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– RMQuestions@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://x• For questions on Y, see http://y• FAQs are answered at http://RMFAQs

– Unanswered questions should be directed to Barbara@xyzcorp.com • “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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