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Inbox & Email Management

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Information about Inbox & Email Management
Business & Mgmt

Published on January 9, 2009

Author: DrKeelyKillpack

Source: slideshare.net

Description

This slideshow highlights energy waste and inefficiency from excessive email and inbox mis-management. Behavior change, case study and tips are given to minimize inbox clutter, storage problems and time wasted due to electronic packrat habits. Working smarter and more efficiently with email is the premise of the presentation.
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Owning Your Inbox! skills for managing email For Email Users By Dr. Keely Killpack Gaining control over eCommunication.

Outline of Topics “ Diamonds are forever; email comes close.” – June Kronholz Controlling Your Inbox Enabling Performance Power Over Email Social Tools & Subscription Mgmt Critical Tips Using Email Sustainable Computing

Sustainable Computing “ The ultimate ‘computer,’ our own brain, uses only ten watts of power; one-tenth the energy consumed by a hundred-watt bulb.” - Paul Valery Networks People that use computers Processors that run applications Memory is the storage of EVERYTHING produced electronically Server Farms Primary source of memory Highly inefficient , because they store duplicates of everything from attachments, e-newsletters, drafts of old files, and ALL the content of your email Powering the System More than 2% of all electricity generated just for server farms $7.2 billion in annual costs to businesses Highly Inefficient use of power & processing Adapted from Peter’s Tech Trumpet Hidden Cost of Cyberspace

Networks

People that use computers

Processors that run applications

Memory is the storage of EVERYTHING produced electronically

Server Farms

Primary source of memory

Highly inefficient , because they store duplicates of everything from attachments, e-newsletters, drafts of old files, and ALL the content of your email

Powering the System

More than 2% of all electricity generated just for server farms

$7.2 billion in annual costs to businesses

Highly Inefficient use of power & processing

Sustainable Computing Virtual SUV – Electricity Guzzlers What to do? Shut PCs down EVERY DAY Use Edison or other software to regulate energy when idle IT equipment is a growing offender of energy use. Many computing devices consume lots of power even when they are idle - like revving your engine while sitting at traffic lights. PCs are often left powered on when not in use in many standard corporate environments. This is not typically measured and will steadily increase with growth in use and rising cost of electricity Ex: A typical medium sized company has 1000 PCs and 100 servers running data centers (in house or outsourced) For the PCs: Roughly $100,000 wasted annually ($100/pc/yr) For the Servers: Roughly $120,000 spent annually (power & cooling) Estimated $220,000 annual cost just to power all the computing equipment! There is a carbon cost (GHG) for this waste of electricity. Savings: Estimated 30% savings of annual costs with controlled PC power and behavior changes Adapted from Peter’s Tech Trumpet

What to do?

Shut PCs down EVERY DAY

Use Edison or other software to regulate energy when idle

IT equipment is a growing offender of energy use. Many computing devices consume lots of power even when they are idle - like revving your engine while sitting at traffic lights.

PCs are often left powered on when not in use in many standard corporate environments. This is not typically measured and will steadily increase with growth in use and rising cost of electricity

Ex: A typical medium sized company has 1000 PCs and 100 servers running data centers (in house or outsourced)

For the PCs: Roughly $100,000 wasted annually ($100/pc/yr)

For the Servers: Roughly $120,000 spent annually (power & cooling)

Estimated $220,000 annual cost just to power all the computing equipment! There is a carbon cost (GHG) for this waste of electricity.

Savings: Estimated 30% savings of annual costs with controlled PC power and behavior changes

Sustainable Computing Just Turning It Off This is the equivalent of 64 cars off the road or planting 28,000 trees! This is 495,000 lbs (248 tons) of CO 2 saved: Just in one company! IMAGINE if our competitors, our neighbors, our schools, our state just did this…….. Would we even have a CO 2 problem? If the average medium sized company turned their computers off when not in use, they would save more than $52K in annual energy costs. http://www.1e.com/EnergyCampaign/Calculation.aspx

Controlling Your Inbox Email Volume & Storage “ The only one who knows what you want delivered to your inbox is you” – Cindy Cohn Set boundaries for being copied on things..…. Then enforce it. Adapted from Merlin Mann (Google) & youurcomputerminute.com Being a digital packrat is not sustainable If you are compelled to save everything, put emails in a folder for 6 months – then burn them on CD and DELETE. Two cycles of this and you will be a believer! If you're a pack-rat or a control freak at the core of your being, that is okay. Today is your opportunity to change! 80% of all email comes from common senders It will always be in a colleagues ‘sent’ folder if you really need it again AND they will resend it if you forget anyway

Being a digital packrat is not sustainable

If you are compelled to save everything, put emails in a folder for 6 months – then burn them on CD and DELETE. Two cycles of this and you will be a believer!

If you're a pack-rat or a control freak at the core of your being, that is okay. Today is your opportunity to change!

80% of all email comes from common senders

It will always be in a colleagues ‘sent’ folder if you really need it again AND they will resend it if you forget anyway

Enabling Performance KEY BEHAVIORS TO FOCUS YOUR MIND Your calendar should dictate your work performance Time without Interruption Create daily ‘Private Appointments’ 1-1.5 hours Put your phones on Do Not Disturb Close your door / put on headphones Do work; not meetings, not email, not phone – just work Schedule times to check email Create daily ‘Check Inbox’ appointments (2/3 per day) Top of every other hour, etc (this keeps you from constantly checking and having the inbox control your time) Use Phone or IM to handle immediate, brief conversations Defend Your Calendar “ The world is moving so fast these days that the one who says it can’t be done is generally interrupted by someone doing it.” – Harry Emerson Fosdick Scheduling time to focus on work AND time for email saves more than: 30 min per DAY 2.5 hr per WEEK 1 full work week per YEAR

KEY BEHAVIORS TO FOCUS YOUR MIND

Your calendar should dictate your work performance

Time without Interruption

Create daily ‘Private Appointments’ 1-1.5 hours

Put your phones on Do Not Disturb

Close your door / put on headphones

Do work; not meetings, not email, not phone – just work

Schedule times to check email

Create daily ‘Check Inbox’ appointments (2/3 per day)

Top of every other hour, etc (this keeps you from constantly checking and having the inbox control your time)

Use Phone or IM to handle immediate, brief conversations

The Power of Email Email Processing Inbox - Active work area - NOT filing cabinet Delegate Delete Process INBOX – Emails are Work; If You Read It – Deal With It! DELEGATE – Forward to Appropriate Person DELETE – Trash, Archive or File for Reference PROCESS – Perform, Reply, Resolve Issue; If Complex, create a draft to proofread and follow up later

Social Networking Tools The Value of Being Connected Social Tools Current Scenario You may be a member of a social network, but this is an addition to using your personal & professional email as your primary communication tool for keeping in touch with distance friends & colleagues A Better Approach Consider actively leveraging your membership Invest the time upfront to load your contacts & train yourself Create a recurring, calendar appointment (bimonthly, for 30 min) to dedicate time to update your network Consider a quarterly update to share your news consistently Use a personal email account for friends & social activities “ MySpace is the Wal-Mart of social networking sites.” - Chris, from www.moreron.com Example Only Example Only Example Only

Social Tools

Current Scenario

You may be a member of a social network, but this is an addition to using your personal & professional email as your primary communication tool for keeping in touch with distance friends & colleagues

A Better Approach

Consider actively leveraging your membership

Invest the time upfront to load your contacts & train yourself

Create a recurring, calendar appointment (bimonthly, for 30 min) to dedicate time to update your network

Consider a quarterly update to share your news consistently

Use a personal email account for friends & social activities

Online Subscription Management Eliminating Distractions Online Subscription Management Current Scenario You are currently auto-subscribed to various relevant e-newsletters that are randomly emailed to you, which you skim, sometimes read, then file in your ‘newsletters’ folder. A Better Approach Make a list of the valuable newsletters Create a recurring, calendar appointment (monthly, for 1 hour) to navigate and review each newsletter. Don’t forget to include links! Unsubscribe from all of them to REDUCE INBOX CLUTTER, CYBERTRASH and ENERGY INEFFICIENCY There is NO NEED to store copies of all of this information. If you read something really valuable, consider pasting it into a notes application or document where you will be able to save and use it again without too much digging Example Only Example Only

Online Subscription Management

Current Scenario

You are currently auto-subscribed to various relevant e-newsletters that are randomly emailed to you, which you skim, sometimes read, then file in your ‘newsletters’ folder.

A Better Approach

Make a list of the valuable newsletters

Create a recurring, calendar appointment (monthly, for 1 hour) to navigate and review each newsletter. Don’t forget to include links!

Unsubscribe from all of them to REDUCE INBOX CLUTTER, CYBERTRASH and ENERGY INEFFICIENCY

There is NO NEED to store copies of all of this information.

If you read something really valuable, consider pasting it into a notes application or document where you will be able to save and use it again without too much digging

Critical Tips for Email EVERYDAY TIMESAVERS Use action verbs in email subject line: ACTION REQ’D, ALERT, STATUS, UPDATE, DUE DATE, etc Set Email settings to automatically Spell-check Proofread EVERY email you send Turn up your spam filter Consider calling or Instant Messaging (IM) for quick chats Keep emails to half a page DO NOT respond to an email with “I will get to this tomorrow, etc” Who REALLY needs to be included or copied? “ The inbox is a dangerous place” – Richard Gingras

Use action verbs in email subject line: ACTION REQ’D, ALERT, STATUS, UPDATE, DUE DATE, etc

Set Email settings to automatically Spell-check

Proofread EVERY email you send

Turn up your spam filter

Consider calling or Instant Messaging (IM) for quick chats

Keep emails to half a page

DO NOT respond to an email with “I will get to this tomorrow, etc”

Who REALLY needs to be included or copied?

Call to Action Which of these tips will help you the most? Is your power over the inbox more evident now? Coaching, Training and further consultation available.

Which of these tips will help you the most?

Is your power over the inbox more evident now?

Coaching, Training and further consultation available.

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