inbox 2.0: increasing your personal productivity with email in a web 2.0 world

Inbox 2.0: Increasing Your Personal Productivity with Email in a

Web 2.0 World.

August 2008

Chris BonneySpeaker/Writer/Trainer

VP of client services at Vanguard Technologychris@chrisbonney.com

www.chrisbonney.com chris@chrisbonney.com

What We Want

• Be more productive

• Less stressed

• Fewer distractions

• Better organization

• More free time

www.chrisbonney.comchris@chrisbonney.com

How Can We Get It?

• An empty inbox?

• Fewer irrelevant emails coming in?

• Better written emails?

• Less SPAM?

• Fewer reply to alls?

TodayJim Epler

Over 100 Billion a Day

Over 160 Email Sent/Received Each Day

1.6 Billion Users by 2011- The Radicati Group

$308 billion dollars is wasted each year managing

irrelevant e-mail- Cohesive Knowledge

Over 20% of Our Time is Spent on Email

- Information Worker Productivity Institute Research

People typically check email over 30 times an hour

- Glasgow University and Paisley University in Scotland

95% of all email is SPAM- Barracuda Networks

70% of people say they are overwhelmed by information

- Workplace Productivity Survey

Two in five workers say they are headed for a data

“breaking point” - Workplace Productivity Survey

Don’t Forget These

• BacN

• Colleague SPAM

• Email apnea

• Email bankruptcy

• Email-free Friday

• Email tattoo

• E-Quakewww.chrisbonney.com

chris@chrisbonney.com

Here’s Why It’s Happening

• Ease of use

• Sheer volume

• Culture of business

• Lack of appropriate technology

• Ad hoc approach

The Before and After of Email

Intention

- Be honest with yourself

- CYA?

- Show you’re working late?

- Buying yourself time?

- Just a great excuse?

What’s Your Intention?

You: The Writer

One name only.

Intention?Addressed in email?Relevant?

BCC: Don’t use it.

Have onePersuasiveRelevantDon’t use old emailCodes

NRN – No response necessaryAR – Action requiredURG - UrgentEOM – End of messageRR – Review requested

A stands for action B stands for background. C stands for close.

RAISE Rule

R- Relevant

A – Actionable

I – Informative

S – Succinct

E – Expectations understood

Electronic Legacy

• What does your email say about you?

• Companies monitor email

• It’s out there somewhere forever

• In the CEO’s inbox

"Can I quit now? Can I come home?"

The After• Is an empty inbox right for you?• Take a big step back• What your inbox has become• Number of email accounts• Email’s Natural Law• Email As A Media• Email ritual• 3-Minute rule• One touch rule

Empty Inbox Right For You?

• 64 seconds

• Calendar

• Document repository

• Address book

• Archive

Your Inbox

Take A Big Step Back

Take A Step

What Your Inbox Has Become

• To-do list

• Calendar

• Document repository

• Address book

• Archive

Number Of Email Accounts

• Business

• Personal

• Inbound Only

Email’s Natural Law

• Send fewer, get fewer– Discriminate– Master timing– Address book

Email’s Natural Law

Email as a media

Is a click just a click?

Email Ritual

• Truth about multi-tasking

• 4 times a day

• Don’t cheat

• 2-minute rule

• Touch it once

www.xobni.com

ClearContext Slide

About BlackBerrys

• Not CrackBerry…HackBerry

• Excuse for curt responses

• Apologies for typos – where else is this accepted? Why has urgency trumped quality?

• Perpetuates 24/7 culture

• Creates unsustainable expectations

Outlook Tips and Tricks

• Set up a rule for CC emails

• Drag an email right into your task bar

• Right click on message to set insta-rule.

• Tell people how you like to “do” email

• Ask people how they like to “do” email

7 Key Takeaways

• 3 accounts

• Discipline of necessity, focus

• Provocative subject lines

• Format

• Check 4 times a day

• 2-minute rule

• Touch it oncewww.chrisbonney.com

chris@chrisbonney.com

Contact• Materials: www.chrisbonney.com/nace

• Email: chris@chrisbonney.com

• Web: www.chrisbonney.com

• Blog: http://chrisbonney.typepad.com

• Book: www.blackberrybook.com

• Twitter: @chrisbonney

• YouTube: www.youtube.com/cbbonney

Books And BlogsBOOKS• Hamster Revolution - by Mike Song, Vicki Halsey, Tim Burress• Send: The Essential Guide to Email for Office and Home – David

Shipley and Will Schwalbe• Managing Your E-mail- Christina Cavanagh • Bit Literacy – Mark Hurst• Total Workday Control – Michael Linenberger

BLOGS/SITES• Tim Sanders – www.emailatoz.com• Randall Dean – www.randalldean.com• 43 Folders – www.43folders.com

Photo Credits• Stressed – Christian Heilmann - http://www.flickr.com/people/codepo8/

• State of Email – Jim Epler - http://www.flickr.com/people/epler/

• Intention – Derrick Tyson - http://www.flickr.com/people/derricksphotos/

• So now what - CarbonNYC - http://www.flickr.com/people/carbonnyc/

• Before and After – Tracy Collins - http://flickr.com/people/tracy_collins/

• Remote – iwantanimac - http://www.flickr.com/people/iwantanimac/

• Typewriter – bluelineswinger - http://www.flickr.com/people/deletia/

• Terminator 3 – www.thecia.com

• Smile – Jason Rogers - http://www.flickr.com/people/restlessglobetrotter/

• Laundry – Emily - http://www.flickr.com/people/ebarney/

• Natural law – Steve Jurvetson - http://www.flickr.com/people/jurvetson/

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