Turn those emails off – double and triple dare you!

Emails. The constant ping, ping, ping of new messages. We are as a society addicted to the things. Especially in recruitment, we do not seem to be able to switch them off.

We keep looking at them “just in case”. However, “just in case” never really happens. Emails are important but during core business development hours we really should be turning these emails off.

To many in recruitment, this will be very, very uncomfortable.

However, when you are talking to a candidate about their next career steps or a client about that important and vital hire, should you be distracted by emails? No of course not.

Having a really clear focus on one task – in this case making calls, will improve your results and give you more important things to email your boss about, like more deals.

So how can you turn your emails off and not get it in the ear from your boss or clients?

1) Close down your email and just get on with your important tasks and see if anyone notices.
2) Create a simple out of office reminder that says:

“Thank you for your email.

Between 10:00 – 12:00 and 14:00 – 17:00 I am serving my clients and candidates and will not be on my emails. If your request is urgent please call my direct line on xxxxx”

You will be amazed at just how rarely the email is as urgent as you think they are.

Try it, go on, dare you! Triple dare you!

If you are looking for more recruitment hints, tips and tricks why not try our book “Recruitment Hacks” available on Amazon.



You should call out Sharon, Keith or Karens useless emails

Ignore or ‘call out’ useless emails

You do not need to be CC’d into the latest of 350 birthday card emails that circulate around the company at any one time. Call them out as time wasting. Or do what I did when I worked at a large company, I put emails from timewasters under a set rule which put them into a folder called timewasters.

You may occasionally miss something, but generally Stacy’s email about David’s birthday in the Colchester office will not be worth reading. Unless you are David in the Colchester office.

I may sound like an old fart, however, so much time is wasted by these emails it make my blood boil.

If you do decide to call out the time-wasting emailer do it carefully and with tact. Do not say “Sharon this is bollocks, stop sending this stuff about the ‘buy a cake from the supermarket and pretend you baked it’ day.”

Instead, say. “Thank you for keeping us all posted on the upcoming bake sale in aid of injured seagulls, however, could I be left off in future as I get a lot of emails each day and I would like to lower my email burden to ensure I am tip-top for my candidates and clients. I hope you understand.”

Remember it is your time and your inbox not sharons.

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If you are looking for more recruitment hints, tips and tricks why not try our book “Recruitment Hacks” available on Amazon.



Pro-active versus Re-Active asking in emails

Or simply do not ask for Permission in emails.

Sometimes it feels like emails can be used like instant messenger chatroom from the late 1990’s.

Ping, email.

Ping, email.

Ping, email.

If you use the correct language you can reduce and eliminate all these small time wasting emails that take up your day. You can do this by not asking for permission in emails.

So what do we mean? How can not asking for permission reduce the number of emails you receive?

Simply, asking for permission means that the other person has to both think through the decision and then communicate that decision to you normally in another email. So instead of asking for permission why not just say what you are going to do, at a specific time. We will give an examples below to demonstrate what we mean.

Asking for Permission: Hello Dave, Attached is the Press Release written about the new product launch. Can you read it for me. If it is okay, can I send the Press Release to News and Stuff? Regards, Sarah

Going Ahead without permission: Hello Dave, Attached is the Press Release for the product launch. It is ready to be sent. Please read the attachment. We are going to send it to News and Stuff at three PM if we do not hear from you about any further changes. Regards, Sarah

Do you see what we mean. By not asking for permission you are giving yourself and the other person the chance to save time, energy and space in the inbox.

If you are looking for more recruitment hints, tips and tricks why not try our book “Recruitment Hacks” available on Amazon.



Batch Emails and then turn them off

All emails are super important and you need to respond to them straight away said no successful person ever.

Emails like almost all tasks should be scheduled and batched into specific times each day.

Why should you do this? Emails are not that important and in 99.999999999% of the time they can wait a couple of hours. It is just control freak culture that keeps us checking emails, every five minutes of the day.

The benefits of batching emails are threefold:

Firstly: By batching your emails into slots e.g. 9am, 1pm and 4:30pm you can focus the rest of the day on the important tasks like business development calls and networking with candidates.

Secondly: You do not lose cognitive focus by switching between tasks. As you switch between tasks it can take up to ten minutes to get the brain into gear for the new task. That is alot of wasted brain power and focus.

Thirdly: By having your emails batched at specific times you are saying to yourself I am the master of my time and the captain of my inbox.

Now if you have to send a client or candidate a quick email you really should do it through the CRM or ATS if they have this functionality. This will stop the temptation to deal with other emails and will also keep them tracked as well.

Because if it is not tracked, it is not fact!

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If you are looking for more recruitment hints, tips and tricks why not try our book “Recruitment Hacks” available on Amazon.



Become an email god with email templates!

Templates of the Gods

Do you feel like you write the same emails time and time again? The chances are without even realising it, you are sending dozens maybe even hundreds of emails a week that are basically the same. What a waste of time, life, and energy.  

Templates are really a gift from the gods when it comes to emails.

Now depending on your email system, it can be easy or hard to have easy to access templates. I personally use the GSuite application – Inbox by Google which has a handy template feature making it really simple to create and send templates.

If you are using another programme like outlook, then this is a little trickier, but can easily be done.

Whatever programme you are using, creating email templates is a brilliant way to respond to emails quickly, and create world-class responses that just take a click of a button.

We suggest you make templates for the following situations below (I am sure you can come up with more ideas).

Candidate Submission Email to Client
Candidate Submission Confirmation to Candidate
Interview Confirmation – Client
Interview Confirmation – Candidate
Interview Confirmation – Meeting You
Rejection Email
Rejection Email – Can you call me back
Terms of Business Email
Client Invoice Email
Client Payment Chasing Letter One
Client Payment Chasing Letter Two
Client Payment Chasing Final Letter

Once one person has created these emails templates if you share them with your team the time-saving life hacking with be massive.

If you are looking for more recruitment hints, tips and tricks why not try our book “Recruitment Hacks” available on Amazon.