Email Mastery: Webinar #1 - Introduction to Managing Email Overload and what you can do about it [slideshow]

Email Mastery
Webinar Series

Webinar #1:
Introduction to Email Overload
( and what you can do about it)

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

Webinar overview
Learning to master email and handle it effectively
is crucial to workplace productivity and
effectiveness.

This introductory webinar will look at;

• the 7 critical impacts of e-mail and information overload

• what is costing you and your organisation

• 3 strategic steps to quickly eliminate e-mail overload

• 9 specific actions you can take to get control and reduce frustration

• an overview of the E-mail Mastery webinar series

Solutions for Success 2013 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


The 7 Critical Impacts of Email &
Information Overload?

Find out more about the impacts of Email and Information overload
by downloading the Special Report from the website at ;

www.emailtiger.com.au


Question

How does your
organisation measure
how effectively your
people currently use their
e-mail?
Type your answer in chat box

What is it costing your
organisation?

“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


E-mail Productivity Audit Results
Benchmark Your
Question
Average organisation?

How many e-mails do you receive on average each day? 36
How many e-mails do you send (new messages and replies) on average each day 25
What ratio or percentage of e-mail do you receive internally (i.e. from colleagues)
compared to e-mail from external sources?
67%

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)’?
25%

What percentage of the e-mails you receive are immediately clear to you on the
meaning of their message?
72%

What percentage of e-mails you receive have a message which would be better
handled by face-to-face contact or a phone call?
29%

How many e-mails are left in your In-box right now? 985
How much time do you spend processing e-mail each day? 2.35 hrs
How much is this time worth on an annual basis (per person)? $26,058

How often during the day do you check your Inbox?
1. Most of the time 4. At several planned times 2.37
2. Whenever they arrive 5. At 1 or 2 planned times
3. Randomly throughout day 6. Infrequently


Productivity Impact

Current cost to ‘do e-mail’ is
$26,058 per person per year!

Equates to $2.6 million for every 100 users!

10% saving = $ 2,605 per person (=$260k/100 users)

25% saving = $ 6,514 per person (=$651k/100 users)

40% saving = $10,423 per person (=$1million/100 users)


What can we
do about it?


Email
The Solution Mastery

Mastery

Smart

Effective

Survival

Overloaded / Overwhelmed

Email Strategist
3 Keys to
Eliminate E-mail
Overload
Steuart Snooks

See our website for more ideas on mastering
email at www.emailtiger.com.au © Solutions for Success 2012

The Three Steps . . .

1. Decrease frequency
• Schedule times to check
e-mail (rather than be
interrupted)

• Turn off e-mail alerts

• Manage expectations


Question

How often during
the day do you
check email?

Eliminate E-mail ‘as an interruption’


Single task e-mail rather than ‘multi-task’


Best times to check e-mail?

1: _____________________

2: _____________________

3: _____________________

4: _____________________


Turn off ALL e-mail alerts


The Customer Service Interaction

Quality

Value Time

Manage Expectations



2. Reduce volume

• Choose to be
‘selectively ignorant’

• Use rules to automate
processes

• Clarify expectations &
parameters with others


“What information consumes is rather
obvious: it consumes the attention of
its recipients.

Hence, a wealth of information
creates a poverty of attention and a
need to allocate that attention
efficiently among the overabundance
of information sources that might
consume it.”

Herbert Simon, Recipient of Nobel Memorial Prize in Economics
and the A.M. Turing Award, the “Nobel Prize of Computer Science”


“There are many things of
which a wise man might
choose to be ignorant.”

Ralph Waldo Emerson


Use rules to automate processes


Use rules to automate processes

• All staff

• Newsletters/ezines

• Personal

• _______

• _______


Clarify expectations and parameters

No question Establish Use if/then
No reply thresholds instructions

• Send a one-off • Allows for • Prevents follow up
notification independent questions
decision-making
• Add as PS to • Speeds up decision-
signature • Reduces back ‘n making
forth emails
• Reduces • Reduce back n’
unnecessary email forth emails


2. Reduce volume
3. Increase speed

• Handle each email
ONLY ONCE

• File e-mail quickly

• Communicate with
CLARITY


Question

How many times
do you handle or
touch an email
before it is moved
from the inbox?

Use the 4D methodology
(to handle each message only once)

1. DITCH / DELETE

2. DEAL

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)


File Email Quickly

Outlook 2007 Outlook 2010

1: Separate
‘finished’ work
from
‘unfinished’ work

2: Create 4 or 5
‘primary’ folders


Media richness framework
Based on a theory by Daft & Lengel

Potential for misunderstanding
Speed of communication

Digital

Asynchronous Auditory

Synchronous Visual

Greater context or richness


Email Strategist
3 Keys to
Eliminate E-mail
Overload
Steuart Snooks

1: Decrease 3: Increase
frequency speed

2: Reduce
volume
Schedule times to check email Handle each email only
(rather than react as they arrive) once

Choose to be ‘selectively
ignorant’
Turn off all email alerts Use the proven 4D
methodology

Use rules to automate
processes
Use subject lines to clarify
Manage expectations
desired outcomes

Clarify expectations and
parameters with others
See our website for more ideas on mastering
email at www.emailtiger.com.au © Solutions for Success 2012

Email
Mastery
Next Webinar
This is a controversial subject and certainly
goes against the currently accepted culture
of checking E-mail 'first thing' that prevails
in most organisations!
Why you should
NOT check email But getting control of the way you start
first thing in the your day is critical if you want to be truly
morning! productive. This session will look at;
• why e-mail is NOT the best place to
start your day
• what are the alternatives to checking
e-mail first thing?
• how much difference will this really
make to your productivity
• when should you check e-mail (if not
first thing)?
This thought-provoking webinar will get
you thinking 'outside the square'


Email Mastery
Webinar Series

Introduction to Email Help! Where Should I Keep
Overload and What You All This Email (and find it
Can Do About it again quickly later)?

Why you should How to Write
NOT check email Effective Email
first thing in the Communications
morning!

Constant E-mail
How to Get What You
Interruptions &
Want From Every
multi-tasking – is
Email You Send
there a better way?

An Empty In-box:
Is it possible (or
even desirable)?


Webinar #1:

Introduction to
Email Overload
(and what you can do about it)

Steuart Snooks
E-mail Strategist &
Productivity Expert

Email Mastery
Webinar Series

Halve the time,
double your results and
triple your productivity Steuart Snooks
E-mail Strategist &
when using e-mail
Productivity Expert

Email Mastery: Webinar #1 - Introduction to Managing Email Overload and what you can do about it [slideshow]

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