welcome to a demonstration of leanmail
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Welcome to the LeanMail experienceLEANMAIL - WHEN YOU NEED TO BE PRODUCTIVE
Copyright Atrendia 2014
Three main components
Productivity
Risk reduction
Impact and clarityEmail Excellence
eLearning LeanMail
Litéra content risk management and lifecycle management
Copyright Atrendia 2014
Three main components
Productivity
Risk reduction
Impact and clarity
The focus of today’s presentation
Copyright Atrendia 2014
What is LeanMail?
Method
Training
Tool
An end-to-end solutiong based on:
Copyright Atrendia 2014
What is LeanMail?
A methodology primarily based on:
Lean Six-Sigma
Removing waste, adding value with each step, continuous improvement
Reducing errors, variation, and defects
increasing capacity and profitability
The philosophies of Stephen Covey, David Allen, Mihaly Csikszentmihalyi and others
Theory is nothing without application
Copyright Atrendia 2014
What is LeanMail?
A training regimine based on:
Bite-size learning
Preparation and Support
Immediate benefits (within the first hour of training)
Understanding of what is needed to develop a habit (95% of the training)
Copyright Atrendia 2014
What is LeanMail?
A tool (LeanMail add-in for Outlook)
Designed with only three things in mind: speed, accuracy and sustainability
Basic understanding within 2 minutes
Seemless integration with Outlook and every known 3rd party storage technology
8Managing e-mail efficiently according to the 5 S’s
The 5
S’s
Sort
Straighten
ShineStandardize
Sustain
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Five S’s
1. Sort (Seiri)
Sort out the three different types of e-mail:
Unwanted and irrelevant mail is deleted
Mail not requiring action but deemed important to keep is archived
Mail requiring action is prioritized either normal or high
Actionable sorted by priority
For archiving
Unwanted
Actionable
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Pre-Lean
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Benefit: sorted by your priority, not date received
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Work according to priority not date received
Five S’s
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Five S’s
2. Straighten (Seiton)
• Create order out of chaos in seconds.
• Answer immediately or give a Next Action and deadline (When).
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Pre-Lean
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© 2010 Atrendia - The leader in e-mail management 14
• Having mails in order of priority ensures that you do first things first • See only the mails you need to see when you need to see them
• Clear Next Actions help you avoid re-reading and re-analyzing (Who / What) + When
Today
Lean term: JIT – Just in time
Notate directly in your inbox
15Five S’s
3. Shine (Seiso)
Mails are reviewed each time the inbox is viewed
See today’s mails, in priority order in just seconds
Real-time collaboration in shared inboxes
Reduce time managing mail by 50%
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LEAN term: Kanban is a scheduling system that helps determine what to produce and when to produce it.
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Five S’s4. Standardize (Seiketsu) – think factory floor
Daily, not periodic, cleaning (Inbox always in order)
Work according to JIT
Empty inbox at end of each day (lowered stress)
Rigorous method that works in all situations for everyone rather than individuals reinventing the wheel (ad-hoc)
I.e. systemized archiving: using “instant” one-folder archiving across the organization
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LeanMail Archive
Meta-tags replace need for foldersImpossible to lose mails
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Five S’s5. Sustain (Shitsuke)
Sustainability comes from:
Easy to standardize across business areas/cultures/generations
Everyone the “best practice” (99,1% adaption rate, 86,4% adoption rate after 1 year)
Benefits of being in control (no missed deadlines, reduced stress)
Synergies created
Feeling of pride and satisfaction at close of the day as well as a fresh start for the next
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Time savings Stress relief Increased overview
49% 51% 59%Results in
1 more hour of sales Better work-place, more productivity More sales, better service
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Average results of 30 organizations that have measured their results between 2010 and 2013
Case Stories
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Results that last
Habit-Forming Modularized 8-Week Training Program
Control of your inboxModule I
Command of your inboxModule II
Semi-Personal Coaching
2 hrs. 2 hrs. 30 min. 30 min.
1week
1 week
Semi-Personal Coaching
1 week
Classroom or distance learning
Print-screen check-ups
Check-ups Every Friday for 4 weeks
Habit is cemented most critical stage Group Training: Methodology understood Coaching: Habit is being formed
Standard On-line or Blended Learning
20© 2014 Atrendia - The leader in e-mail management