Short webcast on managing email

1. Are you a slave to your inbox? Phil Hardcastle Steve Saffhill Taming your e-mail October 4, 2011| slide 1

2. Make It Stop! Crushed by Too Many E-Mails That’s a headline from one web article – which seems to sum up the problem for most people. Too many emails, not enough time to deal with them! October 4, 2011| slide 2

3. Do unto othersThe etiquette of email Keep it short and to the point Use the subject line to briefly describe the email Don’t reply unless you have something to say Don’t cc everyone with the reply Don’t make everything of High Importance Talk to someone...... October 4, 2011| slide 3

4. Do unto others...2 Encourage the use of commonly understood prefixes on the 'Subject' line such as keywords which can be set up on the Master Category List in Microsoft Outlook. This should help users to decide whether to delete the email, open immediately or file it and open later, for example: SOCIAL: night out next Wednesday FOR INFO: rail strike latest news FOR ALL MANAGERS: new appraiser course !URGENT!: Fire drill at 12.00 October 4, 2011| slide 4

5. Get organised Process emails at set times in batches Start and end of day? Reply when reading – don’t wait If you really do need to wait – mark it for follow up or put it in a folder Keep it short and sweet rather than short and abrupt Read it again before sending October 4, 2011| slide 5

6. Use the tools Filter Sort Folders Rules Set up a signature Add-ons - Xobni October 4, 2011| slide 6

7. What to do? Prioritise Info – read, then file/leave or delete Action – do it asap, don’t file it to do later Junk/Ignore – a lot of it can be ignored October 4, 2011| slide 7

8. Over to you What works for you? October 4, 2011| slide 8