It’s tough to give criticism and even tougher to take it, but unfortunately it happens to the best of us.

Giving criticism can be difficult because you want to make sure that your message is received loud and clear, but you also don’t want that message to create animosity. Personally, I would avoid using the term, “don’t take it personally.” I don’t know how someone can be expected to put their heart into their work, but not take it personally. Let’s be honest, we spend more time here than anywhere else. Work is personal.

Avoid using pronouns.
Wrong: “The font you chose for the ad makes the product seem cheap”
Right: “Using a font that is less bubbly would portray the product as more luxurious.”

Focus on repairing the problem and, if possible, explain why.
Wrong: “We never use images from Google images”
Right: “Google images are often copyrighted, so we use stock images from iStockphoto. Otherwise, we could be sued for stealing someone else’s images.”

Avoid using questions. For one thing, this isn’t a discussion and if it becomes one, it’s more likely to create animosity. For another thing, you should be clear on the correct way.
Wrong: “Do you think it would be better if orange was used in the logo?”
Right: “Brighter logos are always better for this industry because it portrays a summery vibe.”

Move quickly. Be quick to point out the error, what you would prefer to happen in future and then let it go. Don’t bring other factors into the mix. Be succinct.
Wrong: “Listen, in the past, you and I have talked about sending out emails on Friday and I said not to do that. Last week you sent out an email on Friday once again. I don’t know if there is something in your ears, or maybe you had a momentary lapse of reason, but they should go out on Mondays…. “
Right: “Emails should only go out on Friday. Please make sure it happens this way from now on.”

If you should find yourself making a mistake and saying something you shouldn’t, or leading the conversation in a bad direction. Stop, apologize for not being succinct, and get back on track. Giving criticism can be tough, but getting it over and done with quickly and following these tips will allow everyone to move on quickly, and hopefully with best foot forward.

Taking criticism can be even tougher. Stay tuned for our next install that will teach you how to take criticism and build upon it.

A friend working for a large company recently lost her coworker to layoffs and was asked to take on the additional tasks that were left behind. Now managing the workload of two people, she felt so overwhelmed by all that needed to be completed in one day, that she spent half the day panicking about how to manage and left the office that night having completed nothing.

If you find yourself jumping from task to task without completing any, or if your to do list spans more than one page, it might be time to step back, take a deep breath and reassess.

First, stop beating yourself up about reading this blog! Cut yourself some slack. You can only do your best and sometimes that may mean some things don’t get finished until tomorrow. If you try to take on too much you could burn out fast; nothing is less productive than an unhappy employee so take a second to read this and you’ll be able to prepare for today and all the days to follow with a much lighter mindset.

We’re going to break down the list together by following these six simple steps:

1. Write down all of your tasks on a master list, regardless of how important they are or when they need to be done. If you’re mind is wandering to tasks you have to complete outside of work, make two lists, but don’t add your home tasks to your work list – you should always strive to keep the two separate. If any project will take more than a day or two, break it down into steps that are manageable in one day only.

2. Prioritize these tasks by writing A for top priorities, B for secondaries, etc. First, consider which have deadlines that need to be met. Second, are any of these tasks that you can delegate? If you can ask for help, then ask. Don’t be proud – a good manager will always know how to delegate. Third, do you need input from others to complete this task? Give them plenty of time by pushing this up higher on the priority list.

3. Plan your daily to do list.

a. Make sure you do this in peace. If this means coming in 10 minutes earlier, you’ll be happy you did – you’ll find yourself organized and productive all day as a result of a good task list. Choose six of the A tasks. No more, no less. Make sure you choose at least one that can be completed in one day, so that you leave feeling a sense of accomplishment every day. If you happen to complete all six and can take on another, then great, but do not, no matter what, start the day with more than six.

b. Consider any meetings you have today or tomorrow and any prep work that may need to be done for them.

c. Decide when you will read and answer your emails (3 or 4 times a day) and stick to that plan – don’t fall into the trap of reading emails as they arrive (turn off that pop up). Usually, checking email before planning your day, and fifteen minutes before you leave for the day will catch any urgent meetings or messages and once or twice throughout the day will give you time for a break between tasks.

4. Finish each task before moving on. This is probably the hardest part for most people. We get bored, we get frustrated, we start surfing the web, Joe from accounting drops by to talk about football. No matter what the distraction or annoyance you have to finish that task. By only accepting six tasks, you should have enough breathing room in your day to take a break, but you have to stay true to your list and get back to the task where you left off. If the task requires input from someone else, pass it on to that person and consider it done FOR NOW. I have a system of marking this task. I don’t cross it off the list because it will be coming back to me, and I may need to remind the other person, so I use an arrow with the recipient’s initials. Hopefully, you prioritized with plenty of time for others’ input, so you can now move this off today’s list.

5. If tasks come in throughout the day, add them to the Master list. You don’t need to assess the priority yet – you’ll do that tomorrow morning.

6. Finish your day by crossing off those tasks that are done from the master list– you should have at least one – and moving those that are not to tomorrow’s list. Now, tomorrow’s planning time should mean only picking the new tasks from the Master list and you can leave work with a sense of accomplishment.

Before you read this, I want you to stop and ask yourself the following questions:

-          Where do you want your career to be five years from now?

-          Five years ago, where did you see yourself today?

-          What do you love about your current job? What do you hate about it?

-          What would constitute your perfect job? What tasks would you do, what industry would you be in and what salary would you make (realistically!)?

-          Now, what are your ultimate career goals? If you could envision yourself at the height of your career, what industry, title and salary would you have?

If you’re able to answer most of those questions, congratulations! It seems that you’ve got yourself on track for meeting your career goals – keep on truckin’, my friend! Now, what about those of you out there who couldn’t answer these questions? Yes, I’m talking to you, and you and you… Guess what? It’s time to sit down, contemplate the answers to these questions, focus in on your goals and shape your career to what you want it to be!

First, you may want to look at your previous accomplishments and career moves. After all, you have to understand where you’ve been before you can know where you want to go, right?  Looking at your career history can give you a good starting point towards your desired career goals. Once you’ve got this understanding, you can map out your goals and determine how they align with your current or prospective employment opportunities!

Next, think about your short term goals (which may be followed on a daily basis and are immediate) and your long term goals (which involve building your career and future over the long run). Not having any of these goals set out and planned can cause stress and waste of time and resources, so it’s very important to make these decisions in order to reach your greatest potential.

So, set goals and work towards them! Sounds pretty simple, right? Keep in mind, however, several factors can affect your career goals, choices and path. Some considerations to keep in mind include:

Growth – what kind of professional growth do you hope to get? What resources do you want or need to succeed?

Finances – What salary goals do you want to hit? Are you willing to take pay cuts along the way in exchange for other factors? How well do you want to be compensated? How much pay do you need to make to be productive?

Happiness – Satisfaction is extremely important in career success. It’s absolutely required for long term goals. This includes every aspect of the job – tasks, salary, opportunities and culture/environment. You have to work five days a week, every week, every year… so make sure your goals include what it takes to make you happy.

Experience – How do you feel about new experiences, new challenges, etc.? What kind of experiences are you bringing to the table? What kind of experiences are you looking for?

Environment – What kind of people do you want to work with? What kind of team are you hoping for? What about an office environment? What environment would suit your work style best?

Whatever you do, pick career goals that you will feel passionate about, will give you purpose and will suit your skills and interests. Also, remember that career goals may transform all the time depending on the choices you make and your professional growth – this is why it’s important to revisit your goals often throughout your career!

“If you had to identify, in one word, the reason why the human race has not achieved, and never will achieve, its full potential, that word would be ‘meetings’” – Pulitzer-Prize winning Humorist Dave Barry

Whether it’s a lunch meeting, a virtual or a face to face, it’s up to you to make the most of your encounter! Meetings are a part of our everyday lives, whether we want them or not. Sometimes it’s for a job interview, a team project, re-visiting an old contact or selling to a new client. There are several tips you can follow, regardless of the kind of meeting, to make sure you get the most out of each and every one!

Here are some quick and easy ways to make the most of your meetings:

-         Prepare before the meeting. Review the information you will or could discuss and if you can, ask the individual or individuals you are meeting with to let you know what’s to be expected.

-         Bring materials. Bring a pen and notepad, no matter what kind of meeting it is. Then, depending on what you’re doing, you may want to bring other materials with you. If it’s a job interview, bring your resume, cover letter, list of references and portfolio, if applicable. If you’re meeting with a potential business partner, bring questions you may have and anything you need to discuss futher. If it’s a potential client, bring marketing materials and other items to help with your pitch.

-         Be physically prepared. This may sound silly, but we mean it in all seriousness! Meetings can last hours and depending on the kind of meeting, they can be truly exhausting. Prepare yourself physically by getting a good night’s rest and eating a good meal beforehand (if it isn’t a breakfast, lunch or dinner meeting, that is).

-         Understand the purpose. What is the true purpose of the meeting? Are you trying to get a job, or are you trying to pitch a new client? Even if it seems that there is a clear purpose for meeting, sometimes it can get lost in all of the other information you’ve got on your plate. Have a clear purpose for your meeting and stick with it.

-         Be on time. Always! People’s time should be respected – it is extremely valuable! So, make it a point to be on time to your meeting and you, in turn, will be respected for the courteous action.

-         Avoid distractions. We face distractions all around us 99% of the day and meeting times are no exception. We may not always have the opportunity to avoid these distractions, but there ARE things we can do to significantly reduce them. During your meeting, please, put away your phone! This is probably the most distracting item you own. There’s nothing worse than speaking with someone who keeps glancing down at their phone for three-quarters of the conversation and replies to text messages, emails and more. You want to give the person or people you’re meeting with your full attention – so cut the distractions off!

-         Follow up. Reflect and ask yourself, what was the result of this meeting? What can you do to maximize these results? Are you better now than you were before? This is a good way to evaluate the effectiveness of your meeting and ensure you’re following the original purpose you had set for yourself.

These are just a few quick and easy tips to help you make your meetings more effective and efficient and there are many other small steps you can take to ensure you’ve made the most of your meetings! What do you do to prepare for meetings? What do you do during your meetings? How do you follow up?

Ladies and gentlemen, it’s that time of the year again…holiday festivities are around the corner! Last year, we gave you several tips for corporate holiday soirées and we’ve got more to share this time around with additional tips for mingling at your holiday parties in 2010. Holiday etiquette at your next office fiesta can make or break you, so this is the time where you’ll want to be on your best behavior. It’s extremely important to make the right impression on your professional peers when celebrating the season at your company’s holiday function and slipping up could cost you respect, professionalism and even worse, your job.

Before you head out the door to your next corporate holiday get-together, here are some tips to help you be at your best as you celebrate the holidays:

Attendance

Do not pass up the holiday party invitation! Holiday parties present a great opportunity to mingle and talk with other individuals who work at your organization, particularly those with whom you don’t normally get a chance to interact with (such as executives). Remember, the office party is a business function and you are expected to attend.  Stay for 30 minutes at the very least, but also avoid staying too long (you don’t want to stick around if it gets too messy). Enjoy the atmosphere and when you have spoken with all of the bosses, coworkers and new people you planned to, graciously give your goodbyes and leave.

Gossip is a big NO during holiday parties.

Conversation

The holidays are a great time to brush up on your networking skills! The first step: don’t talk about work too much! Sure, you may have a common bond with your coworkers that revolves around your workplace (obviously), but it doesn’t mean your entire conversation needs to revolve around that alone.  Use this opportunity to learn more about your coworkers: ask about their interests, favorite hobbies, talk about their family… just keep it lighthearted!

Keep conversation upbeat and complimentary as you mingle, socialize and network. Some conversation tactics include:

-         Avoid gossiping at all costs! You do not want to gossip in the workplace and work parties are no place for it, either (trust me, the walls DO have ears at events like these).

-         Avoid awkward silence with good open-ended questions and you won’t have any trouble with conversations.

-         Limit your conversations to a few minutes to make sure you get a chance to speak with everyone.

Dress Code

If the event is immediately after work, business attire is appropriate. If it is later in the evening, your choices will vary. If you aren’t certain what to wear, check directly with your host or with coworkers whose taste and judgment you trust. Women should avoid revealing too much in their choices and men should consider wearing a button-down shirt and tie. Make sure that what you wear reflects well on you professionally.

Sometimes, there may be a theme. If there is, play along! You don’t want to be the wallflower in the corner who won’t be a team member.

Drinking

Avoid heavily drinking at office events! The biggest mistakes people make at work parties usually involve drinking too much. This could lead you to doing or saying things you’ll regret the next day and that’s the last thing you want to mix with work. Here’s a tried-and-true tip to use: if you must drink, limit your consumption of drinks with alcohol to a maximum of two. Instead of consuming these beverages all night, try drinking coffee, tea, soft drinks and water instead. Being smart about your drinking habits during the holiday party will pay off immensely when you step into the office the next morning.

Gifts

Gift giving in the office can be a challenge. How big should a present be? What if you are on a budget? Gifts are up to your discretion, but gift cards and certificates are a safe option if you are having any concerns. Not sure what to get your boss? You may want to consider asking coworkers to contribute towards a gift as a department. By suggesting an amount that is affordable to everyone, you will split the cost significantly and fulfill your role as a team player (Go Team Awesome!).

If you are considering giving gifts to clients or customers, ask your manager or someone in HR what the guidelines are for giving these gifts and if there is a standard procedure you should follow.

Guests

Check out the invitation before you consider bringing a date, your spouse or other guests. Only take your children if the invitation reads “guest and family.” Otherwise, leave them at home for the event. Want to bring your spouse? Check the envelope for the invitation. If it is addressed to you “and guest,” bring them along. If not, plan on attending the event solo (sorry, sweetheart!).

Please note, however, that parties often get out of hand because of guests brought by employees rather than the employees themselves. If you are allowed to bring a guest, you may want to take a moment to explain to them beforehand the culture of your company. That way, they will have a good idea of what is considered acceptable behavior and what is not.

Getting “friendly”

Whether you chose not to bring a date to your holiday party or your event invitation requested “employees, only,” guess what? Now is not the time to reveal your office crush to the entire company! If you’re feeling sweet on someone, don’t confuse the office party with a time to let your feelings get a little hands-on… instead, hands off! This will only lead to extra unwanted chatter about your inappropriate flirting with a colleague and no one really wants that now, do they?

Saying “thank you”

This seems to be obvious, but it can never be stressed enough. Be sure to thank the hosts for a wonderful event before you leave! Remember to say thank you for any gifts you receive as well! If this small gesture is done and meant sincerely, it will definitely make you stand out among other event attendees and will say a lot about the type of person you are.

In the end, just remember that while a holiday party may be a good time to let down your hair a bit, it doesn’t mean you need to let loose. By avoiding drinking too much alcohol, getting too friendly with bosses or co-workers and basically, just behaving in a less than professional way, you will save yourself lots of grief. Don’t do anything you think could jeopardize your job and save the real fun for the parties with your friends and family! An office holiday party should be considered as an office gathering, with the same rules of behavior that you would have in the office. Enjoy yourself, but for your own sake, stay professional!

If your office is anything like mine, you may have noticed a new co-worker has arrived early this holiday season: the cold and flu virus. In the last couple of weeks, we’ve seen a major pickup in the cold and flu season as it has crept its way into our office cubicles, common areas and is sweeping across the air.

The cold and flu season poses a major threat to businesses, big and small. According to the Centers for Disease Control, the flu alone costs U.S. companies $10.4 billion in direct costs including hospitalizations and outpatient visits. The CDC also estimates up to one-fifth of the U.S. population will get the flu in a given flu season, and more than 200,000 Americans will be hospitalized with seasonal, flu-related complications. Annually, it costs the average business about $1,320 per employee for absenteeism.

Image courtesy of allcareservices.ca

Businesses are striving to encourage healthier workplace habits, which include proper hand-washing techniques and the sanitizing of immediate work areas. If successful, businesses can significantly reduce the frequency with which germs are spread throughout the office.

How does the flu spread? Many experts believe that flu viruses spread mainly by droplets made when people with the flu either cough, sneeze or talk. These droplets can land in the mouths or noses of people who are nearby. A person could also get the flu by touching a surface or object that has flu virus on it and then touching their own mouth, eyes or nose, but this is less frequently the case.

If you’re feeling like you may get sick (this week alone, I’ve heard at least three people describe the feeling: “like, you just KNOW when you’re gonna get sick, you just KNOW it”), following these tips will help you get over illness faster and avoid from spreading it any further! Here are our top tips for fighting the fiendish flu this holiday season:

Image courtesy of healthpopuli.com

Wash your hands and dry them! Right now. Seriously. Washing your hands properly should take about 20 seconds, or as long as it takes to sing the Alphabet song. While washing your hands decreases the amount of germs on them, it doesn’t mean they are completely removed. That’s why you need to DRY them properly, as well! According to Tork, drying your hands thoroughly with a paper towel after rinsing with water alone can significantly reduce germs by 77%! If you don’t dry your hands, it could counteract the effects of washing them and result in the scattering and increase of germs.

Keep hand sanitizer at your desk and sanitize often. You may wash your hands every time you use the restroom, but remember that we’re constantly touching office germ “hot spots” such as elevator buttons, door handles and copiers. A quick and easy way to deflect these germs simply involves dabbing on a little bit of hand sanitizer each time you return to your desk!

Have a clean-up party! The custodians in your building may clean your office every night, but they won’t clean your desk for you. Desks typically have 400 times more germs than toilet seats, so the best thing you can do is to wipe your entire work station (desktop, keyboard, mouse and phone) at the beginning or end of every workday.

Cough into your elbow. Our hands are constantly in contact with the world – touching door handles, office supplies and most obvious, shaking hands with people you meet. If you’re contagious with a cold or flu, coughing into the crook of your elbow or your shoulder is the simplest way to help others avoid any contact with the germs coming out of your mouth.

Clean your mugs, water bottles, tumblers, etc. I know several people who use and re-use a specific mug or water bottle every day. While you may say to yourself, “these are my germs, I have nothing to worry about,” remember that germs can fall on these surfaces and inhabit them. Germs can live on surfaces for up to 48 hours, so be sure to wash out your beverage holders with warm water before every use.

Stay home! People who are sick should not go to work. You may be able to pass on the flu to someone else before you know you are sick, as well as while you are sick. Most healthy adults may be able to infect others beginning 1 day before symptoms develop and up to 5-7 days after becoming sick. If you are sick with flu-like illness, CDC recommends that you stay home for at least 24 hours after your fever is gone except to get medical care or for other necessities. If you absolutely must, must, MUST come in, make a cold/flu kit for yourself filled with cough drops, medicine (non-drowsy, of course), tissues, hand wipes, throat spray and anything else you may need and keep it at your side. Also, stay away from co-workers so as not to infect them!

If you’re curious about the current status of the cold-and-flu season in your area, where it’s growing and where else it’s affecting, you can check out a great flu trends overview at Google Flu Trends.

Sources:

Center for Disease Control

The Healthy Workplace Project

When it comes to work, what are YOU thankful for? With the sluggish economy and job outlook uncertain, those of us who are employed can all say we’re thankful to have jobs at all this holiday season. For those looking for work, gains in temporary employment over the holidays may spark a glimmer of hope and staff gains in the New Year may provide a perfect opportunity to re-enter the workforce.

We decided to ask our very own employees what they are thankful for this Thanksgiving and we found that an overwhelming number of our staff give thanks for those individuals who make up a “home away from home” – the TEAM of co-workers around them! Considering we spend more time with our co-workers during the week than we do with our families, working well with a team can play a huge role in the happiness and success of individuals in the workplace.

We understand the importance of having a good team, down to our very own SkillStorm and StormStaff Core Values which include “Team Members: We never let them down. We help them at every turn.” We hold our team members to the highest regard, and that’s probably one of the reasons we were voted one of the “Best Places to Work” by the South Florida Business Journal, one of the top 100 “Best Companies to Work For in Florida” by the Florida Trend and nominated for a “Best Places to Work” award by both the San Diego and Orlando Business Journals.

What did our employees have to say? Here are some of our Thanksgiving highlights:

Thanksgiving always makes me think of family and what I’m most thankful for this season is working for a company where the people really are like a family.  From our annual pre-Thanksgiving pot-luck feast to a simple pick-me-up cup of coffee, my co-workers go the extra mile for each other, in both big and small ways.  A lot of people out there this year are thankful for having a job at all, but I’m thankful that it’s THIS job with THESE co-workers, because I wouldn’t want it any other way. - Ariana T., Project Manager

This Thanksgiving, I am thankful for my office team. Being in my first job out of college, my team has showed me the work ethic desire and determination it takes to be successful in this business or any other venture in my life. I have several mentors in the office who come from different backgrounds in the industry and who are always willing to sit and talk with me regarding strategy, process and success stories. I know that with my team, I will never be let down, and they hold me accountable for my part as well. Plus, we do hold the stormy for a year! - Kris E., Technical Recruiter

This Thanksgiving, I am thankful to work with such an amazing team of individuals. Every one of my co-workers encourages success at all levels and our office feels like a family. I am grateful to work for SkillStorm! – Amber A., Executive Assistant

First off, I am thankful for being able to work in such a great office for a great boss who lets me work outside of the box. Also I am thankful for being able to find a company that has allowed me to grow from the person that started here two years ago and attain so much success in my career. – Luke B., Technical Recruiter

This Thanksgiving I’m thankful to work with such a stellar group of people. No matter how many questions I ask or how many problems I run into, they are there—ready and willing to help with whatever I need. I couldn’t ask for a better team and I’m continually thankful to be a part of it. – Sara F., Delivery Manager

This Thanksgiving I am thankful for my team members here in the San Diego office that help me at every turn and never let me down! – Maya B., Technical Recruiter

We want to know: what are you thankful for?

From our staff to you – StormStaff would like to wish everyone enjoy a safe and happy Thanksgiving holiday!

When I traveled this previous weekend, I found myself sitting on the plane, stumped on what to write for my next post. A sheet of paper lay bare on the drop-down tray in front of me and a fresh ballpoint pen in my hand and I started thinking, “I wonder what it would be like to work on a plane? What if I were the one giving emergency flight instructions while graciously suggesting specials on the beverage menu? How would customers treat me? What kinds of challenges would I have to deal with?” We’ve all thought about trading places before in one way or another: being the pilot who’s steering your flight, the police officer writing your ticket, the doctor listening to your heart beat or the cashier at the grocery store… the list goes on and on. And if you ever got the opportunity to actually live on the other side, how do you think you would feel?

In the case of the flight attendants on my plane, I thought about their responsibilities, challenges, worries and how I would treat them differently if I were in their shoes for just one day. If I knew what their lives were like, would I be a little more courteous when they asked for my drink order? And would I actually pay attention to their emergency instructions or continue flipping through my magazine? Needless to say, my thoughts of what I would do and how I would act changed for the rest of the plane ride once I took it all into consideration. I truly feel like I was much more understanding of their roles simply by stopping to think about it for a moment. And then I thought to myself, how would we all change our thoughts and actions if we simply put ourselves in others’ shoes?

One key to all successful relationships is to understand all sides. In the workplace, this also holds true. Everyone has different responsibilities and priorities and understanding where each person falls on the workplace spectrum will help you start to improve your relationships significantly!

Maybe you find yourself annoyed with a co-worker or frustrated with your boss, but have you thought about their own stressors and worries? You may be worried about making a deadline on one piece of a project, but your boss may be stressed about the whole thing! Your boss may have another boss who has another boss to answer to – so they are probably just as stressed out as you are.

Or you may have a co-worker who’s filling in for an empty manager’s role and is feeling a little stressed with the added pressures placed on their shoulders. It may be no sweat off your back, but to a more senior level employee, it may be their chance to rise to the occasion and that kind of opportunity can be just as stressful as it is exciting.

It’s important to understand other roles for a number of reasons. When you understand others, you can see how different positions and responsibilities complement each other and how it all fits together. Simultaneously, you’ll be able to avoid overloading yourself, ambiguity on duties, doubling up on efforts or competing for responsibilities.

Why are roles so important? What happens if they aren’t clearly defined? Each role at work reflects a different angle and piece of the puzzle. A clear understanding of roles can help with your personal career development, team building, relationships with colleagues and just an overall better understanding of everything around you. Roles may change because of reorganization, mergers, leadership changes, technology or whatever else the case may be – but having clear roles will lead to succinct and efficient teamwork. Teams work best when there is a balance of responsibilities and team members know their roles, can work to their strengths and manage weaknesses.

You may want to ask yourself the following questions to gain a better understanding of your role and team dynamics:

• What team role do you play?
• What contribution do you make?
• Does your team role fit your personality, etc.?

Also consider taking a few moments to observe others and how they behave. What roles do they play?

Remember, too, that it’s not just about you! It’s about your relationships and how you relate to others, so you may want to consider “trading places” for a better understanding of those around you!

Email is a primary method of communication for business and is becoming more important and widely-used than ever before. In 2009 alone, Royal Pingdom reported several staggering statistics on email use:

• 90 trillion – The number of emails sent on the Internet in 2009.
• 247 billion – Average number of email messages per day.
• 1.4 billion – The number of email users worldwide.
• 100 million – New email users since the year before.
• 81% – The percentage of emails that were spam.
• 92% – Peak spam levels late in the year.
• 24% – Increase in spam since last year.
• 200 billion – The number of spam emails per day (assuming 81% are spam).

In fact, email use is so immense that a recent study (conducted by OnePoll in conjunction with salesforce.com) showed that 38 percent of 1,000 British employees felt they suffered from an information overload with their work emails, among those were many that were not even relevant. So where do we draw the line on delivering efficient and effective emailing strategies instead of irrelevant fluff? And how can we find a solution to manage vast amounts of messages and help improve overall productivity?

Image courtesy of institutechildrenslit.net

The first thing you need to do is develop an approach to how you process your inbox. Taking a more organized approach will help you gain more control, improve your responses and keep up with priorities. After all, a small amount of work towards organization up front can make things easier for you in the long run.

According to an article on Microsoft.com, the first step you can take toward creating a more organized inbox is creating a simple and effective email reference system of reference information and action information. What does this mean?

• Reference information is information that is not required to complete an action; it is information that you keep in case you need it later. Reference information is stored in your reference system—an email reference folder, your My Documents folder, or a company intranet site, for example.
• Action information is information you must have to complete an action. Action information is stored with the action, either on your to-do list or on your Calendar.

Now that you’ve got these general guidelines to follow, you may want to consider creating useful labels and folders that can instantly help you stay organized. For example, not every email is necessarily URGENT, so you may or may not have to answer it right away. Developing a ranking system can help you set your priorities and timeline for varied importance in email replies. You may want to have several categories for action information such as: “to do by tonight,” “to do by tomorrow” and “to do by end of week.” Or maybe you’d rather categorize emails by color categories – red as urgent, yellow as soon and green as later. You can place all reference information under “reference” or “documents.”

When communicating, it is also best to keep your emails short and sweet. If you want a quick reply from someone that you know may be busy, act courteous and make your inquiry short in the first place. You can keep emails short in length by cutting out unnecessary information, breaking up the information into paragraphs (makes it easier on the eyes) and only addressing the things that must be addressed.

Remember, you only get one chance to send an email. Another tip for keeping your emails effective and efficient is re-reading messages before you send them. You can make sure you’ve said what you needed to say and that you’ve also used correct capitalization, appropriate sentence structure and spelling.

Lastly, if you’re concerned about the abundance of email you receive then you may just want to set aside a period of time to read through your inbox without any distractions! Maybe take an hour at the beginning, middle or end of the day to answer emails. If you’d rather break it up, you can even take ten or so minutes out of each hour to answer them!

How do you handle the demands of your email inbox at work? Any tips you can share with our other readers? Post them in the comments below!

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