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.

Imagine that email did not exist.

You could only use telephone, letters or have face to face conversations to communicate with customers, suppliers or colleagues.

Then somebody offers you a new way of communicating – email.

“It is fantastic”  they say, “You can send messages and documents to anyone anywhere in the world at the touch of a button. It is fast and really easy to use. And…….. it is free!”

But then they tell you that by using this new technology you will also:
- waste time dealing with mountains of unnecessary copies of emails that you didn’t need and didn’t want
- be copied in on back covering emails and ‘copy in the boss’ emails
- become obsessed with checking emails in the office, at home, on the train -even in the loo!
- read study after study showing that email causes significant amounts of stress
- receive vague messages that caused more work than they saved

Would you still want to introduce email?

You probably would – but you would insist that everyone received training on how to use it effectively BEFORE it got out of hand?

Well – Emailogic have been providing that training for more than 15 years.

Proven measurements show that after attending Emailogic training, email users:

  • Save an average of 31 minutes per day
  • Cut inboxes by 40%
  • Reduce unnecessary emails by 25%

In addition they use the phone more, have more face to face communication and experience less stress.

Be honest –  everyone has had enough of unnecessary emails that waste time and drain productivity.

What do you think the results will be when you offer staff the training now that they should have received before email was introduced?

We spoke recently with a Senior Manager of a large college who had attended one of our promotional webinars.

At the end of the session he fed back that he loved the training and knew that it would be of benefit to his teams – if only he could persuade his senior colleagues that the training was needed – and not just a “nice to have”.

 What he did was ingenious – a plan so cunning that Baldrick would have been proud.

 At the next meeting of the Senior Management team he printed out several copies of emails that senior colleagues had sent internally. He was careful not to reveal the identities of the senders.

 Unsurprisingly, this had the desired effect – the emails were so bad that this resulted in some very red faces in the room.

 Result?

 They swiftly commissioned Emailogic to deliver email training and we look forward to changing the culture of email in the College this Spring.

 If you think that your colleagues’ email behaviour could be improved, why not play back some of your senior managers emails at an appropriate event? They will see that whilst email best practice is common sense – it is not common practice.

 

What do you think when you try out a new training supplier for the first time?

Recently Learning and Development Manager at Leicester City Council, Pauline Matturi, decided that she was going to try out Emailogic training.

Emailogic were asked to deliver both email best practice and Outlook skills training to Council staff combined in a course which they promoted as “Techniques for Taming your Email”

Pauline was concerned about the take up of such a large rollout. However after the first sessions had been delivered she sent the following out to colleagues:

“Yesterday, as I watched Head of Service after Head of Service … and then the Director of ICT walk into the training room, I’ll be honest, I was sweating buckets about this new course I’d commissioned. I knew that it was good, practical and relevant stuff, but I wondered: “Suppose they hate it?  Suppose they don’t learn one new thing?”

 I needn’t have worried.

Not only did we receive fabulous feedback, but a series of senior managers came out saying how they felt everyone needed this short and snappy session… and could they have one just for their team! Word’s getting out that Techniques for Taming Your E-Mail is the latest hot course.

These are 120 minutes that are going to change the way you think and manage your e-mails.”

Pauline now has a waiting list which is growing fast!

If you are responsible for training the staff at your company and want to feel reassured that the courses you book for your teams will be a success, contact us today.

It might be the best training you commission this year.

It’s a myth that email culture cannot be changed.

When we ask senior managers whether they experience email issues in their organisations their answer is invariably “Yes we do – just like all organisations have issues with email”.

Within this statement is an implicit ‘buy in’ to a myth that overuse issues with email (stress, wasted time, frustration) are impossible to change.

Well – wrong – it’s just a big fat myth.

Your business does incredible things that are far more complex than changing the use of email. You implement change and improvements across  products and services and in all sorts of areas – however, changing the way that email is used seems to phase most organisations.

So don’t buy in to the myth.

In the last 14 years Emailogic have helped changed over 500 email cultures: global mining and building companies, Law Firms, financial organisations, colleges, universities and countless hospitals, not only in the UK but across the world. We know the difference our training makes as we produce measured results to prove it.

Before Training:  Managers complain that they are exasperated with their email use, to the point of pulling out their hair. They are continually amazed at colleagues email behaviours – and they believe that because that is the way that it is – that it cannot be changed – it will stay that way. Wrong.

After Training:  Email use is good. It no longer comes up as an issue. Email use is – dare I use the word …… normal.

Please – don’t buy into the myth.

If email is overused in your organisation – resolve to change it (It means creating awareness – yes through email training!)

Email users need to know:

- How they can use email effectively without wasting other people’s time and creating stress

- How they can communicate effectively every time using email (and when it is best not to use email)

- How they can improve their own personal productivity through good email management

There will be an investment – yet the return on that investment will mean a saving of 16 days per year per person, less stress, increased productivity as well as improved communication and collaboration.

And it will be an example of how when individuals change their behaviour in an organisation, things change for everyone.

 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.

Details here.

 

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)

Your Signature

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
    • Videos
    • 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.