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Email Management

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Email Management

  1. 1. EMAIL Management Wouter Gheysen Otuka Coaching www.otuka-coaching.be
  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>www.gettingthingsdone.com </li></ul><ul><li>http://www.davidco.com </li></ul><ul><li>http://www.inboxzero.com/ </li></ul>

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