Organizational Information Overload

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Managing Email
If you are frustrated by too many emails, here's a checklist that will help you think about how to manage email so it doesn't get the best of you.
 
                                 Email Workload Management Assessment 
Manage IT or IT will manage you   Currently DO Try
  
Avoid constantly checking email, schedule 1-2 times per day    
Disable "notify" alerts   
Reply in one working day, if not possible see next line   
Reduce email volume by telling people when you don't need to be included   
Reduce email volume by sending fewer emails   
Reduce email volume by removing your name from mailing lists   
Reduce email volume by using the block sender or junk filter   
  
Don’t contribute to information overload in others                     Do WWWWWho!    Currently DO Try 
  
Who: Send to those who need to know/can take action, avoid "Reply to All"   
Who: Tailor your mailing lists to the right audience   
What: Be brief and to the point   
What: Use headings and bullet points (people don't read paragraphs)   
When: For meetings, send agenda/handouts 3-5 business days in advance   
Where: Determine where message should be delivered - in person is best    
Why: Why are you sending it? Avoid "thanks" or "got it"   
Why: Avoid internet chain mail and redundent information    
How:  Assure proper tone, be careful of trigger words   
How: Subject line should describe content   
How: One subject per message   
How:  Include previous message with your response   
How: Use extreme caution before forwarding another’s email    
       
Inbox Management (OHIO and the 4D's):   Currently DO Try 
  
Don’t use your inbox as your “To Do” list   
OHIO - Only Handle It Once   
           Delete it   
           Do it (two minute rule)   
           Delegate it   
           Defer it (schedule it on your calendar)   
       
Keep it Legal Currently DO Try 
  
Treat content like a postcard, unless secured   
Don’t say something you would not like to see in the newspaper    
Create permanent filing system on your personal drive     
Do not forward confidential information to anyone outside your organization   
       
Etiquette - Be Respectful     Currently DO Try 
  
Use automatic reply when out of office   
Create a signature line w/title and contact information   
Code subject lines - ASAP, FYI, Due by:   
Do not print unless absolutely necessary (go green)   
Don’t be a copy cat automatically cc:ing those who won’t take action   
When you reply, update the subject line if appropriate   

 

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