Post on 12-May-2015
description
ARMA Boston Spring Seminar 2011Jesse Wilkins, CRM
Managing Your Email Better – By Managing Less of It!
22
Email in review Reducing email usage Using email more effectively
Session Agenda
Email in review
44
Everyone has email client and capabilities
Everyone knows how to create messages
Everyone can forward messages◦To anyone or everyone
Email is easy to use!
55
It’s asynchronous It’s convenient It’s less formal It’s ubiquitous and platform-neutral There’s a written record of communication
Email is easy to keep!
66
Email as filing cabinet Email as collaborative tool Email as distribution mechanism
Is email the right place to work?
77
All email is important All email requires an immediate response
All email should be kept indefinitely These assumptionsare often untrue
Common inbox assumptions
88
Email management is part of time mgmt
Email should not be used for everything
General principles
99
Email is not a records series Email should be kept as long as needed – and then gotten rid of
General principles
Reducing email usage
1111
Set up rules for “important” vs. routine messages
Consider turning off alerts Make rules about which messages have alerts
Define specific times to check email
Inbox management model
1212
Try to touch each message only once◦Respond to it immediately◦Respond to it later◦Declare it as a record◦Archive it for reference◦Delete it
Inbox management cont’d
1313
Lots of email traffic is stuff we ask for!
“Bacn”◦Vendor announcements◦Chapter updates◦The Records
Management listserv
Image source: http://www.speakeasy.org/~sjmaks/bacon/
Reducing received emails
1414Source: Engy, http://www.itsngenius.net
Colleague spam
1515
Do you really have to reply? Don’t send “me too” messages Use other tools for collaboration◦More later
Reducing sent emails
How to use email more effectively
1717
Can be useful, but often overused Perceived to provide accountability Better practice: use them only when really needed◦Especially BCC: as these
are harder to track
CC: and BCC:
1818
Verify addressee(s) When replying, reply only to those who need a response ◦Remove those who don’t◦Watch responses to groups, lists◦Reply-to vs. reply-all
Effective email usage – addressees
1919
Use a subject line Use correct subject line for topic being discussed
Use subject lines that are informative
Effective email usage – subject line
2020
Identify whether response is required Consider using subject line as content
Don’t declare privilege
Effective email usage – subject line
2121
Use professional tone in messages Don’t write essays where notes will do
Determine what to do about the previous message◦Keep, discard, or excerpt
Effective email usage - body
2222
Consider the file size of the attachment to be sent
Consider the file type to be sent◦Security filtering◦Multimedia formats
Effective email usage - attachments
2323
Can the recipient receive attachments?
Send attachments only to users that truly need them
Send links instead of attachments
Effective email usage - attachments
2424
Questions?