20110512-3 ARMA Boston Managing Less Email
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This presentation at the 2011 ARMA Boston Spring Seminar described approaches for reducing the amount of email sent and received.
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20110512-3 ARMA Boston Managing Less Email
- 1. ARMA Boston Spring Seminar 2011 Jesse Wilkins, CRM Managing Your Email Better – By Managing Less of It!
- 2. Email in review Reducing email usage Using email more effectively Session Agenda
- 4. Everyone has email client and capabilities Everyone knows how to create messages Everyone can forward messages To anyone or everyone Email is easy to use!
- 5. It’s asynchronous It’s convenient It’s less formal It’s ubiquitous and platform-neutral There’s a written record of communication Email is easy to keep!
- 6. Email as filing cabinet Email as collaborative tool Email as distribution mechanism Is email the right place to work?
- 7. All email is important All email requires an immediate response All email should be kept indefinitely These assumptions are often untrue Common inbox assumptions
- 8. Email management is part of time mgmt Email should not be used for everything General principles
- 9. Email is not a records series Email should be kept as long as needed – and then gotten rid of General principles
- 11. Set up rules for “important” vs. routine messages Consider turning off alerts Make rules about which messages have alerts Define specific times to check email Inbox management model
- 12. Try to touch each message only once Respond to it immediately Respond to it later Declare it as a record Archive it for reference Delete it Inbox management cont’d
- 13. Lots of email traffic is stuff we ask for! “Bacn” Vendor announcements Chapter updates The Records Management listserv Image source: http://www.speakeasy.org/~sjmaks/bacon/ Reducing received emails
- 14. Source: Engy, http://www.itsngenius.net Colleague spam
- 15. Do you really have to reply? Don’t send “me too” messages Use other tools for collaboration More later Reducing sent emails
- 16. How to use email more effectively
- 17. Can be useful, but often overused Perceived to provide accountability Better practice: use them only when really needed Especially BCC: as these are harder to track CC: and BCC:
- 18. Verify addressee(s) When replying, reply only to those who need a response Remove those who don’t Watch responses to groups, lists Reply-to vs. reply-all Effective email usage – addressees
- 19. Use a subject line Use correct subject line for topic being discussed Use subject lines that are informative Effective email usage – subject line
- 20. Identify whether response is required Consider using subject line as content Don’t declare privilege Effective email usage – subject line
- 21. Use professional tone in messages Don’t write essays where notes will do Determine what to do about the previous message Keep, discard, or excerpt Effective email usage - body
- 22. Consider the file size of the attachment to be sent Consider the file type to be sent Security filtering Multimedia formats Effective email usage - attachments
- 23. Can the recipient receive attachments? Send attachments only to users that truly need them Send links instead of attachments Effective email usage - attachments
- 24. Questions?
Notes de l'éditeur
- Each part of each organization needs to know what it should save. This will be different for accounting vs. sales vs. engineering vs. management vs. etc. etc. etc.
- Some is internal, but unnecessary “Colleague spam”Ask others not to send it if you don’t need it – that means training your subordinates, your peers, and maybe your boss. It also means delegating rather than being Cced on every little thing.
- At this point I’d be pleased to entertain your questions.