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Sven Wallén
Ledarskap & Coaching

Jag coachar framgångsrika människor

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Du får helt säkert en massa mejl som du aldrig bett om och som du kanske heller inte vill ha. Här följer några tips som kanske kan hjälpa dig att minska mejlflödet och göra det (och dig) effektivare.

  • Skicka dina mejl bara till dem som behöver ta emot dem. Ofta lägger vi till en eller flera personer som vi tror behöver eller vill ha information, och ibland även för att visa andra att vi gör något.
  • Förenkla för dina kollegor, markera i inledningen på mejlet vad du förväntar dig att mottagaren skall göra, t.ex. "för din information", "jag behöver din hjälp", "för din åtgärd". Ange gärna när du förväntar dig svar eller åtgärd!
  • Utnyttja mejlprogrammets möjligheter, t.ex. adressera mejlet till den eller de som du förväntar dig skall göra något och skriv de övriga i kopia-fältet. Givetvis skickar du mejlet bara till de som behöver få det.
  • Sortera dina inkommande mejl så att allt som är kopia till dig landar i en separat folder som du kan ägna dig åt när du har tid. Kom ihåg att rensa i den emellanåt.
  • Kommer det mejl som du inte förstår vad avsändaren vill att du skall göra med, returnera dem med frågan "Vad förväntar du dig att jag skall göra med detta?". Är det oklart (för dig) om när avsändaren vill ha svar eller åtgärd, fråga!
  • Sortera dina inkommande mejl i tre prioritetskategorier, t.ex. "idag", "denna vecka", "denna månad". Det du kan svara på en gång hanterar du förståss direkt. Varje vecka går du igenom kategorin "denna månad" och flyttar ungefär en fjärdedel till "denna vecka"; Varje dag går du på samma sätt igenom "denna vecka" och flyttar ungefär en femtedel till "idag"; och varje dag agerar du på allt som finns i "idag"- foldern.
  • Kan du lösa ett ärende per telefon eller genom att besöka en kollega som finns alldeles intill så är det kanske enklare att göra det.

Har du full koll på vad du kommunicerar? Är du medveten om att om du raderar ett mejl utan att ha läst (eller läsmarkerat) det så kan det skickas ett meddelande ("Ditt meddelande xxx till NN raderades utan att ha lästs [datum och tid]") till avsändaren.

A day in the life of an information worker

Being an information worker is a bit like being a hunter-gatherer. Instead of hunting for food you are hunting for information. The life of the information hunter-gather is not easy. For instead of wading through swamps and climbing treacherous mountains, this info hunter-gather wades through search results and stumbles through data fog.

John wakes up, showers, shaves, dresses and has a quick breakfast. He gets into his car and shudders slightly at the thought that he will spend over an hour on a journey to the office that should only take twenty minutes.

John sits at his desk and loads up his computer. Why is it, he wonders, that the faster his computers become, the slower they are to load up? Must be all that important software. He downloads his email. Only 30. John has become expert at spearing the spam into the trash. That got rid of 9. He gives a suspicious glance at 3 others that have no subject line, then ignores them.

There are another 5 from people he knows who suffer from a bad dose of "cc-itis". "Cc-itis" is a disease that is becoming increasingly common in the information worker community. The key symptom is a desire to let as many people as possible know what you are doing. Researchers believe that "cc-itis" is closely related to "cover-your-arse" syndrome. John swiftly deletes these 5 emails.

That leaves 13 emails which he opens and scan reads. 10 of these emails he could have survived without scanning. Out of 30 emails, 3 were of real value to him. He's seen worse.

John had bought a new mobile phone. It was very fancy, very sleek, and with lots of functionality. John regretted buying it but he had fallen prey to 'Swiss Army Knife' syndrome. This happens when all you need is a penknife, but you can't resist buying a multi-purpose gadget that does all sorts of things you will never really need to do.

John found that for all its tricks, this new phone had a poor signal in his home. He simply didn't believe it could be the phone's fault because it was expensive and cutting edge. You'd think they'd get the basics right before adding all the extras, he rued. So, he reverts back to his old Ericsson SH888.

One of the reasons he stopped using the Ericsson phone was because of the relatively short battery life. So, he goes to the Ericsson website in search of a battery. He's impressed with the website. He searches. Gets to a page on accessories for the phone. No battery information. Hunts around some more. Gets to another accessories page which has battery information.

As he is completing the Contact form asking where he can buy this battery, he notices that he has in fact ended up in Ericsson Australia. There was absolutely no mention of the word "Australia" in the pages he had searched through. He hunts some more.

John's face goes pale. He has been trapped by a Flash virus. He hits the Back button but can't get out. This Flash virus leeches his time as it blows colour bubbles on his screen. An image throbs menacingly at him. For a moment he considers a trip to Telephone Support Hell. He needs a strong, black coffee.

Denna text kommer från Gerry McGovern


Create six folders immediately under the Inbox (so that they are part of the inbox):
- CC-mail
- Notify
- Prio Day
- Prio Week
- Prio Month
- Prio Quarter

Define two new mail rules, CC-mail and Notify (see below for instructions).

All cc-mail and notify messages will now automatically find their way to the two folders. Scan these when needed, delete outdated notify-messages, delete outdated cc-mail (Before deleting the mail(s), mark them as "Read" otherwise a message "message xxx was deleted without being read" will be sent to the originator of the mail - and may cause unnecessary bad feelings).

Scan your mailbox once or twice in the morning and once or twice in the afternoon for new mails, answer those you can immediately, move remaining to the appropriate Prio folder.

Scan the Prio folders daily: The ambition should be that Prio Day should be empty at the end of the day;
- Day: Clear all items today
- Week: Clear 1/5th of items today
- Month: Clear 1/20th of items today, or move 1/4 to week
- Quarter: Review monthly, move to appropriate folder

Personal Folders, File cabinet: Set up ONE folder per year, and store all messages there. Use the search functions when you need to retrieve old messages. For temporary assignments, etc., set up a temporary folder for the duration. When the assignment is completed, move all items to the year-folder(s).

Clear out outdated messages from the Sent Items folder weekly. Any messages you feel you need to keep, store in the appropriate year-folder.

Setting up mailbox rules

MS Outlook

From the "Tools" menu, select "Rules Wizard".

Press "New"
Select "Check messages when they arrive"
Press "Next >"
Select "where my name is in the Cc box"
Press "Next >"
Select "move it to the specified folder"
Click "specified" in the Rule description field
Select folder "CC-mail" (the one created above)
Press "Next >"
Press "Next >"
Specify rule name "CC-mail"
Press "Finish"

Press "New"
Select "Check messages when they arrive"
Press "Next >"
Select "with specific words in subject"
Click "specific words" in the Rule description field
Enter text "Out of Office AutoReply"
Press "OK"
Press "Next >"
Select "move it to the specified folder"
Click "specified" in the Rule description field
Select folder "Notify" (the one created above)
Press "Next >"
Press "Next >"
Specify rule name "Notify"
Press "Finish"

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