1. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
April 2019
krt4@Williams.edu
x3542
Learning & Development Manager
Human Resources
Kevin Thomas
Email Management
2. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
1. Adult behavioral change and email management
2. Arriving in the present of email
3. The Inbox 0 Approach
4. Using filters
5. Tips
6. Q&A
Agenda
3. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
1. Adult behavioral change and email management
2. Arriving in the present of email
3. The Inbox 0 Approach
4. Using filters
5. Tips
6. Q&A
Agenda
4. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• Why bad habits are hard to break
• The WOOP approach to change
– Wish
– Outcome
– Obstacles
– Plan
• It takes 2 months to form a habit
you can keep without thinking.
Adult Behavior Change and Email Management
5. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
1. Adult behavioral change and email management
2. Arriving in the present of email
3. The Inbox 0 Approach
4. Using filters
5. Tips
6. Q&A
Agenda
6. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• 4 Generations of Pot Roast
• Two big changes:
– Unlimited space
– Faster, better searching
Arriving in the present of email
7. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• We learned to delete emails to save
space
• We now have unlimited space in our
email
• There is no need to delete emails,
or even to think about it.
• Archive, don’t delete.
Unlimited Space
8. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• Searching was slow or non-existent,
we had to organize emails into
folders.
• Searching is now very robust.
• There’s no need for an elaborate
“filing system” of folders.
• We’ll use folders/labels later to
queue up email-related tasks.
Faster Searching
9. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• To:Jane Doe
• From:Jane Doe
• To:Jane Doe has:attachment
• From:Jane Doe has:attachment
My go to searches
10. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
1. Adult behavioral change and email management
2. Arriving in the present of email
3. The Inbox 0 Approach
4. Using filters
5. Tips
6. Q&A
Agenda
11. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• When your inbox is full:
– Your attention will scatter
– You will get wound up
– You will not have as much
choice about what you do
with your time
Inbox 0
12. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• On some regular basis, get your
inbox to 0
• May require a significant time
investment up front
• Easy to fall off; easy to get back on
Inbox 0
13. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• Because:
– You will be able to find it if you need to.
– It will come calling again if you’ve forgotten
something.
– You deserve a fresh start
• In your search box, type this precisely:
label:inbox older_than:1mo
• Select them all
• Archive!
• Applause!
The 30 Day Archiving Challenge
14. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• Preliminary Step 1: Create the
following labels
_next
_action
_someday
_waiting on
An Inbox 0 Method
15. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
1. You can associate an email with an
event, so that you can easily find it
at a time you specify.
2. You will usually want to eliminate
the other invitees of the event
besides yourself.
3. Try it: I’ll send you an event, and
you create an event for Friday at
4pm.
An Inbox 0 Method (cont’d)
16. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
GTD Processing System
Part 1 of 2
Is it
Actionable
?
Do it
Get clear
and specific
about the
action
Will it take
<2
minutes?
Archive
No
Yes
Yes
No
17. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
GTD Processing System
Part 2 of 2: Action Needed, >2 min
Delegate it:
1) Label it “waiting on”
2) Forward to the
delegate with
instructions
3) Add to tasks
4) Archive
Does it
need to be
done
ASAP?
1. Add label
“_next”
2. Add to tasks
3. Change task
title to
specific,
concrete
action
4. Set due date
of today
5. Archive
1. Add Label
“_action”
2. Add to tasks
3. Change task
title to
specific,
concrete
action
4. Set due date
5. Consider
blocking off
time on your
calendar
6. Archive
Are you
the best
person to
do it?
YesNo
Yes
No
18. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
Email Delegation
• When forwarding a message,
consider changing subject with a
brief description of the action to be
taken and a due date
– “e.g. review draft email
launch message by Friday at
noon.”
– Caution: will separate email
from the rest of the thread
19. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
Look at your docket for today:
– Look at the emails in your “_action”
label.
Does anything need to move to _next ?
– Navigate to the “_next” label
– Look at your calendar tasks
Prioritize tasks:
– Do those that require the most
concentration first
– As you finish, mark each item complete
and remove the “_action” or “_next” label
After Processing Your Email
20. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
1. Adult behavioral change and email management
2. Arriving in the present of email
3. The Inbox 0 Approach
4. Using filters
5. Tips
6. Q&A
Agenda
21. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• Setting up email filters in Gmail on LinkedIn
Learning
• Automatically apply labels so you can find, for
example, committee emails easier.
• You can have email skip the inbox and go to a
label for later review.
– use for informational emails like
newsletters, updates, etc.
• You can forward an email to your phone so you
get a text message whenever you get an email
from that person.
Using emails
22. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
1. Adult behavioral change and email management
2. Arriving in the present of email
3. The Inbox 0 Approach
4. Using filters
5. Tips
6. Q&A
Agenda
23. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• You will set an unreasonably high
response time expectation for others
• You will be distracted from more
important work
• Your responses will not be thoughtful
Tip 1: Never Respond to an Email Right Away
24. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• If you are doing focused work
composing an email, consider
drafting it in a word processing
program first.
• Communicate your change in email
practices with important colleagues
(like your boss)
Tip 2: Turn off your email during focused work periods
25. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• Choose some hours during the day
when you will not check email:
• Lunch
• 10pm – 7am
• Vacations
Tip 3: Create email moratorium hours
26. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• If 2 email volleys hasn’t resolved an
issue, pick up the phone.
• If it’s someone you’ve had a
challenging work relationship with,
pick up the phone.
• If it’s someone you need to have a
stronger relationship with, pick up
the phone.
Tip 4: Know when to pick up the phone
27. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
• Managing your email can make you
more productive
• You still may need to:
• Manage expectations
• Set priorities
• Delegate
• Say no
Tip 5: Managing Your Email is 1 Part of Managing Your Job
28. Email Management
Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542
Kevin Thomas, krt4@williams.edu, x3542
Email Management
• Course Page