Taming your e mail

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Short webcast on managing email

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Taming your e mail

  1. 1. Are you a slave to your inbox?<br />Phil Hardcastle<br />Steve Saffhill<br />Taming your e-mail<br />October 4, 2011| slide 1<br />
  2. 2. Make It Stop! Crushed by Too Many E-Mails<br />That’s a headline from one web article – which seems to sum up the problem for most people.<br />Too many emails, not enough time to deal with them!<br />October 4, 2011| slide 2<br />
  3. 3. Do unto othersThe etiquette of email<br />Keep it short and to the point<br />Use the subject line to briefly describe the email<br />Don’t reply unless you have something to say<br />Don’t cc everyone with the reply<br />Don’t make everything of High Importance<br />Talk to someone......<br />October 4, 2011| slide 3<br />
  4. 4. Do unto others...2<br />Encourage the use of commonly understood prefixes on the 'Subject' line such as keywords which can be set up on the Master Category List in Microsoft Outlook. This should help users to decide whether to delete the email, open immediately or file it and open later, for example:<br />SOCIAL: night out next Wednesday<br />FOR INFO: rail strike latest news<br />FOR ALL MANAGERS: new appraiser course<br />!URGENT!: Fire drill at 12.00<br />October 4, 2011| slide 4<br />
  5. 5. Get organised<br />Process emails at set times in batches<br />Start and end of day?<br />Reply when reading – don’t wait<br />If you really do need to wait – mark it for follow up or put it in a folder<br />Keep it short and sweet rather than short and abrupt<br />Read it again before sending<br />October 4, 2011| slide 5<br />
  6. 6. Use the tools<br />Filter<br />Sort<br />Folders<br />Rules<br />Set up a signature<br />Add-ons - Xobni<br />October 4, 2011| slide 6<br />
  7. 7. What to do?<br />Prioritise<br />Info – read, then file/leave or delete<br />Action – do it asap, don’t file it to do later<br />Junk/Ignore – a lot of it can be ignored<br />October 4, 2011| slide 7<br />
  8. 8. Over to you<br />What works for you?<br />October 4, 2011| slide 8<br />

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