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Email Is A Killer Application And It Is Killing Me   Personal And Enterprise Guide To A Better Email Experience
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Email Is A Killer Application And It Is Killing Me Personal And Enterprise Guide To A Better Email Experience

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email rules our daily life. Learn personal productivity techniques to lighten your load. Learn how enterprises must establish policies and procedures to provide a framework for user behavior.

email rules our daily life. Learn personal productivity techniques to lighten your load. Learn how enterprises must establish policies and procedures to provide a framework for user behavior.

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  • Folders are not going away, even in the face of search technology.
  • Some argue that pilers are rude; they rely on others to remind them or to file for them. The test is there more than a screenfull.
  • Simple, repeatable. Reduce the number of possible options. Turn them into verbs. You need to build walls.
  • Just remember that every email you read, re-read, and re-re-re-re-re-read as it sits in that big dumb pile is actually incurring mental debt on your behalf. Look, respond, move on. It is called a Firewall. Enter your inbox for discrete tasks, process the 4 Ds then exit. I personally check my email every 60 minutes. If it is that urgent, they will call. Don’t forget that also allows you to monitor what you sent before it goes. Group the 60 potential distractions into groups. There is no point in filing an e-mail or closing an e-mail if you can complete it in less than 2 minutes. Try it out—see how much mail you can process in less than 2 minutes. I think you will be extremely surprised and happy with the results. You could file the message, you could respond to the message, or you could make a phone call. You can probably handle about one third of your e-mail messages in less than two minutes.
  • Cataphora does not look for hot words but worried words
  • This is why you want to delete email or filing it in a trusted repository.
  • http://lifehacker.com/379328/analyze-your-email-usage-with-mail-trends

Email Is A Killer Application And It Is Killing Me Personal And Enterprise Guide To A Better Email Experience Presentation Transcript

  • 1. Peter Buck | Baker Robbins & Company
    pbuck@brco.com
    email is a killer app…and it is killing me.
    inbox
  • 2. Peter Buck
  • 3.
  • 4. <contact
    serious_email=‘pbuck@brco.com'
    fun_email=‘backofthenapkin@gmail.com’
    company=‘Baker Robbins & Company‘
    <expertise> Document Management;
    Search;
    Design;
    Email;
    </expertise>
    </contact>
  • 5.
  • 6.
  • 7.
  • 8.
  • 9.
  • 10.
  • 11. Two questions
    why do you use email?
    what does your company tell you about your email?
  • 12. Research bias
    Work cultures significantly influence email organization behaviors
    Today items must be tagged explicitly. Tomorrow tagging will become implicit.
    Retention policies influence filing decisions
    Exchange inbox, calendar, sent items message count MUST NOT exceed 5,000
  • 13. Email study
  • 14.
  • 15. Personal
    enterprise
    Future
    Topicsemail is a killer app
  • 16. Ethnographic view
    Personal | “I email therefore I am”
    filers
    30%
    pilers
    create an email legacy for my client | ethical duty
    70%
  • 17. Time and attention are finite
  • 18. Choose one for each message
    Delete
    Delegate
    Defer
    Do / Respond
    Based on work by Merlin Mann | Inbox Zero and
    David Allen | Getting Things Done
  • 19. Do
    an email sprint
  • 20. Defer
  • 21. Delete
  • 22. Personal email trio | demo
    Search folders
    Action folders
    Archive folders
  • 23. enterprise
    The conversation or the content
  • 24. FRCP Mandate
    “If electronic evidence is stored anywhere in your organization, you must produce it accurately and within a strict timetable.”
  • 25. How email, folders and email retention can work together
    Email volume
    Spam
    email phases
    active
    reference
    record
    B-Spam
    Do nothing
    Journal
    delete
    Personal
    rule based delete
    Mail
    rule based delete
    Folder-Outlook
    make read-only
    Folder-Doc Mgmt
    matter folders
    time
    up to retention period
    up to 3 years
    30-60 days
  • 26. subject lines
    Re: FYI
    Two Things
    Great News
    Urgent
    Tomorrow
    Status
    Quick Question
    Acquisitions meeting agenda
    CIT/AG: List of Experts
    3450-002: Comments on Lease Buy Back
  • 27. traffic
    Do NOT tell Joe
    Can we get away with this?
    They will never find out
    This might not be legal
    “Never talk when you can nod. And never write when you can talk. My only addendum is never it in an email.”
    Eliot Spitzer
  • 28.
  • 29. 1
    If an email is not declared and classified within Xdays (by moving to DM | RM repository) then it will be deleted from inbox, sent items.
    If email is for convenience, it can be moved to personal folder where it will be moved within Xdays to an email archive. Within X years it can be declared and classified to the official repository or it will be purged.
    Once in the official DM | RM repository, it is managed according to retention business rules.
    2
    3
    Email mgmt guidelines
    Organization: Purged
    Backend Process:
    TBD
    User: Delete or leave in In Box/Sent Items
    1
    Non-Record
    Limited usefulness
    Organization: Move to official archive
    Backend process:
    TBD
    Life cycle retention managed systematically
    Backend Process:
    TBD
    User: Classify
    Backend Process:
    Email
    Created or Received
    3
    Convenience Materials
    Useful for some period
    2
    Official Record
    Preserve
    Organization: Purged
    >= X years
    Backend Process:
    TBD
    Organization:
    Classify<= X Years
    Backend Process:
    TBD
    User: Move to Personal Folder
    Organization: moved
    to email archive
    Backend Process:
    TBD
  • 30. Business record
    Information is created in a variety of forms…
    Is it a business record?
    • Does it document a company decision?
    • 31. Does it document an official policy?
    • 32. Does it document a commitment to customers, employees, stakeholders, or government agencies?
    • 33. Does it document an official transaction of the company?
    • 34. Does it document a financial or legal filing?
    • 35. Does it show how money was spent or received?
    Structured Data
    Content
    Filtering
    Unstructured Data
  • 36. Consequences of Legal Hold
    • Web servers and intranets
    • 37. Enterprise databases
    • 38. Legacy systems
    • 39. Departmental applications
    • 40. Shared directories
    • 41. Data hosted by third parties
    • 42. All messaging systems (server-based e-mail, archived e-mail, personal e-mail folders)
    • 43. Inbox, deleted, sent, drafts, calendar, to do list, contacts, etc.
    • 44. Public folders
    • 45. Size limits or periodic purges
    • 46. Voice mail
    • 47. Fax servers
    • 48. Proxy servers
    • 49. Equipment upgrades
    • 50. Equipment disposition
    Anticipation
    of Litigation
    • Backup tape rotation
    • 51. Backup tape retention
    • 52. Periodic purges and housekeeping activities
    • 53. Migration to newer versions
    • 54. Equipment disposition
    • 55. Server / workstation / security logs
    • 56. User workstations
    • 57. Former user workstations
    • 58. Third party contractors
    • 59. Shared laptops
    • 60. Network home directories
    • 61. Personal equipment/media (diskettes, DVD/CDs, thumb drives, USB hard drives, PDAs)
    Possible duty to preserve (while clarifying relevant subject matter, date ranges, key players, etc.)
  • 62. Resources
    • Information Overload Research Group | http://iorgforum.org/ResourceCenter.htm
    • 63. 10:1 Rule for email-based Project Mgmt. | http://www.mindthis.net/mindthis/2006/08/a_10to1_rule_of.html
    • 64. How to Manage Huge Exchange Mailboxes | http://msexchangeteam.com/archive/2007/12/17/447750.aspx
    • 65. Everything is Miscellaneous | David Weinberger or Google video talk http://tinyurl.com/5xpfk4
    • 66. Merlin Mann | http://www.43folders.com/izero