Managing E mail overload

There are  3 main methods to controlling your email

First of all control the amount of time you spend checking your emails set specific times in the day to check it and the rest of the time LEAVE IT ALONE  while you get on with your work.

Radically you could try the “I dont do email on a Friday”  this will cut it by 20% in a stroke. I use this method and  the earth didn’t stop turning, it works well for me why not try it?

Secondly Delete delete delete, do this immedately as soon as you see something that is not relevant to this weeks projects!

Radically you could try the policy of deleting without reading anything you are only CC’ on. This works well for a high powered manager of my accquaintance and he always knows everything that going on.

Thirdly file it – if  you know you may need this again use your folders to file information away using intelligent labelling and the infomration will be there when you are ready for it

Radically when working on a team project keep one copy only of all relevant emails in a shared network folder, when used properly this is a particularly effective method for reducing the overload - needs an effective administrator though.  

Report of Information Overload presentation – 22nd Feb 2007

Librarians share their information strategies

Time Management Tips

Information Overload

Prioritise your work – everything can’t be top priority.
Eliminate Reading material.

Reduce bulk – tear or copy.

Remove yourself from the mailing list of any material you do not read.

Keep intray focussed remove or recycle all you can

anything you are not working on this week should be filed

The Urgent / Important Matrix

	Urgent	Non Urgent
Important	Do it Now!And do it well.	Specify a time to do it later. They need sufficient time to do them properly. They deserve time and effort.
Unimportant	Delegate or do it later. Don’t need to spend too long on them.	Don’t do it.

Top Ten Tips (Polly Bird)

1. Do it Now
2. Know exactly what you need to do.
3. Prioritise your tasks.
4. Divide tasks into smaller steps.
5. Decide Deadlines.
6. Eliminate Interuptions.
7. Allow time for checking.
8. Don’t try to be perfect.
9. Don’t be late.
10. Allow for delays.

Meetings

1. Eliminate unnecessary meetings
2. If meetings are the only chance people have to meet informally, allow a 20 min ’social break’. Put it on the agenda and call time promptly.
3. Make sure everyone is aware of the Purpose of the meeting
4. Have an agenda – everything on the agenda should contribute to the purpose of the meeting.
5. Set a time limit.
6. Ensure Actions to be carried out are known to all participants.
7. Set time limits on followup action.

Planning

1. Create a To Do list
2. Plan from your To Do list
3. For each item, decide on Important v Urgent.
4. Use your Prime Time for important tasks (the time when you work best. For some people it may be morning, others afternoon).
5. Set goals

 

If you don’t like the words Important and Urgent, use others such as Essential Tasks, Important tasks and Low value tasks. It is just a method of reminding you what you should be working on.

 

You can decide which tasks fall into these categories by asking:

l        Which task is most valuable to this Project and the Company / Client?

l        Which task does the Project team think is most important?

l        If I cannot complete all the tasks, which should I complete?

Strategies to deal with your information deluge

The objective here is to share on a few practical strategies which you be used in your daily work life to help to manage your Information have you any tips to share?

Managing Information Overload

The talk was given to the
Association for Project managers and
Chartered Insititute for Library and Information Professionals on
Thursday 22nd February 2007 at the Reading Moat House Hotel

by Judy Still and Ruth Hilbourne

The powerpoint  presention is available to download or view on the blogroll at the left side of this page