Taking control of your inbox


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How to control the amount of emails you receive each day and structure your time effectively

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Taking control of your inbox

  1. 1. Taking control of your inbox<br />Brought to you by<br />
  2. 2. In this slide show…<br /><ul><li>Discovering bad email habits
  3. 3. Time Management
  4. 4. Practical ways to deal with emails</li></li></ul><li><ul><li>Average worker spends 41% of their time on email management
  5. 5. More than half of UK workers admit to being stressed by how many emails they receive
  6. 6. Email volume is doubling every 4 years</li></li></ul><li>What does your inbox say about you?<br />
  7. 7. <ul><li>You always have more emails than you would like to have
  8. 8. You cannot control how everyone communicates with you
  9. 9. You can control what you do (how you send emails and what you do with them)</li></li></ul><li>Your actions drive others behaviour<br />Responding in ways that drive others to keep you informed of everything<br />Asking about too much detail (and not just the important emails)<br />Not sending emails in ways for others to take action and complete <br />Bouncing from one email to the next<br />
  10. 10. How many times in a day do you bounce from email to email?<br />
  11. 11. Are you ready to try a new system?<br />Allocate a time to monitor your emails each day/week<br />Address each email as you read it with The 4 D’s strategy<br />Action<br />or<br />Reference<br />or<br />Delete<br />Assign each email to a folder ><br />
  12. 12. The 4 Ds:<br />Deal with the email<br />Delete the email<br />Delegate the email to the relevant person in your team<br />Defer the email and file in ‘action’ <br />
  13. 13. Time Management Skills<br />How to beat work overload and structure your time more effectively<br />
  14. 14. Could 30 minutes of organisation time each day save you 3hrs of email bouncing?<br />
  15. 15. Stephen Covey’s Time Management Matrix<br />
  16. 16. Do you respond to URGENT emails <br />or the ones that scream <br />the loudest?<br />
  17. 17. Schedule uninterrupted time to process and organise email<br />Referencefolder<br />Action folder<br />Delete<br />
  18. 18. Think of your subject line as a command line<br />Reflect the email’s content in the subject line<br />
  19. 19. What is your ‘cc’ strategy?<br />Do you read every single email you have been ‘cc’d into?<br />Do you have a rule for these emails to go into a folder?<br />If so does your team know that you do not address emails immediately that you have been ‘cc’d into?<br />
  20. 20. Design your email system to suit your specific needs<br />For example do you receive a number of newsletters each day?<br />Think about setting a rule that they all go into one folder and you read them once a day/week.<br />Try not to get bombarded by emails that are not relevant to your daily work load.<br />
  21. 21. Top tips<br /><ul><li>Be consistent in your behaviours
  22. 22. Your behaviours drive how others email you and arrange meetings with you
  23. 23. Take responsibility for what comes into your mailbox and stay in the driving seat</li></li></ul><li><ul><li>Decide when to check your emails
  24. 24. Write clear subject lines to invite reading and action
  25. 25. Write emails for others to take faster action
  26. 26. Read less and ignore more
  27. 27. Ignore or separate ‘cc’ emails
  28. 28. Eliminate newsletters
  29. 29. Create action folders</li></li></ul><li>Don’t forget!.......<br />The 4 Ds:<br />Deal<br />Delete<br />Delegate<br />Defer <br />
  30. 30. Did you know…..<br />2.8 million <br />emails are <br />sent every <br />second<br />
  31. 31. For more information on the <br />Training Academy contact Off to Work<br />T: 0207 386 4497 E: training@offtowork.co.uk<br />W: www.offtowork.co.uk<br />