Taming the Email Beast
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Taming the Email Beast

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Many of us are spending 2-4 hours a day dealing with email. This session will cover how to reduce the amount of time you spend on your work email with techniques to teach your staff too. Plus we'll ...

Many of us are spending 2-4 hours a day dealing with email. This session will cover how to reduce the amount of time you spend on your work email with techniques to teach your staff too. Plus we'll cover specific tips for Mail, Mail on iOS, and Gmail users. Then we will show you how Tekserve has reduced their average reply time during business hours to 23 minutes for over 6,000 general customer emails a month.

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  • The average knowledge worker spends 28% of their time on email. I spend 2-4 hours a day.\nDownload the slides\n
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  • The more people you send to, the more important it is\n
  • If your email message take 30 seconds to decode and you send it to 10 people, you’ve cost you company 5 minutes. 6 times/day = 30 minutes.\n
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  • For common replies and mass emails\n
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  • Hover over the star next to the sender’s name to make them a VIP\n
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  • Expensify: Imports all CC trans, iPhone app to snap receipts, billable to clients (onsite service), enforce policies, prevent fraud\nTripIt: forward all travel-related emails, decodes and sorts them\n
  • Expensify: Imports all CC trans, iPhone app to snap receipts, billable to clients (onsite service), enforce policies, prevent fraud\nTripIt: forward all travel-related emails, decodes and sorts them\n
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  • Tekserve receives over 6,000 general customers emails a month. \nAvg. 23 minutes response time during biz hours\n

Taming the Email Beast Presentation Transcript

  • 1. Taming the Email BeastKeeping it clean, short, and sweet jazminhupp.com/asmc
  • 2. Stop Sending So Much Email• Quick IM• Phone Call• Face to Face • Better for debates • Touchy subjects • Confusing 3- or 4-way conversations jazminhupp.com/asmc
  • 3. Stop Sending Crappy Email• Short & Compelling Subject Line• CC Less People, Rather Than More• Focus on the first sentence• No more than 3-4 short paragraphs, use subheadings• Bold relevant deadlines jazminhupp.com/asmc
  • 4. Stop Using Crappy Subject Lines• Don’t start new ideas on old threads• Don’t just forward an email, add context to the subject line • Re: Meeting / Tekserve & AFrame Party• Use subject lines that can be decoded by the first FOUR words
  • 5. Stop Sending Long Email• Keep it to 5 sentences.• Figure out your main point. If you think you need more than 5 sentences, you haven’t figured out the key thing you want to say. Take a second to figure it out, and stick to just that.• Ask one thing. Don’t ask 10 questions, just ask one. Or two at the most. You’re much more likely to get an answer quickly. People can talk faster than they write, so a conversation is better for longer answers and longer questions.• Edit. If you stretched it to 8 sentences, cut out 3.• Link. If you need to refer to info, include a link to it on the web. jazminhupp.com/asmc
  • 6. Stop Sending Email That’ll Get You Trouble• Don’t write anything in a email you don’t want on the front page of the paper• All communication can be subpoenaed in court cases• Many emails are backed up and archived even if they’re erased• Email is way too easy to forward and will be shared (your comments may be included in a reply-all you don’t expect)• Everything you do on your computer can be watched jazminhupp.com/asmc
  • 7. Stop Sending Negative/Angry/Neutral Email• Your tone may come off completely differently to different people.• Be extra nice!• Be extra polite!• When in doubt, talk to the person in person. jazminhupp.com/asmc
  • 8. Stop CC’ing People Who Don’t Care• The BCC Hand Off jazminhupp.com/asmc
  • 9. Stop Typing Everything From Scratch: Templates!• Signatures in Mail • Preferences > Signatures• Text Expander Apps• Canned responses in Gmail • Settings > Labs jazminhupp.com/asmc
  • 10. Service Estimate Template jazminhupp.com/asmc
  • 11. Stop Typing Everything From Scratch: Shortcuts!• Groups you email often• Phrases you say often• Your phone number• Your email address• On iPhone got to Settings > General > Keyboard > Shortcuts
  • 12. Stop Sending Email to the Wrong Email Address• If you have staff member’s personal and work email addresses, tell Mail to highlight when you add a personal email address. jazminhupp.com/asmc
  • 13. Stop Looking For Email• Use “token” searches • Use Boolean searches • to:jazmin@tekserve.com • from:jazmin@tekserve AND attachment:invite • from: • subject: mac OR apple • January 2012 • subject: • status: [flagged] • attachments: jazminhupp.com/asmc
  • 14. Stop Browsing Your Email Slowly: KeyboardShortcuts• Gmail: • Mail: • e = Archive • ⌘R = Reply • r = Reply • Shift-⌘R = Reply All • a = Reply All • Shift-⌘F = Forward • f = Forward • ^⌘A = Archive jazminhupp.com/asmc
  • 15. Stop Organizing Your Email By Hand: Filters! jazminhupp.com/asmc
  • 16. Stop Organizing Your Email By Hand: Filters!
  • 17. Stop Organizing Your Email By Hand: Filters!
  • 18. Stop Organizing Your Email By Hand: Filters!
  • 19. Stop Organizing Your Email By Hand: Filters!
  • 20. Stop Organizing Your Email By Hand: Filters!
  • 21. Stop Reading All That Junk: Unsubscribe!• Don’t want to unsubscribe? Create a @ReadMeLater label/folder and sort them out of your inbox.• Sort your inbox by sender and see who is sending you the most junk• Turn off as many notifications as possible (Facebook, LinkedIn, etc.) jazminhupp.com/asmc
  • 22. Stop Reading Unimportant Email: VIP Inbox
  • 23. Stop Reading Unimportant Email: Priority Inbox jazminhupp.com/asmc
  • 24. Stop Checking Your Email Like A Crack Habit• Turn off • Email badge count • Sound notifications for new mail • Desktop notifications• Check your email about once an hour• Chat or call if you need a more immediate response jazminhupp.com/asmc
  • 25. Stop Using Your Email As A To Do List• Things• Producteev• GoodToDo• Google
  • 26. Stop Using Email To Track Receipts & Travel• Expensify.com• TripIt.com
  • 27. Stop Using Email To Track Receipts & Travel• Expensify.com• TripIt.com
  • 28. Stop Letting People Off The Hook: Follow-up!• Labels or Boomerang (www.boomeranggmail.com) jazminhupp.com/asmc
  • 29. Stop Stalking Your Prey Manually: Rapportive.com jazminhupp.com/asmc
  • 30. Stop Answering Everything By Yourself: Delegate!• www.EmailCenterPro.com• Google Groups: http:// support.google.com/a/ bin/answer.py? hl=en&answer=167430• Shared mailboxes jazminhupp.com/asmc