Managing the Monster Aka Email

Sandy Lawrence

2

Common ComplaintToo Many Emails

• But from the 2014 member survey– Is the information you receive from the state

board• Sufficient 107• Too much 14• Not enough 10

– How do you prefer to obtain AAUW information? • Email 98• Newsletters (state and branch) 80

3

Email is Here to Stay

• How we can:– Get our inbox to a manageable number– Prevent email overload in the future

• Email Do’s• Email Don’ts• Summary

4

Get Your Inbox to a Manageable Size• Delete!

– Set aside a big block of time – Start with the most recent emails, organizing and deleting as you go– Once you’re a week or so back, most emails will already have been

addressed, so you can start organizing and deleting in larger chunks

• File messages into folders, file as a document (especially attachments)

• Empty out your inbox – Totally – Create a new folder called “Old Inbox” and put the emails there – Still have access to emails, but can handle new emails without

clutter staring back at you

5

6

7

Prevent Email Overload in the Future

• Reduce the Number of Email You Get• Process Email Quickly and Efficiently

8

Reduce the Number of Email You Get

• Turn off notifications from social media sites• Set up a separate e-mail address (i.e. Sandyaauw)• Unsubscribe from newsletters, coupon deals, etc

you signed up for• Prevent Email Boomerang Effect – Use “CC” (Courtesy Copy) with discretion. “CC” do not

need to respond– Add “FYI” (For Your Information) at the beginning of

the subject line end with “NRN” (No Response Needed)

9

Process Email Quickly and Efficiently

• Establish set times to respond to emails • Delete unnecessary messages without opening

them at all• Deal with each message as you open it• Use the “two-minute” rule. Reply to emails that

will take less than two minutes right then– For other emails, put into folders or use flags or labels

• Keep responses brief

10

Does it Have to be an Email?

• Pick up the phone • Talk Face-to- Face

11

Email Do’s

• Establish a routine • Include context when you send a link• Deadlines matter• Every email should be concise, short, and clear • First lines of email body– What groups are getting the email and their action– Due date– Short synopsis of email if it is long

• Use clear subject line

12

Email Don’ts• Don’t expect people to respond within

minutes• Don’t be afraid to use an alternative form

of communication

13

Summary

• Most of us feel overwhelmed by email– It's a great communication tool, but

people often overuse it–When you manage it effectively, you can

significantly boost your productivity• Check & process email at specific times • Keep your inbox as clean as possible• Develop a process that works for YOU

14