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#WorkTrends: Email Still Matters: Etiquette for Today’s Users

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Here’s a term for you: email brick. It’s that dense blob of text in an email that starts at the top and doesn’t come up for air until the end. No line breaks, paragraphs or bullet points, and often, no readers. We tend to avoid reading those emails, eyeing them warily and opting to get back to them later. Much of the time, we don’t. 

When #WorkTrends host Meghan M. Biro got to talking with email etiquette expert Bruce Mayhew, it was soon apparent that we’re emailing each other all wrong. Bruce is President of Bruce Mayhew Consulting (BMC), a corporate trainer, executive coach, expert on productivity and generational differences, and passionate advocate of emailing better.

90% of our communication is done by email, and the email brick is just one of many sins we commit. Others include incoherent subject lines, putting the main idea down at the end of the message and, on the receiving end, answering emails too quickly. On that last point, Meghan asked for a best practice. “I could spend three hours a day in constant communication back and forth, just trying to do the right thing and respond,” she said.

Don’t do it, Bruce answered. “If you train your audience that you respond to an email in 10 minutes,” they will start expecting it every time. “You end up playing Whac-A-Mole with your inbox.” Our time management gets derailed along with other priorities, too.

Problem is, we learned to write and then learned how to email, he noted, and these are very different forms. He shared three simple tips for writing emails worth opening: put your main point in the first sentence, use bullet points, and write a clear subject line with enough information to indicate exactly what’s going on in the message. 5-7 words usually does the trick he said. Don’t start with “Hey, quick question.”

The underlying reason to clean up our emails isn’t just housekeeping, it’s trust. Sending emails that hit the sweet spot boost personal credibility, he said. They set up a positive feedback loop faster than you can say dopamine high. The next time we see an email from the conscientious sender, we open it. We look forward to it, thinking this person knows what they’re talking about — which goes miles in improving that relationship. 

“Email still counts, and it’s the way we’re all communicating,” Meghan reminded the audience. Time to practice those bullet points.

Listen to the full conversation and see our questions for the upcoming #WorkTrends Twitter Chat. And don’t forget to subscribe, so you don’t miss an episode. 

Twitter Chat Questions

Q1: Why are we failing at email etiquette? #WorkTrends
Q2: What techniques can help us write better email? #WorkTrends
Q3: How can leaders help employees get better at emailing? #WorkTrends

Find Bruce Mayhew on Linkedin and Twitter

How to Build Your Network Without Burning Out

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(Editor’s Note: All of us in the TalentCulture community mourn the loss of our dear friend, brilliant colleague and mindful mentor, Judy Martin, who passed away unexpectedly on January 31, 2014. The following is the last post she contributed to our blog, only 10 days earlier. Her message and her life are a lesson for us all.)

The unthinkable happened during the first week in January.

TalentCulture CEO Meghan M. Biro had gone missing. She hadn’t returned a tweet from me for more than three days. Unheard of, I tell you.

Naturally, I was concerned about her well-being. I actually considered contacting Boston area hospitals. But instead, I did what any good friend would do. Resorting to an antiquated strategy, I picked up the phone and called her.

“Seriously Judy, I’m taking a break. I don’t want to burn out,” Meghan told me.

“What? A break from your BFF?” I almost blurted. Then, a calm washed over me, and instead I said, “Good for you.”

This sparked a conversation about how busy professionals like us can continue growing and navigating our social networks without compromising our stress levels. Connection and communication have taken on new importance in today’s 24/7 world of work. Those who manage the energy and minimize the stress are able to stay ahead of the competition, and sustain high performance. But it’s not easy.

Everyone manages a social network differently. It’s an intimate and personal process. We all have close connections with whom we can exchange ideas and openly vent. That’s typically not a burden on our time and attention. But in this era of digital exuberance, our social circles are growing rapidly. We need to find the signal in our niche, while filtering out the noise of a much broader network. Keeping pace requires a strategy:

8 Tips to Reduce Stress In The Face of Digital Exuberance

1) Schedule Social Sessions: Timing is everything. And quality time counts. When does your network naturally buzz with activity? If you’re a rock star, you might be inclined to check Twitter in the late evening, but if you’re into talent management and business news like me, you’re probably trolling Twitter from 7-8 a.m. Instead of trying to pay attention 24/7, pick one or two intervals each a day to dip into the stream. Don’t just “fly by” with retweets — really dive in and engage in conversations that build relationships. But when your scheduled time is up, move on. Eventually, you’ll adjust to an established rhythm, and so will those in your inner circles.

2) Take Breathing Breaks: Twitter and Facebook interactions can become surprisingly intense. Periodically, take 5 minutes to literally sit back and just follow your breath. Close your eyes, or look away from the screen. Simply being aware of how you are breathing helps regulate cortisol, the “stress-producing” hormone. Count as you inhale – one, two, three. Then hold your breath for several seconds, and exhale to the count of three. Better managing stress “in the moment” gives you more energy later, when you may need to tap into your reserves.

3) Stand Up and Stretch: Once in a while just walk away. Yes, leave the computer behind. This is important to get blood circulating in your body, which delivers more oxygen to your brain. If you prefer not to stand, push your chair away from the desk. Inhale and raise your arms above your head, clasping your hands in a “steeple” position. Look up and gaze at your hands for several moments. Then exhale slowly while your hands float gradually back down to your sides. You’ll feel refreshed and ready to shift back into business gear.

4) Hum with Purpose: That’s right — make noise. Humming actually calms the mind and body. It’s an ancient yogic technique that helps focus attention prior to meditation. The sound reverberates in your skull, and helps your brain rewire your attention. Here’s how: Plug your ears with your fingers and inhale deeply. Pause. Then as you exhale, hum for the reminder of the “out breath.” Repeat two more times. If you feel dizzy, stop. But ideally, it will help release tension and help you focus.

5) Let Filtering Tools Work for You: Sometimes we need to look beyond human behavior for help. If we opened every link that came our way we’d never sleep. Aggregation tools help consolidate and organize the chaos — news sources, blog posts, and other information sources of interest. I’ve set up Google alerts to deliver breaking news on keywords that matter most to me. For less critical topics, I receive news feeds once a week. You can use Hootsuite, Buffer Tweetdeck and Aggregation tools and dashboards to identify relevant content and create a delivery schedule that works for you.

6) Harness Hashtags: Hashtags are the fastest way to share and find relevant information on Twitter. For example, professionals who participate in the TalentCulture community share HR and business leadership knowledge by adding the #TChat hashtag to their tweets. At any moment, anyone can search for #TChat, to see the community’s latest tweets. It’s like round-the-clock access to the most popular human resources conversation on the planet. If you follow a hashtag like #TChat in your Twitter dashboard, you’ll quickly and easily find helpful peers, ideas and advice. Also, when you schedule Twitter posts, be sure to add hashtags that reflect your area of expertise. Your posts will reach people in your niche, even when you’re offline.

7) Leverage Human Relationships: Sometimes, all of us need to unplug for several days or more. When you do, plan ahead. Just because you’ll be off the grid doesn’t mean your networking must come to a standstill. Reach out to several people in your immediate network. Let them know that you’re taking a break, and ask for a little extra support in sharing your work on Twitter, Facebook, LinkedIn — wherever you’re most active. You can even form ongoing support alliances and develop common “social back-up” guidelines. Just remember, you’re not alone.

8) Create a FOMO Free Zone: Perhaps the most important advice I can offer is to honor your social self. Competitive pressure shouldn’t drive your social brand development. Don’t let yourself become obsessed with how other people behave on social channels, or about whether volume or frequency of their activity trumps your own efforts. Whatever your message is, you’ll succeed when you deliver it through your own lens, with your own voice, to an audience that is naturally interested in you. Forget #FOMO (Fear of Missing Out)!

Of course, even with healthy habits, it often feels like we’re networking at the speed of light. But hopefully these tips help you slow the pace a bit, focus on what matters, and generate more energy to fuel your social success.

Do you have tips for reducing stress and improving productivity in the age of social networking? What techniques and tools work for you? Share your ideas in the comments below.

(Editor’s Note: To discuss World of Work topics like this with the TalentCulture community, join our online #TChat Events each Wednesday, from 6:30-8pm ET. Everyone is welcome at events, or join our ongoing Twitter conversation anytime. Learn more…)

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