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20110512-3 ARMA Boston Managing Less Email
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20110512-3 ARMA Boston Managing Less Email

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This presentation at the 2011 ARMA Boston Spring Seminar described approaches for reducing the amount of email sent and received.

This presentation at the 2011 ARMA Boston Spring Seminar described approaches for reducing the amount of email sent and received.

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  • Each part of each organization needs to know what it should save. This will be different for accounting vs. sales vs. engineering vs. management vs. etc. etc. etc.
  • Some is internal, but unnecessary “Colleague spam”Ask others not to send it if you don’t need it – that means training your subordinates, your peers, and maybe your boss. It also means delegating rather than being Cced on every little thing.
  • At this point I’d be pleased to entertain your questions.
  • Transcript

    • 1. ARMA Boston Spring Seminar 2011
      Jesse Wilkins, CRM
      Managing Your Email Better – By Managing Less of It!
    • 2. Email in review
      Reducing email usage
      Using email more effectively
      Session Agenda
    • 3. Email in review
    • 4. Everyone has email client and capabilities
      Everyone knows how to create messages
      Everyone can forward messages
      To anyone or everyone
      Email is easy to use!
    • 5. It’s asynchronous
      It’s convenient
      It’s less formal
      It’s ubiquitous and platform-neutral
      There’s a written record of communication
      Email is easy to keep!
    • 6. Email as filing cabinet
      Email as collaborative tool
      Email as distribution mechanism
      Is email the right place to work?
    • 7. All email is important
      All email requires an immediate response
      All email should be kept indefinitely
      These assumptions
      are often untrue
      Common inbox assumptions
    • 8. Email management is part of time mgmt
      Email should not be used
      for everything
      General principles
    • 9. Email is not a records series
      Email should be kept as
      long as needed – and
      then gotten rid of
      General principles
    • 10. Reducing email usage
    • 11. Set up rules for “important” vs. routine messages
      Consider turning off alerts
      Make rules about which
      messages have alerts
      Define specific times
      to check email
      Inbox management model
    • 12. Try to touch each message only once
      Respond to it immediately
      Respond to it later
      Declare it as a record
      Archive it for reference
      Delete it
      Inbox management cont’d
    • 13. Lots of email traffic is stuff we ask for!
      “Bacn”
      Vendor announcements
      Chapter updates
      The Records
      Management listserv
      Image source:
      http://www.speakeasy.org/~sjmaks/bacon/
      Reducing received emails
    • 14. Source: Engy, http://www.itsngenius.net
      Colleague spam
    • 15. Do you really have to reply?
      Don’t send “me too” messages
      Use other tools
      for collaboration
      More later
      Reducing sent emails
    • 16. How to use email more effectively
    • 17. Can be useful, but often overused
      Perceived to provide accountability
      Better practice: use them only when really needed
      Especially BCC: as these
      are harder to track
      CC: and BCC:
    • 18. Verify addressee(s)
      When replying, reply only to those who need a response
      Remove those who don’t
      Watch responses to groups, lists
      Reply-to vs. reply-all
      Effective email usage – addressees
    • 19. Use a subject line
      Use correct subject line for topic being discussed
      Use subject lines that are informative
      Effective email usage – subject line
    • 20. Identify whether response is required
      Consider using subject line as content
      Don’t declare privilege
      Effective email usage – subject line
    • 21. Use professional tone in messages
      Don’t write essays where notes will do
      Determine what to do about the previous message
      Keep, discard, or excerpt
      Effective email usage - body
    • 22. Consider the file size of the attachment to be sent
      Consider the file type
      to be sent
      Security filtering
      Multimedia formats
      Effective email usage - attachments
    • 23. Can the recipient receive attachments?
      Send attachments only to users that truly need them
      Send links instead
      of attachments
      Effective email usage - attachments
    • 24. Questions?