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Archives for September 2015

Delay Your SEND email

September 5, 2015 By Tom Mungavan Leave a Comment

If you accidentally hit SEND, or sometimes impulsively hit SEND and regret it … “there is an app for that”. At least with Outlook you can set a rule that delays your emails to allow you to recover them if necessary. I use a two-minute delay, but you can set the delay to whatever number of minutes you would like.

I’m using Outlook 2013 as an example, but earlier versions of Outlook work the same way with slightly different steps.

To add a new rule

1. Go to the FILE tab and select “Rules and Alerts” button.

Outlook Delay 004

2. Select “New Rule” under “E-mail Rules”. The Rules Wizard will open.

3. Select “Apply rule to messages I send.”

Outlook Delay 000

4. Press NEXT when you see “Which Condition(s) do you want to check?” — NO boxes should be checked. (This means it applies to all emails you SEND. Respond “yes”.)

5. For “What do you want to do with the message?” select “defer delivery by number of minutes”

Outlook Delay SEND 000

6.  In the Step 2: window, select the underlined “a number of” which will open a dialogue box where you can specify the number of minutes you want to delay for all emails when you hit SEND. Select the number of minutes and click OK.

Outlook Delay SEND 003

7. The number of minutes will replace the underlined “a number of“. Press NEXT. You can also press NEXT for the “Are there any exceptions” page.

8. Give the Rule a name such as “SEND to delay”. The check-box for “Turn on this rule” should be checked. Press FINISH.  The message about only working when Outlook is working will appear. You can say OK.

NOTE: You can go to the list of rules and uncheck the box next to the rule if you want to turn it off temporarily.

Quote: Communication

September 4, 2015 By Change Masters Academy Leave a Comment

Woman with arms crossedSummon your inner analytical side to deliver difficult messages and your wildly expressive inner sales-guy to deliver positive messages.

Pretend You Don’t Work Evenings and Weekends

September 4, 2015 By Tom Mungavan Leave a Comment

OK – so you really should get a life … like not working weekends and evenings. Subordinates often complain about bosses who send late night or weekend emails to them. Often the boss will say, “I don’t expect them to respond on the weekend.” (If you want subordinates to respond on the weekend, this tip is not for you.)

If you want it to look like you are not working when you are … for whatever reason … you can delay the delivery of your emails if you are using Microsoft Outlook.

1. When you are in your email, select the OPTIONS tab and “Delay Delivery”

From email message (using Outlook 2013) select OPTIONS TAB and "Delay Delivery"
From email message (using Outlook 2013) select OPTIONS TAB and “Delay Delivery”

2. When the dialog box opens, you can enter the date and time you want your email to go out.

Set the date and time for delivery.

3. The email will wait in your Outbox until the next SEND after the time you set for delivery.

If you close Outlook, it will ask you if you want to close or wait for the emails to be sent. You can close anyway. If you set the time for Monday at 9:00 AM for emails to be sent and do not open Outlook until noon, the email messages will go out at noon. If Outlook is running at 9:00 AM, your delayed emails will go out at that time.

 

 

 

 

 

3.

Do You Think in the Face of Fear?

September 2, 2015 By Change Masters Academy Leave a Comment

Studies of emergency events, such as airplane crashes, show that only 15 % of people stay calm in the face of great fear. 75% freeze and do not take appropriate action. Another 10% display completely counterproductive behaviors. It’s no big surprise that in times of great fear, many people do not seem rational.

stick_figure_plane_150_clr_6648Brain studies are now revealing cognitive constraints that limit our ability to process information, particularly when afraid. Our brain needs to go through the steps of 1) perception; 2) comprehension; 3) decision; 4) implementation; and finally, 5) movement. This cycle takes a minimum of 10 seconds, and can take much longer under threat.

It is now clear why simulations of emergency exercises are so important for airlines, fire fighters, and the military. Simulations build pre-structured responses that can be implemented in as little as 100 milliseconds. The same practice can be used to prepare for a difficult conversation at work or at home. Being ready and practiced can help you avoid getting sidetracked when the pressure is on in a difficult conversation.

The individual coaching we do with clients is designed to build a similar set of responses through simulation, to increase the effectiveness of responses to unanticipated events in workplace situations.

Fear for the business and the economy
The implications are significant for leading those in your company who are fearful. How you respond to a question or an issue has far greater impact when people are afraid. To lead like the 15% lead who are calm and unencumbered by fear under pressure:

  • Manage your own fear in a positive way.
  • Find clear and honest answers that give hope and perspective.
  • Be a very good listener when others express fear and frustration.
  • Be open to new ideas and giving the tools and skills that your staff needs to keep perspective.

 

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