Take Control of Email

Uploaded on

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

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

  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Be the first to comment
No Downloads


Total Views
On Slideshare
From Embeds
Number of Embeds



Embeds 0

No embeds

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

    No notes for slide
  • 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.


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