Inbox Zero & Task MgmtMT / July 2nd, 2015

Inbox Zero & Task Management

Inbox Zero & Task Management

Inbox Zero & Task Management

Inbox Zero & Task Management

Inbox Zero & Task Management

DELETE (OR ARCHIVE) Read all the emails once & at once. Ask yourself: “do I need to take any action?”. This can be now (DO) or later (DEFER), provide an

answer (RESPOND) or instruct somebody to do something (DELEGATE). If no action is required, move the email from the Inbox to a proper folder (ARCHIVE) or just DELETE

it (if it’s junk or if it’s any irrelevant information or communication which you are sure you will not need to track back in the future).

If you received spam or anyway if you receive information in which you are not interested, always evaluate the opportunity to “solve the issue once & forever” (unsubscribe a newsletter, inform the sender that you are not interested to receive further updates on such issue, …).

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DELEGATE (OR INVOLVE) Do you have to instruct one of your subordinate to take care of it? Or do you think it’s proper to

involve one of your colleagues? If the answer is yes and if the person to delegate to or to involve is in your organization, don’t mail

him but go-and-see him. Face to face communication is far more effective than emailing. Learn when to delegate or when to involve others, but learn also when to act in first person. We

cannot add value just transferring information around our organization. The correct attitude is to take a problem and to solve it. It’s up to each of us to figure out the hidden path between a problem and its solution.

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RESPOND Most of the emails are asking for an answer. Do whatever it takes to be able to provide such

answer. Don’t answer in few minutes “I’ll do it”, but answer in few hours “I’ve done it”. Don’t leave email without an answer, waiting passively to be reminded. Everybody must always be

aware of what he/she needs to do and it’s your failure and a waste of time when your superior or your colleague needs to remind you your duties and deadlines.

When answering to an email keep in copy who was already in copy. While cutting off people should be generally avoided, more people could be eventually added, but only if you are truly confident that their addition is adding value to them or to the subject.

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DEFER (PLAN) When an action is needed but it cannot be concluded right now, the action must be planned. To plan the action means first of all to take a note and then to transfer that note into action.

Take a note in your daily notebook or add an entry in your to-do-list If proper, transfer the note in our tracked action lists (the whiteboard

or the notice board in our operations deck) If proper, arrange a meeting or a conference call

When the action is planned, the email can be archived in an “unread” status (highlighted).

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TRACKED ACTION LISTS

SPRINT MEETING BOARD CONTINUOUS IMPROVEMENT BOARD

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DO (CLOSE THE LOOP)

Only through a proper communication

We can implement the right actions

执行That will lead us to achieve the goal

Added Value, in Everything We DO – it’s only doing that we can add value

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TIPS & TRICKS Keep yourself updated round the clock. Stay tuned with the outside world by setting your email on

your mobile. Be informed of what’s going on in your company by leaving your work post to visit our workshop as well as other offices & departments. Sharpen your senses, pay attention to what happens around you: go-and-see, read & listen carefully, ask & stay focused, take notes.

When you are checking your email, read all the emails before taking any action: maybe you have received more than one message related to the same topic, be sure to be updated before acting.

Use “read/unread” flag on emails to highlight the emails for which you still need to take an action. Disable immediately the “mark item as read when selection changes” in Outlook (see next page).

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YOUR DAILY NOTES

AT THE END OF THE DAY,THE PAGE IS DESTROYED

INPUT

To-do-list

Emails

Visiting our workshop and

our offices

OUTPUT

Actions, dispositions

Emails

To-do-list

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YOUR TO-DO-LIST Your to-do-list is a summary of tasks to be

completed. Immediate (daily) tasks are tracked on your

notebook and transfer to the to-do-list only when they cannot be completed within the day

Bring your to-do-list everywhare

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WILL SMITH

cInbox Zero & Task Management

THANK YOU FOR YOUR TIME

INBOX ZERO +NOTEBOOK ZERO +TO-DO-LIST ZERO =TASK COMPLETED

JustDo It