Brown Bag Lunch on Email Management


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Brown Bag Lunch on Email Management

  1. 1. Brown B g Luncheon Series Organized by Email Management Room 2309 27 May 2010
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  4. 4. <ul><li>247 billion emails are sent each day (2009) </li></ul><ul><li>>2.8 million emails are sent every second </li></ul><ul><li>Around 80% of these millions of message are but spam and viruses. </li></ul><ul><li>The authentic emails are sent by around 1.4 billion email users. </li></ul>Facts & Figures
  5. 5. Facts & Figures <ul><li>So approx 1 in every 5 persons </li></ul><ul><li>on the earth use email </li></ul><ul><li>An average email is about 75 KB of size. </li></ul><ul><li>75 KB would be around 7000 plain text words . </li></ul><ul><li>35% of email recipients open email based on the subject line alone </li></ul>
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  7. 7. “ Speed geeking“ (1 min/answer) <ul><li>For which different purposes do you write emails? </li></ul><ul><li>How do you handle the incoming emails (delete/delegate/respond/defer/do)? </li></ul><ul><li>When/ how often do you check your emails? (open all the time, immediate responses, synchronous communication / ...) </li></ul>
  8. 8. Brainstorming (5 min) <ul><li>What is wrong with our current email behaviour? </li></ul><ul><li>What‘s the main problem regarding emails in your work? </li></ul><ul><li>How does this problem affect YOU ? </li></ul><ul><li>WHY , in your opinion, is this happening? </li></ul><ul><li>... </li></ul>
  9. 9. Alternatives to email Telephone
  10. 10. Microblogging
  11. 11. <ul><li>Individual account / section account </li></ul><ul><li>Announce upcoming workshops </li></ul><ul><li>Point out interesting links, new publications, ... to your followers </li></ul><ul><li>Back-channel / live reporting during conference (#Conference) </li></ul><ul><li>Real-time content (monitor topics, e.g. protests in Iran  tweet grid) </li></ul><ul><li>record and search through everyone’s conversations </li></ul>Microblogging ( )
  12. 12. Webconferences
  13. 13. <ul><li>Bring together people online from all over the globe (save time & travel costs) </li></ul><ul><li>Show a presentation </li></ul><ul><li>Collaborative editing of documents </li></ul><ul><li>Videostreams </li></ul><ul><li>Chat </li></ul><ul><li>Low-cost (headset, computer, internet, license) </li></ul><ul><li>Simple recording function </li></ul>Webconferences
  14. 14. Social Bookmarking
  15. 15. Social Bookmarking <ul><li>Access from everywhere: not saved on your computer (mobile/working from home!) </li></ul><ul><li>Easy searching due to tags </li></ul><ul><li>Disseminate information: share bookmarks with others </li></ul><ul><li>Find relevant information: Visit bookmarks of experts </li></ul><ul><li>Ex: Resources from BBL  tag „BBL“ </li></ul>
  16. 16. Wikis
  17. 17. Wikis <ul><li>Develop a knowledge base </li></ul><ul><li>simple interface, a visual page editor, and a focus on community collaboration </li></ul><ul><li>Embed photos, videos, etc. </li></ul><ul><li>Build information coolaboratively - Everyone can contribute! </li></ul><ul><li>Collect the knowledge of people with interest/expertise in a subject matter </li></ul>
  18. 18. Collaborative Writing Software Basecamp Writeboard Google Docs
  19. 19. <ul><li>work on the same documents </li></ul><ul><li>avoid sending back & forth different versions </li></ul><ul><li>synchronous (real time editing) + asynchronous working </li></ul><ul><li>track change mode (like word), insert comments, etc </li></ul><ul><li>Writeboard: Subscribe to documents via RSS and be notified of changes </li></ul>Collaborative Writing Software
  20. 20. Photosharing
  21. 21. Photo Sharing <ul><li>Organize „sets“ (e.g. for each conference) </li></ul><ul><li>Dissimanate link to participants (instead of sending email with attachments/CD) </li></ul><ul><li>Embed flickr stream on website/blog (show more than 1 pic) </li></ul><ul><li>Search for photos (creative commons license) </li></ul><ul><li>Access from everywhere </li></ul>
  22. 22. Presentation Sharing
  23. 23. Presentation Sharing <ul><li>Avoid sending large files to workshop/ conference participants </li></ul><ul><li>Allows people to leave comments on your ppt in ONE place </li></ul><ul><li>Allows easy download of your presentation </li></ul><ul><li>Better visibility (presentation not only on a conference CD-ROM but available to broad public) </li></ul>
  24. 24. Chats
  25. 25. Chats <ul><li>Synchronous discussion </li></ul><ul><li>Group conversation </li></ul><ul><li>Save conversations </li></ul><ul><li>Quick + easy to use </li></ul><ul><li>Disseminate short info </li></ul><ul><li>Works well in low-bandwith </li></ul><ul><li>environments </li></ul>Windows Live Messenger
  26. 26. Survey Monkey
  27. 27. Survey Monkey <ul><li>Collect feedback easily </li></ul><ul><li>Get people engaged </li></ul><ul><li>Free version (max 10 questions) </li></ul><ul><li>Yes/no questions, open questions, ... </li></ul>
  28. 29. <ul><li>Collect feedback easily on different options </li></ul><ul><li>All answers in ONE place </li></ul><ul><li>Schedule meetings (suggest different days, time) </li></ul><ul><li>Everybody sees the answers </li></ul>
  29. 30. <ul><li>Thursday, </li></ul><ul><li>24 June 2010 </li></ul><ul><li>by Jennifer Moesenfechtel </li></ul>Next Brown Bag Lunch on “Correct Correspondence“
  30. 31. <ul><li>This is a story a very sad tale </li></ul><ul><li>Of intrigue and romance and electronic mail A dangerous form of information, and the perils of instant gratification How many times did I hit my Mac, wanted to crawl inside and take the whole thing back But it’s no use to say it again and again: Don't push send! </li></ul><ul><li>[….] </li></ul>Carrie Newcomer: “Don't Push Send“
  31. 32. <ul><li>Chorus The day was tough the week had really been somethin' Jane got a message that pushed her buttons She shot back as if her words were guns Capitalizing every single one She should have waited she should know E-mails doesn't mix with merlot She had to write back as you could guess Plead e-mail recklessness and PMS… </li></ul>Carrie Newcomer: “Don't Push Send“
  32. 33. Resources available on our blog
  33. 34. <ul><li>ToolZone by Jane Hart: </li></ul><ul><li>LEARNING TOOLS DIRECTORY 2010, Live Tools </li></ul><ul><li>The count on by Gary Hayes: </li></ul><ul><li>Tools , , , , , , , , , , , , , , </li></ul><ul><li>Teaser: Correct Correspondence </li></ul><ul><li> </li></ul><ul><li>Your SCIENTIA team </li></ul><ul><li> </li></ul>