Beyond the Inbox

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Speaker Notes at https://docs.google.com/document/d/1VuieNSV0GzN4YmmSV9ST8yGxSE25XgkjH7pIy54VxJk/edit

Speaker Notes at https://docs.google.com/document/d/1VuieNSV0GzN4YmmSV9ST8yGxSE25XgkjH7pIy54VxJk/edit

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  • 1. Beyond the InboxBreaking Free of Email Slavery Anali Perry - ASU Libraries
  • 2. Whats in YOUR inbox? From http://www.flickr.com/photos/smithsonian/2551232980/
  • 3. It exists!
  • 4. What well cover• Scheduled Email time• Email triage basics• Folders• Filters• Templates• Implementation tips• Email charter
  • 5. Dont be a slave!Always-on email:• distracts you from your tasks• imposes the priorities of others• enables procrastination
  • 6. Schedule your email time• Disable notifications• Check email on your timetable• Process email - dont just read it
  • 7. Scheduled EmailSome ideas:• 10 minutes every hour• 3 times per dayDepends on your workflow and work style - there is no oneright way! 
  • 8. Processing Email1. What does this message mean to me. Why do I care?2. What action does this message require of me?3. What is the best way to resolve this message? From http://www.flickr.com/photos/scoobyfoo/441272764/
  • 9. Email Triage Flow!
  • 10. Email Triage Actions• Takes < 2 minutes: Respond immediately• Takes > 2 minutes: defer for later response• Takes > 15 minutes: generate an action from it• No need for response: delete it or archive it
  • 11. Folders: The inbox is NOT your to-do list! From http://www.flickr.com/photos/nypl/3110130720/
  • 12. Folders• Needs Action• Follow Up• Read Later• Not to Me• Archive From: http://www.flickr.com/photos/nypl/3110117236/
  • 13. Folder tips1. Add to favorite folders list2. Change properties to display all message, not just unread3. Change subject lines (especially for Needs Action)
  • 14. Filters
  • 15. Filters• Listservs/committees• Anything with "fw:" in the subject line• Not sent to you specifically• Filter by sender From: http://www.flickr.com/photos/usnationalarchives/3679279416/
  • 16. TemplatesLet the computer do thetalking! From: http://starwars.wikia.com/wiki/File:C3PO_EP3.jpg
  • 17. Inbox Zero!
  • 18. Implementation tipsFresh Start:Make a Fresh Start folder and move everything older than21 days to that folder. Then schedule time each week toprocess that folder.
  • 19. Implementation Tips• Lose the guilt: archive or delete anything older than 30 days.• Divide by half and repeat• Its okay to start slowly!
  • 20. MaintenanceWeekly Review:1. Email: Review and prune my Needs Action and Followup email folders.– To-do list: Read over my current task list; prune stuff that doesn’t matter any more; re-prioritize items to work on next week.– Projects: Move any “next actions” for each project to the to-do list; Revise and prune the project list to reflect current status.– Calendar: Check out next week’s appointments and meetings; add any necessary prep work to to-do list.
  • 21. Patience, Grasshopper
  • 22. Email Charter1. Respect the recipients’ time2. Short or slow is not rude3. Celebrate clarity 4. Quash open ended questions5. Slash surplus CC’s 
  • 23. Email Charter6. Tighten the thread 7. Attack Attachments 8. Use EOM and NNTR ("end of message" & "no need torespond")9. Cut contentless messages (e.g. "Great!" or "Thanks!")10. Disconnect! From http://emailcharter.org/
  • 24. Credits• Merlin Mann of 43 Folders (ultimate inbox zero resources list)• Gina Trapani of Lifehacker• David Allen of Getting Things Done
  • 25. Questions? From: http://www.flickr.com/photos/nationaalarchief/391631389 2/