This book unmasks the cover-up mechanisms of the Russian authorities in imprisoning Magnitsky and his brutal murder. When the author discovers more lies, the Kremlin appears like a naked king. Bill Browder, as the head of the fund who employed lawyer Magnitsky, takes readers on a long journey to the world of money in New York and London, through hard battles with oligarchs in a wild post-Soviet landscape, to his expulsion from Russia on the recommendation of Putin.
Browder draws a drastic portrait of Russia in which large-scale criminal activity. Browder sheds light on his transformation, from financier to activist to defending human rights, by campaigning for justice against a deceased lawyer and friend. With fraud, bribery, corruption and torture revealed at every turn; the Red Alert is a shocking but true political roller coaster that takes place at the highest levels of power.
For me, this book is something more. First of all, it is easy to visualise because the action happens in times and places that are easy to imagine. Poland, privatisation of state-owned companies, commercialisation, employee shares, participation certificates – sounds familiar? Yes, very familiar. Secondly, as I read biographies of characters such as Browder, I always have the same feelings, I would like to be born again and manage my professional life differently.
I would highly recommend! (Marek – thank you for recommending this book to me)
Do you feel the safest at your home?
Often you communicate through the Internet, and it is for you a natural form of communication?
I invite you to MENTORING session ONLINE conducted via Skype, telephone, in the formula of chat or email.
How the mentoring online works?
The same as the live mentoring, only conversation takes place via the Internet.
We can see, including a webcam, or only use the voice call. Mentoring is mainly based on the interview. We can talk seeing each other through skype or a variety of tools. It is important that if you can engage in conversation while sitting at the computer? – If so, I invite you.
If you feel uncomfortable with personal contact, you want to remain anonymous – welcome to mentoring via email or chat formula.
How can you start your session?
In the beginning, I invite you to the first exploratory consultation. Thanks to it you will have a chance to experience what it is mentoring. We will talk about what goals you want to achieve and/or what problems you want to solve and answer the question: whether and how the cooperation with me can help you solve your problems and achieving dream goals. Together, we decide if we shall continue meetings in the form of mentoring sessions and will determine the principles of cooperation.
Call me: +48 735 703 832
Starting my new adventure with Ivy Exec Mentoring Program I am really surprised how many people have a problem finding a new job. I am not a career coach neither I don’t have experience in recruiting, but I made some research in this problem area. Additionally, I know a little bit how the business world works from inside. So, to help people switch their career path, I decided to put in my new post some useful information about looking for a new job.
THE MOST IMPORTANT INFORMATION
To get your dream job, you need to be effective in marketing around your person and your competence. Perhaps it will surprise you, but your professional success is less relevant to your professional competence rather than marketing skills around yourself.
You must keep in mind that the labour market is a typical market. There are exactly the same principles and laws of the market in both areas. When you are looking for a job you must be both – PRODUCT and SALES REPRESENTATIVE- at the same time in one person. It isn’t fun, I know, but life is brutal.
Your marketing strategy has to have two ways:
- Passive search strategy
- Proactive job search method
The first one is about your CV
Do you ever wonder which are the red flags in your resume – the reasons you will not make it to the interview?
Searching for a job is not a beauty contest. The most beautiful CV template will not get you the job. Creating and publishing CV will not replace you with active methods, but of course, without a professional resume, you will find it very difficult to get through the recruitment process and get a job.
You can find below several most flagrant warning signals you might spot in your CV – try to check it and fix, if you can:
- unexplained gaps in your career (it is OK to have a gap in the resume – if the explanation is good);
- inconsistency in professional choices (add information on job content if the title does not reflect an evolution, or indicate that the company was big, and you learned something new in every job position in the same company);
- too many job changes (if you had good reasons for changing, add them: company went bankrupt, a job was made redundant, new management);
- not enough job changes (even if you have been in the same job for the last fifteen years, your job has evolved since, break down your current function into different parts, for instance, describe additional responsibilities);
- lack of formal education/having an outdated one (if your last education dates ten years ago or more, a recruiter could think that you are not interested in advancing your skills or that your theoretical skills fall short; this is an easy one to fix, if you don’t have money or time to take a residential course, use the MOOC method);
- fancy layout for the non-fancy job (no colours, make it plain and sober to be on the safe side);
- poor grammar or typos (print out your resume, check it meticulously, run a spell-check and ask a friend or family member to proofread it one last time);
- an unprofessional email address (the best solution – firstname.lastname@example.org);
- vocabulary (use active, not passive words to show that you were in the driving seat of your career);
- bad structure (use the following structure: contact data, executive summary, education, last job then downwards);
- no contact data (check your resume once, and do it again).
If you are ready – place applications in databases (companies, agencies, portals, etc.)
The second one – Proactive job search method:
- Direct contact
- Head hunters
Everybody knows somebody who knows about some vacancy. Within your existing network, there are probably jobs that would be appropriate for you, but the people who could help open doors to those jobs just haven’t thought of you.
Make a list of every important person you know. Set a goal to touch base with three people you have not talked to for a year or more. Meet one of them for coffee or lunch.
Connect with alumni. We generally like people who have something in common with us, who share the same values or hobbies or have gone to the same school. Call the alumni in your region, go to meetings and grow your network.
Attend events, conferences, business party. Talk to at least one person at every meeting who you haven’t met yet. If you can get the list of attendees beforehand, identify at least one person who you would like to meet and make arrangements to connect there in person. Give your visit card during this meeting, and confirm this acquaintance in Linkedin as soon as possible. When you will have occasion to present yourself you should mention that you are looking for new challenges at the moment at the end of your presentation. This rule applies to all networking events and meetings.
Use Linkedin to maximum effect.Linkedin is a powerful tool to easily connect with the right people. Search your target market based on your industry, qualifications, university and interests and connect with the people who interest you. You can even set goals for yourself, such as “connect to all general managers and human resources managers in the energy industry in my country by the end of this year”. On your Linkedin profile, you must be clearly marked that you are looking for a job. Make directly under your name something like Headline ” Looking for a new job or new opportunities”. Even when you are recommending an article or taking some action on this network – with your name this information will be visible. You extend this circle of people to whom this information will reach.
Check job boards. Many companies and recruiters use them to find the right candidate. Define the top job boards for your skill set and put your resume there. Choose a catchy, succinct headline that encourages the reader to open the attachment. Many show when your resume was last updated. To avoid getting shifted deeper into the pile of applicants, update it weekly. I recommend you Linkedin Jobs app.
Contact headhunters. Senior-level professionals are recruited almost exclusively through recommendation or by headhunters. Headhunters know about jobs that will never be advertised and they have experience finding openings. If you work with the headhunters, choose carefully. Identify several, but no more than five, whom you trust and be prepared to follow-up.
At the end, I have no pleasant information. Unfortunately, most often getting a new job is a result of an advice of someone else. Think about the most important person you know in the business where you want to work and ask for help to find you a job.
Applying for a job advertisement, unfortunately, has the lowest coefficient of effectiveness in finding a job. The most effective are the command by someone important and direct contact with the CEOs and HR Managers.
This information has been gathered based on the most interesting websites:
Forbes.com (articles of Deborah L. Jacobs)
Career Advice From A Headhunter Blog by Kenedy Executive Searching and Consulting
Linkedin posts created by J.T. Odonnell
Linkedin posts created by Izabella Wojtaszek
Last but not least IVY EXEC when I am available as a Mentor
In the book “Getting Together: Building Relationships As We Negotiate” by Fisher and Brown (which I highly recommend) you will find a healthy recipe for hard negotiations. The book is not very comprehensive but content enough. Written in a textbook, supported by interesting associations for US-Russian negotiations and translatable not only on business but also on private relations.
Authors do not need advertising, just to mention one thing from their professional career:
Roger Fisher – teaches negotiation at the Harvard Law School
Scott Brown – is vice president of the Harvard Negotiation Project
What is this compulsory reading about?
In both work and personal life, most of us try to avoid unnecessary conflicts. At the same time, we want to always achieve the best results – achieving our goals and dreams. Is it possible, however, to rigorously enforce your opinion, resolve the problem of divergence, and even conflict of interest, while achieving mutual satisfaction?
This book will guide you step by step through the process of negotiating and sustaining lasting relationships – in business, international contacts, friendship and family.
What are the 6 basic steps to success in negotiations?
- Rationalism – Find the balance between emotions and reason
- Understanding – Explore and understand the way the other side thinks
- Communication – Learn to listen and consult decision-making
- Credibility – Be fully trustworthy, but do not believe everything
- Persuasion – Do not harm relationships, put on affiliate systems
- Acceptance – Seriously treat the other side, even if they are incompatible
For details, you have to read about 200 pages or contact me.
Feel free to contact me here
One should use common words to say uncommon things”
Long ago, preparing for my first public presentation in a foreign language, I came across a great website with a whole bunch of useful instructions. The portal Presentation Prep is written by Rebecca Ezekiel, an experienced corporate trainer who specialises in the areas of communications, presentations, and cross-cultural skills. Her online English language training videos are watched by millions of students worldwide. Rebecca is also for me the best teacher on EngVid website (recommended for people who want to learn foreign languages).
In today’s post, I would like to cite only a small part of Rebecca’s guidelines regarding the most common mistakes made during the presentation. I assure you that everyone, even those who think he is a great speaker, should visit Presentation Pep.
Avoid these basic presentation errors by Rebecca Ezekiel
1. Lack of Preparation
Too often a good presentation is ruined because the speaker has not taken the time to prepare. Preparation involves attention to both the personal and professional aspects of the presentation. Personal elements include body language, voice, and appearance. Professional aspects include researching the subject, organising the content, and preparing the visuals. So, whether your presentation lasts for five minutes, five hours, or five days, you owe it to yourself and your audience to prepare thoroughly.
2. Poor Use of Visuals
Visuals should enhance your presentation, not detract from it. Most business people around the world today have learned how to use PowerPoint technically, but not professionally. Slides are overcrowded, unattractive, and inconsistent. They are loaded with lengthy, unnecessary words, written in sentences, instead of bullets. They include detailed information that should be provided to participants in the form of handouts. They underutilise the power of images. By taking the time to learn how to create powerful visuals, you will have a creative edge over the competition.
3. Inappropriate Humor
Off-color jokes could doom your presentation because you are taking the risk of offending someone in the audience. Humour is culture-sensitive. What is considered funny in one part of the world may be considered private and taboo in another. So, avoid using humour in professional presentations, and consider other ways of breaking the ice and establishing rapport with your audience members.
4. Inappropriate Dress
The best advice is to dress conservatively so that the audience can pay attention to what you are saying, not what you are wearing. In your private life, feel free to express your individuality. In professional arenas, it can be disastrous to show your true colors. Like it or not, professionals around the world expect to see you dressed a certain way. It is best not to surprise them; otherwise, they will be concentrating on your unusual appearance instead of your worthwhile message. Women, in particular, should be extra careful to present a professional appearance and stay away from low necklines, short skirts, jangly jewellery, wacky hairstyles, and flashy colors.
5. Not Knowing the Audience
Custom-design your presentation to fit the needs of your audience. Find out the size and demographics of your audience beforehand. What are the ranks and positions of the people who will be attending? Who are the decision-makers? How much knowledge do they have of the subject you will be presenting? What is their native language? What other cultural expectations or protocol should you be aware of? By considering such factors beforehand, you increase the effectiveness of your presentation dramatically.
6. Non-Functioning Equipment
Since so much of our business world is dependent on technology, always check your equipment beforehand. There is nothing more frustrating than malfunctioning equipment, which can cause unnecessary delays and frustration. One solution is to have a printout of your visuals for yourself. That way, you will have the necessary information you need to deliver a presentation, even if you do not have the necessary equipment. If you solve the problem in this way, you will also gain the empathy and appreciation of the audience, who may have been in your shoes at some point in their own professional careers.
7. Starting or Ending a Presentation Late
Like you, the members of the audience have time restrictions. Respect them. In the United States and Canada, the mark of a professional is one who starts and finishes the presentation on time. However, time is viewed differently in eastern and western cultures. When travelling or presenting in an international context, consult a local partner or colleague to find out what is considered “normal”, even if it seems strange or differs from your own practices back home.
8. Using a Monotone Voice
Your voice is the primary means of communicating with your audience. No matter how interesting your material, if you speak in a monotone voice, you will lose your audience. An effective voice should be vital, audible, and clear. Of course, the voice will be affected by age, gender, physiology, health, motivation, and past experience. Nevertheless, people of all kinds can learn how to make their voices more effective by learning about voice production, breathing techniques, vocal exercises and voice care. If necessary, work with a voice coach to learn how to improve your voice.
9. Too Much Material in Too Short a Time
If you have too much material, cut back or cut out. It is annoying and pointless for a speaker to try to rush through a presentation. If you have strict time restraints, be selective about what information to include. Pass on extra information in the handouts. Remove a number of detailed slides and keep only the most basic ones. Allow for the fact that you may have less time available to make your presentation due to interruptions, malfunctions, delays or other circumstances. By restricting the information flow, you will have a greater impact on your audience. They will remember more and be in a better position to speak to their superiors or take action on your recommendations.
10. Not Clarifying the Topic
Make sure you know clearly what you are expected to speak about. Second, don’t assume the audience knows what you are going to speak about. To avoid confusion, always include information about the topic of your presentation in your introduction. Get into the habit of saying, “Today, I’ll be explaining…” or ”My presentation today will show…” Do this without exception. Some members of your audience may also be global learners, who need to know the destination before they can follow along with the detailed path of your presentation.
If you need more information, I invite you to a personal contact individually here.
Psychology of power has proven many times that a charismatic leader (leader) can count on the direct obedience of his subordinates. If you want to bring others to this, get to work. Add yourself charisma!
What is charisma?
(1) compelling attractiveness or charm that can inspire devotion in others,
(2) a divinely conferred power or talent.
As it regards sense 1, scholars in political science, psychology, and management reserve the term for a type of leadership that is extraordinary; in this field, the term “charisma” is used to describe a particular type of leader who uses “values-based, symbolic, and emotion-laden leader signalling.” For some theological usages, the term is rendered charism, with a meaning the same as sense 2. Since the 1950s, the term has become widely used, with varying meanings, in religion, the social sciences, the media, and throughout Western societies.
Charisma distinguishes “normal” people from those “special”. The belief that there are special people, that is, with special talents, extraordinary influence and mysterious forces, can not be exterminated, as is the case with superstition. Also in contemporary sociology of work is said to be happy that there are “special personality”. It is for example people who (for inexplicable reasons) can pull a business out of a crisis. They are later glorified and assigned to extraordinary entrepreneurial attributes. All these “elect” are attributed radiant charisma, which makes them more valuable, more competent and more sophisticated personalities. It seems even “normal” people are waiting for charismatic figures.
How does charisma arise?
Modern power theories assume that if you are not born with charisma, you can work it out in yourself and then arise by attributing obedience. If so, and you want to develop your career through charisma, you look at the admiration of those who are bestowed upon you, it is your job to initiate the process of assigning you charisma by the people you will find out. It is up to you if you want to be a leader, a bully, a broken will, a control over obedient tools and a renewal, transformer, and transformer.
How does charisma work?
Gloria Beck’s Charismatic Technique (Forbidden Rhetoric – Handbook of manipulation) is a self-presentation method designed to induce others to perceive you as a charismatic personality. It is based on the premise that attribution of this feature is possible due to a planned behaviour change.
How to work out your charisma?
Step 1 – Select the target
The first step to a charismatic personality is to choose the right person. You need the first “victims” to present and declare your uniqueness and as a primer for your uniqueness. Join us to choose these people. Give yourself some time because without the supporters there is no charisma. Watch out for “target” people being similar. They should come from the same social group and have a comparable daytime schedule and similar family and financial conditions.
Because the tendency to trust charismatic leaders is growing at a time of crisis, your “target group” should have personal or professional problems. Worried about their work and, in particular, the underemployed and the management of the company’s fate in the face of troubles are the perfect starting material for any crisis manager who is called temporarily for help. This is a great place to sell yourself as a charismatic saviour in need.
Step 2 – Confirm Charisma
As with other techniques, a certain ability is required. Those who have been successful in exposing their charisma over time are playing so well that they lose the border between the role and the reality. This is not necessarily an advantage: one who believes that he has really special qualities loses his distance, which is the basis of skilful influence on others.
Six tips to become charismatic:
1) Be extremely active
No one talks about the other being “special” if he or she is behaving normally. Daily life is normal. Incorrect, therefore, is all the behaviour that your target will determine. Do not decide for yourself what’s special because you do not have to convince yourself about your charisma.
Ask yourself what your target date looks like. What routine did he get in, what would they change if they were not too phlegmatic? Do not think at the beginning of great changes, just start small. Examine their reactions and learn to sense what kind of activity they admire.
2) Demonstrate whistling on others’ opinions
Mahatma Gandhi said:
“Do not build your opinion according to others. Thinking for yourself is a sign of fearlessness. “
Show that you are strong and independent. Unwaveringly accept what others say or think about you. Of course, you can take care of this, and in the other words, but never, you can never show it to them, because it will only be a sign of your weakness and give them satisfaction. You are above this.
3) Declare, create new commandments and rules
The news is admirable. The charismatic person is often associated with the visionary. Before the eyes of the imagination, a well-dressed businessman with a gaze fixed on the sky appears. This image is often incorporated into the corporate philosophy. Go to your cronies and offer them something. It does not have to be really new, most important for them to believe it.
4) Pay attention to your unconventional thinking
Unconventional thinking is courageous, means independence, and suggests a change of leadership. So be aware of this, stay in the existing framework. The point is to collect applause from the target, not a real revolt.
5) Say you reject the bureaucracy
The bureaucrats are considered to be the people of limited and small growers with flip-flops. As a charismatic person leave such limitations to others because you always look holistically at reality. You are the driving force, not someone who rewrites and controls everything that has been done.
6) Do some things with conviction and not to draw little benefits
One who wants to get through his or her benefits will not be considered charismatic. The feeling of selflessness is one of charisma. One who sacrifices himself for others freely becomes respected. Be selfless.
If as a result of individual points training you are able to meet all or most of the conditions at once, chances are very high that you have the chance to gain charisma. However, it is necessary to do long exercises as well as the necessary will to “manipulate” people with charisma (which does not need a charismatic person of “birth”). Just knowing how to get charisma does not mean anything. The realisation of various people interested in manipulation from the actually used rhetoric.
Step 3 – Win a supporters group
After you’ve hit your target, there is a high probability that you will be charged with charisma. If you have succeeded in this, you will still have the confirmation of your position. You are expected to play your role every day, your every step will be observed, every movement recorded. Use it as your scene.
ATTENTION at the end
Your position as a charismatic personality remains intact as long as you are successful. If the good pass is over, there is a danger that someone will try to deprive you of your charismatic abilities.
Continuing my previous post today, I would like to focus on the issue of receiving a very large amount of email each day. Even if we have the ambition to control the e-mails and the information that reaches us, there will always be someone in our neighborhood who will not be very supportive of our initiative. Furthermore, no matter how carefully we develop our methods and processes, we can not avoid distortions. In some days the emails literally clog our mailbox. Even then, we should not depart from our personal standards and the rules we have imposed.
Consistently maintain order, and sooner or later you will succeed.
The first step should always be to keep up with email and communication and the organisation of the digital environment, so you can easily find what you need and quickly move to action (I wrote about it in my previous post, which you can find here).
Once you have put order and order and catch up, check out some of the ideas below and see if you can subdue the beast.
Rule 1 – The more emails you send, the more emails you receive
If you are the author of a large number of emails, you will surely get as many emails as you can. To prevent this, limit to the minimum number of messages you send, come more critically to their number and content, do not overstate their length, and you will find out quite quickly that to some extent you can control their influx.
My colleague gave a message to his team that he would not read emails that required a computer screen to scroll. This means that the information should to be short, synthetic, signaling the most important threads, not essays on the existential issues of this world. This is very disciplined but also laying down a code of working standards in the group.
At one PEPworldwide Institute in Europe, customers are advised to implement standards for internal mail correspondence with up to three-way correspondence exchanges:
Original email ⇒ answer 1 ⇒ answer 2 (end)
If the topic is so complicated and unclear that it requires long explanations or information, it is probably best to have a short phone conversation, to have a quick meeting, or to use an online messenger (many of them archiving conversations and can be reached in future as to note the conversation).
Rule 2 – Decide what you are accepting
Some companies have significantly reduced the number of e-mails through the use of Intranet portals, which are accessible to all employees, where they receive information that would otherwise be sent by e-mail. You can look at them from your own choice and in situations where we need information that is posted there. This way the information is not imposed on the recipients and time is saved on their involuntary reading and deciding what to do with the email.
Disk space and SharePoint are also good. It turns out that posting notes from meetings, to-do lists, or documents over which several people work at the same time reduces the email correspondence to projects, meetings, and other activities.
We still waste too much time getting unwanted advertisements. One way to reduce spam is to avoid mailing lists when visiting websites. If you are already on such a list, but emails coming out of it are no longer read by you, but they still take valuable time to remove them, leave out of it. Do it right away! Every day take a few minutes to enter into each of these emails, find its link to cancel the subscription and simply do it. After a few days, you will see a huge difference in the number of incoming emails cyclically.
The “rules and alerts” feature, available in the most popular e-mail programs, not only allows you to eliminate spam. They can be set so that any copies (CCs) of emails will be directed to a special folder for later reading. In this case, however, it is worth setting a regular recurring reminder in the calendar to look at this folder, such as once a week, so that nothing important to us has fled.
And at the end of this policy – it’s a good idea to look at all the emails you receive. Are you needed you can always ask the sender not to send you a copy of your correspondence. I often find myself witnessing multiple e-mail exchanges between a group of people, just because I was in CC’s first email and all further discussion was in the “reply to all” mode. The general rule is to avoid using the “answer all” option unless indeed everyone on your mailing list wants to read your answer.
Rule 3 – Set standards
Apart from the “decide what you accept” principle, there are other corporate ways to significantly reduce the amount of information and facilitate communication. One is setting standards: When do I use e-mail?
E-mails should be replied within 24 hours. Meetings should be arranged sooner, and if the situation needs to be organised on the same day, instead of sending information by email (which may not be noticed by the recipients of our message) use the phone. The most important standards should be:
- Be sure to include the subject header in the headline
- One message should concern one case
- The message subject to action by the recipient should be preceded by an FYA (for your action)
- The subject of a message that needs only to read by the recipient should be preceded by an abbreviation FYR (for your reading)
- The subject of general news, information should be preceded by FYI (for your information).
There is no doubt that an inventive person will most likely find more practical solutions to the problem I am discussing. No wonder, today we can only count on our own persistence in minimizing the effects of endless and intensifying inflow of information. Try it out if you do not already use it, here presented ideas. Customize them to your liking. Do not lose your spirit if you fail. The only resignation would be a real disaster!
If you feel uncomfortable – I invite you to contact me!
In this post you will find out:
How to deal with a large number of emails.
In the next one (already tomorrow):
How to prevent the receipt of excess e-mail.
How to set standards for outgoing and incoming messages.
How to process information more efficiently.
The source of the greatest amount of fatigue and stress in working life is undoubtedly the amount of information that we are forced to absorb every day. In recent times the main culprit here is electronic mail. Many times I have heard from my friends that they can only work at home, at work, they only cope with 25% of new emails. It is not difficult to imagine what the weekly increase of unsettled cases will be when we allow ourselves to work in such a system.
According to research conducted by Radicati Group, a typical corporate employee gets 127 emails a day. So it will not be an exaggeration to say that people suffer from a chronic overload of the mind. Information flows from so many sources that we are unable to fully process them, nor can we ignore them.
Before we organise the current mail, we should look at the current state. Everything will be simpler if we are just starting a new job and want to maintain order in our email and computer from the beginning. Unfortunately, as experience tells me, we are looking for help and hints on how to manage this area only when we are starting to fail to cope with the overwhelming reality – so we have to sort out the present state. In addition, today’s companies have one fundamental problem with the continuity of knowledge precisely in connection with the transition from paper documentation to corporate mailing. By feeling responsible for the company we work for, we should also take care of archiving the knowledge flowing out of our emails so that in the future when we are not here, the company has not lost contact with the documents and projects we have worked on.
How to manage mail history?
There are two ways. One simple, easy and fun – less effective in the future with the use of these archived documents, but nevertheless recommended by me when dealing with the huge backlog and the huge amount of messages in the inbox. The second, dedicated to people who have started to work not long ago, have a relatively small supply of mail to “clean up” and are able to devote some free time to sort them. People who have used their own methods of managing mail and electronic documents, but it has become insufficient and unsuccessful, can also use this method.
The first way
This way you can apply every time you go on vacation and despite the autoresponder setting, you expect to see a lot of emails (but that’s the end).
- View all outstanding emails for the date they were received.
- Determine the years of this correspondence.
- Create directories in your inbox for each year separately.
- Move one selection of all emails to the respective directories by grouping them with receipt dates.
- Exactly the same is done with the mail in the sent section (we throw them into the same directory as received to keep the thread continuity).
- The end of the operation is to stay in the “Receive” and “Sent” emails for the last two months, assuming they are up to date and need to be sorted in the way recommended for new mail.
The second way
This method naturally involves sorting the current and future mail.
- To address the emails in Receipt and Sent, we approach exactly as if we wanted to attach paper documents to traditional workbooks. Each workbook is clearly and legibly defined not only for us but as if we wanted the replacement person to easily find what he was looking for in our mailbox.
- Depending on our scope of responsibilities and the specific nature of the activity, these may be the names of the projects we are working on, the names of the clients we serve, the names of our subordinates or our colleagues with whom we have a lot of interaction.
- Directly beneath the Inbox, we create 3 subdirectories (1. Current, 2. Auxiliary, 3. Archived).
- In each of the 3, we catalogue subdirectories called according to the specificity of work as in point 2 above.
- When placing documents in these subdirectories, it is worth remembering that when working on every issue we often collect hundreds of working emails, so the message containing, as an attachment, the final version of the document, the final findings or important presentations are worth highlighting additionally using the function (color category – about this slightly lower ).
- At the moment when we definitively finish work on a particular project, the catalogue of this project is translated from “Current” to “Archived”.
- You can also shorten your way to important and frequently visited directories by placing them in your “favourite”
The vacation method
- Before leaving for the holidays, we set up an autoresponder, informing that we will not be there at the time, the post will not be administered, and we will be replaced by another person (unless we are irreplaceable – that is another matter).
- After returning from vacation, we move without reading all the emails that have been sent to our mailbox to the “Holidays 2016” directory and place it in the root directory “2. Auxiliary “.
- We reach for that directory and the emails we posted there when someone will need our reaction. Then we deal with the same email as the current one and catalogue it according to the affair.
- Other emails, if we have a spare time, we can read – to take a look at the situation when we were on leave. After reading each email, it immediately goes to its destination directory (belonging to the case).
- Those that we do not read will always be in the “Holidays” directory, but I recommend that after 2-3 months move the “Holidays” directory from the “Auxiliary” to the “Archive”.
Way to use Colourful Categories
To mark the final versions of documents and emails containing important papers, I recommend using the Outlook or the Gmail. Most email programs have a system of coloured mail tags.
- For each colour, assign the appropriate message (eg red colour – very important document, green – final version, orange – useful statistics, grey – important presentation, etc).
- By viewing the e-mails in a particular directory, we will find the document we are looking for better if we give it the right colour, especially since there are often several emails with the same title in the course of correspondence.
- Do not colour all emails, only those highlighted.
- Let’s remember that coloured labels or categories also allow you to search through the history of correspondence.
To avoid cluttering your inbox, I recommend that you should use the IT services of your company. It is worth to place catalogue at least 3.Archive on your computer’s hard drive, or on the shared storage of the company. I also recommend once every six months export the entire mailbox to an archive file and save it to an external drive or shared corporate server – just in case :).
As usual, my entry is really only the tip of the iceberg. You can not even signal all the valuable and interesting tips. For eager and more interested – a wider material will be in e-book (in preparation). If someone is interested in receiving it, please contact me directly or subscribe to my blog.