When Is A Signature More Than A Signature?

email signatures
email signatures

Many people use their email signature as a way to communicate credentials, contact information and marketing links. Sometimes people include an inspirational message. These are all great uses…but there is more you can do.

Most email programs provide an option for multiple signatures. Some people use this feature to change between business and personal signatures. This of course is helpful. But imagine the possibilities if you used these signatures to communicate information you use all the time.

The best way for me to explain this is to share what I do. If I find that I’m sending the same information in emails over and over again, it is worthwhile to turn it into a signature (I actually put the body of the letter into the signature.) Then when I need to send that email, all I need to do is change to that particular signature, add the salutation (Dear Jane), make a few personalization tweaks, and hit send.

Here are the signatures I use:

  • Coaching – is used when replying to a client interested in coaching
  • Ellen – is for when I just want my name
  • Ellen Faye Organization – is my full blown signature with all the bells and whistles
  • Ellen Personal – is for personal correspondence with my home phone #, etc.
  • Ellen Short – is essential information used for business
  • ePub – is used to thank people for signing up for my weekly tip
  • Mom – is for my kids… (says…Love, Mom)
  • New Organizer – is for inquiries about becoming a Professional Organizer
  • Yahoo Invite – as Yahoo Group coordinator for my local NAPO chapter, I use this to invite new chapter members to join the Yahoo Group.

This super useful tool saves me a great deal of time. Check out the signatures feature in your email program to see how you can benefit. Questions – post them as a comment on my blog and I’ll get back to you right away.

The Most Powerful Productivity Tool Ever

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“NO” is the most powerful productivity tool ever!  As the new year is upon us, with all our new goals and aspirations, it is easy to get caught up in the vortex of hoarding opportunities.  With the myriad of information and prospective “things” we can do with our time, money, and energy staying focused is … hard.

To effectively evaluate if you should say “YES,” getting clear about what is important is critical.  (Check out my 10 Minute Goal Setting Blog Post if you need some direction with this.) Remember, that when you say “YES” to one thing you are saying “NO” to something else.  Your resources are not endless!  Filter questions include:

  • If I say YES to this opportunity, what will I be saying NO to?
  • Will saying YES help me achieve something valuable, useful, or important?
  • Will saying NO be a relief?

Once you are clear with what’s important saying “NO” becomes much easier.

Set Yourself Up for a Smooth 2014

2013 Records
2013 Records

There is no better time than this week to set up your paper systems for 2014. Here is what I do:

  • I start with an empty Bankers Box
  • I pull out all my household financials (bills paid, bank statements, etc.) for 2013 and put them on one side of the box
  • I pull all my (personal) receipts from 2013 and put them in a gallon zip lock bag marking it with Personal Receipts 2013 with a black sharpie and toss those in the box
  • I take out my 2013 business records and put them on the other side of the box.
  • I take all the papers out of my 2013 taxes bin and put them in a 10 x 13 envelope, marking it “For 2013 tax prep” – I lay this envelope on top of the other stuff in the box
  • I put the lid on the box marking it “2013 Financial Records – shred in 2020” (7 years plus one for good measure)
  • The box then goes under my desk until my 2013 taxes are filed.
  • After my taxes are filed, the box goes to the basement for storage, pulling the “Shred in 2014” box.

This simple perpetual process keeps everything in order with minimal effort. If I drop the ball and don’t pull 2013 out now then I end up mixing 2013 with 2014 and I’ve just made myself a lot more work. If I take the time to do this now, my systems are in place and I’ve set myself up for a smooth 2014.