1. Email – Love it, Hate it, Limit It! Email Management for Knowledge Workers Charlotte Piedmont Chapter, ARMA International April 22, 2010 Barbara Ivey

2. Founded in 2009, Optimized Offices, LLC offers a range of Productivity Services –Executive Productivity Optimization Paper, Email and Electronic Organization –360 0 Executive Productivity Assessments –Electronic Organizing –Workflow and Process Flow Mapping –Business Requirements / Business Analysis –Paperless Office Solutions At Optimized Offices, we don’t organize clutter. We equip you for success.At Optimized Offices, we don’t organize clutter. We equip you for success. Optimized Offices, LLC 2 © 2010 Barbara Ivey All rights reserved.

3. The case for limiting emailThe case for limiting email –Time –Cost 5 Ways to Limit Email5 Ways to Limit Email –Time Management –Email Processing –Outlook Features –Subject Line –Program Email Accountability – One thing you will do differentlyAccountability – One thing you will do differently Email Management for Knowledge Workers - Today’s Agenda 3 © 2010 Barbara Ivey All rights reserved.

4. Out of Scope for Today Email for Teams Email content Teaming practices Document collaboration, etc. See Charlotte / Piedmont ARMA website Daryle Lee, “Email Management” – 5-21-09 Email for Organizations Records Retention & Compliance Archiving When not to use email, etc. See Charlotte / Piedmont ARMA website Jeff Futch, “Tips on Managing E- Mails” – 2-18-10 4 © 2010 Barbara Ivey All rights reserved.

5. Email Management for Knowledge Workers Why limit email? 5 © 2010 Barbara Ivey All rights reserved.

6. “Time is the scarcest resource” - Peter Drucker Knowledge workers spend an average of 13 hours per week on emailKnowledge workers spend an average of 13 hours per week on email Hidden Costs of Information Work: A Progress ReportHidden Costs of Information Work: A Progress Report (IDC #217936), May 2009 © 2010 Barbara Ivey All rights reserved. 6

7. Cost vs. ROI of Email Annual SalaryAnnual cost of 13 Hours of Email / Week $ 50,000$14,000 $ 75,000$21,000 $100,000$28,000 Source: Hidden Costs of Information Work: A Progress Report (IDC #217936), May 2009Hidden Costs of Information Work: A Progress Report 7 © 2010 Barbara Ivey All rights reserved.

8. Limiting Email – Lesson 1 Time Management © 2010 Barbara Ivey All rights reserved. 8

9. Limiting Email – Lesson 2 Email Processing © 2010 Barbara Ivey All rights reserved. 9

10. Email Processing Standard Operating Procedure 1 1. Trash ~ 50% of email 2. Delegate It 3. Now (2 min. or less) ~ 30% of email 4. Later ~ 20% of email 5. Reference 10 © 2010 Barbara Ivey All rights reserved.

11. Limited Email Lesson #3 Outlook Features Reduce # Meeting Invitations Spam Filters Voting Buttons Easier Management Search (Outlook 2007 and newer) Distribution Lists Calendar Contacts – Notes Out of Office Assistant Rules Folders Signatures Action Management Tasks Action Categories Flags 11 © 2010 Barbara Ivey All rights reserved.

12. From: To: CC: Subject: Following Up Vague Subject Line 12 © 2010 Barbara Ivey All rights reserved.

13. From: To: CC: Subject: Following Up For example… Subject: How do I join local ARMA Chapter? Subject: Add me to your email list Subject: Project 12345 – Status report due 5/1 Limit Email Lesson #4 Get-to-the-point Subject Line 13 © 2010 Barbara Ivey All rights reserved.

14. Create discreet email account for the program –RMQuestions@xyzcorp.comRMQuestions@xyzcorp.com Out of Office Assistant with an Auto Reply pointing to resources on the website –Thank you for your email. XYZ Corp has a many resources available to assist you with your Records Management questions. For questions on X, see http://xhttp://x For questions on Y, see http://yhttp://y FAQs are answered at http://RMFAQshttp://RMFAQs –Unanswered questions should be directed to Barbara@xyzcorp.com Barbara@xyzcorp.com “Canned” email Responses to FAQs –Incorporate onto FAQ page Limit Email Lesson #5 Managing Program Email 14 © 2010 Barbara Ivey All rights reserved.

15. Benefits © 2010 Barbara Ivey All rights reserved. 15 Proactive approach is empoweringProactive approach is empowering Keep time for what matters mostKeep time for what matters most –Focus on your goals!

16. Accountability Introduce yourself to your neighbor – Give them a business cardIntroduce yourself to your neighbor – Give them a business card Share 1 thing you will do differently with your email managementShare 1 thing you will do differently with your email management Commit to follow up (2 weeks recommended)Commit to follow up (2 weeks recommended) Put it on your calendar! Do it!Put it on your calendar! Do it! © 2010 Barbara Ivey All rights reserved. 16

17. For additional information and resources please visit www.optimizedoffices.com 17 © 2010 Barbara Ivey All rights reserved.