Emails have become a part and parcel of our daily lives with us constantly looking at our mobile phones or sitting in front of a computer responding to emails during most of our productive hours.
Interesting to note is that Email Traffic rises exponentially to a level where you might lose track of who has sent which email. This makes following standards and keeping proper email etiquette quite important for us as well as the recipients. Lets identify a few ways to keeping things simple and organized to increase your email productivity.
Emailing Tips and Tricks
1. Writing proper emails: For an Email with good impact, it should always have a Subject Line definitive enough making the recipient open the email in the first place. Stating the point of the email early in the message body is important since we don’t want to lose the readers attention making them skip the mail.
a) Short and concise: Long and detailed Emails can be exhausting to the recipients, increasing the chances of them ignoring the last few sections of the message. This may sometimes lead to important information being missed causing confusion and errors.
b) Specific Subject line: Adding proper Subject’s to mails is required so that our mails are noticed by our recipients. These can also be flagged by tags using Urgent: or Important: before the start of the Subject line.
2. Business Mailing Solutions: Even after doing everything right with the way we write our mails, we might lose track of mails due to the sheer number of mails we receive on a daily basis.
a) Google Apps and Office 365: have built-in Intelligence with features like Spam/Junk mailbox to route suspicious mails out of your way.Also, Mail Management techniques like Priority Inbox on Gmail and Clutter on Outlook help sort mails according to its importance.
3. Use Add Ons: To help users be more efficient with their Emails, there are several Add Ons available on the Chrome Web Store allow achieve features and options not natively available with the Cloud Emailing Solutions.
a) Yesware for example is an amazing application which provides Templates which can be used while composing Emails while also tracking the delivery of the Emails. Another mentionable add on is Boomerang, this allows you to compose mails and attach a Schedule to it, making the mail to be sent at the Scheduled time.
b) Wunderlist and Any.Do: both of these apps let you use your Internet Browser while also syncing your Tasks to your Mobile Devices, which makes switching between devices easier and having synchronized content across devices.
c) Hangouts & Lync: Minimizes the Email Traffic between users, allowing you to convey small messages quickly, through chat. Simply ping your contacts rather than drafting a mail to them. This allows you get answers to small requests instantly and does not add an extra mail to your inbox.
Email Add Ons help you to manage your mails in an efficient way. Simple and subtle changes in the way we manage our mails can help us increase our efficiency to a great extent, and minimize the time we spend trying to organize our inbox. Initially, to set up the right tools, may take some time and effort, however once using these Add Ons becomes a habit, you will Increase your productivity, thus increasing your time for other tasks.
If you are a business without any mailing solution its time to move to a cloud based email platform such as Google Apps and or Office 365.
Take the time to understand your Mailing solution.
If you rewind few years ago, when server virtualization was the revolutionary technology and there was lots of resistance from IT Engineers, Managers and CIO’s but then eventually when they all started realizing the fact that it’s the right way to manage Server Infrastructure and its Utilization efficiently then everyone accepted it. Today no one can imagine a server without a virtualization layer like Microsoft Hyper V or VMware or Zen Server, it has become the obvious.
The Cloud Computing Services revolution is also going through the exact same phase now, and in 2 – 3 years it would actually become the obvious way of doing everything. Its already considered the only way, however the vast majority of organizations are still not aware of the options available. The key points from a business perspective of Cloud Computing is the topic we are going to talk about today. After reading through this you can further take it up with your boss and request him to consider moving to the Cloud.
Today, the industry is at a point where the only question a business needs to consider is; when to go to Cloud? And the answer is simple, the faster you move to the Cloud the faster the benefits are going to come.
The 5 key points about Cloud which you should take to your boss are:
- The Cloud is Cost Effective
- The Cloud Increases Productivity
- Easy to Collaborate on the Cloud
- Its Reliable
- Its secure!
1. The Cloud is Cost Effective
It’s a no brainier that Cloud is cost effective, everything on the Cloud is in a subscription based, which means you only pay for what you use, it’s like your electricity and water bill, you only pay for what you use. It does not matter whether you choose a SaaS application (Generally it will cost you by User / Month or Year), a PaaS platform (Generally it depends on resource utilization of the application) or an IaaS solution (Generally it is measured per hour of infrastructure utilization). This is better than buying a physical server and deploying a virtualization layer and then maintaining it. The general rule is the TCO of On-Prem Infrastructure is 1.5 times more than TCO of Cloud Infrastructure over 3 years.
2. The Cloud Increases Productivity
It’s a simple statement which can be proved very easily. The ultimate output of Cloud (SaaS, PaaS, IaaS) is an application which is accessible from browser or a mobile app from any location on any device and all you need an internet connection and a browser. Which intern means, the employees can now work from any location or multiple locations in real time on the application and from any device. This by itself is enough to prove the point that it will improve the productivity of employees in or out of the office. I can’t imagine having to go into the office to be able to access my application, documents or emails. With the Cloud, I can simply access all of it from home or on the go with no problems at all!
3. Easy to Collaborate on the Cloud
Believe it or not, everyone has to understand the word “Collaboration” ; something created by working jointly with another or others- Dictionary.com. With using the Cloud, it is possible, and you will be amazed by just how much businesses can collaborate efficiently and boost productivity by using the apps available after switching to the Cloud. It can start with very simple tasks like sharing files and folders with your colleagues using Google Drive or Microsoft One Drive (these are like Dropbox for business). Google Hangout or Microsoft Lync for voice & video conference over any device (this is similar to Skype but for business). Google Keep or Trello for notes & task management and Google Docs or Office 365 Web Apps for working simultaneously on the same documents. But the biggest biggest secret to business productivity is that all these apps are available on any mobile device.
4. The Cloud is Reliable
A lot of people I have met who are not from IT or technical background automatically feel hesitant that Cloud is not reliable and that the local server is much safer. The truth is that the local server is highly vulnerable to data loss or data leakage considering many factors like security, backup, disaster, high availability etc. Many times when asked, people say that they keep their important files in Dropbox or store it in their Gmail or a Yahoo email account, this is actually the unconscious mind believing in the Cloud! However, when it comes to real business data people get worried. The fact is, that leading Cloud players like Google, Microsoft, Amazon, Salesforce, Zoho, Freshdesk etc are much more reliable than your server infrastructure, as they run on multiple datacenters and are managed by a huge team of experts. So you can peacefully focus on business and not IT.
5. It’s Secure!
Another common concern I hear is, is the Cloud secure? Of course it is, but my answer to such question is that you have to declare what type of data and workload should be going to the Cloud and what you want to keep on premise. As of today, Emails, Portals, CRM, Helpdesk, Communication, Project Management, File sharing, Document Collaboration are all very much proven on the Cloud. Millions of customers are already using it on a daily basis. Many customers have even moved their ERP on the Cloud, but there are a vast majority of organizations who still want to delay the decision. That is their own preference, however over a period of time the industry will set its own standards and assurance that ERP and all core applications are much safer and secure on the Cloud than On Premise.
The 5 points mentioned earlier are the reason why business owners, CEO’s, CXO’s and other key business stakeholders have high respect for the Cloud. We at Gulf Infotech have been embracing Cloud since 2009 and have helped over 270+ customers to start their journey to the Cloud. We would be happy to understand and address any of your concerns which may be holding you back from making the decision to get started on Cloud! Increase your businesses productivity today!
Are you ready to learn how you can increase your business productivity today? Then lets get in touch!
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