Financial Professionals: Let’s Write an Article on Productivity Together!

[Maria’s comment: I send myself the email and maintain them in a folder called AutoMessages].

Create Rules

Use email that come in from certain carriers, vendors, and clients to automatically go to certain staff members.  That way your staff can be informed and help get a jump start on tasks.  Have conversations ahead of time with your staff so it is clear who takes the initiative and responsibility.  You can also use rules to block spam and certain vendors to reduce e-mail clutter.
— Elaine M. Shanley, CFP®, AIF®, Partner at Young and Company, Brooklandville, MD www.yco.com

[Maria’s comment: Spend the time and learn how to use Rules. They will save you oodles of time! Start here: http://office.microsoft.com/en-us/outlook-help/create-a-rule-HP005242897.aspx

 

Just One Click (For MS Outlook 2010 Users)

Is there someone (or a group of someone’s) you often email? Instead of starting to type out their email address and hoping it’s in the list of people you’ve recently emailed, use “Quick Steps”. Introduced in Outlook 2010, you can perform frequently performed Outlook tasks in one click! Quick Steps are located on the Home Ribbon. Leonard send me his instructions on this tip, however, I’m unable to post the photo’s in this article. You can find the instructions on the Microsoft website, here
— Leonard N. Katz, CRC®, RFC®, MFP™,  S K Management Consultants Inc, Long Island, NY  http://www.SKmgmt.com/

[Maria’s comment: When I finally upgrade, I’ll be using this tip a lot!]

Use the latest tools to streamline your inbox

Most of us are able to keep spam out of out inbox with strong filters  – but what about BACN? http://en.wikipedia.org/wiki/Bac – the stuff you have subscribed to and would like to read, if you have time, its just not ‘real email’!   I use a tool called www.sanebox.com which has a clever system to filter out your non urgent/essential emails automatically. It has saved me countless hours and stress staring at an overflowing email inbox!
— Alan Smith, Capital Asset Management, England & Wales www.capital.co.uk,  @alanjlsmith

[Maria’s comment: Thanks Alan for teaching me about a different type of bacn!]

Dealing With Several Email Accounts

Having a few email accounts, my tip is to make folders in each account along with setting up rules for mail to automatically be moved to each folder. I have folders for each of the associations I’m a member of, each client, prospects, etc. I check my daily and sort what didn’t get in the files. I review emails from client I’m working with that week or association whose meeting I’m attending soon. If I don’t have time to read them in the morning I read them at my leisure at night. Because I use folders, I take care of what most important first and then read the rest later.

Cindy Worden, Founder, Bookkeeping Etc., Piece and Kitsap County, WA www.linkedin.com/in/cindyworden/

[Maria’s comment: If you use Outlook (and a few other email programs) set up all your emails to come to 1 place. I have a few (older) personal email accounts (using Comcast, Gmail or Yahoo). When I send/receive in Outlook, I automatically get ALL my emails. I also set up a rule so that the mail from each personal account automatically goes into a folder named that email account.]

Submit your tips here, on my blog as a comment, OR send it to me at www.CoachMaria.com/ticket/

NOTE: Only tips from financial advisors, planners, professionals, etc. will make it into my article, but anyone who wants, can contribute a a comment and tip here on my blog.

 

Maria Marsala

Financial Advisors’ Accountability Coach, Speaker, and former Wall Street Trader

 

P.S.:  Do you like this idea?  Consider asking your clients to help you create an article on a topic of interest to them! Then send it out in your newsletter (with proper Compliance OK of course)