Email Management TECHNIQUES – Staff Development Day

Cheltenham Girls High School

Presenter: Paul Wilson

“Clearly, the problem of email overload is taking a toll on all our time, productivity, and sanity, mainly because most of us lack a cohesive system for processing our messages and converting them into appropriate actions as quickly as possible.”

Email should not be something you’re alwaysdoing.

Schedule when you check your mail. You do not need to continually check your mail throughout the day.

Choose a couple of times that suit you to ‘do email’ ienoon & late afternoon.

Folders allow you to organise ‘like’ type mail.

You could set up a folder to store emails from a subscription forum or specific person.

Drag and drop mail directly from your inbox into the appropriate folder to archive.

a rule is a set of conditions, actions, and exceptions that processes and organises messages automatically and that is triggered by an event.

Short messages can be communicated entirely in the subject line followed by EOM(End of Message).

EOM simply indicates that there is nothing in the body of the email and as such does not require the recipient to open the message saving time!

The example shown above shows amessage about the cancellation of aWelfare meeting. All the necessary infowas able to be communicated in thesubject line.

Skim your mailbox for action items

Subject Headers – think firefly

Attention V’s Immediate attention

No need to reply with simple ‘thanks’...people won’t take offence.

Flag email in header ‘for decision’, ‘for action’, ‘as requested’ or ‘for info’