Email Is A Killer Application And It Is Killing Me Personal And Enterprise Guide To A Better Email Experience
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email rules our daily life. Learn personal productivity techniques to lighten your load. Learn how enterprises must establish policies and procedures to provide a framework for user behavior.
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Email Is A Killer Application And It Is Killing Me Personal And Enterprise Guide To A Better Email Experience
- 1. Peter Buck | Baker Robbins & Company pbuck@brco.com email is a killer app…and it is killing me. inbox
- 2. Peter Buck
- 4. <contact serious_email=‘pbuck@brco.com' fun_email=‘backofthenapkin@gmail.com’ company=‘Baker Robbins & Company‘ <expertise> Document Management; Search; Design; Email; </expertise> </contact>
- 11. Two questions why do you use email? what does your company tell you about your email?
- 12. Research bias Work cultures significantly influence email organization behaviors Today items must be tagged explicitly. Tomorrow tagging will become implicit. Retention policies influence filing decisions Exchange inbox, calendar, sent items message count MUST NOT exceed 5,000
- 13. Email study
- 15. Personal enterprise Future Topicsemail is a killer app
- 16. Ethnographic view Personal | “I email therefore I am” filers 30% pilers create an email legacy for my client | ethical duty 70%
- 17. Time and attention are finite
- 18. Choose one for each message Delete Delegate Defer Do / Respond Based on work by Merlin Mann | Inbox Zero and David Allen | Getting Things Done
- 19. Do an email sprint
- 20. Defer
- 21. Delete
- 22. Personal email trio | demo Search folders Action folders Archive folders
- 23. enterprise The conversation or the content
- 24. FRCP Mandate “If electronic evidence is stored anywhere in your organization, you must produce it accurately and within a strict timetable.”
- 25. How email, folders and email retention can work together Email volume Spam email phases active reference record B-Spam Do nothing Journal delete Personal rule based delete Mail rule based delete Folder-Outlook make read-only Folder-Doc Mgmt matter folders time up to retention period up to 3 years 30-60 days
- 26. subject lines Re: FYI Two Things Great News Urgent Tomorrow Status Quick Question Acquisitions meeting agenda CIT/AG: List of Experts 3450-002: Comments on Lease Buy Back
- 27. traffic Do NOT tell Joe Can we get away with this? They will never find out This might not be legal “Never talk when you can nod. And never write when you can talk. My only addendum is never it in an email.” Eliot Spitzer
- 29. 1 If an email is not declared and classified within Xdays (by moving to DM | RM repository) then it will be deleted from inbox, sent items. If email is for convenience, it can be moved to personal folder where it will be moved within Xdays to an email archive. Within X years it can be declared and classified to the official repository or it will be purged. Once in the official DM | RM repository, it is managed according to retention business rules. 2 3 Email mgmt guidelines Organization: Purged Backend Process: TBD User: Delete or leave in In Box/Sent Items 1 Non-Record Limited usefulness Organization: Move to official archive Backend process: TBD Life cycle retention managed systematically Backend Process: TBD User: Classify Backend Process: Email Created or Received 3 Convenience Materials Useful for some period 2 Official Record Preserve Organization: Purged >= X years Backend Process: TBD Organization: Classify<= X Years Backend Process: TBD User: Move to Personal Folder Organization: moved to email archive Backend Process: TBD
- 31. Does it document an official policy?
- 32. Does it document a commitment to customers, employees, stakeholders, or government agencies?
- 33. Does it document an official transaction of the company?
- 34. Does it document a financial or legal filing?
- 35. Does it show how money was spent or received?Structured Data Content Filtering Unstructured Data
- 38. Legacy systems
- 41. Data hosted by third parties
- 42. All messaging systems (server-based e-mail, archived e-mail, personal e-mail folders)
- 43. Inbox, deleted, sent, drafts, calendar, to do list, contacts, etc.
- 44. Public folders
- 45. Size limits or periodic purges
- 46. Voice mail
- 47. Fax servers
- 48. Proxy servers
- 52. Periodic purges and housekeeping activities
- 53. Migration to newer versions
- 55. Server / workstation / security logs
- 59. Shared laptops
- 61. Personal equipment/media (diskettes, DVD/CDs, thumb drives, USB hard drives, PDAs)Possible duty to preserve (while clarifying relevant subject matter, date ranges, key players, etc.)
- 63. 10:1 Rule for email-based Project Mgmt. | http://www.mindthis.net/mindthis/2006/08/a_10to1_rule_of.html
- 64. How to Manage Huge Exchange Mailboxes | http://msexchangeteam.com/archive/2007/12/17/447750.aspx
- 65. Everything is Miscellaneous | David Weinberger or Google video talk http://tinyurl.com/5xpfk4
- 66. Merlin Mann | http://www.43folders.com/izero
Notas del editor
- Folders are not going away, even in the face of search technology.
- Some argue that pilers are rude; they rely on others to remind them or to file for them. The test is there more than a screenfull.
- Simple, repeatable. Reduce the number of possible options. Turn them into verbs. You need to build walls.
- Just remember that every email you read, re-read, and re-re-re-re-re-read as it sits in that big dumb pile is actually incurring mental debt on your behalf. Look, respond, move on. It is called a Firewall. Enter your inbox for discrete tasks, process the 4 Ds then exit. I personally check my email every 60 minutes. If it is that urgent, they will call. Don’t forget that also allows you to monitor what you sent before it goes. Group the 60 potential distractions into groups. There is no point in filing an e-mail or closing an e-mail if you can complete it in less than 2 minutes. Try it out—see how much mail you can process in less than 2 minutes. I think you will be extremely surprised and happy with the results. You could file the message, you could respond to the message, or you could make a phone call. You can probably handle about one third of your e-mail messages in less than two minutes.
- ∑
- Cataphora does not look for hot words but worried words
- This is why you want to delete email or filing it in a trusted repository.
- http://lifehacker.com/379328/analyze-your-email-usage-with-mail-trends