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MANAGING THE DELUGE OF LANGUAGE (NOT TO MENTION THE FACTS AND FIGURES) IN OUR INBOXES Based on Take Back Your Life! Using Microsoft Outlook to Get Organized and Stay Organized b y Sally McGhee. SAVING OURSELVES FROM E-MAIL OVERLOAD. AN OVERVIEW:. THE E-MAIL PROBLEM/SOLUTION.

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Saving ourselves from e mail overload

MANAGING THE DELUGE OF LANGUAGE

(NOT TO MENTION THE FACTS AND FIGURES)

IN OUR INBOXES

Based on Take Back Your Life!Using Microsoft Outlook to Get Organized and Stay Organizedb y Sally McGhee

SAVING OURSELVES FROM E-MAIL OVERLOAD


AN OVERVIEW:

THE E-MAIL PROBLEM/SOLUTION


1. What beliefs are limiting or expanding your e-mail productivity?

2. What habits/actions are affecting your e-mail effectiveness?

If You Want to Change Your Results, Change Your Approach: TWO ACCESSES


Ten beliefs that limit productivity
Ten Beliefs that Limit Productivity productivity?

1. There's Too Much Information Coming at Me Too Fast

2. I Get Too Many Interruptions

3. I Don't Have the Discipline to Be Organized

4. I Have to Keep Everything

5. It Takes Too Much Time to Get Productive

6. I Can't Find What I Need When I Need It

7. Organization Cramps My Freedom and Creativity

8. I'm No Good with Technology

9. There's Not Enough Time in the Day

10.I'm Not Organized by Nature


My e-mail is overwhelming me. I can’t keep up with it. productivity?

Is This a Belief? Or “The Truth”?


What are your email habits and actions
What Are Your Email Habits and Actions? productivity?

1. “Trying” to Answer Every Email You Receive

2. Hitting “Reply All” Automatically

3. Checking Your Inbox Each Time A New Email Arrives

4. Answering Emails at a Set Time Each Day

5. Carefully Crafting a Subject Line

6. Using Folders to Store Reference Information

7. Processing Emails by Using a Set Process

8. Ignoring Emails That Require “Too Much” Time to Answer

9. Saving Every Email In Case You’ll Need It

10.Sorting Emails by Sender, Date, and/or Subject


Are our e-mails, productivity?

our e-mail beliefs,

our e-mail habits and actions

contributing to

the problem

or to

the solution?


The reality is
THE REALITY productivity? IS

The volume of E-mail isn’t the issue.

How you process and organize the volume

is the issue.


The solution to drowning in email overload

The solution to drowning in email overload: productivity?

Quickly, effectively (and regularly!) process and organize our e-mail.


What habits actions are affecting your e mail effectiveness
What habits/actions are affecting your e-mail effectiveness? productivity?

How many e-mails are in your inbox right now?

How many times a day do you check e-mail?

How many hours a day do you spend on e-mail?

How much of that time is spent hunting for

a particular email?


What habits actions would make you more effective
What habits/actions would make you more effective? productivity?

How many times, on average, do you find yourself looking at the same email?

How easy is it for you to find the information in emails that you need to refer to?

How do you ensure that you’re taking the actions you need to take?


Make your e mails work for you and your reader s
MAKE YOUR E-MAILS WORK FOR YOU AND YOUR READER(S) productivity?

THE E-MAIL PASS MODEL

P–What’s the Purpose of your communication and does it relate to

a Meaningful Objective?

A–What Action is involved and does it have a due date?

S–What Supporting documentation do you need to include?

S–Have you effectively summarized your communication in the Subject line?

And Turn on Auto Spellcheck if you haven’t already.

E-mail is a communication tool!

From Take Back Your Life!, p. 183


Respond to email effectively

RESPOND TO EMAIL EFFECTIVELY productivity?

Consider whether a reply is actually warranted.

Would it add value to the communication?

Reply only to those individuals who need to know.

When responding to e-mails, follow guidelines

on the proper use of the To, Cc, and Subject lines.

From Take Back Your Life!, p. 215 (& 189)


AN ACCESS TO QUICKLY, EFFECTIVELY (AND REGULARLY!) PROCESSING AND ORGANIZING OUR E-MAIL:

THE INTEGRATED MANAGEMENT SYSTEM


The integrated management system
THE INTEGRATED MANAGEMENT SYSTEM PROCESSING AND ORGANIZING OUR E-MAIL

From Take Back Your Life! Figure 2-3, p. 32


The collecting system
The Collecting System PROCESSING AND ORGANIZING OUR E-MAIL

A Collecting System is made up of a series of approved Collecting Points where you and others place your commitments and communications. These Collecting Points are physical locations that you use to capture your actions, reminders, meeting notes, and where other people drop off tasks or information for you.

From Take Back Your Life!, p. 31


The collecting system1

Three useful Collecting Points are: PROCESSING AND ORGANIZING OUR E-MAIL

E-mail

Voice mail

A paper inbox

Sometime during the day, you'll need to stop to process the information in these Collecting Points, and make decisions about what to do with each item. You'll either throw the item in the trash can, store it in your Reference System, or store it in your Action System.

The fewer, the better!

The Collecting System

From Take Back Your Life!, p. 31


The reference system
The Reference System PROCESSING AND ORGANIZING OUR E-MAIL

The Reference System enables you to track information that does not require action, but that you want to keep to access later.

From Take Back Your Life!, p. 31


The reference system1
The Reference System PROCESSING AND ORGANIZING OUR E-MAIL

Six useful Reference Information locations are:

Folder list – tracking e-mails

Contacts – tracking contacts

My documents – tracking documents

SharePoint – tracking shared documents

OneNote – tracking notes

Filing Cabinet – tracking paper

F.Y.I.: Your inbox is not a good place for reference information!

From Take Back Your Life!, p. 161 & 169


The action system
The Action System PROCESSING AND ORGANIZING OUR E-MAIL

The Action System will track any information that requires you to take an action.In the Integrated Management System, this type of action information is tracked in:

the Microsoft Outlook Task List

the Microsoft Outlook Calendar

This is The Place for those Strategic Next Actions…

From Take Back Your Life!, p. 31


A strategic next action with no dependencies
A Strategic Next Action with no dependencies PROCESSING AND ORGANIZING OUR E-MAIL

ACTION:

Starts with a verb

Is specific and measurable

WITH NO DEPENDENCIES:

Is free and clear of any other actions

requires no preceding actions (a “dependency” means additional steps must be completed before you can take action)

STRATEGIC:

  • Is well thought out, a “creation”

    and not a “reaction”

  • Contributes to the fulfillment of

    a meaningful objective

    NEXT:

  • Is the most critical thing you can do

    to move your meaningful objective

    forward at this point in time

  • Is “doable”; can physically be

    completed in one, simple step

    (even if it’s a part of a long, involved

    process)


Can you find the snas in this email
Can you find the “SNAs” in this email? PROCESSING AND ORGANIZING OUR E-MAIL


Your Command Central PROCESSING AND ORGANIZING OUR E-MAIL

for Managing the Deluge

Is

the Control Panel --


The controlpanel
THE CONTROLPANEL PROCESSING AND ORGANIZING OUR E-MAIL

The Calendar and TaskPad, on the right, gives you access to your Action System, showing your Meaningful Objectives, Supporting Projects, 1:1 Meetings, and Strategic Next Actions.

The Folder list, on the left, gives you access to your Reference System, showing all of your e-mail and other folders.

This view enables you to see everything you have to do in one place, which makes prioritizing and planning much easier.


THE THREE PHASES OF QUICKLY, EFFECTIVELY (AND REGULARLY!) PROCESSING AND ORGANIZING OUR E-MAIL:

USING THE INTEGRATED MANAGEMENT SYSTEM


Phase 1 collecting

Phase 1: Collecting PROCESSING AND ORGANIZING OUR E-MAIL

“Clearing the Mind” as you capture all your commitments and agreements


Where will you collect all your commitments and agreements

Where will you collect all your commitments and agreements? PROCESSING AND ORGANIZING OUR E-MAIL

e-mail

voice mail

paper inbox

and….


Not hopefully in your head

Not, hopefully, in your head! PROCESSING AND ORGANIZING OUR E-MAIL

Try clearing your mind and lightening the load!


Phase 2 processing and organizing

Phase 2: Processing and Organizing PROCESSING AND ORGANIZING OUR E-MAIL

Setting up Action and Reference Systems, and understanding how to effectively process and organize your Collecting Points using the Workflow Model.



How will you process and organize all that information

How will you process and organize all that information? you collect?

Introducing the Workflow Model:


From you collect?Take Back Your Life! Figure 3-1, p. 41.


The key to processing rather than monitoring

The key to “processing” rather than “monitoring” … you collect?

You have to slow down to speed up!



Is it actionable
Is it actionable? you collect?



Yes it relates to a meaningful objective so what is the next strategic action without a dependency
Yes, it relates to a Meaningful Objective, so what is the Next Strategic Action without a Dependency?



Now it s your turn

Now it’s your turn!

Process and Organize Away!


YOU’RE NOW FULLY EQUIPPED WITH RAFT, SURFBOARD, AND WHATEVER ELSE YOU NEED

TO SAVE YOURSELF

FROM THE E-MAIL DELUGE!

DON’T FORGET THE SMALL STUFF!

“Small things done consistently

in strategic places create major impact.”


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