1. Email Intervention June 24, 2016

2. Some Facts 2.5 billion email users worldwide 247 billion emails sent daily – 1 every.00000035 seconds In the time it takes me to read this sentence 20 million emails will be sent Every second emails sent are equivalent in size to over 16,000 copies of the Complete Works of Shakespeare

3. Some Stats

4. The Intervention

5. 5 Steps to Effective Email Use

6. Step #1 – Reduce Volume Coming In Unsubscribe Skip inbox completely with “rules” –Skim folder rule (newsletters, notifications, daily reports) –Delete “folder” rule (distribution list filter) –Meeting response rule (if no comment) Send less to receive less –5 sent, 3 responses –Needed? Targeted? Appropriate?

7. Step #2 – Do Email Intermittently After one critical task At selected times each day Turn off notifier Slow down sweep Step away from the computer (or turn off application)

8. Turning off email notifier – Tool: Options

9. Preferences: Email Options

10. Additional Email Options …

11. When new items arrive … uncheck boxes

12. EVERY :05 (95/day) 1.5h+/day8h/wk

13. EVERY :15 (35/day).5h/day2.5h/wk

14. Step #3 – Process to Zero Process, don’t “check” 2 things your inbox wasn’t intended for Make a decision that moves it out of inbox Follow a system to do so

15. Delete Forward/Delegate Consider using a “Waiting for Response” folder Take Immediate Action if ≤:02 - otherwise keep going File for Reference Specific folders vs “reference” + search/change title. Consider access. File for Action Tasks, Tickler, Calendar, Action Folders

16. Customize

18. Tickler, Calendar, List, Task Calendar/Action

19. Outlook Tasks

20. Step #4 – Compose Better Emails Strengthen and Sculpt

21. Compose Better Emails What problem am I trying to solve or what’s my ideal outcome (purpose)? Strong, specific subject line Content - remember your ABCs Be articulate, concise and professional (especially externally). Include just enough background to accomplish purpose. Have a plan/script for repeat or sticky situations (e.g. client complaints, scope creep) Bottom Line: Keep the reader in mind

22. Keep the Reader in Mind

23. Step #5 – Cheat Work Smarter, Not Harder

24. Use Cheats and Shortcuts Rules (to help filter) Templates/Quick Parts/Signature Teach autocorrect what you want NRN, EOM (Establish email protocol) User groups or distribution lists Out of Office Assistant Delayed Send

25. Create a rule: right click on email

26. Designate folder for mail to filter into automatically

27. Live Demonstration (time permitting) Create a task Rules (to help filter) Quick Parts/Signature Teach autocorrect what you want Contact groups Out of Office Assistant Delayed Send

28. Decide to Change – 3 Tips

29. Decide to Change: Plan it out

30. Decide to Change: Establish your reward (big and small)

31. CEF Email Policy and Protocol

32. Decide to Change: Ask for help & accountability

33. On your way to the finish line! What one thing?

34. With Appreciation …

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