Becoming an email exemplar Bob Hallewell

© Bob Hallewell 2013www.expert-messaging.com

Becoming an email exemplarBuild the revolution


Typical problems

Time consumed by emailStressReceiving unnecessary CCsPeople not talking to each otherPoor subject linesStuffed inboxesPeople hiding behind emailDrowning in email


What we give you

Outstanding resultsCulture-change that spreads


The process

Survey email use before the sessionThe 60-minute session covers

Attitudes to emailBehaviours that produce better resultsCommitment to change

Follow-up survey measures the change


Results: 31% fewer copies

Before After0

10

20

30

9.6 8.3

15.7

10.8

6.2

Emails sent

Emails no longer being sent

Sender replies/forwards/copies the email

Sender originates email

Num

ber o

f em

ails

sent

pe

r day


Results: 76% less stressEmail gave me stress before the session and now...

more stress1% no change

23%

much less stress15%

less stress61%

Email gave me stress before the session and now...


Results: 63% talking moreEmail gave me stress before the session and now...

more stress1%

no change36%

much less stress9%

less stress54%

Email gave me stress before the session and now...


Results: save 26% time

0 - 30

31 - 60

61 - 90

91 - 120

121 - 150

151 - 180

181 - 210

211 - 300

301 + 0%

10%

20%

30% -120

-100

-80

-60

-40

-20

0-1.0

-12.0-28.6

-36.9-45.2

-57.3-68.5

-76.0

-119.4Time savings

Minutes spent daiy on email before the session

Perc

enta

ge o

f use

rs

Min

utes

save

dev

ery

day

Medium users save 47 minutes every day


Cost of your email problem

Fix with face-to-face programme

Fix with licensing arrangement

Fix with e-learning programme

£0

£1,000,000

£2,000,000

£3,000,000 £2,803,571

£11,000 £8,040 £6,300

Relative costs for 500 people

Results: save moneySaving 47 minutes per day @ £50,000 p.a.For 500 staff = £2,803,571 (56 FTE)

Fix with £15.40 per head


What we coverThe old systemic problems with emailGROW the traffic you wantThe reply to the reply of the copy of the...How to save time and make more space

The old systemic problems with email


Those old systemic problems

Mismatched standards

Layout

Time scales


Responses: unintended but strong



No immediate feedback

- Do you know what I mean?




Easy to proliferate


Solve problemsThe Office Manager keeps 500 staff up to date by sending global emails:

“Fire alarm test Thursday”“Change in post collection time”

“Petty cash available from…”

She does this two or three times per day.

500 staff x 3 = 1500 emails per day.

x 30 seconds = 750 minutes = 12½ hours = 2 posts

As an exemplar, suggest a better way of keeping everyone informed about what they need to know.


GoalRecipientOutput mediumWrite clearly


Solve problems

Gurdeep has just joined an engineering company.

He is not yet familiar with everything.

His manager, Carl, needs some information for a progress report.

Carl is emailing Gurdeep asking him to get the information.



A B

1 Minutes Board minutes 7 July [info]

2 3rd floor gents toilet blocked [ends] Toilets blocked

3 Training Email masterclass joining instructions

4 Sandy’s leaving do Fri 6.30 Red Lion [social] Drinkies for Sandy

5 A few things Send invoice total by 27 March [action]

6 Project update QMOS project update now 1 April

Subject line


Have meaning for the recipient

Time scale

Use suffixes [action] [info] [ends] [social] [proj] [urgent]

Does what it says on the tin

Subject line


Contact

Bob Hallewell+44 (0)20 7633 0050

Date post:	23-Dec-2014
Category:	Business
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Becoming an email exemplar Bob Hallewell

Business