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This is a presentation for the NACE Experience conference. It talks about how to do email better. How to master your inbox and get your life back.
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Inbox 2.0: Increasing Your Personal Productivity with Email in a
Web 2.0 World.
August 2008
Chris BonneySpeaker/Writer/Trainer
VP of client services at Vanguard [email protected]
www.chrisbonney.com [email protected]
What We Want
• Be more productive
• Less stressed
• Fewer distractions
• Better organization
• More free time
How Can We Get It?
• An empty inbox?
• Fewer irrelevant emails coming in?
• Better written emails?
• Less SPAM?
• Fewer reply to alls?
Over 100 Billion a Day
Over 160 Email Sent/Received Each Day
1.6 Billion Users by 2011- The Radicati Group
$308 billion dollars is wasted each year managing
irrelevant e-mail- Cohesive Knowledge
Over 20% of Our Time is Spent on Email
- Information Worker Productivity Institute Research
People typically check email over 30 times an hour
- Glasgow University and Paisley University in Scotland
95% of all email is SPAM- Barracuda Networks
70% of people say they are overwhelmed by information
- Workplace Productivity Survey
Two in five workers say they are headed for a data
“breaking point” - Workplace Productivity Survey
Don’t Forget These
• BacN
• Colleague SPAM
• Email apnea
• Email bankruptcy
• Email-free Friday
• Email tattoo
• E-Quakewww.chrisbonney.com
Here’s Why It’s Happening
• Ease of use
• Sheer volume
• Culture of business
• Lack of appropriate technology
• Ad hoc approach
Intention
- Be honest with yourself
- CYA?
- Show you’re working late?
- Buying yourself time?
- Just a great excuse?
What’s Your Intention?
www.chrisbonney.com [email protected]
NRN – No response necessaryAR – Action requiredURG - UrgentEOM – End of messageRR – Review requested
www.chrisbonney.com [email protected]
A stands for action B stands for background. C stands for close.
ABC
www.chrisbonney.com [email protected]
RAISE Rule
R- Relevant
A – Actionable
I – Informative
S – Succinct
E – Expectations understood
Electronic Legacy
• What does your email say about you?
• Companies monitor email
• It’s out there somewhere forever
• In the CEO’s inbox
The After• Is an empty inbox right for you?• Take a big step back• What your inbox has become• Number of email accounts• Email’s Natural Law• Email As A Media• Email ritual• 3-Minute rule• One touch rule
Empty Inbox Right For You?
• 64 seconds
• Calendar
• Document repository
• Address book
• Archive
Your Inbox
What Your Inbox Has Become
• To-do list
• Calendar
• Document repository
• Address book
• Archive
Email’s Natural Law
• Send fewer, get fewer– Discriminate– Master timing– Address book
Email’s Natural Law
Email Ritual
• Truth about multi-tasking
• 4 times a day
• Don’t cheat
• 2-minute rule
• Touch it once
About BlackBerrys
• Not CrackBerry…HackBerry
• Excuse for curt responses
• Apologies for typos – where else is this accepted? Why has urgency trumped quality?
• Perpetuates 24/7 culture
• Creates unsustainable expectations
Outlook Tips and Tricks
• Set up a rule for CC emails
• Drag an email right into your task bar
• Right click on message to set insta-rule.
• Tell people how you like to “do” email
• Ask people how they like to “do” email
7 Key Takeaways
• 3 accounts
• Discipline of necessity, focus
• Provocative subject lines
• Format
• Check 4 times a day
• 2-minute rule
• Touch it oncewww.chrisbonney.com
Contact• Materials: www.chrisbonney.com/nace
• Email: [email protected]
• Web: www.chrisbonney.com
• Blog: http://chrisbonney.typepad.com
• Book: www.blackberrybook.com
• Twitter: @chrisbonney
• YouTube: www.youtube.com/cbbonney
Books And BlogsBOOKS• Hamster Revolution - by Mike Song, Vicki Halsey, Tim Burress• Send: The Essential Guide to Email for Office and Home – David
Shipley and Will Schwalbe• Managing Your E-mail- Christina Cavanagh • Bit Literacy – Mark Hurst• Total Workday Control – Michael Linenberger
BLOGS/SITES• Tim Sanders – www.emailatoz.com• Randall Dean – www.randalldean.com• 43 Folders – www.43folders.com
Photo Credits• Stressed – Christian Heilmann - http://www.flickr.com/people/codepo8/
• State of Email – Jim Epler - http://www.flickr.com/people/epler/
• Intention – Derrick Tyson - http://www.flickr.com/people/derricksphotos/
• So now what - CarbonNYC - http://www.flickr.com/people/carbonnyc/
• Before and After – Tracy Collins - http://flickr.com/people/tracy_collins/
• Remote – iwantanimac - http://www.flickr.com/people/iwantanimac/
• Typewriter – bluelineswinger - http://www.flickr.com/people/deletia/
• Terminator 3 – www.thecia.com
• Smile – Jason Rogers - http://www.flickr.com/people/restlessglobetrotter/
• Laundry – Emily - http://www.flickr.com/people/ebarney/
• Natural law – Steve Jurvetson - http://www.flickr.com/people/jurvetson/
