1. ARMA Boston Spring Seminar 2011 Jesse Wilkins, CRM

2. 22  Email in review  Reducing email usage  Using email more effectively

4. 44  Everyone has email client and capabilities  Everyone knows how to create messages  Everyone can forward messages ◦ To anyone or everyone

5. 55  It’s asynchronous  It’s convenient  It’s less formal  It’s ubiquitous and platform-neutral  There’s a written record of communication

6. 66  Email as filing cabinet  Email as collaborative tool  Email as distribution mechanism

7. 77  All email is important  All email requires an immediate response  All email should be kept indefinitely  These assumptions are often untrue

8. 88  Email management is part of time mgmt  Email should not be used for everything

9. 99  Email is not a records series  Email should be kept as long as needed – and then gotten rid of

11. 11  Set up rules for “important” vs. routine messages  Consider turning off alerts  Make rules about which messages have alerts  Define specific times to check email

12. 12  Try to touch each message only once ◦ Respond to it immediately ◦ Respond to it later ◦ Declare it as a record ◦ Archive it for reference ◦ Delete it

13. 13  Lots of email traffic is stuff we ask for!  “Bacn” ◦ Vendor announcements ◦ Chapter updates ◦ The Records Management listserv Image source: http://www.speakeasy.org/~sjmaks/bacon/

14. 14 Source: Engy, http://www.itsngenius.net

15. 15  Do you really have to reply?  Don’t send “me too” messages  Use other tools for collaboration ◦ More later

17. 17  Can be useful, but often overused  Perceived to provide accountability  Better practice: use them only when really needed ◦ Especially BCC: as these are harder to track

18. 18  Verify addressee(s)  When replying, reply only to those who need a response ◦ Remove those who don’t ◦ Watch responses to groups, lists ◦ Reply-to vs. reply-all

19. 19  Use a subject line  Use correct subject line for topic being discussed  Use subject lines that are informative

20. 20  Identify whether response is required  Consider using subject line as content  Don’t declare privilege

21. 21  Use professional tone in messages  Don’t write essays where notes will do  Determine what to do about the previous message ◦ Keep, discard, or excerpt

22. 22  Consider the file size of the attachment to be sent  Consider the file type to be sent ◦ Security filtering ◦ Multimedia formats

23. 23  Can the recipient receive attachments?  Send attachments only to users that truly need them  Send links instead of attachments

24. 24