This is a presentation used on a training about E-mail management, addressing both technical details and net etiquete. Resources are mentioned in each slide

1. E-mail management
MIGUEL CABRAL
Presidents’ Pre GA MM13 – Baltimore, USA

2. Expectations?

3. Resources
-Michael Hyatt’s This is your life podcast - Episode 5: “How to
Take Control of Your E-mail Inbox“
- Michael Hyatt’s This is your life podcast - Episode 34: “Make
Your E-mail Messages More Effective and Professional“
- Yassen Tcholakov (IFMSA-Quebec)’s Training on Efficient use
of Gmail and email etiquette
”One good thief is worth ten good scholars”
Professor Randy Pausch

4. The Problem
“In 2010 (the last year we have stats on) there were 107 trillion e-
mail messages sent. That’s 294 billion a day, and the ugly part of
this is that 89 percent of those were spam.”
Source: http://michaelhyatt.com/005-how-to-take-control-of-your-e-mail-inbox-
podcast.html

5. Michael Hyatt 4 Behaviours
1 – Empty your in-box everyday.
2 – Don’t get bogged down; keep moving
3 – Use keyboard shortcuts and avoid the mouse
4 – Let e-mail rules filter the low priority stuff
Source: http://michaelhyatt.com/005-how-to-take-control-of-your-e-mail-inbox-
podcast.html

6. Empty your Inbox everyday

7. Empty your Inbox everyday
- Processing is not replying

8. Empty your Inbox everyday
- Labels / Folders / archiving
How to create labels in Gmail:
http://support.google.com/mail/bin/answer.py?hl=pt&answer=118708&from=6560&r

9. E-mail bankrupcy
- When:
- > 500 unread
- Complaints about lack of responsiveness
- More than once: “I sent you an email about that. Didn’t you
get it?”
- You feel anxious whenever you think about email.
Source: http://michaelhyatt.com/is-it-time-to-declare-email-bankruptcy.html

10. E-mail bankrupcy
- How?:
1. Admit the truth
2. Open your e-mail program
3. Sort your messages by name
4. Create a new “Processed Mail” folder  Create a “mail
bankrupcy” folder
5. Move all your messages into this folder
6. Don’t worry about your unread messages
7. Commit to the “inbox zero” strategy
Adapted: http://michaelhyatt.com/is-it-time-to-declare-email-bankruptcy.html

11. David Allen’s 2 minute rule
Source: David Allen’s book: “Getting Things Done”

12. David Allen’s 2 minute rule
Source: David Allen’s book: “Getting Things Done”

13. Avanced GTD workflow
- Another workflow diagram based on David Allen’s by Scott
Moehring:
- Collect  Process  Organize  Review  Do
Source: http://tomgraf.wikispaces.com/file/view/Workflow+Advanced.pdf

14. Avanced GTD workflow
- Another workflow diagram based on David Allen’s by Scott
Moehring:
- Collect  Process  Organize  Review  Do
Source: http://tomgraf.wikispaces.com/file/view/Workflow+Advanced.pdf

15. Avanced GTD workflow
Source: http://tomgraf.wikispaces.com/file/view/Workflow+Advanced.pdf

16. Mail Features and Tricks
- Centralizing Accounts:
- Pop3/IMAP 4
How to do it in Gmail:
http://support.google.com/mail/bin/answer.py?hl=en&answer=56283

17. Mail Features and Tricks
- Pseudo-centralizing Accounts: Netvibes.com
Source: www.netvibes.com

18. Mail Features and Tricks
- Offline e-mail clients:
- Mozila Thunderbird
- Microsoft Outlook
- Mac Mail
- Gmail offline

19. Mail Features and Tricks
- Filters (Gmail):
- Labels/ Folder / archiving
went automatic
How to set up a filter in Gmail:
http://support.google.com/mail/bin/answer.py?hl=pt&answer=6579

20. Mail Features and Tricks
- Signatures
- Why not as an instruction message?
How to set up signatures in Gmail:
http://support.google.com/mail/bin/answer.py?hl=en&answer=8395

21. Mail Features and Tricks
- Signatures (firefox add-ons)
Source: https://addons.mozilla.org/pt-PT/firefox/addon/blank-canvas-gmail-
signatures/?src=search

22. Mail Features and Tricks
- Signatures (firefox add-ons)
WiseStamp
Source: https://addons.mozilla.org/pt-PT/firefox/addon/wisestamp-email-
signature-gmai/?src=search or http://www.wisestamp.com/tour

23. Mail Features and Tricks
- Automatic Vacation/out of office response  Automatic Response
How to set it up in Gmail:
http://support.google.com/mail/bin/answer.py?hl=en&answer=25922

24. Mail Features and Tricks
- Labs (Gmail)
More info on Gmail labs:
http://support.google.com/mail/bin/answer.py?hl=en&answer=29418

25. Mail Features and Tricks
- Labs (Gmail) – Some options:
- Undo send
- Auto-advance
- Canned Responses
- Default 'Reply to All'
- Google Docs previews in mail
- Send and archive
- Multiple inboxes
- Right side chat
- Many many others...
Tip: search youtube in order to find video tutorials on how to best use Gmail labs

26. Mail Features and Tricks
- Boomerang - Email Scheduling Plug-In
Source: http://www.boomeranggmail.com/

27. Some other tricks
- KeyCue for Mac - http://www.ergonis.com/products/keycue/
- Nozbe - http://www.nozbe.com/
- Mailbox - http://www.mailboxapp.com/
Source: font

28. Is there more?

29. email etiquette
Chris Anderson – Ted curator

30. Email Charter
1) Respect Recipients' Time
2) Short or Slow is not Rude
3) Celebrate Clarity (subject categories)
4) Quash Open-Ended Questions
5) Slash Surplus cc's
6) Tighten the Thread (cut what's not relevant. Phone call?)
7) Attack Attachments
8) Give these Gifts: EOM NNTR
9) Cut Contentless Responses
10) Disconnect!
Source: http://emailcharter.org/

31. Michael Hyatt’s suggestions
1) Understand the difference between the “To” and the “CC”
fields.
2) Keep messages brief and to the point
3) Don’t discuss multiple subjects in a single message
4) Reply in a timely manner
5) Be mindful of your tone
6) Don’t use e-mail to criticize others
7) Don’t reply in anger
8) Don’t overuse “reply to all.
9) Don’t forward chain letters
10) Don’t “copy up” as a means of coercion.
Source: http://michaelhyatt.com/034-make-your-e-mail-messages-more-effective-
and-professional-podcast.html

32. Michael Hyatt’s suggestions
11) Don’t overuse the “high priority” flag
12) Don’t write in ALL CAPS
13) Don’t send or forward emails containing libelous, defamatory,
offensive, racist, or obscene remarks
14) Remember that company e-mail isn’t private
15) Use a signature with your contact information
16) Provide “if-then” options
17) Use your spell-checker
18) Re-read your e-mail before you send it.
Source: http://michaelhyatt.com/034-make-your-e-mail-messages-more-effective-
and-professional-podcast.html

33. Questions?

34. Hope it was useful!

35. miguelcabralpinho@gmail.com
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