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What well cover• Scheduled Email time• Email triage basics• Folders• Filters• Templates• Implementation tips• Email charter
Dont be a slave!Always-on email:• distracts you from your tasks• imposes the priorities of others• enables procrastination
Schedule your email time• Disable notifications• Check email on your timetable• Process email - dont just read it
Scheduled EmailSome ideas:• 10 minutes every hour• 3 times per dayDepends on your workflow and work style - there is no oneright way!
Processing Email1. What does this message mean to me. Why do I care?2. What action does this message require of me?3. What is the best way to resolve this message? From http://www.flickr.com/photos/scoobyfoo/441272764/
Email Triage Actions• Takes < 2 minutes: Respond immediately• Takes > 2 minutes: defer for later response• Takes > 15 minutes: generate an action from it• No need for response: delete it or archive it
Folders: The inbox is NOT your to-do list! From http://www.flickr.com/photos/nypl/3110130720/
Folders• Needs Action• Follow Up• Read Later• Not to Me• Archive From: http://www.flickr.com/photos/nypl/3110117236/
Folder tips1. Add to favorite folders list2. Change properties to display all message, not just unread3. Change subject lines (especially for Needs Action)
Implementation tipsFresh Start:Make a Fresh Start folder and move everything older than21 days to that folder. Then schedule time each week toprocess that folder.
Implementation Tips• Lose the guilt: archive or delete anything older than 30 days.• Divide by half and repeat• Its okay to start slowly!
MaintenanceWeekly Review:1. Email: Review and prune my Needs Action and Followup email folders.– To-do list: Read over my current task list; prune stuff that doesn’t matter any more; re-prioritize items to work on next week.– Projects: Move any “next actions” for each project to the to-do list; Revise and prune the project list to reflect current status.– Calendar: Check out next week’s appointments and meetings; add any necessary prep work to to-do list.
Email Charter1. Respect the recipients’ time2. Short or slow is not rude3. Celebrate clarity 4. Quash open ended questions5. Slash surplus CC’s
Email Charter6. Tighten the thread 7. Attack Attachments 8. Use EOM and NNTR ("end of message" & "no need torespond")9. Cut contentless messages (e.g. "Great!" or "Thanks!")10. Disconnect! From http://emailcharter.org/
Credits• Merlin Mann of 43 Folders (ultimate inbox zero resources list)• Gina Trapani of Lifehacker• David Allen of Getting Things Done