MD MPH FACP Assistant Professor of Medicine Dept of Medicine BUSM Section of General Internal Medicine Electronic Tools for Time Management eMail Jail Get Out amp Stay Out ID: 760517
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Slide1
Christopher W. Shanahan, MD MPH FACPAssistant Professor of Medicine , Dept. of Medicine, BUSMSection of General Internal Medicine
Electronic Tools for
Time Management
eMail
Jail:
Get
Out & Stay
Out
Advanced
eMail
Methods
Slide2Outline
Triage!!!
Email Jail: Get
out
& Stay
Out
The Problem – Another Look
Basic
Principles
Using Electronic Tools Effectively
An
Information Management System
Tactics
Effective Reference System
Efficient Environment / Automation
Personal
eMail
policy
Slide3How did I get here?
Slide4Triage !!!
eMail
Jail
Using Electronic Tools Effectively
Slide5eMail Jail
DefinitionThe inability to send eMail due to the fact that the IT guys have limited your mailbox size. Indication of eMail Jail is the message 'your mailbox is over the size limit'. Cursing the IT guys does not get you out of eMail jail.Cause:Outlook used as File Cabinet a/o ‘To Do List” Poorly tuned Auto-Archive settingsSending / Receiving lots of very large file attachments
http://www.urbandictionary.com
Slide6Steps to Freedom
Admit you have a problemTell yourself the truthCommit to changing your behavior…EVERYDAYUse the past to automate the futureCommit to do it better…EVERYDAY
Get Out of eMail Jail
Slide7Key Commitment 1
Create a new folder called “JAIL”Move all your eMail into itProcess it over timeIs it still needed?Delete / Act / AnswerUse advanced eMail methods
Get Out of eMail Jail
Slide8Work down Jail Mail everyday until gone
Determine a Daily Goal
Daily # of
eMail
to Process
=
# of
eMail in Jail
# workdays to complete
Daily # of eMail to Process
=
2500
10
=
250 messages
Slide9Key Commitment 2 - Zero your Inbox
Deal with every eMail by end of every workday till goneYOU MUST ACTIs it still needed? No? Delete it.Do (Answer or Ask or Own)Use advanced eMail methods
Get Out of eMail Jail
Slide10Zero your Inbox - Go on a DieteMail In & eMail Out Shrink Inbox Don’t invite it or let it in……Get rid of it fasterOpt-out of listserves, eMail lists, newslettersUse and Turn up sensitivity on Spam filtersDelete…Delete…DeleteAct…ActFile
Get Out of eMail Jail
Slide11Deal with Daily eMail
Zero your Inbox - DailyDaily ActionsDelete (Sort group delete)Store (File it)ActRespondConvert to task (Flag)Ask & track response (Follow) or Own it & Do it (Convert to a Task)Automate Maintain your “Blocksender” listCreate & Tune Filters
Slide12One eMail at a Time - Quickly
Learn to quickly turn valuable messages into actions or action placeholders
50% fail 1
st
question delete. Most of remainder fail 2nd question 1-2 line reply
Slide13Decide What Information to Keep or Delete
Four Simple Tests…Relates to your objectives? If No…Delete Can be found elsewheree.g. SharePoint site, intranet, Internet? If Yes…Delete Likely to refer to within 6 months? If No…Delete Need to keep for legal / HR reasons? If No…Delete
Slide14Maybe, but… All eMail is not created equal
One to OneFor you ….Worth your time. Usually…a Question, Request, or CommunicationProbably need to take actionOne to FeweMail applies to you, but may not require action. No rush to read it. (…That moment…)One to ManyMay or may not…Be relevant to you, require action, be worth your time. To determine if applies to you may waste Your time
Slide15The Problem – Another Look
Slide16Overwhelming eMail: Symptom of a Bigger Problem
Too much “X” for allotted time & approach Everything can not be donePriorities Define Actions must relate
Slide17Basic Principles
Optimize work environmentEliminate repetitive activitiesDo Today’s Work TodayTouch a Document only once
Slide18Using Electronic Tools Effectively
Slide19Tools for the Job
Slide20An Information Management System
CORE Information Management System
Slide21Tactics
eMailCreate ActionsSend to ReferenceTo Do (Task) ListUse daily / Prioritize ruthlesslyDelegate / OutsourceBreak large tasks into smaller tasksCalendarMake appointments with yourself & othersLink to Tasks
Slide22Use the Right Tool for the JobAvoid the eMail Web Client.
www.myBMC.org
Slide23Dealing with
eMail System... Discipline …
Slide24Reference vs. Action Information
Often Confused Difference is Important
Slide25Reference Information
Not required to carry out an action Keep to refer to later Stored in a reference system e-mail reference foldersMy Documents foldercompany intranet sitesFile cabinets
Slide26Data required to complete an actionStore with the action on either….To-do list vs. Calendar Do not store in eMail
Action Information
Slide27Create an Effective Reference System
Align/Build Folder Structure (A Filing System)Based on most important activities (Objectives & Projects)maintain professional connection & focusSame system used for storing both Documents & eMail
Slide28File Folders
Email Folders
Slide29Create an Effective Reference System
Facilitates tracking / flagging eMail for follow-upMakes it easy to decide:What to delete, What to keep, Where to keep it Makes it easy to find saved eMailMakes is possible to deal with attached documentsFile RemoveCreate a logical filing and naming systemUse dates & version numbers
Slide30Track eMail Tasks
Create Colored Categories indicating what to do with/about eMailRead/Do Read/RespondWaiting on ThemHold/LimboSort on these CategoriesTrack emails sent that request responses or actions of others
Slide31Create an Efficient Environment
Activate & Configure Reading PaneSort eMail Folder ViewDate / Conversation / Category Colors / Flag / GroupCreate A Favorites FolderSearch FoldersShortcutsSet up Resources
Slide32Configure the eMail Client
Optimize the ViewView Navigation PaneView FavoritesView Reading PaneView To-Do BarArrange eMail
Create Folders
In Outlook
Storage
Search folders
Pin key folders to Favorites
In My Documents
Slide33Personal eMail Policy
Do…Stop Auto-check, Desktop display, & Audio alerts Turn off or set to 30 - 60 minAim for Zero Inbox by end of every daySchedule time to answer eMail received Touch each eMail ONLY onceCategorize everything that is savedAssign a color to every categoryTake actionDo (Read, Think, Write, Speak) / Delegate / Defer for later response / Delete / ArchiveWhen responding to eMail:Do so immediately ONLY if < 2 minutes or so important can’t waitWrite less (Less is more)Sometimes a phone call is better
Slide34Personal eMail policy
Do NOT...Use Inbox as a “To Do List.” Use Inbox as a filing cabinet. Read / Answer eMail all day long or during most productive time of day.e.g. First thing in AMLook for interruptions by checking eMail on demand.
Slide35Deal with Attached Documents
Information in eMail not important, Save document in My Documents (G: Drive)Delete e-mail message Information in eMail importantSave document in My Documents (G: Drive)Save in eMail in Outlook Folder reference system. Document not meaningful without e-mailsave both in your e-mail reference systemminimize to avoid storage issues
Slide36Be Efficient
Use Short cutsCtrl-N, Ctrl-R, Ctrl-F, Ctrl-Shift R, Ctrl-D Be even more efficientConvert eMail immediately:Into actions (Tasks)Into action place holders (e.g. Appointments)
Slide37Automate
Create rules “on-the-fly”Junk mail“Block Senders list”Regular eMailTune & MaintainSearch FoldersAuto-archiving
Slide38Customize….Even More!
Enhance the Tool BarCreate CategoriesExpand / Collapse ButtonAssign Colors to CategoriesCreate a Resources Folder
Slide39More Information
Where to learn more or get helpMicrosoft at Workhttp://www.microsoft.com/atwork/default.aspxMicrosoft Office On-line: Help and How-tohttp://office.microsoft.com/en-us/help/default.aspxBU Subscription to Element Khttp://www.bumc.bu.edu/bumc-oit/webinfo/elementk/
Slide40Questions?