MANAGE YOUR EMAIL MANAGE YOUR DAY - PowerPoint PPT Presentation

1 / 15
About This Presentation
Title:

MANAGE YOUR EMAIL MANAGE YOUR DAY

Description:

We hope the suggestions in the presentation and on the mouse pads we leave ... Be sure to always check spelling, ... ppt Arial Symbol CMCTTemplate ... – PowerPoint PPT presentation

Number of Views:79
Avg rating:3.0/5.0
Slides: 16
Provided by: Aimee78
Category:

less

Transcript and Presenter's Notes

Title: MANAGE YOUR EMAIL MANAGE YOUR DAY


1
MANAGE YOUR EMAILMANAGE YOUR DAY
  • Peer Team 7
  • Holly Bacher- Bridgestone Firestone
  • Michele Fullerton- Bank of America
  • Rebecca Morel- ADP- Dealer Services
  • Erica Morgan- John Deere

2
MANAGE YOUR EMAILMANAGE YOUR DAY
  • Did you know the average person spends one-third
    of their time reading and replying to useless
    messages that dont concern them or figuring out
    how to answer long, convoluted questions?
  • If you send and get approximately 100 e-mails a
    day, that adds up to 24,000 messages annually, on
    which you spend an average of 100 workdays. If
    you could manage to reduce the amount of e-mail
    you send and receive by 20, you would free up 20
    workdays a year to use for other things
  • Using an average salary of 30.00 per hour, the
    cost of 25 wasted days is about 6,000 a year per
    employee
  • So how can you cut back on the time e-mail takes
    up.

3
Laser Your Email Reduce the Sauce
  • To the point
  • Dont explain too much
  • Follow ABC Method
  • Action State your purpose
  • Background Present your key points
  • Closure- Clarify the next steps

4
NRN - NTN
  • NRN No Reply Needed
  • NTN No Thanks Needed
  • Never Reply to All unless necessary
  • Use Forward instead of Reply to All
  • If attachment is included with the email consider
    whether the attachment needs to be forwarded.

5
FYI Emails- Is Information Timely, Topical, and
Targeted
  • When sending informational emails consider the
    following
  • Is the email really needed?
  • Do all the listed recipients need this email?
  • Is the email timely and relevant?
  • Will the email assist them in their job?

6
Strengthen Your Subject Line Whats the Point?
  • Always have a subject line
  • Use subject line to add clarity, description, and
    context
  • Consider using the following subject line
    indicators following the subject
  • Action Required
  • Review / Approve
  • Decision Needed
  • Follow up Questions
  • Urgent
  • FYI
  • NRN
  • NTN

7
Stop that Chain
  • Consider calling after 2 email responses
  • Avoid forwarding lengthy email chains
  • If forwarding an email chain, recap information,
    do not say see below
  • Delete non-relevant portions of the email chain

8
Stop Read - Review
  • Review email before sending
  • Watch the use of all caps
  • Does message convey your intent?
  • End of email should include signature with
    contact information
  • Check spelling, grammar, punctuation

9
Distribution Lists Are you in the Know?
  • Regularly review and manage your distribution
    lists
  • Take initiative to be added and removed from
    distribution lists as needed

10
TO C or not to CC
  • Verify and purify your TO and CC lines
  • Verify correct first and last names were selected
  • TO line is for respondees
  • CC line is for need to know

11
How Big is yourAttachment?
  • Limit number and size of attachments
  • use links to shared files where possible
  • verify recipients have permissions to view files
  • Consider compressing files before attaching

12
Tools, tools, tools
  • Consider use of available email tools to help
    manage mailbox
  • Mark for follow-up
  • High Importance
  • Read Receipt
  • Auto Spellcheck
  • Rules/filters
  • Tasks
  • Appointments/Calendar
  • Block out of office on calendar
  • Use out of office email assistance

13
To Read or not to Read
  • Avoid continuous all day email review
  • If necessary turn off incoming email alert
  • Consider review and reply to emails at scheduled
    intervals throughout the day
  • Avoid replying and sending emails outside of your
    normal work hours.

14
Think Before you Send
  • Dont write anything you wouldnt say in public

15
  • Thank You on Behalf of Peer Team 7!
Write a Comment
User Comments (0)
About PowerShow.com