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.
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
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
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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
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.)
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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
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.
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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.