Why are we here
We’re going to talk about tools today. This is going to be a little bit of a different podcast as we’re diving into the tools we use to get work done in our daily lives. Today we’re talking about email. We all use it, and many of us have a hard time keeping it under control.
How we keep our inboxes under control
How we organize our lives in email?
ShaunUses Outlook at work and Gmail at homeDoes not let email drive his dayDoes not check his email in real time. Sets aside time to check his email. As discussed in Episode 15, he tries not to check his email at home.Twice a day at least, but normally every few hours.The philosophy he lives by is if you need him urgently he is on IM and has his cell with him.Turns off notificationsThe tricks he usesUses the GTD principles (Getting Things Done by David Allen) of if an email has a next action that will take 2-5 minutes he completes it right then.If it’s larger, he considers that a task that needs to be organized and planned.Considers it a mistake to consider all email something that needs to be done right then. Should be prioritized just like every other task.Uses EvernoteIntegrates with OutlookCan simply click to create a new task in Evernote with the email and info he needs.Has powerful tagging featuresShaun uses three primary tags for his tasks list.NowEverything that has to be done by end of business at the end of the week.NextNext action/On DeckLaterItems that may be a daunting or low priority. Eventually, want to get to these. He always tries to move something from the later category into the next category every week. Can also tag open items he has with peopleCan click on a person’s name and see all of the active items he has open with a person. Can help him get prepared for upcoming meetings.Lives and breaths inbox zeroKolbyUses Outlook at work and Gmail for personal/businessesDoes not let email drive his dayDoes not check his email in real time. Sets aside time to check his email. As discussed in Episode 15, he tries not to check his email at home.Twice a day at least is the rule he lives by as well.The philosophy he lives by is email should be a last resort. if you need him urgently he is on IM and has his cell with him.Turns off notificationsThe tricks he usesUses the GTD principles Getting Things Done by David Allen of if an email has a next action that will take 2-5 minutes he completes it right then.If it’s larger, he considers that a task that needs to be organized and planned.Considers it a mistake to consider all email something that needs to be done right then. Should be prioritized just like every other task.Uses TodoistIntegrates with Outlook and Gmail as well as iOS and Android appsYou can add emails needing action right into the applicationSeparates work coming from email into projects, checklists, and routinesUses @waiting tags to track emails awaiting responses from someone onUses rules to get everything not needing attention out of his inboxNewslettersMarketing emailsCorporate emails not needing immediate attentionUses rules to highlight emails sent directly to himUses rules to automatically create tasks for routine emails that he knows will need action onUsing purposeful email groups/distribution lists can help make actions needed on emails even more clearProper usage of to vs. cc fields can also help highlight if someone needs to take actionDON’T USE BCCAutomate common emailsAutohotkey, TextexpanderKallweit Call To Action
Check out your own email workflow. Here are some tools we personally use or recommend:
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