winning ways with email - nasact€¦ · 26.03.2020 · unexpected advice for working from home...

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Seven Smarter Moves with Email

Winning Ways with Email

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© 2020. Mandi Stanley, CSP. [email protected]

Two Categories of Leadership-Level

Writing

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Subject: Objectives for 3:00 Conference Call Today

Subject: Request for Email Examples for April 21

Subject: Update to Damage Prevention Meeting on May 1

Subject: One Technical Question about Zoom

Subject: Launch of Mississippi’s New Energy Star Campaign

Subject: Employee Spotlight on Diversity

From: Taylor, AndyTo: Fife, Barney

Subject:

Floyd is asking about anyone who is thinking of retiring during this plan year and for the upcoming plan year. Please send the names, dates they are planning for retirement, and if they are highly compensated salaried state employees.

Thanks for your help.

Getting Your Emails Answered

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Writing Consistent Subject Lines

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From: Bunny, BugsTo: Duck, DaffySubject:

Each of the below locations in red has a postage meter at their location. Please take note of where these meters need to go when these locations move in the next couple of months.Secretary of State 6th floor. Meter will need to move with Secretary of State to The District 3rd floor.Human Resources 1st floor. Meter will need to move to The District 2nd floor.Legislative Audit Office. Meter will need to move to The District 1st floor.Also, later this year, the meter located at the old Amory location will need to be moved to the new Williamsburg Road location shorty before that office opens. Please let me know if you have any questions.

From: Dinkley, VelmaTo: Doo, Scooby

Subject: call

Shaggy just returned your call about the tour of the new renovated complex for the Secretary of State’s office suite; he said to go ahead and schedule it for May. Construction should be finished by then. Thanks.

From: The HamburglarTo: Mayor McCheese

Subject:

Attached is the Facility Plan Calendar. Would you please have your front office look at it and make any additions or corrections? If they would make the corrections/additions in red, it would be very helpful, or you could just email the additions/corrections only. Thanks for your help as always. If I could receive the corrections/additions by June 1, 2020, it would be greatly appreciated.


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….…I will be leaving for Tacoma……I won’t be in the office tomorrow….if I miss you today….maybe we can talk next week….

Give me a minute … seriously … how soon do you need this?!

I hope this explains it so you can understand what I did …….. call me should you have questions.

Do you happen to know what this was for????

Hi Dr. Marett,

Hello Keytaeon,

Good morning Mr. Poynter!

Thanks Sherri,

Getting a Grip on Email

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A Strategy for Thought & Content Organization

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Mind Mapping


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Mind Mapping Practice


Mind map the work project of your choice for two minutes.

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Mind Mapping Your Next Message

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Using the START Strategy

S T A R T Strategy

S

T

A

R

T

Battling TEGO in the Workplace

Ideas for Proofing in a Distracting Office Environment

“Nothing can be done at

once hastily and

prudently.”Publilius Syrus, c. 42 B.C., Roman writer


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Proofreading Practice

High light the data just pasted and right lick the mouse and select copy.

In many states, public agencies can direct appoint small projects under a limited amount.

Their awareness did not stop them from making a grouse error in judgment.

If some day it does happen (don’t hold your breathe), we can adjust as appropriate.

You’re comment has prompted some research on my end.

Also, have any dates been set for depositions or trail?

Too many people doing to many things while tracking to many different things.

What time of business or functional area are we talking about supporting?

Mitigation of risk: Project Mangers training in the form of Insight training

To fix a dollar amount on cost saving is not an easy task since it is a test to gain information on weather the benefits even exist.


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Mandi’s Blog: Unexpected Advice for Working from HomeOriginally published March 26, 2020

So many people have reached out during the past week seeking advice for working from home.

As someone who has worked professionally from a home office for 26 years, I definitely have some thoughts to share. And you may be surprised about the first nugget of work-from-home wisdom. It has nothing to do with composing a top-three to-do list or getting out of your pajamas or even staying out of the snacks. Rather, it involves the biggest time sucker we face each day: email.

As it stands, you and I spend more than 22 percent of our workday reading and writing email. That equates to 11 work weeks a year. I can only imagine how that number is growing in the weeks many of us are working from our kitchen tables. Email is essential for communication during this time.

I’m using my blog space today to challenge you to these two email disciplines:

One. Don’t check your email during your first hour at your desk.

This email management practice gets audible gasps when I share it during live seminars. But let’s just say your workday begins at 8 a.m., even from home. If you sit down and check email first, you may look up and suddenly realize it is past 10:00. Email can suck us down a black hole, and we get buried under other people’s urgencies. Rather, dedicate your first hour to productive revenue-generating projects such as drafting a proposal or finishing a marketing piece or calling clients or completing documentation leading up to a deadline. Once you have accomplished a big chunk of one of those projects, then open up your email account and let the fun begin.

Two. While working from home, check your email at the same time every day.

I’ll share the schedule I’m currently using here:

9:00 a.m.11:001:15 p.m.3:154:30


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Mandi’s Blog: 5 Emails You Never Should SendBecause so many of us can’t meet face to face as we shelter in place during this pandemic, we are depending on Zoom and Skype and Face Time and livestreaming and various other virtual platforms. Email still reigns supreme as the number one most widely used communication tool for follow-up required correspondence, but with email, we lose the body language, facial expressions, and tone of voice that can help communicate a total message.

Yes, tone is tricky with email, and we shouldn’t try to make up for it by inserting smiley face emojis and excessive punctuation marks. And in these five scenarios, we definitely should be leery before pressing send. These are five emails that should never leave our outbox.

One. When you just want to “go off” or vent.I tell my live seminar participants that anger and danger are separated by only one letter. Emails sent in anger or the height of anxiety can result in danger, including the danger of losing one’s job. Remember: Email lasts forever.

Two. When addressing confidential, sensitive matters such as disciplinary or performance reviews—and never someone’s Social Security number.

Three. When it’s personal information.Even during this time when work and home life are intertwined, we don’t need to get lax about sending personal emails from our work accounts.

Four. When you don’t want a permanent record of the message.Again, email lasts forever. There are certain times it is much better to pick up the phone and call.

Five. When it’s urgent!For some reason, people think we are sitting at our computers awaiting an email from them and will be able to respond immediately. Email is not intended for immediate response. It could be hours before someone checks in. Calling or texting typically will yield a faster response.


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Meeting Your Presenter: Mandi Stanley, CSP

With more than 25 years of experience in professional development, Certified Speaking Professional Mandi Stanley works primarily with business and governmental leaders who want to boost their professional image by becoming better speakers and writers. Some of her clients include:

United States Air Force Services AgencyKimberly-Clark’s World HeadquartersThe Rockefeller UniversityMcDonald’s USAGodiva ChocolateCampbell’s SoupNuclear Energy InstituteNational Football League

This is her third year to present at NASACT’s Emerging Leaders Conference. As a result, these agencies have invited her provide professional development in writing, proofreading, and presentation skills for their staffs:

Louisiana Legislative AuditorsMississippi PEER: Joint Legislative Committee on Performance Evaluation & Expenditure Review

CA State Auditor’s OfficeOffice of the Washington State Auditor

Alabama Department of Examiners of Public AccountsNSAA Annual Conference

National Legislative Program Evaluation Society Professional Development Seminar

In 2003, she was designated a CSP, Certified Speaking Professional. Fewer than 9 percent of all worldwide speakers have earned this designation, and Mandi is the first Mississippian in history to receive this honor through the National Speakers Association.

She’s a summa cum laude graduate with concentrations in English, communication, and management and the author of The No-Panic Plan for Presenters: An A-to-Z Checklist for Speaking Confidently and Compellingly Anywhere, Anytime.

Audiences appreciate her platform enthusiasm, interactive style, and content-rich messages. Email Mandi at the address below to schedule a program for your annual training event.

You’ll laugh and you’ll learn—and you’ll get a lot of practice!


winning ways with email - nasact€¦ · 26.03.2020 · unexpected advice for working from home...

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