Archives For email

I don’t know about you, but I’m constantly adding things from my email into my calendar.  It doesn’t take long but just the cutting and pasting from an email into a calendar appointment can slow me down enough to take me out of the “Zone” when I’m working on a project.  That’s why I was excited to try a new service that called Super.CC and allows you to add an appointment to your calendar with just an email.  You use it just like Tripit, another service I love (you can read more about that HERE).

Here’s how it works:

1. send an email or copy add@super.cc on the email with the appointment name in the subject and the details in the body. You can even put @ “meting location” in the body and it will put the location in the appointment so you can pull up the map on your phone.

super.cc email2. In a few minutes you’ll get a confirmation with the details of the appointment you created.

You can learn more about the different feature on their FAQ page.

It’s super easy and works pretty well.  It doesn’t always get the location right, but it seems to be getting better.  The location is still a new feature they are playing with.

It works with a variety of calendars, I’ve been using it with my Google calendar, so I’m not quite sure how well it works with some of the others, but I’m sure it’s great.

The best part it the service is free, so what do you have to lose. It’s lists itself as “Early Access” so I’m not sure if they plan on charging for it in the future.

Check it out at Super.CC

Email is a constant struggle for me.  Not matter how hard I try to keep up with my inbox it’s constantly over flowing.  Not long ago I saw this infographic over at Lifehacker.  It hit a little too close to home.

Should I Check My Email?

Click for larger version

(Original Post: When You’re Constantly Checking Your Email, You’re Putting Your Needs Behind Everyone Else’s.)

In a light hearted way it’s reminding us that the people in our lives are so much more important than our email, although in this age of smartphones where our email is always waiting for us in our pockets, it’s not always as easy as it should be to stay away from it.  I often find myself checking my email on my phone without even realizing I’m doing it.

So how do you take control of the email beast?  Here are some tips I saw over on the Harvard Business Review Blog.  It outlines a 30 minute process for tackling that inbox.  It recommends planning the 30 minute block once in the morning, midday and afternoon.  This way you are controlling your email time and you aren’t constantly being interrupted.

Here are the steps outlined in the post:

1. Send: I start my timer and begin by writing emails I had planned to send. This often includes follow-ups to meetings, thank-you notes, questions, and scheduling and other requests. I do this first so that if someone gets back to me immediately I have time to respond while I’m still in my 30-minute email period.

2. Delete: Next, I quickly glance through the “subject” and “from” lines on the emails in my inbox and immediately delete the ones I know I don’t want to waste time reading, including marketing emails and impersonal blasts I haven’t requested. This step just takes a few seconds but drastically reduces my email bulk.

3. Respond: I do my best to answer every single email that comes directly to me, even if it means just writing “Thank you.” Since picking through emails to choose which to answer first wastes time, I start with the most recent and work my way down. At this point I don’t click on any links in emails and I don’t read lengthy articles; I save that for step 5 below.

4. File: Once I open an email, I don’t leave it in my inbox. I found that when I did leave emails in my inbox, I’d re-read them repeatedly each time I opened my email, and each time I’d waste more time trying to decide how to handle it. So I either delete it or move it to another folder I’ve set up — waiting, read, someday, travel, client-specific. Every time I go through my email, my goal is to empty my inbox.

5. Read and follow up: In whatever time I have left before my timer goes off, I go through my non-inbox folders, reading through newsletters, clicking on links, and following up on emails in my “waiting” file.

End: When my countdown timer sounds, I close out my email program. Once I’m done, I don’t return to my email — on any device — until my next scheduled session.

It also gives some great other reminders about email:

As I go through this process, I try not to use email to give someone negative feedback, and I rarely respond to negative feedback over email. Email is a great tool for transactional conversations (Where should we have lunch?), sharing information (Here’s that file, there’s someone I want you to meet), or showing appreciation (You spoke powerfully in that meeting, I’m touched by your support — thank you). For anything else, you’re better off calling or talking to someone face to face. I also do my best never to go back and forth with someone on email about something more than two or three times. If it’s gone that far, it’s usually a better idea to pick up the phone.

Also don’t forget these tools in your toolbox to help get through your email:

Signatures: Most email programs have the capability to create multiple signatures that you can choose to appear at the bottom of an email. I have customized several signatures that I use as responses to common emails I receive. For example, I have a pre-written reply to people who ask about joining my company, want me to review their book, express appreciation for something I’ve written, etc. I often customize those emails based on the sender, but the bulk of my response is already written.

Rules: Most email programs also have rules in which you can automatically send emails that fit certain criteria directly to other folders. For example, when I send out my weekly email linking people to a new article I’ve written, I receive several “out of office” replies. I set up a rule that sends any email with “out of office” in the subject line directly to trash. That way I don’t have to spend any time processing it.

Click here to read the entire post to learn more about email efficiency.

What tools do you use to battle email?

It’s been a month since this feature has gone live, but I am just now getting to reviewing it: GMail’s multi-account login. It is the perfect feature for those that have two or more GMail accounts that they actively use. I have been running three different accounts, personal, business, and 78P’s, and this feature has removed frustration and mistakes when emailing. Here is a quick How-To in setting it up.

  • Sign in to one of your Gmail accounts.
  • Go to the top right-hand corner of the page where it says the address@clubbeyond.org and click “Account Settings.”
  • Look to the right side of the page at the end of the list, where it will say “Multiple sign in – off” and click “Edit.”
  • Click the “on” option and click all the boxes, then hit “Save.”
  • Go back to the “Mail” tab and go again to the top right-hand corner where it says the address of the account you’re logged in as.
  • Click that and select “Switch Accounts” and click “Sign in to another account”. It will tell you that the second account will be enabled for multiple sign-in.
  • Whenever you want to switch between the two, click the arrow in the upper right-hand corner again and select “Switch Accounts”, then click the other account you want to switch to.

About Jeremy Smith

Jeremy Smith is a 26 year old youth worker at the Air Force Academy chapel, working for Club Beyond, and attending Denver Seminary for his Master”s of Counseling in Mental Health. He has been involved in Youth for Christ for eight years and absolutely loves sharing the life of Jesus with teens.  You can read more from him at seventy8productions.com.

It’s my experience that I can often tell when a site is going to spam me. However, there are those times when I need something, and the site requires me to fork over my email and “verify” it forcing me into the conundrum of deciding between and endless barrage of spam and whatever I think I “need” from the site.  This is where Mailinator comes in.  You simply give anything @mailinator.com … anything you choose… and Mailinator will have your email waiting for you when you surf over to their website:mailinator.com. Once you check your email you can have it deleted or just leave it and Mailinator will automatically delete the email in a couple of hours.

Of course there are other applications for this like giving a “persistent” teenager the wrong address or giving it to a vendor at a conference to obtain a free glowing pencil topper, but we do not endorse or participate in anything like that here.  It’s just a quick tip.  And it is FREE!

I don’t know what my problem is, but I have WAY too many e-mail addresses to deal with. Many of them I have forwarded to/checked by gmail, but that still doesnt solve the problem fully because, for one reason or another, I still have multiple gmail accounts. I have used plugins for firefox over the years, but am irritated at having to constantly have a browser open sucking up resources I’d rather have being used somewhere else.

Finally, an easy app has been released to help monitoring multiple gmail accounts easy.  The app is called Notify, and is produced by a company called Vibealicious.  They describe it best when they say it’s “like a menu bar app, but better.”  Like a menubar app, it lives in the menu bar and changes slightly by adding color and a number when new messages arrive, but once you click, TADA!  It pops open a tabbed window showing your accounts with new messages and previews.

It is not without its issues like the fact that it opens some odd google error page when you double click on a message, and it doesn’t automatically log you into the appropriate account when opening up gmail, but it is 1.0.  The developers have already slated a .1 release for mid September to include support for google apps and possibly imap which shows a thriving development.  It boils down to this: Notify is an amazing tool that seems to be a pretty good answer to my (and your?) multi-account email dilemma.

It’s all about SPAM

Chris —  April 22, 2008 — Leave a comment

I ran across a few items today that made me think about SPAM, one was useful, one was funny.

First the useful one:

YouthMinistry.com posted this article with some tips to deal with it:

And finally, how I would rather see SPAM dealt with:

Originally posted at: iGlimpse.com