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How to get control of email
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The Info-Excellence® Seminars
Email and Filing Effectiveness TrainingDriving Profits, Sales, and Growth
The Typical Professional’s Day
20,000 surveys of professionals around the world indicate that:
1. 75% of the day is spent on 3 primary business activities
2. >30% of that time is “wasted”
3. Conclusion: 36 days a year are wasted by the average professional.
*All Data Based on 240 Days at Work Each Year
Info-Excellence® Program Overview
A Series of Behavior Changing EventsA Series of Behavior Changing Events
Launch Post-TrainingAssessment
(2 Weeks After)
The Company We Keep…Healthcare
– Astra Zeneca– Anthem – Boehringer-
Ingelheim– Genentech– Novartis– Schering Plough– TAP Pharma
Services– ABC TV– Air Tran– Booz-Allen – Capital One– Century 21 – Deloitte– DHL– Generali– Halliburton– Holiday Inn – KPMG– Kelly Services– Lucent– Sprint
Manufacturing– International
Paper– General Electric– General Mills– HP– McDonalds– Mercedes– Nissan– P&G– Shell Oil– Xerox
Public Sector– Army– Coast Guard– Public Television– Social Security – UCSD
“It works!”Ken Blanchard, Coauthor, The One Minute Manager®
“We saved 4 hours per week!” Matt Koch, Director of Productivity Mgt., Capital One
“Reclaim your life!”Betsy Meyers, Executive Director of Public Leadership, Harvard University
Designed by Experts
80,000 in Print 11 languages
Info-Excellence® Impacts Bottom Line1. Growth: Time savings of 15 days per year equates to
$3.6 million in labor costs/1000 employees that can be reallocated to higher ROI activities.*
2. Profits:
– Reduced email volume lowers the IT cost of backing up email and legal search fees.
– Legally appropriate email reduces liability costs
3. Revenue: Effective communication boosts sales
*15 days x 8 hours/day x $30/hour x 1,000 associates= $3.6 million a year
Objectives:- Cut Email Time 20%- Boost Email Quality 35%
Reduce email volume
Improve email etiquette
Email vs. VM vs. IM vs. live
Effective e-writing skills
4Ds to fight inbox overload
Time-saving tech tips
Objectives:- Cut Email Time 20%- Boost Email Quality 35%
Reduce email volume
Improve email etiquette
Email vs. VM vs. IM vs. live
Effective e-writing skills
4Ds to fight inbox overload
Time-saving tech tips
Objective:- File 25% More Effectively
5 File & Find It Fast secrets
Locate info in a flash
Design new filing system
File-less/find-more
Time-saving tech tips
Objective:- File 25% More Effectively
5 File & Find It Fast secrets
Locate info in a flash
Design new filing system
File-less/find-more
Time-saving tech tips
Email Efficiency & EtiquetteEmail Efficiency & Etiquette File & Find It FastFile & Find It Fast
8
Seminar Materials
• Workbook• Desk-top tool• Hamster Revolution Book• Custom Calculator• Name Card
Flexible Delivery Options• Live Training: Half Day, Instructor Led Seminar
• Webinar: 1-2 hour, Instructor Led Web-Meeting
• E-Learning: 24-7, 45 Minute On-Line Experience
• Keynote Address: Large Groups/Short Time Slot
• Book: Best-Selling Email Efficiency Book
Blended and Bundled Solutions Available
The Info-Excellence® Seminar
2 Weeks Pre-Training Survey Concerns• 92% believe that increased sharing of email best practices will boost
productivity and reduce stress
• 32% of email time is wasted
• 73% feel colleagues often over-use reply-to-all
• 12% feel that they, themselves, often over-use reply to all
• 80% often receive emails with vague subject lines
• 92% often receive emails that require clarification
• 72% believe that they have ‘little control’ over the quality /quantity of email
• 100% state that improving the overall productivity of email and information storage supports Organizations’ values
Source: YPO, Pre-Training Info-Excellence Survey
Email Quantity Challenges
Email Adds UpA. Annual email sentEstimated emails sent each work day 30
Multiply by 240 work days a year x 240 days
Annual email sent A. 7,200 B. Annual email receivedEstimated emails received each day 56
Multiply by 240 work days a year x 240 days
Annual email received B. 13,440 C. Annual days spent processing emailAdd A. + B. 20,640 X 2 minutes per email x 2 minutes
Annual minutes spent on email 41,280
Convert to hours by dividing by 60 minutes /60 minutesAnnual hours spent processing email 688
Divided by 8 work hours a day /8 hours
Annual days spent processing email C. 86D. Days saved by 20% email reductionC. X 20% C. x .2
Annual days saved with 20% reduction D. 17
Annual Time Saved By 20% Email Reduction
Send Less – Get Less
Capital One Case Study – 3,000 participants – Richmond VA – 2004-5
1-2-3 Email Quantity Tool
1Needed?
TimelyRelevantComplete 3
Targeted?Reply to AllDist. Lists, ccBest Channel2
Appropriate?CompliantProfessionalInoffensive
...before you send
ask...
Motivating People to Change
InefficientProfessional
Long-WindedRecipient-Focused
Poor Email Good Email
Cc:
Subject:
Attach:
To:
Strengthen the Subject
Sculptthe Body
Brief, Warm Greeting
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
A-B-C Email Quality Tool
Action-Takers
Stakeholders
Action: Info: Request: Confirmed: Delivery: Descriptive Title – EOM (End Of Message)
Limit and Explain Attachments – Use Links
ACTION: Please review draft by 5pm Friday 19th FebDELIVERED: March business plan for Southern district
A-B-C Email Quality Tool™
Right click on ‘low’ or ‘no’ priority emails
Practical Tech Tips: Filter with Folders
On-Line Library – Email Efficiency Tips
Time Spent on Email Reduced
Pre-Training Post-Training
Email Efficiency and Etiquette will save me ___ minutes per day by helping me manage email more effectively.
Email Quality Improves
Email Efficiency and Etiquette best practices has helped boost the quality (clarity, effectiveness, etc.) of email I send by ___%
Sharp Increase in Email Coaching
Pre-Training Post-Training
Email Efficiency and Etiquette will save me ___ minutes per day by helping me manage email more effectively.
File & Find It Fast ObjectiveTo provide insights, best practices, and helpful tools that enable you to file and find information 25% more effectively
Source: Client Data, Pre-Training Info-Excellence Survey
File & Find Challenges
What Causes the Chaos? Andy’s boss just sent him an urgent Widget proposal for RST Company...
to filing and finding it fast!
Secret 1
Create Distinct & Universal
Categories
Secret 2
Use Numbers to
Prioritize
Secret 3
Create a COTA Folder System
Secret 4
Develop Simple Rules
Secret 5
Create Easy Access Points
Create Distinct and Universal Chunks
Filing and Finding Efficiency Rises
File and Find it Fast helped improve the efficiency of my filing system by ___%
Source: Capital One – 1 Year Follow Up Survey n=127
Case Study: Capital One 1 Year Results
Success Keys for Enterprise Rollout• Top Down Executive
Advocacy• Bottom Up – Grassroots
Support• Tight Time Frame• Blended Solution• Leverage Metrics• Cross Functional Support
Cross Functional Support = Robust Rollout
A Solution: Strategy for Enterprise Rollout
3. Maintenance Phase
Access to Tools and Training Ongoing Consulting &Measurement
2. Rollout Phase
Enterprise Keynote Live and Virtual Training
1. Pilot Phase
Baseline Metrics 500 Cross-Functional Associates
Excellent Facilitators• 99% Rate Trainer as Helpful and Professionals• Comments:• Sorry but for me he was perfect - I was/am a totally
disorganized email user and the amount of time wasted is amazing. Just using a few of the tips rec'd in this course has made my life easier.
• I thought that the facilitator was excellent.• I am sorry, but I thought he did a great job and no
improvement is needed.
Key Insights and Next StepsKey Insights• Major opportunity to save
money and time while improving work/life balance
• 3 Hour Investment Can Save 10-20 days
• Training was practical, relevant, and useful
• Participants applied insights in the real world
Next Steps• Proposal• Discuss Implementation
Plan• Set dates and Times
Discussion and Next StepsMoving Forward
– Delivery Options– Program Goals– Demo for
Stakeholders– Proposal and Pilot
Questions?
