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20110512-3 ARMA Boston Managing Less Email


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This presentation at the 2011 ARMA Boston Spring Seminar described approaches for reducing the amount of email sent and received.

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20110512-3 ARMA Boston Managing Less Email

  1. 1. ARMA Boston Spring Seminar 2011<br />Jesse Wilkins, CRM<br />Managing Your Email Better – By Managing Less of It!<br />
  2. 2. Email in review<br />Reducing email usage<br />Using email more effectively<br />Session Agenda<br />
  3. 3. Email in review<br />
  4. 4. Everyone has email client and capabilities<br />Everyone knows how to create messages<br />Everyone can forward messages<br />To anyone or everyone<br />Email is easy to use!<br />
  5. 5. It’s asynchronous<br />It’s convenient<br />It’s less formal<br />It’s ubiquitous and platform-neutral<br />There’s a written record of communication<br />Email is easy to keep!<br />
  6. 6. Email as filing cabinet<br />Email as collaborative tool<br />Email as distribution mechanism<br />Is email the right place to work? <br />
  7. 7. All email is important<br />All email requires an immediate response<br />All email should be kept indefinitely<br />These assumptions<br /> are often untrue<br />Common inbox assumptions<br />
  8. 8. Email management is part of time mgmt <br />Email should not be used <br /> for everything<br />General principles<br />
  9. 9. Email is not a records series<br />Email should be kept as <br /> long as needed – and <br /> then gotten rid of<br />General principles<br />
  10. 10. Reducing email usage<br />
  11. 11. Set up rules for “important” vs. routine messages<br />Consider turning off alerts<br />Make rules about which <br /> messages have alerts<br />Define specific times <br /> to check email<br />Inbox management model<br />
  12. 12. Try to touch each message only once<br />Respond to it immediately<br />Respond to it later<br />Declare it as a record<br />Archive it for reference<br />Delete it <br />Inbox management cont’d<br />
  13. 13. Lots of email traffic is stuff we ask for!<br />“Bacn”<br />Vendor announcements<br />Chapter updates<br />The Records <br /> Management listserv<br />Image source: <br /><br />Reducing received emails<br />
  14. 14. Source: Engy,<br />Colleague spam<br />
  15. 15. Do you really have to reply?<br />Don’t send “me too” messages<br />Use other tools <br /> for collaboration<br />More later<br />Reducing sent emails<br />
  16. 16. How to use email more effectively<br />
  17. 17. Can be useful, but often overused<br />Perceived to provide accountability<br />Better practice: use them only when really needed<br />Especially BCC: as these <br /> are harder to track<br />CC: and BCC:<br />
  18. 18. Verify addressee(s)<br />When replying, reply only to those who need a response <br />Remove those who don’t<br />Watch responses to groups, lists<br />Reply-to vs. reply-all<br />Effective email usage – addressees<br />
  19. 19. Use a subject line<br />Use correct subject line for topic being discussed<br />Use subject lines that are informative<br />Effective email usage – subject line<br />
  20. 20. Identify whether response is required<br />Consider using subject line as content<br />Don’t declare privilege<br />Effective email usage – subject line<br />
  21. 21. Use professional tone in messages<br />Don’t write essays where notes will do<br />Determine what to do about the previous message<br />Keep, discard, or excerpt<br />Effective email usage - body<br />
  22. 22. Consider the file size of the attachment to be sent<br />Consider the file type <br /> to be sent<br />Security filtering<br />Multimedia formats<br />Effective email usage - attachments<br />
  23. 23. Can the recipient receive attachments?<br />Send attachments only to users that truly need them<br />Send links instead <br /> of attachments<br />Effective email usage - attachments<br />
  24. 24. Questions?<br />