1. Taming the E-mail Beast: Key Strategies for Managing Your E-mail Overload
Presented by Randall Dean, MBA Copyright

2. The Harsh REALITY
___ HOURS!

3. How Big is Your Beast?
50?
100?
250?
500?
1000?
2500?

4. Key Strategy #1: Multiple E-mail Accounts
Multiple accounts
1-2 “Professional” accounts
Your personal account
Your Internet account
Rationale:
Focus your “work time” on WORK
Limit exposure to SPAM

5. Key Strategy #2: THE CLUTTER BUSTER!!! The Three-Minute, One-Touch Rule
Every piece of information (paper, fax, , v- mail, etc.) you get you should touch one time.
If you can take care of this task (accomplish, reply, file, read, forward, delete, toss, etc.) in three minutes or less, DO IT RIGHT NOW!!!
If not, print or “task” for prioritization
Then, file appropriately to be accomplished in order of priority or urgency (you decide)

6. A Great Outlook Tip for “Tasking” Your E-mails
Use “Drag and Drop” to create a new task
Works also for:
New Calendar Entries
Creating a New Contact
Creating a New Memo/Note
Can also drag and drop from these other functions to and each other
“Signatures” as an “Auto- er” (BIG TIP!)

7. Key Strategy #3: Don’t Be a “Blinger”
My typical recommendation: Resist temptation to constantly monitor
Turn off sound
Turn off “ghost”
Instead, check at set points throughout day
To balance productivity with responsiveness
Realize many of you are being forced to “bling”
Ask for a “habit change”

8. Key Strategy #4: Build a Sensible File Structure

9. “Taming E-mail” Decision Tree
Receive New
3-minutes or less?
DO IT!!
Longer than 3-minutes?
TASK IT!!
Once DONE or TASKED,
FILE or DELETE!!
Every received can be handled this way!
Going Paperless?
Print to PDF?
If no file folder?
CREATE IT!!

10. Key Strategy #5: Manage CC’s, Forwards, Replies
When forwarding, point out specific info/actions
Consider deleting old text
Change subject line when subject changes
Be considerate of others – don’t overuse CC
“CC as a CYA”
Handling the “ Firebomb”
Don’t forget the old standby – a conversation!
Train others to use same system

11. Basics of a “Good E-mail”
Project/Purpose in title (EOM? NRN?)
Deeper purpose in initial text
Defined deliverables for all recipients:
By Project
By Person
With expected due dates
Expected success criteria
If no deliverable, do you really need to send?

12. Let’s Talk SPAM Common SPAM Identifiers: Source: PayPal.com
Generic greetings
Fake sender/sender’s address
False urgency
Fake URL links
s with “web page” graphics and fields to enter data
Deceptive URLs
Misspellings and poor grammar
Unsafe, unsecured sites
Pop-up Boxes
Dangerous Attachments
Source: PayPal.com

13. Bonus Tip #6: Shift_Delete
For suspicious, SPAM, & junk
Works on PC’s – most programs (but not on internet-enabled programs like Yahoo!)
Sorry Mac Users!

14. Final Thoughts: Your next few days will be challenging!! Enjoy them!
Block some time on your calendar to:
Clean out and reorganize your inbox and overall e- mail account
Add new file folders
Use the 3-minute rule
Set up your new personal/Internet accounts (if needed)
Do a weekly “gut check” review of your workspace, , and your organization system to make sure it is “running smoothly”
Revisit these training materials occasionally
Share these strategies!

15. Where to Get More Info:
Randy Dean’s new book Taming the Beast: 45 Key Strategies for Managing the Mess of Overload -- learn more at Amazon.com – then search “Taming ”
David Allen’s Getting Things Done
Follow me on Twitter: @timelyman
Link to me on LinkedIn:

16. Other Randall Dean Programs:
Keynote/Breakout Session: “Finding An Extra Hour Every Day: Time Management Tips and Tricks for Busy Professionals” (From 1 Hour to a 1/2 Day)
Optimizing Your Outlook: Time Management Strategies for Busy Outlook Users
Smart Phone Success: Getting More Productivity (and Fun!) From Your Smart Phone/Tablet Devices
Ending the Office Clutter: Key Strategies for Managing Your Information Overload, Stacks & Piles
Time Management in “The Cloud”: Using Google and Other Online Apps for Time, Project, People, & Management
Managing & Leading Great Staff & Team Meetings (1-3 Hours)

17. “Be the change you wish to see in the world.”
– Gandhi

18. We’re Done!!!
Randy Dean,
The “Totally Obsessed” Time Management/ Guy,
is represented by:
Gold Stars Speakers Bureau Phone: ; Fax: