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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.
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Inbox Zero HOW TO BECOME an Email NinjaYour email management process will never be the same again
PRESENTED BY: MICHAEL REYNOLDS
Michael ReynoldsAbout Michael: • President / CEO of SpinWeb • Cellist • Sushi connoisseur • Tennis player • Marketing/tech nerd • www.spinweb.net
Special ThanksConcepts 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 • 500-1,000 • Over 1,000… help!
Email is Just a MediumManaging 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 ClosedUnless you are acting on it
How Scary Is It To Close Your EmailFor 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?!
How to Act on EmailDelete (or archive)
Delegate Respond
Defer Do
DeleteAsk: !• 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
DelegateIs 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.
RespondCan you respond in 2 minutes or less? If so, go ahead and respond. Then delete or archive.
DeferWhen 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)
Warning!Do not let “Action Required” get out of control!
DoCan 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 constant distraction.
Work in Offline ModeEliminate 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 • Freak out • Set aside a block of time to process Inbox • Enjoy your state of Zen
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
Multiple Accounts?No problem. Use the same system for each account.
Inbox Zero is Not a Perfect SystemIt’s a state of mind
Go Forth
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