Info Excellence -Seminar Demonstration

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How to get control of email

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  • Introduce yourself, Team presenting and everyone on the phoneAsk prospect/client about what happing at their organization? What type of issues are there people experiencing?Ask prospect/client what they are looking to learn or questions they are wanting answered from this presentation.What email program is there organization currently using?Introduce Info Excellence and mention about how it is a true competitive advantage and provides increased revenue and teamwork.Info-Excellence has 2 parts, E3 and F3 with a break in between modules..
  • The Hamster Revolution® book and Info-Excellence® Training is based on research culled from over 20,000 surveys of busy professionals just like you. These insights have been field tested in over 50,000 Info-Excellence seminar participants to date.Key Points:Designed by experts who have appeared onCNNFox NewsGood Morning AmericaFront page of the Wall Street Journal
  • Key Point(s): Module 1 is Email Efficiency & EtiquetteSo do you want to see a few slides from the program?
  • Key Point(s): When you send less email you get less email.Speaker Notes and Verbiage: (Just share a few of the thoughts below so you can move quickly into the next slide) So where do we start? I think we should start with something that we all can control – the amount of email we send.We remember things by saying things – When I say “Send less” – you say “Get Less”. Let’s practice it.Sending email is like throwing a boomerang! For every 5 you send – 3 come back…that’s a 60% rate of return.Eliminating 1 out of the next 5 emails you plan to send -- that’s 20% -- will result in 12% fewer messages in your inbox.That means taking 1 person off a distribution list, hitting reply-all one less time a day, deciding not to create or forward a low priority message.And that brings you more than halfway to our goal of cutting email processing time by 20%.Transition: Here is a tool that will help you to send less email.
  • Key Point(s): (Critical Slide to Practice)Summarize the 3 questions. Be sure to ask: Let’s look at question 1—what happens if an email is incomplete? YES..it results in MORE email. RE Q #2-Professional-- In an era when email is our primary communication tool..it is interesting to realize that every time we send an email it it part of our virtual resume. It is what others perceive of OUR organization. RE Q#3: Targeted—You shared yo9u disliked ‘reply to all..people need to be reminded that they dislike this too and to send email to ACTION takers only. Speaker Notes and Verbiage:Summarize: So the 3 essential questions to ask if you want to receive less email are “Is my message needed, appropriate, and targeted?” --- So who should you think about before you send an email? (Answer: The recipient)
  • Strengthen the Subject:1. Descriptive Subject Lines: Descriptive titles that reference concrete events, documents, people, times, places, etc. are best. The title is the one place where we want you to write MORE rather than less.2. Categories: Use 1 word categories that create instant understanding. Action: Great for team actions – not great with clients. Info: Opposite of action – No Action required! Request: Gentler form of Action – Great for clients, executives, Europe/Asia where the email style is a bit more formal. Confirmed: indicates that you are going to do something or have done something. Delivery: You are responding to a request. eom is useful when the subject line can serve as the entire message. Use links to reduce number of document versions in circulation.Brief, Warm Greeting is a single greeting sentence at the top of your message. Social and Efficients: There are 2 camps at most companies the Socials – Who don’t mind lengthy chit-chat at the beginning of an email and the Efficients. Efficients just want everyone to “Get to the point!” What do you think the Socials think about the Efficients and vice versa? A good compromise is the brief, warm greeting. Use a salutation like ‘Hi” in the US or “Dear” in Europe and Asia. What is everyone’s favorite word? (Answer – their first name). So use your recipient’s first name and then a positive word such as “Thanks for the great presentation last week.” Keep your brief, warm greeting to the top line of your email.Sculpt the Body with A-B-C:Action Summary: 1-2 sentences that that summarize your key point or action. The key is to move the bottom line to the top of your message because people don’t read email – the scan it. Putting your key point up front addresses a top complaint – that actions are frequently buried in the middle or end of an email. Include a response time whenever possible. Remember to dig up the context by avoiding vague phrases like “Sounds good” and being specific, “Confirmed: I’ll attend the executive meeting on April 12.” This is especially important in long email threads.Background: Bullet points and numbers chunk your points for easy-reading and clearly define each point you are trying to make. Creating bold paragraph headings helps readers know exactly what each paragraph contains. I like to use colons as well to call out important elements of my messages. Examples: Key Point: All reports due by 11/3 at 5PM. Question: How many Widgets did we sell last month? Close: Place next steps and niceties here. This is where you can add some chit-chat if you feel its really needed. Ending with a clear auto-signature builds context for your recipients. It tells them who you are and what you do. When your important message is forwarded to your boss’ boss’ boss they will know your full name, job description and title.
  • Key Point(s): ‘Low’ and ‘no’ priority email can be routed to email folders so that they do not wind up in our inbox.Speaker Notes and Verbiage:Right click and filter out low priority email interruptions by creating a simple auto-routing rule.We all get low priority email that we don’t need to read the second it arrives. Yet many of us allow this kind of email to sap up valuable time and energy during the day. I receive a lot of email from associations that I belong to. This is info is never urgent but it is something I like to read. Example Folders: Newsletters, Associations, Monthly Vendor receipts, General low priority info are all folders that are easy to create.Right Click to Filter: Does everyone get email like this? (Pause for effect) Then promise me one thing. When you get back to your desk – promise me you will RIGHT CLICK on the first low priority message that comes in, select Create Rule and check the top and bottom boxes as you see here (Point to the boxes). When you click on Select Folder you can create a new folder. As you can see, numbering those folders is a good way to keep them in a consistent place.Bonus: When you right click on an unwanted email you can also use the Block Junk Sender feature to eliminate all email from that sender. So right-clicking can eliminate “low” and “no” priority emails.
  • Key Point(s): Overlap – spread across multiple filing locations – causes chaos.Speaker Notes and Verbiage:This is Andy. He’s a salesperson who sells Widgets, Fidgets, and Gidgets to different companies like ABC, RST, and XYZ.If Andy’s boss sends him an urgent Widget proposal for RST Company…where should Andy store it? (Be silent as the class offers suggestions – RST, Widgets, Urgent Folder, Stuff Boss Sent Folder.)Exactly – the system that Andy has set up is loaded with overlapping folder categories.The ‘Stuff Boss Sent’ folder could contain a performance review or a movie review. So overlap is the greatest enemy of an effective filing system. Click 1: Andy’s life is further complicated because he must also manage other filing locations, like My Documents, Favorites, or his team’s shared drives. This is a recipe for chaos because none of these filing locations match! For example, Andy has a ‘Stuff Boss Sent’ folder under email folders and a ‘Boss’ folder under My Documents.Transition: Lets see how the experts who store other things can help us.
  • Key Point(s): Here are 5 secrets that can improve your ability to file and find information by 25% or more.Speaker Notes and Verbiage:I won’t read this off because we will cover them one by one.Critical Point: ***I’ll be showing you a specific system called COTA. This is a starting point for changing the way you organize information but by NO means do you have to adopt this exact approach.***Transition:
  • Info Excellence -Seminar Demonstration

    1. 1. The Info-Excellence® Seminars<br />Email and Filing Effectiveness Training<br />Driving Profits, Sales, and Growth<br />
    2. 2. The Typical Professional’s Day<br />20,000 surveys of professionals around the world indicate that: <br />75% of the day is spent on 3 primary business activities<br />&gt;30% of that time is “wasted”<br />Conclusion: 36 days a year are wasted by the average professional.<br />
    3. 3. Info-Excellence® Program Overview<br />Launch <br />Post-Training<br />Assessment<br />(2 Weeks After)<br />A Series of Behavior Changing Events<br />*All Data Based on 240 Days at Work Each Year<br />
    4. 4. The Company We Keep…<br />Manufacturing<br /><ul><li>International Paper
    5. 5. General Electric
    6. 6. General Mills
    7. 7. HP
    8. 8. McDonalds
    9. 9. Mercedes
    10. 10. Nissan
    11. 11. P&G
    12. 12. Shell Oil
    13. 13. Xerox</li></ul>Healthcare<br /><ul><li>Astra Zeneca
    14. 14. Anthem
    15. 15. Boehringer-Ingelheim
    16. 16. Genentech
    17. 17. Novartis
    18. 18. Schering Plough
    19. 19. TAP Pharma</li></ul>Services<br /><ul><li>ABC TV
    20. 20. Air Tran
    21. 21. Booz-Allen
    22. 22. Capital One
    23. 23. Century 21
    24. 24. Deloitte
    25. 25. DHL
    26. 26. Generali
    27. 27. Halliburton
    28. 28. Holiday Inn
    29. 29. KPMG
    30. 30. Kelly Services
    31. 31. Lucent
    32. 32. Sprint</li></ul>Public Sector<br /><ul><li>Army
    33. 33. Coast Guard
    34. 34. Public Television
    35. 35. Social Security
    36. 36. UCSD</li></li></ul><li>Designed by Experts<br />“It works!”<br />Ken Blanchard, Coauthor, The One Minute Manager®<br /> <br />“We saved 4 hours per week!” <br />Matt Koch, Director of Productivity Mgt., Capital One<br /> <br /> <br />“Reclaim your life!”<br />Betsy Meyers, Executive Director of Public Leadership, Harvard University<br />80,000 in Print 11 languages<br />
    37. 37. Info-Excellence® Impacts Bottom Line<br />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.* <br />Profits:<br />Reduced email volume lowers the IT cost of backing up email and legal search fees. <br />Legally appropriate email reduces liability costs<br />Revenue: Effective communication boosts sales<br />*15 days x 8 hours/day x $30/hour x 1,000 associates= $3.6 million a year<br />
    38. 38. Email Efficiency & Etiquette<br />File & Find It Fast<br />Objective:<br />- File 25% More Effectively<br /><ul><li> 5 File & Find It Fast secrets
    39. 39. Locate info in a flash
    40. 40. Design new filing system
    41. 41. File-less/find-more
    42. 42. Time-saving tech tips</li></ul>Objectives:<br />- Cut Email Time 20%<br />- Boost Email Quality 35%<br /><ul><li> Reduce email volume
    43. 43. Improve email etiquette
    44. 44. Email vs. VM vs. IM vs. live
    45. 45. Effective e-writing skills
    46. 46. 4Ds to fight inbox overload
    47. 47. Time-saving tech tips</li></li></ul><li>Seminar Materials<br /><ul><li>Workbook
    48. 48. Desk-top tool
    49. 49. Hamster Revolution Book
    50. 50. Custom Calculator
    51. 51. Name Card</li></ul>8<br />
    52. 52. Flexible Delivery Options<br /><ul><li>Live Training: Half Day, Instructor Led Seminar
    53. 53. Webinar: 1-2 hour, Instructor Led Web-Meeting
    54. 54. E-Learning: 24-7, 45 Minute On-Line Experience
    55. 55. Keynote Address: Large Groups/Short Time Slot
    56. 56. Book: Best-Selling Email Efficiency Book</li></ul>Blended and Bundled Solutions Available<br />
    57. 57. The Info-Excellence® Seminar<br />
    58. 58. 2 Weeks Pre-Training Survey Concerns<br />92% believe that increased sharing of email best practices will boost productivity and reduce stress<br />32% of email time is wasted<br />73% feel colleagues often over-use reply-to-all<br />12% feel that they, themselves, often over-use reply to all<br />80% often receive emails with vague subject lines<br />92% often receive emails that require clarification<br />72% believe that they have ‘little control’ over the quality /quantity of email<br />100% state that improving the overall productivity of email and information storage supports Organizations’ values<br />
    59. 59. Email Quantity Challenges<br />Source: YPO, Pre-Training Info-Excellence Survey<br />
    60. 60. Email Adds Up<br />
    61. 61. Send Less – Get Less<br />Capital One Case Study – 3,000 participants – Richmond VA – 2004-5<br />
    62. 62. 1-2-3 Email Quantity Tool<br />ask...<br />1<br />3<br />2<br />Needed?<br />Timely<br />Relevant<br />Complete<br />Targeted?<br />Reply to All<br />Dist. Lists, cc<br />Best Channel<br />Appropriate?<br />Compliant<br />Professional<br />Inoffensive<br />...before you send<br />
    63. 63. Motivating People to Change<br />Poor Email<br />Good Email<br />Inefficient<br />Professional<br />Long-Winded<br />Recipient-Focused<br />
    64. 64. A-B-C Email Quality Tool™<br />A-B-C Email Quality Tool<br />Action-Takers<br />Strengthen the Subject<br />Stakeholders<br />Action: Info: Request: Confirmed: Delivery: Descriptive Title – EOM (End Of Message)<br />ACTION: Please review draft by 5pm Friday 19th Feb<br />DELIVERED: March business plan for Southern district<br />Limit and Explain Attachments – Use Links<br />Sculptthe Body<br />Brief, Warm Greeting<br />Action Summary<br /><ul><li>Specific action, purpose, response time
    65. 65. Dig up context</li></ul>Background<br /><ul><li>Clear, concise, relevant
    66. 66. Bullet points, numbers
    67. 67. Clear, bold paragraph titles</li></ul>Close<br /><ul><li>Next steps, niceties
    68. 68. Signature</li></li></ul><li>Practical Tech Tips: Filter with Folders<br />Right click on ‘low’ or ‘no’ priority emails<br />
    69. 69. On-Line Library – Email Efficiency Tips<br />
    70. 70. Time Spent on Email Reduced<br />Post-Training<br />Pre-Training<br />Email Efficiency and Etiquette will save me ___ minutes per day by helping me manage email more effectively.<br />
    71. 71. Email Quality Improves<br />Email Efficiency and Etiquette best practices has helped boost the quality (clarity, effectiveness, etc.) of email I send by ___%<br />
    72. 72. Sharp Increase in Email Coaching<br />Post-Training<br />Pre-Training<br />Email Efficiency and Etiquette will save me ___ minutes per day by helping me manage email more effectively.<br />
    73. 73. File & Find It Fast Objective<br />To provide insights, best practices, and helpful tools that enable you to file and find information 25% more effectively<br />
    74. 74. File & Find Challenges<br />Source: Client Data, Pre-Training Info-Excellence Survey<br />
    75. 75. What Causes the Chaos? <br />Andy’s boss just sent him an urgent Widget proposal for RST Company...<br />
    76. 76. to filing and finding it fast!<br />Secret 1<br />Secret 2<br />Secret 3<br />Secret 4<br />Secret 5<br />Create Distinct & Universal Categories<br />Use Numbers to Prioritize<br />Create a COTA Folder System<br />Develop Simple Rules<br />Create Easy Access Points<br />
    77. 77. Create Distinct and Universal Chunks<br />
    78. 78. Filing and Finding Efficiency Rises<br />File and Find it Fast helped improve the efficiency of my filing system by ___%<br />
    79. 79. Case Study: Capital One 1 Year Results<br />Source: Capital One – 1 Year Follow Up Survey n=127<br />
    80. 80. Success Keys for Enterprise Rollout<br />Top Down Executive Advocacy<br />Bottom Up – Grassroots Support<br />Tight Time Frame<br />Blended Solution<br />Leverage Metrics<br />Cross Functional Support<br />
    81. 81. Cross Functional Support = Robust Rollout<br />
    82. 82. A Solution: Strategy for Enterprise Rollout<br />
    83. 83. Excellent Facilitators<br />99% Rate Trainer as Helpful and Professionals<br />Comments:<br />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&apos;d in this course has made my life easier.<br />I thought that the facilitator was excellent.<br />I am sorry, but I thought he did a great job and no improvement is needed.<br />
    84. 84. Key Insights and Next Steps<br />Key Insights<br />Next Steps<br />Major opportunity to save money and time while improving work/life balance<br />3 Hour Investment Can Save 10-20 days<br />Training was practical, relevant, and useful<br />Participants applied insights in the real world<br />Proposal<br />Discuss Implementation Plan<br />Set dates and Times<br />
    85. 85. Discussion and Next Steps<br />Moving Forward<br />Delivery Options<br />Program Goals<br />Demo for Stakeholders<br />Proposal and Pilot<br />
    86. 86. Questions?<br />

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