This presentation accompanies our LeanMail demonstration. What is LeanMail? Imagine having a personal assistant that prioritizes and plans your mails so that whenever you're in your inbox you're always working according to your priorities and making sure that urgent matters are being handled before matters that can wait. Never late, never missing important mails, you are in complete control of your inbox, which means being in complete control of projects and everything else that hinges upon the command you have over your inbox. On top of that, you find everything you're looking for in a flash, whether it's the four mails for your Monday meeting, all HR related mails from Louise, the three spreadsheets you need to compare (in separate mails) tomorrow, or the six issues you need to take up with your boss at 3:00 today. Nothing is more than a couple of clicks away. In other words, everyone's dream inbox.

1. Welcome to the LeanMail
experience
LEANMAIL - WHEN YOU NEED TO BE PRODUCTIVE
CopyrightAtrendia2014

2. Three main components
Productivity
Risk reduction
Impact and
clarity
Email Excellence
eLearning LeanMail
Litéra content risk management and lifecycle management
Copyright Atrendia 2014

3. Three main components
Productivity
Risk reduction
Impact and
clarity
The focus of today’s presentation
Copyright Atrendia 2014

4. What is LeanMail?
Method
Training
Tool
An end-to-end
solutiong based on:
Copyright Atrendia 2014

5. What is LeanMail?
 A methodology primarily based on:
 Lean Six-Sigma
 Removing waste, adding value with each step, continuous improvement
 Reducing errors, variation, and defects
 increasing capacity and profitability
 The philosophies of Stephen Covey, David Allen, Mihaly Csikszentmihalyi and
others
 Theory is nothing without application
Copyright Atrendia 2014

6. What is LeanMail?
 A training regimine based on:
 Bite-size learning
 Preparation and Support
 Immediate benefits (within the first hour of training)
 Understanding of what is needed to develop a habit (95% of the training)
Copyright Atrendia 2014

7. What is LeanMail?
 A tool (LeanMail add-in for Outlook)
 Designed with only three things in mind: speed, accuracy and sustainability
 Basic understanding within 2 minutes
 Seemless integration with Outlook and every known 3rd party storage
technology
Copyright Atrendia 2014

8. Managing e-mail efficiently according to the 5 S’s
The
5 S’s
Sort
Straighten
ShineStandardize
Sustain
8
©2011Atrendia-TheLeaderinLeanE-mailManagement

9. Five S’s
1. Sort (Seiri)
 Sort out the three different types of e-mail:
 Unwanted and irrelevant mail is deleted
 Mail not requiring action but deemed important to keep is archived
 Mail requiring action is prioritized either normal or high
9
Actionable sorted by
priority
For
archiving
Unwanted
Actionable
©2011Atrendia-TheLeaderinLeanE-mailManagement

10. Pre-Lean
©2011Atrendia-TheLeaderinLeanE-mailManagement
10

11. Benefit: sorted by your priority, not date received
11
©2011Atrendia-TheLeaderinLeanE-mailManagement
Work according to priority not date received
Five S’s

12. Five S’s
12
2. Straighten (Seiton)
• Create order out of chaos in seconds.
• Answer immediately or give a Next Action and
deadline (When).

13. Pre-Lean
©2011Atrendia-TheLeaderinLeanE-mailManagement
13

14. © 2010 Atrendia - The leader in e-mail management 14
• Having mails in order of priority ensures that you do first things first
• See only the mails you need to see when you need to see them
• Clear Next Actions help you avoid re-reading and re-analyzing (Who / What) + When
Today
Lean term: JIT – Just in time
Notate directly in your inbox

15. Five S’s
3. Shine (Seiso)
 Mails are reviewed each time the inbox is viewed
 See today’s mails, in priority order in just seconds
 Real-time collaboration in shared inboxes
 Reduce time managing mail by 50%
15
©2011Atrendia-TheLeaderinLeanE-mailManagement
LEAN term: Kanban is a scheduling system that helps determine what to produce and when to produce it.

16. Five S’s
4. Standardize (Seiketsu) – think factory floor
 Daily, not periodic, cleaning (Inbox always in order)
 Work according to JIT
 Empty inbox at end of each day (lowered stress)
 Rigorous method that works in all situations for everyone rather than
individuals reinventing the wheel (ad-hoc)
 I.e. systemized archiving: using “instant” one-folder archiving across
the organization
©2011Atrendia-TheLeaderinLeanE-mailManagement
16
LeanMail Archive
Meta-tags replace need for folders
Impossible to lose mails

17. Five S’s
5. Sustain (Shitsuke)
Sustainability comes from:
 Easy to standardize across business areas/cultures/generations
 Everyone the “best practice” (99,1% adaption rate, 86,4% adoption rate after 1 year)
 Benefits of being in control (no missed deadlines, reduced stress)
 Synergies created
 Feeling of pride and satisfaction at close of the day as well as a fresh start for the next
©2011Atrendia-TheLeaderinLeanE-mailManagement
17

18. Time savings Stress relief Increased overview
49% 51% 59%
Results in
1 more hour of sales Better work-place, more productivity More sales, better service
18
Average results of 30 organizations
that have measured their results between 2010 and 2013
Case Stories

19. Results that last
19

20. Habit-Forming Modularized 8-Week Training Program
Control of your inbox
Module I
Command of your inbox
Module II
Semi-Personal
Coaching
2 hrs. 2 hrs. 30 min. 30 min.
1
week
1
week
Semi-Personal
Coaching
1
week
Classroom or distance learning
Print-screen check-ups
Check-ups Every Friday
for 4 weeks
Habit is cemented
most critical stage
Group Training: Methodology understood Coaching: Habit is being formed
Standard On-line or Blended Learning
20© 2014 Atrendia - The leader in e-mail management