Download - Inbox Zero: How to Become an Email Ninja
Inbox Zero HOW TO BECOME an Email NinjaYour email management process will never be the same again
PRESENTED BY: MICHAEL REYNOLDS
Michael ReynoldsAbout Michael: • President / CEO of SpinWeb • Cellist • Sushi connoisseur • Tennis player • Marketing/tech nerd • www.spinweb.net
Special ThanksConcepts pioneered by DAVID ALLEN and MERLIN MANN.
The Problem
Inbox Count
How Many Messages (would you guess) are sitting in your inbox right now: !• 0-20 • 21-100 • 101-500 • 500-1,000 • Over 1,000… help!
Email is Just a MediumManaging Email Means: !• Convert actions
• Process to zero • Only 4 folders
Working in Contexts
Context Includes: !• Writing
• Processing • On the phone • Running errands • In meetings
Multi-tasking… is a myth
Keep Email ClosedUnless you are acting on it
How Scary Is It To Close Your EmailFor Hours at a Time: !• Sound like a nice break to me!
• It might freak me out but I’ll give it a try
• No way! What if I miss something important?!
How to Act on EmailDelete (or archive)
Delegate Respond
Defer Do
DeleteAsk: !• Will you ever really do anything about it?
• If not, delete (or archive) it • Don’t feel bad about being realistic • Any modern email system can handle a
large archive of email (i.e. Google Mail, MS Exchange)
• Use search to recover archived email
DelegateIs it more efficient for someone else to deal with it? If so, delegate it, CC yourself, and place a copy in your “Waiting For” folder.
RespondCan you respond in 2 minutes or less? If so, go ahead and respond. Then delete or archive.
DeferWhen to Defer: !• Will it take longer than 2 minutes to deal with?
• If so, defer it • Place it in “Action Required” or
“Someday Maybe” folder • Place it on a todo list (then
delete/archive)
Warning!Do not let “Action Required” get out of control!
DoCan you act on this message in 2 minutes or less? Then DO IT! !
Then, delete/archive.
Email Actions
Choose One: !• Delete/archive • Delegate • Respond • Defer • Do
Four Folders
No More, No Less: !• Action Required • Archived • Someday/Maybe • Waiting For
Aaaaaahhhhhh…
Mobile?
Considerations: !• Ok to process inbox • Make sure mail is synced • Can make it easy to cheat • Catch up later
Turn Off Notifications!Don’t let set your phone to constantly blow up with new email notifications. You’ll be in a state of constant distraction.
Work in Offline ModeEliminate distractions of incoming email while you work through folders.
Migration to Inbox Zero
Steps: !• Create your 4 folders • Organize all other folders into them • Delete other folders • Freak out • Set aside a block of time to process Inbox • Enjoy your state of Zen
How Scary is the Thought of Eliminating Your Folders? Freak Out Level: !• No big deal… when do we start? • Not sure if I feel comfortable with this • Yikes! I'm twitching just thinking about it! • I’ve already logged off of this webinar
because I simply can’t imagine a world without my 87 folders
Multiple Accounts?No problem. Use the same system for each account.
Inbox Zero is Not a Perfect SystemIt’s a state of mind
Go Forth
