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Kill Your Email (or, be an Email Ninja) by Jinja

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Some people use email well, but most are dragged down by too much. Why is this so?

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If you don't mind a big inbox, please leave this presentation. If you don't use a 'To Do' list, please leave this presentation.

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OK! I have two simple messages for you: <ul><li>1. Your Email is not your to-do list. </li></ul><ul><li>2. You are the boss of your email. </li></ul>

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<ul><li>Thank You! </li></ul><ul><li> The End </li></ul>!

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(If you want some more tips, I can continue.)

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Do your start your day by checking your email? Why? <ul><li>Don’t let your email tell you how to run your day. Your email is NOT your agenda. </li></ul>

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Set your email to fetch once an hour. <ul><li>Can you live without it? </li></ul><ul><li>If it’s really important, someone will call or find a way to contact you. </li></ul><ul><li>Working without interruptions is more efficient. </li></ul><ul><li>If your email checks every minute, that’s… </li></ul><ul><li>480 potential distractions every day. </li></ul>

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Folders: <ul><li>Process new email into </li></ul><ul><li>Actions </li></ul><ul><li>Answer </li></ul><ul><li>Read & Review </li></ul><ul><li>Project Folders - many </li></ul><ul><li>Archive – move old projects and emails here. </li></ul><ul><li>Add tasks to your to-do list / agenda. And check actions and answer regularly. </li></ul><ul><li>Now let’s demolish your inbox. </li></ul>

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<ul><li>CLEAN OUT YOUR INBOX: </li></ul><ul><li>Create a folder called ‘DMZ’ </li></ul><ul><li>(DeMilitarized Zone) </li></ul><ul><li>Put all your inbox emails inside. Goodbye! </li></ul><ul><li>New emails go into FOLDERS. </li></ul>

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<ul><li>A screenshot from last evening. </li></ul><ul><li>I get about 50 to 100 emails a day. </li></ul><ul><li>Many of them I don’t touch. How? </li></ul><ul><li>Filters. </li></ul><ul><li>Mailing lists go into folders. </li></ul><ul><li>Some (not all) project emails go into folders. </li></ul><ul><li>Look for folders with new emails. </li></ul><ul><li>Check your email when it is convenient for you . </li></ul>

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Delete, Delete, Delete! <ul><li>Process your ‘Demiliarized Zone’ backwards from the most recent messages, and do it fast . If an email has waited for months , it can wait longer . Much can go in the archive. Use a broom, not a brush. </li></ul><ul><li>When in doubt, delete! </li></ul><ul><li>You can always ask someone </li></ul><ul><li>to send again. Your time </li></ul><ul><li>is valuable. </li></ul>

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Advanced Email-FU <ul><li>Putting a @ at the front of a folder will put it at the top of your list. Just don't put twenty at the top. A space works too. </li></ul><ul><li>Dare to put your social networking emails into a folder. Do they really deserve immediate action? </li></ul><ul><li>Be careful with free services. You get what you pay for. </li></ul><ul><li>Keep email addresses ready for Flickr, email-to-blog and other services. </li></ul><ul><li>(My ‘What’s On’ Events blog is 95% forwarded email messages.) </li></ul>

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Use Templates for Fast Answers <ul><li>Subject: Social Networking Friend Request </li></ul><ul><li>Hello, Here is my Internet Friend Application form. </li></ul><ul><li>Thanks for your interest. http:// jinja.apsara.org/friends/question_form.php </li></ul><ul><li>J </li></ul><ul><li>Subject: Request For Free Cambodia Information </li></ul><ul><li>Thank you for inquiring about tourism / genocide / popular culture. </li></ul><ul><li>My consulting rate is $50 an hour. I am prepared to forward bank details. </li></ul><ul><li>Regards, John Weeks </li></ul><ul><li>Subject: Copyright Violation (CC: Site Advertisers) </li></ul><ul><li>Please cease and desist from using my pictures and/or text without appropriate credit. </li></ul><ul><li>I will be in touch with your internet service provider regarding this illegal activity. </li></ul><ul><li>Yours sincerely, </li></ul><ul><li>John Weeks </li></ul><ul><li>Jinja.apsara.org </li></ul><ul><li>“ Cambodia’s Most Borrowed-From Blog.” </li></ul>

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Low-Bandwith Lifestyle <ul><li>You can set your email to download just the titles (‘headers’). This will allow you to delete without downloading. </li></ul><ul><li>(In 2001, I was sent a 5 meg attachment. In Siem Reap. My email was clogged for 3 days.) </li></ul><ul><li>Go to ‘server settings’ and select ‘headers only’. </li></ul><ul><li>Block image loading. HTML emails can contain nasty surprises. (Ask Andy Brouwer.) </li></ul>

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<ul><li>Don’t over-organize! It’s tempting. </li></ul><ul><li>Folders and filters will not do your work for you. Now you have to follow your agenda . (It’s OK to play with email, just remember who is in charge.) </li></ul><ul><li>There will always be some mess in your inbox. A messy inbox or desk can mean a fertile mind. But you have the power to choose LESS MESS. </li></ul>

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! <ul><li>Merci Beaucoup. </li></ul><ul><li>This condensed talk interprets & borrows heavily from ‘Inbox Zero’, ‘Getting Things Done’, ‘Lifehacker’ and ‘ZenHabits’. Thanks to House32.com for tech assist. </li></ul><ul><li>Presentation & links will be posted at </li></ul><ul><li>http:// jinja.apsara.org </li></ul>