Take Control of Email


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Did You Know: 85% of Business Communicators say E-mail overload is having a negative impact on their productivity*?

Does your organization need to cut down on unproductive time spent managing e-mail, but no one knows where to start?

This is an excerpt from a 3-hour interactive session where participants will gain a renewed sense of clarity, calm and control and will become more efficient, effective and productive in managing e-mail communication.

*According to a survey conducted by the International Association of Business Communicators

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  • Welcome to this session on taking control of your e-mail. I would like to remind you that this is not a technical training in how to use your e-mail program. But, of course, the more familiar you are with how to use your particular email program, the more efficient you will be. Before we begin I would like each of you to state your NAME, your JOB TITLE, WHICH E-MAIL PROGRAM YOU USE, and two specific things you hope to LEARN in today’s session.
  • Take Control of Email

    1. 1. TAKE CONTROL OF E-MAIL presented by Jane Veldhoven, CPO ®  A member of: © Get Organized! Professional Services 2007
    2. 2. <ul><li>“ Too many messages are being sent by too many people, too often, with too many people copied, using too many words, with too many mistakes and with too little thought” </li></ul><ul><li> - Harold Taylor </li></ul>
    3. 3. E-mail Fast Facts <ul><li>50 to 100 E-mails per day average </li></ul><ul><li>1 to 3 hours per day to process </li></ul><ul><li>Develop policies & procedures </li></ul>
    4. 4. Advantages <ul><li>Quick and easy to compose </li></ul><ul><li>Easy to file, delete, forward and reply to </li></ul><ul><li>Can be sent anytime – day or night </li></ul><ul><li>Answer questions within body of message </li></ul><ul><li>Avoid telephone interruptions </li></ul>
    5. 5. Disadvantages <ul><li>Volume is overwhelming </li></ul><ul><li>Miscommunication due to interpretation </li></ul><ul><li>Avoid personal communication </li></ul><ul><li>Expectations of immediate response </li></ul><ul><li>Limited system and user capacity </li></ul><ul><li>24/7 availability </li></ul>
    6. 6. Organizing E-mail <ul><li>Schedule time to process </li></ul><ul><li>Clear Inbox daily </li></ul><ul><li>Convert E-mails to tasks or appointments </li></ul><ul><li>Create Custom Folders (Action & Filing) </li></ul><ul><li>Turn off alarms </li></ul><ul><li>Don’t Use Inbox as Default Screen </li></ul>
    7. 7. Incoming E-mail <ul><li>Goal is to clear your Inbox </li></ul><ul><li>Read each E-mail once* </li></ul><ul><ul><li>Do it </li></ul></ul><ul><ul><li>Delegate it </li></ul></ul><ul><ul><li>Delete it </li></ul></ul><ul><ul><li>Decide when to do it </li></ul></ul><ul><ul><li>(*David Allen’s 4D’s Concept) </li></ul></ul>
    8. 8. Outgoing E-mail <ul><li>Send as few as possible to as few people </li></ul><ul><li>Use ‘cc’ and ‘reply all’ sparingly </li></ul><ul><li>Use correct business etiquette </li></ul><ul><li>Try to respond within 24 hours </li></ul>
    9. 9. Review <ul><li>Limit the time you spend </li></ul><ul><li>Minimize interruptions </li></ul><ul><li>Manage incoming and outgoing E-mail effectively </li></ul><ul><li>Keep the recipient in mind </li></ul><ul><li>Organize by creating custom folders </li></ul><ul><li>Remember the 20/80 rule – use delete! </li></ul>
    10. 10. <ul><li>Down to 3 emails in my inbox!! This is a new world record for me!! Man does it feel goooooood!! Yours was probably the most helpful workshop of conference.Thank you so much! </li></ul><ul><li>  </li></ul><ul><li>Elinor W – Take Control of Email Workshop:) </li></ul>