E-mail Boot Camp

1. E-mail Boot Camp Strategies for defeating the e-mail menace

2. Our Overall Mission: • Analyze the situation • Discuss available tools (weapons). • Discuss possible strategies for maximizing efficiency using the weapons in our arsenal. • Formulate an individualized plan of attack. V. Bretz E-mail Boot Camp

3. 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? V. Bretz E-mail Boot Camp

4. 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. V. Bretz E-mail Boot Camp

5. Part 1 – Know your enemy Analyze the current situation

6. What types of messages are overloading your Inbox?

7. 5 major categories Requests FYI messages Personal messages Bcon Spam Part 1 - Know your enemies Types of messages Handout activity 1 – Identifying types of messages V. Bretz E-mail Boot Camp

8. What are common signs that improved e-mail management may be warranted?

9. What are common barriers to improved e-mail management? Handout activity 2 – Identifying potential pitfalls

10. Part 2– Know your weapons What tools and strategies can be used to improve overall work efficiency?

11. 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… V. Bretz E-mail Boot Camp

12. We need to combat these problem areas: • Distractions • Message volume • Inbox clutter • Storage issues V. Bretz E-mail Boot Camp

13. Distractions Compelled to read messages as they arrive? Distracted by pop-up alerts? • Modify e-mail account preferences Turn off new mail alerts Have e-mail application check for new messages less often V. Bretz E-mail Boot Camp

14. Distractions Compelled to read messages as they arrive? Distracted by pop-up alerts? • Manage e-mail only at specific times Most or least productive time of day? Easiest or hardest first? Multi-tasking? Mobile use? • Allow for background processing • Schedule time for complicated issues V. Bretz E-mail Boot Camp

15. Volume • Guide Expectations – let your subordinates know your preferences let 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? V. Bretz E-mail Boot Camp

16. Strategies • Send less e-mail Those who send a lot of mail receive a lot of mail Face-to-face communication is more effective and rewarding Don’t miss opportunities for coaching • Be thorough but succinct Try 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. V. Bretz E-mail Boot Camp

17. Volume Spend too much time sorting, filing and deleting? • 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 V. Bretz E-mail Boot Camp

18. Volume Spend too much time typing routine messages? • Save and reuse drafts of messages • Use macros for repetitive keyboard tasks • Copy and paste from other applications • Create an FAQ web page or network document • Create public discussion folders V. Bretz E-mail Boot Camp

19. Inbox Too many messages sitting in your inbox? • Use your inbox as an action file containing only new, unread messages messages requiring immediate action • Store non-pending items in folders V. Bretz E-mail Boot Camp

20. Inbox Afraid items will be forgotten if moved to a folder? • Convert messages to other forms calendar, task or contact items when appropriate Calendar appointments Task list items Contact item • Forward items to the future V. Bretz E-mail Boot Camp

21. Storage Need to cover your assets? (Unwilling or afraid to delete business messages?) • Keep only the last message of a conversation if the previous text is included. V. Bretz E-mail Boot Camp

22. Storage Worried about locating old messages? • Forward items to yourself with meaningful subject lines • If a message discusses more than one subject, store a copy under each subject • Modify folder structure periodically as needed • Store sent items in the same folder with corresponding received items V. Bretz E-mail Boot Camp

23. 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?

24. Offline Storage • Related items (including e-mails) can be stored together outside of the e-mail application. Handout activity 3 – Choose your weapons

25. Part 4 – Plan the attack Formulate an individualized battle strategy Handout activity 4 – Create a timeline and plan of action

26. Other Tips • Respect the privacy of others – use undisclosed recipients whenever appropriate • Add the recipient(s) last – this will prevent sending incomplete messages • Undeleting a message is possible in many e-mail applications (check with your e-mail administrator). V. Bretz E-mail Boot Camp