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The WWW of Mastering Email Overload webinar slideshow

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This webinar unpacks the 3 life changing strategies for getting email under control

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The WWW of Mastering Email Overload webinar slideshow

  1. 1. The www of Mastering E-mail Overload Halve the time, double your results and triple your productivity when using e-mail Steuart Snooks E-mail Strategist & Productivity Expert www.emailtiger.com.au
  2. 2. Today’s agenda  The impact of e-mail ‘overload’  3 strategic ‘Best Practice’ strategies  W hen  W hat  W here  9 specific actions & more than 27 ideas & practical tips Solutions for Success 2015 www.emailtiger.com.au
  3. 3. Pace of Information Overload Solutions for Success 2015 www.emailtiger.com.au
  4. 4. Solutions for Success 2015 www.emailtiger.com.au
  5. 5. Solutions for Success 2015 www.emailtiger.com.au “These days, e-mail is probably the biggest time waster and source of frustration in modern working life.” Timothy Ferriss The Four Hour Work Week
  6. 6. Interruptions Loss of focus Multi-tasking Poor decision- making Lack of ‘think’ time Workload planning & management Communication effectiveness Chronic distraction Meeting effectiveness Manager/ subordinate relationships Impact of Email Lowered IQ Mental health & well-being Work-life balance Stress Quality of life Solutions for Success 2015 www.emailtiger.com.au
  7. 7. Solutions for Success 2015 www.emailtiger.com.au www.emailtiger.com.au/special-report
  8. 8. Solutions for Success 2014 www.emailtiger.com.au
  9. 9. Mastery Smart Effective Survival Overloaded / Overwhelmed Mastery Model Solutions for Success 2015 www.emailtiger.com.au
  10. 10. How does your organisation measure how effectively your people currently use their e-mail? Solutions for Success 2014 www.emailtiger.com.au
  11. 11. “White collar workers waste 40% of their day not because they are not smart but because they were never taught the organising skills to function in the modern workplace!” Wall Street Journal Solutions for Success 2014 www.emailtiger.com.au
  12. 12. eProductivity Benchmark Survey Survey Question Benchmark Average PCE How many e-mails do you receive on average each day? 37 16 How many e-mails do you send (new messages and replies) on average each day 25 12 What ratio or percentage of e-mail do you receive internally (i.e. from colleagues) compared to e-mail from external sources? 66% 43% What percentage of received e-mails require an action from you (as opposed to simply being read or filed)? 57% 53% What percentage of incoming e-mail is NOT directly related to your workplace role and tasks (i.e.: you receive them as are ‘cc’ or ‘bcc)’? 26% 30% What percentage of the e-mails you receive are immediately clear to you on the meaning of their message? 70% 69% What percentage of e-mails you receive have a message which would be better handled by face-to-face contact or a phone call? 30% 31% How many e-mails are left in your In-box right now? 1267 3838 How much time do you spend processing e-mail each day? 2.31 hrs 1.75 hrs How much is this time worth on an annual basis (per person)? $28,031 $16,490 How often during the day do you check your Inbox? 1. Most of the time 4. At several planned times 2. Whenever they arrive 5. At 1 or 2 planned times 3. Randomly throughout day 6. Infrequently 2.38 2.00 Solutions for Success 2014 www.emailtiger.com.au
  13. 13. 1 Getting no response to your e-mail when you send a message that clearly requires a response (or the response is too slow) 2 Procrastinators who wait till last minute to request something from you (when they’ve had ample time) and then they say it’s not their fault … 3 Subject lines that are unclear or don’t match the message 4 People who call you instead of checking their e-mail when you’ve already sent the information they needed/requested 5 People trying to resolve complex issues via e-mail 6 E-mail interruptions when you’re working on other, higher priority tasks 7 People who ‘CC’ you (and everybody else just to “cover their butt” (CYA) – whether you needed to know or not. 8 People who send last minute meeting cancellations by e-mail which you don’t get till AFTER you’ve arrived for the meeting 9 Auto-responders that don’t mean anything eg: “Thanks for your message. I will respond as soon as I can” 10 People using abbreviations, shortcuts and ‘jargon’ such as 4U, Gr8 etc 11 People who send non-work related messages that clutter up your in- box and distract you from your work 12 People who use Read Receipt on everything they send you 13 Attachments that come without any explanation in the body of the message, so you don’t know what they are about 14 Bad grammar, spelling and punctuation 15 Others replying to your message without including the previous message (so that you can’t remember what the original issue is) 16 Needless, one-line responses to your message, like “‘thanks”, “OK”, “you’re welcome” etc 17 Too many attachments or attachments that are too big 5.41 4.83 4.78 4.49 3.58 3.71 3.95 4.39 3.66 3.94 3.56 3.11 3.35 3.08 2.84 3.44 3.02 eProductivity Benchmark Survey 6.25 4.75 4.38 3.88 3.13 3.13 2.75 2.38 2.38 2.25 2.25 2.13 1.88 1.88 1.63 1.50 1.38
  14. 14. So . . . . what’s the solution? Solutions for Success 2014 www.emailtiger.com.au
  15. 15. The Solution Solutions for Success 2015 www.emailtiger.com.au
  16. 16. The www of Mastering Email Overload When What Where Solutions for Success 2015 www.emailtiger.com.au
  17. 17. Think Fridays No e-mail Fridays / SLAs / Quiet Hour Removed ‘Reply ALL’ button Solving Info Overload as a competitive advantage Stopped Blackberry servers sending email 6:15pm-7:00am plan to ban internal email by February 2014 (announcement has already reduced volumes by 20%) What companies are doing to combat email & information overload Solutions for Success 2014 www.emailtiger.com.au
  18. 18. 1.When Control when you do and when you do NOT look at your email The Three Strategies . . . Solutions for Success 2015 www.emailtiger.com.au
  19. 19. 1.When • Schedule times to check e-mail (rather than react as they arrive) Solutions for Success 2015 www.emailtiger.com.au The Three Strategies . . .
  20. 20. Schedule times to check email Solutions for Success 2015 www.emailtiger.com.au When What Where The www of Mastering Email Overload
  21. 21. Solutions for Success 2015 www.emailtiger.com.au When Nathan Zeldes Timothy Ferriss The #1 solution to information overload
  22. 22. Schedule times to check email Solutions for Success 2015 www.emailtiger.com.au When What Where The www of Mastering Email Overload
  23. 23. Impact of email interruptions Solutions for Success 2014 www.emailtiger.com.au Average amount of time between interruptions? Average amount of time working on a task or project before switching to another? Percentage of occasions a project/task is not resumed for that day? 3 mins 11 mins 40 %
  24. 24. Solutions for Success 2014 www.emailtiger.com.au Impact of email interruptions
  25. 25. Solutions for Success 2015 www.emailtiger.com.au Multi-tasking As a result of constant interruptions, do you find that you start to multi-task? Do you often have 2 or 3 files open on your desk? Does your computer often have 4 or 5 windows (or more) open at once?
  26. 26. ‘Single tasking’ email versus ‘multi-tasking’ Solutions for Success 2015 www.emailtiger.com.au
  27. 27. Multi-tasking is a Myth Solutions for Success 2015 www.emailtiger.com.au Think of attention as the beam of a flashlight Try as you might, you can never shine the light on two separate objects simultaneously. What you are doing is rapidly switching the beam back and forth between the objects.
  28. 28. Multi-tasking Solutions for Success 2015 www.emailtiger.com.au
  29. 29. Multi-tasking NIZ No Interruption Zones •Buses – don’t talk to driver •Airlines – ‘Sterile Cockpit Rule’ •Hospitals – NIZ at medicine preparation stations (significant reduction in medication errors (up to 40%) NIW No Interruption Wear •Distinctive colored coat, vest, sash, hat/cap or headphones Solutions for Success 2015 www.emailtiger.com.au
  30. 30. Solutions for Success 2015 www.emailtiger.com.au Best times to check email? Email Tasks ‘Single-task’ not ‘Multi-task’
  31. 31. Solutions for Success 2015 www.emailtiger.com.au Best times to check email? Email Tasks http://pomodorotechnique.com
  32. 32. Solutions for Success 2015 www.emailtiger.com.au Best times to check email? Email TasksTasks Email Twice per hour 16+ times per day!
  33. 33. Solutions for Success 2015 www.emailtiger.com.au Best times to check email? Email TasksTasks Email Email Tasks Email Tasks Tasks Email Even better - do tasks first, then email
  34. 34. Solutions for Success 2015 www.emailtiger.com.au Best times to check email? Email Tasks Once per hour 8+ times per day! Solutions for Success 2015 www.emailtiger.com.au
  35. 35. 7 Reasons Why You Should NOT Check Email First Thing in the Morning? 1: The inbox is NOT your to-do list 2: Starting with email makes you REactive rather than PROactive 3: Ignorance is bliss! 4: Avoids short-term gratification to achieve longer term results 5: Checking e-mail is an excuse for a lack of priorities 6: Your morning energy and alertness should be directed to higher priorities 7: Controls unmanaged and unspoken expectations Solutions for Success 2015 www.emailtiger.com.au
  36. 36. Shift your working paradigm Solutions for Success 2015 www.emailtiger.com.au
  37. 37. Best times to check email? Research shows that for most people, in most office-based roles, checking e-mail at 4 planned times a day (to a max of 45 mins each time) allows you to turn all e-mail around in a 24 hour period. Early in the day, as ‘second thing’ (after checking your calendar!1 2 3 4 About 30-45 minutes before your lunch break (NOT mid-morning) Any time that suits you during the afternoon About 30-45 minutes before you finish for the day Solutions for Success 2015 www.emailtiger.com.au
  38. 38. Best times to check email? Solutions for Success 2015 www.emailtiger.com.au
  39. 39. 1.When Solutions for Success 2015 www.emailtiger.com.au The Three Strategies . . . • Schedule times to check e-mail (rather than be interrupted) • Turn off e-mail alerts
  40. 40. Schedule times to check email Turn off all email alerts Solutions for Success 2015 www.emailtiger.com.au When What Where The www of Mastering Email Overload
  41. 41. Turn off ALL e-mail alerts Solutions for Success 2015 www.emailtiger.com.au
  42. 42. Turn off ALL e-mail alerts in gmail Solutions for Success 2015 www.emailtiger.com.au W hen
  43. 43. 1.When Solutions for Success 2015 www.emailtiger.com.au The Three Strategies . . . • Schedule times to check e-mail (rather than be interrupted) • Turn off e-mail alerts • Manage expectations
  44. 44. Schedule times to check email Turn off all email alerts Manage expectations Solutions for Success 2015 www.emailtiger.com.au When What Where The www of Mastering Email Overload
  45. 45. How promptly do you expect to respond to email that you RECEIVE? Manage Expectations Send Receive Immediately 2.2% 22.1% 6.7% 23.3% Within 2 to 4 hours 20.0% 16.6% Same day 35.7% 65.4% 42.2% 68.0% Next day (ie: within 24 hrs) 29.7% 25.8% Within 2 days 8.9% 12.5% 6.8% 8.7% Within 3 days 3.5% 1.9% Solutions for Success 2015 www.emailtiger.com.au
  46. 46. TimeValue Quality The Customer Service Interaction Solutions for Success 2015 www.emailtiger.com.au
  47. 47. My New Personal E-mail Policy In an effort to increase my personal productivity and efficiency I am implementing a new approach to managing my email. I have recently come to understand that I spend too much time shuffling through a stack of emails in my inbox and not enough time focusing on my real work, that is, the stuff I'm actually paid to do! Email has become an unnecessary distraction that is creating longer lead times on my ever-growing 'to-do' list. Consequently, I have decided that serious change is required. Therefore, I will now only be checking and responding to my email at approx. noon and 4pm on weekdays. I shall try to get back to you via email in a timely manner and will most certainly be handling my email in a way that is seen as professional and responsive. Therefore, if you need a response from me outside of these times, please do call me on my mobile number. It'd be good to hear your voice anyway - much more personal than electronic mail! I trust my new approach to email helps you get the most out of me. For my part, I believe it will allow me to spend more time on productive work output and creating value for my organisation. Thanks greatly; I'm looking forward to putting email back where it belongs; supporting my work, not driving it! Managing Expectations Solutions for Success 2015 www.emailtiger.com.au
  48. 48. Manage Expectations Solutions for Success 2015 www.emailtiger.com.au
  49. 49. Schedule times to check email Turn off all email alerts Manage expectations Solutions for Success 2015 www.emailtiger.com.au When What Where The www of Mastering Email Overload
  50. 50. 2.What What to do with each email The Three Strategies . . . Solutions for Success 2015 www.emailtiger.com.au
  51. 51. 2.What The Three Strategies . . . Solutions for Success 2015 www.emailtiger.com.au • Handle each email ONLY ONCE
  52. 52. Schedule times to check email Turn off all email alerts Manage expectations Handle each message only once Solutions for Success 2015 www.emailtiger.com.au When What Where The www of Mastering Email Overload
  53. 53. The ‘Ziegarnik Effect’ Solutions for Success 2015 www.emailtiger.com.au people remember incomplete or interrupted tasks better than completed tasks
  54. 54. 2.What The Three Strategies . . . Solutions for Success 2015 www.emailtiger.com.au • Handle each email ONLY ONCE • Use the proven 4D method
  55. 55. Schedule times to check email Turn off all email alerts Manage expectations Use the 4D methodology Solutions for Success 2015 www.emailtiger.com.au When What Where The www of Mastering Email Overload Handle each message only once
  56. 56. The Paradox of Choice Solutions for Success 2015 www.emailtiger.com.au
  57. 57. 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) Use the 4D methodology Solutions for Success 2015 www.emailtiger.com.au
  58. 58. Solutions for Success 2015 www.emailtiger.com.au Ditch or Delete • Spam • Bacon / Gray mail • Transactional
  59. 59. Solutions for Success 2015 www.emailtiger.com.au 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!.
  60. 60. Solutions for Success 2015 www.emailtiger.com.au The 2 Minute Rule Keep up with all your reading
  61. 61. Pesticide Insecticide Genocide Homocide Suicide Decide !!! Solutions for Success 2015 www.emailtiger.com.au
  62. 62. The 4D methodology works! Solutions for Success 2015 www.emailtiger.com.au 1105 emails processed in 20 minutes by 8 people using the 4D method March 2014
  63. 63. Solutions for Success 2015 www.emailtiger.com.au 9635 emails processed in 25 minutes by 8 people May 2014 The 4D methodology works! February 2015
  64. 64. Solutions for Success 2015 www.emailtiger.com.au 3204 emails processed in 30 minutes by 12 people May 2014 The 4D methodology works!
  65. 65. Solutions for Success 2015 www.emailtiger.com.au 9635 emails processed in 25 minutes by 8 people February 2015 The 4D methodology works!
  66. 66. Solutions for Success 2015 www.emailtiger.com.au 4004 emails processed in 25 minutes by 40 people November 2013 The 4D methodology works!
  67. 67. Solutions for Success 2015 www.emailtiger.com.au 9635 emails processed in 25 minutes by 8 people May 2014 The 4D methodology works!
  68. 68. 2.What The Three Strategies . . . Solutions for Success 2015 www.emailtiger.com.au • Handle each email ONLY ONCE • Use the proven 4D method • Use rules to automate processes
  69. 69. Schedule times to check email Turn off all email alerts Manage expectations Automate with rules Use the 4D methodology Solutions for Success 2015 www.emailtiger.com.au When What Where The www of Mastering Email Overload Handle each message only once
  70. 70. Use rules to automate processes Solutions for Success 2015 www.emailtiger.com.au the ‘cc rule’
  71. 71. Use rules to automate processes Solutions for Success 2015 www.emailtiger.com.au W hat
  72. 72. • All staff • Newsletters/ezines • Personal • Google ‘alerts’ • _______? Use rules to automate processes Solutions for Success 2015 www.emailtiger.com.au
  73. 73. Clarify expectations & parameters Schedule times to check email Turn off all email alerts Manage expectations Automate with rules Use the 4D methodology Solutions for Success 2015 www.emailtiger.com.au When What Where The www of Mastering Email Overload
  74. 74. 3. Where Where to quickly file each email The Three Strategies . . . Solutions for Success 2015 www.emailtiger.com.au
  75. 75. 3. Where The Three Strategies . . . Solutions for Success 2015 www.emailtiger.com.au • Reduce mailbox size
  76. 76. Schedule times to check email Turn off all email alerts Manage expectations Automate with rules Use the 4D methodology Solutions for Success 2015 www.emailtiger.com.au When What Where The www of Mastering Email Overload Handle each message only once Reduce your mailbox size
  77. 77. According to research by Permessa, based on 15 years of experience with leading global enterprises, 80% of email volume comes from just 4% of messages which, in turn, typically comes from just 1% of the user community. Reduce mailbox size Solutions for Success 2015 www.emailtiger.com.au
  78. 78. Reduce mailbox size Solutions for Success 2015 www.emailtiger.com.au
  79. 79. Solutions for Success 2015 www.emailtiger.com.au Reduce mailbox size
  80. 80. Solutions for Success 2015 www.emailtiger.com.au Reduce mailbox size IN FOLDE R SIZE
  81. 81. 3. Where The Three Strategies . . . Solutions for Success 2015 www.emailtiger.com.au • Reduce mailbox size • Use links instead of attachments
  82. 82. Schedule times to check email Turn off all email alerts Manage expectations Automate with rules Use the 4D methodology Solutions for Success 2015 www.emailtiger.com.au When What Where The www of Mastering Email Overload Handle each message only once Reduce your mailbox size Document links not attachments
  83. 83. Solutions for Success 2015 www.emailtiger.com.au Use document links instead of attachments What are some of the disadvantages of sending attachments?
  84. 84. Solutions for Success 2015 www.emailtiger.com.au Use document links instead of attachments Size Speed Version control Security Compatability Attachments Links
  85. 85. Solutions for Success 2015 www.emailtiger.com.au Use document links instead of attachments What are some of the disadvantages of sending attachments? What are some of the advantages of using document links?
  86. 86. Solutions for Success 2015 www.emailtiger.com.au Use document links instead of attachments Size Speed Version control Security Compatability Attachments Links
  87. 87. 3. Where The Three Strategies . . . Solutions for Success 2015 www.emailtiger.com.au • Reduce mailbox size • Use links instead of attachments • Simplify your email folder structure
  88. 88. Schedule times to check email Turn off all email alerts Manage expectations Automate with rules Use the 4D methodology Solutions for Success 2015 www.emailtiger.com.au When What Where The www of Mastering Email Overload Handle each message only once Reduce your mailbox size Document links not attachments Simplify email folder structure
  89. 89. Simplify Email Folder Structure Solutions for Success 2015 www.emailtiger.com.au
  90. 90. Simplify Email Folder Structure Outlook 2007 Solutions for Success 2015 www.emailtiger.com.au Filing cabinet 1 External/clients 2 Internal/team 3 Projects/output 4 Admin Outlook 2010 1: Separate ‘finished’ from ‘unfinished’ work 2: Create 4 or 5 ‘primary’ folders
  91. 91. Schedule times to check email Turn off all email alerts Manage expectations Document links not attachments Reduce your mailbox size Simplify email folder structure Solutions for Success 2015 www.emailtiger.com.au Clarify expectations & parameters Automate with rules Use the 4D methodology When What Where The www of Mastering Email Overload
  92. 92. Solutions for Success 2015 www.emailtiger.com.au Ask me a question
  93. 93. Stay in touch and up-to-date www.emailtiger.com.au Steuart G. Snooks Email Strategist & 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
  94. 94. The www of Mastering E-mail Overload Halve the time, double your results and triple your productivity when using e-mail Steuart Snooks E-mail Strategist & Productivity Expert www.emailtiger.com.au

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