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20110512-3 ARMA Boston Managing Less Email
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ARMA Boston Spring Seminar 2011 Jesse Wilkins, CRM Managing Your Email Better – By Managing Less of It!
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This presentation at the 2011 ARMA Boston Spring Seminar described approaches for reducing the amount of email sent and received.
Transcript of 20110512-3 ARMA Boston Managing Less Email
ARMA Boston Spring Seminar 2011Jesse Wilkins, CRM
Managing Your Email Better – By Managing Less of It!
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Email in review Reducing email usage Using email more effectively
Session Agenda
Email in review
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Everyone has email client and capabilities
Everyone knows how to create messages
Everyone can forward messages◦To anyone or everyone
Email is easy to use!
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It’s asynchronous It’s convenient It’s less formal It’s ubiquitous and platform-neutral There’s a written record of communication
Email is easy to keep!
66
Email as filing cabinet Email as collaborative tool Email as distribution mechanism
Is email the right place to work?
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All email is important All email requires an immediate response
All email should be kept indefinitely These assumptionsare often untrue
Common inbox assumptions
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Email management is part of time mgmt
Email should not be used for everything
General principles
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Email is not a records series Email should be kept as long as needed – and then gotten rid of
General principles
Reducing email usage
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Set up rules for “important” vs. routine messages
Consider turning off alerts Make rules about which messages have alerts
Define specific times to check email
Inbox management model
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Try to touch each message only once◦Respond to it immediately◦Respond to it later◦Declare it as a record◦Archive it for reference◦Delete it
Inbox management cont’d
1313
Lots of email traffic is stuff we ask for!
“Bacn”◦Vendor announcements◦Chapter updates◦The Records
Management listserv
Image source: http://www.speakeasy.org/~sjmaks/bacon/
Reducing received emails
1414Source: Engy, http://www.itsngenius.net
Colleague spam
1515
Do you really have to reply? Don’t send “me too” messages Use other tools for collaboration◦More later
Reducing sent emails
How to use email more effectively
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Can be useful, but often overused Perceived to provide accountability Better practice: use them only when really needed◦Especially BCC: as these
are harder to track
CC: and BCC:
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Verify addressee(s) When replying, reply only to those who need a response ◦Remove those who don’t◦Watch responses to groups, lists◦Reply-to vs. reply-all
Effective email usage – addressees
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Use a subject line Use correct subject line for topic being discussed
Use subject lines that are informative
Effective email usage – subject line
2020
Identify whether response is required Consider using subject line as content
Don’t declare privilege
Effective email usage – subject line
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Use professional tone in messages Don’t write essays where notes will do
Determine what to do about the previous message◦Keep, discard, or excerpt
Effective email usage - body
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Consider the file size of the attachment to be sent
Consider the file type to be sent◦Security filtering◦Multimedia formats
Effective email usage - attachments
2323
Can the recipient receive attachments?
Send attachments only to users that truly need them
Send links instead of attachments
Effective email usage - attachments
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Questions?
