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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
  • 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