This document provides best practices for business email use. It recommends being clear, concise, and including a specific subject line and call to action. The body should cut to the chase by putting important information at the top. Respond to emails in a timely manner by scheduling inbox checks 3 times a day and using the "2-minute rule" to quickly respond. Process your inbox using the "3 Rs" of read, respond, remove and create follow-up tasks. Finally, only cc others when necessary and avoid emotional responses.
2. 110 msgs
The average person
receives per day.
*The Radicati Group - 2010 “Email Statistics Report”
3. Quick story...
In the days I ran a non-profit, I remember my
non-profit community reacting angrily to an email, causing
a day’s worth of email volleys. Back and forth.
In the end, it was discovered the whole deal
was taken out of context, something a quick
phone call could have easily prevented.
The moral here...
4. “Email is a good and
bad thing.”
So be responsible.
34. Also...
*** The 24-hour Rule ***
Wait a day before replying to
messages that anger you.
Avoid emotional responses.
35. Final Story...
I once worked for an employer who made a point of
dressing down his charges via email, and did it
while bcc-ing half the company.
It created a horrible culture of mistrust.
You never knew if your next note from him was
Being broadcast to the entire company.
The moral here...
Pleased to be asked because
Topic I’m passionate about
Underrated communication
1st thing we learn…
In 2010 a group did a study
Transactions
@ 30 seconds -> 1 hour
Important to learn habits
Cappy story
Non-profit sector
Heated debate
Better part of our day
Group collectively wasted 10 hours
clear
Misuse – damage to your time by unclear messages
Requires discipline
More than 60%
Corp training - Policies = good; habits = better
forming positive email habits
Define “what I mean by this is…”
Your time
Others time - Matter of etiquette
Save yourself time creating off-target or unclear email
Saving others time
2 “U”s : Useful and ultra specific
Subject: Define your purpose
This is all about saving time
First sentence
Lead with your reason for emailing
Bullet makes your message scanable
Call to action – expectations
Tell people How to respond
Thought it was important enough to get its own slide.
Somewhat controversial
If I’m doing my job
Keep more email from becoming necessary.
All tips to reduce the aggregate amount of email
Keep it from becoming the next snail mail
Pick up the phone
Never check email in the morning???
Avoid compulsive checking
Emergencies… really?
Sticky notes
Have inbox processed before leave work
Please
Distraction
Start-stop-start destructive
Please
Distraction
Start-stop-start destructive
Have a Strategy
About creating a daily routine
Use your preview pane
Key: Make decisions
If you can’t 2 min, then task
Get to know Outlook features
Don’t move to folder
Rewrite task name to actionable
Set due dates
Clean your inbox
Limit your boxes
Use rules
Careful not to hide your email
Don’t hide messages
Unprocessed means you haven’t made a decision
Don’t let your routines become a time suck
It just creates unnecessary email
irresponsible
Mel story
Culture of mistrust
Moral: be responsible
Closing like a public service announcement
Our responsibility to not create waste
Key takeaways
Subject lines and inverted pyramid
Make a time-saving routine
Process your email using the 3 R’s: read, respond, remove