the www of mastering e-mail overload - abcountrywide · approach to managing my email. i have...

The WWW of Mastering E-mail Overload

Halve the time, double your results and

triple your productivity when using e-mail

Steuart SnooksE-mail Strategist & Productivity Expert

www.emailtiger.com.au

Solutions for Success 2017 www.emailtiger.com.au

“These days, e-mail is probably the biggest time waster and source of frustration in modern working life.”

Timothy FerrissThe Four Hour Work Week

Today’s agenda

The impact of e-mail ‘overload’

3 strategic ‘Best Practice’ strategies WHEN WHAT WHERE

9 specific actions

How 17 people were able to process 59,808 emails in just 20 minutes


Mastery

Smart

Effective

Survival

Overloaded / Overwhelmed

Mastery Model

Where are you now?

© Solutions for Success 2017 www.emailtiger.com.au

Email Mastery Model


Overflowing inbox volumesComplicated folder structureSlave rather than master

Constant interruptions/alertsContinually multi-taskingLook at email multiple times

Inbox-based



Email Mastery Model


Inbox barely managedComplex folder structureServant rather than master

Frequent interruptionsOften multi-taskingHandle multiple times

Inbox-basedSurvival

Effective

Survival


Email Mastery Model


Inbox emptyCompact foldersMaster not slave

Rarely interrupted Less multi-taskingHandle email once

Calendar-based

Smart

Effective

Survival


Email Mastery Model


Clear CTAWrite BLUF messages

Use email appropriatelyClear, Concise, Actionable

Mastery

Smart

Effective

Survival


Email Mastery Model


ToneBuild rapport

Get agreementAchieve results

Mastery

Smart

Effective

Survival


Mastery Model

Where would you like to be?


Mastery

Smart

Effective

Survival


Email Mastery Model


How does your organisation measurehow effectively your people currently use email?


http://www.istockphoto.com/stock-photo-14278066-colorful-balls-with-question-marks.php?st=9197a10


“White collar workers waste 40% of their day

not because they are not smart but because they were never taught the organising skills to

function in the modern workplace!”

Wall Street Journal


eProductivity Survey Results


Survey Question BenchmarkAverage

How many e-mails do you receive on average each day? 37

How many e-mails do you send (new messages and replies) on average each day 26What ratio or percentage of e-mail do you receive internally (i.e. from colleagues) compared to e-mail from external sources? 66%

What percentage of received e-mails require an action from you (as opposed to simply being read or filed)? 58%

What percentage of incoming e-mail is NOT directly related to your workplace role and tasks (i.e.: you receive them as are ‘cc’ or ‘bcc)’? 26%

What percentage of the e-mails you receive are immediately clear to you on the meaning of their message? 71%

What percentage of e-mails you receive have a message which would be better handled by face-to-face contact or a phone call? 30%

How many e-mails are left in your In-box right now? 1368

How much time do you spend processing e-mail each day? 2.32 hrs

How much is this time worth on an annual basis (per person)? $27,913

How often during the day do you check your Inbox?

1. Most of the time 4. At several planned times2. Whenever they arrive 5. At 1 or 2 planned times3. Randomly throughout day 6. Infrequently

2.34

Survey Question BenchmarkAverage

How many e-mails do you receive on average each day? 37

How many e-mails do you send (new messages and replies) on average each day 26What ratio or percentage of e-mail do you receive internally (i.e. from colleagues) compared to e-mail from external sources? 66%

What percentage of received e-mails require an action from you (as opposed to simply being read or filed)? 58%

What percentage of incoming e-mail is NOT directly related to your workplace role and tasks (i.e.: you receive them as are ‘cc’ or ‘bcc)’? 26%

What percentage of the e-mails you receive are immediately clear to you on the meaning of their message? 71%

What percentage of e-mails you receive have a message which would be better handled by face-to-face contact or a phone call? 30%

How many e-mails are left in your In-box right now? 1368

How much time do you spend processing e-mail each day? 2.32 hrsHow much is this time worth on an annual basis (per person)? $27,913How often during the day do you check your Inbox?

1. Most of the time 4. At several planned times2. Whenever they arrive 5. At 1 or 2 planned times3. Randomly throughout day 6. Infrequently

2.34


eProductivity Survey Results

2.3 hrs daily = 11.6 hrs weekly

X 240 days per year =

70 days per year

spent ‘doing’ email


Email Productivity time cost


25% saving= $ 6,978 + 18 days p.a.

40% saving= $11,165 + 28 days p.a.

Email Productivity savings potential

What can we do about it?




The Solution


Technology simply ‘leverages’ our decisions . . . good or bad !

The Solution


Research has shown that Email Productivity training is most successful

when performed “Face-to-Face” (ie: workshops or coaching)

The www of Mastering

Email Overload

WhenWhat

Where


1.WhenControl when youdo and when you do NOT look at your email

The Three Strategies . . .


Schedule times to check email


WhenWhat

Where


Email Overload


The #1 solution to information

overload

“Read email onlyin pre-defineddaily time slots”


Nathan Zeldes


overload


Nathan Zeldes

Timothy Ferriss


overload


Don’t ‘live’ in the In-box

INBOX

• Inbox-based• Interruption-

driven• REactive

Eliminate E-mail ‘as an interruption’


Eliminate E-mail ‘as an interruption’


‘Recovery’ time


Stop multi-tasking

As a result of constant interruptions, do you find that you start to multi-task?

Do you often have 2 or 3files open on your desk?

Does your computer oftenhave 4 or 5 windows (ormore) open at once?

‘Single tasking’versus

‘multi-tasking’


http://www.online-stopwatch.com/full-screen-stopwatch/

http://www.online-stopwatch.com/full-screen-stopwatch/


Best times to schedule email?

Email

TasksTasks

Email

Twice per hour

16+ times per day!



Email

TasksTasks

Email

Email

Tasks

Email

TasksTasks

Email

Even better - do tasks first, then email



Email

Tasks

Once per hour



1

2

3

4

Research shows that for most people, in most office-based roles, checking e-mail

at 4 planned times a day (to a max of 45 20-30 mins each time)

allows you to turn all e-mail around in a 24 hour period.

X



1

2

3

4

What 4 planned times per day would you choose?

7 Reasons Why You Should NOT Check Email First Thing in the Morning?

1: The inbox is NOT your to-do list

2: Starting with email makes you REactive rather than PROactive

3: Ignorance is bliss!

4: Avoids short-term gratification to achieve longer term results

5: Checking e-mail is an excuse for a lack of priorities

6: Your morning energy & alertness should be directed to higher priorities

7: Controls unmanaged and unspoken expectations


Shift your working paradigm

• Calendar-based• Plan-driven• PROactive

• Inbox-based• Interruption-driven• REactive



Make Calendar your default setting



1

2

3

4

4 planned times per day

Early in the day, as ‘second thing’(after checking your calendar!

© Solutions for Success 2017 www.solutions4success.com.au

Email


Executives, Senior ManagersBusiness Owners


Schedule email processing time into Calendar



Meetings?



Meetings?

Phone appointments?



Meetings?

Phone appointments?

Email?


Turn off all email alerts


WhenWhat

Where


Email Overload

© Steuart Snooks 2015 www.findtime.com.au

Turn off all alerts


Turn off all alerts


Turn off all alerts with exceptions



Manage expectations


WhenWhat

Where


Email Overload


TimeValue

Quality

QuickCheap

Good

The Customer Service Interaction

7 Reasons to NOT Use Email for Urgent Messages

1. Lack of background detail, richness and context

2. E-mail can be easily misunderstood

3. It can actually take LONGER to fully communicate your message

4. The synchronicity of e-mail as a sender

5. The synchronicity of e-mail as a receiver

6. It’s the wrong ‘mode’ for urgent communication

7. Limits your control of e-mail



My New Personal E-mail PolicyIn an effort to increase my personal productivity and efficiency I am implementing a new approach to managing my email. I have recently come to understand that I spend too much time shuffling through a stack of emails in my inbox and not enough time focusing on my real work, that is, the stuff I'm actually paid to do! Email has become an unnecessary distraction that is creating longer lead times on my ever-growing 'to-do' list.

Consequently, I have decided that serious change is required. Therefore, I will now only be checking and responding to my email at approx. noon and 4pm on weekdays. I shall try to get back to you via email in a timely manner and will most certainly be handling my email in a way that is seen as professional and responsive. Therefore, if you need a response from me outside of these times, please do call me on my mobile number. It'd be good to hear your voice anyway - much more personal than electronic mail!

I trust my new approach to email helps you get the most out of me. For my part, I believe it will allow me to spend more time on productive work output and creating value for my organisation. Thanks greatly; I'm looking forward to putting email back where it belongs; supporting my work, not driving it!

My New Personal E-mail Policy

Manage Expectations




Manage expectations

Handle each message only once


WhenWhat

Where


Email Overload


7 Reasons to Keep the Inbox Empty

1: An overloaded inbox causes stress

2: Avoids multiple handling of e-mails

3: Things are not lost or forgotten

4: The inbox is NOT your to-do list

5: Avoids procrastination and indecision

6: Avoids being interrupted by new messages

7: There are more appropriate places to store email messages

The ‘Ziegarnik Effect’


people remember• incomplete • unfinished• interrupted tasks better than completed tasks



Manage expectations

Use the 4D methodology


WhenWhat

Where


Email Overload


• WHERE - File (Move to a Folder or File along with)



1: DITCH / DELETE

2: DEAL with it (<2 mins)

3: DELEGATE

4: DECIDE

http://www.istockphoto.com/stock-photo-15912912-process-analyzing.php?st=05d91c4


File along with item already in Calendar


Convert email tasks to the Calendar


Read, write, review, ring, unpack, prepare . . .

Using Outlook Tools


Convert email tasks to the Calendar


Read, write, review, ring, unpack, prepare . . .

• WHERE - File (Move to a Folder or File along with)

• WHEN - Convert to a Task or Calendar item

• WAIT - Add to a Watch List (pending reply)



1: DITCH / DELETE

2: DEAL with it (<2 mins)

3: DELEGATE

4: DECIDE



Add to Pending Reply folder



WAIT - Add to a Watch List (pending reply)


Email ‘overload’ is NOT so much about volume as it is . . .

A lack of a process or system


And 4D is a process that . . . .

works powerfully!

4D methodology – ‘hands-on’ session


1. DELETE

2. DEAL with it (<2 mins)

3. DELEGATE

4. DECIDE• WHERE - File (Move to a Folder or File along with)

• WHEN - Convert to a Task or Calendar item

• WAIT - Add to a Watch List (pending reply)

The 4D methodology





The 4D methodology works!


9635 emailsprocessed in

25 minutesby

8 people


February 2016



5731 processed in

20 minutes by

7 people

May 2016

processed 8739in 20 minutes

by 9 people


9635 processed in

25 minutesby

8 people

May 2014




June 2016

59,808emails

20 minutes

17 people

The 4 Decisions & the 4 Actions


1. Delete

2. Reply/Reply All

3. Forward

4. Move

1. DITCH / DELETE

2. DEAL with it (<2 mins)

3. DELEGATE

4. DECIDE


The 4D Toolbar


Quick Steps


The 4D ToolbarTutorial videos



Manage expectations

Automate with rules



WhenWhat

Where


Email Overload


• ‘CC’ rule

• All staff

• Newsletters/ezines

• Personal

• Google ‘alerts’

• Redirect to PA/EA

• _______?

Use rules to automate processes


3. WhereWhere to quickly file each email

The Three Strategies . . .




Manage expectations

Automate with rules



WhenWhat

Where


Email Overload


Reduce your mailbox size

According to research by Permessa, based on 15 years of experience with leading global enterprises,

80% of email volume comes from just 4% of messages

which, in turn, typically comes from just 1% of the user community.

Reduce mailbox size



Reduce mailbox size



Manage expectations

Automate with rules



WhenWhat

Where


Email Overload



Document links not attachments


Size

Speed

Version control

Security

Compatability

Use document links instead of attachments

Attachments Links



Manage expectations

Automate with rules



WhenWhat

Where


Email Overload




Simplify email folder structure


1: Separate ‘finished’ from

‘unfinished’ work

Simplify Email Folder Structure


1: Separate ‘finished’ from

‘unfinished’ work


Work in progressarea

Filing & storagearea



Filing / storagearea

Work in progressarea


2: Create a Filing Cabinet




eg: Google



Manage expectations

Automate with rules



WhenWhat

Where


Email Overload




Simplify email folder structure


Where to from here?


60-90 mins

Half day


Resources

How to stay in touch

w w w . e m a i l t i g e r. c o m . a u

Steuart G. SnooksEmail Strategist & Productivity Expert

Conference presentationsE-mail audits/surveysConsulting & adviceKeynote speakingResearch papersWorkshopsBlog postsAudio CDsWebinarsSeminarsCoachingE-booksArticlesIdeasTips

Solutions for SuccessMobile: 0413 830 772Email: [email protected]

http://www.emailtiger.com.au/

http://www.emailtiger.com.au/

https://www.facebook.com/pages/Emailtiger/311739068933492

https://www.facebook.com/pages/Emailtiger/311739068933492

http://au.linkedin.com/in/steuartgsnooks

http://au.linkedin.com/in/steuartgsnooks

https://twitter.com/SteuartSnooks

https://twitter.com/SteuartSnooks


Any questions?


What’s been the most valuable thing you’ve

heard today?

The WWW of Mastering E-mail Overload

Halve the time, double your results and

triple your productivity when using e-mail

Steuart SnooksE-mail Strategist & Productivity Expert

www.emailtiger.com.au

the www of mastering e-mail overload - abcountrywide · approach to managing my email. i have...

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