Email Management


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  • Email management approach email
  • How many mails do you receive a day on average? 0 – 10 10 – 20 20 – 50 50 – 100 100 +
  • How many hours do you spend on average per day doing e-mails? 0 – 1h 1 – 3h 3 – 5h 5 – 10h
  • It is special bait that attracts emails to your inbox like no other's and keeps them in it, too: some read, some unread, some labeled and some with a reply draft attached even, but all a constant drag on your mind's resources and lucidity. Special bait calls for special gloves. Touch incoming emails with these special gloves, one by one, and get a grip — a strong and happy grip on them. Avoid the Trap That Nails Stale Emails to Your Inbox To make sure no old messages pile in your email inbox: Pick dedicated times for email. Twice a day will work for many, but it could also be every two hours or every two days, for example. You may choose to deal with yesterday's mail only if you can. Go through your email strictly in the order it is presented. Do not jump ahead (no matter how enticing any subject might read). Do not re-order your inbox during the process. For each message (in order, remember; you are always only looking at the topmost email!): Delete it, if you can. Compose — but not necessarily send if the message has just arrived — a reply if you can do so on the spot. ( Be brief .) If the email requires actions: Delegate if possible. (Do you notice patterns in your delegation? See if you can have the action-sparking message — and message-sparking commitment — go to the person that performs the action in a broader fashion.) Schedule the action unless it's done fast and easily right away. Schedule composing your reply and whatever you have to do to be able to reply, too. Send the drafts you composed yesterday. If you find you cannot make it through the daily influx of email reliably or that incoming emails do create too many tasks to tackle, let go of some messages or commitments whence the emails stem.
  • Email Management

    1. 1. EMAIL Management Wouter Gheysen Otuka Coaching
    2. 2. Goal for the Hour
    3. 3. No one has enough time , but everyone has all there is. “
    4. 5. How many mails do you receive per day on average ?
    5. 6. How many hours do you spend on average per day doing e-mails?
    6. 7. <ul><li>We have TOO many emails! </li></ul><ul><li>What can we do about that? </li></ul>
    7. 8. <ul><li>Manage our EMAIL </li></ul>
    8. 9. Some facts <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>
    9. 10. Why are we sending so much email? <ul><li>It is easy </li></ul><ul><li>It is nearly instantaneous </li></ul><ul><li>It is asynchronous </li></ul><ul><li>It is convenient </li></ul><ul><li>It is platform-neutral </li></ul><ul><li>There is a written record of communication </li></ul>
    10. 11. Email management is NOT : <ul><li>Saving all email messages forever </li></ul><ul><li>Saving all email messages in the messaging application </li></ul><ul><li>Setting arbitrary time limits for all messages </li></ul><ul><li>Setting arbitrary mailbox sizes for all users </li></ul><ul><li>Declaring “email” as a record series </li></ul><ul><li>Doing nothing </li></ul>
    11. 12. Not every mail needs to be answered !
    12. 14. Getting Things Done David Allen
    13. 15. Inbox Action Needed? Relevant? Delete File/Archive More than 2 min? Do “ @Action” Delete File/ Archive As per priorities N N N Y Y Y
    14. 16. <ul><li>Inbox Zero </li></ul><ul><li>Merlin Mann </li></ul>
    15. 18. <ul><li>Delete </li></ul><ul><ul><ul><li>Lot’s of mails are just “FYI” Delete them at once </li></ul></ul></ul><ul><li>Delegate </li></ul><ul><ul><ul><li>Send immediately to the right person with clear “call to action” </li></ul></ul></ul><ul><li>Respond </li></ul><ul><ul><ul><li>If you can answer without extra work, do it </li></ul></ul></ul><ul><li>Do </li></ul><ul><ul><ul><li>If you can do it immediately do it immediately </li></ul></ul></ul><ul><li>Defer </li></ul><ul><ul><ul><li>Get it out of your inbox. Put it on a to-do list, plan it </li></ul></ul></ul>
    16. 19. EMAIL TIPS
    17. 20. First line is most important one “ Sleep” over it… think if YOUR reply is needed Turn “Auto Notification” OFF / GO Offline “ Reply All” … needed? What is important will come back
    18. 21. Turn “Reading Pane” Off URGENT!!! IMPORTANT!!!! FYA - FYI Distribution Lists Voting Buttons No Newsletters
    19. 22. Summarize long discussions Do the thinking / No mindreading Email Rules Creativity time Label and folders
    20. 23. Q & A
    21. 24. Do you want more information? <ul><li> </li></ul><ul><li> </li></ul><ul><li> </li></ul>