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When asked "What is Microsoft Outlook?” One might say it’s an email application. But using it only for email means your team is missing out on a powerful organization and collaboration tool.
Chock full of planning, information-sharing, and delegating capabilities, Outlook can be the software that takes your team’s work to the next level. As an application that you likely already have, this means there is no technological investment to gain significant efficiencies.
Savvy leaders will make the most of Outlook, ensuring their team knows all of the features available, and how to incorporate them best into their workflow. Two surefire ways to achieve this is through Outlook Training, and creating a communications charter, or a document that outlines the usage of Outlook and communications best practices.
Learn More: Four Areas of Outlook You Might Be Missing
Problems That Arise When Outlook Is Not Used to Its Fullest
Email can be maddening, but it doesn’t have to be. Consider these three major problems associated with email usage:
Email Overload - Emails hit employees’ inboxes everyday. When that volume becomes high, it can lead to email overload. When hundreds or thousands of emails fill an inbox, responding to messages and filing away messages can be overwhelming. This influx of correspondence reduces productivity and can lead to missed communications.
Miscommunication - Misinterpretation of email messages due to unclear language or tone can cause misunderstanding and conflicts. Team members may not receive accurate instructions, causing inaccuracies with a work product, or they may feel slighted by a poorly worded approach. When affecting clients, miscommunication can reduce customer satisfaction or even sever ties with a once loyal client.
Security Risks - Email is susceptible to security threats such as phishing attacks, malware and data breaches. Clicking on malicious links or downloading infected attachments can compromise sensitive information and damage the organization's reputation.
Learn More: Solutions for Email Overload
How To Create a Communications Charter
Creating a communications charter with your team will alleviate the above problems, and set your workgroup up for success. This will give them the framework to be more efficient in communications and organization, and thereby, collaborate better. Gather your group together and discuss and have them agree on the following before creating the document or pursuing Outlook training:
Email Urgency
Establish set intervals for checking emails, such as every two hours or four times a day.
Reserve urgent matters for direct communication via phone or face-to-face interaction.
Avoid using emails to seek consensus on matters
Use Email Sparingly
Eliminate unnecessary acknowledgement responses like "Thanks."
Limit the use of cc to only relevant recipients.
Reserve "Reply to All" for instances where everyone on the original distribution list needs to receive the response.
Refrain from using emails for brainstorming ideas; instead, jot down such thoughts for later discussion.
Select the Appropriate Communication Method
Utilize the "To:" field for recipients who require action or a response.
Employ the "Cc:" field for those who need to stay informed.
Reserve company-wide communications for platforms like online newsletters, avoiding mass email distribution lists.
Create targeted distribution lists to ensure messages reach only relevant individuals.
Clear Email Subjects
Craft subject lines with keywords for quick message identification.
Update the subject line with each reply to maintain clarity.
Avoid Large Attachments
Limit attachment usage, particularly for large files that slow down remote connections.
Consider pasting minimal text directly into emails and using attachments for lengthy text or graphics-heavy documents.
Explore alternative methods for transferring very large files.
Observe Email Etiquette
Perform spell checks before sending emails.
Ensure messages are grammatically correct and easily comprehensible.
Keep emails brief and to the point.
Avoid using all capital letters, which may convey anger or yelling.
Refrain from using graphic or rolling backgrounds to prevent server strain and distractions.
Maintain email length to one page or less, covering only one subject per email.
Adhere to Organizational Policies
Refrain from transmitting or storing emails containing discriminatory, defamatory, harassing, or obscene content.
Understand that electronic communications are not entirely private and may be accessed by the organization.
How Microsoft Outlook Training Makes Your Team Superstars
After your team has discussed these email sticking points, it’s time to formulate your communications charter. Take this information and create an easily scannable and understandable document that is stored in a place that can be accessed by all workers at any time.
Priority Management is the expert in helping teams streamline their work processes including email and communications. We provide Outlook Training and many more training programs. We collaborate with groups to learn about their working styles and formulate best practices and curate training to improve their work habits.
We are in the business of behavioral improvements, or creating lasting positive changes to how workers work. And we’ve been doing it for forty years around the globe.
Contact us today to find out how we can make your team more efficient.
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