Keeping the Inbox Empty<br />And Other Strategies to Manage the Info Overload<br />
Sometimes any excuse for not responding to email will do!<br />
Email and Information Overload<br />http://www.youtube.com/watch?v=CXFEBbPIEOI&feature=pyv&ad=3154774824&kw=email<br />Lif...
Email Facts of Interest<br />Email overload is the leading cause of preventable productivity loss in organizations today.<...
Overview of the 5 Email Strategies<br />Strategy 1: Keeping the Inbox Empty<br />Strategy 2: Use a 3-Folder Email Manageme...
Strategy 1<br />Keeping the Inbox Empty<br />
3 Principles to Keep the Inbox Empty<br />Change your perspective on the Inbox: “It is a temporary holding pen for unproce...
Strategy 2 <br />Use a 3-Folder Email Management<br />System<br />
The 3-Folder Email Management System<br />Create and maintain the following folders (labels):<br />Archive (Gmail actually...
Contents of Archive (All Mail)<br />Eventual final destination of every email.<br />Use this Email group as a “long-term” ...
Contents of Follow Up Folder (Label)<br />Messages that have a task or requires response that can’t be done in 2 minutes o...
Contents of Hold Folder (Label)<br />Email placed here does not require a task or response, but it provides information ne...
Strategy 3<br />Use Google Mail Search to<br />Retrieve Email<br />
Features of Google Mail Search<br />All of your Gmail is fully searchable.<br />Search results returned with search terms ...
How to Conduct Basic Mail Search<br />The search mail bar is located at top of your gmail screen. Type search word or phra...
How to Conduct Basic Mail Search<br />Your search results will appear in the email list box. Just right-click on the messa...
How to Conduct an Advanced Email Search<br />To begin an Advanced Email search, click on the “Show Search Options” link to...
How to Conduct an Advanced Email Search<br />The Search Options screen will appear. <br />Search Options <br />
How to Conduct an Advanced Email Search<br />From this screen, you have the ability to search your email by any of the fol...
How to Conduct an Advanced Email Search<br />Type in your search criteria and click on the Search Mail button.<br />Lookin...
How to Conduct an Advanced Email Search<br />Gmail then returns the results. Right-click to preview or double-click to ope...
How to Use Google Desktop to Search for Email<br />Press CTRL twice to activate Google Desktop.<br />NOTE: Google Desktop ...
How to Use Google Desktop to Search for Email<br />Once search box is activated, type search word or phrase in box. Result...
Strategy 4<br />Follow 4 Simple Email <br />Response Rules<br />
Rule 1: Process emails in groups.<br />Conduct 2-4 email sessions per day.<br />Only retrieve your email every 1 to 2 hour...
Rule 2: Follow the 1-Minute Rule <br />Start processing email from oldest first.<br />If message takes 1 minute or less fo...
Rule 3” Respond to Task Requests<br />Always acknowledge receipt of email.<br />Note task on your to do list, and move to ...
Rule 4: Never leave an email in the inbox.<br />Decide an email’s fate on the spot.<br />Immediate response<br />Acknowled...
Rule 5: Compose Emails with Efficiency in Mind<br />Make your emails sizzle.<br />Informative subject line.<br />Put your ...
Five Strategies for Managing Email<br />Keep the Inbox Empty.<br />Use a 3-Folder Email Management System.<br />Use Google...
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Keeping the inbox empty

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Presentation on how to manage the email overload many of us face today as educators. Strategies are described that help email users make the most of the communication tool.

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Keeping the inbox empty

  1. 1. Keeping the Inbox Empty<br />And Other Strategies to Manage the Info Overload<br />
  2. 2. Sometimes any excuse for not responding to email will do!<br />
  3. 3. Email and Information Overload<br />http://www.youtube.com/watch?v=CXFEBbPIEOI&feature=pyv&ad=3154774824&kw=email<br />Life Before Email<br />http://www.youtube.com/watch?v=7u6PDDGWe2I<br />
  4. 4. Email Facts of Interest<br />Email overload is the leading cause of preventable productivity loss in organizations today.<br />Basex Research recently estimated businesses lose $650 million annually due to unnecessary email interruptions.<br />When they are at work, 37% of those with email accounts check them constantly.<br />
  5. 5. Overview of the 5 Email Strategies<br />Strategy 1: Keeping the Inbox Empty<br />Strategy 2: Use a 3-Folder Email Management System<br />Strategy 3: Use Google Mail Search as Tool to Retrieve Emails<br />Strategy 4: Follow 4 Simple Email Response Rules <br />Strategy 5: Compose Email with Efficiency in Mind<br />
  6. 6. Strategy 1<br />Keeping the Inbox Empty<br />
  7. 7. 3 Principles to Keep the Inbox Empty<br />Change your perspective on the Inbox: “It is a temporary holding pen for unprocessed email.”<br />Make it a habit to immediately decide the fate of an email once it is read. NEVER LEAVE AN EMAIL IN THE INBOX.<br />Use a simple 3-Folder Email Management system<br />
  8. 8. Strategy 2 <br />Use a 3-Folder Email Management<br />System<br />
  9. 9. The 3-Folder Email Management System<br />Create and maintain the following folders (labels):<br />Archive (Gmail actually has this folder “All Mail”<br />Follow Up<br />Hold<br />
  10. 10. Contents of Archive (All Mail)<br />Eventual final destination of every email.<br />Use this Email group as a “long-term” reference library.<br />Should be single folder (label) with NO SUBFOLDERS (LABELS).<br />Fully searchable using mail search,<br />
  11. 11. Contents of Follow Up Folder (Label)<br />Messages that have a task or requires response that can’t be done in 2 minutes or less.<br />Each message in this folder (label) has a corresponding task in Task List.<br />
  12. 12. Contents of Hold Folder (Label)<br />Email placed here does not require a task or response, but it provides information needed in the next two weeks.<br />
  13. 13. Strategy 3<br />Use Google Mail Search to<br />Retrieve Email<br />
  14. 14. Features of Google Mail Search<br />All of your Gmail is fully searchable.<br />Search results returned with search terms highlighted in yellow.<br />Use Google Desktop to add additional functionality to mail search.<br />Advanced search options make it possible to zero in on that message you wish to find.<br />
  15. 15. How to Conduct Basic Mail Search<br />The search mail bar is located at top of your gmail screen. Type search word or phrase here.<br />
  16. 16. How to Conduct Basic Mail Search<br />Your search results will appear in the email list box. Just right-click on the message to preview it. Double-click to open it.<br />
  17. 17. How to Conduct an Advanced Email Search<br />To begin an Advanced Email search, click on the “Show Search Options” link to right of the Search the Web Button.<br />Show Search Options Link<br />
  18. 18. How to Conduct an Advanced Email Search<br />The Search Options screen will appear. <br />Search Options <br />
  19. 19. How to Conduct an Advanced Email Search<br />From this screen, you have the ability to search your email by any of the following criteria:<br />From: (Who sent it)<br />To: (Who you sent it to)<br />Subject<br />Has the Words: (Looks for Keywords or phrases)<br />Doesn’t Have: (Exclude words that you want)<br />Has Attachment: Narrow it Down to those with Attachments)<br />Within a Time Period<br />
  20. 20. How to Conduct an Advanced Email Search<br />Type in your search criteria and click on the Search Mail button.<br />Looking for email sent to “Benfield”<br />
  21. 21. How to Conduct an Advanced Email Search<br />Gmail then returns the results. Right-click to preview or double-click to open.<br />
  22. 22. How to Use Google Desktop to Search for Email<br />Press CTRL twice to activate Google Desktop.<br />NOTE: Google Desktop must be installed on computer. You also can activate Google Desktop from gadget, from task bar and from start menu.<br />
  23. 23. How to Use Google Desktop to Search for Email<br />Once search box is activated, type search word or phrase in box. Results appear below. If you see one of interest, select it.<br />Emails indicated with letter icon.<br />
  24. 24. Strategy 4<br />Follow 4 Simple Email <br />Response Rules<br />
  25. 25. Rule 1: Process emails in groups.<br />Conduct 2-4 email sessions per day.<br />Only retrieve your email every 1 to 2 hours.<br />
  26. 26. Rule 2: Follow the 1-Minute Rule <br />Start processing email from oldest first.<br />If message takes 1 minute or less for response, do it immediately.<br />If message requires longer, more involved response, note it in your task list, and place it in follow up.<br />
  27. 27. Rule 3” Respond to Task Requests<br />Always acknowledge receipt of email.<br />Note task on your to do list, and move to follow up.<br />
  28. 28. Rule 4: Never leave an email in the inbox.<br />Decide an email’s fate on the spot.<br />Immediate response<br />Acknowledged response and placed in follow up.<br />Placed in Hold folder for future reference.<br />Archived.<br />Only deal with a message once in the inbox.<br />
  29. 29. Rule 5: Compose Emails with Efficiency in Mind<br />Make your emails sizzle.<br />Informative subject line.<br />Put your messages on a diet. Be Succinct.<br />Make the “Why” clear.<br />Include the Attachment.<br />Reply to Your Emails Efficiently.<br />Know when not to send and when not to respond.<br />
  30. 30. Five Strategies for Managing Email<br />Keep the Inbox Empty.<br />Use a 3-Folder Email Management System.<br />Use Google Mail Search to Find Email.<br />Follow 4 Simple Rules When Responding to Email<br />Compose Email with Efficiency in Mind.<br />

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