The perils of over retention
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An insight into how Marie Kondo's "6 rules for tidying up" can help information managers deal with over-retention of emails and documents.
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The perils of over retention
- 1. The Perils of Over-retention: What Information Managers Can Learn from Marie Kondo * T H A N K S T O M A R I E K O N D O F O R T H E I N S P I R A T I O N . David Lavenda Chief Product Officer, harmon.ie
- 2. Who is Marie Kondo? • World-renowned tidying expert • Author of “Six Basic Rules of Tidying” • Star of Netflix Show Source: https://konmari.com
- 3. Commit Yourself to Tidying Up David’s advice… • Records are not someone else’s (i.e. Legal Department) problem • Implement policies for your department… • …because many emails and documents are business records Rule #1 Marie’s advice…
- 4. Rule #2 Imagine Your Ideal Lifestyle • Paint a picture of what success looks like • Create practical policies and procedures business workers will follow • Make the right thing the easy thing David’s advice…Marie’s advice…
- 5. David’s advice…Marie’s advice… Rule #3 Finish discarding first • ‘Default to dispose’ • Enable selective retention
- 6. David’s advice…Marie’s advice… Rule #4 Tidy by category, not by location • Classify accurately using labels and metadata • Apply consistent policies to emails, documents, and Teams conversations • Make it easy to discover related items by topics, not location
- 7. David’s advice…Marie’s advice… Rule #5 Follow the right order • Start with emails and documents... • Then Teams conversations… • Then other Office 365 items
- 8. Rule #6 Ask yourself if it sparks joy • Ask yourself if it makes you compliant • Ask yourself if you can find what you need • Ask yourself if you have peace of mind David’s advice…Marie’s advice…
- 9. • Capture email and document records • Specify retention and descriptive policies in one step Make the Right Thing the Easy Thing
- 10. Intelligent Information Management Assistant What to Capture? Machine learning recommendation that email should be retained smart recommendation
- 11. Alert! Similar emails were not uploaded to SharePoint CANCEL CONTINUE Smart Alerts What Not to Capture?
- 12. Apply for an Enterprise Trial harmon.ie http://bit.ly/2NfiYok
Notas do Editor
- For those of you who have been living under a rock for the past few years, Marie Kondo is an expert at ‘tidying up’ – she goes into people’s houses and helps them de-clutter their homes. While it may not be immediately apparent, there is a lot in common with what Marie does and what we need to be doing at work as information managers in the workplace, by helping our organizations declutter their information messes. The basic problem is over-retention. At home, over-retention happens when folks accumulate lots of junk. It’s really not much different at work. True, at work, the clutter is not caused by piles of VHS cassettes or old college sweatshirts. Rather, it’s caused by a continuously-expanding collection emails and documents. But make no mistake, at work we have the same problem with hoarding that we have at home. It’s the same root cause of having trouble letting go of things. At home, the problem of over-retention leads to a cluttered lifestyle and increased stress related to a sinking feeling of being overwhelmed. At work, on the other hand, over-retention at work, leads to an increased risk of liability, it adds to already high storage costs…. And it adds to existing work stress created when you can’t find important emails and documents when you need them. Marie has been super-successful at helping people bring order and happiness to their homes and lives. So, let’s see how these principles can be applied to tidying up workplace information clutter.
- Rule #1 Commit Yourself to Tidying Up There an ancient Chinese proverb that says, “A journey of a thousand miles begins with a single step.” Any meaningful change requires a commitment. Without being committed to solving the over-retention problem, nothing positive is going to happen. This is equally true for information and records management projects. You need to dedicate time, effort, and skill to solving the over-retention problem. Here is what you need to focus on in order to get started. Take ownership. Dealing with over-retention is not a Legal dept. or a compliance dept. problem. It is a problem for the organization. One key point to note is each compliance people look at the over-retention problem differently than business workers. Compliance folks would like to jettison as much as possible. But business managers want to keep emails and documents they need to run the business. These are business records. Dealing with that tension is a key part of the success of the program. Compliance managers can’t know what each department needs to retain, so get business units involved in the program; have them define specific guidelines and policies for their departments. Because there is a big difference between items that need to be retained for compliance and ‘business records’ that support ongoing business – like email requests from clients asking for advice. These emails need to be available to colleagues so they can be completely up to date before stepping in and offering advice. So, assigning the initiative to only one of these two groups will not solve the problem. If you really want to solve the over-retention problem, you need to engage with both compliance folks and key people in the business units.
- Rule #2 Imagine Your Ideal Lifestyle At home, this means visualizing what a de-cluttered world would look like, so you can psych yourself up to the monumental task ahead. At work, it’s not much different. You need to paint a picture of what a successful initiative will deliver to the organization. Get folks pumped up. Get people eager to pitch in and help make the project a success. Create a map of how you achieve practical reduction of retained emails and documents. Have you ever noticed how people will do the right thing if its easy enough? So don’t institute policies that require business workers to take multiple steps to save or classify emails and documents for retention or disposition. Make it too complicated and they will always find a way to circumvent or ignore the policies. At the end of the day, people want to focus on their day job, not on retaining, disposing, or managing emails and documents. So make the right thing the easy thing. Keep policies simple. Reduce the number of steps that workers need to do to one or two. So make it a single step for folks to move an email from their Inbox and apply a simple retention label. Anything more than that and you are doomed.
- Rule #3 Finish Discarding First Before you can expect to see an improvement in order, you need to eliminate massive amounts of clutter – that’s true at home. And it’s true at work. So start chucking stuff out… immediately. We have seen a number of things that work for information managers. For, set a default policy for emails and documents to be deleted after a specified amount of time. Say 90 days or 6 months. After that time period, emails and documents disappear… unless the business worker takes some action to retain the content. Second, direct folks to move emails out of their Inboxes, for example, to a shared mailbox. If you are performing a file migration project, direct workers to move files from shared drives or cloud storage to a single platform, like SharePoint. Let workers know they have 3 months to move the emails and documents they will need going forward, and after that, all the old stuff will disappear. POOF. You will be amazed at how much stuff will magically vanish.
- Rule #4 Tidy by Category, not by Location At home, it makes sense to organize your closets by related items; all your old team jerseys, hats, and regalia in on the top shelves of different closets, and all your Hawaiian shirts, Bermuda shorts and Havana hats on the bottom shelves. At work, it’s no different with content. If you are working on a project, apply retention labels and descriptive labels to all the emails, documents, and conversations related to the same project, even though the items will be stored in different apps, like Exchange, SharePoint and Teams. Descriptive labels are metadata that detail the content of the email, document, or Teams conversation; it can be applied to emails and Teams conversations, in a way similar the way to how you apply SharePoint metadata to documents. It goes without saying that when you understand what emails and documents represent, it is much easier to deal with them. So, it’s really important to take advantage of labels to define a retention schedule and to categorize information by subject. What that means is that you need to define clear policies that encompass all the types of information that you need to deal with. Obviously, it starts with emails and documents, but you will probably want to start to consider policies for collaboration tools like Microsoft Teams, where more of the business conversation is starting to take place. Once information is organized using descriptive labels, you will be able to search and filter content so you can view related emails, documents, and conversations in a single screen. One window – no pane.
- Rule #5 Follow the right order This point is especially important. With home clutter, you want to make sure you take on the main living quarters before attempting to tidy up the basement or garage. It’s the same with content. Email is probably the biggest and most visible problem. With hundreds of emails pouring in each day, they pile up quickly. Consider that if everyone in your 1000-person company gets only 50 emails per day (and that’s conservative), there will be over 13 million emails in a single year! So start eliminated email clutter, then take on documents whose challenge is often not the quantity of actual documents, but the number of versions floating around for each document. Then take on Teams conversations and then other stuff.
- Rule #6 Ask Yourself if it sparks joy At home, reducing clutter and tidying up is about happiness. You feel joy when things are organized and clean. Orderly. At work, the story is about being effective, productive, stress-free. Are you compliant? Can you find what you need in a reasonable amount of time? Have you reduced the stress associated about not being able to find what you need? Have you reduced the stress related to the fear of penalties you or your organization would incur due to not being compliant with company, industry, or government directives? So ask yourself. If your efforts are helping you achieve compliance, productivity, and peace of mind…. Then, it will surely lead to joy!
- So, how do we implement all this great advice? harmon.ie follows Marie’s philosophy of making the right thing the easy thing to do. It enables business users to capture emails and documents and assign retention policies without leaving the Outlook window. Simply drag and drop emails and documents from your Inbox into the harmon.ie Outlook sidebar and harmon.ie directs you to set Microsoft retention labels and specify descriptive labels, in one fell swoop. Harmon.ie uniquely enables you to apply these descriptive labels, which is like metadata for emails and even Teams conversations. When you classify content by category, it becomes easy to find, even though emails will be stored in Exchange and documents in SharePoint.
- In the future, harmon.ie will even recommend which emails to retain, using machine learning and artificial intelligence. It will be able to predict, based on what has already been saved and deleted, what you should do with new emails and documents. Think of it as having a Marie in every Inbox! Doesn’t that thought bring joy?
- Furthermore, if you try to save emails or documents that probably shouldn’t be retained, harmon.ie will be able to tell you that as well. It’s like having a Marie tsk, tsk, tsk you for trying hoard unneeded content. Nothing like tidying up by eliminating clutter at the source!
- Want to try it for yourself and learn how it works? Apply today for an enterprise trial. Use the QR code you see on the screen.