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RECMGMT-L  November 2009, Week 1

RECMGMT-L November 2009, Week 1

Subject:

Dealing with RECMGMT Email Volume -- Some Tips and Suggestions (and maybe a little diatribe)

From:

Patrick Cunningham <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Fri, 6 Nov 2009 17:59:50 -0800

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (26 lines)

There are a lot of days that I am away from my desk and come back to deal with a whole bunch of work emails that have accumulated. I work for a company that does allow access to personal email and I'm often amazed to see the number of RECMGMT emails that can accumulate when I'm away from my desk, head down on a project, or tied up in conference calls. If I see double digits, I usually figure something or some topic has drawn a bunch of response, so I'll take a quick look to see what is going on. Inevitably, when the List gets a little crazy, there will be a lone voice in the wilderness crying out to stop the madness. And to that, I have a few suggestions.

1) Learn how your mail reader uses rules. Virtually all mail readers have the ability to filter messages and move inbound mail to a particular folder based upon some criteria. Even the Web version of Yahoo! mail offers this. RECMGMT messages always have [RM] in the subject line, so it is very easy to write a rule that moves those messages to a particular folder. In most cases, you can select a message that is typical of what you want moved, and the rule wizard will suggest some criteria for the rule. As you play with this feature, you may also find that you can create rules to highlight messages from your boss or a key customer. You can also write rules to discard messages (but never from your boss, of course!). If you play around with this feature, you'll find that you can route RECMGMT and other mailing list messages into their own folders where they can rest quietly until you have time to look at them. There's usually no urgency, so taking them out of
 your Inbox will help you focus on what is important.

2) Get a Gmail, Yahoo! or other free webmail account. If your employer allows you to access webmail (and I know that many do not), subscribe to RECMGMT using your webmail address. This will again keep RECMGMT mail from cluttering up your work Inbox. And if you can't access webmail, but have Internet access at home, then you can look at the day's RECMGMT activity in your robe and bunny slippers.

3) In case you haven't figured this out, RECMGMT is a community and it isn't always business. Yes, things get a little crazy now and then, but it is nothing like it was back when the Internet was really wild (I'm willing to bet no one has gotten a cease and desist letter in years...). I've been watching this thing for 16 years and it is quite tame compared to the firestorms of years past.  Frankly, because you can choose where RECMGMT goes and if you want to read a zillion non-business messages, it really is your problem when it fills your Inbox. Yes, I said that and I mean it. I'm not one to run someone off from the List, but if you can't grasp the concept that professionals and networks of professionals can and should have a social side AND show concern for members of the group, you really need to examine your own priorities. Because of friendships gained through the List and ARMA, the very first person that I thought about when I heard about the
 incident in Fort Hood was Judy and the first person I thought about when I heard about the incident in Orlando was Alice. I might have a different opinion if this had devolved into a political or religious debate, but it didn't. And if this triggered particularly painful emotions for List members, the use of rules to folder the List would have enabled you to identify and delete the messages without affecting other messages.

4) When you speak out on the List, speak for yourself. Unless you have been designated spokesperson for a group, own your own statements. Don't claim ownership of the sentiment of a lot of people when you are stating your own opinion. There's nothing wrong with your opinion, so there's no need to buttress your thoughts by claiming that you speak for a bunch of people. If people agree with you, they will tell you or the List. If they disagree, they will also tell you. Seriously, if I had started this post with, "Bruce, Larry, Peter, Doug and I voted to write the following", would it carry more weight? Heck, that's five of 1600+ people... I would hope not.

It's been a long and stressful week and I know that I need a quiet and peaceful weekend. I wish you all the same and good health and safety for you and yours.


 Patrick Cunningham, CRM, FAI
[log in to unmask]


"Perpetual optimism is a force multiplier." 
-- Colin Powell

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