Your SlideShare is downloading. ×
0
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
The WWW of Mastering Email Overload webinar
Upcoming SlideShare
Loading in...5
×

Thanks for flagging this SlideShare!

Oops! An error has occurred.

×
Saving this for later? Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime – even offline.
Text the download link to your phone
Standard text messaging rates apply

The WWW of Mastering Email Overload webinar

342

Published on

3 life changing strategies that will change the way your work . . . forever! …

3 life changing strategies that will change the way your work . . . forever!

* Are you struggling to keep up with ever increasing email volumes?
* Do you get constant email interruptions?
* Would you like to get your inbox under control?

In just 60 minutes, we will show you a proven approach to better managing this critical aspect of your daily work, looking at these 3 life-changing strategies;

* WHEN to check email, when not to (and why)
* WHAT to do with each mail so you handle it only once
* WHERE to file, store and archive email for quick and easy retrieval

This webinar will unpack the 3 strategic steps, 9 specific actions and numerous practical tips you can take to quickly get a grip on email overload, gain more control, reduce frustration, save an enormous amount of time and radically improve your productivity.

What you learn will change the way you work . . . forever!

0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
342
On Slideshare
0
From Embeds
0
Number of Embeds
2
Actions
Shares
0
Downloads
0
Comments
0
Likes
0
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
No notes for slide
  • So, if you’d like to move from where you are now, the Email Mastery webinar series will help you make progress towards being effective, smart and ultimately master your e-mail.
  • The first strategy for eliminating email overload is to decrease frequency; decrease the frequency with which are checking not only our email but also all the other sources of information such as twitter, facebook, text messages etc
  • The first strategy for eliminating email overload is to decrease frequency; decrease the frequency with which are checking not only our email but also all the other sources of information such as twitter, facebook, text messages etc
  • The first strategy for eliminating email overload is to decrease frequency; decrease the frequency with which are checking not only our email but also all the other sources of information such as twitter, facebook, text messages etc
  • The first strategy for eliminating email overload is to decrease frequency; decrease the frequency with which are checking not only our email but also all the other sources of information such as twitter, facebook, text messages etc
  • The first strategy for eliminating email overload is to decrease frequency; decrease the frequency with which are checking not only our email but also all the other sources of information such as twitter, facebook, text messages etc
  • The first strategy for eliminating email overload is to decrease frequency; decrease the frequency with which are checking not only our email but also all the other sources of information such as twitter, facebook, text messages etc
  • The first strategy for eliminating email overload is to decrease frequency; decrease the frequency with which are checking not only our email but also all the other sources of information such as twitter, facebook, text messages etc
  • The first strategy for eliminating email overload is to decrease frequency; decrease the frequency with which are checking not only our email but also all the other sources of information such as twitter, facebook, text messages etc
  • The first strategy for eliminating email overload is to decrease frequency; decrease the frequency with which are checking not only our email but also all the other sources of information such as twitter, facebook, text messages etc
  • The first strategy for eliminating email overload is to decrease frequency; decrease the frequency with which are checking not only our email but also all the other sources of information such as twitter, facebook, text messages etc
  • The first strategy for eliminating email overload is to decrease frequency; decrease the frequency with which are checking not only our email but also all the other sources of information such as twitter, facebook, text messages etc
  • And now, I’m happy to be available for any questions you may have about today’s webinar and the subject of Email Overload or Email Effectiveness in general.
    So, just ask me a question . . .
  • So there it is, that’s the Email Mastery webinar series.
    It contains all that you need to know to get control of email in your life.
  • Each of these webinars includes additional resources to help you master the skills that you’ll learn.
    There’s a handout for you to work through making your own notes during the webinar
    There’s access to a recorded version of the webinar in case you’re not able to attend on the date it is broadcast. The recording also allows you to go over the material again at your leisure later.
    Each webinar has a series of email tips that will be sent to you on a regular (but not intrusive) basis to remind and reinforce the key things you will have learnt
    And finally, if you need some additional help by way of some 1:1 coaching, there are packages to suit your requirements available at special AFIST member rates upon request.
  • And now, I’m happy to be available for any questions you may have about today’s webinar and the subject of Email Overload or Email Effectiveness in general.
    So, just ask me a question . . .
  • Transcript

    • 1. The www of Mastering E-mail Overload Halve the time, double your results and triple your productivity when using e-mail Steuart Snooks E-mail Strategist & Productivity Expert www.emailtiger.com.au
    • 2. Today’s agenda  The impact of e-mail ‘overload’  3 strategic ‘Best Practice’ strategies  W hen  W hat  W here  9 specific actions & 27 practical tips Solutions for Success 2014 www.emailtiger.com.au
    • 3. Pace of Information Overload Solutions for Success 2014 www.emailtiger.com.au
    • 4. Solutions for Success 2014 www.emailtiger.com.au
    • 5. The 7 Critical Impacts of Email & Information Overload? 1: Interruptions 2: Loss of focus 3: Multi-tasking 4: Poor decision-making 5: Lack of ‘think’ time 6: Organisational dysfunction 7: Mental health & well-being 8: Quality of life Solutions for Success 2014 www.emailtiger.com.au
    • 6. Solutions for Success 2014 www.emailtiger.com.au www.emailtiger.com.au/special-report
    • 7. Mastery Smart Effective Survival Overloaded / Overwhelmed The Solution Volume of email and time taken to process it
    • 8. The www of Mastering Email Overload When What Where Solutions for Success 2014 www.emailtiger.com.au
    • 9. 1.When Control when you do and when you do NOT look at your email The Three Strategies . . . Solutions for Success 2014 www.emailtiger.com.au
    • 10. 1.When • Schedule times to check e-mail (rather than react as they arrive) Solutions for Success 2014 www.emailtiger.com.au The Three Strategies . . . Nathan Zeldes Timothy Ferriss The #1 solution to information overload
    • 11. Schedule times to check email Solutions for Success 2014 www.emailtiger.com.au When What Where The www of Mastering Email Overload
    • 12. Eliminate E-mail ‘as an interruption’ Solutions for Success 2014 www.emailtiger.com.au
    • 13. Solutions for Success 2014 www.emailtiger.com.au Multi-tasking As a result of constant interruptions, do you find that you start to multi-task? Do you often have 2 or 3 files open on your desk? Does your computer often have 4 or 5 windows (or more) open at once?
    • 14. ‘Single tasking’ email versus ‘multi-tasking’ Solutions for Success 2014 www.emailtiger.com.au
    • 15. Solutions for Success 2014 www.emailtiger.com.au Best times to check email? Email Tasks http://pomodorotechnique.com
    • 16. Solutions for Success 2014 www.emailtiger.com.au Best times to check email? Email TasksTasks Email Twice per hour 16+ times per day!
    • 17. Solutions for Success 2014 www.emailtiger.com.au Best times to check email? Email TasksTasks Email Email Tasks Email Tasks Tasks Email Don’t start with email - get some work done first and then ‘reward’ yourself for your accomplishment(s)
    • 18. 7 Reasons Why You Should NOT Check Email First Thing in the Morning? 1: The inbox is NOT your to-do list 2: Starting with email makes you REactive rather than PROactive 3: Ignorance is bliss! 4: Avoids short-term gratification to achieve longer term results 5: Checking e-mail is an excuse for a lack of priorities 6: Your morning energy and alertness should be directed to higher priorities 7: Controls unmanaged and unspoken expectations Solutions for Success 2014 www.emailtiger.com.au
    • 19. Solutions for Success 2014 www.emailtiger.com.au Best times to check email? Email Tasks Once per hour 8+ times per day!
    • 20. Shift your working paradigm Solutions for Success 2014 www.emailtiger.com.au
    • 21. Make Calendar your default setting Solutions for Success 2014 www.emailtiger.com.au
    • 22. Make Calendar your default setting Solutions for Success 2014 www.emailtiger.com.au Open mailbox in a separate window
    • 23. Solutions for Success 2014 www.emailtiger.com.au Best times to check email? Research shows that for most people, in most office-based roles, checking e-mail at 4 planned times a day (to a max of 45 mins each time) allows you to turn all e-mail around in a 24 hour period. Early in the day, as ‘second thing’ (after checking your calendar!1 2 3 4 About 30-45 minutes before your lunch break (NOT mid-morning) Any time that suits you during the afternoon About 30-45 minutes before you finish for the day
    • 24. 1.When Solutions for Success 2014 www.emailtiger.com.au The Three Strategies . . . • Schedule times to check e-mail (rather than be interrupted) • Turn off e-mail alerts
    • 25. Schedule times to check email Turn off all email alerts Solutions for Success 2014 www.emailtiger.com.au When What Where The www of Mastering Email Overload
    • 26. Turn off ALL e-mail alerts Solutions for Success 2014 www.emailtiger.com.au
    • 27. 1.When Solutions for Success 2014 www.emailtiger.com.au The Three Strategies . . . • Schedule times to check e-mail (rather than be interrupted) • Turn off e-mail alerts • Manage expectations
    • 28. Schedule times to check email Turn off all email alerts Manage expectations Solutions for Success 2014 www.emailtiger.com.au When What Where The www of Mastering Email Overload
    • 29. Solutions for Success 2014 www.emailtiger.com.au TimeValue Quality QuickCheap Good As a receiver The Customer Service Interaction
    • 30. Solutions for Success 2013 www.emailtiger.com.au My New Personal E-mail Policy In an effort to increase my personal productivity and efficiency I am implementing a new approach to managing my email. I have recently come to understand that I spend too much time shuffling through a stack of emails in my inbox and not enough time focusing on my real work, that is, the stuff I'm actually paid to do! Email has become an unnecessary distraction that is creating longer lead times on my ever-growing 'to-do' list. Consequently, I have decided that serious change is required. Therefore, I will now only be checking and responding to my email at approx. noon and 4pm on weekdays. I shall try to get back to you via email in a timely manner and will most certainly be handling my email in a way that is seen as professional and responsive. Therefore, if you need a response from me outside of these times, please do call me on my mobile number. It'd be good to hear your voice anyway - much more personal than electronic mail! I trust my new approach to email helps you get the most out of me. For my part, I believe it will allow me to spend more time on productive work output and creating value for my organisation. Thanks greatly; I'm looking forward to putting email back where it belongs; supporting my work, not driving it! Managing Expectations
    • 31. Manage Expectations Solutions for Success 2014 www.emailtiger.com.au
    • 32. Schedule times to check email Turn off all email alerts Manage expectations Solutions for Success 2014 www.emailtiger.com.au When What Where The www of Mastering Email Overload
    • 33. 2.What What to do with each email The Three Strategies . . . Solutions for Success 2014 www.emailtiger.com.au
    • 34. 2.What The Three Strategies . . . Solutions for Success 2014 www.emailtiger.com.au • Handle each email ONLY ONCE – use the proven 4D method
    • 35. Schedule times to check email Turn off all email alerts Manage expectations Use the 4D methodology Solutions for Success 2014 www.emailtiger.com.au When What Where The www of Mastering Email Overload
    • 36. 1. DITCH / DELETE 2. DEAL (2 mins) 3. DELEGATE 4. DECIDE • WHERE - File (Move to a Folder / File along with) • WHEN - Convert to a Task or Calendar item • WAIT - Add to a Watch List (pending reply) Use the 4D methodology Solutions for Success 2014 www.emailtiger.com.au
    • 37. 4D methodology exercise Solutions for Success 2014 www.emailtiger.com.au 4004 emails processed in 25 minutes by 11 people using the 4D method
    • 38. 4D methodology exercise Solutions for Success 2014 www.emailtiger.com.au 1105 emails processed in 20 minutes by 8 people using the 4D method
    • 39. 2.What The Three Strategies . . . Solutions for Success 2014 www.emailtiger.com.au • Handle each email ONLY ONCE – use the proven 4D method • Use rules to automate processes
    • 40. Schedule times to check email Turn off all email alerts Manage expectations Automate with rules Use the 4D methodology Solutions for Success 2014 www.emailtiger.com.au When What Where The www of Mastering Email Overload
    • 41. Use rules to automate processes Solutions for Success 2014 www.emailtiger.com.au the ‘cc rule’
    • 42. • All staff • Newsletters/ezines • Personal • Google ‘alerts’ • _______? Use rules to automate processes Solutions for Success 2014 www.emailtiger.com.au
    • 43. 2.What The Three Strategies . . . Solutions for Success 2014 www.emailtiger.com.au • Handle each email ONLY ONCE – use the proven 4D method • Use rules to automate processes • Clarify expectations & parameters with others
    • 44. Clarify expectations & parameters Schedule times to check email Turn off all email alerts Manage expectations Automate with rules Use the 4D methodology Solutions for Success 2014 www.emailtiger.com.au When What Where The www of Mastering Email Overload
    • 45. Clarify expectations and parameters Solutions for Success 2014 www.emailtiger.com.au
    • 46. Clarify expectations & parameters Schedule times to check email Turn off all email alerts Manage expectations Automate with rules Use the 4D methodology Solutions for Success 2014 www.emailtiger.com.au When What Where The www of Mastering Email Overload
    • 47. 3. Where Where to quickly file each email The Three Strategies . . . Solutions for Success 2014 www.emailtiger.com.au
    • 48. 3. Where The Three Strategies . . . Solutions for Success 2014 www.emailtiger.com.au • Reduce mailbox size
    • 49. Schedule times to check email Turn off all email alerts Manage expectations Reduce your mailbox size Solutions for Success 2014 www.emailtiger.com.au Clarify expectations & parameters Automate with rules Use the 4D methodology When What Where The www of Mastering Email Overload
    • 50. According to research by Permessa, based on 15 years of experience with leading global enterprises, 80% of email volume comes from just 4% of messages which, in turn, typically comes from just 1% of the user community. Reduce mailbox size Solutions for Success 2014 www.emailtiger.com.au
    • 51. Reduce mailbox size Solutions for Success 2014 www.emailtiger.com.au
    • 52. Solutions for Success 2014 www.emailtiger.com.au Reduce mailbox size
    • 53. Solutions for Success 2014 www.emailtiger.com.au Reduce mailbox size IN FOLDE R SIZE
    • 54. 3. Where The Three Strategies . . . Solutions for Success 2014 www.emailtiger.com.au • Reduce mailbox size • Use links instead of attachments
    • 55. Schedule times to check email Turn off all email alerts Manage expectations Document links not attachments Reduce your mailbox size Solutions for Success 2014 www.emailtiger.com.au Clarify expectations & parameters Automate with rules Use the 4D methodology When What Where The www of Mastering Email Overload
    • 56. Solutions for Success 2014 www.emailtiger.com.au Use document links instead of attachments What are some of the disadvantages of sending attachments? What are some of the advantages of using document links?
    • 57. 3. Where The Three Strategies . . . Solutions for Success 2014 www.emailtiger.com.au • Reduce mailbox size • Use links instead of attachments • Simplify your email folder structure
    • 58. Schedule times to check email Turn off all email alerts Manage expectations Document links not attachments Reduce your mailbox size Simplify email folder structure Solutions for Success 2014 www.emailtiger.com.au Clarify expectations & parameters Automate with rules Use the 4D methodology When What Where The www of Mastering Email Overload
    • 59. Simplify Email Folder Structure Outlook 2007 Outlook 2010 Solutions for Success 2014 www.emailtiger.com.au 1: Separate ‘finished’ from ‘unfinished’ work 2: Create 4 or 5 ‘primary’ folders Filing cabinet
    • 60. Schedule times to check email Turn off all email alerts Manage expectations Document links not attachments Reduce your mailbox size Simplify email folder structure Solutions for Success 2014 www.emailtiger.com.au Clarify expectations & parameters Automate with rules Use the 4D methodology When What Where The www of Mastering Email Overload
    • 61. This webinar includes:  PDF copy of today’s slideshow and webinar recording  Article:  Special Report on The 7 Critical Impacts of Email & Information Overload and mp3 recording of interview  Series of 9 ‘how to’ Email tips  Special offer for Email Mastery webinar series Solutions for Success 2014 www.emailtiger.com.au
    • 62. 7 Ways to Write More Effective Email Help! Where Should I Keep All This Email (and find it again quickly later)? Constant Email Interruptions & Multi- tasking – is there a better way? Introduction to Email Overload and What You Can Do About it An Empty In-box: Is it possible (or even desirable)? Why you should NOT check email first thing in the morning! Email Mastery Webinar Series Solutions for Success 2014 www.emailtiger.com.au
    • 63. Each webinar includes; •a handout to help you capture ideas and notes for each topic •access to recording and slideshow of the webinar •series of follow up email tips to remind & reinforce key learnings •1:1 on-line coaching available upon request Email Mastery Webinar Series Solutions for Success 2014 www.emailtiger.com.au
    • 64. Solutions for Success 2014 www.emailtiger.com.au 1 2 3 4 5 6 Staff Survey (on-line) Awareness presentations The WWW of Mastering Email Overload (45-90 mins) Training workshops Taming the Email Tiger – (half day plus ‘hands-on’ application) 7 Ways to Write More Effective Email (90 mins) The Science of Email Influence (90 mins) Follow up and Support  Series of email tips, articles, resources, checklists, audio CDs etc Online learning The Email Mastery webinar series 1:1 Email Coaching Where to from here?
    • 65. Stay in touch and up-to-date www.emailtiger.com.au Steuart G. Snooks Email Strategist & Productivity Expert Conference presentations E-mail audits/surveys Consulting & advice Keynote speaking Research papers Workshops Blog posts Audio CDs Webinars Seminars Coaching E-books Articles Ideas Tips
    • 66. The www of Mastering E-mail Overload Halve the time, double your results and triple your productivity when using e-mail Steuart Snooks E-mail Strategist & Productivity Expert www.emailtiger.com.au

    ×