1. Getting Your Emails Under Control with Gerry Devine Practice Manager Adviser

2. It’s All His Fault...........

3. Drowning in emails? Flood of emails Volume is increasing Unorganised chaos Needless stress

4. Keep calm it’s only an email A good systematic approach is critical Too many in your inbox = needless stress and feeling overwhelmed Same challenges as managing a physical tray I can’t see the wood for the trees

6. The Big Challenge Empty regularly Schedule in read and work You’ll feel psychologically unburdened More in control Remember an inbox is a reflection of other people’s priorities and not yours

7. The Basics Use the delete key - Get rid of what you don’t need File - Develop a simple storage system - If you are ‘a when in doubt keep person’ – fine but store rather than clog up your inbox Complete the under two minutes ones - Deal with anything that will take less than two minutes with one touch at the first time of reading Organise emails that require action and follow-up -Create ‘action’ and ‘waiting for’ files

8. This Simple Systematic Approach

9. ‘Inbox Zero’ Your inbox is NOT where your emails should be stored It is a temporary holding place Processed and read emails are NOT in your inbox they are ‘somewhere else’ Each time you process an email your goal should be to have a zero inbox count

10. Folder Structure The workflow approach to email management requires that you create three folders: All emails go in here that would take longer than two minutes to respond to Reply All emails go in here when you are waiting for a response or want to Waiting All other emails go in here that you may want to be able to access later Archive

11. The Two Minute Rule Longer than 2 minutes > ‘Reply’ folder Do not read the same email more than once Those who need a quick response get it and you schedule in time for those that need more attention Handling emails as you receive them lacks any prioritisation and is very inefficient

12. Email Management Workflow

13. The ‘Twice A Day Rule’ Key to email management is discipline This gives time in-between checking ‘to get things done’ 1 DON’T look in your inbox every few minutes 2 Schedule in a morning and afternoon review 3 Review ‘waiting for’ folder if no response received within 48hrs send brief reminder and move folder to archive once response received

14. Keep Calm AND Manage your emails before your emails start to manage you.