Email management
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Email Management Kevin R. Thomas Manager, Training & Development x3542 [email protected] du Michael Richardson Desktop Systems Specialist x4516 Michael.Richardson@willia ms.edu
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Is your email piling up faster than you can deal with it? Are you struggling to find the messages you need, when you need them? Not sure how to deal with the pesky people in your life that overuse email, making more work for you without adding any value? Or perhaps you’re dimly aware that Gmail has features that would help you stay organized and focused, but you have no idea where to begin? At this program, you’ll learn: A system for efficiently processing email into prioritized tasks How to use gmail’s functionality to help you get and stay organized Strategies for dealing with common email problems
Transcript of Email management
Email Management
Kevin R. ThomasManager, Training & Development
Michael RichardsonDesktop Systems [email protected]
What this program cannot do …• Solve Role Overload
Problems• Change your habits• Change your colleagues’ or
clients’ habits• Set or enforce email norms
for your dept.
What we can do …
• Orient you to features of gmail that are useful in managing email
• Introduce a method for processing email as part of a task management system
• Offer some general email tips
Outline
1. Michael: Gmail techniques
2. Kevin: Michael Allen’s Getting Things Done Processing System
3. Kevin: Miscellaneous email management tips
Outline
1. Michael: Gmail techniques
2. Kevin: Michael Allen’s Getting Things Done Processing System
3. Kevin: Miscellaneous email management tips
Outline
1. Michael: Gmail techniques
2. Kevin: Michael Allen’s Getting Things Done Processing System
3. Kevin: Miscellaneous email management tips
Getting Things Done Processing System
Inbox 0: The Weekly Review
• On some regular basis (e.g. weekly), process your email inbox to 0.
• More work up front, less work to maintain.• May require dedicated, scheduled time.
The 30 Day Archiving Challenge
• Because:– You will be able to find it if you need to.– It will come calling again if you’ve forgotten something.– You deserve a fresh start
• In your search box, type this precisely:label:inbox older_than:1mo
• Select them all• Archive!• Applause!
GTD Processing SystemPart 1 of 2
Is it Actionable?
Do it
Get clear and specific
about the action
Will it take <2 minutes?
Archive
No
Yes
Yes
No
GTD Processing SystemPart 2 of 2: Action Needed, >2 minAre you the best person
to do it?
Delegate it:1) Add tag “s waiting on”2) Add to tasks, add to
calendar to follow up3) Forward to the
delegate with instructions(cf Delegation best practices)
4) Archive
Does it need to be done
ASAP?
1. Add label “s next action”
2. Add to tasks3. Change task
title to specific, concrete action
4. Set due date of today
5. Archive
1. Add Label “S Action”
2. Add to tasks3. Change task
title to specific, concrete action
4. Set due date5. Consider
blocking off time on your calendar
6. Archive
YesNo
Yes
No
Email Delegation
• When forwarding a message, change subject with a brief description of the action to be taken and a due date– “e.g. review draft email launch message by Friday at noon.”
• Follow other delegation principles as necessary:– Clearly identify the objective and deadline– Explain the value of the task– Offer support and guidance– Plan for what will happen if you don’t hear back– Be prepared to give feedback on the quality of the work
product
Try It!
After Processing Your Email
• Look at your docket for today:– Navigate to the “s Next Action” label– Look at your calendar tasks
• Prioritize tasks:– Do those that require the most concentration first– As you finish, mark each item complete and
remove the “s action” or “s next action” label
Outline
1. Michael: Gmail techniques
2. Kevin: Michael Allen’s Getting Things Done Processing System
3. Kevin: Miscellaneous email management tips
Try to Avoid CC/BCC• Cc’ing produces a lot of wasted email• It is a poor form of “borrowed authority”.• It won’t CYA.• Before, cc’ing, consider what action the cc’d person may take as a
result of this email.• If none, don’t cc. • If it’s a project update, use the next project team meeting.• Otherwise, after sending, forward the email and delegate them the
task:– “If you have any concerns about how I handled this inquiry from a
potential donor, let me know.”– “Be advised donor Hooty-Hoot will be at the office on this day and time if
you want to drop by and say hello.”
Email and Management
• If you are a manager, communicate your expectations about email as clearly as your other expectations:– Response time– Availability– Email volume
Other Email Tips
• Don’t respond to ANY emails immediately• Close your email during scheduled work
periods• If something hasn’t been resolved after 2
email volleys, pick up the phone.• Don’t send emails between 11pm and 7am• Remember: every email you send creates
more work and more email.
Email expectations management
• Be prepared to communicate the changes you’re making in how you handle email:– “I’m trying to get in the habit of reducing the
number of times I check email so that I can concentrate on projects.”
– “I use the weekends to recharge so that I’m refreshed on Monday, and I’m often somewhere where I can’t easily answer work emails.”
Change Strategies
More to Come
• Productivity Boosters: Theories, Tools, and Practices– Monday, October 27
10:00 a.m. – 12:00 p.m.Faculty House Lounge
Kevin R. ThomasManager, Training & Development
• Program evaluation link will be sent by email.• You’ll get a link to a course page with all the materials.
Michael RichardsonDesktop Systems [email protected]
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