working outside the inbox- 2012
Post on 18-Oct-2014
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Working Outside the Inbox is a concept taken from Luis Suarez' experiments working in IBM without using email. This presentation is based on the WOTI blog series published on the "Notes from Rational Support Blog" at: https://www.ibm.com/developerworks/mydeveloperworks/blogs/nfrsblog/tags/woti In this series we investigate some of the key items to use in your own attempts to reduce the overwhelming amount of emails in your inbox, and drive towards a more open, transparent, and collaborative culture in the workplace.TRANSCRIPT
Working Outside the InboxWorking Outside the Inbox
Authors: Jason O'Donnell, [email protected] Kelly Smith, [email protected]
August, 2012
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Working Outside the Inbox- Table of Contents
The Adventure Begins! Step 1: Stop Replying to Email Step 2: Group Conversations and Identify Use Cases Step 3: Move conversations to the right home! Step 4: Record Progress, Set an Example and Act as a Change Agent!
One change at a time: Let's Talk About Attachments
Speed Bumps ahead!
Those pesky status updates
Put your Inbox in the upstairs bathroom
Returning from vacation
A WOTI blog post Recap
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The Adventure begins:
We began our journey, with the “Luis Suarez Magical 3 Step Pattern”… and added some of our own:
Stop replying to email We added: Identify conversations Record your progress Move conversations Set an example Act as a change agent
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Step 1: Stop replying to email
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The more you reply, the more email you will receive. So, stop. Think. Is there a smarter, more efficient, more collaborative, open and transparent way to work?
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Step 2: Group conversations and identify use cases
Things That Belong in My InboxThings That Belong in My InboxPersonal, sensitive, confidential, Personal, sensitive, confidential, or 1-1 conversations. or 1-1 conversations.Calendar invites or Calendar invites or scheduling notices. scheduling notices.Auto-notifications.Auto-notifications.
Things That Don't Things That Don't Everything else. Everything else.
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Step 3: Move conversations to the right home
Don’t use email when you can use…A content repositoryWiki pages. Discussion forums. A community blog. Instant messaging. The phone.
Stop and think. Just because a conversation starts in email doesn't mean it belongs there.
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Step 4: Record progress, set an example, and act as a change agent
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Tabulate total emails, categorize into good and bad, track how many you send out.
Identify patterns and trends to help adjust your tactics.
Share your data so others can see the trends and successes!
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One change at a time: Let's talk about attachments
Email is NOT a file repository. Email is NOT a file repository. Use links pointing to where Use links pointing to where you've hosted the file.you've hosted the file.
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Speed-bumps ahead
We knew this wasn't going to be easy. And we knew it wasn't going to be quick.
Repeat after me:
Change is hard.
Each speed bump is just another opportunity to model a better, SMARTER way of working.
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Those pesky status updates
What IS the better way? Instant messaging status Connections profile status Intranet wiki page Shared Team Calendars Internal microblogging
The key to success is agreement and definition of expectations
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Put your inbox in the upstairs bathroom Blogger Jesse Stormier changed his habits of email use by physically moving his email away from his work space.
The intent is to improve our collaborative efforts by making email more of a chore.
So… Turn off push notifications Close your email client Schedule specific and focused time for email
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Returning from vacation
To reap the benefits on returning, you will need to start implementing changes before you leave:
Set your Out of Office notice to direct people to the right locations
Set expectations early
When you return address only the critical “good” emails first, triage the rest.
Use the time away as a good split from email to shift how others interact with you.
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Blog links to our Working outside the Inbox series on Notes from Rational Support:
https://www.ibm.com/developerworks/mydeveloperworks/blogs/nfrsblog/tags/woti
Working Outside the Inbox: The Adventure Begins!
Working Outside the Inbox, Step 1: Stop Replying to Email
Working Outside the Inbox, Step 2: Group Conversations and Identify Use Cases
Working Outside the Inbox, Step 3: Move conversations to the right home!
Working Outside the Inbox, Step 4: Record Progress, Set an Example and Act as a Change Agent!
Working Outside the Inbox: Let's Talk About Attachments
Working Outside the Inbox: Speed Bumps ahead!
Working Outside the Inbox: Those pesky status updates
Working Outside the Inbox: Put your Inbox in the upstairs bathroom
Working Outside the Inbox: Returning from vacation
Working Outside the Inbox: Think Friday- A WOTI Recap
Working Outside the Inbox- A WOTI Recap
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Now go, Now go, and start working and start working outside the inbox!outside the inbox!
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