A real world scenario between a busy and non-IT-savvy Department Manager (DM) and his secretary (Sec). The (Sec) have to print each and every email and provide to DM for necessary action. Even if sent under ‘cc’ for reference. Note: Please download and view for better content.

2. The Story
There are many cases where Boss's emails are handled by the secretaries, due to high volume of
work . Document approvals, discussions with section chiefs, plant visits, are to name a few. The
secretary prints all incoming emails received under ‘To’ or ‘cc’ and submits to boss for review and
further action.
The printed email is given to relevant chief/section with(out) instructions. By this time (in most
cases) the relevant chief receives the email via ‘cc’, or receives under ‘To’ where the boss receives
under ‘cc’. Very frequently the secretary is commented with ‘we already received this.’ or ‘why so
many pages’, etc.
Some email contains very old trailing emails within (which isn’t a good practice) running to
many pages (i.e. 15/20 pages). Due to technical patch in Outlook all pages are printed
(unnecessarily). Hence, could find same contents (trailing) emails printed many times.
Regarding attachments on repeated email, if sender refers to it in his message, the secretary has
to print the attachment too (which was already printed previously). Otherwise the Boss cannot
refer to it . Same attachment printed repeatedly.

3. Case Study

4. The BIG picture
Duplication & Wastage
• All emails needs to be printed
for the Boss.
• CC emails (intended for
information only) also printed
regardless of the importance.
• Staff correspondence
duplicated (Receives by email
and printed copy)
• Printing of old trailing emails
(due to functions of Ms-
Outlook) , becomes a paper
waste

5. ‘E’lectronic Mail
Email was widely accepted by the business community as the first broad electronic
communication medium. The first ‘e-revolution’ in business communication. Email is very
simple to understand and like postal mail, email solves two basic problems of
communication: l o g i s t i c s a n d s y n c h r o n i z a t i o n .
 Logistics: Much of the business world relies upon communications between people who are not
physically in the same building, area or even country; setting up and attending an in-person meeting,
telephone call, or conference call can be inconvenient, time-consuming, and costly. Email provides a
way to exchange information between two or more people with no set-up costs and that is generally
far less expensive than physical meetings or phone calls.
 Synchronisation: With real time communication by meetings or phone calls, participants have to
work on the same schedule, and each participant must spend the same amount of time in the
meeting or call. Email allows asynchrony: each participant may control their schedule independently.

6. New Email
Arrival
(To/cc)
• DM assigns to a ‘Category’. (see next slid for details.)
• OR, verbal instruction to Sec of next action.
• OR, forward by self with specific comments.
• If required set a follow up date for reminder the message.
Next Action
by Sec.
• Foreword email (on behalf of DM) as per assigned
Category / Instruction with/without comments.
• OR, Print/Submit email to DM for necessary instructions.
(under special cases.)
Received by
Staff
(Finance)
• Take necessary action as per comments.
• Refer to DM if clarification required.
Method

7. Category Action to Take
Financial Controller Forward to Financial Controller
Chief Acct. Fwd. to Chief Accountant
Supervisor, Acct. Fwd to Supervisor, Accountant
Sales Acct. Fwd to Ahmed Mekki
Aqareb Fwd to Mohammad Aqareb
Makki Fwd to Ahmed Makki
Print Print and submit (to DM)
• DM (on web outlook) & Sec (on outlook) using same email account. The status or changes
mutually synchronizes between both computers.
• Category = Instructions. Each category indicates the Sec the action to take upon. To assign
‘Category’, Right click on category column on arrived email.
• Email under ‘cc’ view by DM on PC, without being printed (Unless if its very necessary).
Note;
Categories (= Instructions)
References

8. Benefits
• All emails viewed on PC by
FM. Hence eliminates
printing of unnecessary
emails .
• Print only most necessary
emails.
• View old trailing emails on
computer. Print only latest
content (by Copy/Paste to
Word) where necessary.
• Staff correspondence
electronically. No problem if
duplicated. No paper waste
occur.
Plus:
• Generate reminders/alerts on
emails or tasks assigned to
relevant chiefs.
• Keep track of
correspondence;
(when/where sent?)
Email with instructions
(Refer Slide 6)

9. Hope you enjoyed the presentation. Let us all be
Environment friendly.
Concept & script;
by Mo h a m m a d A f d h a l S a h e e r
Story (based on true scenario);
by ‫ساهير‬ ‫أفضل‬ ‫محمد‬
Screen & graphic design;
by モハメッド アフザル サヒール
Produced & Directed by:
Mo h a m m a d A f d h a l S a h e e r
モハメッド アフザル サヒール
‫ساهير‬ ‫أفضل‬ ‫محمد‬