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Manage your inbox before it manages you…

Today I had the distinct pleasure of speaking to a group of brilliant local leaders on how to Reclaim Your Inbox presented at the Young Presidents’ Organization Washington DC/Baltimore Chapter Retreat in Maryland on January 9, 2012.

View the full presentation: Reclaim Your Inbox by GlobalLogic CEO Peter Harrison

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Below is a list of GlobalLogic’s Communications Guidelines for Email. If you have a good email tip or two that’s missing from this list, I encourage you to share them here by adding your comments below.

GlobalLogic’s Corporate Communications Guidelines - EMAIL:

1. Only send mail TO someone when action is requested or when responding (otherwise CC).
2. If information is simply FYI then send using CC, not TO which makes it clear no response is required
3. If you use REPLY ALL, always check that only relevant people remain in TO and CC.
4. If you send TO more than one person, make sure you clearly define who is expected to do what.
5. Consider creating a filter and applying a label to separate incoming CC mail.
6. Do not store processed mail in your Inbox - once you’ve responded/completed a mail move it to another label so you know it is complete.
7. Try to always respond to or acknowledge all TO mail within 24 hrs.
8. If you are not getting a response within the timeframe you need, pick up the phone. Not getting an email response from another person is not a reason to miss your own deadlines.
9. Do not use email for potentially emotional content; use the phone or a meeting instead.
10. If mail is confidential and not to be forwarded include CONFIDENTIAL in the subject line.
11. When you need to share attachments with a group:
12. For completed documents: upload to confluence and include the link in your mail
13. For working documents: use Google docs and share with the group
14. Always use the standard e-signature for all emails. Consider adding the PR boilerplate when sending emails for the first time to any person/prospect/partner - standard signature
15. Please use only the default background provided by Google for all emails. Backgrounds full of color and graphics can make emails difficult to read on mobile devices.
16. Please consider using HTML for emails as opposed to RTF. RTF makes it difficult to find embedded attachments.
17. As of now DELETED emails in Gmail are automatically erased from your mailbox’s memory after 3 weeks. Consider using ARCHIVE instead in order to locate your old emails.

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