Interruptions Cost the US $650b! 9/17/2018 Interruptions Cost the US $650b! Very Important Complex Project ? Ding! Ding! Ding! Key Point(s): HUMOR: Evoke the real world cost of interruptions at both a large scale and individual levels. Speaker Notes and Verbiage: HUMOR: Face the screen and act as if it is your computer screen. Raise your hands and pretend to type. --- You are working on an important project and then (Click) you get a low priority but interesting email – email interrupt! --- You are hear the ding, you read the pop up. Oh Wow. You get distracted. And this happens over and over again. Transition: Not so important but very interesting email How Interruptions Impact Knowledge Worker Productivity, Spira/Basex, 2005 * Interruptions + Recovery Time © 2008 Cohesive Knowledge Solutions Inc., All rights reserved. Do not duplicate

Interruptions? Disconnect Ding Get Control! 9/17/2018 Interruptions? Disconnect Ding ? It takes seconds to recover pace of workflow after an email interrupt. 64 Key Point(s): Interruptions hurt workflow. Developing an Interruption Management Strategy is essential. You can eliminate annoying bells and images that pop up every time an email arrives within Outlook. Speaker Notes and Verbiage: You can’t achieve your fullest potential when your constantly being interrupted by email which is often low or no priority. What’s your interruption management strategy? (pause for effect – most people have no strategy). Question: How many seconds do you think it takes to recover the pace of workflow after an email interrupt? Click 1: A major study by Dr. Thomas Jackson from Loughborough University in England determined that it takes 64 seconds to regain workflow momentum after an email interrupt. From Outlook go to Options/Email Options/Advanced Email Options. Un-check these four email distractions (Read off ‘Play a sound’ and the 3 boxes below it.) Transition: Let’s take our interruption management strategy one step further… Thomas Jackson, Ray Dawson & Darren Wilson (Danwood Group/Loughborough University),“Evaluating the Effect of Email Interruptions within the Workplace,” Keele University, 2002. Tools, Options, Preferences, Email Options, Adv. Email Options, Uncheck all 4 boxes 17 © 2004 - 2010 getcontrol.net All rights reserved. Do not duplicate

Interruptions? Send/Receive Schedule Get Control! 9/17/2018 Interruptions? Send/Receive Schedule Changing schedule from 5 to 30 minutes saves 80 potential interruptions per day Key Point(s): We can reduce email interrupts by up to 70% by changing our send/receive schedule Speaker Notes and Verbiage: Another interruption management strategy is to increase the time interval of synchronization. Most email accounts synch every 5 minutes which means that email is interrupting your workflow 12 times an hour and about 100 times a day. Change your send/receive interval to 30 minutes and you will have 80 fewer interruptions each day. An additional benefit is that you can then process your email every half hour in a batch which is almost always more efficient that managing them one at a time. This strategy was extremely helpful to the authors of The Hamster Revolution. They had to write a book while running a rapidly expanding business. They cited interruption management as a key to getting the deep thinking and writing time needed to create a hit book. (You can draw a chart on the flip chart showing what 12 potential interruptions per hour looks like vs. 2) Transition: Tools, Options, Mail Set Up, Send/Receive 17 © 2004 - 2010 getcontrol.net All rights reserved. Do not duplicate

Interruptions? Filter with Folders Get Control! 9/17/2018 Interruptions? Filter with Folders Right click on ‘low’ or ‘no’ priority emails Key Point(s): ‘Low’ and ‘no’ priority email can be routed to email folders so that they do not wind up in our inbox. Speaker Notes and Verbiage: Right click and filter out low priority email interruptions by creating a simple auto-routing rule. We all get low priority email that we don’t need to read the second it arrives. Yet many of us allow this kind of email to sap up valuable time and energy during the day. I receive a lot of email from associations that I belong to. This is info is never urgent but it is something I like to read. Example Folders: Newsletters, Associations, Monthly Vendor receipts, General low priority info are all folders that are easy to create. Right Click to Filter: Does everyone get email like this? (Pause for effect) Then promise me one thing. When you get back to your desk – promise me you will RIGHT CLICK on the first low priority message that comes in, select Create Rule and check the top and bottom boxes as you see here (Point to the boxes). When you click on Select Folder you can create a new folder. As you can see, numbering those folders is a good way to keep them in a consistent place. Bonus: When you right click on an unwanted email you can also use the Block Junk Sender feature to eliminate all email from that sender. So right-clicking can eliminate “low” and “no” priority emails. Right click, Create Rule, Check top and bottom boxes 17 © 2004 - 2010 getcontrol.net All rights reserved. Do not duplicate

Power Drafts Save Time Get Control! 9/17/2018 Key Point(s): In business, we use some verbiage over and over again – Creating a draft saves time. Speaker Notes and Verbiage: We all have verbiage that is used repetitively on the job. You can use the Outlook Drafts folder to create a Power Draft of that information so that you won’t have to rewrite it every time you need it. This examples uses the ABC structure that you just learned but you could use any repetitive verbiage to create a Power Draft. Simply create a template and then hit save. It will go to the drafts folder and then you can use Control C (Copy) and Control V (Paste) to make a copy of it. (If you have time you can explain other shortcuts here such as Control X (Cut), Control Z (Undo), and Control A (Select All) Example: Lawyers may use a snippet of legalese, sales people have marketing messages, etc. Transition: 17 © 2004 - 2010 getcontrol.net All rights reserved. Do not duplicate

Colors Highlight Key Senders Get Control! 9/17/2018 Colors Highlight Key Senders Key Point(s): People scan their inboxes just like the scan their email. So prioritizing important senders by color coding is a helpful way to create some context and meaning. Speaker Notes and Verbiage: Color code your supervisor or a key client. From Outlook simply go to Tools, Organize and then select Using Colors. The rest is self-explanatory. Transition: Tools, Organize, Using Colors 17 © 2004 - 2010 getcontrol.net All rights reserved. Do not duplicate

Stuck in Email Jail? Get Control! 9/17/2018 Key Point(s): Roughly 75% of corporations freeze outgoing email when users inboxes reach a certain megabyte limit. This is like being in jail because people can no longer work. Speaker Notes and Verbiage: Let me show you how you can break free of email jail Transition: © 2004 - 2010 getcontrol.net All rights reserved. Do not duplicate

Escape Email Jail! Mailbox Cleanup Tool Get Control! 9/17/2018 Escape Email Jail! Mailbox Cleanup Tool Reduce inbox overload and ‘Over the Limit’ messages Key Point(s): Reduce “Over the Limit” Inbox warnings from IT by using the Mailbox Cleanup Tool Speaker Notes and Verbiage: Over the limit messages occur when your inbox, deleted box, send box, and calendar have exceeded a pre-determined limit. What happens when your inbox is over the limit? (some companies shut down their email privileges) Usually, 5-10% of our emails, the ones with the big attachments, are taking up 90% of the space. To rapidly reduce your email load, go to Tools, Mailbox Cleanup, check Find items larger than 250Kb and hit Find. This will bring up all of your big emails from your inbox, send, delete folders and calendar. It’s a fast way to get rid of the big files without having to comb through the inbox, send, deleted and calendar. Transition: Tools, Mailbox Cleanup, Find items > 1000kb, Use Shift-Delete for Sent Items 17 © 2004 - 2010 getcontrol.net All rights reserved. Do not duplicate

Get Control! 9/17/2018 The Career Saver Delay Delivery helps you avoid embarrassing mistakes like: Forgetting to include an attachment Sending an email to the wrong recipient Sending an emotionally charged email Key Point(s): ‘Low’ and ‘no’ priority email can be routed to email folders so that they do not wind up in our inbox. Speaker Notes and Verbiage: Right click and filter out low priority email interruptions by creating a simple auto-routing rule. We all get low priority email that we don’t need to read the second it arrives. Yet many of us allow this kind of email to sap up valuable time and energy during the day. I receive a lot of email from associations that I belong to. This is info is never urgent but it is something I like to read. Example Folders: Newsletters, Associations, Monthly Vendor receipts, General low priority info are all folders that are easy to create. Right Click to Filter: Does everyone get email like this? (Pause for effect) Then promise me one thing. When you get back to your desk – promise me you will RIGHT CLICK on the first low priority message that comes in, select Create Rule and check the top and bottom boxes as you see here (Point to the boxes). When you click on Select Folder you can create a new folder. As you can see, numbering those folders is a good way to keep them in a consistent place. Bonus: When you right click on an unwanted email you can also use the Block Junk Sender feature to eliminate all email from that sender. So right-clicking can eliminate “low” and “no” priority emails. Tools, Rules and Alerts, New Rule, Check messages after sending, Next, Next, Yes, Defer delivery by a number of minutes, Enter 2 minutes, Ok, Next, Next, Finish 17 © 2004 - 2010 getcontrol.net All rights reserved. Do not duplicate

What are Your Best Practices or Tips? Get Control! 9/17/2018 What are Your Best Practices or Tips? Key Point: You want to involve the audience to find out what they are doing with email Speaking Notes: Would anyone like to share a best practice that they do with the class? © 2004 - 2010 getcontrol.net All rights reserved. Do not duplicate

Follow-Up Flag Reminds You to Act Get Control! 9/17/2018 Follow-Up Flag Reminds You to Act Key Point(s): The follow up flag reminds you to complete an assignment that has come via email. Speaker Notes and Verbiage: To some extent, many of us use our email inbox as a place where we store tasks that must be completed at a later date. You can always click and drag every action email into your task box but sometimes that can be time consuming. A quick way to flag an incoming email containing a future task is to open it up and click on the little red follow up flag Select a target reminder date and your email will 1) turn red on that date and 2) pop up a reminder to complete the task on that date. Transition: 17 © 2004 - 2010 getcontrol.net All rights reserved. Do not duplicate