20110512-3 arma boston managing less email
DESCRIPTION
This presentation at the 2011 ARMA Boston Spring Seminar described approaches for reducing the amount of email sent and received.TRANSCRIPT
![Page 1: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/1.jpg)
ARMA Boston Spring Seminar 2011Jesse Wilkins, CRM
Managing Your Email Better – By Managing Less of It!
![Page 2: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/2.jpg)
22
Email in review Reducing email usage Using email more effectively
Session Agenda
![Page 3: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/3.jpg)
Email in review
![Page 4: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/4.jpg)
44
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!
![Page 5: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/5.jpg)
55
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!
![Page 6: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/6.jpg)
66
Email as filing cabinet Email as collaborative tool Email as distribution mechanism
Is email the right place to work?
![Page 7: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/7.jpg)
77
All email is important All email requires an immediate response
All email should be kept indefinitely These assumptionsare often untrue
Common inbox assumptions
![Page 8: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/8.jpg)
88
Email management is part of time mgmt
Email should not be used for everything
General principles
![Page 9: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/9.jpg)
99
Email is not a records series Email should be kept as long as needed – and then gotten rid of
General principles
![Page 10: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/10.jpg)
Reducing email usage
![Page 11: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/11.jpg)
1111
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
![Page 12: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/12.jpg)
1212
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
![Page 13: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/13.jpg)
1313
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
![Page 14: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/14.jpg)
1414Source: Engy, http://www.itsngenius.net
Colleague spam
![Page 15: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/15.jpg)
1515
Do you really have to reply? Don’t send “me too” messages Use other tools for collaboration◦More later
Reducing sent emails
![Page 16: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/16.jpg)
How to use email more effectively
![Page 17: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/17.jpg)
1717
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:
![Page 18: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/18.jpg)
1818
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
![Page 19: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/19.jpg)
1919
Use a subject line Use correct subject line for topic being discussed
Use subject lines that are informative
Effective email usage – subject line
![Page 20: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/20.jpg)
2020
Identify whether response is required Consider using subject line as content
Don’t declare privilege
Effective email usage – subject line
![Page 21: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/21.jpg)
2121
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
![Page 22: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/22.jpg)
2222
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
![Page 23: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/23.jpg)
2323
Can the recipient receive attachments?
Send attachments only to users that truly need them
Send links instead of attachments
Effective email usage - attachments
![Page 24: 20110512-3 ARMA Boston Managing Less Email](https://reader036.vdocuments.us/reader036/viewer/2022062703/55515c07b4c9059f768b4b50/html5/thumbnails/24.jpg)
2424
Questions?