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In Outlook 2007 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2007. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.
All right bosses, listen up. I am about to share with you my six tips for supervisors and managers. Following my advice can help make you a better boss, give you happier employees, and reduce stress in the office. Ready? Tip #1, manage from beyond the Inbox. As tempting and time efficient as it may be, avoid managing from the Inbox. That is firing off emails rather than giving face time to your staff. Many employees resent this behavior and you miss out on valuable feedback from face-to-face or telephone-based conversations.
Remember that emails can only convey words, and someone's expressions and inflections are much more valuable for interpreting what they're saying. Tip #2, avoid discipline. While it may be tempting to fire back a quick retort to an employee who just broke the rules, resist the urge. Your employee will likely sit fuming at your message for the rest of the day and your message will not be as well received as a face-to-face discussion. Tip #3, use email to follow up. Email can be a great tool to document a verbal discussion you just had with an employee, especially for disciplinary purposes.
After telling your employee what they need to improve follow it up with an email that outlines your discussion and expectations. You'll have it in writing and they'll have it as a reminder. Tip #4, be to the point. Email should always be brief and to the point, avoiding sarcasm, and leaving little room for interpretation. If you need something done, just say it. If your message is too complicated to express over an email, don't even try. Just pick up the phone or walk over to their desk. Tip #5, CC others on successes.
People love recognition. So when a member of your team does something right, tell everybody. Draft your message with your star employee as the recipient and everyone else as the CC. What's even better, putting your boss in the CC as well. That's a digital pat on the back that will be sure to make their day. Tip #6, review the important memos in person. We are all too quick to send out a memo to the staff and assume that they're going to read it. After all, do you read every email you get? Probably not.
Whenever you send out an important news via email, make sure you follow-up at your next face-to-face meeting and make sure they got the message. It's also a good time to ask for feedback or quiz them, and you might even give a small reward to those who actually read your memo. You've reached to the end of chapter 7, so what's left? The joy of customization. In Chapter 8, I'll discuss ways to tweak Outlook's interface to make your life a little easier.
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