Inbox Zero: How to Become an Email Ninja
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Inbox Zero: How to Become an Email Ninja

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Is your email inbox overflowing? Do you feel hopelessly overwhelmed by the amount of email you are dealing with? Attend this seminar and learn how to become an email ninja with Inbox Zero! In this ...

Is your email inbox overflowing? Do you feel hopelessly overwhelmed by the amount of email you are dealing with? Attend this seminar and learn how to become an email ninja with Inbox Zero! In this seminar, you will learn how to:

* Keep your inbox empty
* Become more productive using email
* Check email less often
* Lower your stress level
* Ensure nothing falls through the cracks

Following this seminar, you will be able to implement this system immediately and start feeling good about your email.

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Inbox Zero: How to Become an Email Ninja Presentation Transcript

  • 1. Inbox Zero HOW TO BECOME an Email Ninja Your email management process will never be the same again PRESENTED BY: MICHAEL REYNOLDS
  • 2. Michael Reynolds About Michael: • President / CEO of SpinWeb • Cellist • Sushi connoisseur • Tennis player • Marketing/tech nerd • www.spinweb.net
  • 3. Special Thanks Concepts pioneered by DAVID ALLEN and MERLIN MANN.
  • 4. The Problem
  • 5. Inbox Count How Many Messages (would you guess) are sitting in your inbox right now: !• 0-20 • 21-100 • 101-500 • 500-1,000 • Over 1,000… help!
  • 6. Email is Just a Medium Managing Email Means: !• Convert actions • Process to zero • Only 4 folders
  • 7. Working in Contexts Context Includes: !• Writing • Processing • On the phone • Running errands • In meetings
  • 8. Multi-tasking … is a myth
  • 9. Keep Email Closed Unless you are acting on it
  • 10. How Scary Is It To Close Your Email For Hours at a Time: !• Sound like a nice break to me! • It might freak me out but I’ll give it a try • No way! What if I miss something important?!
  • 11. How to Act on Email Delete (or archive) Delegate Respond Defer Do
  • 12. Delete Ask: !• Will you ever really do anything about it? • If not, delete (or archive) it • Don’t feel bad about being realistic • Any modern email system can handle a large archive of email (i.e. Google Mail, MS Exchange) • Use search to recover archived email
  • 13. Delegate Is it more efficient for someone else to deal with it? If so, delegate it, CC yourself, and place a copy in your “Waiting For” folder.
  • 14. Respond Can you respond in 2 minutes or less? If so, go ahead and respond. Then delete or archive.
  • 15. Defer When to Defer: !• Will it take longer than 2 minutes to deal with? • If so, defer it • Place it in “Action Required” or “Someday Maybe” folder • Place it on a todo list (then delete/archive)
  • 16. Warning! Do not let “Action Required” get out of control!
  • 17. Do Can you act on this message in 2 minutes or less? Then DO IT! ! Then, delete/archive.
  • 18. Email Actions Choose One: !• Delete/archive • Delegate • Respond • Defer • Do
  • 19. Four Folders No More, No Less: !• Action Required • Archived • Someday/Maybe • Waiting For
  • 20. Aaaaaahhhhhh…
  • 21. Mobile? Considerations: !• Ok to process inbox • Make sure mail is synced • Can make it easy to cheat • Catch up later
  • 22. Turn Off Notifications! Don’t let set your phone to constantly blow up with new email notifications. You’ll be in a state of constant distraction.
  • 23. Work in Offline Mode Eliminate distractions of incoming email while you work through folders.
  • 24. Migration to Inbox Zero Steps: !• Create your 4 folders • Organize all other folders into them • Delete other folders • Freak out • Set aside a block of time to process Inbox • Enjoy your state of Zen
  • 25. How Scary is the Thought of Eliminating Your Folders? Freak Out Level: !• No big deal… when do we start? • Not sure if I feel comfortable with this • Yikes! I'm twitching just thinking about it! • I’ve already logged off of this webinar because I simply can’t imagine a world without my 87 folders
  • 26. Multiple Accounts? No problem. Use the same system for each account.
  • 27. Inbox Zero is Not a Perfect System It’s a state of mind
  • 28. Go Forth
  • 29. Questions Contact information: !• Michael Reynolds: michael@spinweb.net