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Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services [email protected]
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Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services [email protected].

Aug 13, 2020

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Page 1: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

Email: Managing Efficiency with Etiquette

Alan Cafferkey Director of Faculty Technology [email protected]

Page 2: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

Somewhere along the line, E-mail became stressful...

Page 3: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

http://inboxzero.tumblr.com/post/201567052

Page 4: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

http://inboxzero.tumblr.com/post/206689852

Page 5: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

http://inboxzero.tumblr.com/post/206752570/lizard-brain-says-make-sure-it-gets-done-by

Page 6: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

How do you handle your E-mail? (if at all?)

I will maintain the “Touch it once” principle for efficiency

vs

Your E-mail is a to-do list someone else is making for you

Page 7: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

How are you approaching your E-mail?

● Is your “job” to E-mail people? Is it a task within your responsibilities?

● E-mail is a tool. ● Stop thinking about Time Management and think more

about Attention Management

Page 8: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

Don’t StressDon’t obsess. How do you need to approach Email?

● How do you define “work/life balance”?

● Do you need to have the notifications enabled on your smartphone?

Page 9: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

“Inbox Zero”● “View your email inbox as a temporary holding place

where you need to start processing emails.”

Page 10: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

Stop the cycle: Do you need to send that E-mail?● Instantaneous communication vs Send and wait

communication● Instead of sending an E-mail would it be better to:

○ Text Message○ Instant Message○ Phone ○ Office visit

● Do you really need to CC that person?

Page 11: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

First Step - Stop Bad Habits● Stop using your Email for things other than it was

intended to

Page 12: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

To Do Lists?● Stop cluttering your inbox with E-mails to remind

yourself○ Use a To Do List

■ I use SimpleTask - http://download.cnet.com/SimpleTask/3000-18509_4-10914348.html

Page 13: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

File Storage?● Stop using E-mails to store files

○ Use A Cloud Drivei. I use Google Drive; Many like Dropbox

Page 14: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

Collaborating?● Stop sending one document around trying to get

multiple people to edit it (e.g. status reports, etc.)○ Use Google Docs

Page 15: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

Finding a Meeting Time?● Stop asking people when they’re free for a meeting

○ Use a poll or a calendar■ I use Google Calendar or Doodle Poll

Page 16: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

Multiple Updates?● Stop using your E-mail for status report updates to

multiple people○ These things should be in a record, like a Blog or

Wiki■ Blogs: Word Press, Blogger, Google Sites■ Wiki: Wikispaces

Page 17: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

Step Two: Establish a routine● Pick times to respond (11 and 4? 9 and 12? Up to you)

○ Problems with doing it first...○ Problems with doing it too late…

○ Just choose what works for you

● Whatever time you do it, though, don’t just read your E-mail, process it. ● If you don’t want to, you’re probably wasting your time at that particular

time.

Page 18: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

Step Three: Get Organized● “You have HOW many E-mails in your inbox?”● Use filters, folders and/or labels. Many options:

○ Have a filter for anything with the word “unsubscribe” in it○ Have 3 main folders: Reply Later (for emails that will take more than a

few minutes to respond to), Waiting (for emails where you are waiting on some information or another response before you can respond to), Archive (for when you’ve responded)

● You don’t have to start this with what’s already in your inbox. If it helps, tell yourself this is what you’re doing going forward

Page 19: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

Some of my recommended Etiquette

● Reply with History● Keep it short for your sake and for theirs: “Brevity

wins friends”● If you want one person to do something ask one person● Don’t CC the world

Page 20: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

Etiquette Continued...● Acknowledge receipt…● ...avoid Read Receipt

(but don’t complain if you’ve put someone in the situation of having to use it)

● Try not to treat your E-mail as a venue for negotiation ● Establish boundaries - Emergencies notwithstanding (although, open to

interpretation) avoid E-mailing people on the weekend or after work

Page 21: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

Basics

● Don’t try to be humourous● Nothing good is likely to come from an angry email● Don’t overuse exclamation points● Use a proper subject line● Formal vs Informal? Don’t write like you IMing

Page 22: Efficiency with Etiquette Email: Managing · 2020-05-08 · Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services cafferkey@fordham.edu.

Thanks!

Questions?