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Effective email

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Short presentation on effective use of email.

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Effective email

  1. 1. Effective Email Effective Email
  2. 2. Put up your hand if…. You check your email more than 50 times a day
  3. 3. Average users check their email 74 times a day
  4. 4. Put up your hand if…. You interact with your email more than 12 hours a day
  5. 5. Average users interact with their email (via Smartphone) 13.5 hours a day
  6. 6. Put up your hand if…. You check your email while you eat dinner
  7. 7. 38% check work email routinely during dinner
  8. 8. Put up your hand if…. You check your email while in bed in the morning
  9. 9. 50% check email while in bed in the morning
  10. 10. Put up your hand if…. You check your email while on vacation
  11. 11. 44% check email while on vacation
  12. 12. so what does all this mean?
  13. 13. We may think we’re being more efficient… but
  14. 14. we’re not.
  15. 15. 11 minutes
  16. 16. 25 minutes
  17. 17. 28% of your day on interruptions interruption interruption interruption
  18. 18. Chronic interruption leads to lower functional IQ 4 points lower then when smoking marijuana
  19. 19. Multi-tasking reduces productivity by approximately 40%
  20. 20. Email is not very productive.
  21. 21. what should we do about it?
  22. 22. Communication Tools
  23. 23. Be conscious of how you use email.
  24. 24. Reduce email quantity Improve email quality Email coaching 1 2 3 Effective Email Tips
  25. 25. Emails are like boomerangs
  26. 26. 10 sent emails = 6 reply emails
  27. 27. Think before sending
  28. 28. Think before sending 1.Is this email truly needed by my recipient to perform their job? 2.Is this email appropriate ? 3.Is this email targeted to the correct number of people?
  29. 29. 1. ‘reply all’ & ‘cc’ 2. FYI – just in case 3. Get off lists 4. Thank you (no problems, you’re welcome, have a great day, you too)
  30. 30. Goal • Use judgement to reduce email – Use rule to eliminate 1 out of 5 emails I will send. • 20% less sent emails = 10% less received emails = 15 days/year more time to do work
  31. 31. • Long and meandering – Lack of focus – Includes irrelevant details – No clear call to action
  32. 32. • Clear and concise – Strong subject line – Sculpted body
  33. 33. Strengthen the subject • Action: Info request • Info you requested. NRN • Action: Decision required • Decision made. NTN • Action: Response required by XXX • Action: Meeting required • We are in the meeting room. EOM
  34. 34. Sculpt The Body ABC • Brief, warm greeting (optional, especially if you are a jerk) • Action Summary – Specific action, purpose, response time – Dig up context • Background – Clear, concise, relevant – Bullet points, numbers – Clear, bold paragraph titles • Close – Next steps, niceties – Signature
  35. 35. 1. Asking series of short questions 2. Avoiding decision making, difficult conversations and focus
  36. 36. Email coaching
  37. 37. • Approximately 50% of email comes from direct team mates
  38. 38. How much time would you save if people only sent actionable emails?
  39. 39. Share this presentation, these techniques with your co-workers to boost productivity
  40. 40. Reduce email quantity Improve email quality Email coaching 1 2 3 Effective Email Tips
  41. 41. Be effective when using email.
  42. 42. • Don’t start your day with email • Turn off all notifications • Check only at pre-determined times

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