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Mastering Your Email: Strategies for Efficient Communication

Learn effective email management strategies and crucial etiquette tips to enhance your professional communication. Discover ways to reduce email overload and prioritize important messages. Get expert advice on tone, frequency, and organization. Navigate the evolving landscape of email technology with confidence.

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Mastering Your Email: Strategies for Efficient Communication

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  1. Managing Your Email Kim Solez, M.D.

  2. How much has changed? 2000- Rogers: Pittsburgh-Post Gazette

  3. Every Audience Now Diverse! The Internet is now mainstream, so most of you have already solved most of the Internet related problems in your professional life. You know the basics of creating, using and managing Internet resources. Nevertheless there are still many advances which you are not aware of. And managing Email may still be a problem in your life.

  4. A Spectrum! I receive 400 messages a day on my UAlberta.CA account, 200 spam, 25 legitimate messages that need to be read (divided among 3 computers) 175 legitimate messages that do not need to be read (list messages where subjects are not of interest, administrative messages from the discussion groups we run etc.) My parents in their 80s have never received any spam, receive about 4 messages per month on their account, and send one.

  5. Your situation! Lies somewhere between these extremes of 400 a day and 4 a month!

  6. The Amazing Power of the Weekend!

  7. Superbowl Effect (1998)

  8. Recommendation Managing Your E-Mail : Thinking Outside the Inbox by Christina Cavanagh John Wiley & Sons 2003 Recommends 25 Email messages a day as the ideal for the workplace.

  9. What to Do About It? Depends entirely on your environment. In many work environments is mostly managed for you. Spam filtering at server level etc. Spam filters, subject filtering, and organizing your mail into folders etc. are the subject of another presentation

  10. Other Considerations - Are You Sending Too Much Email? “Toxic Worry” Dr. Edward Hallowell, a psychiatrist and lecturer at Harvard Medical School, who studied communication dysfunction in the workplace, coined the phrase “toxic worry” to describe the subtle sense of disconnection we feel when e-mail replaces communication that requires valuable human contact.

  11. Tone of Email Generally, e-mails should be matter-of-fact exchanges of information—they should be personable, not personal. I often think of John F. Kennedy’s words “civility is not a weakness, and sincerity is subject to proof,” when trying to convey to people the importance of tone in their e-mail messages. The words we choose to use in any given situation can sting—multiply this tenfold when these words appear nakedly on our monitors.

  12. How Often Should You Check Your Email? Zen slap: An email auto-check set for every minute means 60 potential distractions every hour, or almost 500 per day. Look back at a week of your emails and ask yourself: how many distractions was that really worth? How much crucial, instantly actionable email did I receive to make it worth shifting my attention over 2000 times?

  13. ISN Informatics -Human Centered Computing Fostering nephrology’s embrace of the Internet and new technology since 1994 with Email and web resources. ISN homepage, websites which allow virtual attendance at meetings. www.cybernephrology.org www.cyber-medicine.org

  14. Technology Evolution Need Not be Complex! Machines should serve human beings, making our lives easier. The latest technology in cell phones, the windup charger.

  15. Technology Evolution Need Not be Complex! Machines should serve human beings, making our lives easier. Virtual full size keyboards for cell phones and PDAs which project on any surface. Managing your email can b e simple like this.

  16. ISN Informatics provides: Professional and patient education and peer support over the Internet using Email and web resources, medical textbooks online, hands on workshops, symposia, videoconferencing, and technology vision for the future. It is the embodiment of kidney medicine’s embrace of technology. A wealth of offerings for physicians, other nephrology professionals, and patients and families at: www.cybernephrology.org

  17. But putting matters more simply… The use of computers and the Internet should be enjoyable, practical, and productive. Web, email, chat resources should be easy to create. If you need help we are there to provide assistance. You can send us questions at the “contact us” link on www.cybernephrology.org or at the following Email addresses: Janice McDonald jm5@ualberta.ca Michele Hales Michele.Hales@UAlberta.CA Kim Solez, M.D. Kim.Solez@UAlberta.CA We can help you create Internet resources specific to the local language and culture of your own region.

  18. Unique Resources for Patients Not Found In other Specialties • NEPHKIDS - For parents of children with renal disease, moderated by pediatric nephrologist. • KIDNEYDISEASE - For adult patients with kidney disease, moderated by 10 nephrologists all over the world! 18 Email discussion groups in all connecting more than 3000 health professionals and patients.

  19. Email Discussion Groups

  20. Email - Best Communication for Low Bandwidth Situations

  21. Wireless Connectivity - Available Even Where No Good Land Lines Exist!

  22. Wireless Connectivity - Not Just for Landlubbers Anymore! BALTIC SEA MAKING WAVESNow travelers in the Scandinavian region (which has long been in the forefront of wireless technology) can get wi-fi while crossing the Baltic Sea. Passengers on Silja ferries running between Helsinki, Stockholm and Tallinn, Estonia, log on for free while seated near the bar.

  23. Wireless Connectivity - Many applications within hospital practice BOSTON DOCTORS WITHOUT BORDERS Physicians at Beth Israel Deaconess Medical Center in Boston use wireless handhelds and laptops to submit prescriptions, r ead laboratory results and view X rays and ultrasounds. Above, an emergency -room doctor checks a PDA equipped with a plug-in wi-fi card .

  24. Wireless Connectivity - An important focus of national connectivity initiatives. KRAKOW HIP TO BE SQUARE For decades, visitors to Krakow's main city square have admired the historic buildings, browsed the souvenir stands and sipped coffee at the many outdoor cafés. This year, for the first time, they get to browse online for free-thanks to a nationwide effort to bring wi-fi to Poland .

  25. But putting matters more simply… The use of computers and the Internet should be enjoyable, practical, and productive. Web, email, chat resources should be easy to create. If you need help we are there to provide assistance. You can send us questions at the “contact us” link on www.cybernephrology.org or at the following Email addresses: • Janice McDonald jm5@ualberta.ca • Michele Hales Michele.Hales@UAlberta.CA • Kim Solez, M.D. Kim.Solez@UAlberta.CA We can help you create Internet and use resources specific to local needs, language and culture of your own region.

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