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*? …

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.

Transcript

  • 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:)