Welcome to the Emailogic blog
At Emailogic we believe everyone should be a brilliant email user. Training in email etiquette creates huge productivity gains that mean staff have more time, reduce email traffic and communicate more effectively. And it is not difficult to achieve - as hundreds of thousands of Emailogic graduates have proven.
A new study conducted by Loughborough University proves once again that email still causes us stress at work – If more proof were needed.
30 staff at a UK Government Agency took part in the study and email stress manifested itself as increased blood pressure and increased heart rate when dealing with too many emails.
Reducing the feelings of stress caused by email was fundamental to the design of our email management courses and our results from 15 years of successful delivery prove that this is one of the successes of our course. Namely, putting the email user back in control of their inbox.
While email has revolutionised the way we communicate in business it has become the default method of communication. Email etiquette training re-trains us to use email more responsibly.
This is important as so often the way we interact with others defines us and improves our wellbeing. Email can causes high levels of stress if staff are not trained how to deal with it effectively.
The study also found that certain types of emails had a more negative effect than others. Unsurprisingly these types of emails included unnecessary “ccs” and constant interruptions from incoming mail.
It is too easy send emails – especially “CCs” – almost by default yet take no responsibility for the impact email overload has on others.
Consider email etiquette training as occupational health training…and take a relaxed approach to your emails.
Microsoft Lync can be of huge benefit to organisations when considering how to share information or deliver training to their staff.
Introducing Lync into an organisation firstly presents some technical hurdles for IT but once these have been resolved, the next challenge is persuading colleagues to actually use it!
Many of our recent clients we have been delivering training across Lync and at the same time getting the staff used to using it. They have asked Emailogic to show them how easy it is and have asked us for tips on how to use it most effectively.
One such satisfied customer is the RNLI – the Learning and Development Manager John Le Rossignol was impressed with the way that Emailogic helped them – not only to deliver the award winning email training using Lync – but also to assist them in learning the tools and functions of Lync which they could then take into the future when delivering more training internally.
‘Emailogic delivered the webinars very professionally using our recently launched MS Lync system, and this really opened delegates eyes to the potential of Lync and has resulted in encouraging uptake in its use. “
The results gained using Lync were impressive too, proving that new technology is no barrier to achieving great learning outcomes:
“We are also delighted in the return on investment, with delegates reporting an amazing average of 67 minutes saved per day.’
If your company is introducing Lync and would like to learn how to use it at its maximum impact contact us today – or if you just want to deliver any kind of webinar training and would like our help why not book a place on our webinar workshop.
The Holiday season will soon be upon us and we will all take a well-deserved break – hopefully somewhere hot!
What we all want to avoid though is the thought of an overflowing inbox when we get back to work.
At Emailogic we suggest that you do a little bit of planning before you go on leave.
Here are our top tips:
- Talk to your teams and devise a company Holiday Out of Office template – you may wish to use a different template for internal and external emails
- Set up rules to manage messages when you are out of office – for example an email from your clients or managers are automatically forwarded to a specific person/ filed in a folder.
- Ask your IT Department for support in setting up your Holiday Rules
- Ensure that PA’s and support staff are well briefed to support their bosses on setting up and to make sure the company’s approved Out of Office message is used EVERY time
- Do not forget to turn your Out of Office message off when you get back!
Emailogic suggest the following basic template:
Thank you for your email.
I am currently out of the office until [time/date].
I will respond when I return. If your email is urgent please call [NAME] on [direct line/ switchboard)
Have a great holiday – and come back to an empty inbox!
In early May LinkedIn rolled out its latest set of updates and these continue the company’s push to move from simply being the perfect place to list your online CV to being a full online networking site for business.
The company’s main goal for these upgrades appears to be to persuade visitors to spend more time on the site – viewing and adding comments to content provided by their connections. Here’s a quick summary of what’s now available:
- A heavily improved search system
- On your main profile, the ability to add…
- More photos
- PowerPoints and other presentations
- ‘@’ style mentions in status updates
- Endorsements of colleagues and contacts
- A contacts update with more ‘personal assistant’ features to help organise your life
- New Android and iPhone apps – which now offer almost as much flexibility as the web-based interface
This offers a great opportunity to make sure your profile stands out from your competitors – and to keep in touch with existing clients and prospects online.
To learn more about these changes please contact Mike Fieldhouse at realityhouse legal on 01225 580016 or visit take a look at the CPD accredited LinkedIn for Lawyers training programme on their website.
In a scene from the “The Office” USA, the boss Michael Scott (played by Steve Carrell) discusses his counter-intuitive use of the word “urgent” in his email subject lines.
“OK,” he explains, “I mark all e-mails as Urgent A, Urgent B, Urgent C or Urgent D. Urgent A is the most important. Urgent D, you don’t even really have to worry about.”
Joking aside, this raises the question of how to respond to emails marked as “urgent”.
Over-use of the prefix Urgent will leave you crying wolf – and your recipients will be trained not to place any more emphasis on your urgent than your non urgent emails – so be careful how often you use it.
When sending emails that are “Urgent” do not forget to craft the emails well and do not forget an appropriate (polite) salutation and sign off.
“Urgent” emails are not an excuse to be rude so remember the fundamentals of email etiquette here.
All in all Emailogic advice is use sparingly. If something is really urgent – pick up the phone instead.
A Survey by Institute of Leadership & Management reveals the nation’s workplace pet peeves – with email named in the top three.
Unnecessary “all-staff” emails was cited as one of the biggest bugbears for UK workers and 56% took issue with co-workers sending an email, rather than talking to them, despite sitting opposite.
Charles Elvin, Chief Executive of the ILM said: “When office-based teams work in close proximity for long periods of time, we see that seemingly trivial issues can grow disproportionately, if left unchecked, and begin to cause upset and resentment.
“By proactively dealing with potentially divisive issues such as excessive e-mails managers can ensure they don’t grow to affect teamwork and morale. In most cases, the best first step will be to give some prompt and constructive feedback to the individuals concerned.”
A poorly thought out email sent to a colleague sitting opposite may take a few seconds to send but can cause a huge amount of resentment.
Emails can be read quite differently to how they were intended.
Sometimes a face-to-face interaction, or a quick phone call, can be more appropriate.
It becomes evident that these small things – such as emails between colleagues – can lead to bigger problems.
But what is also clear is that these issues can be avoided if only we started to communicate with each other about HOW we communicate.
So why not start the conversation with your colleagues. Talk about what is working and what does not work about the way that you all use email. And agree new ways of working – that work.
Start to communicate about your communication – it will save you and your teams a lot of time, stress and unnecessary ill-feeling.
Many firms with multiple offices are turning to virtual technologies to deliver internal training.
Significant savings in time and travel expenses coupled with the potent reality that webinar training is stable, inexpensive, powerful and accessible, makes this method a ‘no brainer’.
If your firm is not yet using live webinar technology, it soon will be.
A recent survey by Towards Maturity revealed that virtual learning has increased steadily across all sectors over the last 12 months with use of web based classrooms up by 46%.
Whilst many training teams want to start delivering live virtual training – many lack the confidence and necessary new skills to do so successfully. So they hold off – which is effectively wasting time and precious resources.
So what are the new ‘virtual’ skills required by trainers?
These can be neatly split into three main areas:
All experienced trainers are skilled in facilitating groups in face to face environments. They need to learn how to achieve the same effect and impact in a live virtual environment. This means learning how to engage and interact with delegates whilst, at the same time, manipulating the webinar tools and features available in order to control and drive that environment. Ultimately they need to give their delegates a valuable and powerful learning experience.
- Content Design
Webinar content needs to be designed for a live virtual medium – it relies on the use of graphics and is often more heavily slide based. Evaluation tools and tests need to be designed to boost and enrich the learning experience. Interactive exercises, feedback and questioning need to be incorporated into the content to create an engaging experience which helps embed the learning.
- Using the Technology
There are many software tools with similar features available provided by Citrix, Microsoft, Cisco and others. The set-up of webinar sessions, the evaluation and the use of tools has to be mastered so the trainer can confidently create a live webinar environment that sings!
Also webinars needed to be planned carefully to ensure that all delegates have the correct technical resources to participate.
Often the presenter will need to be assisted by a technical colleague who ensures that delegates receive their logins and can access the training without any problems – leaving the presenter free to concentrate on delivery and maintaining the training pace and momentum.
Emailogic are experts in delivering training via webinar to clients across the globe and are partners with Citrix – makers of the GoTo suite of virtual training products.
The Emailogic one day “Webinar Masterclass” brings together all the skills and techniques a Trainer needs to design content and facilitate successful webinar training.
For more details call the Emailogic team on 01452 886 556.
A series of tweets posted several years ago came back to haunt the Government’s Youth Police and Crime Commissioner recently and caused huge embarrassment.
This not only showed a remarkable lack of awareness as to the upset that this series of tweets would cause but was also an example of the longevity of messages in the public domain.
It is a sobering lesson and one that everyone should be aware of, namely what we write in emails or post on social networks can still be used against us in litigation many years later.
This is something which we cover in our email training – emails are a permanent record and even if you delete them from your sent items a copy will exist somewhere which could potentially upset others or embarrass you.
Some email etiquette tips:
- Do not send anything in an email that you would not be prepared to say to someone’s face
- Re-read your emails before you send them
- Remember that emails are a permanent record
- An email which you write from your company account has the same legal weight as a letter sent on company letterhead
Read the news story here.
The London office of large global bank recently commissioned a survey of 143 of its staff to find out where they spend most of their time.
Managing email was the top answer taking up 170 minutes of the working day. (These results would put the bank’s staff in the top 15% of all Emailogic clients in terms of time spent on email.)
As well as being heavy email users they also discovered the staff spent a lot of time managing large volumes of information.
The third highest proportion of the working day was spent in meetings – and in some cases unproductive or unnecessary meetings which they did not need to attend.
These results – while quite startling – will not be unusual.
Most companies will have the same issues: email and information overload combine with unproductive meetings to sap productivity and increase staff stress.
Why is this still the case, in an age where communications are faster and there is more focus on productivity than ever before?
Because, using email professionally and having productive meetings are skills which need to be taught. Do not assume that because email is prevalent that we all know how to use most effectively and efficiently.
Fortunately for the bank and for all Emailogic clients – our short sharp training interventions are available – and are proven to work.
Emailogic training on email and meetings have a 14 year proven track record of saving time, reducing stress and producing measurable results.
How often do you find yourself in another meeting thinking “Why am I here? This is not a good use of my time”
You are not alone.
Emailogic were surprised by the results of some research undertaken recently within our client base:
- Managers spend 45 hours every month in meetings
- 56% of meetings started late or ran over time
- 61% of meetings had no Agenda
Focused and productive meetings can be achieved easily – by using some common sense tips:
1. Agenda – it needs clear objectives with realistic timescales, circulated well in advance.
2. Attendees – who absolutely needs to be there? Do they need to be there for the whole meeting?
3. Attentiveness – insist that mobiles and laptops are switched OFF
4. Actions – send minutes out within 2 days: what is to be done, by whom and by when.
If this sounds like common sense but not common practice, why not invest in some training? Given the number of meetings managers attend, this training will be time well spent and the quality and outcomes of your meetings will improve as a result.
If you are a decision maker for this type of training request a place on the next available webinar session.