Managing the Monster Aka Sandy Lawrence

Common Complaint Too Many s But from the 2014 member survey – Is the information you receive from the state board Sufficient 107 Too much 14 Not enough 10 – How do you prefer to obtain AAUW information? 98 Newsletters (state and branch) 80 2

is Here to Stay How we can: – Get our inbox to a manageable number – Prevent overload in the future Do’s Don’ts Summary 3

Get Your Inbox to a Manageable Size Delete! – Set aside a big block of time – Start with the most recent s, organizing and deleting as you go – Once you’re a week or so back, most s will already have been addressed, so you can start organizing and deleting in larger chunks File messages into folders, file as a document (especially attachments) Empty out your inbox – Totally – Create a new folder called “Old Inbox” and put the s there – Still have access to s, but can handle new s without clutter staring back at you 4

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Prevent Overload in the Future Reduce the Number of You Get Process Quickly and Efficiently 7

Reduce the Number of You Get Turn off notifications from social media sites Set up a separate address (i.e. Sandyaauw) Unsubscribe from newsletters, coupon deals, etc you signed up for Prevent Boomerang Effect – Use “CC” (Courtesy Copy) with discretion. “CC” do not need to respond – Add “FYI” (For Your Information) at the beginning of the subject line end with “NRN” (No Response Needed) 8

Process Quickly and Efficiently Establish set times to respond to s Delete unnecessary messages without opening them at all Deal with each message as you open it Use the “two-minute” rule. Reply to s that will take less than two minutes right then – For other s, put into folders or use flags or labels Keep responses brief 9

Does it Have to be an ? Pick up the phone Talk Face-to- Face 10

Do’s Establish a routine Include context when you send a link Deadlines matter Every should be concise, short, and clear First lines of body – What groups are getting the and their action – Due date – Short synopsis of if it is long Use clear subject line 11

Don’ts Don’t expect people to respond within minutes Don’t be afraid to use an alternative form of communication 12

Summary Most of us feel overwhelmed by – It's a great communication tool, but people often overuse it – When you manage it effectively, you can significantly boost your productivity Check & process at specific times Keep your inbox as clean as possible Develop a process that works for YOU 13

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