The business world is an extremely competitive place, and companies need to take additional steps to make sure hackers can't get into their email systems and cause trouble. If this ever happened it has the potential of costing a business millions of dollars. Secure email systems can help you protect your business by keeping your secrets safe while encouraging a better flow of information between employees. Then there are situations when employees are let go from a business. What happens if they had access to important emails? Can they be trusted not to let the information leak to the public? This could also be devastating to a company, but it is something that could be avoided if there was a secure email system in place. There are also the times when business executives check their email at WiFi hotspots. Can you be sure the email is safe? Public connections are notoriously difficult to keep secure, and that is why it is a good idea to enlist a program that will give you the extra security on your email activities. The daily demands of modern businesses combined with generally busy lifestyles can cause people to cut corners and take risks. That could leave a lot of important data vulnerable to hackers, and that is just one more reason to find a secure email plan that will let you protect all your information. What should happen if you find yourself in a situation when, after spending hours on a report, it gets stolen on its way to the final destination? What if the perpetrator was someone in the company? Unfortunately this is a very real possibility and happens more than it should in companies where the competitive environment encourages employees to take any advantage they can get. Most companies espouse some sort of ethical code, but they are not always followed. There are many employees that could tell plenty of stories about observing other behaving in unethical ways. If you are working with people like that, they could very easily get a hold of your information if you don't use secure email. If someone really wants to get a look at your important information (whether in a business or personal situation) it really isn't that hard. It may be illegal, but that doesn't stop some people from attempting to get into your personal data. Secure email solutions, though, can help you prevent this from happening. Secure email is a simple but very necessary step for businesses and individuals who want to avoid most of these problems. If you take the time to find a quality solution you can be sure that your information will be safe. Photo Credit: Solid Blogger Source: Ezine Articles

In the recent update we've made some Design changes, to improve the user experience. Now, The Folder tree is moved permanently to the Left, to bring back the Traditional Look & Feel of the Email Client you are familiar with. The decision to change the design was initiated by the feedback we received from the users. Thank you for all your suggestions, We would love to hear what you think about the changes made recently.

Setting up Email Filters is a widely adopted  method to tackle information overload. E-mail filters can block spam, or junk e-mail, and other unwanted e-mail messages by automatically deleting them. Filters can also be used to sort incoming messages into particular folders.  Here is how you can set it up in Taroby: 1. Login to Taroby with your username and password. 2. Locate the Filters by Clicking the Config Button on the menu bar. 3. Click the Filter and choose the email account for which you're creating the Filter. Type the name of the new filter such as "Junk E-mail." and hit the save button.  On Saving the Filter Name, a new window pops up where you can set the conditions or rules for the filter, and the action it should perform. 4. Enter the filter conditions, or "rules." Conditions are requirements the e-mail must meet (for example, the sender is Joe Smith or the subject includes the words "Make Money Fast!") in order for the action (such as Moving Message to "Junk E-Mail" Folder) to take place.  You can save multiple conditions for your filter, and also choose whether all the conditions must be fulfilled or not. Here I've choose the option "Minimum One Condition" so that the action is performed for any condition. 5. Select the action you want the program to perform with filtered e-mail. You can move it to another folder, or request other actions, such as Mark as Junk, Mark as Read, Assign To, Copy Message To, Delete etc. 6. Click on the Save button at the bottom to save your new filter.

We've recently introduced an RHS Layer which should make it easier for users to access information about a particular email selected in the Email Grid. The RHS Layer is divided into 4 sections: 1. About: Shows you the basic details of the sender of the selected Email. That includes the Profile Photo, Full Name, Company Name, the social networking profile links of the person/company entered in your Address Book. It also gives the total number of emails you both have exchanged. Here I've selected one of the email sent by our director  Mr. Aby Varghese. 2. Contact Data: This section shows you detailed contact information about the sender including Postal Address, Telephone Numbers, Fax, Mobile Phone numbers, Websites, Social Networking and lots more... 3. Previous Messages: This section makes it easy for you to access 10 previous emails send to your from the selected email address. This is a great time saver as you don't need to search for recent email conversations. 4. Files Exchanged: This Section shows you 10 latest attachments sent to you from the selected email address. This feature lets you access the files exchanged through previous emails, without opening the email itself. We hope the New RHS Layer helps you work smarter. We would love to hear your feedback on this new feature.

If you and your teammates are experiencing communication problems, I have one question for you. How much of your communication is happening via email? When the problems are many, the percentage is usually high. This is because email is missing some key information that helps us understand the message, namely body language and vocal qualities. In research published in the Journal of Personality and Social Psychology, a study found that email recipients only correctly interpreted an email's tone 50% of the time. The study also found that people believed they got it right 90% of the time. You can image the problems this can lead to on a team that communicates primarily through email. Most teams would benefit from using less email and having more telephone and face-to-face conversations. But let's face it. Email is great because I can fire off a message whenever it's convenient for me and not have to be present if there's an unpleasant reaction. If you are going to use it, then I recommend the following tips. My guess is that everyone has at least a couple of these they could improve upon.

• Get their attention with an appropriate (honest and interesting) subject line. Don't trick them by overdoing it.
• Keep it short and to the point. People are busy and won't read your email if it looks too long.
• Pay attention to spelling, grammar and punctuation. Make it easy to read, unless you want to send the message that you are either uneducated or don't care.
• Make it personal, using proper salutations and sign-offs.
• Use the right level of formality. This is dependent upon the relationship you have with the intended recipient. Choose the wrong level, and you risk offending.
• Send it only to the person or people who need to receive it.
• Assume your email will be forwarded, especially to people you don't want to see it.
• Don't try to convey humor, sarcasm, or other complex ideas. It just doesn't come through very well.

Effective communication is critical to a team's success. Make email effectiveness one key part of your overall team development strategy. Source: EzineArticles

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IT mangers would find their jobs much easier if every employee voluntarily accepted and used the company's choice of online collaborative tool. This, however, only happens in an ideal world, and real employees tend to resist change- even if it helps them perform their jobs faster and more efficiently. One way to encourage the use of your online collaboration tool is to involve the future users in the decision making and training process. This allows certain members of your team to become the "software champions" and encourage voluntary participation across the board. Remember, of course, that there are several different types of tool users in your team and the key to successful collaboration is ensuring that each user group's needs are met. Stark Difference Between Tool Users No matter what the workplace business tool involved, there will be different levels of users who employee these tools. Some team members will find certain features more valuable above others. Make sure to identify these distinct types of users beforehand and consider each one's needs when looking for your solution. A great way to encourage adoption is to provide incentives for their cooperation. The Software Champions These are people who are highly active in the workplace community and participate in company-wide projects. This type of person will take ownership of a particular project and ensure that the right processes and tools are being used to complete the project successfully. This type of user can help examine the online tool for any glitches and drawbacks and bring these to the attention of the appropriate manager, while offering solutions. These users tend to be the software champions in a company, and often act as the informal trainers for new hires. Ordinary Users This group probably constitutes the majority of your user base. They will login regularly while contributing ideas and suggestions about the online collaborative tool. While they are not as active and enthusiastic as all-knowing users, there is a larger number of them, spread out through different layers of employee activity. This group's needs should be of utmost priority when choosing a solution. There will be plenty of different types of users throughout your organization. Make sure your tool fits every type of user in your company, is easy to adopt and navigate, and of course, scalable for your growing organization. Source: EzineArticles

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Do you get overwhelmed by emails into your inbox? It can so distracting, and takes away time and energy from your work. Not to mention, it can create stress from information overload. Is there a simple way of managing your emails? Well, in a word, yes. If you've been on the internet for any length of time, you'll probably have subscribed to a newsletter or two. However, it's more likely you're receiving tons of emails from different authors and companies that clog up your email inbox. And you've probably subscribed to these lists because you were interested in the information that the authors were providing you. Short of unsubscribing, what can you do? If you're like me, I receive tons of emails from the different lists that I've subscribed to. So much that instead of allowing me to focus on what I want to do, the emails have just become a distraction. Not to mention that I have to set aside time and energy to clear my inbox when it gets too crowded. This is where the value of categorization comes in useful, especially if you want a quick and easy method of managing the emails that come into your inbox. Step One: Sort out the information categories of your email What I did was sort out the main types of mass email I get, which are related to internet marketing and trading online. For example, two categories are: 1. Internet Marketing Related 2. Trading Related Keep the main categories broad enough without breaking them up into niches. You'll understand why in the next step. Step Two: Create one free email account per category The next thing to do is to create 2 free email accounts, using gmail for each category. You can use other free email services, but it so happens that I use Gmail from Google, and they have tons of storage space. You can understand now why I suggest just using the main category and not break it down further. You'll only want to handle a limited number of free email accounts, instead of creating another huge list of free email accounts to manage. Step Three: Change the subscription details for each list you're subscribed to The next step is then to go through all the current emails in your Inbox, and changed the subscription details to your free email accounts. In this example, I redirected all the internet marketing related lists to my account dedicated to internet marketing, and the same for trading related emails. This way, you can still remain subscribed to the lists you're interested in, but without being overwhelmed by the number of emails that keep pouring into your Inbox. You can always log into your email accounts during your free time, and catch up on news and updates as necessary. Step Four: Slow and Steady You could do all your subscribed lists at one shot, if you're subscribed only to a few. But if you're subscribed to a large number of lists like me, it'll probably be more productive to do this email re-direction over a period of a week or two. As for paid services and products, you might want to stick with your primary personal email. I use my main personal email account still as I want to make sure I get any updates or notifications on time. It's only the free information or lists that get delegated to my free email accounts. Summary Managing information is crucial to keeping focused on your goals. With so much information available today, it's easy to get distracted and lose sight of your primary goal. Information overload can also cause you stress, especially if you're already busy with other projects. Keeping Separate email accounts for Emails Newsletters, News etc is is a simple, straightforward way to manage information. Configure those free Email accounts in Taroby, along with your Primary Email accounts. It's an easy way you can adopt in removing distracting emails from your primary Inbox, and also access those emails when you need them without switching Applications. Source: EzineArticles

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Email is an extremely convenient mode of communication; perhaps too easy, as it seems to invite people to contact you for sometimes barely any reason at all. And with all that email coming in that needs attention, it can be hard to get anything else done. So how can you get a grip on your business emails before it gets its grip on you? Getting Control Of Email Success in small business relies on discipline, focus and good time management. Often, however, necessary tasks like checking, reading and responding to emails can start to overtake productive work time and decrease your productivity - and in turn, your profitability. That is why it's important for you to be managing emails, rather than letting emails manage you. Here are some pointers from the experts:

• Schedule time for checking emails; this can be once, twice, or three times daily at times that fit into your schedule. Block out time and when the time is up, move on to other pressing matters.
• Do not use email for emergency contacts; inform clients and business associates that you are not available immediately via email, and that they should phone or contact you via instant message or mobile phone for pressing matters. This makes it possible for you to handle emails in chunks rather than constantly throughout the day. Be careful who you give emergency contact information to, though, so that it is used for its intended purpose.
• Turn off automatic alerts, both audio and visual, so that you are not tempted to immediately respond every time a new message comes in, breaking into your productive work time.
• Deal with emails during your 'down time'; do not schedule your most creative and productive times of day for organising emails. Put email management into your schedule where it makes sense - those times of day when you need to slow down, or that do not take away from more complex activities.
• Use tools for organising emails; get to know the features of your email client and use them to prioritise emails. For instance, separate emails into folders according to priority levels, clients, or subjects, or use settings to automatically send emails to appropriate folders or locations.
• Respond to emails when read; many people will read all emails before responding, and then go back and start with the most important ones. But this only multiplies the time it takes to get through the lot. Respond to emails as they are read, and you will not have to begin all over again sifting through them.
• Separate business and personal emails; do not give out business email addresses to friends and family that do not have a business reason to contact you.

Email is a very useful and important business tool, but if you don't learn how to efficiently manage your emails they will begin to take over your business life. Put into practice these and other tips to put email in its rightful place. Source: EzineArticles

Email etiquette is essential to help save time and increase productivity in an office environment. Many times a simple phone call as the question that is being asked can be handled quickly and effectively when discussed verbally. More complex topics need more details that can easily be given over the phone. Below are some tips on how to maintain proper email etiquette so you can have a smoother functioning office and avoid the needless fluff that can come across our work systems.

1. Email should be concise and to the point. People lose interest quickly in lengthy topics, deliver the vital information and press send.
2. Avoid open ended emails. As the sender, you need to answer questions before they are asked to avoid numerous questions being asked and increasing email volume.
3. Grammar is essential. Most email programs can check your grammar and spelling. Use it.
4. Respond quickly to questions. Instead of putting an email off, answer it once you receive it. If you need to research a topic let the sender know. This gives them the common courtesy of knowing their email has been received and is being worked on.
5. Only add important attachments. People are mistrusting of most content sent through email. Unless you are sending a vital document, don't attach anything to your message.
6. High Priority means it is urgent. It shouldn't be used on items that aren't due in a short period of time. This can be a rude way of delivering messages. Also, never use URGENT or IMPORTANT in the title of your email.
7. Capitals are shouting. A vital part of email etiquette tells us that when we talk in caps we are shouting. Refrain from shouting at people unless you intend on them responding offended.
8. Use Reply. Don't start a new message for the same topic. Continue the original topic so individuals can see the progression of information. Don't ever hit reply all unless it is your intent to send it to everyone.
9. Read the email before sending. If it sounds strange to you or leaves you with questions, it will have the same effect on others.
10. Chat Lingo and Emoticons are Rude. This is a business being run, not a friendly correspondence. Unless you know the person and the email isn't for business don't use these common references.
11. Chain letters need a broken link. Don't forward chain letters or funny jokes. While you may enjoy receiving them, most people don't. There is also no validity to any chain letter, no one has ever won money or died suddenly.
12. Never use email for confidential information. Email can be easily read if it is left open, and can be hacked by some people. Don't ever give out confidential information in this manner.
13. Never put in any offensive material. No one wants to hear your offensive, sexually explicit, or racist remarks. Curse words also have no business in an email.

These are the basics of email etiquette. As you continue to learn more about email, you will find there are other things that aren't proper. Take some time to learn all you can before you send messages that people find offensive, or poor in context. Source: EzineArticles

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Perhaps one of the most overlooked aspects of a good sales funnel is customer follow up. Often times we spend countless hours priming and primping our customer/prospect leading up to the sale. But in the end we drop the ball the moment the customer doesn't bite or, worse yet, we make a sale and then forget about that customer and move on to the next. This is the probably the single biggest mistake most people make when working with a client or prospect list. They fail to follow up properly if at all. Following up with a customer/prospect is paramount to building a lasting business relationship and it is one of the main ways to maintain that relationship and create customer value through this retention. Through one customer can come repeat sales, referrals and a loyal customer for life. It's not difficult and doesn't take much time if it is done in a systematic way. If your business currently does not have a good follow up system, then you need to get one now. There are several types of customer follow up and each one should have its own unique message. Let's examine the reasons you follow up with a customer after the sale:

1. You want to be sure they are pleased with your product/service
2. You want to further develop the relationship with that customer and entice repeat sales
3. This in turn will limit refunds - a sale is not a sale until after the guarantee period is over. Many people forget this and ultimately forget the customer once the sale is made.

The reasons you follow up when there is no sale:

1. To follow up on whether they have made a decision.
2. To further address any objections your customer may have.
3. To determine the time that is right for them.

There are several ways to follow up with a customer and you should utilize each method. A good chain for "after the sale" is sent to the customer in a 5, 14, and 30 day interval. This can be a mix of a card dropped in the mail, an e-mail followed with a card or a phone call to touch base with your customer to see how they are getting along and if they are having any issues. If a customer is not ready to purchase, this is NOT a sign they will never purchase. Sometimes, this type of customer ends up being your most loyal customer. Never give up on a customer/prospect if they are not ready to buy. If they absolutely say "NO" they will never purchase, then leave them alone. But if they are simply not ready at that time to purchase, then follow up is critical. Maybe in 3, 4 or 6 months they will be ready. Life happens to people. Be there when life corrects itself and they are ready. If you aren't, then someone else will be and they will reap the rewards. So stop spending so much time up front trying to get the sale. Using good customer follow up techniques will not only go a long way in creating customer value, but in the end will help build a sustainable relationship with your customer which will ultimately result in more sales, repeat business and a higher bottom line. Source: EzineArticles.com