Xinfu: The Martial Art of emailing
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Transcript of Xinfu: The Martial Art of emailing
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XinFu: The Martial Art of emailing
Managing and communicating effectively with emails
Wiertz Sébastien http://BeXinFu.com
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RomeIt took 4 million years to reach the information
density we had in Rome in 1 A.D.
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In the Renaissance 1500 years later, this density doubled
http
://w
ww
.flic
kr.c
om/p
hoto
s/gr
uts/
3143
0583
69/
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Industrial Revolution
About 250 years later, this value doubled again during the industrial revolution
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By 2012, 30% of the world population will use e‐mail
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E‐mail Overload
Inbox contains hundred of msg including remaining tasks, partially read documents and
conversional thread
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A week without email is more stressful than a car accident or a divorce
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People who are coming back from holiday spendsometimes more than a day trying to “recover” their inbox.
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People spend .. h a day in their Inbox
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However …
… We have to deal with e‐mails to do Business
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And since time is a limited resource
We must better manage our e‐mails
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Collect
Process
Organize
Do
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1. Organizing
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The role of your Inbox
Getting back "IN" to "IN"
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It takes an average of 64 sec to recover your train of thought after interruption by e‐mail
Dr. Thomas Jackson (Loughborough University)
50 e‐mails a day cost more than 4 hours a week
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1. Remove e‐mail notification window in your e‐mail client2. Turn off sound notification
Avoid distractions:
http://www.flickr.com/photos/e06158/1499062033/
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Getting started
Remove/Archive e‐mails older than 4 weeks from
your inbox
http://www.flickr.com/photos/kattenmeisje/2347597918
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Step 3. Create the following subfolders:
1. Next actions2. Read /review 3. Someday / Maybe4. Waiting for5. Ref docs 6. Treated / To archived7. To filter my pond
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Next actions
This folder regroups all the e‐mails where an action is needed from you.
(to do as soon as you can)
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Read / Review
This folder regroups all the informative e‐mails that you may need to read
(no action required)
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Someday/Maybe
This folder regroups all the e‐mails on which you may need to take action in the future
(no action is required now)
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Waiting for
This folder regroups all the e‐mails for which you expect answers
(Waiting for someone)
http://www.flickr.com/photos/picholine
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Ref. docs
This folder regroups all the e‐mails you need to access rapidly for reference purpose
(Waiting for someone)
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Treated / To archive
This folder regroups all the e‐mails which have been treated
(ready to be filled or archived)
http://www.flickr.com/photos/mhofstrand/
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Step 4. Get rid of unwanted e‐mails:
1. Unsubscribe2. Use Spam filter 3. Use rules
But do not just ...…delete them
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Step 5. Set up your e‐mail signature
1. Respect company policy (if any)2. Provide a phone number (even for internal email)
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2. Processing the Inbox
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Process your Inbox 2 to 3 times a day
limit your session to 20 minutes(*)
(*) Unless it’s really needed
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Processing is not …
… Scanning
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Step 1: Scanning your inbox
1. Avoid grouping in your inbox2. Scan from older e‐mails to newest
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Step 2: Processing your inbox
1. Process all the e‐mails one by one2. Process them equally
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Inbox
Read the email
Action ?
Take lessTake lessthan 2 min ?
Delete
Someday
Ref Docs
No
Yes
Do it
Yes
Delegate it
Defer it Next Actions
Waiting ForNo
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3. Reviewing
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We are what we repeatedly do.
Excellence then, is not an act, but a habit.
Aristotle
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Make a daily review of your different folders
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4. Sending
http://www.flickr.com/photos/saimo_mx70/2877100879
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Nothing is needed (nanni mo iranu)
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Remember that to you are not the only one who send e‐mails
Get and keep attention
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Structure of an e‐mail
1. To, Cc, Bcc2. Subject 3. Body4. Attachments5. Options
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“When 2 people or more are in charge then nobody is”
David Allen
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To:
People to whom you are directly speakingPeople who must take an action
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Cc:
People who are not involved directly in the e‐mail message but would benefit from reading its content
FYI:
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Bcc:
For mass emailing only
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Subject:
An e‐mail subject should be like a title of a book
http://www.flickr.com/photos/zitona/4053097146
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Subject:
The goal of a subject is to summarize a message without being too wordy or too vague
Remember that people scan their inbox by subject
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Body:
You are what you write
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AB
C
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Body:
Be concise and to the point
Reduce ambiguity
Avoid large font, color feature …
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Examples
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Questions ?
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Thanks a lot for your attention