How to Love Your Email Again: Inbox-Zero via GTD

Download How to Love Your Email Again: Inbox-Zero via GTD

Post on 23-Jul-2015

590 views

Category:

Self Improvement

4 download

TRANSCRIPT

  • A c h i e v i n g I n b o x - Z e r o u s i n g G T D

    Mukom Akong T. @perfexcellent

    How to

    Love Email Again

  • Spotting Email dysfunction

    Root caus

    es of Ema

    ilitisBette

    r Ema

    il prac

    tices

    Inbo

    x-Ze

    ro th

    roug

    h G

    TD

    Agenda!

    Tip

    s fr

    om

    the

    fro

    nt li

    nes

  • Mukom Akong T. | @Perfexcellent |

    You know these -itises

    3

    Arthritis Hep

    atitis

    Gastriti

    s

  • But what about this?

  • e.mail.it.is |ee-mayl-ey

    e-tis| (noun)

    1. a productivity-dra

    ining inflammation of

    electronic mail.

    2. Overblowing the im

    portance of email as

    a productivity tool.

  • 121Average number of emails received per person per day in 2014

    (source: Radicati Group)

  • $1 billion/yrCost of lost productivity due to email overload for firms with 50,000+

    employees

  • @perfexcellent

    Symptoms2How to recognise the

    of Emailitis

  • Mukom Akong T. | @Perfexcellent |

    Symptom #1: Sustained high un-read mail count

    9

    957

  • Mukom Akong T. | @Perfexcellent |

    Symptom #2: The cocktail Inbox

    10

    Read and unread emails Starred and un-starred emails Labelled and un-labelled emails

    all deserve equal amounts of attention??!!

  • Symptom #3:

    Email organised in over 20 folders

    Dividing an incomplete pile of unclear stuff into several folders doesnt help clarify them! - STOP

  • Mukom Akong T. | @Perfexcellent |

    Symptom #4: Your response to a computer crash

    12

    $#@& God No!!

    my email!!!

  • Mukom Akong T. | @Perfexcellent |

    Symptom #5: Email is the subject of conflict!

    13

  • @perfexcellent

    Root Causes3Exposing the

    of Emailitis

  • Mukom Akong T. | @Perfexcellent |

    Emailitis results from email misuse

    15

    Project Management

    Email is a LOUSY tool for these!

    Brainstorming Doc. Collaboration

  • Mukom Akong T. | @Perfexcellent |

    Use these tools instead of email

    16

    Project Management Brainstorming Doc. Collaboration

    Trello

    Jira

    Asana Mediawiki

    Post-It

    Freemind

    Mediawiki

    Google Drive

  • Mukom Akong T. | @Perfexcellent |

    There often better ways than email!

    17

    TASK SOME MORE EFFECTIVE TOOLS

    Project Management

    Collaborative Project Management System e.g. Jira Trello Asana

    Brainstorming

    Meet for 1 hour & use Post-It notes Mindmap apps e.g Freemind, Wisemapping Wiki e.g. confluence, mediawiki

    Document collaboration Google Drive (Docs, Sheets, Slides) Use Track Changes feature of Office apps Etherpad

  • Mukom Akong T. | @Perfexcellent |

    There often better ways than email!

    18

  • @perfexcellent

    Practices3Better

    for dealing with email

  • Mukom Akong T. | @perfexcellent |

    Only 5 things matter about email

    20

    Unread

    Read (Action needed from someone)

    Read (Action needed)

    Sent by you (Response Expected)

    Read (Reference Info)

  • Inbox

    Action

    WaitingReference

    Everything Else

    You NEED only 5 + 1 folders

  • Mukom Akong T. | @perfexcellent |

    Meet your new Inbox

    ESSENTIAL & UNREAD mails Auto-filter out non-essentials:

    Mailing lists Social media notifications Newsletters Promotions etc

    Empty every day (Inbox Zero)22

    Inbox

  • Mukom Akong T. | @perfexcellent |

    Action folder

    Mails that need 2+ minutes What to do with it?

    Reply (long responses) Process into tasks (ToDo list)

    Remove treated mails

    23

    Action

  • Mukom Akong T. | @perfexcellent |

    Waiting folder

    Mails you sent (or forwarded) Usually means delegated You expect a response/update Send reminder(s)

    24

    Waiting

  • Mukom Akong T. | @perfexcellent |

    Reference folder

    Mails youve already read Contain important

    information to be referenced in the future

    What to do with it? Print and file (old school :-() Forward to Evernote

    25

    Reference

  • Mukom Akong T. | @perfexcellent |

    Everything Else folder

    Non-essential unread mail Mailing lists Social media updates Promotions etc

    What to do with it? Scan twice/thrice a week Move interesting to

    Action/Reference as needed

    26

    Waiting

  • @perfexcellent

    Inbox-Zero4Getting to

    GTD-style

  • Recall: GTD Workflow

    (c) David Allen

  • Mukom Akong T. | @Perfexcellent |

    Inbox-Zero workflow

    29

    Auto SORT

    Process Organize DO

    Filters Rules

    What ACTION does this mail require?

    Tracking Referencing

    Long replies Tasks

  • ActionReference

    Action? By Me?

  • Mukom Akong T. | @perfexcellent |

    Processing Email: The 2 Minute Rule

    31

    2 minutes

    Move to Action folderRespond now Remove from Inbox

  • Mukom Akong T. | @Perfexcellent |

    Inbox Zero implementation in Gmail

    32

  • @perfexcellent

    Tips & Tricks5Some

    from the field

  • Mukom Akong T. | @perfexcellent |

    Some of my email tactics

    Disable notifications! NEVER start your day with email Break #2 if email is your big rock for that day Do email 2 or 3 times per day Close email client at other times Keep work and personal email separate Delete mail thats not reference or actionable

    34

  • Mukom Akong T. | @perfexcellent |

    Settings for Gmail

    35

    Use labels to categorise Use filters to skip inbox Unread is my Inbox (only non-junk)

  • Mukom Akong T. | @perfexcellent |

    Settings for Apple Mail

    36

    Rename flags to desired statuses Use Use filters to skip inbox GTD-Inbox is my Inbox (only non-junk) Use Smart Mailboxes to hold tagged messages Drag Smart Mailboxes to create toolbar Hide Mailboxes sidebar for clean look

  • Mukom Akong T. | @perfexcellent |

    Settings for Thunderbird

    Create tags |-Action-| , |-Waiting-| etc Use QuickFolders add-on to create tabs of

    the for each of the above tabs Used Saved Search to configure my

    buckets Inbox, Action , Reference, Monitor Switch to a view that Hides Folder

    37

  • Work; email is NOT. Tool; it is. Wisely; use it thou shall!

    Else to the Dark side; take you; email will.

  • A

    N

    W

    E

    R

    S

    Q U E S T I O N S

    mukom.tamon@gmail.com @perfexcellent