The document outlines a structured approach to managing personal workflow and achieving 'inbox 0' through a method named RETAC (Receive, Evaluate, Take Action, Communicate). It emphasizes the importance of classifying tasks based on priority and understanding inputs and available actions, integrating tools like Trello for task management. Practical examples are provided to illustrate how to apply this system in various scenarios such as email requests and meetings.

1. HACKING YOUR
PERSONAL
WORKFLOW
1

2. I END EVERY DAY AT
INBOX 0
2

3. WHEN I DO…
3

4. I’M
MENDEL
4
Community outreach at GoDaddy
Hiker and coffee snob
Blogs frequently at mendel.me
@ifyouwillit on Twitter

5. I’LL TEACH YOU HOW
TO ACHIEVE INBOX 0
NIRVANA
5

6. BUT FIRST…
LETS PLAY A GAME
6

7. 7

8. 8
SMITHSONIAN
INSTITUTION

9. 9

10. 10
LIBRARY OF
CONGRESS

11. 11

12. 12
COUNCIL BLUFFS, IA
PUBLIC LIBRARY

13. WHAT DO THEY ALL
HAVE IN COMMON?
13

14. 14
THEY. ORGANIZE.
EVERYTHING.

15. 15
SMITHSONIAN
INSTITUTION
SOME FACTS

16. FACT
Proprietary. Copyright © 2015 GoDaddy Operating Company,
LLC. All rights reserved.
The Smithsonian Institution manages 19
museums.
16

17. FACT
Proprietary. Copyright © 2015 GoDaddy Operating Company,
LLC. All rights reserved.
The Smithsonian Institution collections
hold 138 million artifacts, works of art
and specimens.
17

18. Proprietary. Copyright © 2015 GoDaddy Operating Company,
LLC. All rights reserved.
The Smithsonian acquires thousands of
objects and specimens each year.
18

19. 19
NICE RANDOM
FACTS BUDDY,
WHAT’S YOUR
POINT?

20. FACT
Proprietary. Copyright © 2015 GoDaddy Operating Company,
LLC. All rights reserved.
The Smithsonian Institution manages 19
museums.
20

21. 21
19 Museums

22. FACT
Proprietary. Copyright © 2015 GoDaddy Operating Company,
LLC. All rights reserved.
The Smithsonian Institution collections
hold 138 million artifacts, works of art
and specimens.
22

23. 23
19 Museums
138 Million Artifacts

24. Proprietary. Copyright © 2015 GoDaddy Operating Company,
LLC. All rights reserved.
The Smithsonian acquires thousands of
objects and specimens each year.
24

25. 25
19 Museums
138 Million Artifacts
{
Thousands of
contributions

26. HOW DO MUSEUMS
MANAGE THE
RANDOMNESS?
26

27. 27
RECEIVE

28. 28
EVALUATE
SORT, CATALOGUE

29. 29
TAKE ACTION
MOVE TO MUSEUM / STORAGE

30. 30
COMPLETE
COMMUNICATE

31. 31
RETAC!
RECEIVE, EVALUATE, TAKE
ACTION, COMPLETE

32. YOU ARE A CURATOR
32

33. 33
Projects
Pending tasks
{
Messages / Requests

34. SO YOU MUST
MANAGE
RANDOMNESS!
34

35. 35
RECEIVE
EMAIL, PHONE, SOCIAL

36. 36
EVALUATE + CURATE
WHAT’S THE PRIORITY?

37. 37
TAKE ACTION

38. 38
FINISH
COMMUNICATE RESULTS OF THE
ACTION

39. RETAC!
39

40. LETS START WITH THE
FOUNDATION
40

41. DEFINE YOUR
CLASSIFICATION
SYSTEM
41

42. HOW DO YOU CLASSIFY A TASK?
Proprietary. Copyright © 2015 GoDaddy Operating Company, LLC. All
rights reserved.42
• Low - Is it essential?
• Medium - Is a due date looming?
• High - Is it a blocker? High priority? Support related?
• Immediate - Is something broken? Is the due date past?
Is someone else relying on you?

43. UNDERSTAND YOUR
INPUTS
43

44. WHAT INPUTS WILL YOU ACCEPT?
Proprietary. Copyright © 2015 GoDaddy Operating Company, LLC. All
rights reserved.44
• Email
• Social
• Slack / Skype / Messengers
• Phone
• Meetings

45. IT’S OK TO SAY NO.
45

46. UNDERSTAND
AVAILABLE ACTIONS
46

47. WHAT ACTIONS ARE AVAILABLE?
Proprietary. Copyright © 2015 GoDaddy Operating Company, LLC. All
rights reserved.47
• Calendar / Meeting
• Communication (Email, phone, message)
• Human completed task (FancyHands)
• Errand or physical task (TaskRabbit)

48. DON’T DO IT ALL
YOURSELF!
48

49. Proprietary. Copyright © 2015 GoDaddy Operating Company, LLC. All
rights reserved.49

50. Proprietary. Copyright © 2015 GoDaddy Operating Company, LLC. All
rights reserved.50

51. LETS PUT RETAC AND
THE FOUNDATION
TOGETHER
51

52. 52
RECEIVE
CHECK INPUTS

53. INPUTS TO CHECK
Proprietary. Copyright © 2015 GoDaddy Operating Company, LLC. All
rights reserved.53
• Email
• Social
• Slack / Messengers
• Meetings

54. 54
EVALUATE + CURATE
ASSOCIATE PRIORITY

55. MOVE FROM INPUTS TO TASK MANAGEMENT
Proprietary. Copyright © 2015 GoDaddy Operating Company, LLC. All
rights reserved.55
• Determine best immediate place to send task
• Have one task curation point of truth
• Take direct action, or if delayed action is
necessary, transfer tasks / conversations /
threads to Trello

56. MOVE FROM INPUTS TO TASK MANAGEMENT
Proprietary. Copyright © 2015 GoDaddy Operating Company, LLC. All
rights reserved.56

57. TAKE ACTION
57

58. WHAT OUTPUTS ARE AVAILABLE?
Proprietary. Copyright © 2015 GoDaddy Operating Company, LLC. All
rights reserved.58
• Calendar / Meeting (Availability link)
• Communication (Email, phone, message)
• Human completed task (FancyHands)
• Errand or physical task (TaskRabbit)

59. FINISH
59

60. COMMUNICATE THE
RESULT
60

61. COMMUNICATE THE RESULT
Proprietary. Copyright © 2015 GoDaddy Operating Company, LLC. All
rights reserved.61
• After you’ve decided on priority, communicate
priority.
• If priority is different from what the requestor
expects, include a brief ‘why’ statement.

62. RETAC!
62

63. WHAT DOES IT LOOK
LIKE?
63

64. 64
The Change Request
EvaluateReceive Curate
Set Expectations
Take Action
Complete
?
Change order
via email
Medium priority
to be done later
Create new Trello
card with email body
Complete change
request
Send email outlining
priority and estimated
date of completion
Send email with details
regarding the completed
change request

65. 65
The Meeting Request
EvaluateReceive Curate
Set Expectations
Take Action
?
Receive meeting
request
High priority,
schedule now
Delete email Receive return
meeting request
Send reply with calendar
availability link
Accept meeting request
Complete

66. 66
The Dinner Meeting
EvaluateReceive Curate
Set Expectations
Take Action
?
Receive meeting
request
High priority,
schedule now
Forward email
to Fancy Hands
to book reservation
Eat dinner
Send meeting requestor
dinner details
Close that deal!
Complete

67. 67
The Proofread
EvaluateReceive Curate
Set Expectations
Take Action
?
Receive guest blog
post
Medium priority Forward email to
Fancy Hands
Schedule blog
post
Review proofed article Email guest poster
with publish date
Complete

68. 68
The Ship Something Task
EvaluateReceive Curate
Set Expectations
Take Action
?
Receive contact
form request for
company stickers
Medium priority Add task to Trello and
contact Task Rabbit
Meet Task Rabbit
and confirm shipment
Send email that request was
received
Email requestor with
tracking info
Complete

69. 69
____________
EvaluateReceive Curate
Set Expectations
Take Action
?
Complete

70. YOU TOO CAN
ACHIEVE INBOX 0
NIRVANA
70

71. I’M
MENDEL
71
@ifyouwillit
mendel.me