20080212 ARMA Chattanooga email by shuifanglj

VIEWS: 7 PAGES: 33

									    Managing Your Email –
    By Managing Less of It!

    Jesse Wilkins
    ARMA Chattanooga Chapter
    February 12, 2008

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                                  Agenda

• Defining the issue
• Reducing email usage pt 1: the techniques
• Reducing email usage pt 2: the tools




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                  Email – defining the issue

• First email was sent in 1971
• Today more email is sent every day than the
  USPS delivers in a year
  – 11 billion emails sent per day in the US alone
  – More than 57 billion per day sent world-wide
  – 133 messages sent/received per corporate user
• 60% or more of business-critical information is
  stored within messaging systems
                Email – the 50,000 ft. view

• Why are we sending so much email?
  – It’s easy
  – It’s nearly instantaneous
  – It’s less formal
  – It’s asynchronous
  – It’s convenient
      Email management through quotas

• Used to limit the storage space in each
  user’s mailbox
    – Example: Users limited to 125 MB total
      storage
• Or used to delete email automatically after
  certain period of time
    – Example: All messages in the inbox deleted
      after 90 days

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                          Mailbox quota issues

• Users often try to circumvent quotas
    –   Save messages to .PST, .NSF files
    –   Move messages out of mailbox
    –   Forward messages to personal accounts
    –   Delete messages by size rather than
        importance
• All users may not be subject to quotas


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    Other email management approaches

• Do nothing
• Let users do what
  they want
• Keep everything
  forever




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    Reducing email usage pt 1:
    THE TECHNIQUES

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             Common inbox assumptions

• All email is important
• All email requires an
  immediate response
• All email should be
  kept indefinitely
• These assumptions
  are frequently not true

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                       General principles

• Email management is
  part of time management
• Email should not be used
  for everything
• Email should be kept as
  long as needed – and
  then gotten rid of


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                Inbox management model

• Set up rules for
  “important” vs. routine
  messages
• Turn off incoming
  message alerts
• Set specific times to
  check email


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                   Inbox management cont’d

• 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


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                  Reducing received emails

• Lots of email traffic is
  stuff we ask for!
• Some is internal, but
  unnecessary
     – “Colleague spam”
• Ask others not to send
  it if you don’t need it


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                    Reducing sent emails

• Do you really have to
  reply?
• Don’t send “Me too”
  messages
• Use other tools for
  collaboration
• About staying “off
  the record”
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                                  Cc: and Bcc:

• 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

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       Effective email usage – addressees

• 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




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     Effective email usage – subject line

• Use a subject line
• Use correct subject line for topic being
  discussed
• Use subject lines that are informative




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     Effective email usage – subject line

• Identify whether response is required
• Consider using subject line as content
• Don’t declare privilege




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           Effective email usage - body

• Use professional
  tone in messages
• Threading: Message
  vs. response
• Don’t write essays
  where notes will do



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       Effective email usage - attachments

• Consider the file
  size of the
  attachment to be
  sent
• Consider the file
  type to be sent
     – Security filtering
     – Multimedia formats

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     Effective email usage - attachments

• Can the recipient
  receive
  attachments?
• Send attachments
  only to users that
  truly need them
• Send links instead
  of attachments
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     Reducing email usage pt 2:
     THE TOOLS

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                       Alternatives to email

• Email isn’t the best tool to collaborate
• Other more effective tools available
     – Blogs
     – RSS feeds
     – Wikis
• Using these tools can reduce email usage
  and increase productivity


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                             What is a blog?

•    Simple web publishing platform
•    Started as online diaries
•    Users create posts
•    Posts listed newest at the top
•    Often used as lightweight
     content mgmt system


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                                  Blogs vs. email

• Use blogs instead of email to send one-
  way communications
     – Project updates
     – Meeting announcements
     – Availability of new resources




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                   What is an RSS feed?

• Specially formatted XML
  file
• Used to send information
  from a website
• Users subscribe to the
  RSS feed with a reader
• Changes are pushed out
  to the user automatically
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                   RSS feeds and email

• Blogs and wikis support RSS
• Instead of sending email blasts, post
  updates to a blog
• Updates show up in the reader
• No updates, no need to send
• Users can get updates when convenient


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                               What is a wiki?

• Collaborative website
     – Wikipedia: 2,100,000+
       articles
• Users create and edit
  articles
• Changes tracked
  automatically


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                              Wikis vs. email

•    Create an article for the document
•    Give users access to document
•    Users make changes directly
•    Users leave questions, comments
•    Editor oversees, does cleanup
•    Document published at the end
     of the process

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                                  Summary

• Everyone is swamped with
  email
• There are things we can do to
  reduce the amount of email we
  send and receive
• Less email means less to
  manage
• More effective use of email
  helps, too
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                     For more information


Jesse Wilkins, CDIA+, LIT, ermm, ecmm
Principal Consultant
Access Sciences Corporation
jwilkins@accesssciences.com
(303) 574-1455 direct


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