Email management

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This is a presentation used on a training about E-mail management, addressing both technical details and net etiquete.
Resources are mentioned in each slide

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Email management

  1. 1. E-mail management MIGUEL CABRALPresidents’ Pre GA MM13 – Baltimore, USA
  2. 2. Expectations?
  3. 3. Resources -Michael Hyatt’s This is your life podcast - Episode 5: “How to Take Control of Your E-mail Inbox“ - Michael Hyatt’s This is your life podcast - Episode 34: “Make Your E-mail Messages More Effective and Professional“ - Yassen Tcholakov (IFMSA-Quebec)’s Training on Efficient use of Gmail and email etiquette”One good thief is worth ten good scholars” Professor Randy Pausch
  4. 4. The Problem “In 2010 (the last year we have stats on) there were 107 trillion e- mail messages sent. That’s 294 billion a day, and the ugly part of this is that 89 percent of those were spam.” Source: http://michaelhyatt.com/005-how-to-take-control-of-your-e-mail-inbox-podcast.html
  5. 5. Michael Hyatt 4 Behaviours 1 – Empty your in-box everyday. 2 – Don’t get bogged down; keep moving 3 – Use keyboard shortcuts and avoid the mouse 4 – Let e-mail rules filter the low priority stuff Source: http://michaelhyatt.com/005-how-to-take-control-of-your-e-mail-inbox-podcast.html
  6. 6. Empty your Inbox everyday
  7. 7. Empty your Inbox everyday- Processing is not replying
  8. 8. Empty your Inbox everyday - Labels / Folders / archiving How to create labels in Gmail:http://support.google.com/mail/bin/answer.py?hl=pt&answer=118708&from=6560&r
  9. 9. E-mail bankrupcy - When: - > 500 unread - Complaints about lack of responsiveness - More than once: “I sent you an email about that. Didn’t you get it?” - You feel anxious whenever you think about email.Source: http://michaelhyatt.com/is-it-time-to-declare-email-bankruptcy.html
  10. 10. E-mail bankrupcy - How?: 1. Admit the truth 2. Open your e-mail program 3. Sort your messages by name 4. Create a new “Processed Mail” folder  Create a “mail bankrupcy” folder 5. Move all your messages into this folder 6. Don’t worry about your unread messages 7. Commit to the “inbox zero” strategyAdapted: http://michaelhyatt.com/is-it-time-to-declare-email-bankruptcy.html
  11. 11. David Allen’s 2 minute ruleSource: David Allen’s book: “Getting Things Done”
  12. 12. David Allen’s 2 minute ruleSource: David Allen’s book: “Getting Things Done”
  13. 13. Avanced GTD workflow - Another workflow diagram based on David Allen’s by Scott Moehring: - Collect  Process  Organize  Review  DoSource: http://tomgraf.wikispaces.com/file/view/Workflow+Advanced.pdf
  14. 14. Avanced GTD workflow - Another workflow diagram based on David Allen’s by Scott Moehring: - Collect  Process  Organize  Review  DoSource: http://tomgraf.wikispaces.com/file/view/Workflow+Advanced.pdf
  15. 15. Avanced GTD workflowSource: http://tomgraf.wikispaces.com/file/view/Workflow+Advanced.pdf
  16. 16. Mail Features and Tricks - Centralizing Accounts: - Pop3/IMAP 4 How to do it in Gmail:http://support.google.com/mail/bin/answer.py?hl=en&answer=56283
  17. 17. Mail Features and Tricks - Pseudo-centralizing Accounts: Netvibes.comSource: www.netvibes.com
  18. 18. Mail Features and Tricks- Offline e-mail clients: - Mozila Thunderbird - Microsoft Outlook - Mac Mail - Gmail offline
  19. 19. Mail Features and Tricks - Filters (Gmail): - Labels/ Folder / archiving went automatic How to set up a filter in Gmail:http://support.google.com/mail/bin/answer.py?hl=pt&answer=6579
  20. 20. Mail Features and Tricks - Signatures - Why not as an instruction message? How to set up signatures in Gmail:http://support.google.com/mail/bin/answer.py?hl=en&answer=8395
  21. 21. Mail Features and Tricks - Signatures (firefox add-ons) Source: https://addons.mozilla.org/pt-PT/firefox/addon/blank-canvas-gmail-signatures/?src=search
  22. 22. Mail Features and Tricks - Signatures (firefox add-ons) WiseStamp Source: https://addons.mozilla.org/pt-PT/firefox/addon/wisestamp-email-signature-gmai/?src=search or http://www.wisestamp.com/tour
  23. 23. Mail Features and Tricks - Automatic Vacation/out of office response  Automatic Response How to set it up in Gmail:http://support.google.com/mail/bin/answer.py?hl=en&answer=25922
  24. 24. Mail Features and Tricks - Labs (Gmail) More info on Gmail labs:http://support.google.com/mail/bin/answer.py?hl=en&answer=29418
  25. 25. Mail Features and Tricks - Labs (Gmail) – Some options: - Undo send - Auto-advance - Canned Responses - Default Reply to All - Google Docs previews in mail - Send and archive - Multiple inboxes - Right side chat - Many many others...Tip: search youtube in order to find video tutorials on how to best use Gmail labs
  26. 26. Mail Features and Tricks - Boomerang - Email Scheduling Plug-InSource: http://www.boomeranggmail.com/
  27. 27. Some other tricks - KeyCue for Mac - http://www.ergonis.com/products/keycue/ - Nozbe - http://www.nozbe.com/ - Mailbox - http://www.mailboxapp.com/Source: font
  28. 28. Is there more?
  29. 29. email etiquetteChris Anderson – Ted curator
  30. 30. Email Charter 1) Respect Recipients Time 2) Short or Slow is not Rude 3) Celebrate Clarity (subject categories) 4) Quash Open-Ended Questions 5) Slash Surplus ccs 6) Tighten the Thread (cut whats not relevant. Phone call?) 7) Attack Attachments 8) Give these Gifts: EOM NNTR 9) Cut Contentless Responses 10) Disconnect!Source: http://emailcharter.org/
  31. 31. Michael Hyatt’s suggestions 1) Understand the difference between the “To” and the “CC” fields. 2) Keep messages brief and to the point 3) Don’t discuss multiple subjects in a single message 4) Reply in a timely manner 5) Be mindful of your tone 6) Don’t use e-mail to criticize others 7) Don’t reply in anger 8) Don’t overuse “reply to all. 9) Don’t forward chain letters 10) Don’t “copy up” as a means of coercion. Source: http://michaelhyatt.com/034-make-your-e-mail-messages-more-effective-and-professional-podcast.html
  32. 32. Michael Hyatt’s suggestions 11) Don’t overuse the “high priority” flag 12) Don’t write in ALL CAPS 13) Don’t send or forward emails containing libelous, defamatory, offensive, racist, or obscene remarks 14) Remember that company e-mail isn’t private 15) Use a signature with your contact information 16) Provide “if-then” options 17) Use your spell-checker 18) Re-read your e-mail before you send it. Source: http://michaelhyatt.com/034-make-your-e-mail-messages-more-effective-and-professional-podcast.html
  33. 33. Questions?
  34. 34. Hope it was useful!
  35. 35. miguelcabralpinho@gmail.comfacebook.com/miguel.cabraltwitter.com/miguel__cabralslideshare.net/miguel_cabral

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