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Becoming an Email Ninja and staying at Inbox Zero

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Almost all entrepreneurs struggle with email. Regardless of where you are in your journey — either thinking about to start or being in the midst of the chaos — mastering email is one of the most important skills to learn and practice.

Learn more on:
http://startupgeist.com/inbox-zero-in-10-minutes/

Published in: Self Improvement
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Becoming an Email Ninja and staying at Inbox Zero

  1. 1. V1.0 BECOMING AN EMAIL NINJA — Reach Inbox Zero Daily —
  2. 2. Gmail’s GTD setup in 5 minutes 5 free email ninja add-ons 10 email ninja best practices What you’ll learn
  3. 3. 43 Folders Series: Inbox Zero Tim Ferriss’ The 4-Hour Workweek Zen Habits Gmail's 15 min GTD setup Sources
  4. 4. StartupGeist.com By Danny Holtschke Startup, Zen & Productivity Freak Bases: Berlin | Bali | Berkeley
  5. 5. V1.0 GMAIL'S 15 MIN GTD SETUP — Overview —
  6. 6. That’s how your inbox will look like
  7. 7. That’s how your inbox will look like Using GTD - Getting things done Zero plugins using only standard features An easy to manage, usually empty inbox
  8. 8. That’s how your inbox will look like 1. Box: All “To Do” 2. Box: All “Answer expected” emails 3. Box: All “Delegated” emails 4. Box: All “Reminders” (meetings, flights)
  9. 9. GMAIL'S 5 MIN GTD SETUP — Step by step guide —
  10. 10. CLICK IMAGE TO WATCH VIDEO IMAG
  11. 11. 1 1. Go to Settings* 2. Go to Labs 3. Enable Multiple Inboxes Enable multiple inboxes Under cogs icon on the top right
  12. 12. 2 1. Go to Settings > General 2. Scroll down to Stars 3. Add stars (see next slide) Define stars
  13. 13. 3 1. Go to Settings > Multiple Inboxes 2. Add four star filter rules* Define star filter rules *Instead of ‘star filters’ you can also use labels. I prefer stars. It’s quicker.
  14. 14. 1. has:yellow-bang OR has:red-bang 2. has:purple-question 3. has:orange-guillemet 4. has:blue-info => Action required duds => Answer expected => Delegated => Reminders Copy/paste filter rules
  15. 15. 1. has:red-star 2. has:orange-star 3. has:green-star 4. has:blue-star 5. has:purple-star 6. has:red-bang 7. has:orange-guillemet 8. has:yellow-bang 9. has:green-check 10. has:blue-info 11. has:purple-question List of all names of the stars* *Feel free to use other icons if they better match your taste
  16. 16. No … you should. Get it now. I recommend to use the normal yellow star for todo. That way you can mark todos in mobile. Unfortunately, the other stars won’t work. Using mobile Gmail App?
  17. 17. 4 1. Go to Settings > Inbox 2. Switch to “default” 3. Choose “primary” only (no other tabs) 4. Choose “no markers” 5. Choose “don’t override filters” Use ‘default’ inbox layout* *See next slide for screenflow
  18. 18. * No tabs for ‘social’ or ‘promotions’ needed. Use labels and automatic filtering instead.
  19. 19. 5 1. Now reload Well done!
  20. 20. GETTING TO & KEEPING INBOX ZERO
  21. 21. 1 Full inbox? 1. Go through the latest 100 emails. 2. Mark emails with stars and archive*. 3. Use 30 min daily to empty ‘star folder’. Getting started: Inbox Zero *Archiving an email will remove emails from. Assign stars and labels.
  22. 22. 2 More than 100 emails? Archive all!!! … or 1. Create a temporary folder (aka label). 2. Move* all emails there. 3. Follow step #1. Getting started: Inbox Zero *To move emails, assign label to emails and archive them.
  23. 23. 3 Keeping Inbox Zero Don’t leave open emails in your inbox. Always delete, archive, answer, delegate. Source
  24. 24. 3 Keeping Inbox Zero Work your way from top to bottom One at a time Process: either delete, archive (& label/star), answer (requiring <2 min) or delegate Use powerful shortcuts* **Use KeyRocket add-on to learn shortcuts
  25. 25. 4 Filtering*: Keep, but don’t read Example: Monthly recurring invoices 1. Create a label ‘invoices’ 2. Create filters to automatically archive and label emails. Mark them ‘read’. Applies to any form of email that you want keep, but don’t read.
  26. 26. 5 My favorite Shortcuts* 1. g then i = Go to Inbox 2. g then s = Starred emails 3. g then t = Go to sent 4. g then d = Drafts 5. g then c = Contacts 6. g then l = Select label 7. e = archive 8. # = delete 9. r = reply 10. s = star 11. x = select 12. z = undo last action Activate shortcuts: Setting > General Press ? to see a list of shortcuts.
  27. 27. BONUS: 5 FREE EMAIL NINJA ADD-ONS
  28. 28. 1 Unroll.Me To get less emails, unsubscribe newsletters and combine favorites into one email. Link to app
  29. 29. 2 HubSpot Sales* See everything about your contacts, right inside your inbox. Syncs with Hubspot’s free CRM. *Alternatives: Rapportive or FullContact Link to app
  30. 30. 3 Streak Track opened emails and clicks. Set reminders by ‘snoozing’ emails. Use snippets* to quickly respond to emails Use shortcuts to quickly snippet. Link to app
  31. 31. 4 KeyRocket Good way to learn keyboard shortcuts while you work in Gmail. Link to app
  32. 32. 5 Mail Timer Keeps you focused while you work in Gmail. Link to app
  33. 33. BONUS: 10 EMAIL NINJA BEST PRACTICES
  34. 34. ACTIONSSSS Do NOT ever check emails. Always DO* EMAILS. 1
  35. 35. HOW Use Gmail offline. 2
  36. 36. WHEN Do NOT email first thing in the morning or last thing at night. 3
  37. 37. BATCH Only work on emails twice daily. 4
  38. 38. TURN OFF ALL NOTIFCATIONS on PC, tablet or phone. 5
  39. 39. WRITE LESS Use short but powerful replies. Limit yourself to 5 sentences. 6
  40. 40. DON’T RESPOND IMMEDIATELY. ASK When can I get back to you? OR Do you still need this? 7 Remember: Emails are other people’s task. Waiting to respond often resolves issues.
  41. 41. UNDO SEND Forget an attachment. Enable undo send. 8
  42. 42. DASHBOARD Merge several email accounts into one. Label incoming emails. 9 Have three inboxes: personal; biz; spam
  43. 43. CYCLE THROUGH Choose auto-advance to cycle through emails, instead of going back to inbox 10
  44. 44. CONGRATZ :) You’ve officially become an EMAIL NINJA! V1.0

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