The majority of email messages that you get can either be easily processed or really aren’t worth your attention anyway. This is one of the fundamental principles of Email Triage, and it’s true whether it’s our system or any other that you find or create. This principle is obvious upon consideration, but the way a lot of people check email (rather than process email) doesn’t really come to grips with this.
The email messages that remain and get stuck typically involve:
- Making a decision
- Creating something (a solution, a plan, an asset, a proposal, art, whatever)
- Setting or enforcing a boundary
- Being vulnerable (making an ask, apologizing, coming clean, etc)
What rests underneath each of those four categories, though, is fear. Fear of making the wrong decision. Fear that the solution won’t work or be liked. Fear that whatever needs to be created will be rejected. Fear that someone will not like you if you start saying no. Fear that people will hurt or shame you if you’re vulnerable.
You Have to Be Brave
Yes, this is another one of those scenarios where fear is the highest common denominator.
Which means that your way forward through these emails is more of a heart game than a head game — in each case, the solution isn’t figuring out what else you need to know (which feeds the lie that “more research” will make it easier); but figuring out what you need to do to be more courageous. (Tweet this.)
When framed that way, a common first reaction is frustration or exasperation. I know this first hand, because I hold a metaphorical punching bag for my private clients, and it often comes up for our Email Triage customers who write in and tell me they’re stuck. It gets even worse when I refuse to give them my recommended resources on how to be more courageous.
The root cause of the frustration is that the person often then knows that the only thing between them and whatever’s on the other side of that email message is their willingness to be brave. No more research. No more re-editing or re-crafting the email message. No more punting the frog for another day.
The backpedaling that normally starts here, though, is that then people want to wait until that chimeric time when they’re going to feel much more up to sending it. While it’s true that it’s a lot harder to summon your courage when you’re in a HALTS state — hungry, angry, lonely, tired, or sick — the reality is that, outside of those scenarios and maybe a good coaching or mastermind session that fires you up, you’re not going to be in some Zen state. Furthermore, the way most of us are living, it’s a rare day that you’re not going to be in one of the HALTS conditions.
Here’s where we have to remember that courage isn’t the absence of fear, but the response to fear. As I’ve said to people who tell me that they believe that they’d cry in a combat scenario, it’s not that the tears aren’t there, but that you learn to fire through them.
Muster Up the Courage and Hit Send
The practical takeaways here are thus:
- Whenever you’re planning something that requires you to send email of the type outlined above, give yourself extra time, space, and self-compassion. Five email messages that require courage to send really can take you a month to send, even if they’re sitting in your drafts folder ready to be sent or someone has given you the perfect email. It’s not about the words; it’s about your fear.
- Emails that require courage to respond to or send need to go in Focus Blocks or they’re likely not going to be done or done well.
- In my experience, the length of your message is directly proportional to how much fear you’re feeling. The result is often sending someone an email that they have to work really hard to process, because it’s long and they have to figure out what’s really going on. You may need to write more for yourself, but you don’t need to send all of those words. You can write brief messages without being a jerk, presumptuous, or hoisting your fear on someone else. Your recipient is going to sense or recognize your fear one way or the other and likely already understand why it’s there.
Today’s challenge is to send one of those stuck emails. While starting with the one that scares you the most may provide the biggest relief, it may also trigger a vulnerability hangover that wipes you out for a while. But, before you send that email, figure out what you’re going to do after you send it so that you don’t spend the next hours or days hovering over your inbox to see what the recipient says. Going outside or for a workout can be especially nourishing.
You can do this. Will you?
Posted by Christin on March 8, 2018
Sending mass email requires a few points of etiquette one being to keep email addresses private. There are a number of reasons why employees prefer to keep their email IDs private. Sending an email to undisclosed recipients ensures that you can do so in a professional manner.
Mailbird aims to make your professional endeavours easier by integrating a variety of intuitive functions into one friendly email interface – organize, search and find information with a click of a button.
The best way to do send an email to multiple people is to use an undisclosed recipients feature that can be integrated into Gmail or Outlook with Mailbird.
Some main benefits of sending email to undisclosed recipients are:
Concealing email addresses is a thoughtful and professional way of sending mass emails. This protects the privacy of your recipients’ responses too and ensures that other people don’t get a build up of email responses stemmed from replies to your mass email that does not concern anyone but the original sender.
Reduce junk email
Sending email to undisclosed recipients helps to ensure that people actually get your email and that it isn’t filtered out as chain emails to the junk folder.
Truthfully, when you send mass emails with exposed email addresses, it subjects other people to spammers, malware and viruses. Furthermore, it makes it easier for spammers get a hold of information, in extreme cases cause a breach in security through hacking.
Send personalized email
Instead of seeing a list of emails, names can show up in place or a general title can be given such as “To the Content Department.” This allows you to send email to multiple parties with none of them knowing the other recipients.
How to send an email to undisclosed recipients using Gmail
- Start a new message -> click “compose“.
- Type Undisclosed recipients in the To field . For example, if your Gmail address is [email protected] , you’d type Undisclosed recipients .
- Click the BCC field.
- Type the email addresses of all intended recipients in the Bcc field. Separate the names with commas.
- Write the email in the body and the subject of your email as you always do.
- Once it is all written and formatted click Send.
Sending emails to undisclosed recipients using Mailbird varies only a little bit from sending them from your webmail client as described for gmail above. Below is a simple step by step explanation on how to send emails to undisclosed recipients using Mailbird.
Send out emails in a professional manner.
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How to send an email to undisclosed recipients using Mailbird
- Make sure the contacts app is enabled in Mailbird
- Go to Apps in the left sidebar and select ON under contacts
- Hit the add contacts button
- Type “Undisclosed” in the first name field
- Type “Recipients” in the last name field
- Click Add email and type in your email address
Make sure you have an address book entry that is set up for undisclosed recipients. Follow the steps above to set up your contact list to send an email to undisclosed recipients.
Next, send an email by completing the following steps:
- Formulate a new message and type “undisclosed” in the To: field to select undisclosed recipients (with a contact email) from the auto-complete list.
- Click the pointed triangle in front of To: (▶) to add all the recipients to Bcc
- Separate each recipients’ email with a comma
- Compose your message and send it off!
Send out emails to undisclosed recipients using Mailbird.
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After sending an email to undisclosed recipients’ only you, the sender, has access to the recipients’ list and their responses. This is a much cleaner and effective way of sending mail to mass groups – especially ones who may not know each other and may not want to have their information exposed.
Save undisclosed recipients lists
Do you send out weekly meeting minutes? Order lunch on Fridays at the office? Are you a professor who sends out weekly emails to students? Do you rely on email marketing? No matter the case, creating a regular list of undisclosed email recipients is a far more convenient way to manage and execute mass emails. You can also create and save your undisclosed recipients for recurring email lists with Mailbird.
Read Mailbird’s testimonials to learn more about what our users think and try Mailbird for free today!
Editor’s Note: This post was originally published in June 2017 and has been updated for accuracy and comprehensiveness.