Who should you believe?

Presented by

Copenhagen Malmö Barcelona Hong Kong San Francisco San Antonio New York

And partners

Should you believe Forbes?

Email is the leading cause of preventable productivity loss in organizations today

– Forbes Magazine

That’s why your organization is so darned focused on this challenge. It’s not?!

Should you believe McKinsey?

Contrary to popular belief, email is not going away.

Social networking is indeed gaining groud—but at the expense of texting & voice, not email

Source: McKinsey 2012

Should you believe The Radicati Group?

Aren’t the Radicati some sort of Christian religious sect?

The Radicati Group provides quantitative and qualitative research on email, security, instant messaging, social networking, information archiving, regulatory compliance, wireless technologies, web technologies, unified communications, and more. It delivers detailed worldwide market size, installed base and forecast information, as well as detailed country breakouts for all technology areas it covers. The CEO is Jewish, so I doubt that there is a connection. But who can you believe these days? Any by the way, does anybody really read all this small text? If you do, ask us for a free gift– you just might get it!

Source: McKinsey 2012

Is it so different in your organization?

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Example: Potential ROI for

Brussels

TCCC Europe

Brussels

TCCC Europe

Brussels

TCCC Europe

Coca Cola believes in measuring. Do you?

That’s a lot of trips to Disneyland!

LeanMail Calculator

Where you invest today…

7

improving email communication and adjacent collaboration modalities like instant messaging, web conferencing, social technologies, etc. actually makes you money – lots of it - by speeding up the fly-wheel and proactively lowering employee storage needs…

…at a teeny weeny fraction of the cost.

However,

Email storage is an important

investment that you should take

seriously(But unfortunately it doesn’t

actually make you any money)

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Take a little bit from the top…

…and double or triple down on improving communication that gets the fly-wheel spinning faster, such as best-in-class email processing and storage practices:

• systematic adherence to priorities• implementation of a pull-system for

faster decision-making• touch items as few times as possible• Proactively reduce storage through

healthier archiving habits to achieve better results than megabyte limitations – with the added benefit of happy, smiley people rather than enemies of IT.

Email storage is an important

investment that you should take

seriously(But unfortunately it doesn’t

actually make you any money)

Where you invest today…

Where you invest

9

You’ll achieve unprecidented results via full cooperation from informed users since most of this is fatty waste that employees don’t want but don’t know how to manage any other way.

So-called soft skills are the ”new” hard currency of robust storage savings plans

You can’t solve the email issue with a tool-exclusive solution because it ignores the daily challenges and needs of too many stakeholders.

To address this issue properly, you need three elements working tangentially: 1) a proper mindset, 2) a simple but effective methodology and, finally, 3) tools that support best practices, and which satisfy the needs of all the stakeholders.

This approach, unlike the exclusively tool-based megabyte quota approach, will be hailed as essential to achieving personal as well as organizational objectives.

Where you invest today…

Where you invest

10

The risks of a tool-focused approach to the challenge of email and messaging

Where you invest

11

You just can’t fix all email problems with tools – especially unintentional disclosure

Atrendia Partner:

Oops!

Where you invest

12

Actually, a good tool, like a hammer or better, an ice pick, is what you need for people like this.

Or you could send them on a good old-fashioned eLearning course.

Read aloud in a monotone to get the full enjoyment of this painful email.

Atrendia Partner:

Where you invest

13

But is there any hope?

Where you invest

14

Sadly, the answer is: no

Where you invest

15

Unless….

…you offer a well coordinated, customer-focused, long-term, robust, end-to-end solution that provides immediate benefits to all your stakeholders; and, most importantly, positively effects your bottom line.

Is there an alternative

to being the best?

That’s a pretty tall

order…

Not in our boat!

Is good the enemy of great in your organization?mediocre

Where you invest

16

Oh yeah, and it’s gotta

ROCK

© 2012 Atrendia / LSV Group 17

Here are some of the results of hundreds of users from medium-size to multi-national organizations that have kindly allowed us to measure their progress over the past two years

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I would recommend the LeanMail method to my colleagues.

Strongly agree or agree 94%No opinion 6%Disagree or strongly disagree 0%

Results, in the end, are what matters most(they matter in the beginning and the middle too)

One year after the training, 86% still follow our methods primarily based on Lean Six-sigma(after that, we stop bothering you with surveys)

% of respondees

© 2012 Atrendia / LSV Group 1818

How would you rate the trainer(s)?

One of the best or very good 92%Average 8%Below average 1%

90% of our training is performed virtually, and in several different languages including: English, French, German, Spanish, Catalán, Portuguese, Ukrainian, Hebrew, all Scandinavian languages and Mandarin.

Results are what matters most

% of respondees

LeanMail

With our headquarters are in Copenhagen, we have partners in San Francisco, New York, Greensboro, NC, San Antonio, TX,

Barcelona, Malmö and Hong Kong.

LeanMail

© 2012 Atrendia / LSV Group 1919

How much has your e-mail related stress decreased since you started using the AST method?40-100% 50%20-40% 18% 5-20% 10%Not stressed before 23%

% of respondees

Stress is not always seen as an issue before the training. Paradoxically, freedom from stress is all that participants talk about after the training.

Results are what matters most

© 2012 Atrendia / LSV Group 2020

How much time are you saving by using LeanMail methods?

At least 30% 69%5-20% 17%I don't know 10%I am not saving any time 4%

% of respondees

Results are what matters most

© 2012 Atrendia / LSV Group 2121

If you received support, how would you rate it?

Excellent, good or did not require support 99%fair or poor 1%

% of respondees

Results are what matters most

Where you invest

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The potential is here

Example: Potential ROI for

Brussels

TCCC Europe

Brussels

TCCC Europe

Brussels

TCCC Europe

How much could be reinvested with LeanMail

LeanMail Calculator

Atrendia’s core business

Our core business is helping you to focus on yours

Human Synergy | LSV Group A/S | Atrendia Slide 25

Our customer list is growing rapidly (a few of the over 150 customers we have today)

All felt they gained between 80% and 100% efficiency• No one had a systematic approach to prioritize projects / biggest customers. It is now the case for 100% of them.

• 30% think they win back between 40% and 60% of the time spent managing the e-mail

• 40% think they win back between 20% and 40% of the time spent managing the e-mail

• Reduced the number of folders and subfolders by over 9000% in archive (from a median of 90 to a median of 1)

• Reduced number of emails in the inbox by over 1000% in the (from a median of 327 at a median of 30)

3 months after training, nine responded to the follow-up questionnaire:• 100% still use the tool and method• 89% of participants leave with an empty inbox 2-3 times a week

Investment training time: Training is delivered in four stages (25 minutes -> 2:30) over a period of about three weeks for a phasing-in period to ensure the adoption of new methods. During each session, participants worked on their own mails most of the time. The lightness of the program is a key factor.

Marc Bettinger - Director Monitoring and Controlling.

"Very reluctant but curious at first, now I am totally convinced there is a real gain. Before, my prioritization was mainly by the sender of the mail…I did not miss anything while earning a considerable time in managing the mails. “

Pascale Sciacaluga. BDR Marketing Department Manager.

"I asked to join the project and do not regret it. It would be cruel to remove the tool. The approach is consistent with the way I drive my business. I am now more responsive to the mail and proactive. In addition, I use the dashboard to control the meetings with my staff. "

Laurent Tacconi. Animation Commercial Manager.

"The seminar beginning of the project was very powerful and has an original approach to a tool like Outlook of which the use is not well experienced in-house. The method brings efficiency and I can detach myself from the flow of mail to deal with substantive issues. I refocused on the basics”

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Individual Case Stories

Caisse d’Epargne (Leading Bank in France)

Individual Case Stories

Problem• Pfizer DK has experienced more and more

information being sent via e-mail each day resulting in many interruptions and less time to spend on customers.

• It was obvious that the e-mail took more and more control of the daily work rather than the employee controlling the e-mail.

Result• One hour saved per day, providing more time for

customers• Now in control of the e-mail instead of e-mail

controlling the employee• AST Lean E-mail Management software helps to

save half the time spent on e-mail and drastically reduces stress.

• A feeling of more productivity, less stress and more in control of the daily work.

Over 80 similar cases where Atrendia has optimized e-mail management through the application of the AST Lean E-mail Management methodology and software.

Other case types:• Value-stream mapping• Gemba Interviews• Executive coaching in

communications• SharePoint case management

solutions with WorkPoint™

© 2011 Atrendia / LSV Group 27

E-mail management

Individual Case Stories

Problem• Customer service would like to continue to

use a shared inbox so that customers can send an e-mail to ”customer service”

• The customer service representatives have a difficult time knowing who should do what and how to keep track of it all

Solution• Atrendia creates a modified version of the

AST method that allows users to view the customer service inbox.

• Each representative can initial the e-mail he is in charge of

• Notes can be made directly on the mail to show how the case is being handled without having to enter it into the CRM

Result• Customer service representatives feel

like they have a reliable system• They have an overview of all the

cases but can also filter their view so that they only see the cases that have been assigned to them – or ones they have assigned to themselves

• Mails are viewed 70% less • Customers receive faster assistance• Stress has been markedly decreased• Representatives are clearly aware if a

correspondence has not been dealt with

Shared Inbox

Slide 28© 2011 Atrendia / LSV Group

© 2011 Atrendia / LSV Group 29

Visit www.leanmail.com for a complete list of testimonials

Complete command

and control of your inbox

Lean Six-Sigma based methodology

Bite-size learning with experienced,

certified trainers

Elegantly designed tool

keeping the user on track

”Here when you need us”

support

© 2013 Atrendia / LSV Group 30

A solution where all the details have been taken into considerationEmployees are monitored for one year

Where you invest

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Necessary ”killer app” included

LeanMail Add-in for Outlook

Many organizations make assumptions that the inbox challenge can be solved using existing technology through change management. Even though we stress a non-tool approach, a necessary element of our 3-part solution requires a client-based add-in for Outlook.

If we could have gotten close to the same results without the add-in we would have left it out of our solution. After all, we never intended to be a software company – and we still aren’t.

There is a dream, held by many, that somewhere in Outlook lies the right combination of configurations and rules that can be applied in order to turn a sedan (arguably without any major innovations for the past ten years) into a high performance luxury car. It is a pipe dream.

We spent the first four years of our development trying to avoid this fact. We simply couldn’t get close to the results that we needed – you needed. Eight years on, the LeanMail add-in now enables you to get in complete command and control of your inbox – and stay there.

Client-based micro-tools are ubiquitous on mobile devices so it shouldn’t be a surprise that they will start to enter into other domains as well (Imagine your IT department telling your employees which mobile apps they can download); and yes, a mobile version of LeanMail for iOS, Android and Microsoft platforms is in development.

Client-based software that can be installed by the individual user.

Most companies we send this to won’t actually take our adviceThey will go either of two ways: 1) ignore the problem/solution or 2) go the DIY route – bringing them back to 1).

“LeanMail proposal is not approved. The committee sees this as a cultural issue which cannot be solved with a technical solution but existing technology should be used better. Successful on-going e-mail mgmt trainings by HR will be rolled out to main locations. See action 3.3”

or1

2

”Don’t bother me now, I have a battle to fight!”

This is an actual response to a proposal by a business unit in a global organization with some very smart and informed people. Here is another:

Now there is a third option: DialogLet’s talk about what issues you are facing within internal communications and look at some options together. Today. Now. Because this is an urgent problem that doesn’t require enormous resources to solve — just the right resources. Remember: talk is cheap. Actually with us it’s free.

Contact us at +45 2616 7969

LeanMail

3

Ignore the problem

Attempt to fix with some training

“We decided, that for the moment we will not go forward with a pilot or trial of "LeanMail". The main reason for that, is that we first want to see how we could address more the behavior aspects of sending e-mails and especially not link it with a "system solution" yet (as you can imagine, our IT environment is quite complex and we want to avoid having to map additional tools).”

A year later (as of the publishing of this ppt.), neither company has moved forward. We don’t fault companies for wanting to keep expenses to a minimum, but ignoring the problem or worse: making a semi-serious attempt, failing and then ignoring the problem, is simply poor management – the cost of which is crippling many businesses today. But you don’t have to follow this route…

then

Leading Lean Communication

Ask for a free demo of LeanMail on your own computer.

You might just get it.

Thank you