Manage your email instead of it managing you Outlook 2013 Manage your email instead of it managing you

Doug asked you to commit to big changes – which resulted in big payoff Doug asked you to commit to big changes – which resulted in big payoff. Changing big is hard. Today, I’m asking that you leave here and commit to one small change that you will make.

Easy fixes right now Filter Low Priority Senders Block Junk Email Senders Disconnect your ding Disconnect your preview box Filter Low Priority Senders – ATD Block Junk email Senders – dianelawson2010 from John Hooper Disconnect the ding – you can always make a rule for popups for you VIPs

Quick Access Toolbar Demo the various mvps of the quick access tool

Is your inbox cluttered? Delete by sorting smart Do it now Defer It with a Specific Time Delegate It to a Specific Time Delete Emails by Sorting Smart Reverse sort your inbox from oldest to newest to reveal a higher density of easy-to-delete, outdated messages. Then sort by “from” and make sure you haven’t missed any VIP messages with to-do items. Do It now Sweep through your inbox and take care of those items that will take you two minutes or less. Defer it with a Specific Time If your email contains a task that cant be done right away – defer it to a specific time. Left click and drag the email right into your Task list or calendar. (or you can even drag it into the People tab to keep the contact.) Delegate it to a specific time If your email contains a task for someone else, make sure that you delegate the task with clear instructions and a concrete completion date. After clicking forward, make sure you rewrite any confusing elements of the message before hitting send using the ABC method detailed next.

T h e A B C M e t h o d Raise your hand when you get to the part where you know what Andy wants you to do.

T h e A B C M e t h o d I have this set up as a template. I will send following the class to the attendees.

T h e A B C M e t h o d Strengthen the Subject Power up every message with one word categories like Action: Info: and Request: in order to communicate in a nanosecond. Use descriptive titles in the subject line that reference concrete events, documents, people, times, and places. Sculpt the Body A brief, warm greeting consists of a single greeting sentence at the top of your message. Use a salutation like "Hi" in the United States or "Dear" in Europe and Asia. Use your recipient’s first name and then a positive word such as "Thanks for the great presentation last week". The A‐B‐C Structure Action Summary: Use one to two sentences that summarize your key point or action. The key is to move the main point to the top of your message because people don’t read email — they scan it. Include a response time whenever possible. Dig up the context by avoiding vague phrases like “Sounds good”. Instead, be specific such as, “Confirmed: I’ll attend the executive meeting on April 12”. Background: Bullet points and numbers provide easy‐reading and clearly define each point you are trying to make. Use bold paragraph headings followed by a colon to let readers know the contents of each section up front without reading every word. Concise Close: Place next steps and niceties at the end. This is where you can add some chit‐chat if needed. Ending with a clear auto‐signature builds context for your recipients. It tells them who you are and what you do.

Click and drag Contact calendar item task

What’s the best communication method? Wrong time/Right time Voicemail When tone is important Long multipoint discussions Email Documenting Conversations IM/Text IM1B Live Meetings Sensitive issues for groups The most expensive Voicemail – we don’t leave them and we don’t check them and we certainly don’t respond to them. Recent statistics from Forbes magazine show that 80 percent of callers sent to voicemail do not leave messages because they don' think they'll even be heard. Use sparingly and do it when vocal inflection is important to your overall message. Keep it simple. Email – use email when you want documentation of a request or direction. Don’t use for long, drawn out conversations that would be better served and take less time to get appropriate personnel in a room. Phone – Forbes study, Vocal Inflection, Email – Not for emotional or long drawn out discussions, is for Documentation, fast distribution

Bonus Tips Sticky notes (Ctrl+Shift+N) Folders ordered Show as conversation Weather bar Categorizing by color Folders ordered – you can click and drag up to the top (doesn’t have to be alphabetical) Show as conversation – from the view tab