8/14/2019 Managing Email Productivity http://slidepdf.com/reader/full/managing-email-productivity 1/70 Managing Email Productivity Indianapolis Productivity Summit
8/14/2019 Managing Email Productivity
http://slidepdf.com/reader/full/managing-email-productivity 1/70
Managing Email Productivity
Indianapolis Productivity Summit
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AgendaE-Mail is Broken
The Shortcut Problem
A New PerspectiveTestimonial
Rethinking Email
Freedom from Email
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E-MAIL IS BROKEN
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Email is Broken: Unfathomable Quantities
Drinking from the Fire hose, UHF , 1989
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Email is Broken: Endless Advertisement
95% of All Email is Spam, ArsTechnica.com, 2007
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Email is Broken: Bottomless Reminders
Email for every possible reminder.
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Email is Broken: Information Overload
Giving up seems like a viable option
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Email is Broken: Multiple Conversations
How many conversations can you have at once?
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Email is Broken: Unclear Instructions
How well can you give directions via email?
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Email is Broken: Unanswerable Questions
Good questions require dialogue; not email exchanges.
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Email is Broken: Insufferable Archives
Email is the worst place to store everything.
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Email is Broken: Entertainment
Since email is for “everything”, we even use it for fun.
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Email is Broken
• Drinking from the fire hose• Information overload• Used for every purpose
– Advertisement – Coordination –
Conversation – Give directions – Ask questions – Record keeping – Entertainment!
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Email is Broken: Causes - Asynchronicity
Anytime, any place, and perhaps not with the same devotion
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Email is Broken: Causes - Unlimited
No barrier on the number of emails you can send or receive.
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Email is Broken: Causes
Unlimited
andAsynchronous
Treacherous
Combination
Telephone Postal Mail
InstantMessenger
(Chat)Email
Synchronous Asynchronous
Limited
Unlimited
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Email is Broken: Proof
Constantly down; reply-all storms, mailbox quotas
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Email is Broken: Proof
The five word email that cost $10 million dollars.
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Email is Broken
“Email systems cannot handle
the way people use email.”
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THE SHORTCUT PROBLEM
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The Shortcut Problem
Most email productivity advice:
“Make [this] simple change.”
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The Shortcut Problem
The reality of clever tricks:
“Tricks assume helpfulpreconditions.”
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The Shortcut Problem: Helpful Preconditions
This is how all magic tricks work.
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The Shortcut Problem: Helpful Preconditions
#2: Our email statistics
(inbox size and response time)are non-representative.
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The Shortcut Problem: Helpful Preconditions
#3: We work with others who
use email intelligently and whorespect our time.
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A NEW PERSPECTIVE
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A New Perspective
Email is for routing ideas, not
for creating or storing information.
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A New Perspective: Stop
Stop using email for Composition and Archiving.
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An Old Perspective
Golf
•
Careful setup• No time limits
• Single objective
• No distractions
• Many chances
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A New Perspective
Baseball
•
Seconds to play• Multiple options
• Roar of the crowd
• Three strikes
• Team sport
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An Old Perspective
Archives
•
Permanent• Full & Complete
• Rarely Accessed
• Secure
• Defensive
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A New Perspective
Lobby
•
Spacious• Clean & Airy
• Public, always open
• Welcoming
• Informative
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An Old Perspective
Composition
•
Devoted• Elegant
• Compelling
• Intellectual
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A New Perspective
Dialing & Directing
•
Instant feedback• Predefined
• Results-driven
• Simple
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A New Perspective
Email is for routing ideas, notfor creating or storing information.
Changing our perspective enables anew relationship with email.
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TESTIMONIAL
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Testimonial
Eric Marasco
Proforma
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RETHINKING EMAIL
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Rethinking Email
Order of Composition
Inbox ZeroControl the Schedule
Working from Sent
Message/Goal Parity
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Rethinking Email: Order of Composition
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Rethinking Email: Order of Composition
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Rethinking Email: Order of Composition
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Rethinking Email: Order of Composition
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Rethinking Email: Order of Composition
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Rethinking Email: Order of Composition
Email is for routing ideas, notfor creating or storing information.
Start with the idea to be routed.
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Rethinking Email: Order of Composition
1)Attach files
2)Write bodya. Use the phrase “the
attached file(s).”
b. Describe the one action
item for the email3) Restate body as subject
4) Flag message/to-do list
5) Add recipients & send!
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Rethinking Email: Order of Composition
1. Attach Files
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Rethinking Email: Order of Composition
2. Write bodyUse the phrase
“the attached file(s).”
Describe the oneaction item for the email
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Rethinking Email: Order of Composition
3. Restate Body as
Subject
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Rethinking Email: Order of Composition
4. Flag message/update to-do list
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Rethinking Email: Order of Composition
5. Add Recipients and
Send
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Rethinking Email: Order of Composition
1)Attach files
2)Write bodya. Use the phrase “the
attached file(s).”
b. Describe the one action
item for the email3) Restate body as subject
4) Flag message/to-do list
5) Add recipients & send!
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Rethinking Email: Inbox Zero
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Rethinking Email: Inbox Zero
http://www.43folders.com/izero
Inbox zero is fleeting.
Inbox zero is sublime.
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Rethinking Email: Control the Schedule
Unlimited
andAsynchronous
Treacherous
Combination
Telephone Postal Mail
InstantMessenger
(Chat)Email
Synchronous Asynchronous
Limited
Unlimited
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Rethinking Email: Control the Schedule
Unlimited
andAsynchronous
Treacherous
Combination
Synchronous Asynchronous
Limited Telephone Postal Mail
InstantMessenger
(Chat)EmailUnlimited
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Rethinking Email: Control the Schedule
1) Schedule “dashes”
2) Avoid “checking” email
3) Define response times
4) Make & keep promises
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Rethinking Email: Working from Sent
• Emphasizes your success
•
Emphasizes follow-up• Tracks delegated work
• Tracks relationships
• Easier to search whatyou’ve written vs. read
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Rethinking Email: Message/Goal Parity
Every message should have
exactly one objective.
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Rethinking Email: Message/Goal Parity
Example Objectives:
•
Set a meeting• Provide a link*
• Give simple feedback
• Ask a simple question
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Rethinking Email: Message/Goal Parity
For the recipient,
Each message is a
to-do item.
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FREEDOM FROM EMAIL
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Freedom from Email
2 hours per day “doing” email
10 hours per work week
500 hours per year
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Freedom from Email
• Emerge from frustration• Use email to grow and
accelerate your business
• Explore new opportunitieswith reclaimed time
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Managing Email Productivity
Questions?
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Managing Email Productivity
Indianapolis Productivity Summit