Getting your inbox under control: How to Master that inbox!

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Getting your inbox under control: How to Master that inbox!

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<p>Microsoft PowerPoint - Under Control Email Presentation for download i4.ppt [Compatibility Mode]</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Getting Your Email Under Control: How to master that inbox!</p> <p>www.jiscinfonet.ac.uk</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Overview</p> <p> Attitudes towards email (myths and realities) Sending fewer and better emails Managing your inbox Emails as records Some handy hints Dealing with the backlog: A way forward</p> <p>www.jiscinfonet.ac.uk</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Confession time!</p> <p> Roughly how many emails do you have in your inbox?</p> <p> Who would be happy for the contents of their inbox/sent items to be made publicly available?</p> <p>If not, why not?</p> <p>www.jiscinfonet.ac.uk</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Some things to bear in mind Emails belong to your employer, not you Emails are legally enforceable Emails are legally disclosable Email is insecure and easily intercepted Emails are difficult for users to manage </p> <p> Leads to errors Users receive too many emails </p> <p> Leads to errors Email is a communication technology; not an </p> <p>information management tool Email is a disruptive technology www.jiscinfonet.ac.uk</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Suitable use of work email?</p> <p>www.jiscinfonet.ac.uk</p> <p>Notifying all staff of the weekly canteen </p> <p>menu</p> <p>Agreeing a contract</p> <p>Transferring documents</p> <p>Arranging a meeting</p> <p>Ordering a Christmas present</p> <p>Circulating jokes</p> <p>Discussing the medical condition of a member </p> <p>of staff</p> <p>Applying for another job</p> <p>Suitable UnsuitableMaybe</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>But there may be better alternatives</p> <p>www.jiscinfonet.ac.uk</p> <p>Email is a very useful tool, but remember</p> <p>It is not the only tool we have</p> <p>It is not always the best tool</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>How to reduce the number you send</p> <p>www.jiscinfonet.ac.uk</p> <p>Using alternative technologies</p> <p> Ordering a Xmas present Agreeing a contract Applying for another job Transferring documents Arranging a meeting Weekly canteen menu Circulating jokes Discussing the medical </p> <p>condition of a member of staff</p> <p>Home email account?Hard copy?Home email account?Shared network drive/Drop box?PhoneIntranetHome email account/pub?Phone/Face to face meeting?</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>The benefits of reducing the number of the emails you send</p> <p>www.jiscinfonet.ac.uk</p> <p>Easier for colleagues to manage</p> <p>Less chance of mistakes being made</p> <p>Gets the best out of email</p> <p>Virtuous circle everyone benefits</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Good titling?</p> <p>www.jiscinfonet.ac.uk</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Stick to one subject per email</p> <p>www.jiscinfonet.ac.uk</p> <p> Avoid addressing more than one unrelated subject in an email</p> <p> Makes accurate titling impossible Makes appropriate filing and management difficult Makes it difficult to follow the audit trail Increases the risk of inadvertent disclosure</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Appropriate use of message status symbols</p> <p>www.jiscinfonet.ac.uk</p> <p> Use High Importance very sparingly For messages needing immediate attention Usually for single recipients (or a small number)</p> <p> Remember the Low importance flag also </p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Careful use of group messages, CC and BCC Think carefully who really needs to see your message Dont be lazy and select all staff when in reality it only </p> <p>applies to a few Only CC a user into a message when it is important that </p> <p>they are aware of what is being discussed, but without them needing to play an active role </p> <p> E.g. keeping a line manager in the loop Think very carefully before using BCC</p> <p> Can easily be viewed as sneaky and underhand</p> <p>www.jiscinfonet.ac.uk</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Managing your inbox</p> <p>What problems have you encountered trying to manage the emails you receive?</p> <p>www.jiscinfonet.ac.uk</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Its time to rethink the purpose of your inbox!</p> <p>www.jiscinfonet.ac.uk</p> <p>From this To this</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>The benefits of structuring your inbox</p> <p>www.jiscinfonet.ac.uk</p> <p>Sub-folders keep all related emails together</p> <p>Keeps your inbox clear and focused on its proper purpose</p> <p>Allows integration of email into the wider information to which it relates</p> <p>Makes it easier to make consistent management decisions</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>How to structure your inbox</p> <p>www.jiscinfonet.ac.uk</p> <p>Exact procedure may vary according to specific email applications</p> <p>Highlight the inbox</p> <p>Right-click and select New Folder</p> <p>Re-title the new folder</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Replicate your main filing system</p> <p> Try to reflect your main filing system Makes it easier to integrate relevant information Makes consistent management easier Makes it easier for others to find information if </p> <p>required But</p> <p> Dont follow it slavishly (i.e. only include those areas that are relevant)</p> <p> Be aware that some email systems do not allow you to create further sub-folders</p> <p> You may need to shorten folder nameswww.jiscinfonet.ac.uk</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Dont forget your sent items! Often overlooked but as important as your inbox</p> <p> Without active management of your sent items you will: Quickly fill your email quota Store important information separate to the other information to </p> <p>which it relates Risk losing important evidence through inadvertent deletion</p> <p> Treat it in the same way as your inbox Clear it each day by moving items to the relevant subject folder Delete the rest</p> <p>www.jiscinfonet.ac.uk</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Deleting emails</p> <p>www.jiscinfonet.ac.uk</p> <p>Airline e-ticket for journey to </p> <p>conference </p> <p>FOI request</p> <p>Message to HR requesting a </p> <p>transfer</p> <p>Confirmation of project </p> <p>funding</p> <p>Link to a report on the web relevant to your subject area</p> <p>Notification of closure of the </p> <p>car park</p> <p>Email with copy of minutes of meeting </p> <p>attached</p> <p>Reminder of Christmas </p> <p>closure dates</p> <p>Keep long term</p> <p>Delete once read</p> <p>Keep short term</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>What makes an email record</p> <p> Exactly the same properties as you would look for in other types of record</p> <p> Emails that: Are evidence of a transaction Document what was done, why, by whom and when Form part of the audit trail Contain unique and valuable information</p> <p>www.jiscinfonet.ac.uk</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Integrating email records with other records Your inbox (and its sub-folders) is a silo</p> <p> You should transfer emails likely to be of use/significance to others as soon as possible</p> <p> Should be stored alongside like information E.g. in shared file server</p> <p> Exactly when this should occur will vary according to the type of email in question and its usage</p> <p> Immediately? At project closure? Annually? Once approved?</p> <p>www.jiscinfonet.ac.uk</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Other things to consider</p> <p>www.jiscinfonet.ac.uk</p> <p>What is the record?</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>What do you need to capture?</p> <p>www.jiscinfonet.ac.uk</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Some handy hints</p> <p>www.jiscinfonet.ac.uk</p> <p>Use Rules and Alerts to automate the management of your emails according to predefined rules.</p> <p>Such as forwarding to specific folders based on sender, title, word or other characteristic</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Some handy hints</p> <p>www.jiscinfonet.ac.uk</p> <p>Use colour to organise your inbox</p> <p> Ensure that messages from a certain person (such as your boss) stand out by receiving them in a different colour</p> <p> Highlight those messages that are only addressed to you</p> <p>Can all help you to keep on top of your inbox</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Thats all very well but Ive got 3000 messages in my inbox at the moment</p> <p> Start with this new approach for all new messages from tomorrow onwards</p> <p> Tackle the backlog in a gradual, realistic way Make a decision as to whether to keep or destroy every </p> <p>message over 12 months old as a one off batch process Seek advice within your institution on this At the beginning of each month review the contents of that </p> <p>months emails for the previous year and sort accordingly A 12 month process! Remember your sent items!!</p> <p>www.jiscinfonet.ac.uk</p> <p>Getting your inbox under control: How to Master that inbox! Workshop</p> <p>Any questions?</p> <p>Good luck!!</p>