Netiquette - Mails You Can Address Quickly - Via Netiquette IQ

Many, if not most of us, are often overwhelmed with their mailboxes. This can result in emails being replied to late, others not replied to at all and still others answered in haste. I read an article recently which offers some very nice tips to help remedy this situation. It is presented below.
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The Most Common Two Minute Emails You Can Deal With Right Away

Haim Pekel Published in LifeHacker productive This post originally appeared on IQTELL blog.

According to GTD methodology (Getting Things Done), if something takes you less than two minutes, you should do it immediately—any more, and it goes on your to-do list. Here are some of the most common two-minute emails that you can spot from their subject line.P

Productivity 101: A Primer to the Getting Things Done (GTD) PhilosophyProductivity 101: A Primer to the Getting Things Done (GTD) PhilosophyProductivity 101: A Primer to the Getting Thing...

When we survey our inbox, most of us would like to have some kind of estimation on how much time it's going to take to go through all the messages. In order to do that, I created a list that contains the types of emails we receive, and what we can expect in terms of the time they'll take to deal with. And if it will take less than two minutes, you should deal with it right away.

Our purpose is to try and explore various assumptions and rules of thumb about our behavior when we process emails. These can be extremely helpful, since in my experience, the more you can automate processes, the less mental resources you need to apply. In particular, you can help eliminate our constant inner debate: should I do it now or later? As an added bonus, the result will leave enough unscathed mind power for the tasks that really matter.

Of course, every rule has an exception; however, by making a few assumptions, I've been able to streamline by email processing substantially. Note that we're talking about your work inbox.

Two Minute Emails to Deal With Immediately

FYI/Memo Emails

"FYI emails" are as a general rule of thumb less than two minutes emails because most of the time they don't require any action from your part. You can probably understand quickly what to do with them and process them into your reference folder.

Promotional Emails

Promotional emails are messages sent to you from websites that promote a product, an event, or information via newsletters. This type of email splits into two categories: those that you're interested in and those you're not.

Those you're interested in will definitely take you more than two minutes since they can take you out of your workflow. Those you're not interested in will of course take you less than two minutes and should be removed from your inbox altogether.

Invitation Emails

Invite emails are an action email. They require you to take a single action: accept or decline. Since the associated action is pretty straight forward, all invite emails will likely take you less than two minutes. There may be follow-up actions, e.g., buy gift, pick up dry cleaning, etc., but you can and should at least accept or decline.

"Waiting for" Emails

"Waiting for" emails are reminder messages sent to you from someone who's waiting for an action you need to perform. This type of email is, of course, a less than two minute email because it often requires a quick status update, like "I'll have it later afternoon."

FWD: Mass Emails

I don't know about you, but I never read mass emails and classify them as trash immediately.

Emails That Will Take More than Two Minutes

Personal Emails

Personal emails that land in your work email are probably not related to your immediate tasks at hand. As such, they will take you more than two minutes because they take you out of your "work" zone. Mentally speaking, going in and out of focus will often take more than two minutes. Treat them just a like an interruption and manage them accordingly.

Emails That Open Conversations or Debates

It goes without saying that this kind of email will often take more than two minutes of your time. It's quite tricky to identify these emails before you open them. There's no one rule that can tell you if this is a conversation or debate email or not. However, since we can identify from whom we received this email and most of us have a clear recollection of our previous interactions, we can assume what the email is going to be about by looking at who sent it.

Social Media Emails

Social media emails are notifications and messages you receive from social networks you're subscribed to, like Facebook or Twitter. As a rule, I recommend removing all social notifications from your email. However, they can end up taking more than two minutes since they can take you out of the work workflow.

Returning Emails

This kind of returning email is either a message that confirms something you've written, or is trying to clarify something you've asked or said. This kind of message could go either way in terms of the time it can take, since it's usually 50/50 whether you to need continue this email chain to discuss or debate a certain point. I usually flag these as more than two minutes. Sometimes I can tell based on the sender, the issue, and past experience if I should flag it as under two minutes.

RE: RE: RE:

This is an easy one. The long RE: RE: RE: emails are without a doubt a more than two minutes email. Those emails are by far the most time consuming emails you'll ever encounter, why? My rule is never to respond, but rather get on a call; and a call almost always take more than two minutes.

FW:

Forward emails are emails someone else identified as relevant to you, since some else already gave those emails a review and decided that you should handle them. I would classify FW: emails as more than two minute emails.

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In addition to this blog, I have authored the premiere book on Netiquette, " Netiquette IQ - A Comprehensive Guide to Improve, Enhance and Add Power to Your Email". You can view my profile, reviews of the book and content excerpts at:

 www.amazon.com/author/paulbabicki

 If you would like to listen to experts in all aspects of Netiquette and communication, try my radio show on BlogtalkRadio  and an online newsletter via paper.li.I have established Netiquette discussion groups with Linkedin and  Yahoo.  I am also a member of the International Business Etiquette and Protocol Group and Minding Manners among others. I regularly consult for the Gerson Lehrman Group, a worldwide network of subject matter experts and I have been contributing to the blogs Everything Email and emailmonday . My work has appeared in numerous publications and I have presented to groups such as The Breakfast Club of NJ Rider University and  PSG of Mercer County, NJ.
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Netiquette IQ - Tabula Rosa Newsletter and Our New Radio Podcast on May 17th

Splunk's HUNK Analytics; from the Netiquette IQ blog: Netiquette  Rules for Job Seekers, and an interview with staffing and recruiting professional, Wanda Ellett.

Products, Blogs and Speakers

Each week we will highlight one of our products, share a Netiquette IQ Blog and direct you to our BlogTalkRadio program which airs on Saturday's at Noon , EST. Tabula Rosa Systems (TRS) is dedicated to providing Best of Breed Technology and Best of Class Professional Services to our Clients.  TRS offers product design, implementation and support services on all products that we represent. Additionally, TRS provides expertise in Network Analysis, eBusiness, Application Profiling, ePolicy and eBusiness Troubleshooting. A special thank you to David Schuchman for his MailChimp expertise.

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Critical Netiquette Rules For Job Seekers - a Must Read! Currently, I am working on a new Netiquette IQ book for job-seekers, recruiters and hiring people. There is much for many with these segments to improve upon. There are a variety of approaches to take for the job-seeker. Those listed here are the basics and really should always be followed. There will be some unique advanced techniques published in this blog soon for how to proceed when initial emails go unanswered, when recruiters do not reply after the first contact and how to follow up with offers in a proper Netiquette context. Begin with 1-2 polite introductory sentences and begin every employment email with a few nice words. Quickly explain the purpose of the email - this is critical. The employer needs to know the purpose quickly. Identify the position/define the attachment - Some hiring people have many positions. Never assume they know which one you are applying for. Include follow-up with a date.  Do this proactively. It is critical the hiring person sees an enthusiasm for the position. Tone - This is a critical component in all job correspondences. Keep the same upbeat, even tone even if you are being ignored or delayed. Positive/Negative Keywords - Select vocabulary carefully. Refer to my book for great selections of power words. Welcome questions and follow-up - Make sure the decision maker is comfortable in calling or emailing you.   Advanced content - Be careful of overstating or complicating the email message with a resume attachment. The purpose of the email is to make sure the resume is read. Let it (the resume) contain the detail. Attachments - Many put unrelated names on their attachment. It is very important to have your name on the attachments. Do not have an attachment with a date more than a few months old. You can also customize it with the company's name. Signatures - Make your signature so it has multiple ways to contact you. Ignore home phone numbers and work emails, if at all possible. Do not include any personal social accounts. Keep the signature in the same font and size. Happy and successful hunting!

Upcoming Events on BlogTalkRadio, Saturdays at Noon (EST) 5/17 (Noon) EST Wanda Ellett Founder, G45 Consulting, a certified Minority-Woman owned, privately held firm dedicated to providing outstanding service for their clients. Their team consists of energetic solution driven professionals, spanning many industries, specializing in Technology and Finance.  5/24 (Noon) EST Serkan Gecmen Developer of the Netiquette IQ online test. Serkan has also worked in the formative levels of the gaming industry and gained significant operational perspective to manage and foster success in seven casino resorts throughout the nation. His efforts have been maximizing guest satisfaction and profitability, property re-branding, hotel launch, advertising, direct marketing, development and execution of large scale promotions and creative concepts that build brand awareness, strategic planning, budget forecasting, Asian marketing, as well as large scale contract negotiations, media oversight, special event planning, entertainment and casino host management.

Netiquette Core Logic - Fallacies in Email Part II - Netiquette IQ

 My last blog featured an overview of logic and how it has influenced or presented ideas/opinions and Netiquette in proper ways. Listed here are addition fallacies of logic. These arguably appear occur in email far more frequently than most people think. Many email senders inadvertently make these mistakes. Sometimes, these make sense when written in haste, but they can often backfire as well, with poor results for the sender.

1.   Argumentum ad numerum—This is a deduction that, since a majority of people believe something, it is true: Eighty percent of our employees do not believe we have to answer customer emails within twenty-four hours, so our corporate policy should be to reply within one week.
2.     Argumentum ad ignorantiam—This fallacy specifically assumes something is correct because it has not been proven otherwise: My emails are well written, because no one has ever complained about them.
3.     Tu quo que—This is the “you too” argument that counters a mistake or fallacy by claiming the accuser has done the same: You claim my emails are rude in content, but so are yours. Although the statement may be true, it does not make the mistake correct simply by stating that someone else does it.
4.     Begging the question (petitio principii)—This logic abuse uses the same statement in a premise as in its conclusion: Our company’s employee emails are great because we studied the best email tutorials and we write great emails.
5.     Moral equivalence—This argumentative fallacy begins with a statement and concludes with a moral exaggeration: We will win because our side is more caring.
6.     Hasty generalization—This is a theory or conclusion made with a paucity of collaborative information. This has been a very cool summer, so there is no such thing as global climate change.
7.     Cum hoc, ergo propter hoc (with this, therefore because of this)— This asserts that because two loosely related items occur simultaneously, each has a direct causal effect on the other: During the last five years, whenever our team has had a lead in the last quarter, we have won. We are now leading starting the last quarter, so we will win.
8.     Fallacy of a complex question—These are forms of wrong dilemmas that only offer one solution: Is it true you’ve stopped spanking your children?
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In addition to this blog, I have authored the premiere book on Netiquette, " Netiquette IQ - A Comprehensive Guide to Improve, Enhance and Add Power to Your Email". You can view my profile, reviews of the book and content excerpts at:

 www.amazon.com/author/paulbabicki

 If you would like to listen to experts in all aspects of Netiquette and communication, try my radio show on BlogtalkRadio  and an online newsletter via paper.li.I have established Netiquette discussion groups with Linkedin and  Yahoo.  I am also a member of the International Business Etiquette and Protocol Group and Minding Manners among others. I regularly consult for the Gerson Lehrman Group, a worldwide network of subject matter experts and I have been contributing to the blogs Everything Email and emailmonday . My work has appeared in numerous publications and I have presented to groups such as The Breakfast Club of NJ Rider University and  PSG of Mercer County, NJ.
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Netiquette Quote of The Day - Fallicy - Via Netiquette IQ

Yesterday's blog was on fallacies and Logic. The Netiquette IQ quote of the day is a precise one in terms of the importance of clear and accurate information and messaging
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“We are most often inspired and motivated by fallacy rather than logic.”
― M.F. Moonzajer

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·         Receive more responses, interviews, appointments, prospects and sales.

·         Be better understood.

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·         Have recipient finish reading your email content. 

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·         Increase your level of clarity.

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Enjoy most of what you need for email in a single book.
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In addition to this blog, I have authored the premiere book on Netiquette, " Netiquette IQ - A Comprehensive Guide to Improve, Enhance and Add Power to Your Email". You can view my profile, reviews of the book and content excerpts at:

 www.amazon.com/author/paulbabicki

 If you would like to listen to experts in all aspects of Netiquette and communication, try my radio show on BlogtalkRadio  and an online newsletter via paper.li.I have established Netiquette discussion groups with Linkedin and  Yahoo.  I am also a member of the International Business Etiquette and Protocol Group and Minding Manners among others. I regularly consult for the Gerson Lehrman Group, a worldwide network of subject matter experts and I have been contributing to the blogs Everything Email and emailmonday . My work has appeared in numerous publications and I have presented to groups such as The Breakfast Club of NJ Rider University and  PSG of Mercer County, NJ.
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Netiquette Core Logic - Fallacies in Email - Netiquette IQ

Good Netiquette is most often characterized with less verbose and more effective word usage. Nevertheless, even the simplest statements, paragraphs, or sentences can and should have not only good basics but also good logic, reasoning, and arguments. Even with perfect grammar, tone, content, and structure, poor logic or fallacies can significantly undermine the intent and content of even the simplest of emails.

        The study of logic dates back to ancient Greece and has always been an integral part of reasoning and providing arguments or theories. There are some basic rules of logic that should always be applied to communication. The following identify some of these and provide some brief examples of how each can be misused:

1.   False dilemma—This argument states that a solution must be one of two choices: Either we support the war, or we are unpatriotic.

2.   Ad hominem—Using a personal part or belief of a person to prove an argument: Because English is not his first language, he cannot write good emails.

3.   Straw man (argumentum ad logicum)—This statement generalizes a viewpoint and then belittles it by extending it beyond its original premise: The president vetoed the oil companies’ exemptions; therefore, he is against large corporations.

4.   Red herring (ad misericordiam)—This attempts to evoke pity to aid in a request: This job should be given to me because I have not worked in two years.

5.   Slippery slope (non sequitur)—This fallacy assumes one action or condition will lead to a different condition: If I am not hired for this position, your customers will buy from someone else.

6.   Repetitive argument (argumentum ad nauseam)—This is an assertion made over and over to try to prove a point: As I have told you in my last three emails, you should give my staff a raise to increase productivity.

7.   Argumentum ad antiquitatum—A statement that asserts something must be right because it has traditionally been done the same way: We have never had email complaints, so there’s no need to add disclaimers.
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In addition to this blog, I have authored the premiere book on Netiquette, " Netiquette IQ - A Comprehensive Guide to Improve, Enhance and Add Power to Your Email". You can view my profile, reviews of the book and content excerpts at:

 www.amazon.com/author/paulbabicki

 If you would like to listen to experts in all aspects of Netiquette and communication, try my radio show on BlogtalkRadio  and an online newsletter via paper.li.I have established Netiquette discussion groups with Linkedin and  Yahoo.  I am also a member of the International Business Etiquette and Protocol Group and Minding Manners among others. I regularly consult for the Gerson Lehrman Group, a worldwide network of subject matter experts and I have been contributing to the blogs Everything Email and emailmonday . My work has appeared in numerous publications and I have presented to groups such as The Breakfast Club of NJ Rider University and  PSG of Mercer County, NJ.
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Netiquette - Correction on My Net Neutrlity Post

To all:

My earlier post was not correct. The FCC decision on Net Neutrality is a postponement not a victory. Excuse the lack of clarification. There is still hope that the issue will be resolved in favor of Neutrality.

PJB

Critical Ruling Today on Net Neutrality

As many of my readers know, the Internet Neutrality issue is one I feel very strongly about. Today is a critical one for the future of how the Internet is governed and the services all users can or cannot receive. It is important to us all! The follow is the latest news. Expect to read more on this blog!
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By Craig Aaron and Timothy Karr As posted on MSNBC
May 15, 2014.

This week, the Federal Communications Commission will cast a vote that could reshape the future of the Internet.
At stake is Net Neutrality – the fundamental principle that ensures that when you go online you can read, watch or download whatever you want without your phone or cable company deciding which sites will work the fastest (or not at all).
Net Neutrality is a big part of what has made the Internet an unrivaled space for free speech and economic innovation. We want to keep it that way.
Unfortunately, the biggest Internet service providers have a different vision for the Internet. Companies like AT&T, Comcast and Verizon hate Net Neutrality. They want to pick and choose what content you can watch based on who pays them the most. They want to be gatekeepers collecting tolls before the best new ideas and apps can reach you. [Editor’s note: msnbc.com is owned by Comcast.]
Until recently, it looked like these companies and their armadas of lobbyists were winning. Numerous press reports revealed the FCC’s latest “open Internet rules” would condone a pay-for-prioritization Internet, where service providers could charge extra fees to content companies for preferential treatment. That is the opposite of Net Neutrality.
This change would undermine the Internet’s open architecture, splitting the network into fast lanes for powerful companies and slow lanes for the rest of us. The Internet was never meant to be this way. By design, the network embraced openness and decentralization; it spurned gatekeepers and amplified the voices of the many.
Anyone with something interesting to say could compete with The New York Times. An artist or musician with a video camera could reach an audience of millions. Dreamers in garages and dorm rooms could conceive multibillion-dollar companies. That’s the beauty of the free and open Internet.
That’s why FCC Chairman Tom Wheeler’s proposal – which the agency is expected to vote on Thursday – has sparked such an uproar. Hundreds of Internet companies, venture capitalists, artists and public-interest groups have all written to Wheeler urging him to abandon the proposal and protect Net Neutrality.
Nearly 2 million people have signed petitions or sent letters to the FCC, and the phones there have been ringing so much that staff have stopped answering them. Activists have set up an encampment outside the FCC’s office. They have been there night and day for a week, and will be joined by hundreds more on the morning of May 15, when a Rally to Save the Internet will happen outside the FCC.
This unprecedented outcry is getting attention. Last week, 11 senators sent a letter to the FCC blasting the pay-to-play plan. Even two fellow FCC commissioners have expressed serious doubts about the chairman’s proposal. And press reports indicate the agency is furiously rewriting its plan. But so far the changes seem mostly rhetorical.
The FCC simply can’t interfere with blocking and discrimination if it sticks with its current approach.
But there is a better way: Wheeler can move to reclassify broadband under the law, restore the legal authority squandered by previous administrations, and craft rules against blocking and discrimination that will stand up in court. That’s what real Net Neutrality looks like.
For Chairman Wheeler the choice is simple: Either side with the phone and cable lobby and set in motion the end of an open network, or stand with millions and millions of Internet users everywhere. He can either abandon President Obama’s pledge to “take a back seat to no one” on Net Neutrality, or get in the driver’s seat.
Right now, the FCC seems more afraid of the lobbying might of a few giant cable and phone companies than it is of the rest of us. But momentum is on our side. Thursday’s vote (and protest) will be just the start of a months-long fight to save the Internet.
People in Washington don’t lead – they follow. Whether the issue is climate change, marriage equality or Internet freedom, we must show those in power that they have much more to lose than gain by ignoring the people.
If you love the free and open Internet, and you’re tired of being ignored, there’s never been a more important moment to speak up.
Craig Aaron is CEO and president of Free Press, and Tim Karr is senior director of strategy.