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Managing InformationOverload
February 20, 2008http://lsntap.org/tips101
Legal Services NTAP www.lsntap.org
Is this your inbox?
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Email = Communication.Period.
Legal Services NTAP www.lsntap.org
Overview of Session
Take Control of Your Inbox Adopt Strong Email Practices Demote Email from Emperor to
Messenger (Change its function in your life)
Organize Your Online Experience
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Legal Services NTAP www.lsntap.org
Take Control of Your Inbox
50% of email can be deleted or filed 30% can be delegated or completed in
less than 2 minutes 20% can be calendared to complete
later
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Legal Services NTAP www.lsntap.org
Take Control of Your Inbox
Schedule uninterrupted time Decide your email protocol Process one item at a time and Reduce
to Zero. (4 Ds)– Delete– Do– Delegate– Defer for action
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Legal Services NTAP www.lsntap.org
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Overview of Session
Step 1: Take Control of Your Inbox Create a filing system Create labels (Gmail) or tags (Outlook
2007) Create filters?
Legal Services NTAP www.lsntap.org
Tools to Help You
A Filing System (or Labels, if Gmail)– Group emails by category of your workflow
Rules (aka Filters)– i.e., Color code your boss. Filter by subject,
recipient, or sender.
Flag or Star– Create an easy To-Do or deprioritize
emails7
Legal Services NTAP www.lsntap.org
Gabe’s Former Life
• General file headers. No emails filed within them.
• Sub-labels catch most of my work.
• Tip: Naming matters. • Periods show up before letters
• a- or aa- to help organize by your priority not naming
• Daily practice: Read and file from inbox
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Legal Services NTAP www.lsntap.org
About Files
Files help you refine a search Files help you organize visually a lot of
information Files are useful for easy retrieval
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Legal Services NTAP www.lsntap.org
How To Create File Folders
Right-Click in most applications.
For Gmail, create Labels: locate Settings in upper R. Click Labels Tab.
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Legal Services NTAP www.lsntap.org
Color Code Your Email:Use Rules
• Visually organize incoming messages by sender
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Legal Services NTAP www.lsntap.org
Create Rules or Filters
Outlook: Tools | Organize (or Rules & Alerts)– See Outlook audio tutorial:
http://office.microsoft.com/training/training.aspx?AssetID=RC011156011033&pid=CH062556091033&ofcresset=1
– Read how for Outlook:http://www.ehow.com/how_2054490_create-rule-outlook.html
Gmail: Settings | Filters 12
Legal Services NTAP www.lsntap.org
About Filters & Rules
Rules can change the color of an email in your inbox for easy visual reference.
Rules can label or file email from certain senders – i.e., put all the email from your housing listserv into a folder automatically (or label it, in Gmail).
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Legal Services NTAP www.lsntap.org
Flag It!•Prioritize email
• Create the “new inbox” – your To Do list
• Right-click to flag, or star in Gmail
• Sort by Flags for To Do list and by Stars in Gmail
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Legal Services NTAP www.lsntap.org
Archiving Email
Manual, automatic, or unnecessary depending on your email client
Function allows you to search email but retain it
Outlook Tutorial: http://office.microsoft.com/training/Training.aspx?AssetID=RP102386761033&pid=CR100654581033
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Legal Services NTAP www.lsntap.org
Step 2: Adopt Strong Email Practices
Timely response Take action:
– Delete, Do, Delegate, Defer
Do’s & Don’ts
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Legal Services NTAP www.lsntap.org
Timely Response
What is your email protocol?– Respond within a day?– Respond within a half day?– Respond within 2 hours?– Respond within an hour?
Respond even on the “Defers”– “Thanks for your email. I won’t be able to
get to this until XX, and will email you then.”
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Legal Services NTAP www.lsntap.org
Do’s
Use a strong subject line Use email to reward, emote or
acknowledge positive things. Communicate information, request
action, facilitate unsophisticated problem-solving
Follow up on heavy problem-solving
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Legal Services NTAP www.lsntap.org
Don’ts Do not use email to track attachments
and documents as a filing system Do not use email to manage projects,
timelines, or histories Do not use email to schedule meetings Do not use email to do heavy problem
solving or brainstorming Do not use email to ask quick
questions19
Legal Services NTAP www.lsntap.org
Step 3: Reduce what you rely on your email to do for
you Using new tools!
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Legal Services NTAP www.lsntap.org
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Overview of Session
Step 3: Reduce what you use email to do
IM for quick check in Project Management tools for deadlines
and files Wikis for institutional knowledge Online schedulers & calendars
Legal Services NTAP www.lsntap.org
Instant Messaging I’m running 5 minutes late on another call.
Call you when off. What time is our meeting at again? Here is the login number I forgot to send I am about to send out an email to the
Advisory Board, do you have anything to add… (then cut and paste text for them to edit).
Here is the training description I was going to post? Thoughts?
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Legal Services NTAP www.lsntap.org
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Instant Messaging for Quick Communication or Check In
Legal Services NTAP www.lsntap.org
Jabber: Instant Messaging
Jabber (www.jabber.org) -- a customizable open source IM (instant messaging) protocol with many clients:– Hugh uses Exodus
(http://exodus.jabberstudio.org/)– Gabe uses PSI (http://psi-im.org/)
Legal Services NTAP www.lsntap.org
Meetings and Phones
Meet-o-Matic (www.meet-o-matic.com) MeetingWizard
(www.meetingwizard.com) Free Conference.Com
(www.freeconference.com) GotVoice (www.gotvoice.com)
– Voicemail transferred to your email
Legal Services NTAP www.lsntap.org
Web Conferencing
www.legalmeetings.org www.teamviewer.com www.crossloop.com
Use for coordination and heavy problem solving or one-on-one in-depth meetings
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Legal Services NTAP www.lsntap.org
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We all use Case Management Systems for
cases, so…
While we have technology systems that help us receive and track cases, few programs use systems that help staff manage and coordinate on projects or collaborative efforts. Instead, most of us rely on ad hoc management systems and email.
Legal Services NTAP www.lsntap.org
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Project Management in Action: PTLA
Pine Tree Legal Assistance wanted Gwen Daniels’ help in developing an online intake form for their Volunteer Lawyers Project.
They used PM tools to organize their goals, milestones, and drafts. They assigned tasks to all persons and tracked them online.
Legal Services NTAP www.lsntap.org
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Project Management in Action: NTAP
Problem: 7 staff and contractors, 6 LSC funded grants with specific milestones, 157 emails a day in my inbox, 1 aging brain.
Solution: Project Management (PM) software helped us: assign tasks and deadlines, brainstorm ideas across timezones, reduce email clutter, and have one central repository for all files and thoughts about a project.
Legal Services NTAP www.lsntap.org
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Project Management in Action: NTAP
Example: Cyber Piracy project
Becky is responsible for creating training materials. Gabe is responsible for finalizing Cyber Piracy research -- the raw data of which is in various versions. Pro bono lawyers are responsible for creating drafts of trademark material. Eva needs to review them.
PM tools help us organize this effort. What’s better? We receive notice via email of all uploads, revisions, drafts, or messages.
Legal Services NTAP www.lsntap.org
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Example in Action:ILAO’s Project Server
The Problem: We needed a way to manage internal software development projects that use staff and outside developers
The Solution: Set up a project server instance that allows us to create tasks for each phase of development and link those tasks together, assign and allocate resources, manage costs
Legal Services NTAP www.lsntap.org
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Resources
Training Material on Wikis & Proj Mgmt www.lsntap.org/coll105
Wikis: http://www.lsntap.org/bookshelf?tid=10
Project Management:
http://www.lsntap.org/bookshelf?tid=179
Legal Services NTAP www.lsntap.org
Other Tips
Manage your bookmarks Manage your news Open what you need every day
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