21 Tips for Gmail Ninjas

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The workshop that accompanies this slide deck by Jeremy Caplan @jeremycaplan will catch you up on the Gmail ninja tricks that digital gurus use to save time and get more done. For the full outline, visit bit.ly/ninjagmail

This session is full of specific tools and techniques. Among the dozens of specific session takeaways, you’ll learn:

- The most effective time of day to send email
- Surprising strategies for when to check email and why
- 5 EMail Techniques, including batching, filtering and “Inbox Zero”
- 6 Most Useful GMail Labs
- 3 Hidden Settings You Need to Fix
- 7 Keyboard Shortcuts You’ll Want to Start Using
- When NOT to use labels/folders and why
- How to Quickly & Easily Set up Email Filters
- The 3 Best Gmail Apps to Download
- Quick tips for mobile GMail

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  • Loads of great email tools. Highly recommend www.replyup.com (sends friendly follow-up emails until they're answered). There's a few more such as outreach. io and others that are useful also.
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21 Tips for Gmail Ninjas

  1. 1. 21 Tipsfor GMail Ninjas by @jeremycaplan 1
  2. 2. 21 Tips for Gmail Ninjas by @jeremycaplanGmail Tips for getting more done and freeing up creativity Tactics Tools Turbo Search, Don’t File Tweak Gmail Settings Post-Date Email Send Email Early Master Gmail Shortcuts Get Context for Contacts Be Super Brief Unify Inboxes Filter for the Future Batch, Don’t Squirrel Avoid Email Disaster Unsubscribe Schedule Email Sessions Automate Typing Make Email Your Info Hub Act, Don’t Postpone Bookmark Messages Backup Quicken Email Add Useful Apps Full Notes: bit.ly/ninjagmail 2
  3. 3. Today’s Notes:bit.ly/ninjagmail 3
  4. 4. 4
  5. 5. TACTICSBEST PRACTICES FOR MAKING THE MOST OF GMAIL 1TOOLSSETTINGS, LABS AND TRICKS FOR EFFICIENCY 2TURBOAPPS AND ADD-ONS TO MAKE GMAIL SHINE 3 5
  6. 6. Why bother becoming a GMail Ninja? 6
  7. 7. INBOX = SWAMP 7
  8. 8. 150+Daily E-Mail Messages 8
  9. 9. Estimated Average # of Daily Actionable Email Messages 200 150 # of Email Messages 100 200 180 160 13575 82 110 88 502008 2009 2010 2011 0 2012 2013 2014 Year 2015 9
  10. 10. More Messages, Less Time# of Messages Vs. Avail Time # of Daily Emails # of Spare Hours 2008 2009 2010 2011 2012 2013 2014 2015 Year 10
  11. 11. “...Such is the flood that eventhings that might have done somegood lose all their goodness...”- Erasmus 11
  12. 12. We Haven’t Even Mentioned... 12
  13. 13. 13
  14. 14. 14
  15. 15. 15
  16. 16. Techniques and ToolsManaging email efficiently = Using a system & learning tools System Batch, filter, automate, 1-touch and inbox zero Tools Gmail labs and useful apps 16
  17. 17. Email Adoption CurveThe hottest thing in email keeps evolving... Gmail Revolutionary. Rethought everything - from account size to conversations. Hotmail The first mass-email product that got the attention of the masses Sparrow? Mailbox? New email tools are recognizingAOL how email has changedThe first email account many of us The Chasmhad: not fancy, but eye-opening Innovators Early Adopters Early Majority Late Majority Laggards 17
  18. 18. #EmailFail 18
  19. 19. Email Efficiency= Key to Success 19
  20. 20. 1.Search, Don’t File 20
  21. 21. Search, Don’t FileFinding a message by hunting through folderstakes 3.4 times as long as searching for it. Source: IBM Research 21
  22. 22. FOLDERS 22
  23. 23. Find Web Info= Google Search 23
  24. 24. Find Email Info= GMail Search 24
  25. 25. 4 Most Useful Searches: has:attachment from:caren subject:budget newer_than:2d 25
  26. 26. Or use a combo:has:attachment budget 26
  27. 27. Or use a combo:has:attachment budget 27
  28. 28. Lostphotosapp.com 28
  29. 29. Use Personal Hashtags 29
  30. 30. Examples: #ej13 #fms12 @Sandy 30
  31. 31. 31
  32. 32. Search Across Services: GMail/Evernote/Docs/ Twitter/Facebook 32
  33. 33. 33
  34. 34. 34
  35. 35. 35
  36. 36. 36
  37. 37. 37
  38. 38. 1.Search, Don’t File 38
  39. 39. 2.Send Email Early 39
  40. 40. Send @ 6am Not 4pmA message sent at 6am is three times as likelyto have a link clicked on than one sent at 4pm Source: ReviveYourInbox.com 40
  41. 41. Sunday = Good day toreach people by email27% of Sunday emails are read Source: Yesware Study 41
  42. 42. 3.Be Super Brief 42
  43. 43. Be Super Brief73 SecondsEmail replies take an average of 73 secs to compose Source: ReviveYourInbox.com 43
  44. 44. Seefive.sentenc.es= a plea for short email 44
  45. 45. 3 Word Subject 45
  46. 46. 4.Batch, Don’t Squirrel 46
  47. 47. Batch, Don’t SquirrelFocus on 1 thing at a time.Your attention is valuable. Don’t squander it. 47
  48. 48. Peek, Don’t Plod 48
  49. 49. Don’t Be a SquirrelCheck email every hour, not every minute 49
  50. 50. 5.Schedule Email Time 50
  51. 51. Schedule Email Time12 messages per day on average require substantialeffort. That takes an average of 90 minutes Source: ReviveYourInbox.com 51
  52. 52. #Chronoplan =When’s your emailing sharpest? 52
  53. 53. #Chronopeak =When you’re at your best 53
  54. 54. 6.Act, Don’t Postpone 54
  55. 55. 37%% of emails on whichrecipients defer action Source: Carnegie Mellon Research 55
  56. 56. Do, Delegate or DeleteDo = Quick ReplyDefer = Sked/DelegateDump = Archive 56
  57. 57. Turbocharge Your EmailTo boost your email productivity, learn shortcuts,turn-on helpful features, and add handy apps Photo by dawgbyte77 - http://flic.kr/p/5EfSFx 57
  58. 58. 7.Tweak GMail Settings 58
  59. 59. Tweak Gmail Settings 59
  60. 60. Customize Your Email 60
  61. 61. 8.Master GMail Shortcuts 61
  62. 62. 4 Gmail ShortcutsC  =  ComposeR  =  ReplyA  =  Reply  AllF  =  Forward 62
  63. 63. 4 More Gmail ShortcutsE  =  ArchiveL  =  Label  V  =  Move  S  =  Add  a  Star 63
  64. 64. 9.Unify Inboxes 64
  65. 65. 65
  66. 66. Send & Receive Email from Your Preferred Account 66
  67. 67. Reply from Other Email Addresses 67
  68. 68. 10.Avoid EMail Disasters 68
  69. 69. Turn On GMail Labs 69
  70. 70. Gmail Labs 70
  71. 71. Most Useful Gmail LabsUndo  SendCanned  ResponsesQuick  Links 71
  72. 72. Most Useful Gmail LabsAuto  AdvanceSend  and  ArchiveCreate  a  Doc 72
  73. 73. 73
  74. 74. 74
  75. 75. 11.Automate Typing 75
  76. 76. Automate TypingType something once, fine.Type it twice, fine.Type the same thing 50 times?You’re wasting time. 76
  77. 77. 77
  78. 78. TextExpander 78
  79. 79. Agileroute.com/clipboardhistory 79
  80. 80. 12.Bookmark Messages 80
  81. 81. Bookmark Email 81
  82. 82. Bookmark Email 82
  83. 83. 13.Quicken EMail Usage 83
  84. 84. 84
  85. 85. 85
  86. 86. 86
  87. 87. More Gmail Labs 87
  88. 88. 14.Post-Date Email 88
  89. 89. Boomerang 89
  90. 90. Boomerang 90
  91. 91. Nudgemail 91
  92. 92. Nudgemail 92
  93. 93. 15.Get Context for Your Contacts 93
  94. 94. Rapportive 94
  95. 95. Rapportive 95
  96. 96. WiseStamp 96
  97. 97. WiseStamp email signature 97
  98. 98. 16.Filter for the Future 98
  99. 99. Fool me once, shame on you...Fool me twice, I need a filter 99
  100. 100. Filter By:Sender’s Name or AddressSubject LineRecipientsKeywords 100
  101. 101. Create a Filter Step 1 101
  102. 102. Create a Filter Step 2 102
  103. 103. Create a Filter Step 3 103
  104. 104. 17.Unsubscribe 104
  105. 105. Pick your top 4 newsletters.Unsubscribe from the rest 105
  106. 106. A few newsletters I like: Tech: Netted.net Photo: Photojojo.com Local: DNAInfo.com News: TheSkimm.com 106
  107. 107. Unroll.me 107
  108. 108. 18.Make Email an Info Hub 108
  109. 109. Use Email to Send to: Evernote Instapaper Pocket Dropbox Toodledo 109
  110. 110. 110
  111. 111. Instapaper 111
  112. 112. bit.ly/500dropbox 112
  113. 113. Toodledo 113
  114. 114. Make and receive calls within GMail 114
  115. 115. Google Voice 115
  116. 116. 19.Backup your Gmail 116
  117. 117. Backupify.com 117
  118. 118. WeTransfer.com 118
  119. 119. WeTransfer.com 119
  120. 120. GetCloudApp.com 120
  121. 121. 20.Add Useful Apps 121
  122. 122. YesWareContactuallyActiveInbox HelloSign Sanebox 122
  123. 123. Yesware.com 123
  124. 124. Contactually.com 124
  125. 125. Contactually.com 125
  126. 126. ActiveInbox.com 126
  127. 127. Sanebox.com 127
  128. 128. 21.Turn Email Off 128
  129. 129. Schedule a Tech Sabbath 129
  130. 130. Tech SabbathNo-Tech Saturday or SundayNo Tech Before BedNo Tech Before Breakfast 130
  131. 131. The Benefits of Getting Better at GmailInvest some time, then reap the rewards Before After‣ Lots of time spent filing ‣ Quick searches‣ Looking at each email multiple times ‣ Acting on each email once‣ Stressing over a messy inbox ‣ Feeling confident with inbox zero‣ Interruptions every 10 minutes for email ‣ Dedicating time to focused work‣ Wading thru junk next to important email ‣ Filtering out email that’s not actionable 131
  132. 132. Use EMailFuture.com tosend yourself an email in 30 days w/ 3 objectives 132
  133. 133. 133
  134. 134. Connect:Twitter: @jeremycaplanjeremy@jeremycaplan.combit.ly/jcfaves = some of my current favorite sites 134

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