AT&T Expert Lecture Series Presentation: Inbox 2.0: Increasing Your Personal Productivity with Email in a Web 2.0 World

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The slides from the presentation I gave to 500 project managers at AT&T.

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AT&T Expert Lecture Series Presentation: Inbox 2.0: Increasing Your Personal Productivity with Email in a Web 2.0 World

  1. 1. Inbox 2.0: Increasing Your Personal Productivity with Email in a Web 2.0 World PMN Expert Lecture Series September 2008 Chris Bonney Speaker/Writer/Trainer VP of client services at Vanguard Technology [email_address]
  2. 2. www.chrisbonney.com chris@chrisbonney.com
  3. 3. What We Want <ul><li>Be more productive </li></ul><ul><li>Less stressed </li></ul><ul><li>Fewer distractions </li></ul><ul><li>Better organization </li></ul><ul><li>More free time </li></ul>www.chrisbonney.com [email_address]
  4. 4. How Can We Get It? <ul><li>An empty inbox? </li></ul><ul><li>Fewer irrelevant emails coming in? </li></ul><ul><li>Better written emails? </li></ul><ul><li>Less SPAM? </li></ul><ul><li>Fewer reply to alls? </li></ul>www.chrisbonney.com [email_address]
  5. 5. www.chrisbonney.com chris@chrisbonney.com Email Today Jim Epler
  6. 6. <ul><li>Over 100 Billion a Day </li></ul><ul><li>Over 160 Email Sent/Received Each Day </li></ul><ul><li>1.6 Billion Users by 2011 </li></ul><ul><li>- The Radicati Group </li></ul>www.chrisbonney.com [email_address]
  7. 7. <ul><li>$308 billion dollars is wasted each year managing irrelevant e-mail </li></ul><ul><li>- Cohesive Knowledge </li></ul><ul><li>Over 20% of Our Time is Spent on Email </li></ul><ul><li>- Information Worker Productivity Institute Research </li></ul>www.chrisbonney.com [email_address]
  8. 8. <ul><li>People typically check email over 30 times an hour </li></ul><ul><li>- Glasgow University and Paisley University in Scotland </li></ul><ul><li>95% of all email is SPAM </li></ul><ul><li>- Barracuda Networks </li></ul>www.chrisbonney.com [email_address]
  9. 9. <ul><li>70% of people say they are overwhelmed by information </li></ul><ul><li>- Workplace Productivity Survey </li></ul><ul><li>Two in five workers say they are headed for a data “breaking point” </li></ul><ul><li>- Workplace Productivity Survey </li></ul>www.chrisbonney.com [email_address]
  10. 10. Don’t Forget These <ul><li>BacN </li></ul><ul><li>Colleague SPAM </li></ul><ul><li>Email apnea </li></ul><ul><li>Email bankruptcy </li></ul><ul><li>Email-free Friday </li></ul><ul><li>Email tattoo </li></ul><ul><li>E-Quake </li></ul>www.chrisbonney.com [email_address]
  11. 11. Here’s Why It’s Happening <ul><li>Ease of use </li></ul><ul><li>Sheer volume </li></ul><ul><li>Culture of business </li></ul><ul><li>Lack of appropriate technology </li></ul><ul><li>Ad hoc approach </li></ul>www.chrisbonney.com [email_address]
  12. 12. The Before and After of Email www.chrisbonney.com [email_address]
  13. 13. Intention <ul><li>Be honest with yourself </li></ul><ul><li>CYA? </li></ul><ul><li>Show you’re working late? </li></ul><ul><li>Buying yourself time? </li></ul><ul><li>Just a great excuse? </li></ul>www.chrisbonney.com [email_address] What’s Your Intention?
  14. 14. You: The Writer www.chrisbonney.com [email_address] You: The Writer
  15. 15. www.chrisbonney.com chris@chrisbonney.com The Power of the PM
  16. 16. www.chrisbonney.com chris@chrisbonney.com One name only.
  17. 17. www.chrisbonney.com chris@chrisbonney.com Intention? Addressed in email? Relevant?
  18. 18. www.chrisbonney.com chris@chrisbonney.com
  19. 19. www.chrisbonney.com chris@chrisbonney.com
  20. 20. www.chrisbonney.com chris@chrisbonney.com
  21. 21. www.chrisbonney.com chris@chrisbonney.com
  22. 22. www.chrisbonney.com chris@chrisbonney.com
  23. 23. www.chrisbonney.com chris@chrisbonney.com
  24. 24. www.chrisbonney.com chris@chrisbonney.com BCC: Don’t use it. Except…
  25. 25. www.chrisbonney.com chris@chrisbonney.com Have one Persuasive Relevant Don’t use old email Codes
  26. 26. www.chrisbonney.com chris@chrisbonney.com NRN – No response necessary AR – Action required URG - Urgent EOM – End of message RR – Review requested
  27. 27. www.chrisbonney.com chris@chrisbonney.com A stands for action B stands for background. C stands for close. A B C
  28. 28. www.chrisbonney.com [email_address]
  29. 29. www.chrisbonney.com [email_address]
  30. 30. www.chrisbonney.com [email_address] [w]
  31. 31. www.chrisbonney.com chris@chrisbonney.com
  32. 32. www.chrisbonney.com chris@chrisbonney.com 25 Word Rule Is cool.
  33. 33. www.chrisbonney.com chris@chrisbonney.com [w] Trick
  34. 34. www.chrisbonney.com chris@chrisbonney.com
  35. 35. www.chrisbonney.com chris@chrisbonney.com &quot;Can I quit now? Can I come home?&quot; Your Electronic Legacy
  36. 36. Empty Inbox Right For You? <ul><li>64 seconds </li></ul><ul><li>Calendar </li></ul><ul><li>Document repository </li></ul><ul><li>Address book </li></ul><ul><li>Archive </li></ul>www.chrisbonney.com [email_address] Your Inbox
  37. 37. What Your Inbox Has Become <ul><li>To-do list </li></ul><ul><li>Calendar </li></ul><ul><li>Document repository </li></ul><ul><li>Address book </li></ul><ul><li>Archive </li></ul>www.chrisbonney.com [email_address]
  38. 38. Number Of Email Accounts <ul><li>Business </li></ul><ul><li>Personal </li></ul><ul><li>Inbound Only </li></ul>www.chrisbonney.com [email_address]
  39. 39. www.chrisbonney.com chris@chrisbonney.com The Myth of Multitasking
  40. 40. www.chrisbonney.com chris@chrisbonney.com Discipline of necessity 4xday 2-minute rule Defer Delegate Delete [Touch it once]
  41. 41. About BlackBerrys <ul><li>Not CrackBerry…HackBerry </li></ul><ul><li>Excuse for curt responses </li></ul><ul><li>Apologies for typos – where else is this accepted? Why has urgency trumped quality? </li></ul><ul><li>Perpetuates 24/7 culture </li></ul><ul><li>Creates unsustainable expectations </li></ul>www.chrisbonney.com [email_address]
  42. 42. www.chrisbonney.com chris@chrisbonney.com www.xobni.com
  43. 43. ClearContext Slide www.chrisbonney.com chris@chrisbonney.com
  44. 44. 7 Key Takeaways <ul><li>3 accounts </li></ul><ul><li>Discipline of necessity, focus </li></ul><ul><li>Provocative subject lines </li></ul><ul><li>Format </li></ul><ul><li>Consider electronic legacy </li></ul><ul><li>Check 4 times a day </li></ul><ul><li>2-minute rule </li></ul>www.chrisbonney.com [email_address]
  45. 45. Contact <ul><li>Materials: www.chrisbonney.com/att </li></ul><ul><li>Email: [email_address] </li></ul><ul><li>Web: www.chrisbonney.com </li></ul><ul><li>Blog: http://chrisbonney.typepad.com </li></ul><ul><li>Book: www.blackberrybook.com </li></ul><ul><li>Twitter: @chrisbonney </li></ul><ul><li>YouTube: www.youtube.com/cbbonney </li></ul>www.chrisbonney.com [email_address]
  46. 46. Books And Blogs <ul><li>BOOKS </li></ul><ul><li>Hamster Revolution - by Mike Song, Vicki Halsey, Tim Burress </li></ul><ul><li>Send: The Essential Guide to Email for Office and Home – David Shipley and Will Schwalbe </li></ul><ul><li>Managing Your E-mail- Christina Cavanagh </li></ul><ul><li>Bit Literacy – Mark Hurst </li></ul><ul><li>Total Workday Control – Michael Linenberger </li></ul><ul><li>BLOGS/SITES </li></ul><ul><li>Tim Sanders – www.emailatoz.com </li></ul><ul><li>Randall Dean – www.timely-tips.blogspot.com </li></ul><ul><li>43 Folders – www.43folders.com </li></ul>www.chrisbonney.com [email_address]
  47. 47. Photo Credits <ul><li>Stressed – Christian Heilmann - http://www.flickr.com/people/codepo8/ </li></ul><ul><li>State of Email – Jim Epler - http://www.flickr.com/people/epler/ </li></ul><ul><li>Intention – Derrick Tyson - http://www.flickr.com/people/derricksphotos/ </li></ul><ul><li>So now what - CarbonNYC - http://www.flickr.com/people/carbonnyc/ </li></ul><ul><li>Before and After – Tracy Collins - http://flickr.com/people/tracy_collins/ </li></ul><ul><li>Remote – iwantanimac - http://www.flickr.com/people/iwantanimac/ </li></ul><ul><li>Typewriter – bluelineswinger - http://www.flickr.com/people/deletia/ </li></ul><ul><li>Power lines – SqueakyMarmot– http://www.flickr.com/people/squeakymarmot/ </li></ul><ul><li>Cool – Shereen M - http://www.flickr.com/people/shereen84/ </li></ul><ul><li>Plates – Ericaflynn - http://www.flickr.com/people/erikaleeflynn/ </li></ul><ul><li>Smile – Jason Rogers - http://www.flickr.com/people/restlessglobetrotter/ </li></ul><ul><li>Laundry – Emily - http://www.flickr.com/people/ebarney/ </li></ul><ul><li>Coffee – visualpanic - http://www.flickr.com/people/visualpanic/ </li></ul>www.chrisbonney.com [email_address]

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