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 don’t 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 • Don’t 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 – What’s 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 your…Attachment? • 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 • Don’t write anything you wouldn’t say in public

15. Thank You on Behalf of Peer Team 7!