Info Excellence -Seminar Demonstration
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Transcript of Info Excellence -Seminar Demonstration
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The Info-Excellence® Seminars
Email and Filing Effectiveness TrainingDriving Profits, Sales, and Growth
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The Typical Professional’s Day
20,000 surveys of professionals around the world indicate that:
1. 75% of the day is spent on 3 primary business activities
2. >30% of that time is “wasted”
3. Conclusion: 36 days a year are wasted by the average professional.
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*All Data Based on 240 Days at Work Each Year
Info-Excellence® Program Overview
A Series of Behavior Changing EventsA Series of Behavior Changing Events
Launch Post-TrainingAssessment
(2 Weeks After)
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The Company We Keep…Healthcare
– Astra Zeneca– Anthem – Boehringer-
Ingelheim– Genentech– Novartis– Schering Plough– TAP Pharma
Services– ABC TV– Air Tran– Booz-Allen – Capital One– Century 21 – Deloitte– DHL– Generali– Halliburton– Holiday Inn – KPMG– Kelly Services– Lucent– Sprint
Manufacturing– International
Paper– General Electric– General Mills– HP– McDonalds– Mercedes– Nissan– P&G– Shell Oil– Xerox
Public Sector– Army– Coast Guard– Public Television– Social Security – UCSD
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“It works!”Ken Blanchard, Coauthor, The One Minute Manager®
“We saved 4 hours per week!” Matt Koch, Director of Productivity Mgt., Capital One
“Reclaim your life!”Betsy Meyers, Executive Director of Public Leadership, Harvard University
Designed by Experts
80,000 in Print 11 languages
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Info-Excellence® Impacts Bottom Line1. Growth: Time savings of 15 days per year equates to
$3.6 million in labor costs/1000 employees that can be reallocated to higher ROI activities.*
2. Profits:
– Reduced email volume lowers the IT cost of backing up email and legal search fees.
– Legally appropriate email reduces liability costs
3. Revenue: Effective communication boosts sales
*15 days x 8 hours/day x $30/hour x 1,000 associates= $3.6 million a year
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Objectives:- Cut Email Time 20%- Boost Email Quality 35%
Reduce email volume
Improve email etiquette
Email vs. VM vs. IM vs. live
Effective e-writing skills
4Ds to fight inbox overload
Time-saving tech tips
Objectives:- Cut Email Time 20%- Boost Email Quality 35%
Reduce email volume
Improve email etiquette
Email vs. VM vs. IM vs. live
Effective e-writing skills
4Ds to fight inbox overload
Time-saving tech tips
Objective:- File 25% More Effectively
5 File & Find It Fast secrets
Locate info in a flash
Design new filing system
File-less/find-more
Time-saving tech tips
Objective:- File 25% More Effectively
5 File & Find It Fast secrets
Locate info in a flash
Design new filing system
File-less/find-more
Time-saving tech tips
Email Efficiency & EtiquetteEmail Efficiency & Etiquette File & Find It FastFile & Find It Fast
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8
Seminar Materials
• Workbook• Desk-top tool• Hamster Revolution Book• Custom Calculator• Name Card
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Flexible Delivery Options• Live Training: Half Day, Instructor Led Seminar
• Webinar: 1-2 hour, Instructor Led Web-Meeting
• E-Learning: 24-7, 45 Minute On-Line Experience
• Keynote Address: Large Groups/Short Time Slot
• Book: Best-Selling Email Efficiency Book
Blended and Bundled Solutions Available
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The Info-Excellence® Seminar
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2 Weeks Pre-Training Survey Concerns• 92% believe that increased sharing of email best practices will boost
productivity and reduce stress
• 32% of email time is wasted
• 73% feel colleagues often over-use reply-to-all
• 12% feel that they, themselves, often over-use reply to all
• 80% often receive emails with vague subject lines
• 92% often receive emails that require clarification
• 72% believe that they have ‘little control’ over the quality /quantity of email
• 100% state that improving the overall productivity of email and information storage supports Organizations’ values
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Source: YPO, Pre-Training Info-Excellence Survey
Email Quantity Challenges
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Email Adds UpA. Annual email sentEstimated emails sent each work day 30
Multiply by 240 work days a year x 240 days
Annual email sent A. 7,200 B. Annual email receivedEstimated emails received each day 56
Multiply by 240 work days a year x 240 days
Annual email received B. 13,440 C. Annual days spent processing emailAdd A. + B. 20,640 X 2 minutes per email x 2 minutes
Annual minutes spent on email 41,280
Convert to hours by dividing by 60 minutes /60 minutesAnnual hours spent processing email 688
Divided by 8 work hours a day /8 hours
Annual days spent processing email C. 86D. Days saved by 20% email reductionC. X 20% C. x .2
Annual days saved with 20% reduction D. 17
Annual Time Saved By 20% Email Reduction
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Send Less – Get Less
Capital One Case Study – 3,000 participants – Richmond VA – 2004-5
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1-2-3 Email Quantity Tool
1Needed?
TimelyRelevantComplete 3
Targeted?Reply to AllDist. Lists, ccBest Channel2
Appropriate?CompliantProfessionalInoffensive
...before you send
ask...
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Motivating People to Change
InefficientProfessional
Long-WindedRecipient-Focused
Poor Email Good Email
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Cc:
Subject:
Attach:
To:
Strengthen the Subject
Sculptthe Body
Brief, Warm Greeting
Action Summary•Specific action, purpose, response time•Dig up context
Background• Clear, concise, relevant• Bullet points, numbers• Clear, bold paragraph titles
Close•Next steps, niceties•Signature
A-B-C Email Quality Tool
Action-Takers
Stakeholders
Action: Info: Request: Confirmed: Delivery: Descriptive Title – EOM (End Of Message)
Limit and Explain Attachments – Use Links
ACTION: Please review draft by 5pm Friday 19th FebDELIVERED: March business plan for Southern district
A-B-C Email Quality Tool™
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Right click on ‘low’ or ‘no’ priority emails
Practical Tech Tips: Filter with Folders
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On-Line Library – Email Efficiency Tips
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Time Spent on Email Reduced
Pre-Training Post-Training
Email Efficiency and Etiquette will save me ___ minutes per day by helping me manage email more effectively.
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Email Quality Improves
Email Efficiency and Etiquette best practices has helped boost the quality (clarity, effectiveness, etc.) of email I send by ___%
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Sharp Increase in Email Coaching
Pre-Training Post-Training
Email Efficiency and Etiquette will save me ___ minutes per day by helping me manage email more effectively.
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File & Find It Fast ObjectiveTo provide insights, best practices, and helpful tools that enable you to file and find information 25% more effectively
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Source: Client Data, Pre-Training Info-Excellence Survey
File & Find Challenges
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What Causes the Chaos? Andy’s boss just sent him an urgent Widget proposal for RST Company...
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to filing and finding it fast!
Secret 1
Create Distinct & Universal
Categories
Secret 2
Use Numbers to
Prioritize
Secret 3
Create a COTA Folder System
Secret 4
Develop Simple Rules
Secret 5
Create Easy Access Points
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Create Distinct and Universal Chunks
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Filing and Finding Efficiency Rises
File and Find it Fast helped improve the efficiency of my filing system by ___%
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Source: Capital One – 1 Year Follow Up Survey n=127
Case Study: Capital One 1 Year Results
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Success Keys for Enterprise Rollout• Top Down Executive
Advocacy• Bottom Up – Grassroots
Support• Tight Time Frame• Blended Solution• Leverage Metrics• Cross Functional Support
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Cross Functional Support = Robust Rollout
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A Solution: Strategy for Enterprise Rollout
3. Maintenance Phase
Access to Tools and Training Ongoing Consulting &Measurement
2. Rollout Phase
Enterprise Keynote Live and Virtual Training
1. Pilot Phase
Baseline Metrics 500 Cross-Functional Associates
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Excellent Facilitators• 99% Rate Trainer as Helpful and Professionals• Comments:• Sorry but for me he was perfect - I was/am a totally
disorganized email user and the amount of time wasted is amazing. Just using a few of the tips rec'd in this course has made my life easier.
• I thought that the facilitator was excellent.• I am sorry, but I thought he did a great job and no
improvement is needed.
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Key Insights and Next StepsKey Insights• Major opportunity to save
money and time while improving work/life balance
• 3 Hour Investment Can Save 10-20 days
• Training was practical, relevant, and useful
• Participants applied insights in the real world
Next Steps• Proposal• Discuss Implementation
Plan• Set dates and Times
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Discussion and Next StepsMoving Forward
– Delivery Options– Program Goals– Demo for
Stakeholders– Proposal and Pilot
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Questions?