Strategies for Email Productivity


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Get Organized Month Presentation by Ellen Delap of
courtesy of NAPO Houston
January 19, 2012

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Strategies for Email Productivity

  1. 1. Feeling overwhelmed?
  2. 2. How’s your RAM Space? What happened Did I email on Glee last George? night?
  3. 3. Do you suffer from Decision Fatigue? Why ordinarily sensible people get angry at colleagues and families, splurge on clothes, buy junk food at the supermarket and can’t resist the dealer’s offer to rustproof their car. No matter how rational and high-minded you try to be you can’t make decision after decision without paying a biological price. - New York Times, John Tierney, August 17, 2011
  4. 4. Email… by the numbers How many emails do you think the average worker receives in a day? 50? 100? 200? How much does your productivity decrease every time you multi-task? 20% to 40%
  5. 5. Just think……. Would you run up and down your driveway 14 times a day to check the mail? That’s what checking email is! Geralin Thomas Metropolitan Organizing
  6. 6. Time to stop the insanity!
  7. 7. Factors For Email ProductivityWhere is your weak link? Skills for productivity include: Complexities? Variables? Lots of research?  Decision making Answering email at 2 am or Dinner? Lots of interruptions?  Boundary setting Repeatedly needing to clarify, share common language?  Communication skills Not sure what to do first, what is most important?  Prioritizing Not enough time to do it all, takes too much time to do?  Time management ○ Casey Moore ○ Stop Organizing, Start Producing Casey Moore Inc.
  8. 8. Managing E-Mail Choose Your Tool Outlook is not the only option Mozilla Thunderbird top rated Hotmail easiest to categorize Gmail easiest to integrate with smart phone Spam filters Multiple Email Accounts Compartmentalize Personal, Professional, Shopping Professional requires professional name Reading Folder or RSS feed (feed reader)
  9. 9. Managing EmailInside the Organizer’s RSS Feed
  10. 10. Managing EmailInside the Organizer’s Email
  11. 11. Managing E-Mail Make a decision  Delete  Delegate  Do it  Defer? Not!
  12. 12. Email Guidelines Expedite communication  Phone vs. Email (Rule of 3, Set a date, Finalize) Carefully use auto-fill (the Kevins) Unsubscribe Subject lines Replies  No reply necessary  EOM
  13. 13. Smart Phone Email Guidelines Open safely Open what you can act on asap Only open critical emails Open what you can delegate Consolidate your contacts Connections  “Use it for good, not evil”
  14. 14. E-mail Triage Establish 3 times to check and triage your email Set one time to “work” your email Defer distractions during your “work” time File your email as you go Color code with Red and ?
  15. 15. THINK: Uni-tasking!Researchers studying the brain and cognitive abilities keepdiscovering that we need to focus on one task at a time towork effectively.Men and women lower their IQ by 10 points when they’reasked to do two things at the same time.Safety! Don’t open your email whilewalking or driving!
  16. 16. E-Mail Tricks For Filing Sort by name, date or subject E-mails you’re keeping  Create file folders  Periodically purge  Detach attachments and save in Word  Keep it simple sweetie  Just take a minute to delete
  17. 17. Email Tricks for FilingSorted by “Sent Date”
  18. 18. Email Tricks for FilingSorted by “TO”
  19. 19. Ellen’s Top 10 Email Rules Know your strengths: Monica, Mary, Janice, Jake Make changes by baby steps (Kaizen) Inbox means ACTION Do It, Delegate it, Delete It Email Triage (3 and 1)
  20. 20. Ellen’s Top 10 Email Rules Power Hour and Email free times Phone instead Subjects and signatures File and delete as you go Simple Subfolders  Processed, Completed, Off my plate  Parallel your paper files
  21. 21. Email in Productive Perspective Return on Investment
  22. 22. Ask the Organizer Ellen Delap Certified Professional Organizer and Certified Family Manager Coach 281-360-3928 Twitter @ TexasOrganizer Linked in EllenDelap/ProfOrg Facebook EllenDelapProfessionalOrganizer Upcoming events  Clutter Support Group  Take Back Your Life Seminar