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Get Control of Your Inbox - webinar slideshow

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This is the slideshow for the Get Control of Your Inbox webinar presented by Steuart Snooks

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Get Control of Your Inbox - webinar slideshow

  1. 1. www.emailtiger.com.au © Solutions for Success 2017 Steuart G. Snooks E-mail Strategist & Productivity Expert Webinar #2:
  2. 2. www.emailtiger.com.au © Solutions for Success 2017 e-Mastery Webinar Series Stage 1 WHERE  Reduce your mailbox size  Simplify your email folder structure  Using Archiving and Advanced Search Stage 2 Stage 3 Stage 4 Stage 5 Stage 6 WHEN  Shift work focus from In-box to Calendar  Schedule specific times for email  Turn off all alerts  Manage others’ expectations WHAT  Handle email only once  How to get and keep the inbox empty  Using the 4D method to process the inbox quickly  Get the inbox empty right now WORKLOAD  Setting up Quick Steps and the 4D toolbar  Using Categories and colours in the Calendar to manage workload & timeframes  Setting up themes and your ideal day/week WRITE  Think first – is email the best way?  Focus on your desired outcomes  Structuring your email for maximum impact WINNING  Understand who you’re emailing to  Identify tone and key language  Creating rapport and agreement
  3. 3. www.emailtiger.com.au © Solutions for Success 2017 This webinar discusses; • how to handle each email only once • the proven 4D approach to get (and keep) your in-box empty • how to get your inbox empty . . . right now! What you learn will change the way you work forever! Overview of today’s webinar
  4. 4. www.emailtiger.com.au © Solutions for Success 2017
  5. 5. www.emailtiger.com.au © Solutions for Success 2017
  6. 6. www.emailtiger.com.au © Solutions for Success 2017 We are overwhelmed because; Email is a part of your work but it takes a disproportionate amount of time for the value that it delivers
  7. 7. www.emailtiger.com.au © Solutions for Success 2017 What level are you at now?
  8. 8. www.emailtiger.com.au © Solutions for Success 2017 Which level would you rather be at now ?
  9. 9. www.emailtiger.com.au © Solutions for Success 2017 So . . . . what are the solutions? © Solutions for Success 2017 www.emailtiger.com.au
  10. 10. www.emailtiger.com.au © Solutions for Success 2017 #1: Handle each email only once
  11. 11. www.emailtiger.com.au © Solutions for Success 2017
  12. 12. www.emailtiger.com.au © Solutions for Success 2017 The ‘Ziegarnik Effect’ people remember • incomplete • unfinished • interrupted tasks better than completed tasks
  13. 13. www.emailtiger.com.au © Solutions for Success 2017 #2: Use the 4D Method
  14. 14. www.emailtiger.com.au © Solutions for Success 2017 The Paradox of Choice
  15. 15. www.emailtiger.com.au © Solutions for Success 2017 1: DITCH / DELETE 2: DEAL 3: DELEGATE 4: DECIDE © Solutions for Success 2017 www.emailtiger.com.au The 4D methodology
  16. 16. www.emailtiger.com.au © Solutions for Success 2017 Ask yourself . . . What is the NEXT ACTION on this email? The 4D methodology
  17. 17. www.emailtiger.com.au © Solutions for Success 2017 1: DITCH / DELETE The 4D methodology
  18. 18. www.emailtiger.com.au © Solutions for Success 2017 Ditch or Delete • Spam
  19. 19. www.emailtiger.com.au © Solutions for Success 2017 Ditch or Delete • Spam • Bacon / Gray mail
  20. 20. www.emailtiger.com.au © Solutions for Success 2017 Ditch or Delete • Spam • Bacon / Gray mail • Transactional
  21. 21. www.emailtiger.com.au © Solutions for Success 2017 1: DITCH / DELETE 2: DEAL (<2 mins) The 4D methodology
  22. 22. www.emailtiger.com.au © Solutions for Success 2017 The 2 Minute Rule If the next action on anything can be completed, where you are now, in two minutes or less, do it right then (if you’re ever going to do it at all). If you’re never going to do it, then delete it . . . right now!.
  23. 23. www.emailtiger.com.au © Solutions for Success 2017 The 2 Minute Rule Keep up with all your reading
  24. 24. www.emailtiger.com.au © Solutions for Success 2017 1: DITCH / DELETE 2: DEAL (<2 mins) 3: DELEGATE The 4D methodology
  25. 25. www.emailtiger.com.au © Solutions for Success 2017 1: DITCH / DELETE 2: DEAL (<2 mins) 3: DELEGATE 4: DECIDE The 4D methodology
  26. 26. www.emailtiger.com.au © Solutions for Success 2017 Pesticide Insecticide Genocide Homocide Suicide
  27. 27. www.emailtiger.com.au © Solutions for Success 2017 1. DITCH / DELETE 2. DEAL (<2 mins) 3. DELEGATE 4. DECIDE • WHERE - File (Move to a Folder / File along with) The 4D methodology
  28. 28. www.emailtiger.com.au © Solutions for Success 2017 Move email to an existing Calendar item
  29. 29. www.emailtiger.com.au © Solutions for Success 2017 Move email to an existing Calendar item
  30. 30. www.emailtiger.com.au © Solutions for Success 2017 1. DITCH / DELETE 2. DEAL (2 mins) 3. DELEGATE 4. DECIDE • WHERE - File (Move to a Folder / File along with) • WHEN - Convert to a Task or Calendar item The 4D methodology
  31. 31. www.emailtiger.com.au © Solutions for Success 2017 1. DITCH / DELETE 2. DEAL (<2 mins) 3. DELEGATE 4. DECIDE • WHERE - File (Move to a Folder / File along with) • WHEN - Convert to a Task or Calendar item The 4D methodology It’s 81-82% more likely you’ll actually get it done if it’s in calendar rather than a to-do!
  32. 32. www.emailtiger.com.au © Solutions for Success 2017 Why we should schedule email tasks When tasks/activities are NOT centralized in your calendar • You don’t have a central view of everything to be done • You don’t plan activities in context of your schedule • Your meeting and task workloads become unbalanced • You don’t prioritise as effectively as you should • You end up working reactively rather than proactively
  33. 33. www.emailtiger.com.au © Solutions for Success 2017 FIXED (hard scheduled) FLEXIBLE (soft scheduled) • Allocate time for task • Phone appointment or teleconference • Meetings • Date specific task • Loose scheduled task • Undated task Why we should schedule email tasks
  34. 34. www.emailtiger.com.au © Solutions for Success 2017 3 questions to ask yourself . . . 1. How long will this take? 2. When do I have time? 3. Which would be the best time? How to schedule email tasks
  35. 35. www.emailtiger.com.au © Solutions for Success 2017 Convert email tasks to the Calendar 1: Left click, drag ‘n drop No attachment(s) !
  36. 36. www.emailtiger.com.au © Solutions for Success 2017 2: Right click, drag ‘n drop Takes attachment(s) but still prompts with ‘Today, right now’ Convert email tasks to the Calendar
  37. 37. www.emailtiger.com.au © Solutions for Success 2017 Convert email tasks to the Calendar
  38. 38. www.emailtiger.com.au © Solutions for Success 2017 3. Copy ‘n paste Convert email tasks to the Calendar
  39. 39. www.emailtiger.com.au © Solutions for Success 2017 Convert email tasks to the Calendar Outlook 2010
  40. 40. www.emailtiger.com.au © Solutions for Success 2017 Convert email tasks to the Calendar Outlook 2016
  41. 41. www.emailtiger.com.au © Solutions for Success 2017 Read, write, review, ring, unpack, prepare . . . Convert email tasks to the Calendar
  42. 42. www.emailtiger.com.au © Solutions for Success 2017 Read, write, review, ring, unpack, prepare . . . Convert email tasks to the Calendar
  43. 43. www.emailtiger.com.au © Solutions for Success 2017 Read, write, review, ring, unpack, prepare . . . Convert email tasks to the Calendar
  44. 44. www.emailtiger.com.au © Solutions for Success 2017 Read, write, review, ring, unpack, prepare . . . Convert email tasks to the Calendar
  45. 45. www.emailtiger.com.au © Solutions for Success 2017 Read, write, review, ring, unpack, prepare . . . Convert email tasks to the Calendar
  46. 46. www.emailtiger.com.au © Solutions for Success 2017 Read, write, review, ring, unpack, prepare . . . Convert email tasks to the Calendar
  47. 47. www.emailtiger.com.au © Solutions for Success 2017 Read, write, review, ring, unpack, prepare . . . Convert email tasks to the Calendar Check the xyz file Ask Jenny about last year’s
  48. 48. www.emailtiger.com.au © Solutions for Success 2017 Read, write, review, ring, unpack, prepare . . . Convert email tasks to the Calendar Good news! You can do the work and then reply to the original email right here, in the calendar – no need to go back to the inbox and be distracted by new messages.
  49. 49. www.emailtiger.com.au © Solutions for Success 2017 1. DITCH / DELETE 2. DEAL (<2 mins) 3. DELEGATE 4. DECIDE • WHERE - File (Move to a Folder / File along with) • WHEN - Convert to a Task or Calendar item • WAIT - Add to a Watch List (pending reply) The 4D methodology
  50. 50. www.emailtiger.com.au © Solutions for Success 2017 WAIT - Add to a Watch List (pending reply)
  51. 51. www.emailtiger.com.au © Solutions for Success 2017 WAIT - Add to a Watch List (pending reply)
  52. 52. www.emailtiger.com.au © Solutions for Success 2017 WAIT - Add to a Watch List (pending reply)
  53. 53. www.emailtiger.com.au © Solutions for Success 2017 1. DITCH / DELETE 2. DEAL (2 mins) 3. DELEGATE 4. DECIDE • WHERE - File (Move to a Folder / File along with) • WHEN - Convert to a Task or Calendar item • WAIT - Add to a Watch List (pending reply) A summary of the 4D method
  54. 54. www.emailtiger.com.au © Solutions for Success 2017 1: 2: 3: 4: WHERE - File (Move to a Folder / File along with) WHEN - Convert to a Task or Calendar item WAIT - Add to Waitlist / Pending reply folder DITCH / DELETE DEAL (<2 mins) DELEGATE DECIDE     Empty the inbox by use the 4D method to handle each email only once
  55. 55. www.emailtiger.com.au © Solutions for Success 2017 Email ‘overload’ is NOT so much about volume as it is . . .
  56. 56. www.emailtiger.com.au © Solutions for Success 2017 Email ‘overload’ is NOT so much about volume as it is . . . A lack of a process or system
  57. 57. www.emailtiger.com.au © Solutions for Success 2017 And 4D is a process that works . . . . powerfully!
  58. 58. www.emailtiger.com.au © Solutions for Success 2017 The 4D methodology works!
  59. 59. www.emailtiger.com.au © Solutions for Success 2017 9635 emails processed in 25 minutes by 8 people May 2014 The 4D methodology works! February 2015
  60. 60. www.emailtiger.com.au © Solutions for Success 2017 9635 emails processed in 25 minutes by 8 people February 2015 The 4D methodology works!
  61. 61. www.emailtiger.com.au © Solutions for Success 2017 3204 emails processed in 30 minutes by 12 people May 2014 The 4D methodology works!
  62. 62. www.emailtiger.com.au © Solutions for Success 2017 4004 emails processed in 25 minutes by 11 people November 2013 The 4D methodology works!
  63. 63. www.emailtiger.com.au © Solutions for Success 2017 The 4D methodology works! 5731 processed in 20 minutes by 7 people May 2015 processed 8739 in 20 minutes by 9 people
  64. 64. www.emailtiger.com.au © Solutions for Success 2017 9635 processed in 25 minutes by 8 people May 2014 The 4D methodology works!
  65. 65. www.emailtiger.com.au © Solutions for Success 2017 The 4D methodology works! June 2016 59,808 emails 20 minutes 17 people
  66. 66. www.emailtiger.com.au © Solutions for Success 2017 The 4D methodology works! June 2016 14,354 emails 20 minutes 11 people Feb 2017
  67. 67. www.emailtiger.com.au © Solutions for Success 2017 42,595 emails 20 minutes 11 people May 2017
  68. 68. www.emailtiger.com.au © Solutions for Success 2017 43,722 emails 20 minutes 16 people June 2017
  69. 69. www.emailtiger.com.au © Solutions for Success 2017 Using the Preview Pane
  70. 70. www.emailtiger.com.au © Solutions for Success 2017 Using the Preview Pane - none
  71. 71. www.emailtiger.com.au © Solutions for Success 2017 Using the Preview Pane - right
  72. 72. www.emailtiger.com.au © Solutions for Success 2017 Using the Preview Pane - bottom
  73. 73. www.emailtiger.com.au © Solutions for Success 2017 1. DITCH / DELETE 2. DEAL (2 mins) 3. DELEGATE 4. DECIDE The 4 Decisions & the 4 Actions 1. Delete 2. Reply/Reply All 3. Forward 4. Move
  74. 74. www.emailtiger.com.au © Solutions for Success 2017 The 4D Toolbar
  75. 75. www.emailtiger.com.au © Solutions for Success 2017 The 4D Toolbar
  76. 76. www.emailtiger.com.au © Solutions for Success 2017 1. DITCH / DELETE 2. DEAL (2 mins) 3. DELEGATE 4. DECIDE • WHERE - File (Move to a Folder / File along with) • WHEN - Convert to a Task or Calendar item • WAIT - Add to a Watch List (pending reply) The 4D methodology
  77. 77. www.emailtiger.com.au © Solutions for Success 2017 Using Outlook Categories & Colours
  78. 78. www.emailtiger.com.au © Solutions for Success 2017 Using Categories for Exec/PA interaction Email Calendar { {
  79. 79. www.emailtiger.com.au © Solutions for Success 2017 Using Outlook ‘Show As’ function
  80. 80. www.emailtiger.com.au © Solutions for Success 2017 Using Automation  Establish rules to automate decisions and processes  “CC” rule or filter  Use auto-signature to ‘train’ others
  81. 81. www.emailtiger.com.au © Solutions for Success 2017 #3: Get Your Inbox Empty right now!
  82. 82. www.emailtiger.com.au © Solutions for Success 2017
  83. 83. www.emailtiger.com.au © Solutions for Success 2017 7 Reasons to Keep the Inbox Empty 1: An overloaded inbox causes stress 2: Avoids multiple handling of e-mails 3: Things are not lost or forgotten 4: The inbox is NOT your to-do list 5: Avoids procrastination and indecision 6: Avoids being interrupted by new messages 7: There are more appropriate places to store email messages
  84. 84. www.emailtiger.com.au © Solutions for Success 2017
  85. 85. www.emailtiger.com.au © Solutions for Success 2017 How to get your inbox right now!
  86. 86. www.emailtiger.com.au © Solutions for Success 2017 How to get your inbox right now!
  87. 87. www.emailtiger.com.au © Solutions for Success 2017 How to get your inbox right now!
  88. 88. www.emailtiger.com.au © Solutions for Success 2017 1. Highlight any email in the inbox and then click the Ctrl and A keys together to select all emails in the inbox 2. Drag and drop the emails from the inbox across to the backlog folder How to get your inbox right now!
  89. 89. www.emailtiger.com.au © Solutions for Success 2017 How to get your inbox right now!
  90. 90. www.emailtiger.com.au © Solutions for Success 2017 So, here’s what we covered today; • how to handle each email only once • the proven 4D approach to get (and keep) your in-box empty • how to get your inbox empty . . . right now! Webinar overview
  91. 91. www.emailtiger.com.au © Solutions for Success 2017 e-Mastery Webinar Series Stage 1 WHERE  Reduce your mailbox size  Simplify your email folder structure  Using Archiving and Advanced Search Stage 2 Stage 3 Stage 4 Stage 5 Stage 6 WHEN  Shift work focus from In-box to Calendar  Schedule specific times for email  Turn off all alerts  Manage others’ expectations WHAT  Handle email only once  Keep the inbox empty  Using the 4D method  Get the inbox empty right now  Automate decisions with rules and filters WORKLOAD  Setting up Quick Steps and the 4D toolbar  Using Categories and colours in the Calendar  Setting up themes and your ideal day/week  Using the Calendar to manage workload & timeframes WRITE  Think first – is email the best way?  Focus on your desired outcomes  Structuring your email for maximum impact WINNING  Understand who you’re emailing to  Identify tone and key language  Creating rapport and agreement
  92. 92. www.emailtiger.com.au © Solutions for Success 2017 This webinar includes;
  93. 93. www.emailtiger.com.au © Solutions for Success 2017 This webinar includes; You will receive a link taking you to a webpage where you can access these resources in your own time at your own pace
  94. 94. www.emailtiger.com.au © Solutions for Success 2017 Got any questions? Simply email me with any questions. Include you phone number if it would be easier to discuss verbally. steuart@solutions4success.com.au Whatever I can do, I’m here to help!
  95. 95. www.emailtiger.com.au © Solutions for Success 2017 How to stay in touch w w w. e m a i l t i g e r. c o m . a u Steuart G. Snooks Email & Workplace Productivity Expert Conference presentations E-mail audits/surveys Consulting & advice Keynote speaking Research papers Workshops Blog posts Audio CDs Webinars Seminars Coaching E-books Articles Ideas Tips Solutions for Success Mobile: 0413 830 772 Email: steuart@solutions4success.com.au
  96. 96. www.emailtiger.com.au © Solutions for Success 2017
  97. 97. www.emailtiger.com.au © Solutions for Success 2017 Steuart G. Snooks E-mail Strategist & Productivity Expert Webinar #2:

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