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Email management

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Training materials highlighting use of email labels to turn gmail into a task management system, and other tips for email management.

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Email management

  1. 1. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 April 2019 krt4@Williams.edu x3542 Learning & Development Manager Human Resources Kevin Thomas Email Management
  2. 2. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 1. Adult behavioral change and email management 2. Arriving in the present of email 3. The Inbox 0 Approach 4. Using filters 5. Tips 6. Q&A Agenda
  3. 3. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 1. Adult behavioral change and email management 2. Arriving in the present of email 3. The Inbox 0 Approach 4. Using filters 5. Tips 6. Q&A Agenda
  4. 4. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Why bad habits are hard to break • The WOOP approach to change – Wish – Outcome – Obstacles – Plan • It takes 2 months to form a habit you can keep without thinking. Adult Behavior Change and Email Management
  5. 5. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 1. Adult behavioral change and email management 2. Arriving in the present of email 3. The Inbox 0 Approach 4. Using filters 5. Tips 6. Q&A Agenda
  6. 6. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • 4 Generations of Pot Roast • Two big changes: – Unlimited space – Faster, better searching Arriving in the present of email
  7. 7. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • We learned to delete emails to save space • We now have unlimited space in our email • There is no need to delete emails, or even to think about it. • Archive, don’t delete. Unlimited Space
  8. 8. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Searching was slow or non-existent, we had to organize emails into folders. • Searching is now very robust. • There’s no need for an elaborate “filing system” of folders. • We’ll use folders/labels later to queue up email-related tasks. Faster Searching
  9. 9. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • To:Jane Doe • From:Jane Doe • To:Jane Doe has:attachment • From:Jane Doe has:attachment My go to searches
  10. 10. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 1. Adult behavioral change and email management 2. Arriving in the present of email 3. The Inbox 0 Approach 4. Using filters 5. Tips 6. Q&A Agenda
  11. 11. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • When your inbox is full: – Your attention will scatter – You will get wound up – You will not have as much choice about what you do with your time Inbox 0
  12. 12. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • On some regular basis, get your inbox to 0 • May require a significant time investment up front • Easy to fall off; easy to get back on Inbox 0
  13. 13. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Because: – You will be able to find it if you need to. – It will come calling again if you’ve forgotten something. – You deserve a fresh start • In your search box, type this precisely: label:inbox older_than:1mo • Select them all • Archive! • Applause! The 30 Day Archiving Challenge
  14. 14. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Preliminary Step 1: Create the following labels _next _action _someday _waiting on An Inbox 0 Method
  15. 15. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 1. You can associate an email with an event, so that you can easily find it at a time you specify. 2. You will usually want to eliminate the other invitees of the event besides yourself. 3. Try it: I’ll send you an event, and you create an event for Friday at 4pm. An Inbox 0 Method (cont’d)
  16. 16. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 GTD Processing System Part 1 of 2 Is it Actionable ? Do it Get clear and specific about the action Will it take <2 minutes? Archive No Yes Yes No
  17. 17. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 GTD Processing System Part 2 of 2: Action Needed, >2 min Delegate it: 1) Label it “waiting on” 2) Forward to the delegate with instructions 3) Add to tasks 4) Archive Does it need to be done ASAP? 1. Add label “_next” 2. Add to tasks 3. Change task title to specific, concrete action 4. Set due date of today 5. Archive 1. Add Label “_action” 2. Add to tasks 3. Change task title to specific, concrete action 4. Set due date 5. Consider blocking off time on your calendar 6. Archive Are you the best person to do it? YesNo Yes No
  18. 18. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 Email Delegation • When forwarding a message, consider changing subject with a brief description of the action to be taken and a due date – “e.g. review draft email launch message by Friday at noon.” – Caution: will separate email from the rest of the thread
  19. 19. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 Look at your docket for today: – Look at the emails in your “_action” label. Does anything need to move to _next ? – Navigate to the “_next” label – Look at your calendar tasks Prioritize tasks: – Do those that require the most concentration first – As you finish, mark each item complete and remove the “_action” or “_next” label After Processing Your Email
  20. 20. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 1. Adult behavioral change and email management 2. Arriving in the present of email 3. The Inbox 0 Approach 4. Using filters 5. Tips 6. Q&A Agenda
  21. 21. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Setting up email filters in Gmail on LinkedIn Learning • Automatically apply labels so you can find, for example, committee emails easier. • You can have email skip the inbox and go to a label for later review. – use for informational emails like newsletters, updates, etc. • You can forward an email to your phone so you get a text message whenever you get an email from that person. Using emails
  22. 22. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 1. Adult behavioral change and email management 2. Arriving in the present of email 3. The Inbox 0 Approach 4. Using filters 5. Tips 6. Q&A Agenda
  23. 23. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • You will set an unreasonably high response time expectation for others • You will be distracted from more important work • Your responses will not be thoughtful Tip 1: Never Respond to an Email Right Away
  24. 24. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • If you are doing focused work composing an email, consider drafting it in a word processing program first. • Communicate your change in email practices with important colleagues (like your boss) Tip 2: Turn off your email during focused work periods
  25. 25. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Choose some hours during the day when you will not check email: • Lunch • 10pm – 7am • Vacations Tip 3: Create email moratorium hours
  26. 26. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • If 2 email volleys hasn’t resolved an issue, pick up the phone. • If it’s someone you’ve had a challenging work relationship with, pick up the phone. • If it’s someone you need to have a stronger relationship with, pick up the phone. Tip 4: Know when to pick up the phone
  27. 27. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Managing your email can make you more productive • You still may need to: • Manage expectations • Set priorities • Delegate • Say no Tip 5: Managing Your Email is 1 Part of Managing Your Job
  28. 28. Email Management Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 Kevin Thomas, krt4@williams.edu, x3542 Email Management • Course Page

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