Zero Out Your Inbox

I did this quick training/challenge for our staff on Tuesday at our Communications Meeting and I thought I'd pass the notes on. Most of this comes from Karen Leland. This method and it's variations have been around for a long time, but it's a good one, so here's my spin:

ZEROING OUT YOUR INBOX 

WHY?

1. We need to get better at the time it takes to communicate with our people and each other. 
2. Goal is to spend less time playing with email and more time doing stuff. 
3. It’s a tangible accomplishment in an otherwise continual loop of unfinished ministry business. 

Four “D” Method (with some extra hints): 

• Create 2 subfolders in your inbox called “Defer” and “To Be Done” (or whatever make sense to you). 
• Every email you receive falls into one of four categories: Do, Delete, Delegate or Defer. 
• Take action on each message, the ultimate goal being to touch each email only once whenever possible. 
• The only way an email will ever get out of your life (and out of your worrying brain) is to either deal with it or get rid of it. If you’re planning to do anything in-between, you should understand why. 
• Filters can be your friend. Focus on creating filters/scripts for any noisy, frequent, and non-urgent items. Depending on what you consider noise, this could probably include: 
• blog comments 
• “friend” requests and announcements from sites like Twitter, Facebook* or Flickr 
• mailing lists and subscribed forum threads 
• regular updates like newsletters and office memos 
• non-spam store updates, coupons, and sale announcements 

Do: If the message can be handled easily and quickly (within five minutes) do it now. Once done, delete the item or move it to a folder for storage. If the task can't be completed easily, move it to a folder for items to be done, or flag it for completion at some point during the day. At the end of the day, all the flagged items, that are unfinished should be moved to the “to be done” folder, those becoming priority the next day.

Delete: If an email sits in your in-box waiting to be worked on for days, weeks, or even months, you’re probably putting it off for one of these reasons:

1. It is too big to handle as is and needs to be broken down into bite size chunks (DO IT). 
2. The item is not clearly defined enough for you to take action on (FACT FIND). 
3. It is something you don't really, want, need or intend to do (DELETE IT).** 

Delegate: Just because you received the email message, does not mean you have to be the one to execute it.

Defer: Many items in your in-box are good ideas you would like to follow up on - just not now. Instead of letting the someday item sit in your active in-box file, create a folder where you can keep tabs on messages you may want to take action on at some point in the future.**


  * Be careful not to forget about notifications if people are trying to communicate with you.
** Just because you don’t think its important, that doesn’t mean the requester agrees. Communicate!


Five Minutes To A Cleaner Inbox: 
Open your email in-box and then set your watch, computer or iphone on a five-minute timer. Now, starting from the top (the latest email) go through and see how many items you can get completed and moved out of your mailbox using the four D's - Do, Delete, Delegate or Defer.

The Anatomy of a Prank

1. Get a good inside joke.

2. Invest some money.

3. Find a leader (a.k.a. mastermind):

4. Get a team of stooges:

5. Commit:

Envelope Sizing and Information

(this is an update from a post on one of my older blogs)

When I began the process of designing invitations and announcements, the one thing that frustrated me the most was figuring out which envelope to use when and what size to use with which paper, etc. I've compiled a small list of the most popular sizes in my experience. Hopefully, this helps you. There are two different types of announcement quality envelopes that are most popular: announcement text and baronial.



This first one is announcement text, the second is baronial:

Baronial envelopes are formal style envelopes with a large pointed flap. They can be used for invitations, announcements, greeting cards, and anything that needs an added touch of elegance. They are usually made of more expensive papers. Announcement text envelopes are designed for use with matching text and cover papers. You can usually find a paper that matches exactly. These are still appropriate for special occasions.



Here are two charts that show the most standard sizes and then the ideal size for an enclosure. The enclosure doesn't have to be exact, but these do indicate the best, clean-looking fits. Feel free to click for a larger view and save each image for your own use.

You should always double-check postal regulations. Depending on the weight of your piece, there may be additional cost involved, so take one to your local office and have it weighed before you make too many. Sometimes, it is just a matter of trimming a piece or using a lower weight paper to bring down the cost.

Time Out

I was going to post my inspiring five women, but I want to help some of you first. I feel really bad for those of you who come to this site directly, without subscribing to it (and all the other blogs you read). Use RSS! It's powerful! I promise your life will change. Just ask my husband.

Read this.

Let me know if you have any questions.

Help me, help you.

8 Ways to Save Money on Event Stationery

(this is a re-post and adaptation from my old beautiful papers blog)

Of course I am biased here, but I would say that paper goods for your event are one of the most important investments you can make. Whether it's a wedding or baby shower, a well thought-out invitation design will do a great job to set the stage for your celebration. The downside is that it can be expensive to get invitations, place cards, etc. custom designed and printed. Oh but people, there is an upside. Here are some tricks to making it more affordable:

1. Budget, Budget, Budget: When you talk or email with your designer, make sure to give her a price range that you have in mind. This will help when designing the piece, and you won't fall in love with something that is too expensive for your budget.
2. Use one color, and use it well: Some of the best invitations I have seen have only incorporated one color. If done well, it creates a very bold and dramatic look.
3. Size DOES matter: Ask your designer to figure out the most economical size for your particular design. A good designer will know the methods of the print shops she works with.
4. Envelopes Shmenvelopes: Skip the inner envelope and use specific names on the outer envelope. This could also save weight on postage.
5. Google Maps is the best: instead of a separate piece with detailed directions, include a small card that leads to an online map.
6. Dancing Queen: For a wedding, you can include a line about the reception right on the invitation (unless it's a majorly formal event).
7. Addressing: instead of hiring a calligrapher, have a friend with good handwriting help you out (or, GASP, use labels. News flash: not many people care. How many wedding ENVELOPES do you see hanging on the fridge?)
8. Return Address: Your designer should be able to make a file for you that can be made into a rubber stamp, using your font. Just take it to a place like Copy Max or Kinkos. The stamp can be used on the actual invitation and the reply card, if there is one. Or, ask your designer to create an address label that includes your return address.

I guarantee that you will be glad you set aside a little bit of extra money in your budget for this. At least promise me that you won't dismiss the idea without talking it over with a designer first. Most of us just want to make beautiful things. I know for me, that if I can work within a pre-existing budget, it makes the whole process easier.