Controlling Business Email

565 views

Published on

A simple approach to getting back in control of your business email: and staying there

Published in: Business, Technology
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
565
On SlideShare
0
From Embeds
0
Number of Embeds
6
Actions
Shares
0
Downloads
5
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Controlling Business Email

  1. 1. Controlling Business Email A simple approach to getting back in control of your business email: and staying there Gareth Howell – Business Continuity UK
  2. 2. Objective <ul>Get back in control of your email by making use of the features in your email client and following a proven process </ul>
  3. 3. Assumptions <ul><li>You are using MS Outlook/Entourage connected to a business class hosted Exchange environment (i.e. not POP or IMAP mail)
  4. 4. Or Gmail </li></ul>
  5. 5. Problem <ul>Email overload <ul><li>Receiving too many messages
  6. 6. Can't see the important ones </li></ul></ul>
  7. 7. Solution <ul><li>Use email less if you can </li><ul><li>Use forums, instant messaging, twitter if more appropriate </li></ul><li>Educate others to use it more effectively
  8. 8. Use it deliberately </li></ul>
  9. 9. Deliberate use of email <ul><li>Don't be a Pavlov Dog </li><ul><li>Switch off alerts
  10. 10. Schedule when you will check emails
  11. 11. and tell others </li></ul><li>Educate others to do the same </li></ul>
  12. 12. Focus on keeping your inBox empty <ul><li>Improved sense of achievement
  13. 13. Makes it easier to keep track when using a Smartphone </li></ul>
  14. 14. The Process!
  15. 15. Simple Process <ul><li>Reduce volume
  16. 16. Move unprocessed messages to Folders (labels in Gmail)
  17. 17. Create Rules to auto-process messages
  18. 18. Read each message only once
  19. 19. Aim to empty your inBox each time you check emails. </li></ul>
  20. 20. Reduce Volume <ul><li>Unsubscribe to newsletters/lists if you don't read them - use RSS readers instead
  21. 21. Ensure SPAM is trapped properly
  22. 22. Don't cc others unless really necessary
  23. 23. Don't use Out of Office
  24. 24. Don't Reply to All – use a forum for discussions </li></ul>
  25. 25. Move new messages to Folders <ul><li>Labels in Gmail </li></ul>
  26. 26. A suggested folder set <ul><li>_Action
  27. 27. _Filed
  28. 28. _Reading
  29. 29. _Reference
  30. 30. _Someday-Maybe
  31. 31. _Waiting-for </li></ul>
  32. 32. Use Outlook's Rules <ul><li>To auto-process incoming emails </li><ul><li>e.g. newsletters, blog subscriptions </li></ul><li>Auto-move them to (e.g.) _Reading </li></ul>
  33. 33. Step by Step processing of new mail <ul><li>Getting Things Done (GTD)
  34. 34. David Allen
  35. 35. www.davidco.com </li></ul>

×