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!

Me & my personal goals – so how are we doing?

If you’ve been following my blog since around December, you’ve probably seen some posts about my Personal Growth project – an idea for a plan for 2018 to achieve some goals.

In short, it meant that I wanted to spend some time on activities that can contribute to my personal development and that simply make me feel good and happy. Some of these things were reading and writing more, learning more about social media and digital marketing or trying to find a publisher for my book.

These goals are quite time-consuming sometimes (especially in the challenging busy period in my life that I’m in –> read due date soon!). Well, I guess I like challenges 😉 The goals are related to each other and focus on the same interests:reading, learning, writing, doing research about psychology-related topics. 

I used to give weekly updates in January and then decided that with my full-time job, pregnancy, my other little one at pre-school age, and with some ot

her time-consuming responsibilities as well, the weekly updates weren’t very convenient for me. It meant that sometimes I was focusing on reviewing and thinking what to write for an update blog post rather than taking action and doing activities which would take me closer to achieving my goals. So, for example, instead of such a blog post I could be completing documents for a publisher.

Also, I’ve realised that learning more about social media and digital marketing is A LOOOOOOOOT bigger a topic than I used to think. It’s HUGE. The amount of advice available online and all the little aspects that I should be aware of and try doing (some plug ins, SEO, Google analytics, learning how to grow my audience on Instagram account) are incredibly time-consuming, and even breaking it down into many little steps and tasks is simply quite difficult.

Social media, different platforms, websites, and the Internet in general have been changing and developing so rapidly that understanding many of the technicalities seems like a very long process. However, it’s interesting and I believe it’s worth learning and being up to date, especially as we use the Internet SO MUCH nowadays in nearly every aspect of our lives – shopping, businesses, writing books, emailing, work, reading news, online banking…

I’ve been having LOTS of home-related paperwork to do, as well as organising stuff for the new baby. I still have a longer list of things to do with regard to that and recently it has begun to feel like: I tick 2-3 tasks off and in the next few hours or days a few other tasks have to be added, so instead of making my list shorter I just feel I keep replacing tasks with other tasks! It’s frustrating but I’m trying to do whatever I can to organise everything as much as possible before the birth.

I’ve had to slow down due to lack of energy and feel some days very unproductive, and I think that in other circumstances I’d be more worried or annoyed about it but in my current situation I just accept this.

I have some blog posts scheduled so that’s super helpful. I also started to do some videos on YouTube. It’s a work in progress. It allows me to be creative, flexible and that’s a lot of fun! I really enjoy writing the blog and shooting and editing the videos where I draw what I talk about (please see an example here and let me know what do you think about it!). I’m learning how to improve them every week and feel that, although I don’t tick every single task off my list quickly, I’ve been learning and progressing in my personal development a great deal since the beginning of this year … and that’s what the results of this Personal Growth project should feel like, right?

I look forward to what life brings and how the project will continue in different months, in different circumstances. It’s just interesting for me how as a busy active parent I can make things work, and how I’ll need to modify my daily plans in order to adjust to different situations. And … what the final result will be, how much I will have learnt, and also what I will have managed to achieve.

WHAT ABOUT YOU AND YOUR PERSONAL GOALS THIS YEAR? 

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?

This blog has been nominated for the LIEBSTER AWARD

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I’d like to say a huge thank you to UNBREAKABLEYETFRAGILE ( you can read & follow her blog HERE) for nominating me for the Liebster Award especially as I’m not a very experience blogger. I really appreciate it. In the rules for the 2018 nominations there is a part where I’m asked to say why I’m passionate about blogging.

  • One of the reasons is that I can not only practise writing, which is great, but I’m also thinking more about ideas, facts and information related to topics such as personal growth and happiness which are worth spreading. This means that my brain (and its 2,500-3,300 thoughts an hour – same as for any other human being) is not only occupied with everyday work, responsibilities and to-do lists but also thinks more frequently about important, meaningful stuff.
  • I’ve discovered that the blogging community is a very interesting place (especially compared to Instagram, for example, where many comments are very superficial). Here people tend to get into more in-depth conversations.

In the rules for the Liebster Awards for 2018 bloggers are being asked to write 10 random things about themselves. Oh boy, that’s a challenge. Haha 😉 I like challenges though, so here we go:

  1. I’m Polish and married to a Brazilian for over a decade.
  2. I work as a senior administrator.
  3. I enjoy reading interesting facts or watching documentaries about nutrition & fitness, and their impact on our brain.
  4. I’m extremely afraid of spiders and bees (especially if I find any in my house; especially if I’m at home on my own!). I mean, extremely.
  5. I try to get up around 5:30am every day to have around 2 hours for my creative work.
  6. I enjoy travelling on trains and buses because that’s Me Time when I can read more.
  7. I don’t believe in talent. I’m a big believer that ANYONE can, for example, learn a foreign language.
  8. I speak Polish, English and Portuguese fluently and can communicate more or less in Spanish, Czech and Slovakian. I tried to learn German and Chinese but I had to stop those language classes. 
  9. I practised ju-jitsu for a year. I love martial arts.
  10. I’’ve been interested in positive psychology for around 17 years.

Now… these are a few questions from Unbreakableyetfragile for me to answer, so let’s go…! 😉

  1. What is the purpose of your blog?

I’ve been learning and reading about personal development and positive psychology for around 17 years and I’ve realised that I haven’t really used my knowledge in practice much so I decided to share some interesting findings, tips, and techniques here with others.

  1. How in touch are you with your surroundings?

If you mean the human world – I feel very much connected. If you mean nature – it could be better (English weather isn’t very helpful in this though).

  1. What state doyou reside in?

I live in the UK.

  1. What is your favorite season?

Probably spring but I find some positive aspects in all of them!

  1. What movie is your all-time favorite?

Hmm … I don’t watch many movies. I’m not sure about a favourite one. Maybe Beautiful Mind…?  Currently I like comedies a lot because that’s what helps me relax the best.

  1. Which color is your favorite?

Right now… purple (and yellow!) I guess. 😉

  1. How often do you read books?

I try to read every day. I’ve recently noticed that I think too much about what I’m reading while I’m reading… Looking at my reading lists and books on my shelves… I feel I should read a lot faster!

  1. Do you have children?

Yes, a 4-year-old daughter and I’m 8 months pregnant now.

  1. Are you left-handed or right-handed?

Right-handed.

  1. What are your life goals?

To continue lifelong learning & personal growth.

I’d like to nominate a few bloggers who put effort into their posts and who inspire me to write with their great blogs, and these are:

  1. Carol Browne (https://authorcarolbrowne.wordpress.com/ )
  2. Philip Ruskins (https://thafriend.com/ )
  3. Positively Alissa (https://fightmsdaily.com/ )
  4. Omobolanle Adeniran https://beeade.wordpress.com/
  5. Theed (https://theeditorsjournal.wordpress.com/ )

Nominees! Please read the bit below re: the rules + questions from me which you need to answer in one of your blog posts. 

Each of the nominated bloggers needs to read about the award HERE and write a post about their nomination where they answer my questions (please see them below) as well as create other questions that they give to their nominees.  The rules for the nominees are in the post below.

My questions are:

  1. If you could be anyone, pick any career, what would that be and why.
  2. If you were a powerful politician who could make one important decision & change for your country– what would that be?
  3. If you were your own parent what would you do differently while bringing yourself up?
  4. Describe yourself in only one word.
  5. How are you getting on with pursuing your goals and dreams this year?
  6. Why do you think so many people out there are discouraged from studying and don’t do anything or much at all for their personal development?
  7. You won $20,000,000. What will you do with this money?
  8. If you could meet anyone from any century and have a long conversation with them who would that be and why?
  9. Is there one dream/goal that you always wanted to do in your life but you didn’t because of fear (e.g. fear of failure/criticism/ lack of confidence)?
  10. How happy are you in general on a scale from 1 to 10?

A bit for nominees now – the rules are below (and also here: https://theglobalaussie.com/liebster-award-2018/ ) . Good luck nominees! 🙂 

 

 

 

Personal Growth project update. Week 4.

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People who are interested in productivity know how valuable it is to plan and review goals but… they also have a tendency to overdo it and spend too much time on this… time which of course could be used for work that matters and actually moves things along, and leads to some progress!

Planning is crucial and only recently I’ve realised how powerful is to have a clear action plan and revise it regularly but by planning we don’t really tick any of our tasks off, by doing to-do lists we don’t really do any of these things that we should be doing. It’s easy to overdo the prep and planning bit then so we need to always keep checking that it’s balanced and ideally schedule some time for it, e.g. an hour at weekends and 10 minutes every morning.

How much time do you spend on planning your goals, tasks, activities?

It’s been another superbusy week:

  • I worked full time (I have to train a new person who will cover my maternity leave and work days seem more exhausting and intensive than ever before);
  • I reached a major milestone in my personal life – the start of the 8th month of pregnancy;
  • I had a few medical pregnancy-related appointments (soon it will be decided whether I will need to give birth earlier and how much earlier!).
  • On top of everything my 4-year-old was off sick
  • And I have to keep finding time to prepare things for the baby’s arrival (rooms arrangements, shopping, reading reviews of baby products, etc.).

I was trying to reconsider what are the most important bits and goals in my project, not for this year, but more narrowly for now – when I’m busy, about to give birth and still at work.

One of my goals was organising more outings with my daughter and spending more time with my family… however, when I thought about it more I decided it shouldn’t really be considered as a goal. It’s just a natural part of my life that matters and needs to be prioritised whenever I can. That’s it. It doesn’t have any deadlines and can’t be really specific enough or measured to classify it as a goal.

I wanted to improve my foreign-languages skills but really… that’s definitely not a priority right now. When I can I try to pay more attention to grammar or new foreign words (English and Portuguese) but that’s where my effort ends at the moment.

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I’ve decided to focus all my energy, time and attention mainly on writing and reading because that’s what’s really important to me right now in terms of my personal development.

I’ve also decided that monthly updates re: my Personal Growth project would be better than weekly ones. It will allow me to focus on my goals even more.

One of the most crucial tasks for the next week is to contact a few publishers with a book proposal and see what they think…

Well, fingers crossed!

 

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!