Inbox 2.0: Increasing Your Personal Productivity with Email in a Web 2.0 World

Inbox 2.0: Increasing Your Personal Productivity with Email in a Web 2.0 World . August 2008 Chris Bonney Speaker/Writer/Trainer VP of client services at Vanguard Technology [email_address]

www.chrisbonney.com chris@chrisbonney.com

What We Want
Be more productive
Less stressed
Fewer distractions
Better organization
More free time
www.chrisbonney.com [email_address]

How Can We Get It?
An empty inbox?
Fewer irrelevant emails coming in?
Better written emails?
Less SPAM?
Fewer reply to alls?

www.chrisbonney.com chris@chrisbonney.com Email Today Jim Epler

Over 100 Billion a Day
Over 160 Email Sent/Received Each Day
1.6 Billion Users by 2011
- The Radicati Group

$308 billion dollars is wasted each year managing irrelevant e-mail
- Cohesive Knowledge
Over 20% of Our Time is Spent on Email
- Information Worker Productivity Institute Research

People typically check email over 30 times an hour
- Glasgow University and Paisley University in Scotland
95% of all email is SPAM
- Barracuda Networks

70% of people say they are overwhelmed by information
- Workplace Productivity Survey
Two in five workers say they are headed for a data “breaking point”
- Workplace Productivity Survey

Don’t Forget These
BacN
Colleague SPAM
Email apnea
Email bankruptcy
Email-free Friday
Email tattoo
E-Quake

Here’s Why It’s Happening
Ease of use
Sheer volume
Culture of business
Lack of appropriate technology
Ad hoc approach

The Before and After of Email www.chrisbonney.com [email_address]

Intention
Be honest with yourself
CYA?
Show you’re working late?
Buying yourself time?
Just a great excuse?
www.chrisbonney.com [email_address] What’s Your Intention?

You: The Writer www.chrisbonney.com [email_address] You: The Writer

www.chrisbonney.com chris@chrisbonney.com One name only.

www.chrisbonney.com chris@chrisbonney.com Intention? Addressed in email? Relevant?

www.chrisbonney.com chris@chrisbonney.com BCC: Don’t use it.

www.chrisbonney.com chris@chrisbonney.com Have one Persuasive Relevant Don’t use old email Codes

www.chrisbonney.com chris@chrisbonney.com NRN – No response necessary AR – Action required URG - Urgent EOM – End of message RR – Review requested

www.chrisbonney.com chris@chrisbonney.com A stands for action B stands for background. C stands for close. A B C

www.chrisbonney.com chris@chrisbonney.com

RAISE Rule
R- Relevant
A – Actionable
I – Informative
S – Succinct
E – Expectations understood

Electronic Legacy
What does your email say about you?
Companies monitor email
It’s out there somewhere forever
In the CEO’s inbox

www.chrisbonney.com chris@chrisbonney.com "Can I quit now? Can I come home?"

The After
Is an empty inbox right for you?
Take a big step back
What your inbox has become
Number of email accounts
Email’s Natural Law
Email As A Media
Email ritual
3-Minute rule
One touch rule

Empty Inbox Right For You?
64 seconds
Calendar
Document repository
Address book
Archive
www.chrisbonney.com [email_address] Your Inbox

Take A Big Step Back www.chrisbonney.com [email_address] Take A Step Back

What Your Inbox Has Become
To-do list
Calendar
Document repository
Address book
Archive

Number Of Email Accounts
Business
Personal
Inbound Only

Email’s Natural Law
Send fewer, get fewer
Discriminate
Master timing
Address book
www.chrisbonney.com [email_address] Email’s Natural Law

www.chrisbonney.com chris@chrisbonney.com Email as a media

www.chrisbonney.com chris@chrisbonney.com Is a click just a click?

Email Ritual
Truth about multi-tasking
4 times a day
Don’t cheat
2-minute rule
Touch it once

www.chrisbonney.com chris@chrisbonney.com www.xobni.com

ClearContext Slide www.chrisbonney.com chris@chrisbonney.com

About BlackBerrys
Not CrackBerry…HackBerry
Excuse for curt responses
Apologies for typos – where else is this accepted? Why has urgency trumped quality?
Perpetuates 24/7 culture
Creates unsustainable expectations

Outlook Tips and Tricks
Set up a rule for CC emails
Drag an email right into your task bar
Right click on message to set insta-rule.
Tell people how you like to “do” email
Ask people how they like to “do” email

7 Key Takeaways
3 accounts
Discipline of necessity, focus
Provocative subject lines
Format
Check 4 times a day
2-minute rule
Touch it once

Contact
Materials: www.chrisbonney.com/nace
Email: [email_address]
Web: www.chrisbonney.com
Blog: http://chrisbonney.typepad.com
Book: www.blackberrybook.com
Twitter: @chrisbonney
YouTube: www.youtube.com/cbbonney

Books And Blogs
BOOKS
Hamster Revolution - by Mike Song, Vicki Halsey, Tim Burress
Send: The Essential Guide to Email for Office and Home – David Shipley and Will Schwalbe
Managing Your E-mail- Christina Cavanagh
Bit Literacy – Mark Hurst
Total Workday Control – Michael Linenberger
BLOGS/SITES
Tim Sanders – www.emailatoz.com
Randall Dean – www.randalldean.com
43 Folders – www.43folders.com

Photo Credits
Stressed – Christian Heilmann - http://www.flickr.com/people/codepo8/
State of Email – Jim Epler - http://www.flickr.com/people/epler/
Intention – Derrick Tyson - http://www.flickr.com/people/derricksphotos/
So now what - CarbonNYC - http://www.flickr.com/people/carbonnyc/
Before and After – Tracy Collins - http://flickr.com/people/tracy_collins/
Remote – iwantanimac - http://www.flickr.com/people/iwantanimac/
Typewriter – bluelineswinger - http://www.flickr.com/people/deletia/
Terminator 3 – www.thecia.com
Smile – Jason Rogers - http://www.flickr.com/people/restlessglobetrotter/
Laundry – Emily - http://www.flickr.com/people/ebarney/
Natural law – Steve Jurvetson - http://www.flickr.com/people/jurvetson/

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Inbox 2.0: Increasing Your Personal Productivity with Email in a Web 2.0 World

by Chris Bonney on Aug 02, 2008

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Inbox 2.0: Increasing Your Personal Productivity with Email in a Web 2.0 World — Presentation Transcript