Tag: Outlook

How to handle 200 emails a day

How to handle 200 emails a day

Mastering Technical Sales has a great article on their site explaining how to handle 200 emails a day. It is purposely written for suggestions to their target audience which is the pre-sales technical folks that are the brains in the IT sales world.

I pulled out a few of the more relevant paragraphs that were relevant to all regarding of profession but I suggest that you read the entire article.

I will start this suggestion list by sharing one of my habits. “Don’t file – SEARCH”.  Install one of the several desktop search indexing tools such as Google Desktop Search, Windows Desktop Search, or Copernic Desktop Search. Then, when you have read and are finished with an email, move it to a “Done” folder and forget about it.  Don’t try to figure out if you should file the email in the customer folder, the folder of the person that sent you the email, the folder for product problems or whatever.  Most people end up spending way to much time worrying about their filing system or trying to find an email in the file system.  Don’t worry about it – just search for the email in one of the above systems let the engine do the heavy lifting for you.

Unplug the machine. Almost every email system has a setting for receiving mail which says “poll every xx minutes”. Either set xx to something like 60, or turn it off completely and only synchronize your mail manually. You will be amazed how much time this saves you, as many problems will get fixed by other people and you don’t have to needlessly, and constantly, switch thought processes from one task to another and back again.

Train the people who email you the most. Especially if you are in a customer-facing position, they (the righteous emailers) have no right to expect you to respond inside 30 minutes. So, even if you can respond rapidly to these folks, don’t do it – wait for a couple of hours when appropriate. Should you decide to start answering emails between Friday evening and Sunday afternoon you are on the slippery road to electronic assimilation by the machine. Can you say CrackBerry?

Make your inbox a real inbox. It is a place where new mail arrives and waits to be processed. It is not a place to store pending tasks/to-dos or even to keep emails you don’t know what to do with. Your working inbox should be less than a screen full of messages, which equates to 20-25 emails for most of us.

Color up your world. Microsoft Outlook has a nifty feature which allows you to color code messages based upon who sent them. If you are a high email individual or a visual learner this can prove to be very useful. My system does the following:

  1. Red – My boss, his boss, executives and my primary HR contact.
  2. Green – My direct reports
  3. Purple – Anyone else in my department/division
  4. Grey – My peers within the company
  5. Brown – My “watch list” – typically Sales Directors and Area Managers
  6. Yellow – Automated Expense, HR, Purchasing and other approval requests

Take a trip to OHIO. The acronym stands for Only Handle It Once. When you do perform your hourly check of your inbox – take immediate action whenever you can. Either respond if it is a quick item, read and file if it is an FYI, delete it whenever possible (unless of course it is from a customer and you are the primary recipient), delegate it if appropriate or flag it as a task/to-do and move it to a “Take Action” folder. Just don’t let it sit in your inbox once you
have read it.

Your Mother was wrong! You do not have to send back a thank you every time someone helps you out. Reserve the thanks for special occasions, and responding to the nice people in HR, Finance and the office manager. Better yet, if you are in the same office, get off your rear and go say it in person.

Make your boss more efficient. Assume that your direct supervisor is even busier than you are, and if you can save her from thinking too hard it will reflect well upon you. So try phrases like “Julie – please read through point #3 below and reply with your approval or any questions by Thursday”. 95% of bosses will love this, and for the other 5% it gives you an opening to find out exactly what they do want. Once again, less room for misunderstandings and fewer last minute panics and reworks.

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RANT! No more faith in Microsoft

RANT! No more faith in Microsoft

After being on an iPhone for a year, I don’t think I could ever go back to a Windows Mobile phone.  I used the Windows Mobile platform for probably 11 years (including the original Windows CE non-phone devices) and it always seemed like the NEXT generation would solve all my problems. The next generation never did come and by the time I gave up, I was in the habit of restarting the phone every morning.

I recently tried to install the desktop search tool from Microsoft.  After several tries and lots of reading online, I couldn’t get the add-on installed that would allow this tool to search my Outlook 2003 files (let alone my Thunderbird personal email).  I gave up and installed Google desktop and was completely indexed on everything in one overnight session.

I have no faith in Microsoft anymore.  I have had to go back to Windows on my laptop rather than Ubuntu but that is just because my 2G RAM laptop was struggling with Ubuntu and a virtual machine with Windows so that I could use Outlook and Office.  If I didn’t have to be completely compatible with the rest of my company then I would likely not have a single Microsoft product on my computer or in my life.

I could survive without MS Office.  OpenOffice does everything that I ever need it to do.  I don’t need the extra functionality that overloads the MS Office product line.

The only product that Microsoft makes that I really like is Windows Live Writer (which I use for blog posts).  But when I was on Ubuntu, I found that Scribe on Firefox was perfectly adequate for my needs.

If I could get Evolution to really work well with our company Exchange server, I would be off of Windows.  I always struggle with the Calendar syncing, calendar invites, and the Global Address Book.  If someone could create a smooth interface to Exchange then it would be goodbye to Microsoft for me!

RANT! WHY CAN’T A DEVELOPER MAKE EVOLUTION WORK OFF OF EXCHANGE SO THAT I CAN DROP MICROSOFT!

I am done with this topic for now but I reserve the right to rant more on it someday.

The 100 accomplishments of the George W. Bush administration

The 100 accomplishments of the George W. Bush administration

As I write this, George W. Bush is only a few days away from the end of his 8 year Presidency.  Earlier, I had graded Mr. Bush on a variety of major factors but I felt that I left off a huge number of things that he and his administration did or did not do.  This list is the result of trying to be more inclusive.  Many items on this list are actions by the Mr. Bush and his administration and some of them are inactions.


Economy
1 Increased defense R&D spending
2 Accelerated the cleanup of brownfields
3 Prescription drug benefits in Medicare
4 Ordered renovation of military housing
5 Signed Medicare Reform
6 Allowed disabled people to use up to a year’s worth of vouchers to finance down payments on homes
7 9.7% increase in government-wide homeland security funding
8 Increased budget deficit to Eisenhower levels (% of GDP)
9 New Health Savings Accounts
10 Increased the limit of Education IRA from $500 to $2,000
11 Didn’t fix economy hurt by housing crisis
12 Allowed mortgage crisis
13 Initiated 3 separate raises for US military personnel
14 Increased the Defense Department’s base budget more than 70 percent since 2001
15 Pushed through 2 separate income tax custs
16 Reduced the number of homeless veterans by 40%
17 Fixed economy inherited in 2000 and hurt in 2001 attacks

International

18 Killed the old US/USSR ABM Treaty
19 Paid off US debt to UN
20 Signed the largest nuclear arms reduction treaty with Russia
21 10 ABM silos in Alaska
22 Prematurely declares “Mission Accomplished” regarding Iraq
23 Doubled foreign assistance
24 Forced Syra to leave Lebanon
25 Condemned the Russian attack on Georgia
26 Allows Secretary of State to go to UN with false evidence regarding Iraq
27 Won support for three U.N. Security Council resolutions imposing sanctions on Iran
28 Increased the number of free trade agreements from 3 to 14
29 Designated Iraq, Iran and North Korea as “Axis of Evil”
30 Implemented President’s Malaria Initiative in Africa
31 Increased money for medicine for AIDS suffering in Africa
32 Setup the Afghanistan government
33 Halved the nuclear weapon stockpile
34 Secured a commitment from N. Korea to end its nuclear weapon program
35 Watched as Israel attacked Lebanon
36 Iraq invasion
37 Massively increased aid to Africa
38 Got Libya to give up nukes
39 Tried to get Europe to deal with Iran
40 Watched as Israel attacked Gaza
41 Set up new government in Iraq
42 Forced N. Korea to work with multi-national panel
43 Dealt with China and the US spy plane
44 Remove Saddam Hussein
45 Afghanistan occupation
46 Afghanistan invasion
47 Gave Pakistan billions of dollars

Policy

48 Watched passively as Katrina hit New Orleans
49 Denied knowing Ken Lay from Enron
50 Created Project Safe Neighborhood
51 Lifted the Executive Ban on drilling on the Outer Continental Shelf
52 Kept reading children’s books on 9/11
53 Was elected in 2000
54 Made changes to allow necessary clean up of national forests to reduce fire damage
55 Reduced H1B visas from 195K per year to 66K per year
56 Substantially Increased Funding for the Great Lakes
57 Federal Energy and Carbon Sequestration Programs
58 Mandated a Cut in Mercury Emissions
59 Nuclear Power 2010 program
60 Exempt food from unilateral trade sanctions and embargoes
61 Established Papahānaumokuākea Marine National Monument
62 Put polar bear on endangered species list
63 Eased field-testing controls of genetically engineered crops
64 Tried to privatize Social Security
65 Reduced drug use among teens by 25%
66 Killed Kyoto Global Warming Treaty
67 issued an executive order that limits access to Presidential papers
68 Ethanol production has quadrupled from 1.6 billion gallons in 2000 to an estimated 6.5 billion gallons in 2007
69 Created the Commission on Care for America’s Returning Wounded Warriors
70 National Space Policy
71 Was re-elected in 2004
72 Created USA Freedom Corps
73 Appointed Supreme Court Associate Justice Samuel Alito
74 Appointed Supreme Court Chief Justice John Roberts
75 Stopped funding of new stem cells for research purposes
76 Reversed the requirement of parental consent for abortions
77 Issued an executive order regarding union dues being used for political campaigns against individual’s wishes
78 Challenged UN to not be the League of Nations
79 Stopped US involvement in International Criminal Court
80 Issued an EO implementing the Supreme Court’s Olmstead ruling
81 Established the The White House Office and the Centers for the Faith-Based and Community Initiative
82 Started the USA Freedom Corps
83 Supported the Law of the Sea treaty
84 Strengthen the National Health Service Corps
85 Ordered a 5 year plan to restructure each agency
86 Reorganized the intelligence agencies into the Department of Homeland Security
87 Put hundreds of thousands of government jobs up for bid
88 Banned partial birth abortions
89 Double the research budget of the National Institutes of Health
90 Enacted the Do Not Call list
91 No child left behind
92 Signed Teacher Protection Act
93 Interstate Air Quality Rule
94 Clear Skies Initiative to reduce air pollution
95 Prohibited federal fund for groups providing abortions

Terrorism

96 Detained foreign citizens in prison without due process
97 Increased border security and interior enforcement funding more than 110 percent
98 Attacked Al Qaida
99 Implemented a wire-tapping scheme to detect conversations with terrorists
100 Allowed torture of suspect terrorists
101 Told American’s to shop after 9/11
102 Dealt with anthrax scare
103 Signed the Patriot Act
104 Created Student and Exchange Visitor Information System (SEVIS) to monitor foreign students
105 Split the Immigration and Naturalization Service into two agencies
106 Signed the workplace verification bill to prevent hiring of illegal aliens.
107 Established a six-month deadline for processing immigration applications.
108 Told Americans that Islam was a religion of peace
109 Created the TSA
110 Created a new air monitoring system to detect harmful airborne agents
111 Signed 2 bills that arm pilots with handguns in the cockpit






And of course the one accomplishment that many people feel is the most important:


A couple of comments on the above list.

  • Yes, I know that there are more than 100 items on the list.  However, I didn’t want someone to say that two items were actually duplicate of each other.  For this reason, I felt that it was prudent to overshoot my goal of 100 in case a reader felt that some should have been excluded.
  • The links to many of the items are not meant to be the definitive source on that topic.  Rather, I wanted to remind the reader of the topic in case you didn’t remember that effort.  My hope was the link would lead you to the discovery of the issue and the action of the Bush Administration.  In the cases where I didn’t include a link, I felt that nearly everyone reading this list would understand those issues or could easily find more information by do a quick web search.
  • I titled this list as the 100 accomplishments.  I fully understand that many will feel that some of these items were failures.  That really isn’t the point.  My goal in creating the list was to try and identify the top 100 or so things that the administration did (or by inaction didn’t do). This is not a scorecard.
  • The list is not ordered by time or importance.  Do not take any inference in the numbering scheme.

Did I miss anything?

I am done with this topic for now but I reserve the right to rant more on it someday.

Did you know that you can have these articles emailed to you? Click on the Email link in the upper right corner Subscribe section, fill out the details, and you are set. No one will see your email address and you won’t get more spam by doing this.

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Groups (categories) in your iPhone

Groups (categories) in your iPhone

This may be incredibly obvious to everyone else but I have wanted to do a better job of managing my contacts on my iPhone.  When I used Windows Mobile, I could put categories on my contacts in Outlook and those categories meant something on the phone as well.  The iPhone doesn’t support categories so all my contacts (approaching 1000 at this writing) were in one big list.

I did a little experiment and found out that the Groups function on your iPhone includes not only your Global Address Book from your company, but also any sub-folders of your Contacts on the Exchange server.  This way you can divide different types of contacts (work, customers, family, vendors, etc. into different Contact folders on your server and they appear correctly on your phone.

Here is a screen shot of my folders in Exchange:

Clip1

and here is a screen shot of the Groups on my iPhone.

photo

To make the sub-folders available to you when you are addressing email or looking for contact details, in Outlook go to Tools|Address Book and then do Tools|Options in the Address Book.  This will let you change your search preferences on the different Contact folders that you have available (including your Global Address Book from your Exchange server).

Hope this helps!  I solved one of my problems.

I am done with this topic for now but I reserve the right to rant more on it someday.

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RANT! Desktop Index ideas

RANT! Desktop Index ideas

Like a lot of people, I have become hooked on “desktop search” products. These products index your hard drive’s documents so that you can quickly and easily search for that piece of information you know that you have but are missing. The most popular version of this is Google Desktop but there are others and I particularly like Copernic Desktop Search because I find it more stable than the other utilities on the market and it can read my calendar in Outlook which is a big deal to me.

As much as I like these tools, I find that there is one big thing that they all miss. They don’t rank my favorite sites higher than other sites if I am doing a web search. This simply doesn’t make sense. Obviously, I have been to that site before (or else it wouldn’t be in my Favorites/Bookmarks folder). Therefore, I trust that information more than other information.

So to all of the developers of desktop search: PRIORITIZE MY FAVORITE SITES ABOVE THE REST OF THE WORLD WHEN YOU SHOW ME SEARCH RESULTS!

I am done with this topic for now but I reserve the right to rant more on it someday.

Did you know that you can have these articles emailed to you? Click on the Email link in the upper right corner Subscribe section, fill out the details, and you are set. No one will see your email address and you won’t get more spam by doing this.

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