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E-mail Management

E-mail Management. E-mail is important!. http :// www.youtube.com/watch?v=GaO8WltLmEk. AGENDA. Outlook Review Viewing Options Calendar Most important Outlook tools Managing your Inbox Email Processing System Day-to Day Tips Sending E-mail Exercise: E-mail management in action.

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E-mail Management

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  1. E-mail Management

  2. E-mail is important! • http://www.youtube.com/watch?v=GaO8WltLmEk

  3. AGENDA • Outlook Review • Viewing Options • Calendar • Most important Outlook tools • Managing your Inbox • Email Processing System • Day-to Day Tips • Sending E-mail • Exercise: E-mail management in action

  4. Outlook Review: Basic Tools • Viewing Options • Navigation Pane • Inbox, Calendar, Contacts, Tasks • Reading Pane • To-Do Bar • Note: Outlook.com is different • Mobile Access • Calendar • Viewing Options • Appointments/Meetings • Scheduling Assistant • Tasks • *Integrating e-mail into your calendar/tasks

  5. Outlook Review: Basic Tools • Inbox • Sort Incoming E-mail • Oldest on top • Color coding • Suggested codes: To-Do, Waiting for Response, “Project XYZ,” Ongoing Work, Respond by XX • Cabinet/Folders • Outlook tools • Mail Settings (File Menu-”Options”) • Notifications • Signatures • Quick Access Toolbar • Out of Office reply • Quick Steps • “Move” & “Rules”

  6. Managing your Inbox *Important system for “clean up” and day-to-day use • E-mail Processing System 1. Delete 2. Respond 3. React 4. File 5. Set goals and stick to them 6. Create time for semi-annual clean up

  7. Step 1-Delete • Delete • Mass E-mail • Junk E-mail • Old e-mail that is no longer relevant • Non-recent e-mails from ongoing thread • Reduce the number of e-mails you receive • Separate personal e-mail to another account • Change Facebook/LinkedIn settings • Unsubscribe to Junk Mail • Let Outlook do the work • Set up auto rules to move RSS feeds or ListServes

  8. Step 2-Respond • Respond • Start every e-mail session with 1-minute rule • Respond appropriately • Only when necessary • Length/Tone • Use your discretion on timing • May need time to “cool off” or think through a concept • May need time to discuss with others/supervisor • May need time to research or gather info • Respond fully to the info requested

  9. Step 3-React • React • Delegate to someone else • Forwarding-Make sure you frame the email first • Create a task if you need to follow up • Set up a meeting • Attach the e-mail to a meeting and send appointment • Change the subject/Code the item accordingly • Use color coding to help prioritize • Suggested number of categories: 4-5 • Goal: increase familiarity of each e-mail (1 touch guide) • Caution: Don’t use coding as a to-do list

  10. Step 4: File • Cabinet/Folders • An unlimited number of folders and subfolders can be created • Use clear names for folders and break down topics as much as possible • Let your work guide your organizational system • Use detailed subjects for e-mails before storing (think about search capabilities) • Caution: This is not a permanent storage solution • Options: Print to PDF or Save As to network drive or external hard drive

  11. Step 5: Setting E-mail Goals • After assessing the amount of e-mail you receive, set “Close of Business” or “Close of Week” goals • Could be in number of e-mails in inbox • Could be in number/percentage of e-mails “processed” • Create a goal that makes your inbox more “approachable”

  12. Step 6: Semi-Annual Clean Up • Block out time twice a year (approximately 2 hours) to sort through e-mail and folders • Review entire inbox • Review folders • Delete, Re-file, or move to permanent storage • Review auto rules • Review any lingering tasks

  13. Day to Day Tips • Don’t answer e-mail all day • Set 2-4 specific times/day to respond to email • 1 minute rule • Keep a separate To-Do List • When you do check e-mail, be intentional • Turn off e-mail notifications • Don’t use most productive time to check mail • “Reset” inbox to reflect unread e-mail

  14. Day to Day Tips: Sending E-mail • Select meaningful subject line • Remember the 1-minute rule • Keep it short & factual • Bulleted ideas or lists • Utilize “draft” feature • “Reply” vs. “Reply All” • Forwarding • Out of Office reply • Specific and Helpful • Signature

  15. Group Exercise • E-mail Management in Action • Assisting the Fullbright Teacher Exchange • Delete • Respond • One minute rule • React • File

  16. Take Home Information • E-mail Management Cheat Sheet • E-mail Retention Policy: http://www.messiah.edu/mcsquare/its/Documents/Email%20Retention%20Policy.pdf • Outlook Training tips available at http://www.messiah.edu/offices/its/help/keywords.shtml#O

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