Revive Your Inbox: How to
create an efficient email system using
archive
Email Systems
• There are two competing email systems
Email Systems
• The two competing email systems are “Pilers” and “Filers”
Email Systems
• The two competing email systems are “Pilers” and “Filers”
• What are pilers?• Pilers are people whose email system
is to leave every message they’ve ever received in their inbox
What are “Filers”?
• Filers are people whose email system is to move every message out of their inbox and organize them into between 20-100 folders
Question: Which Email System is Correct?
Answer: Both email systems are incorrect
What’s Wrong with Pilers?• Pilers are:– Disorganized– Unresponsive– Emotionally exhausted from living in email
overload
What’s Wrong with Pilers? ‘cont
• Pilers make it difficult to tell what messages still require attention
• Pilers can’t give important messages the focus they deserve
What’s Wrong with Filers?
• Filers are inefficient
What’s Wrong with Filers? ‘cont
• finding an email by sifting through folders takes 3.4 times longer than searching
• Scrolling through messages mindlessly until you find the right one is bad for productivity
We’ve heard your excuses about your email system of choice
Pilers say, “having all my messages in my inbox makes me feel safe! I love my email system.
Filers say, “The more folders I have, the more organized I am!” I love my email system.
These Email Systems Waste Time
Time that you could be spending at the beach instead of on an email system
• We can’t help you take control of your email if you wont give up habits that prevent you from having a disciplined, effective email system
• Commit to making real changes to your email system if you want to make progress
Are you ready for a change to your email system?
First, You Need a New Email System
• The central concept of this new email system is archiving email
What is Archive?
• Archive means moving messages to another folder when you no longer have an immediate need for them
What Stays in My Inbox?
• Under the new email system, only two types of messages stay in your inbox:
1. Messages you haven’t read yet
2. A limited number of messages that need prompt attention
What Stays in My Inbox? ‘cont
• Under the new email system, everything else moves to one single folder
Why Only One Folder?
• When we move messages to this folder, we allow our brain to focus on only the messages that are still in our inbox—the ones that need attention
How Many Messages Stay in the Inbox?
• Studies show that we can only focus on seven things at once
• In your new email system, only keep the seven messages that most need your attention in your inbox—archive the rest
Today’s Mission
• Think about the messages that are most deserving of your valuable attention
Step 2
• Identify the seven messages that you’ve already read but still need your attention
• Flag or star them
Step 3
• Determine what characteristics make these seven messages important
Step 3 ‘cont
• Are they from certain people?• Do they have time limitations that make them
urgent?• Do they involve a large amount of work?• Do they involve making a decision?
Step 3 ‘cont
• These are the types of messages you want to leave in your inbox
Step 3 ‘cont
• Archive the rest so that you can focus on the important messages
Conclusion• Filing and Piling are ineffective systems for managing email• Archiving messages moves them to a new folder (where they’re stored in case you need them later)• Keep a maximum of seven messages that most need your attention in your inbox
Conclusion• Filing and Piling are ineffective systems for managing email• Archiving messages moves them to a new folder (where they’re stored in case you need them later)• Keep a maximum of seven messages that most need your attention in your inbox
Conclusion• Filing and Piling are ineffective systems for managing email• Archiving messages moves them to a new folder (where they’re stored in case you need them later)• Keep a maximum of seven messages that most need your attention in your inbox
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