E-mail Etiquette
Roger C. Parker is one of those prolific writers and commentators that I have grown to appreciate tremendously. I first met Roger through a webinar hosted by Mindjet. Roger appears to be a multi-talented individual, but I have come to know Roger within the arena of helping authors get published and in helping non-design people like myself look good in print. I have been a subscriber to his “Published and Profitable” web site since last fall.
While the focus of Roger’s writing and communications is not necessarily on productivity or technology, these topics bleed through in all that he presents. Many of his ideas are turn-key, simple thoughts that can be implemented immediately into your current workflow.
A Little Background
First, I need to provide a little background. Recently, I shared in a conversation with my wife one of the side lessons I have learned this semester in my class on Distance Education, which is part of my master’s degree through the University of Northern Iowa.
By it’s very nature, Distance Education relies heavily on text-based communication. This includes discussion forums, online chats, and e-mail. As I’ve watched and observed my professor, Dr. Ana Donaldson, facilitate this course, I have grown to appreciate how skilled she is at online communication. No e-mail or discussion posting, no matter how trivial, goes without a response.
As I’ve reflected on this, I have observed how many professional people, many of whom I would rate as excellent communicators offline, are simply atrocious when it comes to e-mail communication. Not only do they write poorly when they communicate via e-mail, but most importantly, they completely ignore many of the e-mail communications sent to them!
This, in my judgment, is simply unprofessional and does much to damage the overall credibility of an otherwise skilled professional.
E-mail is clearly an important—if not vital--communication tool in the 21st century. Still many of the people in middle- and upper-management today are baby boomers who started their careers without e-mail. It is an acquired skill, not something native to their generation. Those who want to be viewed as skilled communicators both offline and online need to learn some basic “E-mail Etiquette.”
A Simple Lesson in E-mail Etiquette
Now, to Roger’s comment:
Because e-mail has been a major part of our lives for several years, there's a temptation to take it for granted.
In particular, there's a temptation to assume that every e-mail we send will reach the intended recipient and--most important--be noticed.
Unfortunately, that's not true in 100% of the cases. Some e-mails get lost in transit, others get lost in the recipient's increasingly filled in-boxes.
That's why I paid attention when Jeffrey Fox, last week's Published & Profitable expert interview guest, described he immediately sends a "Got it!" reply/confirmation every time he receives a personal e-mail. It takes just a second to Reply, yet his confirmation projects an image of professionalism. Most important, his colleagues know that, if they don't receive a confirmation, something has gone wrong, and they follow-up by phone.
Strong brands and reputations are often built on simple, easy-to-follow, routines that show you care.
I couldn’t agree more! Nothing is more frustrating than to send an e-mail, whether it’s a simple “FYI,” action item, or request, etc., and have the e-mail simply disappear into cyberspace. Nothing. Nada. Did they get it? Do they agree or disagree? Should I move forward? Do I need to follow-up with a telephone call? In many cases a simple “Got it!” answers these questions.
So, take one small step forward in making a giant contribution to your professional image; don’t let a bunch of unanswered e-mails collect in your inbox.
Do you agree? No long answer is needed…a simple “Got it!” will do. :)
Windows / Mac Applications Cross Comparison
I am now a Mac/Windows crossover. (In other words, I am going from a Windows OS to Mac OS.) A week ago I purchased my first Mac, a Macbook. While I think I am going to like it a lot, it is very different from what I am used to. I mentioned in a twitter post that it feels like I am driving from the right side passenger seat when I am used to driving from the left side driver’s seat. Everything is different.
One of the most obvious involves the software that I run my life on. Obviously, with almost 20 years of Windows experience, I have an extensive library of Windows-based software. Some of it transitions to the Mac nicely, but at a cost. Other titles simply are not available for the Mac.
(I will add, that while I do understand why software companies need to charge for both Mac versions and Windows version of the same software, it does seem unreasonable to charge full price if my desire is to transfer a license from Windows to Mac. A good balance, I think is Logos Bible Software. They charge a small fee for the Mac engine that drives their system, but all of the resources I have work in either a Mac or Windows environment. That’s reasonable. Adobe, on the other hand, appears to charge full price for one of their applications if I want to use it on my Mac rather than on Windows. That’s unreasonable.)
Here is a listen of the software I currently have installed on my Windows laptop and a comparison to what is available in the Mac OS. Note: If a program is unavailable for the Mac, this does not mean there are not alternative apps I can use instead of the Windows app, it just indicates there is not an windows-to-apple equal.
| Windows OS | Max OS | Note |
| AceReader Pro | Available for Purchase | |
| Acronis True Image Home | Not Available for Mac OS | |
| Adobe Air | Available – Free Download | |
| Adobe Audition 3.0 | Not Available for Mac OS | |
| Adobe Fireworks CS4 | Available for Purchase | |
| Adobe Flash Player | Available – Free Download | |
| Adobe InDesign CS3 | Available for Purchase | |
| Adobe Media Player | Available – Free Download | |
| Adobe Reader 8.1.3 | Available – Free Download | |
| Adobe Shockwave Player | Available – Free Download | |
| AI Roboform | Not Available for Mac OS | |
| Allway Sync | Not Available for Mac OS | |
| Apple Mobile Device | Available – Free Download | |
| Audible Download Manager | Available – Free Download | |
| AVG Antivirus Free 8.0 | Not Applicable | |
| Bluebeam PDF Revu | ||
| Bonjour | ||
| Camtasia Studio 6 | Not Available for Mac OS | |
| CCleaner | Not Available for Mac OS | |
| CyperLink DVD Suite | ||
| Diskeeper 2008 Pro | ||
| Dragon Naturally Speaking | Not Available for Mac OS | |
| eBook Library by Sony | ||
| Evernote | Available – Free Download | |
| FileZilla FTP Client | Not Available for Mac OS | |
| Flock 2.0 | ||
| FranklinCovey PlanPlus | Not Available for Mac OS | |
| Google Chrome | ||
| ISO Recorder | ||
| iTunes | Available – Free Download | |
| Java 6 | ||
| Journal Sync | ||
| Logos Bible Software | Available for Purchase | |
| Livescribe Desktop | ||
| Logitech QuickCam | ||
| Microsoft OneNote 2007 | Not Available for Mac OS | |
| Microsoft Office Pro 2007 | Available for Purchase | |
| Microsoft Silverlight | ||
| Microsoft Visual C++ | ||
| Mindjet MindManager 8 | Available for Purchase | |
| MobileMe Control Panel | ||
| Mozilla Firefox | Available – Free Download | |
| Mozilla Thunderbird | Available – Free Download | |
| MyScript for Livescribe | ||
| Netflix Movie Viewer | ||
| NetObjects Fusion 11.0 | Not Available for Mac OS | |
| PhatNotes for Outlook | ||
| Picasa 3 | ||
| Quicken 2008 | Available for Purchase | |
| QuickTime | Available – Free Download | |
| ScanSoft OmniPage Pro | Not Available for Mac OS | |
| ScanSoft PaperPort 11 | Not Available for Mac OS | |
| ScanSoft PDF Create | Not Available for Mac OS | |
| SecondLife | Available – Free Download | |
| Skype | Available – Free Download | |
| SlingPlayer | ||
| SmartDraw 2009 | Not Available for Mac OS | |
| SnagIt | Not Available for Mac OS | |
| Sony DVD Architect | Not Available for Mac OS | |
| Sony Vegas Movie Studio | Not Available for Mac OS | |
| SugarSync Manager | Available – Free Download | |
| TreeSize Free | Not Available for Mac OS | |
| TweetDeck | Available – Free Download | |
| Wildform Flair | Not Available for Mac OS | |
| Windows Live Essentials | Not Available for Mac OS | |
| Windows Live Writer | Not Available for Mac OS | |
| WMDC | Not Available for Mac OS | |
| WORDsearch 8 | Available for Purchase | |
| World in Conflict |
Introduction to Zotero
Below is a brief introduction to Zotero I prepared for my “Writing a Research Paper" Seminar at the University of Northern Iowa. Starting this semester, I am going to explore Zotero as a research tool.
Zotero [zoh-TAIR-oh] is a free, easy-to-use Firefox extension to help you collect, manage, and cite your research sources. It lives right where you do your work—in the web browser itself.
Download and Install Zotero
Currently there are two versions of Zotero offered for download: Zotero 1.0 and Zotero 1.5 Beta. Zotero 1.5 Beta offers many new and exciting features, but it is still undergoing active development and may cause minor problems for some users as detailed below.
- Syncing and backup of Zotero libraries
- Automatic detection of PDF metadata
- Rich-text notes
- Automatic detection and support for proxy servers
- Trash can with restore item functionality
- Support for Endnote® export styles
Word Processor Compatibility
| Zotero 1.0 | Zotero 1.5 | |
| Word 2003 (Win) | Compatible | Compatible |
| Word 2007 (Win) | Compatible | Compatible |
| Word 2004 (Mac) | Compatible | Compatible |
| Word 2008 (Mac) | Not Compatible | Compatible |
| OpenOffice 2.4 | Compatible | Compatible |
| OpenOffice 3.0 | Compatible | Compatible |
Zotero 1.5 Beta has already been tested by thousands of users over the past 8 months, and we are confident that it is ready for widespread use. We have also added additional automated functionality to Zotero 1.5 Beta to protect data against loss. However, we are still actively adding features to Zotero's synchronization functionality, and there is a small risk of disruption in your user experience. If you plan to use Zotero 1.5 Beta, we strongly encourage you to back up your data regularly. If this message scares you even a tiny bit, please continue to use Zotero 1.0 for the immediate time being.
Zotero Quick Start Guide
For a quick overview of Zotero, follow the link above to the Quick Start Guide or download the pdf.
Zotero Screencast Tutorials
In an effort to make Zotero as user friendly as possible we have developed these screencasts demonstrating many of the basic functions of Zotero. Click on any of the images to watch screencasts detailing the features named below. Special thanks to Steve Bailey from CU-Boulder for preparing the introductory demo.
Zotero Compatible Sites
Zotero will automatically work with many sites not listed here; the best way to find out if Zotero works is to give it a try! If you find a site that works with Zotero but does not appear in the list below, please let us know by sending an email to [email protected].
12 must know Zotero tips and techniques
by Mark Dingemanse
Zotero is getting better and better. In a while, version 1.5 will bring synchronization, online backup of your library, +1100 CSL citation styles, and PDF metadata extraction (for the daring, a sync preview version is available). But even in its current incarnation Zotero is easily one of the best bibliographic managers out there. Here are twelve tips and tricks that help you to get the most out of it.
Zotero Links
Zotero Bookmarks
- • Jason Puckett.net " Zotero Workshop
- • Zotero White Paper Available - E-Tech
- • 7 Things You Should Know About Zotero | Odeo: Search, Discover and Share Digital Media from Millions of Audio and Video Clips
- • academhack " Blog Archive " How to Zotero
- • Papers Support Forum / Bridging two worlds: Zotero and Papers
- • Library Hacks " Introducing Zotero (part one)
- • Intro to Zotero
- • BYU Center for Teaching and Learning " Blog Archive " Research Made Easy
- • Zotero - better research and resources management
- • Emory University - Pitts Theology Library Theology Guides - Basic Training for Research at Pitts Library - Citing Sources
- • Have you all tried Zotero? | Graduate Students | LibraryThing
- • ZSR | Technology How To - Zotero
- • Two neat ways to organize your web stuff: Zotero and Digsby " Meghan's Blog
- • Developing a 21st Century Research System: Zotero + Google Books | EDC Blog
- • Zotero: A Free Reference Management Tool
I am eller0001 on Delicious 
Add me to your network
Making the Most of Your Computers
The Feb. 18, 2009 issue of Church Leaders Intelligence Report provided an excellent article on “Making the Most of Your Computers.” Here is the critical part of the article:
At the recent AICPA Not-For-Profit Financial Executives Forum held in Anaheim, Randy Johnson, executive vice president of Network Management Group, Inc. offered his top-ten tips on extending the life of your desktop tools.
Happily, most of these tips do not require additional out-of-pocket expenditure. Consider asking for the advice or participation of someone well-versed in information systems and technology if you don't feel comfortable implementing these tips.
- Back up files no longer needed and delete them locally.
- Remove programs no longer needed, and make sure to remove program file folders not removed by "uninstall."
- Convert drive to NTFS, if not already; this increases the size of read/write blocks and significantly improves speed.
- Defrag the drive (twice!).
- Install the latest SP release for Windows and Office, if applicable.
- Determine that you are not running multiple spyware/virus software.
- Run MSCONFIG and remove auto start programs you do not need.
- Keep the Tray lean and mean; remove programs you do not run regularly, like Hot Sync for Treo and others.
- For Microsoft Vista, remove gadgets like the weather, stock quotes and CPU activity. This is critical if you are running on a single CPU system/older system upgraded to Vista.
- Upgrading memory to two or three gigabytes is the only additional out-of-pocket item, but it will significantly improve performance.
Nonprofit Times 2/11/09
Microsoft Tag
On the horizon for mobile users is a new technology Microsoft is starting to promote called “Tag.” According to the web site,
Microsoft Tag creates unlimited possibilities for making interactive communications an instant, entertaining part of life. They tranform physical media (print advertising, billboards,product packages, information signs, in-store merchandising, or even video images)—into live links for accessing information and entertainment online.
With the Microsoft Tag application, just aim your camera phone at a Tag and instantly access mobile content, videos, music, contact information, maps, social networks, promotions, and more. Nothing to type, no browsers to launch!
This provides some interesting educational opportunities. Students today are very comfortable with cell phone technology. If educators can find ways to embed interactive educational content into everyday objects, imagine the possibilities for learning!
Rather than static bulletin boards in a room, teachers could create links to interactive web content that students access via their cell phone. When students turn in projects, they can build in tags to content they have created.
From a church’s perspective, all kids of information can be linked from the weekly bulletin or newsletter. Sermon notes can have interactive content built in so that learners can access the content during the sermon or later.
This could be fun. :) Do you have any ideas how Microsoft Tag could be used?
You can learn more by visiting http://www.microsoft.com/tag/