals matter and are treated as any other, for example work goals. Once you have these important aspects sorted out then yes, take action!

And remember to book some time for reviewing your goals and plans because you will notice quickly what mistakes could be avoided, what works and what doesn’t, and what you can do to improve your working style.

Don’t JUST mindlessly DO IT!

Do you judge a book by its cover?

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Designing books may seem a relatively easy and not very important task but actually merging an idea for a design with a book’s meaning is a massive challenge.

Charles (Chip) Kidd, is not only a famous award-winning American graphic designer but also a writer, a musician, an editor, a book designer and a lecturer who lives in New York. He presented his ideas and opinions in two TED talks and in various interviews which have been seen by millions of viewers world-wide. He is probably one of the most famous book-cover designers.

When asked during an interview whether he judges books by their covers. He responded wittily: “No, I judge covers by their covers.”Image result for kidd chip

Kidd stresses that a book cover is vital because that is the first thing people see while deciding if they want to buy a book or not. In one of his TED talks Kidd quickly persuaded an audience how first impressions truly matter when he started his speech with “a full body wriggle” to draw people’s attention. Kidd advises other designers to trust their intuition but to remember that covers cannot be obvious:

“When I’m working on a cover for a book called ‘City on Fire,’ I’m not going to show a city on fire. It’s like going back to drawing an apple and writing the word ‘apple,’ underneath, you don’t need both.”

When a designer reads a book, he needs to think how he translates the main message and the meaning of the book. Designing jackets is somewhat like capturing something intangible that is embraced by the writer’s words, things that readers need to imagine, and transferring it to a more tangible idea, a picture, a meaningful design.

Image result for chip kidd jurassic parkOne of his most famous projects was a book-cover design for a science-fiction novel, Jurassic Park, written in 1990 by Michael Crichton (the book Spielberg adapted in 1993 into a legendary film with the same title). While thinking of the design, Kidd decided to learn more about dinosaurs, and to see different pictures, models and expositions in the National History Museum in his city.

He was thrilled when he found out that the right to the image was bought and used by MCA Universal for the famous movie with the same title.

Jurassic Park is only one out of over 1,000 book covers that Kidd is responsible for.

Have you ever bought a book because you liked the cover; or vice versa, have you ever decided not to buy a book because you didn’t find the cover attractive?

What sorts of book covers do you like most?

How to plan your 2018 GOALS smartly?

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Quite a few statistics I’ve come across indicate that approximately 92% of people who plan New Year resolutions give up on them within around a month! This is a shocking number. If you asked me about the stats before I found this information, I’d have thought it was more like a 50/50 or 40/60 ratio.

Isn’t that one of the most discouraging and demotivating statistics you’ve ever heard of?

What do you do to ensure that you are among the remaining 8% of people who get what they want in life?

Firstly we need to understand that our dreams are not goals, and vice versa.

Dreams become goals only if you are willing to work on them, if you specify them, write them down, prepare an action plan, and in any other way show commitment and effort; and naturally when you take action towards achieving them.

  • Specify:Think what your biggest dreams are and which ones you can and want to pursue. Think what you could do to fulfil them.

 

  • Be Realistic: When someone says, “Make sure your goals are realistic and achievable”, I think, “Well, if Wright brothers, Orville and Wilbur, (two American inventors, engineers and aviators) had thought what was realistic, what had been done before, what people of their time were able to do, they would NEVER have built and flown the world’s first airplane in 1903! If Einstein, Edison or Darwin had listened to others and had tried to set SMART goals (*goals that are specific, measurable, achievable, realistic and time specific), then they surely wouldn’t have got as far as they did because many things that they invented or discovered weren’t thought to be realistic or achievable in their lifetimes!

On the other hand, it is commonly stressed in psychology-related books and articles that people OFTEN overestimate what can be done in a year and underestimate what can be done in 5 or 10 years. And certainly there is some truth in it as well. Surely we can do a lot in just one year BUT some goals such as writing books or becoming an expert in a chosen discipline may take more than a year.

It also depends on your circumstances, although they are not as vital as you think because even if you haven’t the resources you believe you need, you may find other ways around it to achieve your goals. To tell the truth people rarely have an ideal situation (enough money, contacts, time and so on).

  • Action plans:According to many different studies, people who write their goals down are more likely to achieve them. I didn’t know how important an action plan was before someone advised me to do it. I used to think I work hard on my goals but with the right action plan I’ve realised I didn’t put enough effort into my goals before.

A good action plan, and most of all FOLLOWING IT, is a real eye-opener!

I’ve realised that many people get frustrated and/or fail because they don’t plan any tasks with regard to their goals at all (and think, e.g. “I’ll learn Spanish when I find some time for it.” ) or make their action plans too strict. I used to be one of those people. For instance, I planned that I’d do something EVERY SINGLE DAY for the next X months or years! There is a quote I really like which says:

You can do anything but not everything.

Yes, so dream big, make sure you prepare and plan your goals well but DON’T forget that you need to have a flexible approach to it. For example, I have a four-year-old daughter and I’m going to give birth again in March 2018, and I’m sure that there will be days when I am not able to write anything.

Additionally to all these things that we can predict there are ALWAYS some things that we CAN’T predict. You may have to change your job and you won’t be able to exercise, write articles, design clothes or work on your business idea in the early mornings as you planned; or you may need to move and many of us know how time-consuming it is. Rather than getting irritated that we can’t have it all and do everything we want to, we should design our action plans quite flexibly – a good idea may be to write down what you will focus mostly on in each month of the next year and plan the month ahead only a few days before it starts. 

  • Reviews: Planning November or even April next year when life gets so unpredictable sometimes seems like a huge challenge. During the next year you may find out ways and techniques of working better on your goals (for example, you may do an online marketing course and find out how you can find more clients for your business) because we are constantly learning. You may get some good advice from others who achieve their goals or you may decide that your real passion and true goals are a bit different from what you thought they were. Therefore, it would be best if you review your goals and action plan regularly, for example at the end of every month(some people would prefer to do it every quarter).

 

  • Modifications: And the most important point – changing or adjusting your goals does not mean that you give up on them or that you failed. As long as you have grit and put passion and real effort into whatever you’d like to do it still counts! There definitely will be days when you will have doubts and lose your confidence but remember these are JUST YOUR THOUGHTSgenerated by your own mind. If you need a break, take a few days’ break, don’t think about your goals at all and then with a fresh eye and energy consider what you can improve to become more productive and effective, and to accelerate your progress.

 

I’m very interested in what you think about this and what your plans for 2018 are!

 

SELF-GROWTH. What is it: a bit of a luxury or an essential need?

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I’ve recently been thinking about personal growth. Is it more of a luxury or an essential need; perhaps even something necessary for our survival?

I found a blog where an author argues that personal growth is a necessity. Do you agree? I’m always curious about what other people think. At first, I was convinced that personal development is DEFINITELY a luxury. Why? Because first we need to meet our basic needs — indicated in Maslow’s hierarchy, for example—and then we can really focus on our self-growth, right?

We need some:

  • TIME
  • RELATIVELY STABLE CIRCUMSTANCES
  • SPACE

to reflect on ourselves, our goals, ideas, ambitions, wishes, and desires and to think how we want to, and can, achieve them. However, if we are not feeling safe (e.g. due to domestic violence) or we are very poor (I mean, you have no food for your lunch: that poor!), really, who then is able to think about some dreams? We would rather think about how to get out of our difficult situation. We worry about everyday basic stuff that people who can afford their bills and life don’t even think about. Once we have a roof over our head and enough food, and some other basic needs are met, surely we can then start to consider:

  • What are our real passions and aims?
  • What do we enjoy?
  • What are we good at?
  • What brings us happiness?

I recently was impressed by this straightforward but, at the same time, deep and intriguing quote: “The meaning of life is to give life a meaning.” Human beings naturally seek a purpose in life and think of its meaning but I’m convinced that to purposefully better oneself we need to think about it, devote some time to it, be ready for some sacrifices and, ideally, plan for all these factors.

Growth occurs when we live under some difficult circumstances—that’s true—but what grows are our strengths, such as patience and our understanding of the world. We become smarter and begin to see solutions that we haven’t seen before.

Personal growth is pursuing our goals, living our dreams, spending time on our passions. It feels a bit like a luxury because we need time for it… and time is precious, limited and extremely valuable nowadays. Surely you agree with that? Time in some situations is definitely more important than money. Now, who has time to think more about personal development and plan it effectively? It is a bit of a luxury then, isn’t it?

On the other hand, no Me Time and no Personal Growth often lead to frustration or depression, even if we have “more important” things to deal with and to worry about on an everyday basis. This suggests that personal development is … a necessary aspect as well, a need that should be fulfilled in our lives.

Is personal growth a luxury or necessity then?

What do you think?