Towards Inbox Zero:
Jussi Roine, Chief SharePoint Architect
Architect, trusted advisor, mojito enthusiast
Microsoft Certified Master: SharePoint 2010
Microsoft Certified Solutions Master: SharePoint
Microsoft Certified Trainer
Certified Scrum Master
SharePoint User Group Finland Community Lead
Training and solutions
Best talent in Finland
for all Microsoft
So, you might wonder why I’ve
gathered you here today..
What’s Inbox Zero? Why should I care?
Achieving Inbox Zero
Feeling busy, being busy or being
Productivity tools of today
”Lunch was bad”
(actual feedback I’ve received)
Ask me questions - or as Mr. Garrison from South
Park would say:
“remember there are no
stupid questions, just stupid
Email overload is a real issue
It’s not just email: It’s instant messaging, calendar
invitations, alerts, notifications..
Part of the problem is the fear of missing out –
and being available 24/7
Digital detox, Tech Sabbath and other cute
Invented by Merlin Mann
Inbox Zero allows you to reclaim
Inbox Zero is a very simple concept
0 emails in your inbox
That’s it. Thank you.
(You may now go home)
How it works
Some messages are more equal than others
Your time is priceless – and very limited
Lose the guilt – you are not the only one fighting with email
Stop checking on emails constantly
Just do it.
How it works
Based on 5 actions My personal approach is only 3:
Do ( Archive)
Defer (Do later)
Delegate ( Archive)
Time will solve -pile
But, wait.. No, it’s not that easy!
Why not? What’s stopping you?
Some common excuses:
”My Inbox is perfectly fine with 13985 emails..”
”I get so many emails that I’m too busy to sort them out”
”I need to be included in all email communications”
”I’m on so many distribution lists that I simply cannot
control my Inbox”
It’s about prioritizing things
On average Finnish people watch tv for 3 hours
and 3 mins a day
Source: Finnpanel (2012)
That’s about 21 hours a week
There’s 168 hours in a week, or about 115 hours a
week for yourself
In essence, people spend about 18% of their
wake-up time watching TV...
I’ll let that sink in :-)
My experience with Inbox
I’m fairly familiar with productivity techniques
such as Gettings Things Done (GTD), the
Pomodoro Technique and The Action Method
I felt the problem wasn’t really about managing
tasks, but about information overflow through
I embarked on my voyage towards Inbox Zero in
Getting to Inbox Zero
I’m super-efficient in decluttering my life
Less stuff is actually more
It took me one weekend to achieve Inbox
Zero for all of my email inboxes (3)
It wasn’t really that hard – just add
persistence, some good Argentinian wine
and a mojito, and music, and a mojito.
Add mojitos when necessary.
It’s a decision and once you get
started, it’s actually fairly easy to stick to
Findings from Inbox Zero
Don’t read emails during the weekend – it just effin sucks!
Actually, don’t work during the weekends
Switch email to manual sync on your mobile devices
Close Outlook. Really, just ALT-F4 that attention wh.. seeker
Email is important but I’ve switched to using plain-old phone
calls and actually seeing people face to face.
I know, I’m a trendsetter..
It’s been about 5 months of Inbox Zero for me
I’m happier than ever!
I blogged about my experience in January
http://bit.ly/V0Rtbm (in Finnish)
I came up with 3 short rules for managing your
time with email http://bit.ly/12YhkW2
Don’t assume, Don’t forward, Don’t argue
I still haven’t ordered my Inbox Zero Nerd Badges
(hint for a Christmas present for me!)
Feeling busy, being
busy, or being
Feeling busy is easy – just ”do stuff” – it’s easy to fill a
whole week by being reactive and meta-working
Being busy often comes from external drivers
Being productive is about deciding what’s
important and doing that
In essence, you’ll need to achieve things, and get
stuff done. Daily.
My daily routine
Every morning I write 3 things down I need to
achieve during the day
When I’ve accomplished those 3 things I can
Continue working on other stuff
What about today?
My daily routine
I try to be at the office before 8am and leave the
office 4.30pm the latest – I aim for 100% load
I don’t do breaks
I resume working – if I feel like it – at ~8pm
I used to work during the weekends but not anymore
I don’t really care how many hours I do since
essentially, I don’t want to be measured by
hours, I want to be measured by what I can
I care how much stuff I get done
Grand Canyon.. with a helicopter
(laptop is in
In the hammock
Hey, where’s the SharePoint
Damn, I thought you’d forget that by now!
But I did promise..
SharePoint = Productivity, if you choose to use it
like it was designed to be used
Otherwise, SharePoint is a huge time waster
SharePoint 2013 revolves around social –
Newsfeed, Yammer, Follow and Personal Site
Start simple, grow from there
Site Mailbox and Work Management are good
but contained and somewhat complex to set up
Less is more, keep it simple
So, what should I do?
Try Inbox Zero – just skip one evening of television!
Read – I can heartily recommend..