E-mail Boot Camp

E-mail Boot Camp

Strategies for defeating the e-mail menace

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Our Overall Mission:

Analyze the situationDiscuss available tools (weapons).Discuss possible strategies for maximizing efficiency using the weapons in our arsenal.Formulate an individualized plan of attack.

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5 Key Questions

What types of messages are overloading your inbox?What are common signs that improved e-mail management may be warranted?What are common barriers to improved e-mail management?What management tools are available?What strategies can be implemented using those tools?

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Items for Consideration

Business usage of e-mail is primarily determined by job function.People vary in their personal need for structure.Therefore, there is no such thing as a one-size-fits-all strategy.Truly effective e-mail management schemes are customized to the job and to the employee.

Part 1 – Know your enemy

Analyze the current situation

What types of messages are overloading your Inbox?

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Part 1 - Know your enemies

5 major categoriesRequestsFYI messagesPersonal messagesBconSpam

Types of messages

Handout activity 1 – Identifying types of messages

What are common signs that improved e-mail management may

be warranted?

What are common barriers to improved e-mail management?

Handout activity 2 – Identifying potential pitfalls

Part 2– Know your weapons

What tools and strategies can be used to improve overall

work efficiency?

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One-Touch/ 4-D Strategy

Do itDelete itDelegate itDefer it

This commonly-proposed strategy states each message should be acted upon immediately as soon as it is read. While this is an excellent goal, it is not always practical and does not effectively explain how to “defer it”. Let’s look at additional strategies…

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We need to combat these problem areas:

DistractionsMessage volumeInbox clutterStorage issues

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Distractions

Modify e-mail account preferencesTurn off new mail alertsHave e-mail application check for new

messages less often

Compelled to read messages as they arrive? Distracted by pop-up alerts?

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Distractions

Manage e-mail only at specific timesMost or least productive time of day?Easiest or hardest first?Multi-tasking?Mobile use?

Allow for background processingSchedule time for complicated issues

Compelled to read messages as they arrive? Distracted by pop-up alerts?

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Volume

Guide Expectations –let your subordinates know your preferenceslet others know how soon to expect a response

Protect Your Privacy- prevent spammers from obtaining your address whenever possible

Use a separate address for shopping, contests, etc.

Overwhelmed by mail volume?

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Strategies

Send less e-mailThose who send a lot of mail receive a lot of

mailFace-to-face communication is more

effective and rewarding Don’t miss opportunities for coaching

Be thorough but succinctTry to include all information so your

message will generate fewer questions.An e-mail of more than 150 – 200 words is

generally ineffective. Consider another form of communication.

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Volume

Use Account Rules – automatically sort routine, predictable

messages into categories (meeting request responses, mailing list info, etc.)

Delete items in bulk –by using shift-click or ctrl-click

Spend too much time sorting, filing and deleting?

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Volume

Save and reuse drafts of messagesUse macros for repetitive keyboard tasksCopy and paste from other applicationsCreate an FAQ web page or network documentCreate public discussion folders

Spend too much time typing routine messages?

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Inbox

Use your inbox as an action file containing only

new, unread messagesmessages requiring immediate action

Store non-pending items in folders

Too many messages sitting in your inbox?

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Inbox

Convert messages to other forms calendar, task or contact items when appropriateCalendar appointmentsTask list itemsContact item

Forward items to the future

Afraid items will be forgotten if moved to a folder?

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Storage

Keep only the last message of a conversation if the previous text is included.

Need to cover your assets? (Unwilling or afraid to delete business messages?)

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Storage

Forward items to yourself with meaningful subject linesIf a message discusses more than one subject, store a copy under each subjectModify folder structure periodically as neededStore sent items in the same folder with corresponding received items

Worried about locating old messages?

Organize your folders and subfolders in whatever way works for you but also makes sense to others (just in

case)In this folder setup, where

would you look for messages regarding:The laptop training on October 10th?HR staff meetings? A request for training materials?A conference room reservation?

Offline Storage

Related items (including e-mails) can be stored together outside of the e-mail application.

Handout activity 3 – Choose your weapons

Part 4 – Plan the attack

Formulate an individualized battle strategy

Handout activity 4 –Create a timeline and plan of

action

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Other Tips

Respect the privacy of others – use undisclosed recipients whenever appropriateAdd the recipient(s) last – this will prevent sending incomplete messagesUndeleting a message is possible in many e-mail applications (check with your e-mail administrator).