untitled

449 views

Published on

Published in: Technology
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
449
On SlideShare
0
From Embeds
0
Number of Embeds
13
Actions
Shares
0
Downloads
0
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

untitled

  1. 1. THE FOURD‟SAND HOW TO END THE INBOX MADNESS
  2. 2. ACKNOWLEDGEMENT The contents of this presentation have been liberally lifted from David Allen‟s book “Getting Things Done”. I highly recommend you grab a copy from Amazon! I was first exposed to this concept by Emma Martin our regional finance director who does a much more comprehensive version of this training. If you „re in Sydney, track her down!
  3. 3. POLLHow many emails do you get per day?
  4. 4. “Deluge” 1864, Ivan Aivazovsky
  5. 5. THE PROBLEM WITH21ST CENTURY WORKAccording to Allen:1. Work no longer has clear boundaries2. Our jobs keep changing3. The old models and habits are insufficient
  6. 6. PERSONAL LIVESWe have commitments outside of work:1. Education2. Family3. Recreation4. Community groups
  7. 7. “STUFF”“Stuff” are things that are on your mind because:• You have not clarified the intended outcome• You haven‟t decided what the next physical action• You haven‟t put reminders of the outcome in a system you trust
  8. 8. EXAMPLES OF“STUFF”• Anniversary gift for wife / husband• Plans for Christmas holiday• New client proposal• Meeting with a client• Performance reviews for staff member
  9. 9. EMAIL ACCOUNTS 725 2,900 Number of email accounts Corporate email accountsSource: Email Statistics Report, 2010, Radicati Group
  10. 10. AVERAGE NUMBER OF EMAILS PER DAY294,000,000Source: Internet 2010 in numbers, 2011, Royal Pingdom
  11. 11. AVERAGE NUMBER OF EMAILS SENT & RECEIVEDPER PERSON PER DAY 110Source: Email Statistics Report, 2010, Radicati Group
  12. 12. OF THE 110, THE NUMBER OF SPAM EMAILS 19.8Source: Email Statistics Report, 2010, Radicati Group
  13. 13. “The Scream” 1893 Edvard Munch
  14. 14. WE HAVE FORGOTTEN Asynchronous Synchronous
  15. 15. SOLUTION
  16. 16. FIRST STEPS1. Switch off all mail notifications2. Do not have your email program open the moment you launch Outlook or Lotus Notes3. Instead, open your email every few hours throughout the day
  17. 17. FRAMEWORK
  18. 18. TOOLSIf you use:1. Lotus Notes: you can use the built in „To Do‟ and „Calendar‟ features2. Outlook: you can use the built in „Task List‟ and „Calendar‟ features3. Google: you can use the built in „Tasks‟ and „Calendar‟4. Pen & paper works too but is not as dynamic
  19. 19. WHAT IS IT?Ask yourself: “What is the desired outcome for the sender?”
  20. 20. IS IT ACTIONABLE?Is there a SPECIFIC PHYSICAL ACTION you can take?
  21. 21. IF THE ANSWER IS„NO‟1. You can DELETE the email; or2. If you think you think that it looks interesting and might want to look at it later. File it to a folder called “@SOMEDAY”; or3. If you need to keep it for reference but don‟t need now, file it to your archive.
  22. 22. IF THE ANSWER IS„YES‟You now have a number ofoptions.If it‟s project related, thendeal with it under your projectplan.
  23. 23. IF IT WILL TAKE LESS THAN TWO MINUTESDO IT!
  24. 24. IF IT TAKES MORE THAN 2 MINUTESDEFER IT
  25. 25. TURN IT INTO A TO-DOIf it will take more than two minutes.
  26. 26. TURN IT INTO A CALENDAR ENTRYIf it has to be done at a specific time, e.g., a meeting, turn it into a calendar entry
  27. 27. IF THIS IS SOMETHING THAT SOMEONE ELSESHOULD HANDLEDELEGATEIT *BUT MAKE A NOTE TO FOLLOW IT UP
  28. 28. LIST
  29. 29. ONCE A WEEKREVIEWYOUR LIST
  30. 30. “Calm Sea” 1879, Ivan Aivazovsky
  31. 31. 5 Secret ElementsThank You! for Luxury Brands‟ Online Success

×