Transcript Use E-mail Effectively

Dealing with
Email Overload
Adrian Petrisor
Email: [email protected]
Outline
 Email usage
 Inbox & other folders
 Compose better messages
Email is a superior vehicle of
communication when:
 No immediate response is required
 Intend to give multiple people the same
information
 Have to keep a record/reminder of information
Face-to-face / phone call
When:
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The message is urgent
The message is very important
There is a sensitive issue involved
There may be a need for clarification
Escape the addiction to Email
 Set schedule
 three - four times/day
 when you take breaks
 Turn off reminders
 Minimize email client
The Misused Inbox
To-do list
 Calendar
 Address book
 Filing recipient
 Bookmarks and shortcuts
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Empty Inbox
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Daily
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Use Calendar / Tasks (To-Do Lists)
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Empty Spam & Trash folders
Small number of folders
For majority of people:
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@ACTION (two minute rule)
@WAITING FOR
@REFERENCE (two months)
@PROJECTS
PAST PROJECTS (optional)
ARCHIVE_REFERENCE (optional)
ARCHIVE_SENT (optional)
Folders – cont.
If needed, separate folders for:
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Current projects
Committees
Team, boss, peers
Subject lines
 Discipline – Precise description for 'Subject'
 Start ‘Subject’ with acronyms:
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AR – action required
MSR – monthly status report
DNR – do not respond
EOM – end of message
Keep messages short
 Max. 3-4 paragraphs
 Attachments:
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Indicate where significant sections are
(e.g., “Refer to page 2 & page 10”)
Guidelines:
1. Check your email three-four times/day
2. Use a small number of folders
3. Empty your inbox daily
4. Keep messages short
5. Use attachments and subject lines smartly