Effective email part 1
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This document provides tips for effectively managing email. It discusses setting boundaries for email checking, developing an email processing routine including creating folders to organize emails, and prioritizing responses. It also covers improving outgoing emails by keeping them brief and not assuming immediate responses, as well as using out of office messages while away. The overall goal is to make email a useful tool rather than a constant interruption.
Effective email part 1
- 1. Effective e Mail 19th April 2012 Ray Roberston
- 2. Session Objectives To review pro’s and con’s of e mail To look at ways we can deal with incoming e mail more effectively To look at ways we can improve the effectiveness of the mail we send To consider how e mail is changing To look at some specific Outlook tutorials. Ray Roberston
- 3. E Mail Servant or Master? Ray Roberston
- 4. Blame this man Ray Tomlinson In 1971, he developed the code that enabled him to send an e-‐‑mail between two computers for the first time. Ray Roberston
- 5. Quick Survey Do you feel stressed by e mail? Do you check work e mail at home? Do you check work e mail when on holiday? At work how often during the day do you check your e mail. Does dealing with e mail distract you from your ‘real’ work? If you are unable to check your e mail how do you feel? Ray Roberston
- 6. The Benefits of e mail Ray Roberston
- 7. The Benefits Fast Trackable Paperless Recorded Mobile Facilitates asynchronous dialogue Ray Roberston
- 9. A recent survey, conducted by legal information firm Lexis-‐‑Nexis, found information overload was a widespread and growing problem among white collar workers around the globe. Six out of ten workers said the constant flow of email distracting them from concentrating on the task in hand. Ray Roberston
- 10. More 34 % of workers feel 'stressed' by the sheer number of emails they receive and the obligation to respond quickly and a further 28 % feel 'driven' because they see them as a source of pressure. Source The Observer Ray Roberston
- 11. Research undertaken by Glasgow University found that employees working on a computer typically switched applications to view their emails as many as 30 or 40 times an hour, for anything from a few seconds to a minute. While half the participants said they checked more than once an hour and 35 per cent said they did so every 15 minutes, monitoring software fitted to their machines for the experiment showed it was more often. Ray Roberston
- 12. 62% of workers check business emails while at home or on holiday. Ray Roberston
- 13. Workers distracted by email experience a 10 point fall in IQ (more than twice that found in cannabis studies) Ray Roberston
- 14. Each day the average office worker spends 49 minutes managing emails. Ray Roberston
- 15. 4 hours is spent each day managing emails by senior managers. Ray Roberston
- 16. E mail should be a tool that improves communications Not be A constant interruption to your workflow and a creator of stress Ray Roberston
- 17. Improving our e mail practice Ray Roberston
- 18. Need to consider from 2 angles: incoming 1. Dealing with mail 2. Mail that we generate Ray Roberston
- 20. Some suggested Ground Rules Ray Roberston
- 21. Do not continually check your e mail Ray Roberston
- 22. Switch off alerts Switch off email popup alerts on your desktop Switch off email sound alerts on your desktop Don’t set up email alerts on your smart phone Ray Roberston
- 23. Check e mail no more than once an hour (urgent matters) Ray Roberston
- 24. Each time that you do check your email, process it immediately (more on this next) Ray Roberston
- 25. How to Process incoming mail Ray Roberston
- 26. Devise an e mail routine – and stick to it Ray Roberston
- 28. Working Next Folders Folders Actions for filing • Answer Task / mail • Read List • Follow Up Ray Roberston
- 29. Process • That requires no action Mail • That you can deal with in under two Mail minutes • That needs more than two minutes Mail • Mail that you need to keep Ray Roberston
- 30. CC’d or BCC’d You may choose to ignore these messages altogether. If they weren’t intended for you are thy important? Delete them or file them in a CC/BCC folder. Ray Roberston
- 31. Don’t give into paranoia i.e. I must read everything to make sure I know what’s going on. Ray Roberston
- 32. Ray Roberston
- 33. E Mails that • Delete require no action E mails that you • elete D have acted on within 2 minutes E Mails that • Put in your working require longer responses or folders (Answer, further actions Read, Follow Up) Ray Roberston
- 34. To reply or not to reply? Ask yourself, does this mail need a reply? If you can reply quickly,(under two minutes) then do it straight away it will save time. If it needs action that will take longer, file it in your answer, read or follow up folders. This also helps avoid situations where you forget to take action because you've briefly looked at an email, and it has been marked as read. Ray Roberston
- 35. -‐‑ Reply Clear out working -‐‑ Act upon folders once a -‐‑ File day -‐‑ Delete Ray Roberston
- 36. Think before forwarding messages. Ask: Ø Why am I forwarding this? Ø Is the information important to the people I am forwarding it to? Ø Am I simply passing it through? Ray Roberston
- 37. Choose the time of day that you’re least productive to focus on responding to and clearing e-mail Ray Roberston
- 38. Deleting Mail Deleting from your Inbox is not sufficient You must also empty your “Deleted Items” folder You should also empty your Sent Items folder Ray Roberston
- 39. Use the ‘out of office’ message when on holiday to reduce email volume from colleagues. Ray Roberston
- 41. E mail is about communication Ray Roberston
- 42. Ray Roberston
- 43. Email is a good way to communicate, but it isn't an immediate medium. Don't assume people will read and act on your email straight away. If something is urgent, ring them or if possible go and see them. Ray Roberston
- 44. Keep it brief. Think about what it is like to be in receipt of long emails. Ray Roberston