Email: Managing Efficiency with Etiquette Alan Cafferkey Director of Faculty Technology Services [email protected]
Aug 13, 2020
Email: Managing Efficiency with Etiquette
Alan Cafferkey Director of Faculty Technology [email protected]
Somewhere along the line, E-mail became stressful...
http://inboxzero.tumblr.com/post/201567052
http://inboxzero.tumblr.com/post/206689852
http://inboxzero.tumblr.com/post/206752570/lizard-brain-says-make-sure-it-gets-done-by
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
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
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?
“Inbox Zero”● “View your email inbox as a temporary holding place
where you need to start processing emails.”
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?
First Step - Stop Bad Habits● Stop using your Email for things other than it was
intended to
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
File Storage?● Stop using E-mails to store files
○ Use A Cloud Drivei. I use Google Drive; Many like Dropbox
Collaborating?● Stop sending one document around trying to get
multiple people to edit it (e.g. status reports, etc.)○ Use Google Docs
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
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
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.
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
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
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
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
Thanks!
Questions?