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

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Post on 23-Jul-2015



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<ul><li><p> 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 </p><p>Mukom Akong T. @perfexcellent</p><p>How to</p><p>Love Email Again</p></li><li><p>Spotting Email dysfunction</p><p>Root caus</p><p>es of Ema</p><p>ilitisBette</p><p>r Ema</p><p>il prac</p><p>tices</p><p>Inbo</p><p>x-Ze</p><p>ro th</p><p>roug</p><p>h G</p><p>TD</p><p>Agenda!</p><p>Tip</p><p>s fr</p><p>om</p><p> the</p><p> fro</p><p>nt li</p><p>nes</p></li><li><p>Mukom Akong T. | @Perfexcellent |</p><p>You know these -itises</p><p>3</p><p>Arthritis Hep</p><p>atitis</p><p>Gastriti</p><p>s</p></li><li><p>But what about this?</p></li><li><p> |ee-mayl-ey</p><p>e-tis| (noun) </p><p>1. a productivity-dra</p><p>ining inflammation of </p><p>electronic mail. </p><p>2. Overblowing the im</p><p>portance of email as </p><p>a productivity tool.</p></li><li><p>121Average number of emails received per person per day in 2014 </p><p>(source: Radicati Group)</p></li><li><p>$1 billion/yrCost of lost productivity due to email overload for firms with 50,000+ </p><p>employees</p></li><li><p>@perfexcellent</p><p>Symptoms2How to recognise the</p><p>of Emailitis</p></li><li><p>Mukom Akong T. | @Perfexcellent |</p><p>Symptom #1: Sustained high un-read mail count</p><p>9</p><p>957</p></li><li><p>Mukom Akong T. | @Perfexcellent |</p><p>Symptom #2: The cocktail Inbox</p><p>10</p><p>Read and unread emails Starred and un-starred emails Labelled and un-labelled emails </p><p> all deserve equal amounts of attention??!!</p></li><li><p>Symptom #3: </p><p>Email organised in over 20 folders</p><p>Dividing an incomplete pile of unclear stuff into several folders doesnt help clarify them! - STOP</p></li><li><p>Mukom Akong T. | @Perfexcellent |</p><p>Symptom #4: Your response to a computer crash</p><p>12</p><p>$#@&amp; God No!! </p><p> my email!!!</p></li><li><p>Mukom Akong T. | @Perfexcellent |</p><p>Symptom #5: Email is the subject of conflict!</p><p>13</p></li><li><p>@perfexcellent</p><p>Root Causes3Exposing the</p><p>of Emailitis</p></li><li><p>Mukom Akong T. | @Perfexcellent |</p><p>Emailitis results from email misuse</p><p>15</p><p>Project Management</p><p>Email is a LOUSY tool for these!</p><p>Brainstorming Doc. Collaboration</p></li><li><p>Mukom Akong T. | @Perfexcellent |</p><p>Use these tools instead of email</p><p>16</p><p>Project Management Brainstorming Doc. Collaboration</p><p>Trello</p><p>Jira</p><p>Asana Mediawiki</p><p>Post-It</p><p>Freemind</p><p>Mediawiki</p><p>Google Drive</p></li><li><p>Mukom Akong T. | @Perfexcellent |</p><p>There often better ways than email!</p><p>17</p><p>TASK SOME MORE EFFECTIVE TOOLS</p><p>Project Management</p><p>Collaborative Project Management System e.g. Jira Trello Asana</p><p>Brainstorming</p><p> Meet for 1 hour &amp; use Post-It notes Mindmap apps e.g Freemind, Wisemapping Wiki e.g. confluence, mediawiki </p><p>Document collaboration Google Drive (Docs, Sheets, Slides) Use Track Changes feature of Office apps Etherpad</p></li><li><p>Mukom Akong T. | @Perfexcellent |</p><p>There often better ways than email!</p><p>18</p></li><li><p>@perfexcellent</p><p>Practices3Better</p><p>for dealing with email</p></li><li><p>Mukom Akong T. | @perfexcellent |</p><p>Only 5 things matter about email</p><p>20</p><p>Unread</p><p>Read (Action needed from someone)</p><p>Read (Action needed)</p><p>Sent by you (Response Expected)</p><p>Read (Reference Info)</p></li><li><p>Inbox</p><p>Action</p><p>WaitingReference</p><p>Everything Else</p><p>You NEED only 5 + 1 folders</p></li><li><p>Mukom Akong T. | @perfexcellent |</p><p>Meet your new Inbox</p><p>ESSENTIAL &amp; UNREAD mails Auto-filter out non-essentials: </p><p>Mailing lists Social media notifications Newsletters Promotions etc </p><p>Empty every day (Inbox Zero)22</p><p>Inbox</p></li><li><p>Mukom Akong T. | @perfexcellent |</p><p>Action folder</p><p>Mails that need 2+ minutes What to do with it? </p><p>Reply (long responses) Process into tasks (ToDo list) </p><p>Remove treated mails</p><p>23</p><p>Action</p></li><li><p>Mukom Akong T. | @perfexcellent |</p><p>Waiting folder</p><p>Mails you sent (or forwarded) Usually means delegated You expect a response/update Send reminder(s) </p><p>24</p><p>Waiting</p></li><li><p>Mukom Akong T. | @perfexcellent |</p><p>Reference folder</p><p>Mails youve already read Contain important </p><p>information to be referenced in the future </p><p>What to do with it? Print and file (old school :-() Forward to Evernote</p><p>25</p><p>Reference</p></li><li><p>Mukom Akong T. | @perfexcellent |</p><p>Everything Else folder</p><p>Non-essential unread mail Mailing lists Social media updates Promotions etc </p><p>What to do with it? Scan twice/thrice a week Move interesting to </p><p>Action/Reference as needed</p><p>26</p><p>Waiting</p></li><li><p>@perfexcellent</p><p>Inbox-Zero4Getting to </p><p>GTD-style</p></li><li><p>Recall: GTD Workflow</p><p>(c) David Allen</p></li><li><p>Mukom Akong T. | @Perfexcellent |</p><p>Inbox-Zero workflow</p><p>29</p><p>Auto SORT</p><p>Process Organize DO</p><p>Filters Rules</p><p>What ACTION does this mail require? </p><p>Tracking Referencing</p><p>Long replies Tasks</p></li><li><p>ActionReference</p><p>Action? By Me?</p></li><li><p>Mukom Akong T. | @perfexcellent |</p><p>Processing Email: The 2 Minute Rule</p><p>31</p><p>2 minutes</p><p>Move to Action folderRespond now Remove from Inbox</p></li><li><p>Mukom Akong T. | @Perfexcellent |</p><p>Inbox Zero implementation in Gmail</p><p>32</p></li><li><p>@perfexcellent</p><p>Tips &amp; Tricks5Some</p><p>from the field</p></li><li><p>Mukom Akong T. | @perfexcellent |</p><p>Some of my email tactics</p><p> 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</p><p>34</p></li><li><p>Mukom Akong T. | @perfexcellent |</p><p>Settings for Gmail</p><p>35</p><p> Use labels to categorise Use filters to skip inbox Unread is my Inbox (only non-junk)</p></li><li><p>Mukom Akong T. | @perfexcellent |</p><p>Settings for Apple Mail</p><p>36</p><p> 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</p></li><li><p>Mukom Akong T. | @perfexcellent |</p><p>Settings for Thunderbird</p><p> Create tags |-Action-| , |-Waiting-| etc Use QuickFolders add-on to create tabs of </p><p>the for each of the above tabs Used Saved Search to configure my </p><p>buckets Inbox, Action , Reference, Monitor Switch to a view that Hides Folder</p><p>37</p></li><li><p>Work; email is NOT. Tool; it is. Wisely; use it thou shall! </p><p>Else to the Dark side; take you; email will.</p></li><li><p>A </p><p>N </p><p>W </p><p>E </p><p>R </p><p>S </p><p>Q U E S T I O N S </p><p> @perfexcellent</p></li></ul>