MANAGE YOUR EMAILMANAGE YOUR EMAILMANAGE YOUR DAYMANAGE YOUR DAY

Peer Team #7Holly Bacher- Bridgestone FirestoneMichele Fullerton- Bank of America

Rebecca Morel- ADP- Dealer ServicesErica Morgan- John Deere

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MANAGE YOUR EMAILMANAGE YOUR EMAILMANAGE YOUR DAYMANAGE YOUR DAY

• Did you know the average person spends one-third of their time reading and replying to useless messages that don’t concern them or figuring out how to answer long, convoluted questions?

• If you send and get approximately 100 e-mails a day, that adds up to 24,000 messages annually, on which you spend an average of 100 workdays. If you could manage to reduce the amount of e-mail you send and receive by 20%, you would free up 20 workdays a year to use for other things

• Using an average salary of $30.00 per hour, the cost of 25 wasted days is about $6,000 a year per employee

• So how can you cut back on the time e-mail takes up….

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Laser Your Email – Reduce the SauceLaser Your Email – Reduce the Sauce

•To the point

•Don’t explain too much

•Follow ABC Method –

•Action – State your purpose

•Background – Present your key points

•Closure- Clarify the next steps

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NRN - NTNNRN - NTN

•NRN – No Reply Needed

•NTN – No Thanks Needed

•Never Reply to All unless necessary

•Use Forward instead of Reply to All

•If attachment is included with the email consider whether the attachment needs to be forwarded.

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FYI Emails- Is Information Timely, Topical, and FYI Emails- Is Information Timely, Topical, and TargetedTargeted

•When sending informational emails consider the following

•Is the email really needed?

•Do all the listed recipients need this email?

•Is the email timely and relevant?

•Will the email assist them in their job?

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Strengthen Your Subject Line – What’s the Point?Strengthen Your Subject Line – What’s the Point?

•Always have a subject line

•Use subject line to add clarity, description, and context

•Consider using the following subject line indicators following the subject:

•Action Required

•Review / Approve

•Decision Needed

•Follow up Questions

•Urgent

•FYI

•NRN

•NTN

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Stop that ChainStop that Chain

• Consider calling after 2 email responses • Avoid forwarding lengthy email chains• If forwarding an email chain, recap information, do not

say ‘see below’– Delete non-relevant portions of the email chain

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Stop – Read - ReviewStop – Read - Review

• Review email before sending• Watch the use of all caps• Does message convey your intent?• End of email should include signature with contact

information• Check spelling, grammar, punctuation

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Distribution Lists – Are you in the Know?Distribution Lists – Are you in the Know?

• Regularly review and manage your distribution lists• Take initiative to be added and removed from distribution

lists as needed

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TO C or not to CCTO C or not to CC

• Verify and purify your TO and CC lines– Verify correct first and last names were selected

• TO line is for respondees• CC line is for need to know

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How Big is your…Attachment?How Big is your…Attachment?

• Limit number and size of attachments – use links to shared files where possible

• verify recipients have permissions to view files• Consider compressing files before attaching

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Tools, tools, tools…Tools, tools, tools…

• Consider use of available email tools to help manage mailbox– Mark for follow-up– High Importance– Read Receipt– Auto Spellcheck– Rules/filters– Tasks– Appointments/Calendar– Block out of office on calendar– Use out of office email assistance

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To Read or not to ReadTo Read or not to Read

• Avoid continuous all day email review• If necessary turn off incoming email alert• Consider review and reply to emails at scheduled

intervals throughout the day• Avoid replying and sending emails outside of your

normal work hours.

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Think Before you SendThink Before you Send

Don’t write anything you wouldn’t say in public

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Thank You on Behalf of Peer Team 7!