Mistakes in sending emails which we should avoid

There are many ways to send an email and while sending an email precautions to be taken to avoid some mistakes which will irritate the receiver of the mail. 

Let us see how to avoid such mistakes:

1. Reply All

This is one of those buttons that we like to hit so that everyone is kept in the ‘loop’, the problem is not everyone needs to be kept in the loop, nor do they want to be. It is fine to hit reply all, but be sure to edit the list of people that you are replying to so only those needed in the conversation stay in the email chain. If you are even in doubt about when to use reply all, don’t use it. 

It is better to forward an email to someone later on then to waste 50 peoples time reading email that they don’t care about.

2. Emails with unwanted CC field

Let me tell you about the CC field, it is used to keep people in the loop that need to be kept in the loop. What it is not for is to be used as a way to show me that you are doing your job, or to ask me to do something. When I get an email that I have been CC’d in and somewhere in that message there is a task you want me to do – 90% of the time I miss that task.The reason is simple:I don’t read emails I am CC’d in past the subject line. 

If you want someone to respond or act on an email you send ,make sure that he/she is in the ‘TO’ field.

3. Adding JPG of My Company Logo

It is really awesome that you figured out how to embed your company logo in your email signature, but I know who you are and what your company logo looks like.  Don’t waste bandwidth sending me email attachments of your logo.

Further it really irritates me when I go to look for emails that you sent me a file in – every email you send me has an attachment. 

4. Lengthy contact information

We all have those fancy email signatures that include our contact information and maybe even a vCard, they definitely say our name and title. These are great for people who don’t know you, but when you are corresponding with other people in your office and regular contacts ,your first name will suffice.

5. Stop With the Cryptic Subject

We need to tell people what the email is about in the subject line, so that they know if they need to open it now or not. For instance instead of saying “Report”

as your subject how about put the actual subject in – “Please Review My TPS Report” so that  I know whether to read that now or later. 

6. Sending Large Files

Most people  never look at the file size that they are sending to people, they just know that if it bounces back they can’t send it as is. I would ask that if your email is over 3mb please send me a file link so that I can download it faster. 

There are many  services out there that do this, many that are so fast and easy you will be amazed. Sending and downloading large files over email is not what the protocols were designed for, and they are agonizingly slow – help yourself out and use a service like Droplr, file sharing, etc.

7. Capitalization

If you send me an email in all caps I will assume you are yelling at me and take my damn sweet time responding. Likewise if you send me an email in all lowercase I will assume that you couldn’t care less about the email you sent; resulting in me taking my own time responding. Typos and grammar problems abound, but we all know how to properly capitalize an email, so don’t be lazy.

8. Keep It Short

It is really great that you like details, but I don’t have time for them. Tell me what I need to know and what you need from me.

Don’t waste my time asking about the weather or how business is going. Being concise in emails can often lead to people thinking that you don’t have the time for them – I am not talking about one line email responses (ala Steve Jobs), just say what you need to say in a clear and concise manner. This helps people better understand you and makes you look smart.

9. Legal Notices and Printing Notices

Drop the legal notice, it is just dumb amd makes you look paranoid. Drop the “be kind to the environment and don’t print this email” notices because it is just rude. 

If I need to print the email I will, otherwise assume it is filed away on my computer never to be revisited.

10. Spamming people with dumb jokes that they might not appreciate

This is the biggest email irritation. I hate it when people I don't send email jokes to, keep sending me email jokes that they think are 'relevant' to me. If I send you regular emails including jokes, I have that kind of relationship with you and it is fine to respond accordingly. If not, it would be smart to take a hint and stop bothering me - smart people don't care for the hidden messages

and crude jokes under business-like headings. Understand your audience and mark them in accordingly.

(Source: An email received from a friend )

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THE SEVEN C’s OF SUCCESS by Brian Tracy

   

Brian Tracy is Chairman and CEO of Brian Tracy International, a company specializing in the training and development of individuals and organizations.

Brian's goal is to help you achieve your personal and business goals faster and easier than you ever imagined.

(Source:http://www.briantracy.com/)

Now let us hear what he says about the Seven C's of success.

After having studied top achievers and peak performers over the past 35 years, I’ve concluded that these unique men and women, have in most cases, mastered what I call the Seven C’s of Success.

Clarity: 


Eighty percent of success comes from being clear on who you are, what you believe in and what you want.

Competence: 


You can't climb to the next rung on the ladder until you are excellent at what you do now.

Constraints: 


Eighty percent of all obstacles to success come from within. Find out what is constraining in you or your company and deal with it.

Concentration: 


The ability to focus on one thing single-mindedly and see it through until it's done takes more character than anything else.

Creativity: 


Flood your life with ideas from many sources. Creativity needs to be exercised like a muscle; if you don't use it you'll lose it.

Courage: 


Most in demand and least in supply, courage is the willingness to do the things you know are right.

Continuous learning: 


Read, at the very least, one book a week on business to keep you miles ahead of the competition. And just as you eat and bathe, organize your time so you spend 30 minutes a day exploring email, sending messages, going through websites, because like exercise, it's the only way you can keep on top of technology. If you get away from it, you'll lose your edge.

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Ten Principles for Peace of Mind

Peace of mind is the most sought after 'commodity' in human life. It appears that most of us are in a state of perpetual restlessness.On analyzing the causes of this restlessness, Shri Gyan Rajhans* has ventured to find for myself ten solutions that need to be followed religiously if we are serious about achieving perfect peace of mind.

*GYAN RAJHANS

Gyan Rajhans is an internationally recognized health and safety professional. He has been broadcasting the only non-commercial Vedic religion radio program in North America since 1981 and a global web cast on bhajanawali.com since 1999.

Mr Rajhans is a widely published author on religious and spiritual topics, including a translation of the Bhagavad Gita in English for the younger generation. He has been conferred various honors and titles, including "Rishi" by the Hindu Prarthana Samaj of Toronto, and "Hindu Ratna" by the Hindu Federation of Canada.

1. Do Not Interfere In Others’ Business Unless Asked:

Most of us create our own problems by interfering too often in others’affairs. We do so because somehow we have convinced ourselves that our way is the best way, our logic is the perfect logic and those who do not conform to our thinking must be criticized and steered to the right direction, our direction. This thinking denies the existence of individuality and consequently the existence of God.

God has created each one of us in a unique way. No two human beings can think or act inexactly the same way. All men or women act the way they do because God within them prompts them that way. Mind your own business and you will keep your peace.

2. Forgive And Forget:

This the most powerful aid to peace of mind. We often develop ill feelings inside our heart for the person who insults us or harms us. We nurture grievances. This in turn results in loss of sleep, development of stomach ulcers, and high blood pressure. This insult or injury was done once, but nourishing of grievance goes on forever by constantly remembering it. Get over this bad habit. Life is too short to waste in such trifles. 

Forgive,Forget, and march on. Love flourishes in giving and forgiving.

3. Do Not Crave For Recognition:

This world is full of selfish people. They seldom praise anybody without selfish motives. They may praise you today because you are in power, but no sooner than you are powerless, they will forget your achievement and will start finding faults in you. Why do you wish to kill yours if in striving for their recognition? Their recognition is not worth the aggravation. Do your duties ethically and sincerely.

4. Do Not Be Jealous:

All have experienced how jealousy can disturb our peace of mind. You know that you work harder than your colleagues in the office, but sometimes they get promotions; you do not. You started a business several years ago, but you are not as successful as your neighbor whose business is only one year old. 

There are several examples like these in everyday life. Should you be jealous? No. Remember everybody’s life is shaped by his/her destiny, which has now become his/her reality. If you are destined to be rich, nothing in the world can stop you. If you are not so destined, no one can help you either. 

Nothing will be gained by blaming others for your misfortune. Jealousy will not get you anywhere;it will only take away your peace of mind.

5. Change Yourself According To The Environment:

If you try to change the environment single-handedly, the chances are you will fail. Instead, change yourself to suit your environment. As you do this, even the environment, which has been unfriendly to you, will mysteriously change and seem congenial and harmonious.

6. Endure What Cannot Be Cured:

This is the best way to turn a disadvantage into an advantage. Every day we face numerous inconveniences, ailments, irritations, and accidents that are beyond our control. If we cannot control them or change them,we must learn to put up with these things. We must learn to endure them cheerfully. 

Believe in yourself and you will gain in terms of patience,inner strength and will power.

7. Do Not Bite Off More Than You Can Chew:

This maxim needs to be remembered constantly. We often tend to take more responsibilities than we are capable of carrying out. This is done to satisfy our ego. Know your limitations. . Why take on additional loads that may create more worries? 

You cannot gain peace of mind by expanding your external activities. Reduce your material engagements and spend time in prayer, introspection and meditation. This will reduce those thoughts in your mind that make you restless. Uncluttered mind will produce greater peace of mind.

8. Meditate Regularly:

Meditation calms the mind and gets rid of disturbing thoughts. This is the highest state of peace of mind. Try and experience it yourself. If you meditate earnestly for half an hour everyday, your mind will tend to become peaceful during the remaining twenty-three and half-hours. Your mind will not be easily disturbed as it was before. 

You would benefit by gradually increasing the period of daily meditation. You may think that this will interfere with your daily work. On the contrary, this will increase your efficiency and you will be able to produce better results in less time.

9.Never Leave The Mind Vacant:

An empty mind is the devil’s workshop. All evil actions start in the vacant mind. Keep your mind occupied in something positive, something worthwhile. Actively follow a hobby. Do something that holds your interest. You must decide what you value more: money or peace of mind.Your hobby, like social work or religious work, may not always earn you more money, but you will have a sense of fulfillment and achievement.

Even when you are resting physically, occupy yourself in healthy reading or chanting of God’s name.

10. Do Not Procrastinate And Never Regret:

Do not waste time in protracted wondering ” Should I or shouldn’t I?”Days, weeks, months, and years may be wasted in that futile mental debating. You can never plan enough because you can never anticipate all future happenings. Value your time and do the things that need to be done. It does not matter if you fail the first time. You can learn from your mistakes and succeed the next time. Sitting back and worrying will lead to nothing. Learn from your mistakes, but do not brood over the past. DO NOT REGRET. 

Whatever happened was destined to happen   only that way. Why cry over split milk?

Source:http://hinduism.about.com/od/selfdevelopment/a/peaceofmind.htm

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The Five Golden Rules of Goal Setting

Setting goals allows you to choose how you want to move through life. Some achievements can take a lifetime to attain, while others can be completed in the course of a day. Setting and meeting goals leads to feelings of satisfaction and accomplishment.

The following  practical tips on goal setting can help make it easier to set and reach goals

1. Set Goals that Motivate You

When you set goals for yourself, it is important that they motivate you: this means making sure that they are important to you, and that there is value in achieving them. If you have little interest in the outcome, or they are irrelevant given the larger picture, then the chances of you putting in the work to make them happen are slim. Motivation is key to achieving goals.

Set goals that relate to the high priorities in your life. Without this type of focus, you can end up with far too many goals, leaving you too little time to devote to each one. Goal achievement requires commitment, so to maximize the likelihood of success, you need to feel a sense of urgency and have an "I must do this" attitude. When you don't have this, you risk putting off what you need to do to make the goal a reality. This in turn leaves you feeling disappointed and frustrated with yourself, both of which are de-motivating. And you can end up in a very destructive "I can't do anything or be successful at anything" frame of mind.

Tip:

To make sure your goal is motivating, write down why it's valuable and important to you. Ask yourself, "If I were to share my goal with others, what would I tell them to convince them it was a worthwhile goal?" You can use this motivating value statement to help you if you start to doubt yourself or lose confidence in your ability to actually make the goal happen.

2. Set SMART Goals

You have probably heard of "SMART goals" already. But do you always apply the rule? The simple fact is that for goals to be powerful, they should be designed to be SMART. There are many variations of what SMART stands for, but the essence is this – goals should be:

• Specific.
• Measurable.
• Attainable.
• Relevant.
• Time Bound.

Set Specific Goals

Your goal must be clear and well defined. Vague or generalized goals are unhelpful because they don't provide sufficient direction. Remember, you need goals to show you the way. Make it as easy as you can to get where you want to go by defining precisely where you want to end up.

Set Measurable Goals

Include precise amounts, dates, and so on in your goals so you can measure your degree of success. If your goal is simply defined as "To reduce expenses" how will you know when you have been successful? In one month's time if you have a 1 percent reduction or in two years' time when you have a 10 percent reduction? Without a way to measure your success you miss out on the celebration that comes with knowing you have actually achieved something.

Set Attainable Goals

Make sure that it's possible to achieve the goals you set. If you set a goal that you have no hope of achieving, you will only demoralize yourself and erode your confidence.

However, resist the urge to set goals that are too easy. Accomplishing a goal that you didn't have to work hard for can be anticlimactic at best, and can also make you fear setting future goals that carry a risk of non-achievement. By setting realistic yet challenging goals, you hit the balance you need. These are the types of goals that require you to "raise the bar" and they bring the greatest personal satisfaction.

Set Relevant Goals

Goals should be relevant to the direction you want your life and career to take. By keeping goals aligned with this, you'll develop the focus you need to get ahead and do what you want. Set widely scattered and inconsistent goals, and you'll fritter your time – and your life – away.

Set Time-Bound Goals

You goals must have a deadline. Again, this means that you know when you can celebrate success. When you are working on a deadline, your sense of urgency increases and achievement will come that much quicker.

3. Set Goals in Writing

The physical act of writing down a goal makes it real and tangible. You have no excuse for forgetting about it. As you write, use the word "will" instead of "would like to" or "might." For example, "I will reduce my operating expenses by 10 percent this year," not "I would like to reduce my operating expenses by 10 percent this year." The first goal statement has power and you can "see" yourself reducing expenses, the second lacks passion and gives you an excuse if you get sidetracked.

Tip 1:

Frame your goal statement positively. If you want to improve your retention rates say, "I will hold on to all existing employees for the next quarter" rather than "I will reduce employee turnover." The first one is motivating; the second one still has a get-out clause "allowing" you to succeed even if some employees leave.

Tip 2:

If you use a To-Do List  , make yourself a To-Do List template that has your goals at the top of it. If you use an Action Program  , then your goals should be at the top of your Project Catalog.

Post your goals in visible places to remind yourself every day of what it is you intend to do. Put them on your walls, desk, computer monitor, bathroom mirror or refrigerator as a constant reminder.

4. Make an Action Plan

This step is often missed in the process of goal setting. You get so focused on the outcome that you forget to plan all of the steps that are needed along the way. By writing out the individual steps, and then crossing each one off as you complete it, you'll realize that you are making progress towards your ultimate goal. This is especially important if your goal is big and demanding, or long-term. Read our article on Action Plans   for more on how to do this.

5. Stick With It!

Remember, goal setting is an ongoing activity not just a means to an end. Build in reminders to keep yourself on track, and make regular time-slots available to review your goals. Your end destination may remain quite similar over the long term, but the action plan you set for yourself along the way can change significantly. Make sure the relevance, value, and necessity remain high.

Key Points

Goal setting is much more than simply saying you want something to happen. Unless you clearly define exactly what you want and understand why you want it the first place, your odds of success are considerably reduced. 

By following the above Five Golden Rules of Goal Setting you can set goals with confidence and enjoy the satisfaction that comes along with knowing you achieved what you set out to do.

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Time Management Skills

Time management is the act or process of exercising conscious control over the amount of time spent on specific activities, especially to increase efficiency or productivity. Time management will make us more efficient in everything we do

Below is a list of some time management (self management) techniques and tips . They are in no particular order.

• Keep a calendar/diary. Mark all your important dates/tasks.

• Keep a list of “Things to Do” and mark them off as completed.

• Every day make a list of what you have to do tomorrow.

• When possible do the unpleasant tasks first.

• Figure out when (what time of the day?) you work most efficiently.

• Establish your priorities for what you want to get done. Identify the tasks and activities that are the highest priority and eliminate those of low priority.

 

• Allow more time than you think you will need. This makes your schedule flexible and allows for the unexpected.

• Get into the habit of using your odd five minutes here and there more productively. Don’t just dismiss it as only five minutes – they add up throughout the week!

• Accomplish one or two important tasks rather than lots unimportant ones.

• Tidiness makes your life easier and reduces stress.

• Allow time to relax, recharge and do nothing.

• Leave time in your schedule for un-planned activities.

• Know your strengths, skills and weakness.

• Ask yourself, “What am I doing that someone else could do for me?” Delegate!

• Don’t be scared to ask for help

• Bin things straight away to reduce the clutter (junk mail, newspapers and spam email etc).

• Divide large overwhelming tasks into smaller chunks, and attack them one at a time.

• Complete at least one task each day that you don’t like to do, but know you should.

• Watch less T.V. If you watch T.V for three hours a day from the age of five years old, by the time you are fifty five the amount of T.V you will have watched will be the equivalent to watching non-stop 24 hours a day for six years and three months. If you cut this down by just one hour a day, so then only watch two hours of T.V, you will have gained back over two years worth of time.

• Realize that all your email checking, surfing the internet and other procrastinations add up to hours of lost time each week (sometime even each day!) 

Don't let the pain of one season destroy the joy of all the rest.

Don't judge life by one difficult season.

Persevere through the difficult patches

and better times are sure to come some time or later.

"Life is not about waiting for the storms to pass...it's about learning how to dance in the rain."

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