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This document provides guidance on purpose oriented email management. It discusses developing an email philosophy and intentional approach to email. Specific tips include turning off notifications, checking email at set intervals, processing emails to zero unread each time, and using a system like "inbox zero" to delete, delegate, respond to or defer emails. The document also provides best practices for writing clear emails, using subject lines to summarize, taking on context for the reader, and implementing filters and folders to better manage tasks and follow-ups.
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poem email
- 1. p.o.e.m
- 2. Purpose Oriented Email Management The Why Strategy Tools Tricks p.o.e.m
- 3. Purpose Oriented Email Management Your time and attention are finite p.o.e.m
- 4. Philosophy If you know where you are going, email helps you get there fast. If you do not know where you are going, email will help you get there even faster. p.o.e.m
- 5. Intentional Email Email as distraction. Responding to email on arrival. Email as procrastination. Responding to email when you ought to be doing something else. p.o.e.m
- 6. Intentional Email Email as communication that is: in service to your purpose. clear to the recipient. is actionable by the recipient. aimed at the right audience. p.o.e.m
- 7. Email Best Practices Turn off notifiers Check email at reasonable intervals. When you check, process to zero. When you process have a system. When you have a system make it a habit. p.o.e.m
- 8. In Box Zero (Merlin Mann) Delete Delegate Respond Defer (schedule) Do it now p.o.e.m
- 10. Email People can Understand Use a subject line to summarize, not describe. p.o.e.m Bad Deadline Discussion
- 11. Email People can Understand Use a subject line to summarize, not describe. p.o.e.m Good Recommending May 1 deadline
- 12. Email People can Understand Take on the burden of context for the reader. p.o.e.m Bad To: Billy Franklin From: Robert Payne Subject: Re: Re: Re: Please bring contributions to the charity drive Yes, apples are definitely the answer.
- 13. Email People can Understand Take on the burden of context for the reader. p.o.e.m Good To: Billy Franklin From: Robert Payne Subject: Re: Re: Re: Please bring contributions to the charity drive. You asked if we want apple pie. Yes, apples are definitely the answer.
- 14. Email People can Understand CCs that make a difference. p.o.e.m Bad To: Abby Gail, Bill Fold, Cindy Rella Subject: Web site design draft is done The Web site draft is done. Check it out in the attached file. The design firm will need our responses by the end of the week.
- 15. Email People can Understand CCs that make a difference. p.o.e.m Good To: Abby Gail, Bill Fold, Cindy Rella Subject: Web site design draft is done AG: DECISION NEEDED. Get marketing to approve the draft BF: PLEASE VERIFY. Does the slogan capture our branding? CR: FYI, if we need a redesign, your project will slip. The Web site draft is done. Check it out in the attached file. The design firm will need our responses by the end of the week.
- 16. Email People can Understand Take on the burden of context for the reader. p.o.e.m Bad We need to gather all the articles by February 1st. Speaking of which, I was thinking do you think we should fire Sandy?
- 17. Email People can Understand Take on the burden of context for the reader. p.o.e.m Good Message #1: We need to gather all the articles by February 1st. Message #2: Sandy's missed a lot of deadlines recently. Do you think termination is in order?
- 19. Cheat but mean it Can routine communication: Is there an email you find yourself writing regularly? Can a response and reuse it. p.o.e.m
- 20. Cheat but mean it p.o.e.m
- 21. Cheat but mean it p.o.e.m quick entry for items you type all the time phone number email addresses tag lines email signatures
- 22. p.o.e.m
- 23. p.o.e.m
- 24. p.o.e.m
- 25. p.o.e.m verbs
- 26. Email to Initiate Task Management If you communicate through email, use that interaction to begin managing your tasks. As part of your process, set due dates Associate with a client or project p.o.e.m
- 27. Filters and Folders Set up filters to funnel emails into folders specific to how you work. Kill file for Half Spam Client or Project Names Smart Follow Up p.o.e.m
- 28. Smart Follow Ups Integrate Task Management With Email Outlook Microsoft Project Omni Focus p.o.e.m
- 29. Free Smart Follow Ups Set up a free gmail account billzeinert+follow@gmail.com Include this address as bcc Create a filter that looks for that email and puts that email in a folder you check each day. p.o.e.m
- 30. p.o.e.m