Keeping Sane - Managing your

Transcription

1 WITH KEVIN Keeping Sane - Managing your

2 TODAY S COFFEE TALK is a wonderful tool for sending and receiving a lot of information quickly and securely. However, it s important that your personal information remains secure and safe and that you aren t open to viruses or hackers. Managing your s. From Inbox to 0 Managing, archiving, retrieval Sending s properly Why people are so easily tricked Characteristics of scam s Can I open this attachment? Can I click on this link? Preventing Viruses from s. Being Safe with Helpful security features built into web browsers The value and limitations of anti-virus software Q&A

3 YESTERBOX TECHNIQUE Today, you only read and respond to yesterday s s. The vast majority of s don t require an immediate, same-day response, so you can let today s new messages come in without being distracted or distressed by every one. And tomorrow when you get up, you ll already know exactly how many messages you have to get through and can more accurately plan your day. Obviously, legitimately urgent s can be addressed today but true emergencies are a pretty rare occurrence. Everyone gets a reply the day or session after Utilize Folders for s

4 ORGANIZING Can you imagine having an inbox with nothing in it? Although a completely empty inbox might be unrealistic for many of us, keeping our main inbox cleared can make us more organized, and help eliminate stress. First, set up a simple filing system to help manage your mail.

5 TOTO-DO S - UTILIZE YOUR FOLDERS AND FILES 3 Levels of Folders Inbox Current Year Active Archive Utilize Specific Folders Move your to-dos out of your inbox and into your workspace with the rest of your tasks. Clean out your inbox Actually get to work on to-dos instead of letting them languish in inbox purgatory. Create a Subject Folder Move conversations out of your inbox. Keep your inbox uncluttered by limiting the amount of you generate. Move items between folders as you take care of them You ll benefit from better organization, and manageable . Archive Sent Mail every 3-6 months

6 2-MINUTE RULE AFTER SORTING AND PUTTING IN FOLDERS If it ll take you less than two minutes to reply, do it now. Don t wait! Schedule a meeting with your inbox. Set aside time each day to go through your , GET YOUR COFFEE and spend less then ½ hour in cleanup Use three 20-minute check-ins at the beginning, middle, and end of the day. Then don t look at your any other time. Don t keep it open in a browser tab, lurking in the background as you work. Turn off notifications. By dedicating scheduled time to your inbox, it won t be on the back of your mind all day long, but you ll still stay on top of your messages. Best time to clean out your inbox is within two hours after you ve started your day

7 DON T BE AFRAID TO DELETE MOVE S Move important s to the Action Folders Move Interested s to their folder DELETE ALL ELSE If it s that important, someone will follow up with you. So if there s even a question about whether you need to keep the , just delete it. Your trash bin will typically save deleted s for 30 days, so if you deleted something by accident, you can always retrieve it. But trust me: 99% of the time you won t need to. SEARCH S

8 BREAK THE CHAIN Delete attached threads when responding. Prevent a chain of responses by editing your responses unless necessary Update Subject Lines Last to You Your Response

9 REPLY MANAGEMENT REPLY ONLY WHEN NECESSARY OVER-COPYING PEOPLE ON S VAGUE SUBJECT LINES OR NO SUBJECT AT ALL "We hit reply all way too much, "I should know precisely what your is about just by reading the subject line Making your subject line as clear as possible not only helps the receiver understand what your message is about before even opening it, but is a great way to help you organize your inbox. My Filter deletes all blank subject s SUBJECT LINES THAT DON T MATCH THE MESSAGE Pulling up an old from a contact you haven t spoken to in a few months and hitting reply, only to send a message that is completely unrelated to the previous discussion and the original title, is confusing to the receiver. Change the subject line as soon as the content of the chain changes. SENDING ONE-LINER RESPONSES Replying to an with "Thanks" or "OK" does not advance the conversation in any way. "You don t have to answer every ,

10 REPLY MANAGEMENT IMMEDIATELY REPLYING TO AN BUT WITHOUT PURPOSE But sending a quick answer just to satisfy yourself that you responded quickly is not enough. "All you re doing is contributing to my overload, and you have not helped me, OVERUSING THE HIGH PRIORITY BUTTON Focus on a reputation of someone who sends well thought out replies that move the conversation forward. Turn off notifications and only reply to s when you have the time to craft a proper response. Flagging your as high priority should be done sparingly and only in real cases of urgency. NOT INCLUDING A SIGNATURE Your signature tells the receiver who you are. Your signature should include: Your name Address Phone Numbers "If there s no signature in your , how do I know who you are? %678FishKill@Yahoo.com

11 INBOX ZERO Inbox Zero doesn t actually have anything to do with your number of unread s? It s the: amount of your attention that s preoccupied by the extent to which your inbox weighs on your mind. The real achievement is in figuring out a system that works for you, so doesn t rule your life.

12 MANAGING, ARCHIVING, RETRIEVAL Archiving is the act of preserving and making searchable all to/from an individual or subject. Copy to a Sent folder or file Start New Subject Folder by YEAR Copy All of that subject Copy back Select Subfolders when Necessary Delete ALL Sent files Annually

13 USING RULES Using Rules Non-Essential Most programs, such as Outlook and Gmail, allow you to establish "Rules" that sort into a particular folder as soon as it comes in. If you regularly receive such as newsletters, blogs and article feeds, you could re-route these to another address, or use rules, so that they're instantly delivered to a particular folder.