The WWW of Mastering Email Overload webinar

The www of
Mastering
E-mail Overload
Halve the time,
double your results and
triple your productivity
when using e-mail
Steuart Snooks
E-mail Strategist &
Productivity Expert
www.emailtiger.com.au

Today’s agenda
 The impact of e-mail ‘overload’
 3 strategic ‘Best Practice’ strategies
 W hen
 W hat
 W here
 9 specific actions &
27 practical tips
Solutions for Success 2014 www.emailtiger.com.au

Pace of Information
Overload

The 7 Critical Impacts of Email &
Information Overload?
1: Interruptions
2: Loss of focus
3: Multi-tasking
4: Poor decision-making
5: Lack of ‘think’ time
6: Organisational dysfunction
7: Mental health & well-being
8: Quality of life

www.emailtiger.com.au/special-report

Mastery
Smart
Effective
Survival
Overloaded / Overwhelmed
The Solution
Volume of email and time taken to process it

The www of
Mastering
Email
Overload
When
What
Where

1.When
Control when you
do and when you
do NOT look at
your email
The Three Strategies . . .

1.When
• Schedule times to check
e-mail (rather than
react as they arrive)
Nathan Zeldes
Timothy Ferriss
The #1
solution to
information
overload

Schedule times to
check email
When
What
Where
The www of
Mastering
Email
Overload

Eliminate E-mail ‘as an interruption’

Multi-tasking
As a result of constant
interruptions, do you find
that you start to multi-task?
Do you often have 2 or 3
files open on your desk?
Does your computer often
have 4 or 5 windows (or
more) open at once?

‘Single tasking’ email
versus
‘multi-tasking’

Best times to check email?
Email
Tasks
http://pomodorotechnique.com

Email
TasksTasks
Email
Twice per hour
16+ times per day!

Email
TasksTasks
Email
Email
Tasks
Email
Tasks
Tasks
Email
Don’t start with email - get some work done first and
then ‘reward’ yourself for your accomplishment(s)

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 and alertness should be directed to
higher priorities
7: Controls unmanaged and unspoken expectations

Email
Tasks
Once per hour
8+ times per day!

Shift your working paradigm

Make Calendar your default setting

Make Calendar your default setting
Open mailbox in a
separate window

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 mins each
time) allows you to turn all e-mail around in a 24 hour period.
Early in the day, as ‘second thing’ (after
checking your calendar!1
2
3
4
About 30-45 minutes before your lunch
break (NOT mid-morning)
Any time that suits you during the afternoon
About 30-45 minutes before you finish
for the day

1.When
e-mail (rather than be
interrupted)
• Turn off e-mail alerts

Schedule times to
check email
Turn off all
email alerts
When
What
Where
The www of
Mastering
Email
Overload

Turn off ALL e-mail alerts

1.When
e-mail (rather than be
interrupted)
• Turn off e-mail alerts
• Manage expectations

Schedule times to
check email
Turn off all
email alerts
Manage
expectations
When
What
Where
The www of
Mastering
Email
Overload

TimeValue
Quality
QuickCheap
Good
As a receiver
The Customer Service Interaction

My New Personal E-mail Policy
In 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!
Managing Expectations

Manage Expectations

2.What
What to do with each email

2.What
• Handle each email
ONLY ONCE – use the
proven 4D method

Schedule times to
check email
Turn off all
email alerts
Manage
expectations
Use the 4D
methodology
When
What
Where
The www of
Mastering
Email
Overload

1. DITCH / DELETE
2. DEAL (2 mins)
3. DELEGATE
4. DECIDE
• WHERE - File (Move to a Folder / File along with)
• WHEN - Convert to a Task or Calendar item
• WAIT - Add to a Watch List (pending reply)
Use the 4D methodology

4D methodology exercise
4004
emails
processed in
25 minutes
by 11 people
using the
4D method

4D methodology exercise
1105
emails
processed in
20 minutes
by 8 people
using the
4D method

2.What
proven 4D method
• Use rules to automate
processes

Schedule times to
check email
Turn off all
email alerts
Manage
expectations
Automate with
rules
Use the 4D
methodology
When
What
Where
The www of
Mastering
Email
Overload

Use rules to automate processes
the
‘cc rule’

• All staff
• Newsletters/ezines
• Personal
• Google ‘alerts’
• _______?
Use rules to automate processes

2.What
proven 4D method
• Use rules to automate
processes
• Clarify expectations &
parameters with others

Clarify expectations
& parameters
Schedule times to
check email
Turn off all
email alerts
Manage
expectations
Automate with
rules
Use the 4D
methodology
When
What
Where
The www of
Mastering
Email
Overload

Clarify expectations and parameters

3. Where
Where to quickly file each email

3. Where
• Reduce mailbox size

Schedule times to
check email
Turn off all
email alerts
Manage
expectations
Reduce your
mailbox size
& parameters
Automate with
rules
Use the 4D
methodology
When
What
Where
The www of
Mastering
Email
Overload

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

Reduce mailbox size
IN
FOLDE
R
SIZE

3. Where
• Use links instead of
attachments

Schedule times to
check email
Turn off all
email alerts
Manage
expectations
Document links
not attachments
Reduce your
mailbox size
& parameters
Automate with
rules
Use the 4D
methodology
When
What
Where
The www of
Mastering
Email
Overload

Use document links instead of
attachments
What are some of the
disadvantages of
sending attachments?
What are some of the
advantages of using
document links?

3. Where
• Use links instead of
attachments
• Simplify your email
folder structure

Schedule times to
check email
Turn off all
email alerts
Manage
expectations
Document links
not attachments
Reduce your
mailbox size
Simplify email
folder structure
& parameters
Automate with
rules
Use the 4D
methodology
When
What
Where
The www of
Mastering
Email
Overload

Simplify Email Folder Structure
Outlook 2007 Outlook 2010
1: Separate
‘finished’
from
‘unfinished’
work
2: Create
4 or 5
‘primary’
folders
Filing cabinet

This webinar includes:
 PDF copy of today’s slideshow
and webinar recording
 Article:
 Special Report on The 7 Critical
Impacts of Email & Information
Overload and mp3 recording of interview
 Series of 9 ‘how to’ Email tips
 Special offer for Email Mastery webinar series

7 Ways to Write More
Effective Email
Help! Where Should I Keep
All This Email (and find it
again quickly later)?
Constant Email
Interruptions & Multi-
tasking – is there a
better way?
Introduction to
Email Overload and
What You Can Do
About it
An Empty In-box: Is it
possible (or even
desirable)?
Why you should NOT
check email first thing
in the morning!
Email Mastery
Webinar Series

Each webinar includes;
•a handout to help you capture ideas and
notes for each topic
•access to recording and slideshow of the
webinar
•series of follow up email tips to remind &
reinforce key learnings
•1:1 on-line coaching available upon request
Email Mastery
Webinar Series

1
2
3
4
5
6
Staff Survey (on-line)
Awareness presentations
The WWW of Mastering Email Overload (45-90 mins)
Training workshops
Taming the Email Tiger – (half day plus ‘hands-on’ application)
7 Ways to Write More Effective Email (90 mins)
The Science of Email Influence (90 mins)
Follow up and Support
 Series of email tips, articles, resources, checklists, audio CDs etc
Online learning
The Email Mastery webinar series
1:1 Email Coaching
Where to from here?

Stay in touch and up-to-date
www.emailtiger.com.au
Steuart G. Snooks
Email Strategist &
Productivity Expert
Conference presentations
E-mail audits/surveys
Consulting & advice
Keynote speaking
Research papers
Workshops
Blog posts
Audio CDs
Webinars
Seminars
Coaching
E-books
Articles
Ideas
Tips

The WWW of Mastering Email Overload webinar

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