KNOWLEDGE WORKERS SPEND MORE TIME ON THAN ANY OTHER SINGLE TASK © 2015 Atrendia - The Leader in Lean Management 1 LeanMail More resources can be saved here than in any other knowledge worker discipline. Calculate the cost in your organization

EMPLOYEES WORK IN OUTLOOK ALL DAY LONG Copyright Atrendia 2015 Outlook Organizing Prioritizing Scheduling Follow-up to phone calls and meetings Core work channel Sales Marketing Admin Customer service It’s the command and control center. 2 LeanMail What form of communication is as versitile and important?

— IT’S NOT GOING AWAY. McKinsey, Forbes, Radicati and many others report that will not be made redundant by social media any time soon. The number of s sent each day is growing, not receding. Hours per week. Source: McKinsey Copyright Atrendia 2014 LeanMail

— THE SINGLE LARGEST ACTIVITY IN YOUR ORGANIZATION is the leading cause of preventable productivity loss in organizations today. - Forbes Magazine is the leading cause of preventable productivity loss in organizations today. - Forbes Magazine 4 $ $ $ $ $ 20% - 50% of the day, yet: No ”best practice” instituted No performance standards Vague policies & guidelines Reliance on common sense A constant complaint Greatest opportunity for productivity improvement across all business areas and functions. LeanMail % of your day

PRESENT SITUATION WasteValue 5 About ½ the time spent managing mail is wasted Responding on time Everything else Meetings Admin 1/3 or more of the day More sales/core work Improved customer Service Potential use of time LeanMail

WHY ORGANIZATIONS DON’T MEASURE THE COST OF MANAGING Managing is incorrectly seen as: A necessity or a fixed cost A necessity or a fixed cost Working sufficiently well Working sufficiently well A behavior/change management problem A behavior/change management problem Not varying significantly from person to person in terms of productivity Not varying significantly from person to person in terms of productivity Not having significant enough effect on profitability Not having significant enough effect on profitability Difficult to fix or only slightly improvable Difficult to fix or only slightly improvable 6 MYTHS LeanMail

WHEN THE COST OF MANAGING IS MEASURED Average time to process mail: X (to be calculated) Average time to process mail: X (to be calculated) Time spent working productively < 60% Time spent working productively < 60% 10-20% s late 10-20% s late 5-10% s accidentally missed 5-10% s accidentally missed Most important mails are not systematically acted upon first Most important mails are not systematically acted upon first Min. 40% of time wasted Min. 40% of time wasted Ad-hoc (no best practice) Ad-hoc (no best practice) Large amounts of stress experienced Large amounts of stress experienced 7 Average time to process mail: X – 40% Average time to process mail: X – 40% Time spent working productively > 90% Time spent working productively > 90% <2% s late <2% s late <1% s accidentally missed <1% s accidentally missed Systemiatically following 80/20 for optimal effectiveness Systemiatically following 80/20 for optimal effectiveness <10% of time wasted <10% of time wasted Standardized Lean method, Best in Class practice Standardized Lean method, Best in Class practice Stress cut in half for those who experience it Stress cut in half for those who experience it EUR 0.27 investment per day for the LeanMail add-in EUR 0.27 investment per day for the LeanMail add-in Present state costs Future state costs (after 2 hours of training) LeanMail

8 Average results of over 25 organizations that have measured their results between 2010 and 2015 through post-training surveys RESULTS: LeanMail Case Stories LeanMail 92% Recommend or Highly Recommend LeanMail How efficient are you managing ? (pre-training) 2,3%Extremely inefficient 32,1%Somewhat inefficient 41,6%Efficient 17,3%Quite efficient 6,7%Extremely efficient How much has your overview/control of your inbox increased since you started using the LeanMail method? 76,3%40-100% 10,0%20-40% 13,4%0-20% or have not noticed any change 2/3 incorrectly believe they are efficient before LeanMail training How much time are you saving by using LeanMail methods: the 2- minute rule, setting next actions and due dates, deleting answered mails immediately and focusing on only the mails you can action today? 30,8%60% or more 22,4%40-60% 17,1%20-40% 15,3%5-20% 7,8%I don't know Increased overview and controlReduced time spent on Paradoxically, the ones who throught they were efficeint before the training, are the biggest proponents of LeanMail. People Rating The problem is clearly latent.

9 RESULTS: LeanMail Case Stories LeanMail If you received support, how would you rate it? 99,07%Excellent, good or did not require support 0,9%fair or poor How much has your related stress decreased since you started using the LeanMail method? 48,9%40-100% 15,0%20-40% 12,8%5-20% 20,2%I was not stressed before How many s do you have in your inbox right now? 84,7%Less than 50 mails 12,1% ,1% ,0% ,0% ,0% or more How many mails did you have in your inbox when you started the course? 34,7%Less than 50 17,2% ,0% ,0% ,0% ,6% or more Reduced Server Costs (without the need for quotas) Reduced StressBest in class training and support How would you rate the trainer(s)? 93,1%One of the best or very good 6,5%Average 0,3%Below average How would you rate the course? 87,9%One of the best or very good 11,5%Average 0,6%Below average People Rating

SECRET WEAPON DON’T LET THEM GO UNTIL THE HABIT HAS FORMED 10 LeanMail

OTHER LEANMAIL SOLUTIONS Inbox 480 LeanMail for Shared Inboxes LeanTasksLeanMeetings LeanMail Mobile – coming in March 11 LeanMail