Pixel Lava Interactive
  • Home
  • Websites
    • New Websites
    • Website Redesigns
    • Website Portfolio
    • Website Tune Ups
    • Website Updates  🔸
      • Easy Online Payments
  • Marketing
    • Virtual Tours
    • Video & Motion Graphics
    • Logo design and brand identity
    • Business Cards
    • Postcards, flyers, ads and more
    • Illustration & Infographics
  • Training
    • Weebly Training
    • Digital Summer Camp
  • About
    • Blog
    • Client List
    • Good Vibes
    • Review Me
    • Recommendations
    • Adventure Indoor Fitness
    • Remembering Mary
  • Mondo Bop
  • Contact
    • Support

Field Notes Blog

News and thoughts on UI/UX, web design, and more.

6 Tips for spending less time emailing and vmailing in 2016

1/4/2016

1 Comment

 
Picture
Email and voicemail are the cornerstones of how many of us work now. These valuable tools keep us in the loop and allow us to work any time, anywhere. But they also have a dark side - they unnecessarily gobble up a ton of our time. Do you love emailing and listening to voicemails? Do you wish you had more of these every day? If so, then skip this. But if not, read on! Based on my experiences with real world clients over the course of the past year, I humbly offer these SIX simple tips to spend less time emailing, dealing with voicemails and even texting. 

  1. Leave great phone messages​
    If you've reached someone's voicemail, leave a message with useful details so that the recipient has enough information to take action.
    For example:
    “Hi. Joe here, just callin’ you back. Well, uh, go ahead and give me a call when you get this”. (actual real life message I get frequently). 
    Here's a better approach:
    “Hi. Joe here. I got your message. The name of the new page we said we want is “Photo Gallery”. Thanks.”.
    Now, instead of having to call Joe back – again – I can go ahead and create the new page and keep moving forward. Joe confirmed who he is (helpful if there's a bad connection or he's calling from a new phone line), confirmed that he got my previous message AND he answered the question. Hallelujah!

  2. Pick up the phone
    If you have a complicated topic, call instead of emailing. Calling is the best way to work through things and come to a conclusion or course of action. It's much more effective than a volley of emails. And now you know how to leave a great message, that will help speed things along.

  3. Respond mindfully to emails
    We're all busy, but skimming through an email and firing off a partial response makes for MORE work, not less. Take a moment to read emails and address all of the questions they include. Notice that I didn't say "answer" all of the questions. Sometimes you need to research something, in which case you can say, "About your third question, I'll check and get back to you". What a joy that is! Now when I get the two answers I don't have to wonder if you saw the third one and send you a follow up message asking about it separately. Take a mindful moment before you hit Send to make sure you've kept things moving forward. 

  4. Change the subject line to represent your message.
    If you find it's fastest to create a new message by hitting Reply on an old email then take a moment to update the subject line so it matches your new topic. Why? As humans this helps us understand the communication but more importantly, many email programs group messages by subject line - meaning that your new email may get buried under that old set of messages. Want to do less emailing? Make your subject line match your message. 

  5. Texting is for quickies
    Reserve texting for quick questions that you believe your recipient can answer on the fly. If you're message is more intricate, use email. Most people can type much faster than they can text and if your request requires looking something up, the respondee needs to be at their computer. Tapping out a lengthy response via smartphone is not a good use of anyone's time. 

  6. Keep it formal!
    Whether you're leaving a voicemail, email or text, get in the habit of saying hello and thank you. Through thousands of years of communication we have learned to say hello (ask for someone's attention), present our message (engage with the person) and say thank you or goodbye (conclude the message and/or acknowledge the response). These are not optional niceties, they are the ancient framework of friendly communication and they are as important today in business communication as they have ever been. If you take a moment to engage with people as people you will find your messages flowing back and forth with much greater speed and ease.

Thank you for reading. I'd love to know what you think! Feel free to share your ideas below for making the most of email, vmail and texting and if any of these are new to you, I hope you'll put one or more of them into practice and come back to tell me how it worked for you. 
1 Comment
Maureen
1/5/2016 09:12:36 am

Great message, Ame. I love how you emphasize efficiency by reminding everyone not only of the basic courtesies but that telephone is still OK.
You're the best!

Reply

Your comment will be posted after it is approved.


Leave a Reply.

    Blog

    Ame Stanko, San Diego Web Designer

    About the author

    As the owner of Pixel Lava Interactive I've helped hundreds of small businesses and nonprofits with websites, graphic design and more. I hope you'll find this blog full of useful information.
    ~ Ame Stanko
    Mailing List Sign Up
    Subscribe

    RSS Feed

    Categories

    All
    Announcements
    Bop Squad
    Community
    Digital Summer Camp
    DIY
    DIY Marketing
    Email Marketing
    Featured Projects
    For Nonprofits
    Fun Stuff
    Happy Holidays
    How Tos
    HTML Is Not So Scary
    Industry Musings
    Interwebs 101
    LGBT Business
    Marketing Ideas
    Monday Motivation
    Mondo Bop
    New Products
    Newsletters
    Nonprofit Marketing
    Online Marketing
    Partner Program
    Pixel Lava Unplugged
    Product Updates
    Promo Ideas
    Reviews
    Scam Alerts
    Small Business Inspiration
    Small Business Marketing
    Social Media Marketing
    Tips & Tricks
    Training
    UI/UX
    Webinars
    Web Labs
    Website Workshops

    Archives

    November 2023
    February 2023
    June 2021
    September 2020
    August 2020
    December 2019
    March 2019
    December 2018
    November 2018
    October 2018
    September 2018
    August 2018
    July 2018
    June 2018
    May 2018
    April 2018
    March 2018
    February 2018
    January 2018
    December 2017
    November 2017
    October 2017
    September 2017
    August 2017
    June 2017
    May 2017
    January 2017
    December 2016
    November 2016
    August 2016
    June 2016
    April 2016
    March 2016
    February 2016
    January 2016
    December 2015
    November 2015
    June 2015
    May 2015
    April 2015
    March 2015
    February 2015
    January 2015
    December 2014
    October 2014
    April 2014
    January 2014
    December 2013
    November 2013
    October 2013
    July 2013
    January 2013
    December 2012
    September 2012
    April 2012
    March 2012
    February 2012
    January 2012
    December 2011
    October 2011
    February 2011
    December 2010
    October 2010
    December 2009
    October 2009
    February 2009
    December 2008
    December 2007
    December 2006
    December 2005

Home  |  Websites  |  Graphic Design  |  Marketing  |  Training  |  About  |  Shop  |  Contact

©2005-2019 Pixel Lava Interactive. All rights reserved. 🚀

  • Home
  • Websites
    • New Websites
    • Website Redesigns
    • Website Portfolio
    • Website Tune Ups
    • Website Updates  🔸
      • Easy Online Payments
  • Marketing
    • Virtual Tours
    • Video & Motion Graphics
    • Logo design and brand identity
    • Business Cards
    • Postcards, flyers, ads and more
    • Illustration & Infographics
  • Training
    • Weebly Training
    • Digital Summer Camp
  • About
    • Blog
    • Client List
    • Good Vibes
    • Review Me
    • Recommendations
    • Adventure Indoor Fitness
    • Remembering Mary
  • Mondo Bop
  • Contact
    • Support