Take Control of Email
- 1. TAKE CONTROL OF E-MAIL presented by Jane Veldhoven, CPO ® A member of: © Get Organized! Professional Services 2007
- 2. “ Too many messages are being sent by too many people, too often, with too many people copied, using too many words, with too many mistakes and with too little thought” - Harold Taylor
- 3. E-mail Fast Facts 50 to 100 E-mails per day average 1 to 3 hours per day to process Develop policies & procedures
- 4. Advantages Quick and easy to compose Easy to file, delete, forward and reply to Can be sent anytime – day or night Answer questions within body of message Avoid telephone interruptions
- 5. Disadvantages Volume is overwhelming Miscommunication due to interpretation Avoid personal communication Expectations of immediate response Limited system and user capacity 24/7 availability
- 6. Organizing E-mail Schedule time to process Clear Inbox daily Convert E-mails to tasks or appointments Create Custom Folders (Action & Filing) Turn off alarms Don’t Use Inbox as Default Screen
- 7. Incoming E-mail Goal is to clear your Inbox Read each E-mail once* Do it Delegate it Delete it Decide when to do it (*David Allen’s 4D’s Concept)
- 8. Outgoing E-mail Send as few as possible to as few people Use ‘cc’ and ‘reply all’ sparingly Use correct business etiquette Try to respond within 24 hours
- 9. Review Limit the time you spend Minimize interruptions Manage incoming and outgoing E-mail effectively Keep the recipient in mind Organize by creating custom folders Remember the 20/80 rule – use delete!
- 10. Down to 3 emails in my inbox!! This is a new world record for me!! Man does it feel goooooood!! Yours was probably the most helpful workshop of conference.Thank you so much! Elinor W – Take Control of Email Workshop:)
Editor's Notes
- #2: Welcome to this session on taking control of your e-mail. I would like to remind you that this is not a technical training in how to use your e-mail program. But, of course, the more familiar you are with how to use your particular email program, the more efficient you will be. Before we begin I would like each of you to state your NAME, your JOB TITLE, WHICH E-MAIL PROGRAM YOU USE, and two specific things you hope to LEARN in today’s session.