Download presentation
Presentation is loading. Please wait.
Published byPosy Curtis Modified over 8 years ago
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 …
35
Join our Community! CONNECT ONLINE: www.facebook.com/simplyplaced www.twitter.com/simplyplaced www.youtube.com/simplyplaced Want More Time for What Matters Most to You? www.itssimplyplaced.com/contact 206.579.5743 The Simply Placed team is ready to help!
Similar presentations
© 2025 SlidePlayer.com. Inc.
All rights reserved.