Inbox Zero: How to Become an Email Ninja

Inbox Zero HOW TO BECOME AN EMAIL NINJA Presented by: Michael Reynolds President/CEO, SpinWebWeb Solutions | Digital Marketing www.spinweb.net

Michael Reynolds WEB: WWW.MICHAELREYNOLDS.COM | TWITTER: @MICHAELREYNOLDS ‣ President/CEO of SpinWeb ‣ Blogger, speaker, productivity nerd ‣ Speaker for: - Web 2.0 Expo (New York) - Accrisoft SP Summit (Tampa) - CMS Expo (Chicago) - Blog Indiana (Indianapolis) ‣ Plays tennis, loves sushiWeb Solutions | Digital Marketing www.spinweb.net

NOT ME MEWeb Solutions | Digital Marketing www.spinweb.net

SPECIAL THANKS TO David Allen and Merlin MannWeb Solutions | Digital Marketing www.spinweb.net

The problem...

HOW MANY MESSAGES (WOULD YOU GUESS) ARE SITTING IN YOUR INBOX RIGHT NOW? 1.0-20 2.21-100 3.101-500 4.500-1,000 5.Over 1,000… help!Web Solutions | Digital Marketing www.spinweb.net

‣ Email is just a medium ‣ Convert actions ‣ Process to zero ‣ Rule your email with only 3 foldersWeb Solutions | Digital Marketing www.spinweb.net

Working In Contexts ‣ Writing ‣ Processing ‣ Running errands ‣ On the phone ‣ In meetingsWeb Solutions | Digital Marketing www.spinweb.net

Multi-tasking IS A MYTHWeb Solutions | Digital Marketing www.spinweb.net

KEEP YOUR EMAIL CLOSED UNLESS YOU ARE ACTING ON ITWeb Solutions | Digital Marketing www.spinweb.net

HOW SCARY IS IT TO CLOSE YOUR EMAIL FOR HOURS AT A TIME? 1. Sounds like a nice break to me! 2. It might freak me out but Ill give it a shot 3. No way! (What if I miss something really really important?)Web Solutions | Digital Marketing www.spinweb.net

HOW TO ACT ON EMAIL Delete (or archive) Delegate Respond Defer DoWeb Solutions | Digital Marketing www.spinweb.net

DELETE ‣ Will you ever really do anything about it? ‣ If not, delete it (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 emailWeb Solutions | Digital Marketing www.spinweb.net

Web Solutions | Digital Marketing www.spinweb.net

DELEGATE ‣ Is it more efficient for someone else to deal with it? ‣ If so, delegate it ‣ CC yourself and place a copy in “Waiting For” folderWeb Solutions | Digital Marketing www.spinweb.net

RESPOND ‣ Can you respond in less than two minutes? ‣ If so, go ahead and respond ‣ Then delete or archiveWeb Solutions | Digital Marketing www.spinweb.net

DEFER ‣ Will this take longer than two minutes to deal with? ‣ If so, defer it ‣ Place it in an “Action Required” folder to address later ‣ Place it on a to-do list and then delete/archive itWeb Solutions | Digital Marketing www.spinweb.net

Warning: DO NOT LET “ACTION REQUIRED” GET OUT OF CONTROL!Web Solutions | Digital Marketing www.spinweb.net

DO ‣ Can you act on this message in two minutes or less ‣ If so, DO IT! ‣ Get it out of your inboxWeb Solutions | Digital Marketing www.spinweb.net

CHOOSE ONE ‣ Delete (or archive) ‣ Delegate ‣ Respond ‣ Defer (to a folder or another to-do list) ‣ DoWeb Solutions | Digital Marketing www.spinweb.net

THREE FOLDERS... NO MORE, NO LESS.Web Solutions | Digital Marketing www.spinweb.net

Waiting For no no Does this really require action? yes Should I be dealing with it? no yes Action Can I respond or do it in 2 Required yes respond doWeb Solutions | Digital Marketing www.spinweb.net

Aaaahhhh...Web Solutions | Digital Marketing www.spinweb.net

MOBILE? ‣ Process inbox on your mobile device ‣ Make sure your device syncs with your server (use IMAP or Exchange) ‣ Can make it easy to cheat ‣ Cheating is ok as long as you catch up laterWeb Solutions | Digital Marketing www.spinweb.net

TURN OFF NOTIFICATIONS OF NEW EMAILS ON YOUR PHONEWeb Solutions | Digital Marketing www.spinweb.net

TRY KEEPING YOUR EMAIL PROGRAM IN OFFLINE MODE WHILE WORKING THROUGH FOLDERSWeb Solutions | Digital Marketing www.spinweb.net

MIGRATION TO INBOX ZERO? 1. Create your 3 folders and organize all other folder into them 2. Delete other folders 3. Set aside a block of time to process Inbox 4. Enjoy your state of ZenWeb Solutions | Digital Marketing www.spinweb.net

HOW SCARY IS IT TO GET RID OF ALL YOUR ORGANIZED-BY-SUBJECT FOLDERS? 1.No big deal… when do we start? 2.Not sure if I feel comfortable with this 3.Yikes! Im twitching just thinking about it!Web Solutions | Digital Marketing www.spinweb.net

MULTIPLE EMAIL ACCOUNTS? ‣ Set up same folder system on each account ‣ Process all at once or within each individual account ‣ Outlook, Apple Mail, Gmail, etc. can all bring multiple email account into one dashboardWeb Solutions | Digital Marketing www.spinweb.net

TESTIMONIALS “You guys are going to be sooooo proud of me. I have gone from 3,953 emails on Saturday morning to 0 today. Everything is cleaned up and in a folder. This gives new meaning to ‘Spring Cleaning.’ Thanks for your help with that workshop.” -Tina Elliott, Assistant Director, Indiana Rural Health Association “Inbox Zero not only made me feel more in control of my email but it increased my efficiency and productivity.” -Laina Molaski, PhD., President/CEO, C&S Consulting “I thought I had pretty good systems for managing my email till I took Michaels class. Now I have great ones!” -Lorraine Ball, President/CEO, RoundpegWeb Solutions | Digital Marketing www.spinweb.net

INBOX ZERO IS NOT A PERFECT SYSTEM... ...it’s a state of mind.Web Solutions | Digital Marketing www.spinweb.net

Thank You.GO FIGHT YOUR WAY TO ZERO!Michael ReynoldsPresident/CEO, SpinWebphone: 317-324-1100email: michael@spinweb.nettwitter: @michaelreynoldsWeb Solutions | Digital Marketing www.spinweb.net

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Inbox Zero: How to Become an Email Ninja

by Michael Reynolds on Apr 25, 2009

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Inbox Zero: How to Become an Email Ninja — Presentation Transcript