Dealing with emails

Emails.

We all get them – well, I am assuming…

If you are in business or academia, then you probably get a lot; sometimes an overwhelming amount.

It is also not uncommon to have more than one email address, nowadays, many sites actually try to get you to sign up for one – take Google and Facebook for example.

An @ symbol in an envelopeIn order to deal with the vast quantity of electronic mail we receive many of us choose to collate all our emails in one place. Some choose Outlook, some Thunderbird, and others Gmail.

One common theme between [almost] all mailboxes, be it online or a dedicated program, is folders. You can create folders to file your messages. Do you use these folders effectively though?

Is your mailbox a manic mess, or a well organised, tidy space? If you think you would be interested in some simple email tips, read on.

A while back, a well respected blogger (who I follow) named Ari Herzog wrote a post containing his tips to improve your email efficiency. The main points he made were:

  1. Create folders and set filters to move emails into folders – this makes things more manageable and means emails are sorted into orderly folders, so you know where to find things
  2. Keep your inbox empty – this tip I was a little confused by at first, but now I understand Ari’s reasoning, it makes a lot of sense. At the end of each day, make sure all your emails are either filed into their relevant folder, or in a ‘to do’ folder, so you know which messages require your attention
  3. Don’t check your emails every 5 minutes – a valid point, as you can waste a lot of time checking your messages. The way I handle new emails is I have Outlook running in the background all the time, and every 10-15 minutes or so it auto-checks for new mail, it gives me a quick preview, and if it’s urgent, I see to it, if not, I leave it and visit Outlook later
  4. Unsubscribe from junk – this is one of the tips on the top of my list too, if you are signed up to receive updates from companies/websites that you rarely if ever find useful, unsubscribe! Famously, the biggest lie on the internet is the word ‘unsubscribe’ as in many cases it doesn’t work, but companies like Wal-Mart and Shell are obliged to honour the request when you request to no longer receive their mail
  5. Check your spam folder every so often, as things get caught by mistake – I have found this a real issue in the past, so have turned off the spam folder function in my email client, I just delete it as soon as it comes in, and if it persists, I set a filter (rule) to set it to be deleted upon being received

I likes Ari’s tips, which is why I thought I would share them (and my view of them) with you.

The one I was most curious about was point number 2 – keep your inbox empty. I like the idea, but is that really practical? My personal way of dealing with messages there is to keep them unread until I have dealt with them. This does sometimes lead to a massive backlog, which can be left not dealt with for months on end! Higher property emails are always dealt with.

Short But Sweet

Too many emails are a problem, there is no doubt in that. Wouldn’t you love it if all the emails you got were short, concise and to the point?

Too much time is wasted writing unnecessarily long emails, and reading them.

In 2013 I have made a pledge to myself to evaluate long emails before I send them, to see if I can reduce the size. I feel that doing this enables you to express yourself better, and your email is more likely to be read, and sooner – many of us put off reading those long emails until later.

If you want to go a step further, why not make sure that all of your messages are five lines or less? If all your emails were just five sentences, how easy would they be to deal with.

If you are interested in this, there is a handy link you can put in your email footer to let people know about the way you write your emails. Visit 5 sentences or less, which suggests:

“Treat all email responses like SMS text messages, using a set number of letters per response. Since it’s too hard to count letters, we count sentences instead.”

Why not give it a go?

Signature

On a final note, think about your signature. Keep it simple. Email signatures take up unnecessary space. If you have just emailed someone, they probably know your email address, so don’t bother including that. Logos make emails much bigger and some email systems block them anyway, so they are a waste of time.

A signature being signedSay who you are and give the person a link to where they can find out more.

My Technology Bloggers signature:

Christopher – Technology Bloggers Admin Team

www.technologybloggers.org

or you can link to a profile like about.me – see below:

Christopher

about.me/ChristopherRoberts

Over to You

So what is your view on emails? Do you use multiple email clients, or try to gather all your messages together into one? How do you deal with your messages, and is it an effective method? If so why, and if not why not?

How to keep up to date with web design trends

A lot has changed in the world of web design in the past few years. For instance, today we use a lot of design terms such as minimalistic web design, intuitive interface, contextual menus etc. All these terms were unheard of or not so common, a few years ago.

Nowadays, there are a number of spectacular websites, which are dynamic in nature. These sites have been designed using some of the latest tools and technologies. Hence, if you too want to be a part of this new world and develop some of the most amazing and innovative websites, then you must be well-versed with the latest web design trends in the market.

Let us take a look at some of the ways how you can stay updated with the latest web design trends doing the rounds.

Take part in discussions with fellow designers

Take an active part in discussions with fellow designers on various forums and blogs or even face-to-face. This allows free-flow of information, which includes the latest design news and trends. For example, on one of these forums, you may get a chance to interact with an expert designer, who has used a certain technology on his/her website and end up getting a tip or two on that particular technology. Later on, you can implement whatever you learnt, on your website.

Make full use of the internet

You get a wealth of resources online, to update your knowledge in the latest web design trends. Let us take a look how you can use the power of internet for your advantage.

Social media sites – Social media sites need no introduction. Such sites are growing by leaps and bounds these days. You can use various social media sites like Twitter and Facebook to keep yourself updated with latest web design trends. For instance, you can visit various design forums, share your work, connect and network with the industry experts and fellow designers, join various groups, attend designer events and do lots more on these sites.

Design blogs – There are endless design blogs and even full-fledged websites dedicated to website design such as Smashing Magazine, Mashable, DesignModo etc. You can go through these blogs and websites and read reviews, comments, write-ups and learn numerous tips and tricks relevant to website design.

Smashing Magazine's logoeBooks – A number of latest web design ebooks penned by expert authors are available online. You can buy a number of such books at discounted rates or download some of them free of cost. Use these books as a reference when you design your sites.

Newsletters and magazines – Subscribe to receive various newsletters or online magazines from different sources. For instance, you can visit various tech-blogs or tech-news websites and sign-up to receive their newsletter/magazines directly in your inbox.

Browse the work of top designers

Whenever you find some time, go through the work of top/expert web designers. Many of these designers have their own sites. View their galleries/portfolios to get an idea about the latest, ongoing trends in web design and take a cue from them.

In conclusion

These are some of the ways through which you can know the latest web design trends in the market and design innovative websites.

How to get great gadgets on a budget

It’s a very easy – and all too common – mistake to see your student loan arrive in your bank account and rush out and spend it all on the latest must-have gadgets. Smartphones, laptops, tablets, printers, they’re all “essential” to student life, (well, in a social capacity in most senses, but to some they’re essential).

Obviously going off to University is an exciting time and you want to go fully prepared for the academic year, and to make an impression on your new friends and flat mates. But you can do all of this without breaking the bank.

For instance there are some great laptop deals for students specifically which enable them to get the computer they want as well as all of the software they’ll need to help with the course, and even discounts on devices like printers and wireless routers.

When you think about it, you can get what you consider to be brilliant deals on your computer, printer and tablet – to name just three you might buy together – getting discounts on all three, but it can still add up to upwards of £1,000. But one of the advantages of being a student is being eligible for a package tailor made for getting you through the late night group projects and the 10,000-word essays that you finish at 4am.

National Union of Students card

An NUS student card

You might not think that some of the devices in the offers are what you would call “top drawer” or even as cool as what your friend has bought, but if you’ve spent £500 and they’ve spent £1,500, you’ve got an extra thousand left in your bank account to enjoy yourself with while taking the necessary “study breaks”, or to keep in hand for emergencies and all-important food shops. There are only so many times you can buy own-brand beans after all!

Budgeting is a key part of Uni life, something you don’t tend to realise until the end of the year (or the end of your third year in a lot of cases) but anything you can save before you start your first term is going to benefit you later on, allowing you to upgrade your gadgets in the future when you’ve got a little bit extra that you can spend without getting into financial difficulties.

The deals on laptops and other tech for students really are worth looking into. A lot of the top brands produce models and packages designed purely for students at prices made for students. If I had one tip, check them out, don’t just splash the cash on the biggest and best because you want to be cool.