E Mail ManagementElectronically maintaining email to eliminate printing & paper wastage

‘A process between a non-IT-Savvy Manager and a Secretary (Sec)’

Does not this create wastage on paper and

valuable time (which are neglected cost factors)

The StoryThere are many cases where Boss's emails are handled by the secretaries, due to high volume of work . Document approvals, discussions with section chiefs, plant visits, are to name a few. The secretary prints all incoming emails received under ‘To’ or ‘cc’ and submits to boss for review and further action.

The printed email is given to relevant chief/section with(out) instructions. By this time (in most cases) the relevant chief receives the email via ‘cc’, or receives under ‘To’ where the boss receives under ‘cc’. Very frequently the secretary is commented with ‘we already received this.’ or ‘why so many pages’, etc.

Some email contains very old trailing emails within (which isn’t a good practice) running to many pages (i.e. 15/20 pages). Due to technical patch in Outlook all pages are printed (unnecessarily). Hence, could find same contents (trailing) emails printed many times.

Regarding attachments on repeated email, if sender refers to it in his message, the secretary has to print the attachment too (which was already printed previously). Otherwise the Boss cannot refer to it . Same attachment printed repeatedly.

Case StudyA real world scenario between

a busy and non-IT-savvy

Department Manager (DM)

and his secretary (Sec).

The (Sec) have to print each and

every email and provide to DM for

necessary action. Even if sent

under ‘cc’ for reference.

Internet

The BIG picture

Duplication & Wastage

• All emails needs to be printed for the Boss.

• CC emails (intended for information only) also printed regardless of the importance.

• Staff correspondence duplicated (Receives by email and printed copy)

• Printing of old trailing emails (due to functions of Ms-Outlook) , becomes a paper waste

‘E’lectronic MailEmail was widely accepted by the business community as the first broad electronic

communication medium. The first ‘e-revolution’ in business communication. Email is

very simple to understand and like postal mail, email solves two basic problems of

communication: l o g i s t i c s a n d s y n c h r o n i z a t i o n .

Logistics: Much of the business world relies upon communications between people who are not physically in the same building, area or even country; setting up and attending an in-person meeting, telephone call, or conference call can be inconvenient, time-consuming, and costly. Email provides a way to exchange information between two or more people with no set-up costs and that is generally far less expensive than physical meetings or phone calls.

Synchronisation: With real time communication by meetings or phone calls, participants have to work on the same schedule, and each participant must spend the same amount of time in the meeting or call. Email allows asynchrony: each participant may control their schedule independently.

New Email Arrival (To/cc)

• DM assigns to a ‘Category’. (see next slid for details.)

• OR, verbal instruction to Sec of next action.

• OR, forward by self with specific comments.

• If required set a follow up date for reminder the message.

Next Action by Sec.

• Foreword email (on behalf of DM) as per assigned Category / Instruction with/without comments.

• OR, Print/Submit email to DM for necessary instructions. (under special cases.)

Received by Staff (Finance)

• Take necessary action as per comments.

• Refer to DM if clarification required.

THE WAY FOREWORD -->

Method

Category Action to Take

Financial Controller Forward to Financial Controller

Chief Acct. Fwd. to Chief Accountant

Supervisor, Acct. Fwd to Supervisor, Accountant

Sales Acct. Fwd to Ahmed Mekki

Aqareb Fwd to Mohammad Aqareb

Makki Fwd to Ahmed Makki

Print Print and submit (to DM)

• DM (on web outlook) & Sec (on outlook) using same email account. The status or changes mutually synchronizes between both computers.

• Category = Instructions. Each category indicates the Sec the action to take upon. To assign ‘Category’, Right click on category column on arrived email.

• Email under ‘cc’ view by DM on PC, without being printed (Unless if its very necessary).

Note;

Categories (= Instructions)

THE WAY FOREWORD…

References

L e s s t i m e

r e q u i r e d .

P a p e r w a s t e

r e d u c e d .

Internet

Benefits

• All emails viewed on PC by FM. Hence eliminates printing of unnecessary emails .

• Print only most necessary emails.

• View old trailing emails on computer. Print only latest content (by Copy/Paste to Word) where necessary.

• Staff correspondence electronically. No problem if duplicated. No paper waste occur.

Plus:

• Generate reminders/alerts on emails or tasks assigned to relevant chiefs.

• Keep track of correspondence; (when/where sent?)

THE REFORMED PICTURE

Email on Outlook

Email on Web Outlook

Email with instructions(Refer Slide 6)

Instructio

ns

from FM (R

efer

Slide 6)

Thank you for your time

Hope you enjoyed the presentation. Let us all be Environment friendly.

Concept & script; by M o h a m m a d A f d h a l S a h e e r

Story (based on true scenario);

by أفضل محمدساهيرScreen & graphic design; by モハメッド　アフザル　サヒール

Produced & Directed by: M o h a m m a d A f d h a l S a h e e r モハメッド　アフザル　サヒール أفضل محمدساهير Mohammad Afdhal Saheer

モハメッド　アフザル　サヒールساهير أفضل محمد

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