Supercharge Your Email Productivity | Carl Pullein | Skillshare

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

19 Lessons (1h 3m)
    • 1. 01 Introduction

    • 2. 02 Why get email under control

    • 3. 03 Hard or soft email bankruptcy

    • 4. 04 Inbox is for collecting not storing

    • 5. 05 Overview

    • 6. 06 Creating the folders

    • 7. 07 Making the right decisions

    • 8. 08 Processing Your Inbox

    • 9. 09 Developing Good Habits

    • 10. 10 Special folders

    • 11. 11 Timing Your Email

    • 12. 12 The Thank you Email

    • 13. 13 Reply to all? No No No

    • 14. 14 Snooze features and why you should NOT use it

    • 15. 15 Canned responses

    • 16. 16 Handling Newsletters

    • 17. 17 Avoiding unecessary email

    • 18. 18 Final Word

    • 19. 19 Final Final Word

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About This Class

Being productive is one of the key soft skills required of all information workers today. Managing your time, managing your work and ultimately managing your life all comes down to how productive you are with your time. Why Get Your Email Organised? Email is one of those areas in business that gets overlooked, yet is one of the biggest time sucks in your professional life. Email is easy, it provides an excuse to other workers ("I'm waiting for a reply to my email") and it can take up to 25% of your work day just to manage it. You were not employed to be an email responder. You were employed because you have exceptional skills in other areas. So don't let email suck up your valuable time. This course is designed to give you the skills to manage your email in the most effective way so you have more time to do the things that are far more important, the things you were employed to do. By taking this course you will become much more professional in the way you handle email and that can only help you progress in your career. The strategies and methods in this course will make your email management incredibly productive, which means you will become less stressed, more creative and have more time to do the things that are important to you. But that will only happen if you take action. It is not difficult to set your email up to supercharge your processing, but it does take time to develop the habit. Taking that time to really get your email management productive is not something you should take lightly. Your very survival in the business world and your career now depends on it.

Meet Your Teacher

Teacher Profile Image

Carl Pullein

I help people to create successful lives.


I was educated in the United Kingdom, graduating from Leeds Metropolitan University with a Bachelors degree in law. 

After finishing my legal studies I spent a brief time working in a law firm before moving to Korea to teach English to adults in 2002. 

During my time in Korea, I have developed and implemented BCM Language Institute's revolutionary business English Programme, First Class Business.  I have also designed and written numerous courses specifically for the Korean business professional as well as authoring the book "Story Presentation" which was published in Korea in 2011.

Today, I run my own communications company, Fandcorp English Solutions, specialising in international communication through presenting and writing... See full profile

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1. 01 Introduction: Hello and welcome to this course. Supercharge your email. Andi, I'm really, really thankful for you taking the time to do this course, because this is course has been developed over the last 20 years, and I really mean that. Let me just take you back to a little bit of 20 years ago when I joined the workforce and I started working in an office. I was very lucky because I was a I was at the cusp off the changeover from paper mail, too email. Now what that meant was, I picked up a lot of the habits that had been adopted over hundreds of years dealing with paper mail so that I could take those best practices and apply them to email. And this is why, over the last 20 years, or, say, 15 years since email has become ubiquitous within the business world, I have never had a problem managing my email, and I actually find it very difficult to understand why people do have difficulty with their email now. For some people, it's probably because they're a little bit lazy. And let's be honest. Most human beings are a little bit lazy, but also it's a part of that. Nobody has ever taught you how to manage your email. So what I want to do with this course is to take you through step by step, the the system that you can use a system that you can use to manage your email now, before we get started with this course. What I really want you to know is that please feel free to adapt this course to your specific circumstances. One of the things that I've learned while I've been working in the productivity field is that every person is different on, therefore, no system. No one system is gonna work for everybody. But what I'm gonna do is I'm gonna give you some guiding pointers so that you can then adapt it to your specific needs. Now, let me give you an example off what I mean by this one of my heroes, presumably because I come from the United Kingdom, is Winston Churchill. Winston Churchill had a wonderful system of managing mail where he used to do waas. He had a little rubber stamp ink stamp with action this day on it. What it did was anything that needed dealing with today he would stamp it with his stamp action this day. So my action folder, the folder or category that I used to deal with email on a daily basis is called action this day. Now, for some people that doesn't get isn't gonna work, they're not gonna understand the history off the words action this day. Some people just call it today of the people. Call it action. But whatever you want to call it, that is entirely up to you. You don't have to copy my system exactly to the doctor. But what I want you to do is to be able to put together a system that's going to really work for you on that is the key to success with this course. Whatever system, or however way you adapt the system, I'm gonna show you. I want you to make sure it works for you. Okay, let's get into the next section. And I can tell you all about hours how to supercharge your email 2. 02 Why get email under control: Okay, so, Well, let's get into the reason why it is important for you to get your email under control. Now. The number one reason for this is time. If you don't process your email inbox correctly, and if you don't process it in the most efficient way, you are wasting a lot of time time that you could be using to get on with a lot more important stuff. So this is one of the main reasons why it is so important to get your email under control. Another reason for getting your email under control is a lot of the email you're gonna re be receiving is what I describe as reference email reference email is email that you do not need to do anything with, but you need it for information. Now reference email is possibly not going to be very useful to you at that particular moment in time. It could be that you have a meeting in a month's time on that. The material that you have received is related to that meeting. Now, let's be fair, you're not going to go read that right now. You're gonna postpone that on? Look at it. A little bit later. So for something like that, you need a place to put it. But you also need a place to find it. If you just leave it in your inbox in three weeks time, when you come to look for that email, it's gonna take you a lot of time to find it. This is why getting your email under control is so vital today. If you want to be successful in the business world, you need to be on top of things. You need to be able to find things quickly and efficiently on. You need to be spending more time doing stuff that's going to get you promoted on into the next job on one of their the benefits of having your email under control. And this is a really big benefit is it removes the stress. It really does remove stress from work because once you know your email is under control, you can find anything. You're on top of everything, and it's a wonderful place to be. There is one more, which is an added bonus of having email under control because so many people out there are really bad at dealing with email if you are super efficient and you have a supercharged email processing system and I'm gonna show you how to do that, you are gonna be known in your office as being the person who is most reliable and trust me on this people who are efficient and reliable and get the job done on time. Those are the people who succeed in today's business world on That's what I want to do for you. I want to give you that the skills to be able to become really successful in today's business world. 3. 03 Hard or soft email bankruptcy: Okay, let's go into the first thing that we have to do if we're going to get our email under control. Now, before we move any further, I'm using my very, very old Gmail account here simply because this is a une email address that I don't really use. It's kind of a legacy email address for some of these newsletters that I mentioned about Google Alerts and so on and so forth. So what I want to do is I'm gonna use this account to demonstrate how to set everything up , because I've never actually set this Web mail version up. So we've got eight emails in my inbox. But what we need to do is the first step is to do hard or soft email bankruptcy. Now, what this means is how we're going to deal with all the thousands of emails that you may have in your in box already. So what I'm gonna do is what you can do in Gmail is you can actually just click on this select on it will select all on, then for a hard email bankruptcy. You just click this icon here, which will delete all your email on that to me is the perfect way off dealing with email overload in your inbox. Just delete everything and start again. Hence the reason why we call it email. Bankruptcy. Now, that is what I would call a hard email bankruptcy. Now, you don't actually have to do that. You can deal with this a different way. So what we can do is we can just do what I call is a soft email bankruptcy, But to do a soft email bankruptcy, we need to set up a label in Gmail. We call it label, I think in outlook, we call it folders in Apple. Mayor. You will also set up a folder for this to do this in Gmail, we just click on the gear. I come during settings on, then go into labels and down at the bottom. Here, we have create new label, and I'm going to call this old e mail two pro cess. The thing is, we're gonna need to process this. So we're going to create this label on here it is. Here I'm gonna is clicked on a show and we've got it here on. What I'm gonna do is I'm gonna label this a color because this is something that I want to process. So I'm gonna call that. I'm gonna give that read label. Okay, So now we can go back to our inbox on. What you can do is you can select all your e mails and then click on here, move toe old email to process. So I click on that, and it all goes to my email. Old email to process. There we go. So now I have a clean inbox. I haven't deleted anything. All I've done is I've moved email into old email to process on. That is what we call a soft bankruptcy. Now, when you have time, all you need to do is just go into this on, go through it and decide what it is and then deal with it appropriately. So all you have to do is set up the label and I'm gonna show you a few more labels to set up. So we go back, but we call it old email to process. And then we could deal with those as in how and when We have time. Now, just one other tip on this what I would suggest if you've got thousands of emails in your inbox. I would take the last seven days on Dulic to move all the email that is older than seven days into your old email to process. And then you can process the last seven days email in the regular way. So that's hard or soft. Email. Bankruptcy, hard email. Bankruptcy. Delete everything and start again. Soft email. Bankruptcy is create a folder or a label. Andi, just move all your inbox into that old folder calling old email to process. Okay, so that is the first step in getting in control off your email. 4. 04 Inbox is for collecting not storing: Okay, Now that we've dealt with the hard or soft email bankruptcy, let me take you into a little quick tip on. I want you to write this down because this is so important. Your inbox is for collecting email, not storing email. Now, let me repeat that your ive inbox is for collecting email, not storing email. And I want you. If you're in this habit of story email in your inbox, I want you to get out of that habit immediately. Because once you start storing email in your inbox, that's when everything falls down. The whole system is going to break. So from right at this very early stage of this course, I want you to repeat after me. Your inbox is for collecting email, not storing email. So repeat this. Your inbox is for collecting email, not story email. We need to get that habit out of your system right now. So from now on, now that you've declared email bankruptcy, whether that was the full email, bankruptcy or the soft email bankruptcy From now on, your inbox is not for storing email. It is only for collecting email. Okay, I want you to remember that because if you don't follow that best practice from right now, if this whole course is going to be a waste of time and I don't want you wasting your money so we need to get you out of the habit of storing email in your inbox, we need to make sure that you are fully aware that your inbox is for collecting email, not storing email. Now, I'm gonna show you a way late in the in the next part of this course, how where you comport email that you have collected. But from now on, no more storing of email in your inbox. 5. 05 Overview: okay, Before we get started, I want to give you a pretty detailed overview off this course. Now the first thing I want to ask you is one of the real questions. I guess. Why bother getting organized now? One of the best reasons is let me show you some of the information I've found about the way that we live today. Most of us, in fact, pretty much all of us are now receiving at our places of work over 300 pieces of content every single day. That could be documents, questions, all sorts of things that were being received receiving every single day. And it is really tough to keep on top of all that stuff that actually equates to 34 gigabytes of data that we're consuming every single day on that is including the news that we're reading and stuff like that and maybe TV that we're watching. But it's 34 gigabytes off data. Most people on this is the average worker is receiving 56 new emails. Every single day on that number is increasing on a monthly basis, and we're only spending about eight hours a week with our family. So we need to do something to be able to find a more time to be able to spend with the people that really matter with ourselves on one of the one of the people that I am one of my heroes, if you like. One of the best authors the IAC ever came across was a guy called Jim Rohn on Jim. Rohn was a amazing success, Life coach. I mean, he was a brilliant, brilliant lecturer and speaker, but he said, it's not the hours you put in its what you put into those hours that count on that is so true for most of us that were processing emails if and spending way too long in email cause we're not really processing, we're just looking at email or what I like to think of his checking email. Remember, checking email is not doing. Email is not processing so email management, and they're going to give you the overview of my system right now so that you can get a pretty good feel of how things work in the process, and then later in this course, I will take you through it step by step, how to actually set your process up. So in the old days, as I mentioned at the beginning is we began our day with a full in box of letters and correspondents and files that we had to deal with Andi for most of the time. We ended the day with a full out box on this waas essentially, how I used to manage when I first started working. You know, we have a post box where we would put our mailing at the end of the day. But if we're receiving eat letters and we didn't like the look of a letter, we never actually put the letter back in the mailbox in the in box if you like now. And we certainly didn't go checking our inbox every five minutes to see if a new letter had come. Letters arrived either. First thing in the morning, although where I worked, we got a second post 11 a.m. On that would come round by the male person. So what we first have to do is we have to stop checking email every five minutes because let's be honest. If something was urgent, they would call you or use a social instant messaging service like Cacau Talk or Instagram Instagram. What what's me? What's up on stuff like that. They would actually send you a text message if it was really, really important. Now I always look a email is like tennis. Your job is to get the email back to the sender as quickly as possible. So when you receive an email, it's like the ball is in your court. You have to do something with it or you lose. So you need to be able to be quick on the uptake and to get that email back as fast as you can. And as I said in the introduction, the faster you are with replying to email, the more highly people are gonna look at you and they're going to see you as a very, very efficient working person. So let's have a look at the system. The system in this say it does look a little bit complicated in after this overview, you can actually download the PdF file, which gives this in much more detail where you can actually see as you go through the course. But let's go into the meat of everything. The first thing when you get an email. The question is, what is it? What do I need to do with it? Do I need to do anything with it? If the answer is no, you either archive it or you trash it. So it's really, really quite simple. If the answer is yes, then you need to forward it to somebody who is better qualified or reply, which would mean if it's less than two minutes, you reply and do it right now. If it takes more than two minutes, you move it into an action Today folder on Essentially, that's it. If we go back out, you see that I haven't additional folder CIA project one old inbox I'm waiting for on. Throughout this course, I will actually go into a little bit more detail about what that actually means. So if you're not able to reply to email within 24 hours, then your current system is broken. It is not working on. When I look at this, you got inbox archive action today and waiting for, and if you need something later, you can use the search function in your email. Now, don't worry. This is very early on in the course Andi. I'm going to go into detail about how to set all this up in later sections of this course. But I just wanted to give you an overview off the course right now. So you know what you're going to learn over the next hour or so. So let's see this in action. I use an application called Newton Male. It's a really, really good application, very solid. So I have a number of email accounts. I have fun call, which is my business account. My personal account for my productivity business. And I have a night cloud account which I call my apple. What you will see down here is FPs action this day. FPs archive FPs waiting for These are essentially the three email boxes that I use on a regular basis, and that's it. But what you will see is down here. I have this wonderful, wonderful inbox. Zero. Maybe I'd like some fresh air on. That is essentially how I work every single day. So if this has got you excited and if this is the way that you want to work in the future, then carry on with this course and take the time to set everything off. Okay, so let's move on and get into the details and get your system set up. 6. 06 Creating the folders: right now, we're going to get into the meat off the whole system. We're going to set up the folders that we need to be able to process our email quickly and efficiently. So again, we're going to go into settings on. We're going to go to labels, which is here on. We're going to create a few folders. The first folder is Action, I said, because this is an action email. This is the one that I really want to be working from on a daily basis Action this day on. I really, really love this expression because it's so it gives is got energy. Does that word action this day. But remember, as I said in the introduction, You can actually call this whatever you want, but make sure it's one of those expressions that really, really captures your attention. So we're gonna create that one onda. We need to create another one on where we go down to create new label on. We're going to call this waiting for now. This is a very useful email label because quite often you're waiting for a reply on. This is a really good trick that you can use to be able to monitor what you are waiting for . So we've created that one. Just wait. That's come into my is coming here. Onda. We're going to create a new another new label on this is called, um reference Onda, we create that one. So now we've got waiting for reference and action. Even that is all we need. Remember, we actually have an archive. But what I'm gonna do is I'm going to create a new label. I see it's here are caving like turn that on, which is here. So now we actually have the the labels that we need. But I don't really like the way that I don't really like the way that Gmail processes this too much. But for intense purposes, it just makes it easier when you're using your mobile device to swipe and it will just go to our cave, and then you can just click on the archive and it will go in to check to see what you have in your archive. So that's it. We've got action this day, which I'm gonna label red. So I know we just go back up there and get to me, Little arrow. I'm gonna label that one read again? Because it's such an important email reference. I'm gonna great label. I remember you. You can choose whatever color you want. I'm gonna call my reference green. Um, I waiting for I'm going to cover that orange. So let's see, That looks like an orange color. Okay, Now, what will notice if you look here? All these folders are in different places. They're not linked together. There is a really good way off putting this into an order. So again, click on the actual side there, edit. It will bring up there. I'm gonna call this. 01 Action save. I'm gonna call my rate reference 02 But you can neighbor these. You can actually number these in exactly any way you want, so that all these are gonna end up together? I'm waiting for I'm going to call this, uh 03 And there we have it. So now all your labels are actually set up together here. Now it's up to you. If you want to keep these here like drafts particularly. I don't really want that there. So I'm going toe. I can hide that from my I could go into my labels here on settings, and I can't go into labels on drafts. I can hide that so I could get rid of that. You can actually get rid of any of these that you want. Start if you don't use starting and hide that I don't actually use start important. I don't really need that. I can hide that. Sent mail? Yeah, that's useful toe have there. So I'm going to keep that one in. Andi, to be honest with you, with my archive, Um, I'm not really going to have that there, because I I don't know why. I just don't like that I map. So I'm gonna hide archive. Andi, I'm going toe art. All email. Um, all males, they're gonna show that. So I've got inbox sent mail, all email. The reason I'm doing that is because this has got all the email that I've received. So it's like basically a way off checking for my archive very quickly. So essentially, that's it. We've got the three folders action this day reference waiting for on old email to process. That's eat. I don't need to create anything else. So that's your three folders plus the old email to process. Okay, let's move on to the next section. 7. 07 Making the right decisions: Okay, now that we've got the basic structure off your email system set up, what I want to deal with right now is the decision making. So what I'm calling this chapter is making the right decision. Now, essentially, when it comes to an email, when an email comes into your inbox, you have this really five things that you can do. The 1st 1 is to do it. It's gonna take you five minutes or less. You do it right now. Just get it out of the way. Now for some of you. If you're in a really, really busy situation in the day, if you can deal with it in two minutes or less, do it now. There should be nothing. They should be never any reason that if on email comes into your inbox and it's going to take you two minutes or less, there's no excuse for not doing it right now. You do with it right now after two minutes or even five minutes. To be fair, you can then differ it. So the second decision that you can make is differ. So differ basically means that if it's gonna take you longer than 2 to 5 minutes to deal with this email and defer it to later in the day. When you have more time to deal with that email, The 3rd 1 is just delete it because it's useless. It's something that you're not going to need is something that you just are not interested in will just delete it. You've got most email systems not gonna delete email immediately. So if within the next 24 hours or so you change your mind, you can always retrieve it. But I find 99.9% of time any email deleted. I've never gone looking for it again. The 4th 1 is differ. It's only the 4th 1 is delegate. What it means by delegate is if there is someone who is better qualified to deal with your email, then send it to them to deal with. Stop wasting your time on email. That really is not for you. If it's for somebody else or somebody is better qualified to deal with an email than forward that email to them and ask them to deal with it. The final one, the 5th 1 is archive. If it's une email that you do need for future reference, but right now it's not important than just archive it now. One quick tip on this if you have. If you stuck between deciding whether to delete something or archive something, it's really your choice. Deleted if you want. Archive it if you want. My advice is, If you're not sure, then archive it, because then it's always going to be there, and you can always come back to it later. If you do find out that you need it. So remember when you're making a decision about an email first question, what is it? The next question is, what do I do with it? And you've got five choices there. You've got do it. If you can do it in 2 to 5 minutes or less, delete it. Just delete it because you don't need it. It's not gonna be relevant to you. Defer it. If you need more than five minutes to deal with that email, put it into your action folder. Delegated means just send it to somebody else who is better qualified for dealing with that email on the final one is just archive it, archive it if you don't really need to deal with it right now. And if he's not really that relevant for you, remember the five things? In fact, really, I would call it four things because I would say, Do it, Do it now, delete or archive because that's really your choice. Differ or delegate, that's it. That's all you have to do with email. But remember, don't leave it in your inbox. 8. 08 Processing Your Inbox: right now, we're gonna show you how you would process your email now with your three folders here. So obviously I have nothing in my inbox. And by the way, get used to this sign here. No new emails. It's a wonderful feeling. I'm really curious as to how many of you actually ever see that. Because I see this every day and it's a wonderful feeling. Actually, by the end of the day, that's essentially where I am, Okay, But let's move on to this. So I'm gonna go into my old email to process because we're gonna deal with that now. When processing email, I always start at the top. It's just easier. I opened the email. I look at it now. We've got all sorts of wonderful things here to have a look out. So we've got removed the label. I can remove old email to process. I can report it a spam. I can delete it and I can move it and I can add a label on. If you look here, I've got all sorts of wonderful things that I can do. Two at the label here. I can actually do the same thing I could do it from here. So it's whatever you want to do. So is your processing email. You will get much, much faster at this, and there is keyboard shortcuts that you can learn if you wish this course, I'm not going to go into the keyboard shortcuts. Too much detail. But just as an aside, I strongly recommend that you do have a look at the Gmail shortcut because they can save you so much time. Things like the letter C, which would compose a new email on all sorts of other things that you can do. Just hitting return to send an email. There's some wonderful keyboard shortcuts. And although I don't really have the time to go into detail on keyboard shortcuts, I do strongly recommend that you have a look at those. Okay, so let's move into this. So we got this one. What do I want to do with it? This is just reference, but I don't need to keep it, so I'm just gonna delete it. Gone. Cora Digest. This is another one that I do occasion like to have a look at. So what we've got here is what I look at this a quick scam thing. Oh, yeah, This is going to be interesting. I need to reply to that question. So I'm gonna hit that action this day, are moving to the next one on. I've got a alert from a project I was reading around last year. Say, I don't need that Google alerts. Ian Fleming, by the way, is one of my favorite favorite authors. For those of you who don't know, Ian Fleming was the creator off James Bond. So have a look at this and think Oh, yes. I really need to reply to this email that see my journey to replay eso I'm gonna hit action this day. Go on, Facebook Weekly updates so I can have a look at this and think Yes, right. OK, that's reference. So I'm gonna move that to my reference I got stumble upon here. This is a newsletter. Obviously, I'm just gonna look at that thing, but no, don't need it. Delete it. My wife has tagged me in a photo on the seventh off May last night. I'm looking okay. I need to have a look at that. So I'm gonna say action this day. I finally got one left with another email update from a different day. And let's just say again, that's for reference. I hit there on that is it? I have just processed eight e mails very, very quickly, just one at a time deciding what it is, a moving it. And it's just tap tap, tap, tap, tap. Or if you can get faster attic using keyboard shortcuts, you could become super fast of this. So let's look at what's happened here in my action this day. I've now got three emails that I need to work from. So let's say I have to reply to this. I have to reply to that. Have to reply to that. In my reference, I've collected two, which is just for reference purposes on. I've got nothing in my waiting for on my old email to process has now gone. So let's have a look at that. I can now remove that label because I don't need it anymore. And that is how wonderful having a system in place is. Okay, so let's move on to the next section 9. 09 Developing Good Habits: Okay, hopefully, Now you've got a pretty good idea of how you are going to manage your email. But one of the things that are you really need to start doing now is to get into the habit off dealing with email Now one of the things I've learned about habits is it's not something that you will develop overnight to be honest with you getting into the habit off , something is going to take 3 to 4 weeks. But it's 3 to 4 weeks of consistently practicing your new skill. If you don't practice your new skill every single day, every time you process your in box that I can promise you you are not going to get your email under control. You really, really have to get into the habit right now or processing your email using this system. Now you've already seen the workflow, how it works and how to process your email. It is a very simple process, but the key to success with this system is to get into the habit now for me. As I mentioned before, I have been using this system for nearly 20 years. It is just habit. I will never leave on email in my inbox on email. There is always something I could do with it. And as you now know, you deal with it right away. Either I delete it, differ it delegated or archive it, then that's the key to success with this system. You need to develop the habit off, processing your email quickly and efficiently on making the right decisions. While you are processing your email, remember, touch it only once. 10. 10 Special folders: Now, from time to time, you're going to be working on a project that is very email. Intense When I mean by that is you're gonna be receiving a lot of email related to just one project that you're working on. Now, In these cases, what I've found is creating a temporary folder for the duration of that project is a really , really good trick to use because you're gonna be accessing that project on a regular basis evening on a daily basis and therefore, having that having a place that you can just quickly click on and get straight into could save you a lot off time. So to do that, all you need to do is once again, you go into your label settings, go to labels and create a new label on. Remember, you need to keep the number orders that everything's going to be following. So we're gonna go project. I'm gonna keep all these in capitals because for me, for me, having all the cap having all capitalization means that the it's just so much easier for the eye to capture. I'm gonna call color that blue because we don't have a blue one yet they're gonna give that one a blue label. There we go. And so when you have an inbox that you've got a project which has got reference material related to the project a B or you have to do is move that you can just drag it and move it in. It's really, really quite simple. So just to show you that I can actually grab hold of it from here and just drag it in there and then now, my, that email is now in Project A B. So it's really, really quite easy to actually set up on additional project. Now, be very, very careful. It is very tempting now to set up folders for all the different projects that you are working on. I do not recommend that you do that because then you just gonna have a long list of projects which then you have to start deciding whether or not you want to actually, where you want to put an email. So this is only a temporary folder. Essentially, you're going to be working from the three folders that you've got here Action This day reference waiting for the archive folder takes care of itself remember, because all we have to do is going to all email here and you'll see. And they're all labeled nicely for you, so you can see where those emails up. But if you start creating many, many, many project folders, it just becomes very, very difficult to process. So this is only to be used for special one off projects that a very email intensive don't set this up for all your regular projects because that is just going to create more complex complexity. And it would mean that you're gonna have to make more decisions. Essentially, remember, email only needs one of three things. Action this day, reference and waiting for. Just keep that one in mind when you're processing your in box. 11. 11 Timing Your Email: timing your replies. Now, this tip is really for those of you who worked with international colleagues. Now I live in Seoul, South Korea, and a lot of my clients are based in Europe and also in North America. So there is a time difference between where I live on where my clients live. Now for me, I know there is no point in sending an email that's going to arrive in somebody's inbox at six PM Their time is just not gonna work because that means my email when they check their email the next day is going to be at the bottom of the pile. So I'm not going to get a very quick reply. What I have learned over the years is that if I time my email so that arrives in their inbox around between 7 30 AM and eight AM their time, that means my email is very likely to be near the top off their inbox. So I'm going to get a reply so much quicker than if I'd sent it the night before. Now, a lot of email programs now give you a delay function. What it means is, you can actually set the time or schedule The time that the email is sent, I use an email program called Newton, which allows me to do this, and I use that feature a lot. You can actually do this in Gmail. As far as I know Now, I'm gonna show you how to do it. Because I know that many of you guys have different email applications on. I'm gonna let you decide whether you can find it. But a really, really good tip is to make sure that you are fully aware off where the person is. Who is you. You are sending the email tour where they live, on what time zone they are in, and to try and time the email so that it arrives in their inbox between, say, 7 38 AM, although it's not necessary going to guarantee that your email be at the very top off their inbox, at least is going to be near the very top on. That means that even though you are a master off email, processing on the other person is not. There is a good chance that you are going to get a reply that much faster If you send it so that the email is near the top off their inbox. There just a quick tip. Time your email to arrive between 7:38 a.m. On Take advantage of the feature the scheduling feature in your email application so that that email arrives right at the right time. 12. 12 The Thank you Email: Okay, here's more. Here is a writing tip on email writing Tip that I want to share with you. One of the problems that I've always found is that when I send a document or I proof, read a document for a client or a student. I will then proof, read the document and send it back to them. One of the problems I have then is if they don't acknowledge receipt off that document that I have sent them. Although I'm 90% sure they've received it, there is still 10% off me that he sort of Did they receive it? Did they really receive it? And that's something that I really, really hate. I just wish everybody would acknowledge receipt off documents I've sent them. Now, remember, with this you do not need to send thank you letter. Thank you Emails to people who are regularly sending stuff to you every week. For example, if you are a sales manager on your your sales team send you their sales reports every Monday morning, you don't need to say thank you to that. But if somebody has done something rather special for you, then I strongly recommend that you get into the habit off sending a thank you receipt email . So they know that they have You have received that document on Really? What it would look like is something like this. Now imagine I'm actually replying to an email, so we're gonna have re sales forecast. Go que two. Sorry, Q three to a 17 on. All I'm gonna do is like, Hi, Sarah. Thanks for the report. Um, thanks for the report. I will check it on, let you know if I have any questions and then just regards that is eat. Now there's a key to this. You only want the thank you to be one line no more than one line. And there is a reason for that. The last time I checked this, about 80% of people are now checking their email on their cellphone on their mobile phones . If that's the case, what you want to do is to save them the bother off having toe open the email. So if you start off on email, it says, Hi, Sarah. I hope you are well. And I hope you had a very nice weekend. Then you start a new paragraph say thanks for the report. I will let on. I can't spell. Thanks for the report. I will. I got a minute. Let's get that correct, cause it would really bother me. I will let you know if I have any questions. So essentially, what's gonna happen is if Sarah checks this email on her cell phone, all it's going to show is thanks for the report. I will let you know if I have any questions. That's all she's going to see on the alert. Therefore, Sheikhoun just delete or archive or whatever she wants to do with the email. If I'd actually started off. Hi, Sarah. I hope you had a very nice weekend and that all is well and then started a new paragraph. She's only going to see. Hi, Sarah. I hope you had a very nice weekend, blah, blah bar. And therefore she's gonna have to open the email. Now. I know that's only gonna take her five seconds, maybe less. But you really want it to be in a situation where all she has to do you see it deleted? You save her time. But you've also acknowledged receipt and therefore Sarah knows that you've got the sales forecast. So please always think off the person who sent you something or or you are responding to something a telephone call so that they know that everything is under control and then they can forget about it. Just a quick tip about writing. Thank you. Emails. They're really, really important. And they also show that you are very up to date on your e mail processing. I remember. If you don't reply to a respond to an email within the first, say, 12 hours, then sending a thank you email maybe a little bit too late. This needs to be sent very quickly. On in the next section, I will show you in future section. I should say I will show you a really good way off using templates in your email. 13. 13 Reply to all? No No No: Now, before we go any further, I want to talk to you about the replay toe. All feature. The only thing I can say to is No, no, no, no, no. Never, ever, ever reply to all unless it really, really is relevant to everybody in the reply toe. All list. Now, while I've been coaching you to become a master of your inbox, you also need to help other people on. I see 90% of the time when somebody has hit reply all. It goes to a lot of people who are just not relevant. Your reply is not relevant to them. I even get people sending me. Thank you for your email and they hit Reply all. I mean, that is just wasting everybody's time if you're gonna thank. And I really hope you do you thank somebody for sending you a document or answering a question. Then please just send it to the person who sent the email. You do not need to advertise to everybody that you're thanking them. That is just vain. And it's not gonna help you in your career. And it's just causing a waste of time for everybody in there In that list. So whenever you get an email that's sent to a group of people, if you need to reply to everybody, then sure use reply all. But if the reply is not relevant to everybody in the list, delete the people is not revolt relevant for so that you're helping them on. Only leave the people that are your reply is relevant tour. But as I say 99% of the time, you don't even have to reply all you just have to hit reply reply will send it to the person who sent the email. Don't ever send reply all, particularly for just updates that are not relevant to everybody. So be very aware off who you are replaying talk so that you can really help everybody have a slimmer, smaller inbox. 14. 14 Snooze features and why you should NOT use it: Now I want to talk to you about a feature that some email programs have called snooze. Now, what this does is it takes the email out of your inbox on re times. It's that it will come back into your inbox either the next day, the next week or whenever I'm gonna tell you now never, ever, ever, ever used the snooze feature. It is such a waste of time. It is also incredibly lazy off you if you're using this feature because it just destroys the whole essence off email. Let's go back 25 years before email really took off and if you can, if the mailman brought you a letter and he said, No, no, no, no, Bring it back next week he tell you to get away in a little stronger language and that never use snooze. Snooze is just a lazy way off dealing with email because the email is going to come back. You've seen it, you know it's going to come back. So it's now taking up space in your mind. It is just a stupid way off, delaying the inevitable. Instead of snoozing email, all you need to do is move it into your action today. Folder on. Then you can deal with it in the right way. It doesn't have to stay in your inbox or we have to do is drag it into your action today. Folder on deal with it As soon as you can never snooze an email. It is just such a waste of time, incredibly lazy on. It's just not productive. Snoozing email is just lazy. What I want you to do is whenever you get an email, keep the whole process simple and just any email that you need to act on it goes into your action today. Folder. That's it. Simple. Okay, never use snooze. 15. 15 Canned responses: Okay. Now, one of the things that you may find that you do is you have to send regularly weekly or monthly sales reports or documents to your manager on. One of the things that you can do, particularly in Gmail, is set up what I call templates. Now, for those of you not using Gmail, if you're using another email application, what you can do is create a folder. And again, I do tell you to be very carefully setting up folders. But you could set up a folder and call it templates and save the template ID email into that folder. Then all you have to do is copy and paste it. When you compose the new emails in Gmail, however, they have a very, very neat trick. All you need to do is go into settings on You're gonna need to turn this function on. You're gonna find they're gonna find the function in labs, click on labs on just see appear canned responses on. This is really for the truly lazy. Although to be honest, this concern save you hours off time each week, you need to turn it on. I already have. It enabled Andi then you can go back into your inbox. So once you've got it switched on and let's say we want to compose a new email. So, uh, what I'm gonna do is I'm gonna write re So let's say I need to send a weekly sales report. Um, I send this to my sales. My just so high. Jeff, here is my sales report for last week. If you have any questions, please let be. No, the gods. Okay, so now this is my email I have written here. So weekly sales report is a title. Hi, Jeff. Here's myself. Report for last week. If you have any questions, please let me know. Regards car. Now, once you've got canned responses turned arm, what you can do is come down to this arrow where it says more options. Canned responses on I'm going to call this I'm gonna save it is that he's gonna ask me for one to overwrite. I will overwrite it. Okay, so let's get rid of that now and then Let's compose a new email, but I'm gonna use the template that I saved. So insert briefly. Sales report on. Look what happened? The email that I have is they're all I have to do now is attached the sales report to the file and send now. Had I put Jeffs email in there, that email address would actually come up in the email field. But this is a really, really neat little trick hidden trick in Gmail that you can take full advantage off to save you a lot of time. As I say, I also have one here. Let's get rid of that. Compose another one. I also have one here called Thank You. So can responses and I can insert my thank you. So here. Hi, Sarah. Thanks for the report. I will let you know for Have any questions now. You can actually play around with that if you wish, and just make it a little bit more generic so that it's not necessarily dial it at address tour Sarah. But that's just some really cool tricks that you can use in Gmail on, and in a way you can use it in other email applications that can save you hours off time. 16. 16 Handling Newsletters: newsletters. What do we do with them now? A lot of the time, we're going to get a lot of emails coming in to our inbox that are business related. We get emails. Some emails may even be personal. Other emails are these newsletters or news daily news summaries or something? Now all these emails air coming into your inbox, and you have to make a decision about what it is. What is this email? While it's a newsletter, what do you want to do with it? Read it. When do you have time to read it? There's a lot of unnecessary decision making going on with newsletters. My recommendation for newsletters is use a different email account now. My advice is use a Web mail account something like Create a new Gmail account and only have it set up on the Web. Don't have it set up into your email application. The reason for this is because you don't want to be adding more stuff in your inbox. Really, you want to spending less time in your inbox more time dealing with your action today folder. But if you've got, say, 10 use letters in your in box in the morning. That's gonna take you two or three minutes to process on, and you're gonna have to make a decision about where you're going to send it if there's something you want to read, so my advice is set up a separate email account for all your newsletters and then once a day, go into it and have a scan. See if there's anything you like. If there's nothing of interest, just delete them. You can do this with your company's newsletters. Your company may send a daily newsletter or a weekly newsletter. Now with those emails. Okay, they're going to send it to your company email address, but you can forward it to your private newsletter email account. That way, all your newsletters, both personal and business or in one place on I don't believe in separating work in business, because today it's almost impossible to do that. But set up a separate email account for all your newsletters and have them all sent to that one on. Make sure it's Web based email not coming into your email application. On that way, you're going to keep out all the unnecessary rob ation crap and everything else that's going to come into your inbox. By the way, the same. You could use the same process for dealing with things like Amazon deliveries or home shopping deliveries. Set up a separate Web based email account for those two. That way, all those notifications air coming into an email account that isn't cluttering up your main inbox. All you need to do if you've ordered something from Amazon or you've ordered something from another company. All you need to do is to check that to say, to check the progress off your delivery. It means that you're not cluttering up your main email account. So remember, set up separate emails, Web based emails for newsletters and for home shopping and deliveries. It'll save you a ton of time. Okay, Hopefully that tip is really useful for you. 17. 17 Avoiding unecessary email: Here's a quick final tip for you on reducing the amount of email that's coming into your inbox. A lot of us have name cards. Still, I know still in the digital world will still have these paper name cards now or business cars. Now the thing about business cards is often you'll go to a restaurant or a bar or an event , which has a big barrel where it says, put in your name, card or business card to winning a prize. So you put your in your name, card or business card into that little box or barrel or glass on. A few days later, you start getting spam to getting all sorts of advertising coming your way. Now that's one of the problems of giving out your name. Count to just anybody. I strongly recommend that you are really, really careful about who you're handing out your business card or named Carter, because your email address is on there on that is what they're trying to get. Hold off. You don't know who is going to be who's going to receive that in the email, your email address from when you're handing out your name card. Now Of course, if you're handing out your name card to clients or customers or suppliers, that's a different matter. But handing out your name cow to just a lotus strangers that you meet that is actually quite dangerous because you are opening yourself up to receiving a lot of span. So I do not be very, very careful about who and where you're handing your name card out. Because that is one of the biggest problems with receiving unwanted newsletters and the advertising and spam. Just be very, very vigilant about who and where you are sending or giving out your name, card or business card. Whatever you want to call it, that is just a really solid tip to avoid unnecessary email. 18. 18 Final Word: Okay, Well done, everybody. You've actually managed to finish this course. Really, really well done. Now, a few final words about what you need to do next. The first step is you need to set up your email program. If you have not already done so, don't forget to set it up with the correct folders the way you want to name them. The next step is you need to start developing the habit off processing your email so that you are not storing email in your inbox. You are just using your in box in box for collecting. Remember, your inbox is for collecting. It is not for storing. The next thing you need to be doing is to be eliminating a lot of the newsletters that you're getting. Start un subscribing from all that stuff because you don't want to get but all coming into your inbox, the whole point off supercharging your email processing on email system is so that you are not wasting time in your in email on your getting on with much more important stuff. The next thing to do is to set up a separate Web based email account for all the newsletters that you do want to keep on. Also for notifications about deliveries and shopping and online shopping and stuff like that. You don't want that coming into your inbox. So remember to set up that private email account Web based so that you actually physically have to log in to get your notifications. And that's it. Really, it's up to you now to set the process up, get it working. Maybe spend a Friday afternoon or a Monday evening setting the whole system up and start practicing it because the sooner you start practicing it in, the sooner you start developing the habit, the better and faster you're gonna be. A processing email on that is the key to mastering M email. So remember, go out there, make it a habit and never have to worry about email again. Okay, So just to finish off, if any of you guys have any questions about anything to do with the email, contact me through this you Demi channel. I will be more than happy to answer your questions. And if I can't answer them, I will try to point you in the right direction so that you can get some help I've essentially myself. I use Newton male apple mail on. Actually, I do use the Gmail Web into face, but I'm not particular familiar with outlook. But I do know I'm familiar enough to know that you can set up the folders for the different things. So go out there, get your email set up on become supercharged at dealing with email. Thank you. Thank you very much for doing this course. Andi, if you have anything that I can help you with, don't hesitate to contact me. 19. 19 Final Final Word: Okay, so there you go, guys. That is inbox 2.0, or the definitive way on how to supercharge your email so that email is no longer a time suck. What I mean by that is that it sucks in a lot of your working time so that you can now get on with what's really important to you. And that, to me, is the key. I hate to see people getting themselves so worked up and stressed about their work while I want to do is to give you the skills and the tools so that you can become so much more productive, so much more efficient so that you can spend more time with your friends and your family doing the things that you want to do. So there you go. Don't forget when you come to processing process every single day until it becomes a really ingrained habit within your mind on then you too can become supercharged email on super super efficient. Thanks very much for doing this. Course I really, really appreciate it. And don't forget, if you have any questions at all about email and emailing, please let me know you can contact me through this site on. I will be more than happy to answer your questions. So once again, I want you all now to go away and be super super productive.