KNOWLEDGE WORKER SPEND MORE TIME ON EMAIL THAN

OTHER SINGLE TASK

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LeanMail

More resources can be saved here than in any other knowledge worker discipline.

EMAIL

Calculate the cost in your organization

EMPLOYEES WORK IN OUTLOOK ALL DAY LONG

Copyright Atrendia 2015

Outlook

OrganizingPrioritizingScheduling

Follow-up to phone calls

and meetings

Core work channel

Sales Marketing

AdminCustomer

service

It’s the command and control center.

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LeanMail

What form of communication is as versitile and important?

EMAIL — IT’S NOT GOING AWAY.

McKinsey, Forbes, Radicati and many others report that email will not be made redundant by social media any time soon.

The number of emails sent each day is growing, not receding.

Hours per week. Source: McKinsey 2013

3Copyright Atrendia 2014

LeanMail

EMAIL — THE SINGLE LARGEST ACTIVITY IN YOUR ORGANIZATION

Email is the leading cause of preventable

productivity loss in organizations today.

- Forbes Magazine

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$$

$

$

$

20% - 50% of the day, yet:

• No ”best practice” instituted• No performance standards• Vague policies & guidelines• Reliance on common sense• A constant complaint

Greatest opportunity for productivity improvement across all business areas and functions.

LeanMail

EMAIL20-50% of your day

PRESENT SITUATION

WasteValue

5

About ½ the time spent managing mail is wasted

Respondingon time

Everything else

Email

Meetings

Admin 1/3 or more of the day

More sales/core

work

Improved customer Service

Potential use of time

LeanMail

WHY ORGANIZATIONS DON’T MEASURE THE COST OF MANAGING EMAIL

Managing email is incorrectly seen as:

• A necessity or a fixed cost

• Working sufficiently well

• A behavior/change management problem

• Not varying significantly from person to person in terms of productivity

• Not having significant enough effect on profitability

• Difficult to fix or only slightly improvable

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MYTHS

LeanMail

WHEN THE COST OF MANAGING EMAIL IS MEASURED

• Average time to process mail: X (to be calculated)

• Time spent working productively < 60%

• 10-20% emails late

• 5-10% emails accidentally missed

• Most important mails are not systematically acted upon first

• Min. 40% of time wasted

• Ad-hoc (no best practice)

• Large amounts of stress experienced

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• Average time to process mail: X – 40%

• Time spent working productively > 90%

• <2% emails late

• <1% emails accidentally missed

• Systemiatically following 80/20 for optimal effectiveness

•

<10% of time wasted

• Standardized Lean method, Best in Class practice

• Stress cut in half for those who experience it

• EUR 0.27 investment per day for the LeanMail add-in

Present state costs Future state costs (after 2 hours of training)

LeanMail

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Average results of over 25 organizations that have measured their results between 2010 and 2015 through post-training surveys

RESULTS: LeanMail Case Stories

LeanMail

92% Recommend or Highly Recommend LeanMail

How efficient are you managing email? (pre-training)

2,3% Extremely inefficient32,1% Somewhat inefficient41,6% Efficient17,3% Quite efficient6,7% Extremely efficient

How much has your overview/control of your inbox increased since you started using the LeanMail method?

76,3% 40-100%10,0% 20-40%13,4% 0-20% or have not noticed any change

2/3 incorrectly believe they are efficient before LeanMail training

How much time are you saving by using LeanMail methods: the 2-minute rule, setting next actions and due dates, deleting answered mails immediately and focusing on only the mails you can action today?

30,8% 60% or more22,4% 40-60%17,1% 20-40%15,3% 5-20%7,8% I don't know

Increased overview and control Reduced time spent on email

Paradoxically, the ones who throught they were efficeint before the training, are the biggest proponents of LeanMail.

People Rating People Rating

People Rating

The problem is clearly latent.

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RESULTS: LeanMail Case Stories

LeanMail

If you received support, how would you rate it?99,07% Excellent, good or did not require support0,9% fair or poor

How much has your email related stress decreased since you started using the LeanMail method?

48,9% 40-100%15,0% 20-40%12,8% 5-20%20,2% I was not stressed before

How many emails do you have in your inbox right now?

84,7% Less than 50 mails12,1% 50 - 993,1% 100 - 4990,0% 500 - 999 0,0% 1.000-10.000 0,0% 10.000 or more

How many mails did you have in your inbox when you started the course?

34,7% Less than 5017,2% 50 - 994,0% 100 - 49914,0% 500-99922,0% 1.000-10.0002,6% 10.000 or more

Reduced Server Costs (without the need for quotas)

Reduced Stress Best in class training and support How would you rate the trainer(s)?93,1% One of the best or very good6,5% Average0,3% Below average How would you rate the course?87,9% One of the best or very good11,5% Average0,6% Below average

People Rating

People Rating

People Rating

People Rating

People Rating

SECRET WEAPONDON’T LET THEM GO UNTIL THE HABIT HAS FORMED

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LeanMail

OTHER LEANMAIL SOLUTIONSLeanMail for Shared Inboxes

LeanTasks

LeanMeetings

LeanMail Mobile – coming in March

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LeanMail