HOW
TO KEEP THE FOUR GREATEST TIME CONSUMERS UNDER CONTROL?(II).
Suggestions on the use of email
Are you one of these people
that recieves lots of emails everyday? If the answer is YES, K Gleeson
makes the following suggestions when reading and sending emails:
Only approach one topic in each email.
Clearly define the topic in the subject
line of the message.
Make your message brief but include all of
the necessary information so that the addressee can act and reply.
Only send the message to those that are
directly involved. Don't send a copy to anyone else.
With regards to
checking your email, K Gleeson has the following recommendations:
Check your mailbox three or four times a
day, preferably in the morning and at the end of the day.
When you read your emails, read one at a
time and don't leave pending subjects.
Use an anti-spam to avoid the bombardment
of unwanted emails.
When you respond to emails, file the email
that you replied to in a folder so that your inbox doesn't look
congested.
Despite the fact that these
suggestions appear very simple, when you put them into practice they
are very useful and help us use our email more efficienty. Try to apply
these recomendations immediately and you will see that in less than a
week you will be reaping the fruits of your effort. You will notice
that during the day you have more time for other activities.
Obtaining information.
Every day, we need to be
informed of the events that are going on in the company and in all
fields of our life. The information that we receive is important to
maximize our efficiency. Now we are going to show you some
reccomendations by the MBR, which you can use to increase your
information network:
"Know the secrets of your secretary"
This will help you to know how and where she keeps the folders and
files, where and under what codes she registers the clients and the
addresses of important clients, what she does with the templates once
you have seen them. You never know when you are going to need to find
something quickly when your secretary is not present.
Let
your secretary know the subjects you have in mind.
This is generally good practice. It can be especially valuable if you
are receptive to her suggestions with respect to what you say or do;
she might know things about the job and the people in the company that
you will find useful. However, it is possible that she doesn't think
about telling you information unless you show willing to listen.
Inform
your colleagues on the projects you are working on.
They may also have usefull information about a determined area and they
will be happy to share it with you if they know your plans.
Learn
everything there is to know about the computer and its functions.
Perhaps your company's centre of data processing would be more focused
towards its needs if they knew what they are.
Get
to know the informal leaders are under your level.
Idependent of the company's organigram, some people are information
centres or leaders without a title. This may be because they are
curious or because they win the confidence of others, or simply because
their job means they are in contact with a wide range of people. The
truth is that some people know alot more than others and the work of
the company. The watchful executive remains in contact with his
colleagues, be it in a casual or informal way, which allows him to be
well informed.l
