Peter Buck | Baker Robbins & Company<br />pbuck@brco.com<br />email is a killer app…and it is killing me.<br />inbox<br />
Peter Buck<br />
&lt;contact<br />serious_email=‘pbuck@brco.com&apos;<br />fun_email=‘backofthenapkin@gmail.com’<br />	company=‘Baker Robbi...
Two questions<br />why do you use email?<br />what does your company tell you about your email?<br />
Research bias<br />Work cultures significantly influence email organization behaviors<br />Today items must be tagged expl...
Email study<br />
Personal<br />enterprise<br />Future<br />Topicsemail is a killer app<br />
Ethnographic view <br />Personal | “I email therefore I am”<br />filers<br />30%<br />pilers<br />create an email legacy f...
Time and attention are finite<br />
Choose one for each message<br />Delete<br />Delegate<br />Defer<br />Do / Respond<br />Based on work by Merlin Mann | Inb...
Do<br />an email sprint<br />
Defer<br />
Delete<br />
Personal email trio | demo<br />Search folders<br />Action folders<br />Archive folders<br />
enterprise<br />The conversation or the content<br />
FRCP Mandate<br />“If electronic evidence is stored anywhere in your organization, you must produce it accurately and with...
How email, folders and email retention can work together<br />Email volume<br />Spam<br />email phases<br />active<br />re...
subject lines<br />Re: FYI<br />Two Things<br />Great News<br />Urgent<br />Tomorrow<br />Status<br />Quick Question<br />...
traffic<br />Do NOT tell Joe<br />Can we get away with this?<br />They will never find out<br />This might not be legal<br...
1<br />If an email is not declared and classified within Xdays (by moving to DM | RM repository) then it will be deleted f...
Business record<br />Information is created in a variety of forms…<br />Is it a business record?<br /><ul><li>Does it docu...
Does it document an official policy?
Does it document a commitment to customers, employees, stakeholders, or government agencies?
Upcoming SlideShare
Loading in...5
×

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

2,540

Published on

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.

Published in: Technology, Business
0 Comments
6 Likes
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total Views
2,540
On Slideshare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
0
Comments
0
Likes
6
Embeds 0
No embeds

No notes for slide
  • 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
  • Transcript of "Email Is A Killer Application And It Is Killing Me Personal And Enterprise Guide To A Better Email Experience"

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

    ×