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  1. 1. INBOX ZERO ACTION BASED EMAIL MANAGEMENT JRN STEINZ / SKILLDAY.DE
  2. 2. 2 Inbox Zero Overview
  3. 3. STATUS QUO
  4. 4. HOW ARE YOU DOING? 4 What kinds of Emails do you send and receive? How many emails do you receive / send per day? How much time do you spend on average each day doing email? What percentage of emails do consider relevant for your work?
  5. 5. EMAIL OVERLOAD SYMPTOMS 5 Email has become the source of almost all incoming and outgoing information Average of 122 business emails sent and received per user per day (avalanche of information) Theaverage person spends 28% of the workweek reading and responding to email (13 hours per week) This equates to 650 hours a year spent on completely reactive work Average inbox contains only 38% relevant emails References: McKInsey: http://www.mckinsey.com/industries/high-tech/our-insights/the-social-economy Sanebox: https://blog.sanebox.com/2016/02/18/email-overload- research-statistics-sanebox/ Radicati: http://www.radicati.com/wp/wp-content/uploads/2015/02/Email-Statistics-Report-2015-2019-Executive-Summary.pdf
  6. 6. GET A SYSTEM
  7. 7. DEMANDS FOR AN EMAIL SYSTEM 7 Simple Repeatable Complete framework (works with any mail, that gets into your inbox) A system reduces the number of possible optionswhat something could be and turns it into a relatively small number of verbs for what you can actually do with any email. (Merlin Mann)
  8. 8. ACTION BASED EMAIL MANAGEMENT 8 Checking => Processing Processing = habit to drive to zero each time you look at your inbox, by answering the question, what actions do I have to take as a result of this email?
  9. 9. 5 ACTIONS TO DEAL WITH ANY EMAIL 9 1. Delete or archive: Archiving in a single folder, not 24 2. Delegate: Is there somebody else who should deal with it? 3. Respond: Quick response that doesnt take more than two minutes => gtd principle; answer in a one, two or three line response. 4. Defer: Move to a do it later folder or mark it, make sure that you regularly work on it=> block time in your calendar to work on this folder. 5. Do: Do it now
  10. 10. RESULT: CLARITY IN YOUR INBOX 10 From now on, your inbox should only be for unread new emails.
  11. 11. FILTERING CC EMAILS 11
  12. 12. 12 FILTERING CC EMAILS
  13. 13. 13 FILTERING CC EMAILS
  14. 14. 14 FILTERING CC EMAILS 1 2
  15. 15. 15 FILTERING CC EMAILS
  16. 16. 16 FILTERING CC EMAILS
  17. 17. 17 FILTERING CC EMAILS
  18. 18. 18 FILTERING NEWSLETTERS
  19. 19. 19 FILTERING NEWSLETTERS
  20. 20. 20 FILTERING NEWSLETTERS 1 2
  21. 21. 21 FILTERING NEWSLETTERS 2 1
  22. 22. 22 FILTERING NEWSLETTERS
  23. 23. GET IN TOUCH VIA MAKETIME.EU