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Inbox Zero
HOW TO BECOME
an Email Ninja
Your email management process will never be the
same again
PRESENTED BY: MICHAEL R...
Michael Reynolds
About Michael:
• President / CEO of SpinWeb
• Cellist
• Sushi connoisseur
• Tennis player
• Marketing/tec...
Special Thanks
Concepts pioneered by
DAVID ALLEN and
MERLIN MANN.
The Problem
Inbox Count
How Many Messages (would you guess)
are sitting in your inbox right now:
!• 0-20
• 21-100
• 101-500
• 500-1,00...
Email is Just a Medium
Managing Email Means:
!• Convert actions
• Process to zero
• Only 4 folders
Working in Contexts
Context Includes:
!• Writing
• Processing
• On the phone
• Running errands
• In meetings
Multi-tasking
… is a myth
Keep Email Closed
Unless you are acting on it
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’l...
How to Act on Email
Delete (or archive)
Delegate
Respond
Defer
Do
Delete
Ask:
!• Will you ever really do anything about it?
• If not, delete (or archive) it
• Don’t feel bad about being re...
Delegate
Is it more efficient for
someone else
to deal with it? If so,
delegate it, CC yourself,
and place a copy in your
“W...
Respond
Can you respond in
2 minutes or less?
If so, go ahead and
respond. Then
delete or archive.
Defer
When to Defer:
!• Will it take longer than 2 minutes
to deal with?
• If so, defer it
• Place it in “Action Required”...
Warning!
Do not let “Action
Required” get out of
control!
Do
Can you act on this
message in 2 minutes or
less? Then DO IT!
!
Then, delete/archive.
Email Actions
Choose One:
!• Delete/archive
• Delegate
• Respond
• Defer
• Do
Four Folders
No More, No Less:
!• Action Required
• Archived
• Someday/Maybe
• Waiting For
Aaaaaahhhhhh…
Mobile?
Considerations:
!• Ok to process inbox
• Make sure mail is synced
• Can make it easy to cheat
• Catch up later
Turn Off Notifications!
Don’t let set your phone to
constantly blow up with new
email notifications. You’ll be in a
state of ...
Work in Offline
Mode
Eliminate distractions
of incoming email while
you work through
folders.
Migration to Inbox Zero
Steps:
!• Create your 4 folders
• Organize all other folders into them
• Delete other folders
• Fr...
How Scary is the Thought of
Eliminating Your Folders?
Freak Out Level:
!• No big deal… when do we start?
• Not sure if I f...
Multiple Accounts?
No problem. Use the same
system for each account.
Inbox Zero is Not a
Perfect System
It’s a state of mind
Go Forth
Questions
Contact information:
!• Michael Reynolds: michael@spinweb.net
Inbox Zero: How to Become an Email Ninja
Inbox Zero: How to Become an Email Ninja
Inbox Zero: How to Become an Email Ninja
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 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.

Published in: Technology, Business
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  • Transcript of "Inbox Zero: How to Become an Email Ninja"

    1. 1. Inbox Zero HOW TO BECOME an Email Ninja Your email management process will never be the same again PRESENTED BY: MICHAEL REYNOLDS
    2. 2. Michael Reynolds About Michael: • President / CEO of SpinWeb • Cellist • Sushi connoisseur • Tennis player • Marketing/tech nerd • www.spinweb.net
    3. 3. Special Thanks Concepts pioneered by DAVID ALLEN and MERLIN MANN.
    4. 4. The Problem
    5. 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. 6. Email is Just a Medium Managing Email Means: !• Convert actions • Process to zero • Only 4 folders
    7. 7. Working in Contexts Context Includes: !• Writing • Processing • On the phone • Running errands • In meetings
    8. 8. Multi-tasking … is a myth
    9. 9. Keep Email Closed Unless you are acting on it
    10. 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. 11. How to Act on Email Delete (or archive) Delegate Respond Defer Do
    12. 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. 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. 14. Respond Can you respond in 2 minutes or less? If so, go ahead and respond. Then delete or archive.
    15. 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. 16. Warning! Do not let “Action Required” get out of control!
    17. 17. Do Can you act on this message in 2 minutes or less? Then DO IT! ! Then, delete/archive.
    18. 18. Email Actions Choose One: !• Delete/archive • Delegate • Respond • Defer • Do
    19. 19. Four Folders No More, No Less: !• Action Required • Archived • Someday/Maybe • Waiting For
    20. 20. Aaaaaahhhhhh…
    21. 21. Mobile? Considerations: !• Ok to process inbox • Make sure mail is synced • Can make it easy to cheat • Catch up later
    22. 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. 23. Work in Offline Mode Eliminate distractions of incoming email while you work through folders.
    24. 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. 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. 26. Multiple Accounts? No problem. Use the same system for each account.
    27. 27. Inbox Zero is Not a Perfect System It’s a state of mind
    28. 28. Go Forth
    29. 29. Questions Contact information: !• Michael Reynolds: michael@spinweb.net
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