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1. Welcome! Taming the Email Monster: The Lawyer’s Guide to Getting and Staying in Control of Email InPractice CT, May 2, 2013 Bill Jawitz Doug Brown

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3. Email volume increases • Business email volume increasing by 13% a year • Personal email declining by 7% (More people using FB, LI)

4. Time Spent on Email Forty 10-hour days per year 240 50 24,000 400 hrs 12,000 2

5. Taking Control 4 Key Strategies • Reduce Volume • Increase Quality • Manage & Organize • Teach Others

6. 1st Key Strategy REDUCE EMAIL VOLUME • Send less to get less • Use filters and unsubscribe • Use separate business and personal email addresses • Educate top offenders • Dispense with internal “nicety” emails

7. Send Less Email • Why are you sending THAT message? • Does the recipient need it? (minimize cc’s) • Is email the best medium? • Assess last 50 sent emails

8. 2nd Key Strategy IMPROVE EMAIL QUALITY • Better subject lines • Better body content

9. Quality Subject Lines • Be descriptive and specific • Change subject line instead of re-using an old email • Use suffixes and prefixes

10. Subject Specificity • “My follow-up from today’s call re: Jones v. Barnes strategy” • “A quick question about your Smith deposition prep memo” • “Need to settle on a date for our presentation”

11. Subject Line Prefix • Categories: • Action Needed • Information • Request • Confirmed • Delivery ACTION NEEDED: Schedule Jones deposition for next week DELIVERED: Baker summary judgment motion for your review

12. Subject Line Suffix EOM (End of message) NRN (No reply needed) NTN (No thanks needed)

13. Better Body Content • 1 subject per message • Main points at top • 1 thought per paragraph • Line breaks • Use bullets

14. Clean email body • 1. Greeting • 2. Action Needed • 3. Context • 4. Attachments • 5. Conclusion

15. Example BAD Subject: Meeting Hi Jim, I just wanted to remind you about the meeting we have scheduled next week. Do let me know if you have any questions! Best wishes, Mark GOOD Subject: INFO - Reminder of 10am Meeting on 12.5 on the new doc management software. Hi Jim, We are meeting on Monday, December 5, at 10:00am in conference room A. We'll be discussing firm-wide requirements for use of the new HOTDOCS system. Please bring a first draft of the guidelines you want to include for your department. If you have any questions, call me at extension 3024. Mark

16. 3rd Key Strategy MANAGE & ORGANIZE • Use three email accounts (work, personal, commerce) • Turn off all email alerts

17. Cost of Interruptions 15 165 11 825 41,250 $128,625 $375/hr /2 = 343 687 hrs

18. Managing & Organizing MANAGE & ORGANIZE • Use three email accounts (work, personal, commerce) • Turn off all email alerts • Check email only 3 or 4 times a day • Set an inbox threshold that triggers cleanup

19. Managing & Organizing MANAGE & ORGANIZE • Use templates • Master the preview pane • Get comfortable archiving • Use and train your Spam filters • Schedule time for weekly cleanup

20. Daily/Weekly Process

21. Managing & Organizing MANAGE & ORGANIZE • Unsubscribe and block senders • Master your View settings • Use YouTube to find instructions • Use a good IT person to optimize and sync your devices • Learn and use rules

22. 3rd Key Strategy

23. 3rd Key Strategy

24. 3rd Key Strategy

25. 4th Key Strategy TEACH OTHERS • Identify top offenders (volume and quality) • Model improved email effectiveness • Provide resources • Be specific • Propose incremental change

26. The Talk “If you’re OK with it, Alan, I propose we dispense with opening and closings when emailing.  It can take some getting used to, but I find it does save time.   Let me know (I surely don’t want to offend . . . )”

27. More Info & Consults • Email or call with specific questions • Contact info on our biz cards • Email Consult • JumpStart Consult Complete and leave form to get today’s resources and PPT slides

28. Resources Complete the Resources Request Form to receive two docs and today’s PPT