Getting your inbox under control: How to Master that inbox!
Upcoming SlideShare
Loading in...5
×
 

Getting your inbox under control: How to Master that inbox!

on

  • 1,056 views

Getting your inbox under control: How to Master that inbox!

Getting your inbox under control: How to Master that inbox!

Statistics

Views

Total Views
1,056
Views on SlideShare
792
Embed Views
264

Actions

Likes
0
Downloads
7
Comments
0

3 Embeds 264

http://www.jiscinfonet.ac.uk 249
http://alpha.jiscinfonet.ac.uk 14
http://beta.jiscinfonet.ac.uk 1

Accessibility

Categories

Upload Details

Uploaded via as Adobe PDF

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

Getting your inbox under control: How to Master that inbox! Getting your inbox under control: How to Master that inbox! Presentation Transcript

  • Getting your inbox under control: How to Master that inbox! Workshop Getting Your Email Under Control: How to master that inbox!www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopOverview• Attitudes towards email (myths and realities)• Sending fewer and better emails• Managing your inbox• Emails as records• Some handy hints• Dealing with the backlog: A way forward www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopConfession time!• Roughly how many emails do you have in your inbox?• Who would be happy for the contents of their inbox/sent items to be made publicly available? If not, why not? www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopSome things to bear in mind…• Emails belong to your employer, not you• Emails are legally enforceable• Emails are legally disclosable• Email is insecure and easily intercepted• Emails are difficult for users to manage – Leads to errors…• Users receive too many emails – Leads to errors…• Email is a communication technology; not an information management tool• Email is a disruptive technology www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopSuitable use of work email? Suitable Maybe Unsuitable Agreeing a Ordering a contract Arranging a Christmas meeting present Circulating jokes Applying for another job Notifying all staff of the weekly canteen Discussing the medical menu condition of a member Transferring of staff documents www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopBut there may be better alternatives… Email is a very useful tool, but remember It is not the only tool we have It is not always the best tool www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopHow to reduce the number you sendUsing alternative technologies• Ordering a Xmas present Home email account?• Agreeing a contract Hard copy?• Applying for another job Home email account?• Transferring documents Shared network drive/Drop box?• Arranging a meeting Phone• Weekly canteen menu Intranet• Circulating jokes Home email account/pub?• Discussing the medical Phone/Face to face meeting? condition of a member of staff www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopThe benefits of reducing the number ofthe emails you send Easier for Less chance of colleagues to mistakes being manage made Virtuous circle – Gets the best out everyone benefits of email www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopGood titling? www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopStick to one subject per email• Avoid addressing more than one unrelated subject in an email – Makes accurate titling impossible – Makes appropriate filing and management difficult – Makes it difficult to follow the audit trail – Increases the risk of inadvertent disclosure www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopAppropriate use of message statussymbols • Use ‘High Importance’ very sparingly – For messages needing immediate attention – Usually for single recipients (or a small number) • Remember the ‘Low importance’ flag also www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopCareful use of group messages, ‘CC’and ‘BCC’• Think carefully who really needs to see your message• Don’t be lazy and select ‘all staff’ when in reality it only applies to a few• Only ‘CC’ a user into a message when it is important that they are aware of what is being discussed, but without them needing to play an active role• E.g. keeping a line manager in the loop• Think very carefully before using ‘BCC’ – Can easily be viewed as sneaky and underhand www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! Workshop Managing your inbox What problems have you encountered trying to manage the emails you receive? www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopIts time to rethink the purpose ofyour inbox! From this… To this www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopThe benefits of structuring yourinbox Sub-folders keep Keeps your inbox all related emails clear and focused together on its proper purpose Makes it easier to Allows integration make consistent of email into the management wider information decisions to which it relates www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopHow to structure your inbox Highlight the inbox Right-click and select New Folder Re-title the new folder Exact procedure may vary according to specific email applications www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopReplicate your main filing system• Try to reflect your main filing system – Makes it easier to integrate relevant information – Makes consistent management easier – Makes it easier for others to find information if required• But – Don’t follow it slavishly (i.e. only include those areas that are relevant) – Be aware that some email systems do not allow you to create further sub-folders – You may need to shorten folder names www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopDon’t forget your sent items!• Often overlooked but as important as your inbox• Without active management of your sent items you will: – Quickly fill your email quota – Store important information separate to the other information to which it relates – Risk losing important evidence through inadvertent deletion• Treat it in the same way as your inbox – Clear it each day by moving items to the relevant subject folder – Delete the rest www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopDeleting emails Keep long Keep short Delete once term term read Link to a report Email with copy of FOI request on the web minutes of meeting relevant to your attached subject area Notification of closure of the Reminder of car park Christmas closure dates Airline e-ticket for Confirmation journey to of project Message to HR conference funding requesting a transfer www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopWhat makes an ‘email record’• Exactly the same properties as you would look for in other types of record• Emails that: – Are evidence of a transaction – Document what was done, why, by whom and when – Form part of the audit trail – Contain unique and valuable information www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopIntegrating ‘email records’ with otherrecords• Your inbox (and its sub-folders) is a silo• You should transfer emails likely to be of use/significance to others as soon as possible – Should be stored alongside like information – E.g. in shared file server• Exactly when this should occur will vary according to the type of email in question and its usage – Immediately? – At project closure? – Annually? – Once approved? www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopOther things to consider What is the record? www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopWhat do you need to capture? www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopSome ‘handy hints’… Use Rules and Alerts to automate the management of your emails according to predefined rules. Such as forwarding to specific folders based on sender, title, word or other characteristic www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopSome ‘handy hints’… Use colour to organise your inbox • Ensure that messages from a certain person (such as your boss) stand out by receiving them in a different colour • Highlight those messages that are only addressed to you Can all help you to keep on top of your inbox… www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! WorkshopThat’s all very well but I’ve got 3000 messagesin my inbox at the moment…• Start with this new approach for all new messages from tomorrow onwards• Tackle the backlog in a gradual, realistic way • Make a decision as to whether to keep or destroy every message over 12 months old as a one off batch process • Seek advice within your institution on this • At the beginning of each month review the contents of that month’s emails for the previous year and sort accordingly • A 12 month process! • Remember your sent items!! www.jiscinfonet.ac.uk
  • Getting your inbox under control: How to Master that inbox! Workshop Any questions? Good luck!!