Calculate the cost in your organization
© 2015
More resources can be saved here than in
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Atrendia - The Leader in Lean E-mail Management
KNOWLEDGE WORKER SPEND
MORE TIME ON EMAIL THAN
OTHER SINGLE TASK
1
LeanMail
EMPLOYEES WORK IN OUTLOOK ALL DAY LONG
Organizing
It’s the command and
control center.
Prioritizing
Scheduling
Sales
Marketing
Admin
Customer
service
Follow-up to
phone calls
and meetings
Outlook
Core work
channel
What form of
communication is as
versitile and important?
2
LeanMail
Copyright Atrendia 2015
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.
Copyright Atrendia 2014
Hours per week. Source: McKinsey 2013
LeanMail
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EMAIL — THE SINGLE LARGEST ACTIVITY IN YOUR ORGANIZATION
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
EMAIL
20-50% of
your day
Email is the leading cause of preventable
productivity loss in organizations today.
- Forbes Magazine
LeanMail
for productivity
improvement across all
business areas and
functions.
4
PRESENT SITUATION
Admin
Email
1/3 or more of the day
Potential use of time
Meetings
More
sales/core
work
Value Waste
Responding
on time
Everything
else
About ½ the time spent
managing mail is wasted
LeanMail
Improved
customer
Service
5
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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LeanMail
WHEN THE COST OF MANAGING EMAIL IS MEASURED
Present state costs
Future state costs (after 2 hours of training)
• Average time to process mail: X (to be calculated)
• Average time to process mail: X – 40%
• Time spent working productively < 60%
• Time spent working productively > 90%
• 10-20% emails late
• <2% emails late
• 5-10% emails accidentally missed
• <1% emails accidentally missed
• Most important mails are not systematically acted
upon first
• Systemiatically following 80/20 for optimal effectiveness
• Min. 40% of time wasted
•
<10% of time wasted
• Ad-hoc (no best practice)
• Standardized Lean method, Best in Class practice
• Large amounts of stress experienced
• Stress cut in half for those who experience it
• EUR 0.27 investment per day for the LeanMail add-in
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LeanMail
RESULTS: LeanMail Case Stories
Average results of over 25 organizations that have measured their results between 2010 and 2015 through post-training surveys
2/3 incorrectly believe they are efficient before LeanMail training
How efficient are you managing email? (pre-training)
People
The problem is
clearly latent.
2,3%
32,1%
41,6%
17,3%
6,7%
Rating
Extremely inefficient
Somewhat inefficient
Efficient
Quite efficient
Extremely efficient
Paradoxically, the ones who throught
they were efficeint before the training,
are the biggest proponents of LeanMail.
Increased overview and control
People
76,3%
10,0%
13,4%
How much has your overview/control of your
inbox increased since you started using the
LeanMail method?
Rating
40-100%
20-40%
0-20% or have not noticed any change
Reduced time spent on email
How much time are you saving by using LeanMail methods: the 2minute rule, setting next actions and due dates, deleting answered
mails immediately and focusing on only the mails you can action today?
People
30,8%
22,4%
17,1%
15,3%
7,8%
Rating
60% or more
40-60%
20-40%
5-20%
I don't know
92%
Recommend or Highly Recommend LeanMail
LeanMail
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RESULTS: LeanMail Case Stories
Reduced Server Costs (without the need for quotas)
How many mails did you have in your inbox when
you started the course?
People
34,7%
17,2%
4,0%
14,0%
22,0%
2,6%
Rating
Less than 50
50 - 99
100 - 499
500-999
1.000-10.000
10.000 or more
How many emails do you have in your inbox right
now?
People
Rating
84,7%
12,1%
3,1%
0,0%
0,0%
0,0%
Less than 50 mails
50 - 99
100 - 499
500 - 999
1.000-10.000
10.000 or more
Reduced Stress
How much has your email related stress decreased
since you started using the LeanMail method?
People
48,9%
15,0%
12,8%
20,2%
LeanMail
Rating
40-100%
20-40%
5-20%
I was not stressed before
Best in class training and support
People
Rating
93,1%
6,5%
0,3%
How would you rate the trainer(s)?
One of the best or very good
Average
Below average
People
Rating
87,9%
11,5%
0,6%
How would you rate the course?
One of the best or very good
Average
Below average
If you received support, how would you rate it?
99,07% Excellent, good or did not require support
0,9%
fair or poor
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SECRET WEAPON
DON’T LET THEM GO UNTIL THE HABIT HAS FORMED
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LeanMail
OTHER LEANMAIL SOLUTIONS
LeanMail for Shared Inboxes
LeanTasks
LeanMeetings
LeanMail Mobile – coming in March
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LeanMail