Info Excellence -Seminar DemonstrationPresentation Transcript
The Info-Excellence® Seminars Email and Filing Effectiveness Training Driving Profits, Sales, and Growth
The Typical Professional’s Day 20,000 surveys of professionals around the world indicate that: 75% of the day is spent on 3 primary business activities >30% of that time is “wasted” Conclusion: 36 days a year are wasted by the average professional.
Info-Excellence® Program Overview Launch Post-Training Assessment (2 Weeks After) A Series of Behavior Changing Events *All Data Based on 240 Days at Work Each Year
The Company We Keep… Manufacturing
Designed by Experts “It works!” Ken Blanchard, Coauthor, The One Minute Manager®
“We saved 4 hours per week!” Matt Koch, Director of Productivity Mgt., Capital One
“Reclaim your life!” Betsy Meyers, Executive Director of Public Leadership, Harvard University 80,000 in Print 11 languages
Info-Excellence® Impacts Bottom Line Growth: Time savings of 15 days per year equates to $3.6 million in labor costs/1000 employees that can be reallocated to higher ROI activities.* Profits: Reduced email volume lowers the IT cost of backing up email and legal search fees. Legally appropriate email reduces liability costs Revenue: Effective communication boosts sales *15 days x 8 hours/day x $30/hour x 1,000 associates= $3.6 million a year
Email Efficiency & Etiquette File & Find It Fast Objective: - File 25% More Effectively
2 Weeks Pre-Training Survey Concerns 92% believe that increased sharing of email best practices will boost productivity and reduce stress 32% of email time is wasted 73% feel colleagues often over-use reply-to-all 12% feel that they, themselves, often over-use reply to all 80% often receive emails with vague subject lines 92% often receive emails that require clarification 72% believe that they have ‘little control’ over the quality /quantity of email 100% state that improving the overall productivity of email and information storage supports Organizations’ values
Send Less – Get Less Capital One Case Study – 3,000 participants – Richmond VA – 2004-5
1-2-3 Email Quantity Tool ask... 1 3 2 Needed? Timely Relevant Complete Targeted? Reply to All Dist. Lists, cc Best Channel Appropriate? Compliant Professional Inoffensive ...before you send
Motivating People to Change Poor Email Good Email Inefficient Professional Long-Winded Recipient-Focused
A-B-C Email Quality Tool™ A-B-C Email Quality Tool Action-Takers Strengthen the Subject Stakeholders Action: Info: Request: Confirmed: Delivery: Descriptive Title – EOM (End Of Message) ACTION: Please review draft by 5pm Friday 19th Feb DELIVERED: March business plan for Southern district Limit and Explain Attachments – Use Links Sculptthe Body Brief, Warm Greeting Action Summary
Specific action, purpose, response time
Dig up context
Clear, concise, relevant
Bullet points, numbers
Clear, bold paragraph titles
Next steps, niceties
Practical Tech Tips: Filter with Folders Right click on ‘low’ or ‘no’ priority emails
On-Line Library – Email Efficiency Tips
Time Spent on Email Reduced Post-Training Pre-Training Email Efficiency and Etiquette will save me ___ minutes per day by helping me manage email more effectively.
Email Quality Improves Email Efficiency and Etiquette best practices has helped boost the quality (clarity, effectiveness, etc.) of email I send by ___%
Sharp Increase in Email Coaching Post-Training Pre-Training Email Efficiency and Etiquette will save me ___ minutes per day by helping me manage email more effectively.
File & Find It Fast Objective To provide insights, best practices, and helpful tools that enable you to file and find information 25% more effectively
What Causes the Chaos? Andy’s boss just sent him an urgent Widget proposal for RST Company...
to filing and finding it fast! Secret 1 Secret 2 Secret 3 Secret 4 Secret 5 Create Distinct & Universal Categories Use Numbers to Prioritize Create a COTA Folder System Develop Simple Rules Create Easy Access Points
Create Distinct and Universal Chunks
Filing and Finding Efficiency Rises File and Find it Fast helped improve the efficiency of my filing system by ___%
Case Study: Capital One 1 Year Results Source: Capital One – 1 Year Follow Up Survey n=127
Success Keys for Enterprise Rollout Top Down Executive Advocacy Bottom Up – Grassroots Support Tight Time Frame Blended Solution Leverage Metrics Cross Functional Support
Cross Functional Support = Robust Rollout
A Solution: Strategy for Enterprise Rollout
Excellent Facilitators 99% Rate Trainer as Helpful and Professionals Comments: Sorry but for me he was perfect - I was/am a totally disorganized email user and the amount of time wasted is amazing. Just using a few of the tips rec'd in this course has made my life easier. I thought that the facilitator was excellent. I am sorry, but I thought he did a great job and no improvement is needed.
Key Insights and Next Steps Key Insights Next Steps Major opportunity to save money and time while improving work/life balance 3 Hour Investment Can Save 10-20 days Training was practical, relevant, and useful Participants applied insights in the real world Proposal Discuss Implementation Plan Set dates and Times
Discussion and Next Steps Moving Forward Delivery Options Program Goals Demo for Stakeholders Proposal and Pilot