This document discusses how people overuse email and the negative impacts of chronic email interruptions. Some key points: - People on average check their email 74 times per day and interact with email via smartphone for 13.5 hours per day. - Chronic email interruptions can lower functional IQ by 4 points and reduce productivity by 40%. - The document provides tips for using email more effectively such as only sending emails that are needed, using clear subject lines and structured email bodies, and coaching coworkers on sending fewer but more actionable emails.

1. Effective Email
Effective Email

4. Put up your hand if….
You check your email more
than 50 times a day

5. Average users check their
email 74 times a day

6. Put up your hand if….
You interact with your
email more than 12 hours
a day

7. Average users interact with
their email (via
Smartphone) 13.5 hours a
day

8. Put up your hand if….
You check your email while
you eat dinner

9. 38% check work email
routinely during dinner

10. Put up your hand if….
You check your email while
in bed in the morning

11. 50% check email while in
bed in the morning

12. Put up your hand if….
You check your email while
on vacation

13. 44% check email while on
vacation

14. so what does all
this mean?

15. We may think
we’re being
more efficient…
but

16. we’re not.

17. 11 minutes

18. 25 minutes

19. 28% of your day
on interruptions
interruption
interruption
interruption

20. Chronic interruption leads
to lower functional IQ
4 points lower then when
smoking marijuana

21. Multi-tasking reduces
productivity by
approximately 40%

22. Email is not very
productive.

24. what should we do about it?

26. Communication
Tools

28. Be conscious of
how you use
email.

29. Reduce email
quantity
Improve email
quality
Email
coaching
1
2
3
Effective Email Tips

30. Emails are like
boomerangs

31. 10 sent emails = 6 reply emails

32. Think before sending

33. Think before sending
1.Is this email truly needed by my
recipient to perform their job?
2.Is this email appropriate ?
3.Is this email targeted to the
correct number of people?

34. 1. ‘reply all’ & ‘cc’
2. FYI – just in case
3. Get off lists
4. Thank you (no problems,
you’re welcome, have a
great day, you too)

35. Goal
• Use judgement to reduce email
– Use rule to eliminate 1 out of 5 emails I will send.
• 20% less sent emails = 10% less received emails = 15
days/year more time to do work

37. • Long and meandering
– Lack of focus
– Includes irrelevant details
– No clear call to action

38. • Clear and concise
– Strong subject line
– Sculpted body

39. Strengthen the subject
• Action: Info request
• Info you requested. NRN
• Action: Decision required
• Decision made. NTN
• Action: Response required by XXX
• Action: Meeting required
• We are in the meeting room. EOM

40. Sculpt The Body
ABC
• Brief, warm greeting (optional, especially if you are a jerk)
• Action Summary
– Specific action, purpose, response time
– Dig up context
• Background
– Clear, concise, relevant
– Bullet points, numbers
– Clear, bold paragraph titles
• Close
– Next steps, niceties
– Signature

41. 1. Asking series of short
questions
2. Avoiding decision making,
difficult conversations and
focus

43. Email coaching

44. • Approximately 50% of email comes from
direct team mates

45. How much time would you save if people only sent
actionable emails?

46. Share this presentation, these techniques with
your co-workers to boost productivity

47. Reduce email
quantity
Improve email
quality
Email
coaching
1
2
3
Effective Email Tips

48. Be effective when
using email.

49. • Don’t start your day with email
• Turn off all notifications
• Check only at pre-determined times