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Taming the Tiger: Strategies for Effective Use of Elaine Shuck Janine Lim

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Presentation on theme: "Taming the Tiger: Strategies for Effective Use of Elaine Shuck Janine Lim"— Presentation transcript:

1 Taming the Tiger: Strategies for Effective Use of Email Elaine Shuck elaine.shuck@polycom.com Janine Lim janine@andrews.edu

2 Elaine Shuck Director of Education, North America Polycom President-Elect, USDLA elaine.shuck@polycom.com Janine Lim Associate Dean, Online Higher Education Andrews University janine@andrews.edu Twitter: outonalim blog.janinelim.com

3 YOUR TURN: What are some things that frustrate you about email?

4 http://qwertytutorials.com/misc/site_graphics/email_fired.jpg

5 Email Folders Archive Action Waiting http://lifehacker.com/182318/empty-your-inbox-with-the-trusted-trio http://billzipponbusiness.com/5-folders-the-simple-system-for-getting-your-email-inbox-to-zero/ Follow Up Archive Hold Filed Urgent Research More Waiting

6 Email Filters Newsletters: “unsubscribe, opt-out” “CC”: you aren’t in the To: field Shopping: “receipt, statement, bill, order, purchase, shipping” Social Media: “Facebook, Twitter, Google+, YouTube” Execs: your boss or executive team Google “email filter [your email program here]” for instructions http://www.postbox-inc.com/?/blog/entry/email_filtering_strategies/

7 Listservs Unsubscribe folder & email rule Sort by subject line for fast reading Delete, delete, delete Clip interesting articles for later (i.e. Evernote, Pocket, Instapaper, Readability, Clipboard, Diigo) http://www.makeuseof.com/tag/9-tools-to-save-what-you-read-on-the-web-for-later/

8 YOUR TURN: Turn to your neighbor. Which of these tips so far do you use already? Which tips do you want to try?

9 The less emails you send, the less emails you’ll receive!

10 Chunks of Time vs. All the Time Windows of uninterrupted time to systematically work from the bottom up, or in alphabetical subject order. Discipline yourself to process each one. Morning: Spend 1-2 hours accomplishing something BEFORE you check your email. Web here

11 Don’t Use Email French company bans internal email. Resist email discussions. Schedule a meeting instead. Resist IM-like emails. Use an IM tool with your team (i.e. Skype, Gajim, Microsoft Lync). Turn off your email notifications!!! http://www.bbc.com/news/technology-16055310

12 http://danieldlaine.com/danieldlaine/wp-content/uploads/2012/11/Email-joke.jpg

13 Inbox Zero Ruthlessly file. Get it out of your inbox if it’s done. Zap emails during downtime, waiting, standing in line. Actually unsubscribe from listservs (unroll.me) Delete emails without opening if you don’t know the sender. Email templates for auto responses or fast responses http://mashable.com/2013/10/10/inbox-zero/ http://www.43folders.com/2006/03/13/email-cheats http://www.43folders.com/izero

14 Capture everything. Clarify the things you have to do. Organize by actionable items by category and priority. Reflect on your todo list. Engage on next actions. http://lifehacker.com/productivity-101-a-primer-to-the-getting-things-done-1551880955

15 Personal Kanban 1. Visualize your work 2. Limit your work-in- progress http://www.personalkanban.com/pk/personal-kanban-101/ http://zenhabits.net/zen-to-done-ztd-the-ultimate-simple-productivity-system/ http://www.quora.com/Personal-Productivity/What-alternatives-are-there-to-Getting-Things-Done-GTD-by-David-Allen Zen to Done Modification of GTD Simplicity Focus on doing instead of planning

16 http://www.conjurebunny.com/PowerUp/PowerUp.html

17 YOUR TURN: Turn to your neighbor. What “evil” email behaviors do you notice? What ideas do you want to try?

18 Email Integrations Web here http://www.evernote.com

19 CloudMagic for iOS and Android Salesforce Zendesk Pocket Evernote Onenote Todoist Trello Asana Mailchimp https://cloudmagic.com/

20 Mailbox for iOS and Android Conversations Put off emails for later Auto-swipe learns your common actions http://www.mailboxapp.com/

21 Mailstrom It’s a service not an app or application “Bundles” related emails so you can eliminate thousands of emails from your inbox at once https://mailstrom.co/

22 Taper Only five emails in your inbox at once Service not app/application The rest are in TaperQueue http://tapermail.com/

23 YOUR TURN: Turn to your neighbor and share: Do you use any of these apps or integrations? What do you want to try?

24 YOUR TURN: What other email questions do you have? Any other tips to share?

25 Taming the Tiger: Strategies for Effective Use of Email Elaine Shuck elaine.shuck@polycom.com Janine Lim janine@andrews.edu


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