Email Ninja - Take Back Control of Your Email Inbox | Spacemakers Australia | Skillshare

Email Ninja - Take Back Control of Your Email Inbox

Spacemakers Australia, Productivity Consultants

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12 Lessons (1h 10m) View My Notes
    • 1. Introduction

    • 2. What if your inbox was an animal?

    • 3. Think & Organise like a Ninja

    • 4. The Waiting Folder

    • 5. Real Time Inbox Processing

    • 6. Top To Bottom and 2 Minute Rule

    • 7. Bulk Archiving

    • 8. Killer Email Archiving

    • 9. Process In Blocks

    • 10. Live In Action Folder

    • 11. BONUS: Action Folder Habit

    • 12. Ninja Graduation


About This Class

Email Ninja is about getting your inbox to zero everyday.

It is based on hundreds of hours of one-to-one email management coaching with CEO's, leaders and managers, based on up-to-date research. We know what works so we turned it into an online course!

Email Ninja teaches the habits of email processing, and there's three parts:

  1. Thinking - How to think about your inbox and classify emails consistently.

  2. Organising - How to setup folders so you never miss an action.

  3. The Four Disciplines - To help you get to inbox zero and keep you there.

Join us and become an Email Ninja today!


1. Introduction: Do you remember 1998? I do. I signed up for my first hot, loud email account, and it amazed me. I could send an email to my grandma Gladys in New Zealand, wake up the next morning and have received email back. Magic E mail doesn't give me the same love that it did. Once back then, a few years ago, I was working as a project manager on a large mighty roller. Most days I would average 70 plus e mails a day, and at times a male was my only compass for what I did that on one of my work trips. I remember waking up in the hotel room at 3 a.m. Feeling like there was something important in my inbox that I'd missed. I felt stressed about the huge number of emails in my inbox, both red unr ed. I'd read some of these emails twice, or maybe more, and felt like there was a ticking time bomb somewhere. But no idea what this is. Where I realized email was stressing me out and not working. I met Daniel and he had the same problems together. We came up with some solutions on the practical side, email ninja teaches the habits off inbox processing and this three parts. The thinking had to think about your inbox and classified emails consistently organizing how to set up folders so you never miss in action and the four disciplines to help you get to zero and keep you there over time. 2. What if your inbox was an animal?: imagine your inbox is an animal. What would it be? A draft. A slot? A Patagonian cabbie? Exactly. Thistles. How others have described the inbox? My inbox is a pig. It's fat, Grady and getting bigger every day. Mine is about bird it lots to collect and hoard shiny things. A huge octopus fresh ing around, scaring a hill. Adam, get the picture just like this hideous beast. Email could be hard to control across the world. We send 182 billion emails every day. That's about 50 emails a person each day. It's no wonder out in boxes are out of control. Now imagine if you used your letter box like your inbox Postman delivers two bills came out catalog and a letter from Grandma. You flicked through them, but one in your pocket. Throw one away, put the rest back into the box, and you do this day after day after day. Neighbors think an email inbox is simply a place to receive information. Yet many of us use it in other ways, and that's where we come unstuck way work from the in box, and we use it as a duelist court filing cabinet or holding day. It's messy, but it doesn't really work. Waste time As we read old emails over and over again, we procrastinate on actions, and it's far too easy to lose or forget important emails. But there's a solution is called The Mount Injure, and through it we will show you how to manage your in box like a master in this Siris for teaching the thinking, organizing and the practices you need to know to get your inbox to zero every day. 3. Think & Organise like a Ninja: in our ninja helps you process your inbox to zero every day. There are three components of inbox processing of thinking that organizing and the four disciplines. Let's start with the thinking component. When you first read an email, your brain does two things. The doing part of your brain dives in and rage the email to understand its content. What information is this email trying to convey to May? At the same time, the planning part of your brain takes a step back and rage the email as a whole, asking, What is it and what do I need to do with it? It tries to categorize and identify the type of email that's been sent to you most of the time. You and I instinctively know the answer to these questions. My boss wants me to prepare a meeting agenda. It's an action. I've received a signed contract. It's for filing. Pizza Hut sends me a two for one meat lovers special. It's tempting but junks. Yet every now and then, we receive an email that isn't so easy to categorize. We either don't know what it means because it's vague or poorly written or we don't know what to do about it. I kind of feel on introduce something about the same now, but I'm not sure what we call these ground Hog day Males based on the Bill Murray movie, where the main character repeats the same day again and again, ground hog day miles clog up the inbox. They stick around like a bad smell, causing stress and wasting time by being read again and again. Their the emails to get red M and marked as unread that the 20 old a miles from last year that lived in the bottom of your inbox. They're the emails that are important that you flag or re email to yourself to keep me the top. When you find a ground hog day. Now, kill it quickly. But asking these two questions, What is it and what do I need to do with it? If you learn these two questions consciously, you force a quick decision and stop procrastinating on the hard stuff. That's the thinking behind every email that comes your way. Once you stop and consciously ask these two questions, the good news is that there's only five answers. It's either in action. It's something you'd like to read something that you're waiting for, something you need to file away, which we call archive or something you need to delete or trash. These five categories cover every type of a male you ever save Setting up folders to tackle . These is the organizing component of a man injured. You see, the reason that people's in boxes get out of control is because they don't have a place to park different types of email. So everything stays in their inbox action reading filing junk and becomes an unworkable mess. It's the same with letters from your letter box. You need a place for bills for magazines, for birthday cards and for junk mail Short. You can get all your letters and Chatham in the corner of your bedroom next your dirty socks. But that's when you miss a bill. You might forget to pay your car registration and then get pulled over by the police. Get a big fine out of the box. Email programs like Microsoft Outlook and Gmail give you option for trash, using the delay, key and filing using the archive folders. They don't give you an intuitive option to manage action raiding and waiting emails. So to tackle this, we want you to set up three working folders, Action rating and whiting. If you're using Outlook 2010. This is what I look like for you. If you're using Jamil, he's having a look for you. Daniel and I both use a full stop before the word action raiding, waiting to bypass the Elf appetizing system and keep the working folders at the top. We have a handout to download. If you need help in creating these folders, he is a bit more detail about each of the five categories. Action Action is your most important working folder. Other than your inbox, it's the folder you need to pay the most attention to what goes in this folder. Any email that takes you longer than two minutes to complain when we get to the disciplines will talk more about the two minute rule and its importance. But for now, all you need to know is if you can do an email action in less than two minutes, do it there and then if it's gonna take longer movie to your action folder. Rating rating is for the lengthy material locked, a raid on a light diet. It's the stuff you'd like to read but don't have to read like an interesting block, Post Journal article or relevant policy document. If you keep it lane, let's say under 15 emails, it says brilliantly. As a high quality rating least, it's a place you go to raid stuff on the bus at lunch or simply when you need some downtown . Don't use it as a dumping ground for everything you might raid. They selective. We'll talk more about how to make good decisions about this folder in a future. Listen, waiting. The waiting folder is all about delegating like a later, not dumping. It helps you keep track of everything you're waiting for. If you're a manager or work in a team, it's likely that you use email toe. Ask for stuff you might delegate down across the peers or up to your boss. This folder is so valuable with dedicated a short video to show you how to use it. Trash. This one's obvious. If you don't need it, delayed it. But there's two types of trash. This trash that makes its way into our in box in the first place. What is it. What do I need to do with it? Nothing in Dilated. Then this trashy can avoid coming to you in the first place by un subscribing are once coached a person who had received and dilated a golfing newsletter every week for 10 years , and he never played golf. He's the test. If you consistently receive and delayed a mile newsletters without gaining value, then unsubscribe. You can always recent grab later if you really miss it, cough. Finally, there's your filing or in a male tunes Yaakov. It's the Elektronik filing cabinet. It's the emails that you or your organization might need to retrieve one day, like business records records of past conversations or financial transactions. Now it's worth clarifying the term archive tow. Avoid confusion When we use the term archive, we refer to a type or category of a male, something that you need to store file away. There's lots of ways to do this, and if you're in an organization, you don't need to be in line with record keeping policies and internal systems. The main thing is that you have a plan and a place to store past emails. We've met and coached a lot of people, including senior leaders. They don't archive important a male's. They keep everything in their in box and then delayed in bog when it in boxes to fall. If you already have a personal system, archive your emails. Great. Keep using it for now will cover. I had to create a killer a Malakoff in a future. Listen, if you don't have any way to archive, then you'll need a system to get started. Create a single folder under your inbox called archive. This should sit directly under your working folders if you prefaced them with a full stop because of the way Elf advertising works in email programs. Now take home message. If you don't have a system arc of your information, you made one. Follow your organization's record keeping rules and don't relate in bulk. Now it's your turn. What You're short video on how to use the wedding folder. Set up your three working folders full stop action reading and waiting, and if you don't have a system to archive emails, also create a folder called Archive, then come back to find out more about processing your in box like a ninja 4. The Waiting Folder: heavy. You ask people to get things done. What methods do you use fuel like most people use email. In fact, email is still number one tool used to assign tasks. Email can be an efficient way to stay on top of things, but it all depends on if you delegate for Dump Della Gators, communicate clearly, track progress and maintain ownership of everything they've asked others to do. Dumpers do no theme out has turned a lot of people into dump. Its problem isn't with email, though. It's with how we use it. We have a simple solution. It's called The whole Thing. This little fella will help to dump us back into delegates. He's had a set up, a waiting for creative folder under your inbox court fighting. And if you want this folder to sit at the top of your least, simply use a full stop before the word waiting. Now, whenever you delegate a task using email and your email address into the BCC field, this creates a copy of the message in your inbox. Once the email is sent on, a copy arrives in your inbox. Simply drag this message into the wedding folder so that you can track the task, then spend a few minutes each week checking and updating the wedding folder. Late completed tasks tracked current assignments and follow up on actions that are overdue . Simple this'll. It'll trick making more efficient and consistent those around you will notice on. As a result, they'll be more Campbell and more likely to deliver on time. Waiting polar will make you a better manager by helping you keep on top of everything you've asked others to do. 5. Real Time Inbox Processing: Welcome back. By now you've set up three working folders to manage actions, reading material and delegated tasks. Now it's time to show you inbox processing in real time in this screen. Castell share my screen as I process 20 recent emails, and then I'd like you to go and do the same in your inbox. Let's dive in. As you can see, this is a typical inbox as viewed in Microsoft Outlook 2010. On the left hand side of the screen, under my in box, you can see three working folders titled Action Reading and Waiting with a full stop in front. I've also created a single folder called Archive, which is to file away any email that I wish to keep for later. It is likely that you'll have more archive photos in this and will tackle killer archiving in a future lesson. But for now, let's keep it simple and stick to one big archive folder in this screen Castile process. My emails oldest to newest because I've been away for a few days and haven't had a chance to process my inbox to zero. But remember, the main aim of this screen cast is to show you what inbox processing looks like in real time to help you in bed. The thinking and organizing of Iman injure before we move to the disciplines. So let's open up that first email. So my first email is from Lisa, and she wants to know if I managed to book list, assessing coaching with one of her staff members. I did so just run a quick reply. Highly, sir, Yes. Oh, booked. She is Daniel. Pretty simple. It's an action in less than two minutes. So once it's sent, I'll delete the email because there's no value in keeping it any longer. So my second, a malaise from Tim looks like he's emailed to find out if we're free to meet our countin on Friday. So what type of email is it? It's an action in less than two minutes. And what do I need to do with it? Well, I need to check my calendar. Um Yep. Looks like I'm free. I might move my weekly review behalf on our and then I've got time to do it. And then I'll reply to Tim just to let him know. Hi, Tim. Looks good. Please shoot through a calendar invite. Cheers, Daniel. Now, technically, this could be awaiting a male, because I'm actually asking Tim to send me a calendar invite so I could add my name in the BCC area. But I won't because I trust that Tim will do it and therefore all just archives email and move on. The important thing here is that I recognize that I was delegating a task and making a conscious choice to let it go untracked. Email. Three. So this newsletters from 99 years they brought a heap of stuff on creativity. I'll quickly scan this newsletter to see if it's relevant to me. Basically, I'm looking for a relevant post that can help me, and nothing's jumping out. But here's a trick. Avoid the temptation to move stuff like this too quickly into the reading folder. It could be reading, but if you move everything to quickly, then the reading folder just gets out of control. It ends up being basically a hidden junk folder, so be really selective. Use the whole two minutes to scan the email and make a decision. What is it? Well, this one's not worth me reading in detail, so I'll trash it done. Next. One, He is an email from Tim. Looks like he wants me to review and update, least assess and fly for a client. I know it's gonna take me longer than two minutes to do this. So it goes into the action folder. Pretty simple. So here's an email from Markham. Tom are fantastic graphic design team who actually have a very creative name. Mark and Tom looks like they've attached an Excel spreadsheet, which I need to review. So this will be in action, probably in more than two minutes and for the action folder. But before I move it, I reckon I'll open the attachment and have a quick look, so I really just have to look at the colors. Check project progress. Um, actually, you know, she doesn't look too bad. Give me a second. Yes, Interesting. I've open the attachment, and it is actually in action in less than two minutes, so All right, back to Tom right now, huh, Tom? Thanks for this. Looks good. Keep up the good work. Cheers, Daniel. So I don't need to save this document that's on our shared drive, So just archive. It probably worth noting here that sometimes an action can take less time than you think. Remember, the majority of email actions take less in two minutes to complete, so use the whole two minutes to scan an email. And that way you avoid double handling a. My number six. Um, look, this one's probably in action. It's from David or Manager. That sends us a bit of work. Um, it's a bit wordy. Dave. I looks like he's giving us some advice about our promotion videos. Um, yeah, this is definitely a ground hold a mile. Look, it's vague. It seems to be asking me to do something, but there's no real action here. Sometimes when people write vague or worthy emails, you have to go searching for the hidden actions. If I found in action in this email, assuming it was longer than two minutes, I'd ford the original email to myself and then clearly right the action in the subject hitting or at the top of the email. I don't do this very much, only for really long and 50 emails, but it's good trick to make the email easier to manage in the action folder, so I don't waste time deciphering the email again and again. Anyway. There's no action in this email, so archive it just in case. Dave O wants to talk about it in the future. So the same. Now, um, is from a client, and it's just a confirmation of a training booking. What is it? It's just information. So for filing as an archive email, what do I need to do with it? Well, I put it in my personal aim archive. It was done. Say my light. This is a calendar invite tomato, except from Mark and Tom. So I know about it already, so I can just accept this and move on. That's actually in less than two minutes. So this emails from Akala she's our marketing director at Spaces. She needs me to look at some of her draft handouts. I knew about this one, and then I need to get back to her. So this will definitely take me longer than two minutes to do, and I move it therefore to my action photo. So this email is pretty easy. It's a receipt from Tim. All I need to do is savor into a shared network drive, so that's an action and it'll take less in two minutes to complete. And now I need to respond to Tim right back to let him know that I've saved the file. Hot him. Thanks for this. Saved in Dropbox. Cheers, Daniel. I like obvious email as well as a backup for my personal Lakoff his name out from Aunt um, a project manager on Aboard the Light here. We're building some mountain bike trails and it looks like he needs help chasing up a report so I can do this straight away. Just right. Just right to bread from Heritage Council. Hi, Brad. I'm emailing to see how things are progressing with the reason. Val Heritage Assessment. I know you've been flying out this month, but can you please give us an idea of where things are at? Feel free to call if easier kind regards Daniel. Now, before I press send, I need to recognize that I'll be waiting for breads. Reply. Basically, it's awaiting email, so I'll add my name. He managed den into the BCC area to get a copy of the email. And then when it hits my inbox, I'll flick a copy of that into my waiting folder. Done. Remember each week I'll check my waiting folder and chase up bread, and if he doesn't get back to me, they don't know how to find it. So they seem alleys from Joel, a Web designer at wild dot com dot au. He sent has a receipt of a recent payment. So what is it? It's an archive, and what do I need to do with it? Well, I need to save it in a place where others can access it. So not just my personal email archive, but on a shared network drive. So download and save the attachment in my shared folders and then our archive. The email after this in my personal aim archive as an extra backup. So most people need a few options for archiving stuff, and it's really important to know where to save things. If you're in a big organization, you'll probably have a record keeping policy that states where to save your e mails and attachments. Commonly, it'll be a shared network drive or maybe cloud storage option, which is accessible to others and backed up each day. My point. When you find something for archiving, think about where you need to save it and have multiple strategies. Thes e mails from Jab bookkeeper. She needs me to reconcile our finances for the month. Um, it'll take me more than two minutes to complete. And given how much I love accounting, I reckon I'll avoid it this week. So here's a hint. Before you move an email to your action folder, consider whether any communication is needed first. That's why we have two questions. What is it? Well, this one's in action. That's longer than two minutes for the action. Fola. But what do I need to do with it? Well, I need to reconcile my accounts and not right away, so I'll communicate with Jeb. They got no problems. This week's pretty hectic for me, but I will get back to you by Friday. The 20th Hope. That's okay, Daniel. By communicating, I've given myself some time. So now send the email and then I'll move it to my action folder to do in a few weeks. So here's another waiting email, I think. Yep. Sounds like there's a potential client Cold Tony, who will contact me this week to put one on one productivity coaching. So this is something called me to track, and I'll flick it into my waiting folder where I can keep an eye on it. A came out 15. This is another 99 year newsletter, and again I'll quickly scan it, giving myself up to two minutes to see if there's anything of high value. Um, actually, this article on gratitude actually looks interesting. So I think I'll share the love since this relevant at the moment, um, have a scan and see if I'll commit to reading it. Yeah, this will take me longer than two minutes to read, and I'd like to read it so it'll go into the reading folder. So instead of moving the original newsletter into the reading folder, I'll email myself the actual article hyperlink. So I'll go control copy, which is control. See, this will make it easier to find again and read it later. So now what I'll do is I'll write to myself. All right, gratitude, um, article. So it's about gratitude and teams, and then I'll basically give myself the hyperlink eso I know exactly where to find it, and I know what I'm going to read. Look, this isn't strictly essential. It's fine to flick the original email into the reading folder to save time. But it's a trick that I find useful to keep my reading folder as clear and as Uncluttered as possible. So this one's a bit tricky. Um, it's from Tim, and he wants me to save the phone number off a notebook supply. So where do I keep a male like these? It's not really in action. It's not trash. It's certainly not waiting or reading. So I suppose, must be an archive email. In the past, I've used outlook contacts to store phone numbers, but nowadays I just used the contacts app on my iPhone, so I'll enter John's detail in my phone. You have to trust me. I can do it here. I'll say the number it's done. But when Tim and I go one on one coaching, it's common to see that people get stuck on certain types of archive emails like phone numbers, Web site addresses and passwords. Remember the questions? What type of email is it? It's an archive. What do I need to do with it? In this case, I needed to store it in a dedicated address book with all my other phone numbers. Um, also archive this email as a backup, but chances are when I need this number, I'll find it in my contacts with on my phone. So email 17. This is from the book depository. Look, they're a great company, but it's trash for May. No value. Um, in fact, actually, I've been meaning to unsubscribe from this newsletter for a while. So to do this, I'll scroll down to the bottom of the page and look for the ridiculously small unsubscribe text. Um, hopefully one click. Simple done. Sometimes it can be hard to work out whether or not you should unsubscribe from male out. So if you have problems, ask yourself the question. Is this email adding value to my work? Basically, given all the emails that I receive, is this one worth receiving on a regular basis? If not, then unsubscribe. Be ruthless in reducing your volume, and it will also help you to reduce your destruction coming into land. Only three emails left, so we'll open this one. Um, this is super simple selling saying Thanks. That's nice, but tempted late. It's a male non tain Um, these are some meeting minutes from a steering committee that I chair, so I need to life in the attachment. So, look, some people might be tempted to put this into their reading folder. But don't do this. It's not rating because it's something that I have to read. It's an action for reading. I'll use the whole two minutes to see if I can get it done right now. Basically, I just have to scan the document, have a raid, see if I have any actions. Yeah, no, it's actually okay, so I've done with the I'm done with the email and, uh, carpet. It's the final A Mount number 20. This one's in action. Ah, and it'll take me more than two minutes to complete, So I've been invited to write a guest post. I wouldn't get to it for a few weeks. So a mile Matt and I'll let him know. So I would add this to my to do list and then archive this email because I don't need the email itself to do the action. But for this screen cast, let's move it to the email action folder. So that's it. Inbox processing. We got 20 and only moved four emails into the action folder. Now if you're feeling overwhelmed, don't worry. I've deliberately picked some of the most challenging types of emails for this screen cast . My main message is that I want you to ask two simple questions with every email. What type of email is it and what do I need to do with it? Make a decision organized logically and then keep moving. You watched me process 20 emails using the thinking Off a Mile ninja. Now it's your 10. Open your inbox and process your 20 newest emails in the same way, then come back to the next lesson. 6. Top To Bottom and 2 Minute Rule: a friend of mine once asked me to explain the connection between email and being a ninja. It's a stretch of the imagination, but he's what we came up with. Ninjas get their power through discipline by practicing mundane, repetitive movements over and over again. In a similar way, the four disciplines of email ninja other powerhouse behind inbox processing. There's two disciplines that get you to zero and two disciplines that keep me there. By now, we hope that you set up your working folders, your action waiting and read review folders that you've practice processing your 1st 20 emails and that you've used the thinking behind a Manninger. What is it and what do I need to do with it? Now it's time to learn the 1st 2 disciplines, the top to bottom role and the two minute rule. The first rule is the top to bottom role. When you open your inbox, we want you to process your emails from the top of the screen to the bottom of the screen. 12345 in a systematic way. If you do this, you end up zero. It's kind of a no brainer, but the reason it works is because it helps you to avoid avoidance. Amanda. In this scenario, you turn on your computer and find 15 new emails. Email. One is pretty simple. It just needs a quick response. Then you process your second and third email. You're doing well, But then you notice that email number four is from that annoying staff member that writes vague messages and keeps asking for perforating. Whereas email number five is an invite to lunch from your best friend, what do you do? The top to bottom rule means that you read and process email number four before you move onto a more number five. Remember those ground hog day in our questions? What is it and what do I need to do with it? If you stop and fully clarify this email than it's done, you've avoided avoidance. But if you read it and mark, it is un red, if you flag it or ignore it, then we'll stick around like a bad smell. Sounds simple. The problem is that most of us don't systematically process our emails. We scan up and down and we cherry pick. Scanning isn't always bad. That is a time to scan like when you've been in back to back meetings, and you have to quickly stop to check your newest email or when you're on the run and you're going to get your phone. But scanning isn't processing. If you only scan, you'll end up leaving your hardest, most procrastination, where the emails behind and you'll end up in a mess. So it doesn't matter how I order my emails. A lot of people ask us this question, and no, it doesn't. You can view your emails from newest, oldest or oldest to newest. If you've been away for a few days, you might choose to view your emails by subject to tackle emails from a common theme Together. The point is this View emails, however you'd like for ensure that you process from top to bottom, follow the top to bottom room and you'll avoid avoidance and get to zero. The second rule is the two minute rule, and it originates from David Allen's productivity methodology. Getting things done. Essentially, it's an efficiency rule to keep you moving. If you can get an email done in less than two minutes, do it then and there. If not, move it to your action folder. This habit helps you process large volumes of email in a short amount of time. If you like most people, the majority of your email actions are doable in less than two minutes, leaving just a handful for your action folder. But it's not just about speed. The two minute rule helps to become more proactive by not reacting to every shiny email that pops up onto your screen. I used to do this all the time. I arrive at work with a clear sense of priorities for the day I get toe work, open my computer and check my emails. Bad move. I'd start processing using the two minute rule. They're not heating a mile. That took you asked a little bit longer than two minutes, maybe five, maybe six. I'd actually spend 10 minutes drafting, replied to the email, then follow up with a fine call, then something else. There's something else. Before I knew it, I had lost my one opportunity to do my most important task for that day. And why? Because I got distracted and let my newest email determined my priorities. The two minute rule helps to be proactive by reducing the immediacy off your responses. Move your emails greater than two minutes to your action folder and keep moving. Now it's time for you to process your inbox to zero, but it depends on the state of your inbox. If you have less than 200 emails in your inbox, not just done red but total. Then go now and use the top to bottom and two minute rule to get to zero. It might taken air or two, but it's doable if you don't have time right now, block an hour or two in your calendar and process your inbox to zero in the coming week. Don't move onto anything else until you've done this. Once you hit zero, come back for your next lesson. On the other hand, if you have more than 200 emails in your inbox, you need some help getting started. We don't want you to process thousands of emails top to bottom. Systematically, it'll take forever. You'll need another strategy. If you're in boxes and miss what your next video right now. Toe learn. Had a batch archive hundreds, thousands or tens of thousands of emails to get your inbox zero today 7. Bulk Archiving: so your inbox is a miss. You want to get to zero quickly, but you have hundreds, thousands or tens of thousands of emails weighing it down. How do you make a fresh start? This listen is affected in the in boxes euro quickly using both are carving. We'll introduce you to the Obama golden on the barbarian. Whatever approach you choose, the result is the sign did your inbox to zero quickly so you can focus on learning the disciplines. In this screen cast, we use Microsoft Outlook. However, these strategies are transferrable across any email program. Let's dive in. As you can see, this is a typical view of an inbox in Mark Soft Outlook 2010 on the left, Inside Off set up three working folders, Action rating and Whiting. We've also created a single archive folder for all the new emails that I need to file later in. The series will teach you how to set up a killer Arkoff system toe logically store all your stuff. But first I've got to get my inbox to zero because it's already out of control. You can see the number of emails in my inbox by reading the number on the bottom of the screen. Remember, this lesson is about getting your inbox is your quickly using Boucar carving This step is absolutely essential before you move onto the next two disciplines with coach lots of people. And if they miss this step, they struggle long term. There's something about resetting your inbox to zero. That kick starts the habits. His three different bulk are carving techniques to quickly get you to zero. The Obama, the gold miner and a librarian. To start Boakye carving, you need to create a temporary archive folder. Create this photo by first highlighting the inbox. Rotten mess. Quick Thean books Select New folder and no matter temp archive. Click OK, you can see the new folder that has appeared on my screen. Now you're ready to start. Bulk are carving. The first book are carving. Option is called the Ebola, that Obama is the fastest and most effective way to researcher inbox to zero. Use the A bomb reproach. If he inbox is a nightmare and you need a quick reboot to zero alternately, it's a good option if you've completed most of your email actions for me in box or if you just need a bit of excitement in your life. Like the name suggests that Obama is fairly extreme, yet not irresponsible. You won't be delayed eating or losing any of your emails. He is how to a bomb. Highlight any email in the inbox by left clicking the mouse. As you can see, the email is highlighted and shaded in blue. Hold down the control key and then press I I is for all or anak ice a bomb. This highlights every email in the inbox all at once. If you're using a Mac keyboard, hold down the Command K instead. Then press I over the mass over the holiday males click and hold the left mouse button down and drag your mouse pointer to the temp are quite folder and release. Boom. Doesn't that feel good? This simple step just moved all of my emails from my inbox to the temp archive folder. Simple. If you have thousands of emails in your inbox than you might see, a little progress bar appear. Don't worry, this just means that you computers working hard white a few minutes, and it should be fun if you look at the number on the bottom of the screen. It's a zero Great if you're tempted by this option but think it's not for you. Just remember, you can always able mute emails and then scared them for actions at a later date. All undo would have just done in order to show you what our next bulk archiving approaches . Next up the Gold Miner. The Goldman approach is about digging for gold, which in our case, actions kidding. Within the inbox, the Golden works particularly well for people who have a way of marking the email actions in their in box. For example, some people mark em elections on red in order to keep an eye on them. Other people use flags and outlook for these tasks. Well, category Keller's etcetera. Essentially, we want you to find the gold than bulk are carved. The rest start by viewing these email actions as a group. For example, if you mark em, elections is un red, then hollowed your inbox using the lift mass Quick, then in the search field top Red colon. Yes, this will show you all of the red emails in your inbox. Next or bulk Kharkov. All of these read emails by again holding down the control key and then pressing I this select all of my read emails from the in box now left, click and hold the mouse. To drag these emails into the temp aqua folder, you need to left. Click on the small cross at the right hand side of the search bar in order to close a search filter and go back to your normal inbox. You, as you can see only emails that a lift in my in box of those that are marked as unread. My inbox is now down to less than 50 emails, still quite a few, but I'll be out of processing to zero, using the top to bottom and two minute rules. Let's repeat the process again, but this time gold mining by emails that have been flagged. What's so that you currently flag actions in your inbox? You can view your flag day miles by left, clicking on the column with the flag symbol, which will group your flag and unflagging emails. Find the title hitting in your in box that says unflagging. Click and hold down the left mouse button on this title, then drag and drop the pointer to the temp are quite folder. This quick step will move all of your unflagging emails to the Temp Archive folder, leaving only the flagged emails in your inbox again. Hopefully, there's less than a few 100 emails left over, and you can process them to zero, using the top to bottom and two minute rules. If you need more help, download the handout attached to this listen, which has a step by step God for Gold Morning. The librarian is the slowest and most risk averse approach to balk are carving. Yet it's also the most methodical. It works well for people who don't have any system for identifying em. Elections throughout the in box or for those people who just want a high level of control over what I archive. It's basically about our carving smaller chunks of a male as quickly as possible. Start with the quick winds, sorting by date, sort your inbox from oldest to newest by clicking on the receive column so that the oldest emails are at the top of the screen and the newest at the bottom. Now we're gonna Arkoff any email that is older than 12 months. What Well, if a name election is more than a year old, then it's probably completed for gotten or no longer important. And don't get hung up on this. Just do it to do this. Highlight the emails by left clicking the oldest email at the top of your screen. Scroll down to an email that's about 12 months old. Hold down the shift key and left. Click this email to select everything in between. Then just drag and drop. All of these emails to your temp are quite folder. Next step. Repeat this process and get a bit driver. How many of your emails would you be prepared to bow car carved by date? Anything that's all of the non months. Six months? What about three months? I'm pretty confident that I won't have any important actions that are older than three months. If there is, then it's likely I've been remodeled the action more recently anyway, so let's repeat the process. Above all, highlight all emails that older than three months, then move them to my temp archive folder. Done. Once you've bulk archived as many emails as you're prepared to buy date, then switch views. This can help you get quick winds by sorting and bulk archiving in a different way. For example, I'll sort my inbox now using the from field, simply click the column heading from to Sort Your Inbox by the person who sent the email. Scan Daniel List from Ida's ID and Bulk Kharkov. Any emails from a Cynda who was unlikely to have emailed you an important action? It's easy to do this. Just hover the mouse pointer over the name of the sender, left, click and hold the mouse than drag and drop the emails into your temp archive folder. For example. I know that my wife sent me quite a few emails and die until it, but let's Boakye cough phase. Similarly, Dan sends me Ah Hape of a miles. They're always rubbish. Don't tell him then, so they can go to We're aiming for quick winds. There's no point bulk archiving individual emails using the from view. Don't get distracted. Just go for big groupings off emails. Once you've made progress with the from view, switch views again and sort by subject. This column will group a males that have a common subject title. Look for any large grouping of emails like these ones, where you're unlikely to have outstanding actions, then highlight and bowl Kharkov these into your temp archive folder. Bottom line. Keep changing views into in boxes down to less than 200 emails. 200 is the magic number. Anything more than this, and people struggle to have recently inbox to zero using the top to bottom and two minute rules. If you're slowing down and still have more than 200 emails, then you'll just have to get Dr Sort Your inbox again by date, then quickly scared the subject headings of your oldest remaining emails to mine out the M elections. Make this quick. Don't open any email and don't stress too much about missing hidden action when you find outstanding actions. Moving to the action folder and bowl Kharkov the rest. Finally, once you get toe less than 200 emails, process the rest of the inbox to zero by using the top to bottom and two minute rules it might take you in a row to, but you'll feel really great when you get there and you'll be well on your way to becoming an email ninja. Finally, what do I now do with emails that have moved to the Temple Archive folder. Our voice do nothing. Leave them there. For now, it's simply a folded to search for old emails if you need them. If you're really getting spot for movie board, you can always reorganize these emails into your new killer archive structure at a later date. Don't do it now. It's a pretty low value exercise and can get in the way off learning new habits. But maybe after a few months just go for it. If it's your thing, you've watched us bulk our carbon inbox to zero. Now it's your turn. Are you an Obama Goldman? Librarians choose one of these approaches and make it happen today. If you don't have time right now, then schedule an appointment yourself in your calendar. The Ark After zero. In the next week, you might need 1 to 2 hours, depending on your approach and the size of your inbox. But don't move onto the next lesson until you've hit zero. Good luck 8. Killer Email Archiving: Welcome back, my buddy ninjas. So you've set up three working folders and you practice the top to bottom and two minute rule and you've processed your way to a zero inbox. Now it's time to set up a killer. A mile cough Archiving is important. ITRI Elektronik Filing Cabinet If you want your inbox to stay manageable, you need to have a system to store in the trees. Old emails. There's a few ways to do this, depending on your email program and your organization's record keeping rules. If you're in a large organization, you probably have a corporate archive system essentially managed basically, a way of storing important emails for others to access. Think network drives, cloud storage or any other form of electronic document and records management system. And if that all sounds like gibberish to you, don't worry. Find out what your organization requires and follow the record keeping rules for everything else. For all the emails you want to store and save for a rainy day, you'll need a personal archive system. That's what this listen is all about by personal archive women the folders that you set up our copy emails, typically on the left hand side of your email program. Now there are two ways to set up your personal archive, filing or piling. Both methods work will have planned. Both become Missy if made up on the run. Filing involves sitting up folders and sub folders and even sub sub folders to cover each topic related to your role. People tend to become filers when they're like a high degree of control and don't trust or understand the search function. In that email program, palling is faster and uses fuel folders. Pilots set up just a few folders, let's say 1 to 5 big buckets and rely on the email program to search for the messages that they require. In the past, piling wasn't really an option. Email search programs were slow and clunky. Nowadays, they're pretty fast and accurate, making Pauling an increasingly good option. Whatever you choose, keep the number of folders he created to a minimum. Keep it simple. For pilots, this might mean one folder called Archive for Filers. It might mean 8 to 12 but it never means 20 or 30. If you go crazy, you'll experience what we call the hover of death, which is that paralyzing indecision you experience when you're not sure where to put stuff because you've got too many folders to choose from. Don't feel bad if your archive is already out of control. It's really common create apparent folder called Old Arkoff and dump all year old archive folders in there. It'll keep things clean and give you a new stop. Now let's reinvent your archive. Have a pencil and paper ready to map out your thoughts. Start with rolls. Think about your key roles across work and life, the areas you spend most of your time. What are these? Write them down and where possible, combined similar roles together. As a health information manager, I had five Rolls HR, finance, personal professional development and projects. Rolls work well because I captured most of what you do, and they form the backbone off your personal lack off. If you need sub folders under your roles. Basically smaller buckets. Keep it simple. Let's say you've got lots of archive folders right now. Which of these do you regularly go into to retrieve emails? If you like most people the art, it will be none for maybe one or two. Why spend time placing every email into an elaborate folder structure when you really go into those photos to retrieve them. Defined folders by rolls and sub folders by retrieval. Once you're happy with what it looks like on paper, map it out for real. If you need help on how to create an outlook, data file or folders in Outlook, Gmail or other popular email programs downloaded resource of this lesson They're going create your own killer email archive and we'll see you in the next lesson. 9. Process In Blocks: How often do you check your email? Is that once a day, twice a day or continuously throughout the day? If you're like most people, it's likely that you read and respond to emails as they come in in real time. This is despite the fact that oh, sorry, guys, where was I? Uh, this video is about discipline three, which is the process in blocks and not all day. It's about how email alerts are conditioning us to behave in reactive and unproductive ways . And it's about multi tasking, hard least debunking the myth of multi tasking so that you and I can focus on one thing at a time. Have you ever felt like email controls your day? A few years ago, email researchers Karen Raine Island Judith Ramsey conducted a study to observe email behavior in the workplace. Using monitoring software, they found that 1/3 of office workers check their email every few minutes after 30 to 40 times an hour. Our question is this. How proactive can you be if you scan your emails 40 times an hour? This is a widespread problem, but why is it happening? Oh, email. Let's They're sneaky little suckers. they create a mile dependency and condition you and I to behave in addictive ways. Alerts distract you from what you're currently doing and draw your attention to something. Kills. Stop that. In the same way that scientists have try and dogs to celebrate at the sound of a bill, humans can be conditioned to behave in certain ways. Using email alerts. Ring a Bell provider award being an email and condition a behavior. Get this. 70% of emails are now responded to within six seconds of them arriving. That's quicker than it takes for phone to ring three times, and yet we received dozens or even hundreds of these a day. Do yourself a favor. Kill the beep and stop allowing yourself to be distracted all through the day by email, swimming anything on your desktop or mobile devices that notifies you in real time whenever an email arrives. In Microsoft Outlook, for example, this includes a sound, a changing mouse pointer and altered task bar and a desktop alert function. It only takes a few clicks and they're gone for good. If you need to know how to do this, download our handouts attached to this lesson they cover how to kill alerts on your desktop smartphone and tablet. Just a quick note. We're not against every top of notification. Ah, 15 minute counter miler for an upcoming meeting can be really useful. Just don't allow aim aulus distracted or through the day. Once you've killed the beeps, you're ready to process in blocks and not all day. We want you to have times where you process your inbox to zero, using the top to bottom and two minute room and times when you close and minimize your email program to focus on other things. Basically, do one thing at a time and do it well. But how often should a process my inbox? Each day, researchers Gupta, Sharda and Grieve made a computer simulation study Toe asked this very question, they found that processing emails 2 to 4 times a day is a sweet spot for productivity. On the one hand, you want to be responsive and reply to email in a timely manner. On the other hand, you want to avoid constant interruption and stay in the zone when you're not doing anymore . 2 to 4 times a day is a good guide for most people who want to be responsive but not reactive. Think about how you work. How many times were you processing in books each day? If it's three times, it might be before morning to after lunch and at the end of the day, if it's four times a day, might be first thing after morning tea, then after lunch. And at the end of the day, no one will have to wait more than narrow to to get a response to an important A male, and you'll regain time to focus on other things. Tell about multitasking. Good idea. I know what some of you are thinking. Hey, I'm a great multi task out, I think. Well, on my feet and I thrive on distraction. Well, it might feel that way, but research shows continuous processing of your inbox is terrible for productivity. You see, multitasking is a myth. No one can focus on two things at once. Sure, you can walk and talk or sing in the shower, but you can't drive and talk on the phone without affecting research shows. It's physiologically impossible for our brains to focus on too complex tasks at once. Instead, the brain switches quickly between tasks like a Mitra name giving partial attention to both . And every time we switch, there's a cost. Studies show that a person who was interrupted takes 50% longer to complete a task and makes 50% more errors. If you're addicted to the email buzz, then change things slowly. Commit to minimizing your email program at least once a day. Experience what it feels like to focus on just one thing, right? A document with that distraction. Talk to a friend or peer without interruptions. Stop and simply think. As you experience the power of single tasking, you become braver about minimizing email program for longer periods of time each day to conclude discipline. Three is about processing your email in blocks of time and not all day. Turn off email words on your desktop and mobile devices. Think about how many times you need to process to be responsive but not reactive. When you work on a male, just do email. When you work on something else, minimized email and do that one thing. Well, then learn about their fourth and final discipline. Live in your action folder by watching out next video 10. Live In Action Folder: Welcome back. You're almost on a Manninger. You've clarified emails by asking What is it? So what type and what do I need to do with it? You've set up working folders and a personal archive system. You're processing your inbox to zero using the top to bottom and two minute rules and you're overcoming email addiction by processing and blocks of time and not all day. But what about your action folder? Are you on top of it? And are you prioritising? This is what our fourth discipline is all about, which is to live in your action folder and not just in your inbox. You see, we want you to create a rhythm, process your inbox to zero and then live in your action folder inbox zero action folder. It might feel a bit unusual at first because you're probably used to working from your in box all the time. Yet once it becomes habitual, you'll trust yourself to move actions from your inbox to your action folder and therefore statt zero long term Thea Action folder is not like your inbox. It looks and feels very different. We think of it as pure filtered water You've eliminated everything that's not in action. You've dealt with the easy stuff from the in box using the two minute rule, and you've turned off email alerts, so there's nothing nagging or dragging you back into the in box. Therefore, the only emails that left our actions that we're taking more than two minutes to complete. As long as you work in your action photo every day or every few days, you'll keep it lane and staying control. To kick start the habit, we suggest using time blocking pre book times in your calendar each week. Toe work on your action folder. Start with 2 to 31 hour appointments with yourself at a time when you're unlikely to be interrupted, let's say Monday, Wednesday and Friday between 10 and 11 AM Toddle the appointment Work on Action Folder and if using an electronic calendar, make it recurring for at least eight weeks. If you have to bump the appointment because the meeting comes up and re book later in the week, is that enough? Just 2 to 3 hours to complete all of my most important email actions? Well, for some, yes, but for many others, But that's not the point of time blocking. The reason we want you to book 2 to 3 appointments with yourself is not to complete all of your email actions, but to create a trigger a trigger each week to remind yourself to live in your action folder. Remember the rhythms inbox to zero action photo. Get this right and the whole thing works Long term. With practice, you intuitively learn how much time is required to work on your email actions, and you'll adjust your patent accordingly. You'll stop relying on pre structured blocks of time and start managing your action folder in a more intuitive and flexible way. But for now, start the habit and trigger the rhythm using time looking. So what specifically do you do when you live in your action? Former. Here's what we recommend Stopped by scanning Erection folder to get a feel for what's in there. Is there anything urgent? Is there anything important? Is there anything in there that'll blow up or make you cry? If you leave it for another day, there's a few ways to prioritize direction. Folder. Some people like to use that intuition. There's familiar with what's indirection folder and then make decisions based on field. It's quick. It works, but sometimes can lead to procrastination on the harder stuff. Others use a color system toe harlot and objectify their high property emails. Marcus off that look, for example, categories is a great function. The last you to prioritize email actions using a color, Let's say red for high priority importance. Markers and Gmail work in a similar way. Like everything in space makers, we recommend you keep it simple. Don't create high, medium and low priority categories. It's too complicated. Just use one color for high private emails. Tackle, lease, then prioritize again. Define it more about the ticker stuff. Check out the handouts attached to this. Listen finally, once awake, review and manage other working folders. The Reading folder on the wedding folder. You don't need a separate calendar appointment. Just for this. Simply add the instructions. Manage reading and waiting folders into one of your existing recurring Tom books. Let's say every Friday just before you dive into the action folder. Typically, it only takes 15 to 20 minutes to scare the wedding folder, delayed completed autumns and follow up on either do tasks. The more consistently you track and follow up assigned tasks, the more consistently, others will deliver things on time for you. Lastly, from Energy Rating folder. Remember you Reading folder is where you keep valuable reading material that you'd like to read but don't have to read. Keep it lean, and it'll function with a high quality reading list for when you have time or when you're in the mood. Don't use your reading folder for every bit of reading the comes away. Do you have to report on it? We ve asked about it. Doesn't have Tom lawns. Are you editing it for someone else? If so, this reading is an action and needs to live in your action folder. Anything else? If it's of high quality and takes you longer than two minutes to read, move it to your reading. Father. Be selective in what you keep and keep your reading out of your inbox to conclude at its core, The fourth discipline is all about the action folder. If you neglect the Whiting folder, then you delegate poorly and activate like everyone else. If you neglect the reading folder, then you'll end up with Missy a Mile bookshelf. But if you neglect the action folder. Eventually, you'll miss something important. You'll stop trusting the system, keep actions in your inbox and revert to your old habits to stay at zero permanently. Live in your action folder, learn the rhythms off inbox to zero and working in your action, follow. Trigger this habit by time, blocking 2 to 31 air appointments with yourself each week, toe work on a male actions and at least once a week, scan your rating folder and manage your wedding folder. Do this and you get to zero every day. Keep on top of actions and spend less time on email than you did before, and you'll truly become a male ninja. 11. BONUS: Action Folder Habit: Hi, I'm the color from space makers. And in this video, we're going to look at the action folder. Have it one of the most important habits to stay on top of your actions is to start or into each day with five minutes reviewing and prioritising erection folder using ah, high priority category. This habit allows you to start each day knowing what's truly important. We've previously shown you how to set up a red high priority category and how to view the category column in your action folder. Now I'm going to show you how to prioritize in five minutes or less. As you can see, I have 18 items in my action folder. All of these directions that I know will take more than two minutes to complete. All I need to do is simply scan the least think about eight shin extraction and mark the ones I need to do today as a high priority. Using my quick click, there are much five emails is high prayer she for today to make it easy to view, you may wish to view by category. Clicking twice on the category column will bring your high priorities to the top of your page. You can then hide the rest of your actions, which of those with no category? By clicking on the Sarah head, Even if your action folder is bigger than you'd like, this simple technique will allow you to feel in control by clearly prioritizing what matters most each day. If every day you mark the high priority emails for today, then you stay on top of your action folder. Now it's your turn. I want you to practice marking you today. Emails using your red high priority category quickly. Then sort your action folded by category and tidy up your view by hiding the emails with no category. 12. Ninja Graduation: this is it. Have final listen. He's a summary off. What you've learned. A Man ninja is about getting inbox to zero each day. We use a simple framework thinking, organizing and four disciplines to help you become a man injured. When if you read an email, we want you to consciously ask two questions. What type of email isn't and what do I need to do with it? These questions give clarity and stop ground Hog day emails carbonate ing in your inbox. There's five types of email action reading, writing trash and archive. Set up three working folders and action rating on whiting. Follow reduced trash but un subscribing to anything you don't need and set up a killer a mile archive using roles and retrieval at the heart of a male ninja of four disappoints. The 1st 2 disciplines are about the inbox, and they get you to zero. They're the top to bottom rule on the two minute rule. The sick in two disciplines are about the action folder, and they keep you with zero processing and blocks. And not all. Day involves turning off email alerts and minimizing email when doing other things, leaving your action folder is about booking in a point with yourself toe work on a male actions. Finally, get your inbox to zero as quickly as possible. Using bulk are carving. There's the Obama The gold miner would've librarian approach. Both are carve your inbox to zero, kickstart the habits and never look back. If you enjoyed this course, then we love you to tell your friends. Refer them to a man injured dot com dot au. Print a copy of our email ninja poster and display a summary off our entire course and visit space makers dot com dot au To read our blawg and sign up to our newsletter, you'll receive free Resource Is and discounts to new courses. You have come a long way, and we hope that this course has allowed you to make a bit more space in the clutter of everyday life. Congratulations. You're now officially and a male ninja