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Email Management
The document provides tips for managing emails more effectively. It notes that people receive an average of 247 billion emails per day, with 80% being spam. It recommends using the GTD (Getting Things Done) method of only keeping emails in the inbox if they require action within 2 minutes, and filing or archiving others. It also recommends Inbox Zero, which involves deleting emails that are just FYI, delegating tasks, and putting other emails on a to-do list to get them out of the inbox quickly. Additional tips include considering if a reply is needed, turning off notifications, using email rules and folders, and taking creativity time away from emails.
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Email Management
- 1. EMAIL Management Wouter Gheysen Otuka Coaching www.otuka-coaching.be
- 2. Goal forthe Hour
- 3. No one hasenough time , but everyone has all there is. “
- 4.
- 5. How many mailsdo you receive per day on average ?
- 6. How manyhours do you spend on average per day doing e-mails?
- 7. We have TOO many emails! What can we do about that?
- 8. Manage our EMAIL
- 9. Some facts 247billion emails are sent each day (2009) >2.8 million emails are sent every second Around 80% of these millions of message are but spam and viruses. The authentic emails are sent by around 1.4 billion email users.
- 10. Why are wesending so much email? It is easy It is nearly instantaneous It is asynchronous It is convenient It is platform-neutral There is a written record of communication
- 11. Email management is NOT : Saving all email messages forever Saving all email messages in the messaging application Setting arbitrary time limits for all messages Setting arbitrary mailbox sizes for all users Declaring “email” as a record series Doing nothing
- 12. Not every mailneeds to be answered !
- 13.
- 14. Getting Things Done David Allen
- 15. Inbox Action Needed?Relevant? Delete File/Archive More than 2 min? Do “ @Action” Delete File/ Archive As per priorities N N N Y Y Y
- 16. Inbox Zero Merlin Mann
- 17.
- 18. Delete Lot’s ofmails are just “FYI” Delete them at once Delegate Send immediately to the right person with clear “call to action” Respond If you can answer without extra work, do it Do If you can do it immediately do it immediately Defer Get it out of your inbox. Put it on a to-do list, plan it
- 19.
- 20. First line ismost important one “ Sleep” over it… think if YOUR reply is needed Turn “Auto Notification” OFF / GO Offline “ Reply All” … needed? What is important will come back
- 21. Turn “Reading Pane”Off URGENT!!! IMPORTANT!!!! FYA - FYI Distribution Lists Voting Buttons No Newsletters
- 22. Summarize long discussionsDo the thinking / No mindreading Email Rules Creativity time Label and folders
- 23. Q & A
- 24. Do you want more information? www.gettingthingsdone.com http://www.davidco.com http://www.inboxzero.com/
Editor's Notes
- #2 Email management approach email
- #6 How many mails do you receive a day on average? 0 – 10 10 – 20 20 – 50 50 – 100 100 +
- #7 How many hours do you spend on average per day doing e-mails? 0 – 1h 1 – 3h 3 – 5h 5 – 10h
- #23 It is special bait that attracts emails to your inbox like no other's and keeps them in it, too: some read, some unread, some labeled and some with a reply draft attached even, but all a constant drag on your mind's resources and lucidity. Special bait calls for special gloves. Touch incoming emails with these special gloves, one by one, and get a grip — a strong and happy grip on them. Avoid the Trap That Nails Stale Emails to Your Inbox To make sure no old messages pile in your email inbox: Pick dedicated times for email. Twice a day will work for many, but it could also be every two hours or every two days, for example. You may choose to deal with yesterday's mail only if you can. Go through your email strictly in the order it is presented. Do not jump ahead (no matter how enticing any subject might read). Do not re-order your inbox during the process. For each message (in order, remember; you are always only looking at the topmost email!): Delete it, if you can. Compose — but not necessarily send if the message has just arrived — a reply if you can do so on the spot. ( Be brief .) If the email requires actions: Delegate if possible. (Do you notice patterns in your delegation? See if you can have the action-sparking message — and message-sparking commitment — go to the person that performs the action in a broader fashion.) Schedule the action unless it's done fast and easily right away. Schedule composing your reply and whatever you have to do to be able to reply, too. Send the drafts you composed yesterday. If you find you cannot make it through the daily influx of email reliably or that incoming emails do create too many tasks to tackle, let go of some messages or commitments whence the emails stem.