email – love it, hate it, limit it! email management for knowledge workers charlotte piedmont...
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Email – Love it, Hate it, Limit It!Email – Love it, Hate it, Limit It!Email – Love it, Hate it, Limit It!Email – Love it, Hate it, Limit It!
Email Management for Knowledge Workers
Charlotte Piedmont Chapter, ARMA InternationalApril 22, 2010Barbara Ivey
Founded in 2009, Optimized Offices, LLC offers a range of Productivity Founded in 2009, Optimized Offices, LLC offers a range of Productivity ServicesServices– Executive Productivity Optimization
• Paper, Email and Electronic Organization– 3600 Executive Productivity Assessments– Electronic Organizing– Workflow and Process Flow Mapping– Business Requirements / Business Analysis– Paperless Office Solutions
• At Optimized Offices, we don’t organize At Optimized Offices, we don’t organize clutter. We equip you for success.clutter. We equip you for success.
Optimized Offices, LLC
2© 2010 Barbara Ivey All rights reserved.
• 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
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Out of Scope for TodayOut of Scope for TodayOut of Scope for TodayOut of Scope for Today
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Email Management for Knowledge Workers
Why limit email?
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“Time is the scarcest resource”- Peter Drucker
• Knowledge workers Knowledge workers spend an average of spend an average of 13 hours per week 13 hours per week on emailon email
Hidden Costs of Information Work: A Progress Report (IDC #217936), May 2009
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Cost vs. ROI of Email
Annual Salary Annual 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 2009
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Limiting Email – Lesson 1Time Management
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Limiting Email – Lesson 2Email Processing
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Email ProcessingStandard Operating Procedure
11. Trash ~ 50% of email
2. Delegate It
3. Now (2 min. or less) ~30% of email
4. Later
~20% of email
5. Reference
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Limited Email Lesson #3Limited Email Lesson #3Outlook FeaturesOutlook Features
Limited Email Lesson #3Limited Email Lesson #3Outlook FeaturesOutlook Features
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From:To:CC:Subject: Following Up
Vague Subject LineVague Subject LineVague Subject LineVague Subject Line
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From:To:CC:Subject: Following Up
For example…
Subject: How do I join local ARMA Chapter?
Subject: Add me to your email list <eom>
Subject: Project 12345 – Status report due 5/1
Limit Email Lesson #4 Limit Email Lesson #4 Get-to-the-point Subject LineGet-to-the-point Subject Line
Limit Email Lesson #4 Limit Email Lesson #4 Get-to-the-point Subject LineGet-to-the-point Subject Line
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Create discreet email account for the program– [email protected]
• 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://x• For questions on Y, see http://y• FAQs are answered at http://RMFAQs
– Unanswered questions should be directed to [email protected] • “Canned” email Responses to FAQs
– Incorporate onto FAQ page
Limit Email Lesson #5Managing Program Email
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Benefits
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• Proactive approach is empoweringProactive approach is empowering• Keep time for what matters mostKeep time for what matters most– Focus on your goals!
Accountability
• Introduce yourself to your neighbor – Introduce yourself to your neighbor – Give them a business cardGive them a business card
• Share 1 thing you will do differently Share 1 thing you will do differently with your email managementwith your email management
• Commit to follow up (2 weeks Commit to follow up (2 weeks recommended)recommended)
• Put it on your calendar! Do it!Put it on your calendar! Do it!
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For additional information and resources please visit
www.optimizedoffices.com
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