Mastering Productivity Vol 1: Information Inboxes | Timothy Kenny | Skillshare

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Mastering Productivity Vol 1: Information Inboxes

teacher avatar Timothy Kenny, Author of "Accelerated Learning for Entrepreneurs"

Watch this class and thousands more

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

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

    • 1.



    • 2.

      Web Browsing Inboxes


    • 3.

      OneNote Inboxes


    • 4.

      Web Download Inboxes


    • 5.

      Web Download Inboxes [Screen Capture Walkthrough]


    • 6.

      Email Inboxes


    • 7.

      Photo, Video and Audio Inboxes


    • 8.

      Random Idea Inboxes


    • 9.



    • 10.

      Mail, Newspapers and Magazines


    • 11.

      Printed Files and Files to Scan


    • 12.

      Books and Discs


    • 13.

      Misc Paper


    • 14.

      Current Papers


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About This Class

Eventually every life hacker realizes that productivity is about systems. 

The real "hack" is not a single app or a cool shortcut.

It's an elegant system that allows you to get more done in less time because it reduces the amount of time it takes to stay organized and get things done.

What isn't often talked about in productivity circles is the cost of making decisions.

It's easy to talk about saving time with this app or that plugin.

But what about all those friction points between apps, between tasks, that rob you of hours every day, a minute here, a minute there?

Those are what a system is designed to solve. 

The key to managing your information for productivity is reducing the decisions you have to make, and how long it takes to make them.

The way this course solves the problem is that you no longer have to make hard decisions about where to put new pieces of information.


What am I talking about?

Physical information is mail. It's stuff you print out. It's receipts. Packing slips. Magazines and books. Even golf score cards. A moleskine notebook or a loose leaf journal. Sticky notes and scraps of paper. Business cards.

Then there is Digital Information.

This is the real killer for a lot of people.

There is information that other people create: Emails. Web sites, articles, blog posts, forum threads (and QA sites/threads). There's videos and audios and PDFs that you download or stream. There's bookmarks and random open tabs. There's Word docs and Spreadsheets and PowerPoint files. 

Then there's information you create. Photos and screenshots from your phone. And videos. And voice memos. And maybe photos and videos from your DSLR. Notes-to-self in your phone. Papers that you scan into the computer.

You have a perfect storm of information overload coming at you everyday. 

And it probably feels like there is no way to stop it.

This system is the way. 

For each type of information, whether physical or digital, has an inbox. Each room where you do office work or learning has an inbox, a storage area and an outbox. You will learn how to create "Pipelines" for certain types of information.

You'll learn how to manage the backup of all your information in all your digital inboxes. Automatically.

The title of this  course says Volume 1. Why?

Because there is a course directly related to this course that comes next, in Volume 2. 

Volume two shows you how to batch process each of these inboxes. It shows you how on a daily (email), weekly (web pages) or monthly (files, photos, videos) basis you can batch process the contents of each of your digital and physical inboxes.

Batch processing vastly improves your productivity because you reduce the amount of task switching you do.

Volume two shows you how to do batch processing and gives you a full "Life System" that will teach you where to store all your information for long term storage, once you move it out of the inbox. 

The Life System categories are 1. Professional, 2. Personal, 3. Relationships, and 4. Health. The full system contains hundreds of sub folders and is 3-4 folders deep in most cases. You will get the full folder structure as a zip file in Volume 2 as well as a walkthrough of how to use the system. 

However, remember this ISN'T part of this course. This course is just about setting up all your inboxes, which is a prerequisite for Volume 2. 

Just this first step of setting up the inboxes will take you several hours to complete once you have watched all the videos, and to implement Volume 2 will take even longer. Because of the amount of information and time required to implement these have been split up into two volumes.

Meet Your Teacher

Teacher Profile Image

Timothy Kenny

Author of "Accelerated Learning for Entrepreneurs"


Timothy Kenny is the author of “Accelerated Learning for Entrepreneurs.” He teaches classes and speaks to groups about how to accelerate their learning so that they can build successful businesses faster and with more confidence in their success.

Timothy has taught at the Harvard Innovation lab, The Tufts University Entrepreneurs Society, General Assembly in Boston, and has been a featured teacher on Skillshare, among others. He has consulted with startup teams on how to accelerate their learning, creativity, and growth.

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Related Skills

Productivity Time Management

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1. Introduction: welcome in this course you're gonna learn the first step in the two part system for how to organize your information and what that. Excuse me? What that means is you've got to major steps between your final organized locations and will visualize that is a file cabinet and all the cloud of of clutter of stuff. So you've got magazines and newspapers, periodicals. You've got stuff that you find while browsing the web. That's a huge one, stuff that you're browsing while you're on your phone and collecting that sort of stuff. You've got pieces of paper that come when you print out something. And where does that go? You've got books that come in the mail or you get from the library. Where does all this stuff go? Well, a lot of people think you need to have a system right here, and any time you get your hands on something, it immediately has to go here. But the problem with that is it takes a lot of decision making to go and do this big step fault once. Sometimes it makes sense to do that, but a lot of times it doesn't and so it's good to have a system where you can batch this process so you have something in your hands or you have a pile of stuff and it's really you don't want to deal with it right now. The way you get around it is you create in boxes you create in boxes for everything, and what that means is literally everything. All the different types of information that's coming at you needs toe, have an inbox, and then what happens is and these air both physical and digital. So you get a book from the library or in the mail from Amazon, or you print something out. Well, that's a physical piece of information that will go into a physical inbox. There's other ones that are digital, and there's really two types of digital. You've got your main place where you're storing information, so that's going to be ever note or one note I use one note, but Evernote is really popular, and a lot of people use it, and if you're already using it, you can use this system with Evernote. The other one is files that you download, so these are also digital, but their files so they go inside folders, and this could be stuff that you download from the Internet. It could also be content that you create so that that's usually either videos, pictures or audio recordings, those of the type of things that you're gonna be creating with your phone cam, quarter DSLR camera, whatever it ISS. All of those has their individual in box where you keep all of that stuff. So the process is any time you have your hands on something, or any time you're browsing the Internet, you're you're on your phone or whatever. Which inbox does it go into? Does it go here? Does it go here or does it go here? And this makes the decision very easy because you organize this step. This first step of these two steps you. It's really easy to organize this stuff because it's all based on the format. It's all based on the format or the source of in the information you're not looking at. Well, which project is this most relevant to Where should this be filed for permanent storage or whatever it's all about? What is the format of this piece of information? Whether it's text and images where you're just gonna put it straight into ever Notre one note or whether it's a document or pictures or video or whatever that you've created yourself. So those are the three big beans or boxes or in boxes that you're going to be sorting things into. Then, on either a daily, a weekly monthly basis, you're going to go through each one of these in boxes, and you're gonna batch file them all at once. And as you know, doing things in batches is always the most efficient way to do it. It's not efficient to be going from here to here most of the time, and the reason why is it takes time to activate all the different pieces of this filing system. A lot of times you're not going to be sure exactly where something should go, and it's going to cause friction if you stop and just think about how you're going to solve that problem. So instead it makes the decision very easy, and what this is all about is removing the amount of stress and overwhelmed that you feel as a result of all these micro decisions. So every single day you're going to probably hundreds of different Web pages and you're printing a few things out. Maybe you get a Booker. Uh, you print a few things out and you look at some stuff on your phone and you want to save it and maybe have a conversation. You go to a class and you take some notes and you've got all these different little decisions of where does this go? Where does this go? Where does this go? And that's not an easy problem to solve, especially when you want to move on to the next thing. And so the question is, all these tiny little decisions that you have to make How do you make it so that these air no longer stressing you out and this is gonna allow you to either take on more stuff or do what you're doing right now, but make it a lot easier, make it more stress free. And the way you do that is you have this system number one and then you have this process, this batch process and you may be thinking, Well, what about your inbox, for example? What about your daily mail, or what about your email? Well, that's something that also uh, is going to be covered in the system so physical mail goes in here. That's visit That's part of your physical inboxes. Um, your your email is actually another thing down here, but I try to keep its I try to keep everything in threes because it's easier to remember. But your email inbox is another major inbox that you have to deal with, and that's your major way of communicating. So this inbox is also very important and will be covering that. But you wanna have a process where you're getting everything in tow, a final location, and this is what really allows you to learn faster, retain things. Mawr find things later on and you would just be amazed once you have a system like this and you've been implementing it for months or a few years, you go back and you realize you spent so much time doing all this learning, reading all these things, watching, listening. And if you hadn't gone through this process, you realize that you've missed out on and just wasted so many hours of your life because you didn't have a way to file things into a permanent location. Excuse me So what is the permanent file? Uh, this part this Step two is not covered in this course because it's a it's a whole another half of the system. So this course is this process right here, getting them setting up these temper in boxes and to do just this part right and get used to using this process just going from here to here, from A to B, that's going to take a little bit of time to set up. That's not a walk in the park, because you're gonna get all these systems set up, whether on your computer or in each of your offices. And even like if you have a library of a place where that you like to read or your bedroom , you have all these different places, and we're going to get systems set up so that you have individual in boxes and out boxes and storage places just for those locations, so that no matter where you are, you have that same system in place. But this is the course that comes after this. This is Volume two, or the course that comes after, which is setting up all these batch activities for inbox. That's going to be a daily thing. That's gonna be every single day, staying on top, your email, getting to inbox zero and keeping it there every single day. So you have nothing just lingering with dozens or hundreds of things in your inbox. But you have a systematic way of dealing with that every single day, and then in the next course you're gonna learn about. Okay, this is your physical filing, which is a file cabinet for most of you and and also secondarily a bookshelf. Then you have one note or ever note. This is where your filing away all that text with accompanying pictures that you find mostly from the Internet. And that's a huge amount of learning for most people. It's also any time you're taking notes that's going in your one note or your Evernote. So this is your note. This is where you're keeping all your notes. This is really, really, really important, and, uh, and then obviously, when you print stuff, you're printing it from here. It's going here, and then it goes here. That's the process of printing stuff. So when you print something from one note or Evernote, it goes into a physical inbox than it goes here. And then you have your final resting places for all these files that you download. So that means individual folders for each learned learning project as well as the life systems. These are the four areas of your life one professional or your career, too personal, three relationships and four health. So you have this whole system is something you're gonna learn in the second course, and that's gonna This is just this has taken me years and years and years to figure out and perfect. This is going to change your life. And so you can see the amount of complexity here to really handle any document of the thousands and thousands of documents you're gonna handle over the course of your life easily, thousands and thousands per year. So you're getting into hundreds of thousands over your lifetime to have a system that can handle every single one of those. There's a place for everything, and it's well thought out. It's worth its weight in gold, and there's really no matter what I charge for it, the amount of value you're gonna get out of it is just off the charts. There's really nothing like this out there. And this is the system, whether it's in your inbox, whether it's in your file cabinet system, your bookshelf, one note or ever note, as well as your folders on your hard drive and your cloud drives. Whether it's dropbox, Google Drive whatever you're using, the exact same hierarchical folder system in every single one of thes locations. That's the real power of this system is that it doesn't matter if you're a paper person and you love organizing things with paper or you love the paper list workflow. You can use the exact same system, and you can transition later on. So if you're a paper person right now, but five years from now, maybe you want to do a switch. You can do that very easily because it's the same exact formula. Same exact system just manifested in each of these different mediums. So it's an incredibly powerful system. I'm really excited toe teach this for the first time someone something I've been working on in using for a long time in my own life and helping my coaching clients and individuals that I work with. But this is the first time that I'm making this public we available and this is the thing that more than anything else, has been requested that I that I create this course and so I'm really excited. Get started. If you have any questions, put them in the comments or in the discussion area and let's get started. 2. Web Browsing Inboxes: in this video, we're going to talk about Web browsing because this is one of the places where you're doing most of your learning. For most students, this is where you're doing. Ah, lot of your learning, especially a lot of your research until you get to the point where you're taking either an in depth course, usually video, sometimes audio. Or you're finding books or longer form content where you can really go deep into something or you're finding forums, people that you can talk to and get that sort of education. So we're going to start with Web browsing because that's where a lot of people spend a lot of their time. And first, let me really flesh out the problem because if you don't understand the problem and you don't really feel the pain of it, of looking back as your future self looking back on where you are right now and how much time that you've wasted. If you don't have that, then you're not gonna have the fuel to be able to motivate yourself to implement this system. That's one of the problems that comes into play. Is that until the system you can kind of turn the switch and go from off to on and you see all the benefits from it. It can feel like a slog. Sometimes it can feel like, When is this? When am I ever going to get the benefits from this? So let's get started with this idea of Web browsing and what most people do. Well, most people do is they wanted just clip stuff. They want a clip and they want it to just go into one note. Or ever note, though these air the acronyms I'm gonna use from now on. Oh, in for one note, evey forever note. So what most people do is they just clip. And this is a huge problem because what happens later is your in either one note or Evernote and all that you can really do is search. And even though these these programs have pretty good search engines, you're still not going to get great results and you're going to get overwhelmed. And the reason why is as you clip more than 234 things, it starts to get to a point where well, what am I looking at and how do I organize all this stuff. Think about when you're on Google and you're searching. So it's not one note or Evernote anymore. It's Google. Do you usually open 10 links or do you open maybe 2 to 3 links and then you're done? Do you look at a page of Do you go to page two or Page three and look at 30? You know, 2030 different links? Probably not. You're probably not going through every single one of those and looking at them and reading them and saving them. You're probably skimming and go and just picking a few out of the bunch. So what happens is you clip all this stuff and it feels really productive, even though it's not really not. It feels productive. You feel like you're saving it for later. And then what happens is you get all these results and you get overwhelmed. You don't want to go through, read every single one of them. And even if you do, how do you synthesize that information? It's great to collect stuff, but at a certain point you need to refine it. So a good analogy for this is when you're doing your initial Web browsing, you're kind of looking for those golden nuggets, and those golden nuggets are within larger piles of dirt. There's one or two or three gold nuggets, and so when you clip stuff, you're clipping that entire pile, and when you search it later on, you're gonna have to go through and search that pile again. This is where synthesis comes in is there's a few golden nuggets in each one of these piles , and when you do synthesis properly, what happens is you put all of those golden nuggets together and you boil them down and you have one golden bar that really has a lot of value. So that golden bar, what is that? That could be a checklist of things to do. That could be a strategy or plan or best practices of how to get something done that could be condensed information. It could be an outline of the most important information on this subject. It could be a mind map, so it could be a lot of different things, but it's condensed information. There's no longer any fluff. You've gotten rid of all the fluff, and you're just down to that most important one or two or three pages of information really depends on the scale of the project, How many pages or what exactly it's gonna look like. But the point is, these golden nuggets, that's what you're after, all that other junk you want to get rid of that. And what happens is if you search for something and you've got all these results while each of these articles is maybe 1000 words So what say you have 2015 20 things you've clipped over the last six month last two years, whatever it is. Well, now you've got 20,000 words to re just to do the synthesis on this And to give you an idea , your average 200 page book equals 50 to 60,000 words. So you're talking about just to do what seems like a really easy process of Oh, I'll just search and read through things. No, you're actually reading Ah, third of a book. And that's not something most people do just sitting down at their computer reading a book . It's much more complicated than that, Um, and it just it takes longer. Most people and you included are probably not sitting down one night and reading 1/3 of a book. Some of you might. But unless you have a good hour and 1/2 2.5 hours, you're probably not going to get through 1/3 of a book, especially if you're annotating. If you're annotating, you're probably not going more than 100 to 200 words per minute. So you're talking about quite a bit of time to get through a full book, and that's the equivalent of 20 different articles that you clipped. So what is the solution? The solution is you have to get out of this mindset of I'm just gonna clip everything and then worry about it later because you're going to get extremely overwhelmed. Once you get to this step in the process. One way you can get around it is yeah, you could go through in print, each one of these, or you could copy you could tag each one of them into the new project. The problem is, what sort of tagging system are you going to use? How are you gonna organize those tags for those folders? You think you're going into your one note or Evernote search engine and just going to do a quick job, but this right here is going to turn into a multi hour synthesis job. So you have to get really clear on really how much time it's going to take to do this sort of process and what's a better way to do it. So the better way to do it is everything that's filed in here for long term storage, which means reference. Everything that's filed there needs to be organized in advance. So ideally, what you want to be doing is going from Web browsing, and it's not like you don't clip or you can't quip You still do it. But what happens instead is when you clip something, it goes into an inbox and that in boxes in one note or ever note, and you can have either one in box or you can have multiple inboxes for different types of stuff. So if there's a certain website or a certain newspaper magazine or blogged that you like a lot and is usually focused on one or two areas, you can have an inbox just for that type of stuff. But the point is it goes into an inbox and then you batch process these, uh, every week, every month Will just will talk about that. And that's really for the course that comes after this. But you batch process thes all at once, and you put them into their final location in your reference system. So this right here, this file cabinet really represents two things. This represents your actual physical filing system on this, you know, this could also be a three ring binder. Okay, but, um, I advise against using three ring binders. They're just not as efficient as, ah as file cabinets. I used to use binders and then I moved to file cabinets, and I've never looked back. The other thing is one note. So storing the stuff digitally. So this is Theo equivalent because they're using the same folder structure. So this batch process is when you you go through each of these in boxes and then you decide . OK, where's the final home for this file or this document? This middle process of the inbox is really important. So that's what we're talking about with web browsing. And any time you're consuming information and you're thinking about well, I'm gonna need this for later, for synthesis and When I say synthesis, what I mean is you've got that big pile of information. You've got different gold nuggets that your enoughto find and then turn that into that solid gold bar. Okay, that process needs toe happen. That process is synth synthesis. So getting rid of all that stuff and taking those golden nuggets and basically boiling down the information, that's what we're talking about. So the in box process is taking each of these piles, putting him in the in box and then getting them into a collection. So ultimately, what you're doing is you want a collection of documents. And if you have something that isn't, is a video or an audio, you're gonna take notes on that and then that's going to turn it into a written document. So, yes, there are ways to get around using written documents for everything. But I highly suggest that you don't do that, that anything that's a video, anything that's an audio okay, that needs to be turned into notes because at the end of the day, what you want to do is you want to sit down either on the computer and annotate or physically annotate and I recommend doing it physically meaning Print out all this stuff and then you go into your cave. You go into your cave with this stuff and you don't come out until you've got this gold bar , because this is where you really need focus. This is where you really need concentration, and you need to make sure that you're not continuously cycling through this entire process . A lot of people, they'll do it a little bit of synthesis. Then they'll go back to the Internet, get a bunch more stuff, they'll get lost here, they'll go on Facebook or Instagram or whatever, and they'll get lost here and they won't make their way back to doing the real work. The rial synthesis, which is right here, which is taking all this stuff where it's mostly fluff. And then there's a few gold nuggets, mostly fluff, few gold nuggets. So what you do is you go through each of these, you highlight it, or you use whatever, um, annotation process that you're going to do. You find those, identify those gold nuggets, and then you turn them in to, ah, final document, and that can take many different forms. But It's a final document or set of documents where there's no more fluff, and it's just the most valuable ideas and information. That's where you want the focus. That's where you want to get in the flow and have zero distractions. So that's why printing stuff out is so important, because when you print it out, you can go off and get away from technology, get away from the computer and do this process, which takes a lot of deep thought. And you need to keep a lot of ideas in your short term memory and be thinking about them and processing them and then holding them in your short term memory until you can get them down into that final golden bar of information that's fully synthesized. And then you can come back out. You can use that and you file this away in long term storage, and then what you realize is you no longer need this stuff, so you probably still want to keep it. But this is all that you need to look at now, and that's where first based repetitions is so important because you don't want to do space repetitions on 20,000 words you want to do spaced repetition on 500 or 1000 or 1500 words that you've synthesized. So you've gotten rid of all the fluff, and now all you're left with is that golden bar of information. And, uh, it's going to take a lot less time to get your space repetitions on that. This is also should be more actionable. So whatever you're going to use that information for whether it's just ideas, information that you want to have in your head principles or strategies that you want to be , you be able to use at any moment ideas that you're gonna need or principles that are going inform you for the rest of your life. Or it's something that's a one time thing. So okay, and you set up a WordPress website. That's not something you necessarily need to memorize the whole process, something you do. Once you have a checklist, check everything off. Do everything right, set it up and you're probably never going to need to do it again or not for a while. Don't need to memorize it, so space repetitions for that would not be necessary. But that's Web browsing. So what does that ultimately look like? Well, what it looks like is number one most of the time. What you want to do is copy and paste into one note, and one note is what I use. I think it's better than ever note for most of these things, so that's going to be the default that I use. But you definitely can use Evernote. Everything I talk about you conduce oh, in Evernote um, and when there's an exception, I'll make a note of that. So what you're gonna do is you're in a copy and paste that information into one note into a new page, and that's just going to be inside an inbox. And if you're not sure, well, what sort of in boxes will get into that later? But ultimately, just have one section and one note That's your inbox. Anything new that you find that's interesting. You don't even necessarily want to read through the entire thing when you're doing Excuse me research. You don't have toe read everything as you're doing the research. All you need to know is this is good enough that it's worth reading later on. So what you do is you're going through all those Google results, opening them up in different tabs. So you've got all these different tabs open. And then as long as it looks good, you immediately copy and paste that into one note, and then you close the tab. You don't want to spend a lot of time here. You want to get off the Internet as quickly as possible. You want to get off the search engine as quickly as possible because it's just a recipe for distraction. It's a recipe for collecting way too much and then later on getting overwhelmed. So when you're really excited about a project, you have a lot of energy. You're gonna have a tendency to front load things. So spend 80 90% your time and energy on this research and searching and collecting and clipping process. That feels very productive. But it's really a facade. It's it's fake. It's like getting a bunch of sugar feeling really energize and then crashing later on, because you just you you're gonna forget everything, Okay? You're gonna forget every all those tabs. You read all those things that look really cool and you clip, you're gonna forget all of that So really, your mission is Get everything that's valuable into this inbox and then, uh, have it all in one place so that later you can do that synthesis. So this is really 99% of the time you're in a copy and paste it into one note and try to keep your research thread separate. So if there's two different things you're interested in, don't be researching them at the same time. Do all the research on one subject at once and what you're gonna have is a bunch of different, uh, pages in one note, okay, on the sidebar. And, uh and then what you do is what I do. Most of times I'm actually gonna print all these out. And the great thing about one note is you can select all five pages at the same time. And each of these may be a very, you know, long blawg posters, article or something else. You can select all these at once, print, bulk, print them all once, and then you take that, you go into the cave and you do your synthesis. If you want to do it all digitally, you can go through and annotate this stuff ad highlights or whatever you want to do and then synthesize it all digitally. But I highly recommend you do this physically because it's, Ah, it's so much easier to focus and get that synthesis done. So you're copying and pasting into separate pages for each block post. Sometimes, if there's a bunch of great stuff on one website, I'll put multiple blawg posts within one page, so one page might have three different blawg posts in it, and then you bulk print that and then you. You take that and you spend a few hours just reading through everything, annotating it, and then it's ready for synthesis. But once you've and you printed this out and you've annotated it, then you can put it away. Come back weeks or months later. All you have to do is skim through your annotations and you can start synthesizing right from there. Another really important thing is once you want to keep track of the status of each piece of information, so what I do is for pages. They'll automatically have some sort of name. Once I've printed it, I'll add a P and a dash as a prefix for each one of these pages. And if I have, let's say 15 20 pages and I want to do that. All I do is I Mark I create a top level page that says Printed. And then I make all this all the other pages sub pages of this main page, And I know because they're groups like this, they're all going to be. They have all been printed, and that means they've gone to the next step in the process. They've gone to the point where they're physical, they're printed out, and the next step is the synthesis. So it's important also to keep track of the status of each of these notes. So that's what Web browsing is. It's getting him into this inbox or multiple two small ones and then batch processing it later on. 3. OneNote Inboxes: in this video, we're going to talk about how to use in boxes in one note, and you may be wondering, Why are we using this old version of one note? Well, the reason why is because there's certain really important features in one note that what people don't use, but they are really important, and they don't work properly in the newer version in 2016. So that's why I use this version. And it goes into a bigger theme, which is how do you decide what to use, what software, what version of the software to use and the magic formula for figuring that out is don't upgrade unless you have Teoh. And the reason why is because every time you upgrade, you're just asking for problems. A lot of times you may think that the upgrade is just adding things, but what's actually happening is they're completely rewriting the code. For part or all of the software, it might have been rewritten by a different team, a different group of people. In fact, it probably waas and so certain things that worked in the past may not work anymore, and they may have just had been removed or there's bugs and you often times have no way of figuring out whether there are problems or not. So what happens is, and I tested out. I transferred all my notebooks over to 2016. I tried it and there were problems. So I tested out. I made a list of features, tested each one of them to make sure they worked, and there were some that didn't work. So I have a course that's coming out on one note, and so I'll talk more about it there. But there's really nothing in the newer version that you really need having having it in the cloud is kind of nice being ableto edited from your phone, but it's in really not worth it when you take into consideration the problems. So if you're interested in that check on my one no course, we're in a new account. So this is what one note looks like right when you create it and I'm gonna create a new notebook and we're gonna call this Oh, meta. Ordinarily, you would want to save this inside your Dropbox, but for now, we're not gonna worry about that. See, quick This button And in the newer version of one note, you actually have to enable a special feature just to get this view. They've really tried to simplify things, and in the process, they've made it less powerful, at least on the surface, it so it's still got a lot of power to it. But, ah, you have to customize things to get it toe how it begins with here. Um, so this is a notebook right here, and you can minimize or collapse the other ones that come with it or even remove them. Close them. Okay, so you have a new section, and this is where we decide what inboxes we want. Each section is an inbox. Within that section. You have pages. Okay, so this is page one. This is page two now. Important thing to realize a page has an infinite amount of space. Just like a word document. Okay, so use can scroll down and let's see you want more space underneath. You can keep pressing. Enter or you compress this button right here, which automatically gives you some more space. That's how pages work. And they can also go infinitely to the right. You just drag this thing over, Uh, usually no reason to do that. But you can. You can also create sub pages. All right, So the point of this is this is your inbox, and usually you can just double quick on it. And now there's an inbox. If you just want to have one in box, that's it. And then anything that you put in here, you can process or let's say, for example, you read The New York Times a lot. So any article that you're reading on The New York Times, you want to save that for later? Oh, you want a printed out a copy and paste it into here, and then you can process that. Organize it later. What say you're reading one of your favorite blog's and you take a lot of stuff from that one blawg. Then you put the title of that log, and you just keep stuff from that blawg in here. The problem is you don't wanna have dozens and dozens of these in boxes. You want to keep it to a minimum, but still anything where you're pulling a lot of stuff from that website or that source. It's a good idea to have an inbox just for that can have another one just called two DUIs. So this can be equivalent to your inbox in the sense that anything that needs to get taken care of needs get done or needs get organized. You can put in this two DUIs. Another interesting features. The section group. So if you have multiple inboxes, you create a section group and then you drag it. You drag each section, release it on top of this, and then you can minimize collapse it and expand collapse. Expand these things air really, really useful once you have a big notebook with a lot of stuff in it. So then you just have a process where it's either a certain day, a week or just weekly. Friday is the day that I choose, and a lot of people like for doing this sort of organization or over the weekend. If you have time, then Saturday or Sunday afternoon are good times to do this. She go through, you process everything that's in each in box, and then you're good to go. And another thing I like to do is hard to organize. There's certain things that are just hard to organize. You have no idea where to put him. They're not important. They're not urgent. But you just want to hang on to it. Sometimes you think, well, eventually I'll have a learning project related to this, for one of the learning project is we'll be talking about that in, ah, the Volume two of my information organization course, which is the course that comes after this one. So remember, one note is really the primary place where you're storing any text and text with pictures, stuff from the Web or notes that you take yourself those air. The two main things that go into one note, and that's really going to be a lot of what you do, your research and what you do. Your synthesis is researching stuff online collecting that, and you don't want to just print it out or save it as an HTML file. You want it all in one place, easy to search in a format that's easy to print, that's Ah, that's another. These little things they add up. So you go into Google docks, you copy and paste a Web page into Google docks. The formatting is horrible. One note, and Microsoft, They figured it out. They figured out how to copy and paste stuff with all different types of formatting and make it look good. Make it so doesn't take up a lot of extra space, not a little extra white space. All these sorts of little things. One note is very good at, so that's why it's really the best single tool that you have in your toolbox because number one a lot of the research most of you are doing is from the Internet copying and pasting stuff from websites. So that's a big thing. Number one big thing Number two is any time you're taking notes on anything. One note is really, really strong at taking notes. So when you're taking notes and then when you're synthesizing notes, meaning you're putting together ideas from multiple sets of notes from different sources, one note is also very good for that. So your note taking your notes synthesis and you're researching from anything online that's text or photos within text. All of that. That's what one note is really good for, and that's a vast majority of what you're most of you are going to be doing So that's how you set up your inbox is in one note. One more thing I didn't include before is right here. We're talking about in boxes where you're get it. You're doing research, but there's a whole nother set. So let's create another notebook section, Okay? I don't know why that Okay, there's our notes. So let's pull that up. You drag and release it on this right here, and it'll go to the root level. So I'm going to create a new section and this is going to be notes. Okay, so this is any notes you take, you could do notes from books or conference notes, so there's different ways you can organize this stuff. One way is you can have conference x 2016. Then you can have sub pages for session one session two. All right, but sometimes you want more than that, and this isn't enough. So what you do is you create a section group just for conference notes. Then you create a section for conference. And really, the best way to do it is like that, because then you have the exact date, and you can keep them in order by the date. This is a really common organizational file naming folder naming strategy you want to pick up on because when you name stuff with this prefix, everything is going to be sorted by year than by month and by day. Okay, this is really, really powerful. Very few people I see actually use this, and it's really, really powerful. If you don't know how to organize something, your default is this. So where there is organizing photos, videos, whatever it is, that's your default. But Okay, so this is your inbox, and then you have specific notes for a conference. Now, what you can then do is you can you know Session one is on Facebook marketing, so you can then drag this page over to the final reference place where you keep everything related to marketing or everything related to social media or everything related a Facebook or everything related a Facebook marketing, depending on how deep your system goes, how much specialisation you want for that thing, That's how much you're gonna have. But you can do that. You can also copy it and paste it copy and paste it here and then dragged that page over to a different section outs in this section. All right, so if this what say this is your social media marketing section, Okay, Now, this is here, So you may you may want in both places, you may want a hyper link it. So you copy a hyper link, You keep it there. But now you also in your table. Okay, You have, uh, maybe have conference sessions, and you paste that. All right, so there's different ways, and this hyper linking stuff is really powerful. So just goes to show you, um, 2007 Where the world waas. So that's how you manage these inboxes. You want to have one for raw notes, And then, you know, depending on how much synthesis you're doing, you can have one section for new synthesis. Or you could even create a new section group. All right. Okay, so now we're developing a riel collection of in boxes here. So, new synthesis. We could call this, you know, Project one. Okay. Any synthesis related that or if you just want to put all your synthesis in one place. Ah, like current. So that's current stuff that you're working on right now for example, so try to keep this set of in boxes to the fewest that you can that's gonna cover all your needs. Your basic ones are notes, which is content you're creating yourself, and number two is content other people have created that you're copying and pasting from the Internet and synthesis. Uh, that's also content that you're creating. You're probably not gonna be that that's very hi attention to detail work that's very heavy in terms of thinking. You don't necessarily produce a lot, but you're thinking about a lot, and you're really boiling it down. So really, it's about content. Other people create content that you create intellectual property type of property and you'll learn about in the course that goes parallel to this course for organizing physical objects as opposed toe, uh, digital or symbolic objects or information, which is what this course is about. You'll find that there's two types of property there's intellectual property, and then there's real property, which is objects and then also land. But mostly what the courses about is managing your objects. So that's why term this your intellectual property because it's just a different type of property, so that's it for this video. Remember, stuff you're creating stuff other people are creating. You wanna have an inbox so you don't have to make a decision. When you find something new or you want to create something new, you have one exact place to put it. You know where to put it, and then on a weekly basis or sometimes a monthly basis. And if you don't have a ton of stuff coming in, you can even do it at on an as needed basis. But you're coming in here and you know Okay, I'm gonna give myself an hour, two hours, and I'm going to go through every single one of these in boxes. And I'm gonna keep doing that until all of them are empty. And that's the process you go through and then you know, for a fact everything is properly organized. So that's the batch processing that really improves your productivity. 4. Web Download Inboxes: Now let's talk about another important issue related to Web browsing, which is downloading files. So so far we've basically just talked about Web browsing. So you're on the Internet and you see some pictures and text. It's an article. It's whatever and you copy and paste that into one note, and that's great. That's what you should be doing. But the other question is, Well, what if there's a file here? What if it's a pdf? What if it's an audio file? What if it's a video file? What do you do with these on other sorts of documents? So where Documents, spreadsheets, all that sort of stuff. What do you do with it? Well, and how do you make sure that you have access to these across all your devices? All your computers? Well, the way you do it is you utilize your cloud drive, and I recommend Dropbox as the top, uh, cloud drive. And the reason why is because it gives you a terabyte for 10 bucks a month and which a lot of other services do. But what makes it better than the other services is that it uses a lot less memory. Eso won't slow down your computer as much, and it's also just much more mature technology. There's a lot of glitches and things that'll just there's no way I predict they would have him. But problems that just crop up with other services that I have experimented tried with because they just haven't It's not their core product. With Dropbox, that's all they do. All they do is is work on all day. How can we make a really efficient, really high quality thing with Google with Microsoft, with these other companies that are doing all these other sorts of stuff, and and there their cloud drive is just a side product. They're not putting the same level of effort into it and not the same level innovation. So Dropbox is really head of the pack, and it works really well. So I recommend using dropbox. But that's not the real point of this. The real point of it is, what do you actually do with these files most of you probably have on your on whatever hard drive has your operating system on it. You probably have some sort of dot uh, folder like my documents, and then you maybe have a my downloads and I know a Mac. It'll probably different. Um, I'm a PC guy, but the problem with this is that these files are backed up and you can't get them on your other computers. And, um oh, it's just in terms of speed. Your computer. It's smart to be using a solid state drive for your operating system and getting a one terabyte, two terabyte, three terabyte, solid state drive is still really expensive. So your best bet is to only put operating system files and program. Uh, when you install program files on this drive and don't put anything else on it, have a separate hard drive for all that other sort of stuff. So this just applies your laptop in your desktop computer. So, uh, we want to do is have a separate drive and then have all your cloud drives there. So whether it's Dropbox and I actually use ah, a bunch of different drives, I use Google drive primarily because I'm using a lot of my space and Dropbox I'll keep stuff in Google drive Some people, um, I've got shared folders with them, a Google drive, and also a big thing is I'm working on a project with a lot of Google docks. Then it makes sense to keep the files with the Google docks. But, uh, my main thing with Google drives it takes up a ton of memory. It can sometimes be using 708 100 um, megabytes, if not a gigabyte of memory, just to be running in the background. And that's a real issue. So I try toe. It uses less memory if you keep West stuff in the drive. So I try to minimize, and especially a lot of big, a lot of small files. It really doesn't handle those very well. Always said the time of recording this. So, uh, that's why I use Google Drive. And then I also use Mega, and the reason why I used that is because if I'm working with somebody new and we have to transfer large files, Mega has the largest amount of free space, and it actually works pretty well. Um, it's it doesn't really match up in terms of convenience or performance to Dropbox, but it does give 50 gigabytes free. So when you're working on a large project, your outsourcing something got a bunch of videos you need a transfer over Mega is really the best for that. So those are the choir drives I use. And, uh, another thing about Google drive is it doesn't sink nearly as fast. Uploading stuff doesn't go as fast. Downloading stuff takes longer to index files. Just it's just not as efficient. Um, So you wanna have these on a separate hard drive? And then you wanna have these installed on all your computers as well as your phone, your tablet? And then what you do is within Dropbox. You have a folder and we'll talk more about exactly where this folder will be located. But for right now, you can just assume it's gonna be right in your Dropbox folder. And this folder, which are really will make, uh, that the boxes. It's your current month folder, current month. And what's inside? It is all your downloads. That's one of the main purposes of this. So this folder is for computer one. We could say that's your desktop computer. Um, this could be your laptop. Maybe you have to work laptop in a home laptop, so Well, um, put that and then you have a phone and you have a tablet now, Any time. What you then do is you go into your brows whether it's Firefox, safari, chrome and you said it The default download location on each computer toe whatever folder. So on your desktop computer, that's your default location on your laptop computer. Laptop one is your default save location. And then what you do with the end of the month is you take these. You put him into a separate folder, which is your archive, and you create a folder for that month. So be 2016. 06 That would be June 2016. And then what you do is you have another folder in here called Skeleton, and I want to put brackets around it so it always rises to the top of the list of folders. And inside the skeleton folder, you have all these folders named the exact same way. But they're all empty. So you just copy and paste them back into here. And now you've got a fresh set of folders, and, uh and that's really all there is to it. So, um, again, we're going to get onto the computer and I'm gonna show you exactly what the's air supposed to look like. I'm even considering including with this course theatrics, You'il folder structure for you to use. You don't have to create it yourself going back and forth, looking at the video and then creating it. So this right here is just so I can explain to you how it all works. But all these files pdf MP threes and the fours. They're all gonna get download from the Internet, go into this folder, and then you're gonna have a cycle at the end of the week, every Friday, end of the month, or you do it over the weekend and you go through each one of these folders and you sort those into their final locations. And this whole process, this batch organization process, that's the course that comes after this. So this course is all about how do you set up these in boxes so that you always know exactly where stuff should go and ideal. You can automate it. Um, One other thing is, whenever you're taking pictures or photo or video or audio recording, uh, usually it's gonna be on your phone. Where do you put that? It's actually going to go in this same folder, But we're gonna talk about that in the next video 5. Web Download Inboxes [Screen Capture Walkthrough]: in this video, you're going to get a brief overview of the inbox system for your computer. I talked about this in the hand drawn video. So this is just to give you picture of what it actually looks like. And there will be a zip file either attached to this video or at the end of the course where you can download this exact folder structure and then just use it yourself. And the cool thing about this is you're gonna get all of these as empty folders. And so what you can do is reuse the's every single month. That's how it works is and we'll start at the top. So downloads. So you have various computers, you have a phone, maybe have a tab would and iPhone whatever. So you change these names to the names that you use for each computer. Anything that you download from Computer. One gets stored inside this folder, and it's empty right now. But what you do is you. This is a permanent location. So this folder, the location of it, is never going to change. What happens at the end of the month is you take all of the's and it's optional. Whether you want include large files or not, you may just want to keep apart thes here permanently. Um, but what you would do is you'd cut all of these and you go into your archive folder and you create one for this month. So let's say it's 2016 and it's July. Okay, so you go in there and then you just paste all these folders so you can see in your archive , you will have each month. You have 2016 07 for July 2016. 08 for August, etcetera. And then you'll have a collection of all this stuff. And this is this is your inbox for that month. So the next month you can. Then you would copy these and put them back, and you'd have a fresh, empty, empty ones. But remember, the files structure is going to stay the same. The file path is going to stay the same. So you go into chrome, you go into Firefox and you tell it any time you download a file, automatically put it in this folder. So what happens is automatically your stuff is all downloaded to the same place and let's say you're on your desktop computer. You can go into this folder and see all the files you downloaded on your laptop from that month. Same thing with your phone or your tablet. You can go in and see all the images that you took with your phone or the photos of the videos of the audio. So and the mobile notes here, this this is really just a placeholder. This is so that you have a a number that you can use and a label that you can use when you're in your email. So it's just Ah, it's just there is a place holder and you see, all of these here are as placeholders also, but we include these because this helps you remember what all your different types of paper sourced inputs are what sort of those in boxes are and so you can actually use thes numbers in your file cabinet. So the process is you download stuff wherever it is wherever your mobile audios go. And if you use a application like Dropbox, you can have them automatically upload to this exact folder. Um, so you really it takes a lot of the guesswork out of where is that file? Where does this file go? As much as possible. You want your downloads to be at the point where you're not even thinking about where they get download, they automatically go to the proper location. So what say you connect your DSLR to your computer or you take out the SD card and you want a load those onto the computer? You open up this folder and you would create a new folder. That would be that the date 2016 July. What? Say sixth. And then you would describe whatever it ISS so you could say a day at the beach and then inside here, you put all those files from the DSLR. And the great thing about this is because this entire folder is in the cloud. You automatically have all this stuff backed up for at least 30 days. At least if you're using dropbox for this, which is what I recommend you use for all of the's for this entire folder that we're looking at. All this should be in Dropbox, so it sinks between all your computers. You can get to it on your phone and everything is automatically backed up for 30 days after you delete it. So that gives you enough time to have a secondary backup system. Make sure everything is backed up, and most of the time anything you're using, you will have processed or done whatever you're going to do with it within 30 days. So you really do need to have a separate system just for backing everything up. That's not what this course is about. I will be putting out a separate course for that because I do have several systems for backing things up that you won't hear about almost anywhere else. And it's something that I have spent a lot of time looking at. So if you're you're interested in solving that problem, this really isn't the course for that. What I recommend is for most of you just getting a cloud drive with a terabyte of space that should solve most of your problems. Um, especially if you have Google drive as well as Dropbox. You have two terabytes of space. So once you have a lot of big videos or just have a huge collection of photos or lots of large files, you should be able to back up all your important stuff in the cloud. So that's it for this video. This is a really important, uh, inbox system for your computer. It's really the main inbox system, because at the end of the day, where do most your files come from? You're either downloading them from the Internet. You're taking pictures, audio video, screenshots on your phone and notes, or you're taking pictures and video from specialized cameras or printer or screenshots or screen video recording or webcam, and you're bringing those into the computer. So those who your three main sources and then down here you have your paper sources, which is physical only. So at the end of the day, there aren't that many different sources of information. This gives you a really elegant way to put everything in one place and do it month after month. So when you get to this point when you goto archive this at the you know 30th 31st day of the month, then this sits in your archive, and whenever you feel like going and doing your organization, you can organize everything for that month, and the reason why we do this is so that you can do things in batch mode. So at the end of the month, you can go and organize everything, and it prevents you from getting overwhelmed. If you've got several months of stuff toe organize, it can just become a mess. So that's why spending a little bit extra time to create thes systems ends up working out in your favor. And I'll give you a little sneak preview of how things work when you're transferring stuff over. So what say you finish organizing all the downloads from Computer one? All you do is add something like this done or done, and you mark the status like that. And then when you're done with everything and this is the archive, remember you mark the entire month done. So it's great because you don't need to use a spreadsheet or another external system to keep track of your progress, and ah, and so that's how it works. So this is really the most important inbox on your computer. The other really important One is your one note inbox, and we'll be talking about that very soon. 6. Email Inboxes: Now let's talk about email. This is one of the major places where people have a lot of information coming in, and they're not sure what to do with it. So what? Start out right here with your email inbox and I'm gonna use Gmail Esti example. Because that's the male that's used by the most people. And you should be able to adapt most if not all of this to whatever other email client or email provider that you use. So in Gmail, you have the in box right here. You have your labels down here thes. They're gonna be very important. And then you have your tabs up here, and what the tabs do is they automatically filter every email that you get into different categories. So stuff that's important goes here, and then you have promotions and updates and forums or discussions, and it usually breaks down of those four categories, and you have the search bar. One of the main issues with email is that the search is usually not nearly as good as what you're used to when you're using Google. So there are certain search operators you can use to sort stuff of fine stuff. But really, the question here is when you have all that stuff in your in box, what do you do with it? And the answer is two things. Number one is we have our life systems, which we talked about earlier. Okay. And this is the sort of thing where, uh I guess that before you have professional personal relationships, health and then you've got sub folders underneath each of thes. But let's just say, for example, you're going back and forth and you have some blood tests or blood work, and you want to get the results from that and you're waiting for emails. You're going back and forth. You've got a project with a few different emails and you want to keep on top of it all. Well, what you would do is you'd have some folder underneath here medical and then maybe a sub folder of that which was blood work. Then you tag or label every single one of those emails with this label. Okay, so that's one way of organizing your inbox, and that's pretty obvious. What makes it special is that most people in their email they put together two or three, maybe a dozen or two dozen ah, labels and it doesn't have any rhyme or reason to it. They just kind of had a need to use a label for something. A certain project started creating labels, and now they have a bunch of labels that maybe overlapping or they forget what the labels are. So this is really Volume two of this, the course that comes after this, this is the final filing location that you're putting stuff in. Okay, so that's and that's the traditional way people do it. So the different approach that we're gonna look at in this video is using the inboxes method. So you've already got these four in boxes and use your probably checking these at least once a day, maybe twice a day. So the question is, most of stuff in here is junk, and you don't need to save it or put it anywhere. You just maybe you'll take a look and click on it, Otherwise you're never gonna use it. The issue is really what's coming in right here. And the first thing is, what can you automate? You always want to ask yourself, What can I automate? So the great thing about email is you can automatically filter things by, uh, automation so you can filter by who it's from what's in the subject line. Words in the body. Uh, there's a lot of different things that you can filter by, but these are the ones that are gonna get you 99% of the way there. So all you need to know is, once you create labels, you can use this sort of information that's attached to each email toe automatically filter , uh, all of those emails into labels for you, so you don't even have to do that work yourself anymore, and that's extremely useful. So if you have work emails coming in, then you can filter those automatically into one of thes life systems categories or even sub categories. Maybe there's a certain person that works in a certain department of your company, and you want to label all of that stuff. What's your going back and forth with HR so you could put all of the emails that you interact with that person under HR and maybe one or two other HR people that you're interact with so you could automatically filter and categorize all of those things that any manual work. But the big innovation in this course is the in boxes. So what do those in boxes look like? Well, the reason I created this in the first place is because I had tried a lot of plug ins for Gmail, a lot of applications or extensions where it would remind you to follow up with somebody after certain amount of days if they hadn't responded, or just remind you to look at an email again. And so I was wondering, How can I get this to work on my phone? That was the biggest issue is I couldn't do this stuff on my phone, and I'd end up looking at emails on my phone and then not getting them into that reminder system. And it turned into a big mess, and I didn't want to just never use email on the phone. So I had to find another way. And the other way that I found was to create a reminder system using labels. And you can use labels, whether you're on the phone or whether you're on your on your smartphone, or if you're on the computer, you can use them anywhere. So the idea behind this is figuring out what interval You want to look at something. So the most common interval is every day, and what you do is you put as a prefix how many days are in between each time you're looking at something so 02 would be every other day. 03 would be twice a week. Seven would be weekly 14 b every two weeks. Okay. And you can go up the way to 30 days, 60 days, 90 days 180 you know, so quarter we semi annually 3 60 once a year. Okay. And so what you do is whenever you get an email in your inbox instead of just thinking Oh, well, I need to take action on this email, so leave it in my inbox instead, you put it in here under every day and you on Lee, put the things that you actually have to look at every single day. If you don't have to look at it every single day, then you put it in here. You put in here and you put in here. So now you're wondering. Ok, well, we have these labels, but how am I gonna remember, Toe? Look at those. Well, that's the second step in the process. The second step in the process is that you create bookmarks and bookmark folders that allow you to, uh, open up all of these, uh, and view all the emails that air under each one of these labels all at once. And this is something that really is better shown digital we than drawing it on a piece of paper. So I'm explaining it here, and I'm in insert a separate video for you right after this video That's gonna either show you screenshots or actually showing me going through my email and showing you how to set this up and how it works. But basically how it works is your Ah, your Web browser has an address bar, and underneath you can enable it so that you have bookmarks going all across here and you don't just have to do bookmarks. You can also do bookmark folders and a bookmark folder when you quick on it will have a drop down menu and there'll be a bunch of bookmarks inside it. And so what you can do is you can right click on that folder, and it's going to give you the option toe open all these bookmarks, either in the same window or in a new window. And so what that allows you to do is set up a folder that you look at every day, right in the morning so that folder would contain this and then you have folders for Monday , Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday. And so you just get in a routine of whenever you get on the computer. The first thing you do when you open up your browser is you open the folder for that day, and that's all you need to do to keep on top of all this stuff. And you can be adding these labels while you're on the phone and keep your inbox consistently at Inbox zero and still make sure you're keeping on top of everything. One of the great things about doing this is that when you just leave a big mess in your inbox, there's some things that you want to check on every day, some every other day, some twice a week, some once a week, some, you know, just every once in a while. And so all of these air jumbled up each one of these. It is at a different, uh, time frequency. And so this can get really overwhelming. Because every time you look at this in box, you have to go through every single email and think to yourself. Okay, When do I Is this something I need to do now or later? When did I last look at this and you end up looking at stuff over and over again, not doing something. And there's just a lot of friction while waste of time here. So the better way to do it is to use this sort of system where you're labeling things, and there's actually some really just two really important, uh, keyboard shortcuts. So the 1st 1 Here's your keyboard shortcuts. The 1st 1 is E and E Archives and email and Gmail. The other one is L L labels on email. So if you've selected it in the check box, that's to the left of each email. Um, and you can select multiple ones. You hold down, shift you quick here, and then you quit here and will select all three of them, just like with files and folders on computer, but with labels you can label multiple things at the same time. But it's also really easy if you're already if you're not in the inbox page anymore. But you're on the page of the actual email. You're reading the subject line, who it's from, and then the body of the email. All you have to do is press L. An immediate. We pull up a box, a pop up box that shows you all your labels, and if you start typing, it will start filling in text in the search box. So you have to do is type in 03 or 07 and that'll instantly show up or you. You start typing in every day or every other day, and you'll start seeing those labels show up so you can actually get really quick at doing this whole process. You label it, then you press E to archive it, and you can go on to the next email. So it's really powerful. System does not require any plug ins. You should be able to use this in most email programs, and it's something that will stand the test of time. You don't have to worry about applications or extensions or plug ins, changing or not working anymore. When you upgraded your operating system or change computers or whatever, this will always work. Work on your laptop, your desktop, your tablet, your phone, um, so hold tight. And in the next video, we'll be on the computer and I'll show you an actual example of how this works. 7. Photo, Video and Audio Inboxes: Another big question is, what do you do with all the photos and video and audio recordings that you make each month ? Where did those go? Well, the answer is they're going to go in that same system we were looking at earlier where you're using Dropbox toe hold all that stuff. And the idea behind it is that no matter what computer you're on, no matter what device you're on, you can access any of those things anywhere. So if you were doing some research on your iPhone and you download something well, you can download a pdf from your iPhone to Dropbox. That's one of the cool things about how the iPhone works is if you have the dropbox app installed, you can save stuff to Dropbox now on Android. That should work. It might be a slightly different process for the iPhone. For example, you have to be in safari to be able to save something to Dropbox. It doesn't work in chrome that could change in the future, but what I do is once I find the PdF, I'll just copy the link pasted into safari and then download it that way, and it's pretty rare that I'm I need to download a pdf while I'm on my phone. So, uh, for the most part, I'm not doing that. The other really, really important thing is how do you save stuff when you're on your phone? So we're gonna in this video talk about how do you deal with all the sort of information that your collecting that's on your phone because those are all digital inputs that we have to get into in boxes. So number one we talked about photos, um, videos, audios, and there's actually one other that is usually stored with photos. But it's screenshots, and this is something that's really useful to use when you're doing research online on your phone and you see something that you want to save, its very cumbersome to save it or to print it from your phone, especially when you're on the go. The fastest way to capture it is just with a screenshot, so when you do is you have all of the's videos and audio set up so that dropbox automatic we uploads them to the cloud, and it uploads them toe, actually a specific folder that same folder were talking about earlier the current month folder and inside there you have folders for all your iPhone pictures, all your iPhone videos, and you can only upload everything to one folder. So, um, and actually, it sets it doesn't let you choose where it up loans them to please. Not right now. It automatically puts them in the root dropbox folder in a folder called Camera Uploads. So at the end of the month, what you do is you put a reminder into your Google calendar, and at the end of the month, you have little reminder, or at the beginning of the next month, you have a little reminder that repeats every month that reminds you. Okay, Go, uh, move all this stuff and they move everything to the archive. And we already did that in the previous video. I showed you what that archive looks like and will probably seem, or if that later, in the course. So all all this stuff gets upload to camera uploads. And then at the end of the month, you put it into these folders. Um, and that's where you can then go through and organizing in process it all. You also have audio's, uh, the application that I use is called Drop box, and it allows you to upload all your recordings automatically to any folder you want within Dropbox. So you have a folder called Audio Recordings, and that's where all your audio recordings go so you can see how we're already getting into the habit of putting everything in one place and having it sink toe all the computers. You can access this stuff anywhere no matter what device you're on. So we've got audio. We've got photos screenshot video. The last thing is text. And on the iPhone there's a notes app that works really well and you set it up so that it sinks with Gmail. And what happens is all your notes get turned into emails and they get labeled notes and just go into your label. You click on notes and all of your stuff gets sink there. And then when you do eat those emails when you're done, uh, transferring them, which we'll talk about later, Uh, and actually that that will be in the other course. Also, because this is technically, that's an inbox. So this is the inbox for all your text notes to yourself. and then in the next course will talk about how those get transferred over toe, one note or two on ideas bank. We'll get more into that later. Eso That's the question. The question is, how do you get stuff off your phone and you might have something else in your browser. You might have something where you could say add to pocket Pocket is a really popular service for saving stuff to read later. Um, so that's another option. But whatever you do think about is this adding another inbox that I'm gonna have toe set up separately. So with pocket now you have to go online, go toe a certain web page, and you have to go through a look at all that stuff and then process that inbox. Um, I'm not going to be covering pocket or anything else like that because, uh, as much as possible, I'm looking for the simplest possible solution. Uh, when you add more complexity, what happens is that you end up not following through and consistently using the system, and you're also relying on something that another company controls that can change or go out of business at a time. We all saw Ah, a couple years ago. How Google Reader, They just shut it down. And there were just, you know, a few months toe. Prepare for that. Uh, that's the sort of thing where you want to eliminate your dependency on those things unless they're going to give you a big edge, a big advantage and try to keep your focus on this few amount of different services. Different types of in boxes as possible. Now, if you didn't want to use inbox, it's is easy. I I mean pocket. It's a Z Z is setting a bookmark in one of your one of your daily folder, So could be every day. It could be Every Friday. You look at all your pockets stuff and you process it every Friday. Friday is the day that I use for organization Gabbert getting everything put in its proper place. And it's a great thing to do on Friday because then it gives you that peace of mind over the weekend where if you don't touch anything for two days, you come back, you're gonna forget where you put stuff if you left a mess for yourself. But if you put everything away and it's all good for the weekend. Then you can come back on Monday morning and everything's gonna be where it's supposed to be. You're not have to worry about shuffling through things to find what you're looking for. So this is the process for getting stuff off of your phone and handling all that stuff, whether it's audio, video pictures, screenshots text notes, that you leave for yourself. All of those things can be put into one of these two types of in boxes, which were already using for other purposes. So this is these air file folder in boxes. This is Gmail inboxes, and the other main one that we've talked about that's digital is one note. So you really want to minimize and keep his few inboxes as possible on its few different platforms as possible. That's the name of the game is trying to keep it minimalists because you're already looking at a lot of different stuff here, so there's no reason, um, to do additional. On top of that and even something like this. You don't have to use a separate note taking application. You can just send an email to yourself or you can have a thread of emails where you just respond to yourself. Anytime you have a new note, you just add it to that email chain. So it really doesn't have to be that complicated. Look for those simple solutions where without installing anything extra and extra, plug in extension something that only work on your computer but not on your phone or vice versa. Look for something that's gonna work everywhere, mature software and then use it everywhere and then use the same system, so be consistent about it. So that's it for this video, and I'll see in the next one. 8. Random Idea Inboxes: this video, we're gonna talk about random ideas. When you get those sparks of inspiration, what do you do with them? So the first thing is, you probably have a phone on you, So if you have a phone on you, just turn that into a note and that will get sinks to your email, okay? Or you just write in emails to yourself. What if you're waking up and you have a dream you don't want to write? It are your It's late at night or you don't feel like it. Okay, that's where an audio recording. A lot of writers, a lot of people that screenwriters people, coming up with a lot of creative ideas, what they do, people that dictate letters that was more back in the day. But, uh, they would use an audio recorder and make memos or just collect ideas and then transcribe them later on. Now I have to warn you about transcribing. A lot of people love this idea of audio recording because it seems so easy. But the truth is, if you're recording these audio's, it's not that easy to turn that reliably into text. There are things like Dragon naturally, speaking more and more applications coming out every day, some of them free, even Google docks has a way where you can dictate. Um and I'm not I don't think that works on the phone right now, but I could be wrong, and it probably will in the future. But it definitely works on your computer if you've got a webcam or you've got a headset. But the point is for you to transcribe audio for every minute of audio. You're gonna spend at least 45 minutes transcribing that audio, and it's not fun to do most of the time. So, uh, it's it's usually more efficient to just write text it out or type it out at the beginning rather than make an audio recording than transcribing Now. As I said, if you're on the computer on your phone, you have Dragon, naturally speaking or some other app were even using something like Siri or whatever is built into your phone. Then you can have that application do the transcribing for you, but a lot of times, those little ideas you get, there's going to be a piece of vocabulary that those automated tools don't understand. So, like somebody tells you the title of a movie or a musical artist and you want to write that down or a location, those sort of little snippets, those little specific things that you need to remember or you're at an event and you want to remember people's names. See right down, uh, their names in your phones. You can remember them for later. All those sort of things are not good for automation because they use really specific vocabulary, specific spelling. And you want to mess up that spelling, Um, and also, when you're around other people, it's not as convenient to start talking into your phone. And it can sort of interrupt conversations. So as much as possible, write stuff down and don't use audio recordings cause they're just not as efficient. Another major thing you can do is use a mole skin or other bound notebook, and I've been using these for a long, long time, and this is what you have Here is just another inbox where each page is another note. It's really no different than your notes label within Gmail is. Each page is like a different note, and Dan, at the end of the month or the end of the week. You go through all these and then you scan them into the computer or whatever you're gonna do. You could also take notes in a digital way. If you have, like an iPad or some sort of tablet, especially if you have a stylist, you could do this. And there's software now one. No, definitely does that. I'm pretty sure Evernote does. It also is you can write cursive or you can write with your hand writing and it'll turn it into text in tow. Um, like an actual font on the computer. So, uh, that stuff is just getting better and better every single year. But the caution to this is now your creating another inbox that you're gonna have to manage . And anything that's analog, especially if it's bound like this, is probably going to be harder to manage because you can't search the text there in whether it's ever Notre. One. Note. There are ways where you they can do optical character recognition or OCR on the hand writing and turned it into tax to allow you to search it. Uh, that also doesn't work great. And I don't think it's ever gonna be really, really great because people's I mean, yeah, eventually will be. But for the next five years, I've been seeing them make very slow but steady progress on the stuff every single year for over a decade. It's been something that's every years getting slightly better, slightly better. Ah, same thing with these programs that turn human speech into text. They're still not really great, but they are good. So if it's something that especially if you have good handwriting, I mean you can tell I don't have great handwriting. So having a computer be able to figure out what I'm writing here, it's pretty tough. Um, so that's what you do when you have random ideas and, for example, on in a mole skin, you can have different pages that store different ideas. So, uh, we'll talk about an ideas bank in the next course, but basically any time you have a random idea, you could just put it in here. And if you have specific projects where you want, where you're constantly thinking of new ideas for that project, let's see, have a new marketing plan. Any time you get a new idea, you enter it on that page. One of the things that can get tricky about thes mole skins or any bound notebook is that you have 50 to 100 pages, and it's not always easy to remember where you put something later on. So the way these ultimately work on this is part of what's sort of special about mole skins is that they go through a slightly different process for organization. Um, first, you write and and you usually want to use something like this for a month. Two months. But give it a set, uh, sort of time. And then at the end of that month or the end of those two months, you remove all those pages. You scan them in with your printer with an auto feed scanner, which is called a D. F. If you're looking at the specs of a printer and most printers good, you know, medium toe high end consumer printers can do 30 to 50 sheets, which is an entire mole skin all once, and I have this with my printer, and it works great. So, um, so you feed it in, you scan all the pages, and if you're smart you get a printer that has dual sided scanning, so you don't have to flip everything old over and scan it twice. So you scan everything in, and then you have images inside a folder, and what you do is you keep in archive. You keep a copy of them the way they are, so that if let's say you want toe, you're looking for something you know was from a certain month. But you can find the page, then you can go inside here and see the full ah version of them. The other thing you do is you organize thes into your final reference locations. So that's your learning projects. That's your life systems. Remember, professional personal relationships, health, okay. And all the sub folders and sub sub folders, etcetera. Within that, uh, that's where you gonna be filing all your stuff. And sometimes you might even want to print thes outs. You have a paper copy of it and then also put, uh, keep these, you know, archive those away in a physical location. Um, we'll talk about this more cause this all falls under information, which is part of the life systems organization system that we're gonna be talking about in the next course. So if you're wondering, Okay, where does all this stuff go? Ultimately, that's where it goes and you'll see all that. I even have a spreadsheet where I show you specifically each type of this information, all the stuff we've been going through in this video and the other videos you see in the spreadsheet. Okay, This type of information, it goes into this folder. This is the name of the folder. And, uh and so if this is mostly to get, get into your head the concepts and the ideas and walk you through the thinking behind the system because that's just a Zim Porton, as the system itself is understanding, why is it set up this way? Because I've tried a bunch of different things. I've tried a bunch of other people systems, tried and failed and adapted and combined the best ideas from other people systems and tried them out. See what worked, what didn't. And this is the final result of all that. So, as I'm going through this, I really want you to be getting the ideas behind everything. OK? We've got a pipeline right here and it's set up on a monthly schedule, and you should be starting to notice how all of this stuff is set up so that it's going into an inbox. And then at the end of the week at the end of the month, you can go into that inbox batch sort everything, and then you're good for the next month. That's that's the goal. So everything we're looking at, and if you've got something that I don't cover here in this course, first of all, send me a message so I can learn from use, learn how you use it and all and possibly may suggestions. If you're looking for suggestions or potentially add it as an extra to the course, but always be thinking about with anything that you want to be part of your system, how is it gonna work within the existing workflow so that Weekly and that monthly schedule how is he gonna work within that? So everything gets done properly? So that's it for this video. And ah, this is really this is the final chapter of this of this section. So throughout this whole section, what we've been doing is going over the different types of digital inputs, the different types of information that's not printed on a piece of paper. And really, to a certain extent, this isn't even digital inputs. This is stuff that's coming out of your brain. This is sort of unconscious ideas that sort of bubble up or dreams you have or sudden moment, eureka moments, Um, where you want to write that down. It's not really necessarily a digital input. It's something that's coming from your mind. That just kind of pops up or you make a connection. You're in the shower or whatever, and you need to write it down immediately. You need to capture those ideas. 9. Introduction: in this section, we're going to talk about how to organize your physical information. That means anything that's printed on paper or anything that's on physical media. Meaning a CD, DVD, Ah, blue ray disk. You could even throw in a USB drive or a hard drive or something else like that in a solid state drive, even a VHS, Um, but for most of it, we're just talking about CDs, DVDs, blue rays and then books and other sort of printed stuff. So this section is gonna go over the different types of physical information you're gonna have, and we group them into different categories based on where they go. So one of the major ones the 1st 1 will talk about is newspapers and magazines. The's air large format. These are things that you read separately, and they come on a set schedule. The next one, we're gonna look at his mail so male comes in envelopes and technical. You could call magazines part of male and even newspapers, but because they have such a different purpose, and they're easy to distinguish based on physical features without looking at the contents of it. That's why we put them in a separate place. So if you're thinking about what is the philosophy behind this whole organization system, the philosophy is making very quick decisions to get something unknown or something new and instantly be able to decide where does this go, and then you can process it later on. So those are the first to kinds of things. You have envelopes, you have postcards. And then you have fliers, other sorts of marketing stuff, anything that's relatively flat, and you wouldn't consider a package that comes in any sort of box. So anything that comes in a box that's a larger package that's going to be covered in the other course, which is about organizing your objects, organizing all your physical objects. Not technically a piece of paper. A piece of mail on envelope, a DVD or CD is an object. The reason why I'm covering them in this course is because for your information system to work properly, you need to have a very easy process for transferring stuff from digital to physical, back and forth in terms of information. So with three D printers coming, yes, now it's becoming starting to become a thing where you can store physical objects digitally and back and forth, but still a very nascent stage. So that really isn't a factor for physical objects. It's just a factor for information and physical manifestations of information. So the third grouping these things, uh, and all number each of these because we'll be coming back to this later is, uh, printed information, anything that is either about to go into the computer or has just come out of the computer . So that's, um, printed loose leaf, um, mole skin or notebook that's bound that would need to be de bound de bind it before it's input into the computer. Four is anything that comes from either a store or the library. So this is stuff that I was talking about before books and then disks. And then five is miscellaneous stuff, so post its receipts, user manuals, packing slips. We'll get more into that later, but that's five. And then six is your working files, and these two tend to be really good toe have in your your desk. So if you have a desk with drawers in it, the's air things that were good for desk and then these air, good for a file cabinet. So your standard four drawer filing cabinet. So, um, file cabinet. So we'll be talking about more of these in the next videos of this section. 10. Mail, Newspapers and Magazines: in this video, we're gonna talk about male newspapers and magazines, and you can include under magazines, also brochures and other stuff like that where it's larger format. It's not a book, and it's usually glossy paper, all that sort of stuff newsletters. So anything that's like that and these are things that are coming at you every day or almost every day on a daily basis. So it's really important to have a system for this because if you don't, then stuff just piles up. You forget to take care of things, and things does. Don't get done. Stuff falls through the cracks. So this is something consistently where you know, every single day you're getting bombarded with new information. Driss through your physical mail, and you can also think about we previously talked about email and translating those same systems into your physical mail. So the exact same systems that we used for four email we can also use for physical mail and the reason why that's so important is because if you're using the same system for both things, then it's going to make it a lot easier toe, learn the system and use the system because you're not having to learn to new systems, you're learning one system, and then you're using it over and over and over again. So let's get into it. So the first thing to knock off is the newspapers and the magazines. And the way you want to set this up is in your first drawer. And when we're talking about drawers were talking about file cabinet drawers. So this is your four drawer file cabinet, and this is drawer number one of four drawers. Have a spot for the label right here. And then you have your handle. So some drawers come with, uh, a system of rails where you can just directly put your hanging folders inside and a hanging folder a hanging folder. Looks like this. Usually it's a shade of dark green, and it has this rail, this metal thin metal rail, two of them through the top, so that it can hang on this part right here. So these things are really valuable, and what you do for your newspapers and magazines is you drop an empty hanging folder right here in this compartment. You stack up all your magazines so all your magazines just get stacked up here. And then your newspapers get stacked up right here, and you're gonna have the perfect amount of room. Uh, as long as you have a regular depth of file cabinets and they're all slightly different, but you should have just enough room to store a full stack of newspaper just folded in half and ah, full stack of magazines, and that makes it very easy to know exactly where to put stuff and then where to get it later on. And for some of you, you might have a system where you have a coffee table or you have a kitchen table and multiple people in your home are reading that magazine or that newspaper. And so you leave it on there and then after a certain period of time, maybe at the end of the month or at the end of the week or at the end of the day, let's just say you have your kitchen table or you have a coffee table and you have your newspaper and your magazines. Maybe you have to newspapers. Maybe you clear these out at the end of the day, where you may be leaving there for two days and then the magazines, maybe a week for the month. And then at the end of the month, you get rid of all the newspapers. I mean all the magazines. So there's no real difference between something like this and something like this, because at the end of the day, it's just a physical place to store an object. Remember this this whole section of the course where we're talking about storing physical manifestations of information. This was originally supposed to be part of the other course, but I'm including it here because it's so important to understand how to keep your information organized physically and digitally using the same systems. So that's why I'm explaining all this stuff here. So it really makes no difference whether you're using a file cabinet or, um, something like this. Whether it's kitchen table coffee or something else, just make sure that you have a standard process, and then what do you do when you get rid of them? So, um, this is another major part of the, uh the organization or input system is that you have a way to easily throw things away, an easy way to recycle and then You also might want a shredder. Okay, so on. And then, obviously this would get recycled. So when you're bringing in your mail, uh, and all this other stuff or your recycling it at the end of the day, what say, Or the end of the month? You could do that. Or maybe you like toe. Maybe you recycle your newspapers, but you like to keep your magazine so you would have a drawer like this where you would be keeping those magazines or you would put them in a box. Remember, a drawer like this is just a box, and really, when it comes down to it and you'll learn more about this in the other course on organizing objects, everything really just comes down to being a container of of a certain size, whether it's your home or your car or your briefcase or your backpack or your luggage or your file cabinet or a box or a desk. It's a container, and usually it's in the shape of a box of one you know, set of dimensions or another. Your bookshelf, your office. It's a box or it's a combination of boxes. And so the way to think about all this stuff, is it? The way I'm explaining it in this course is with a file cabinet. But you can switch up the container, and even this that just seems like, well, a table is just a flat plane. It's not a box will. In reality, it's a cylinder, okay? And it just doesn't have sides. So these take up vertical space. So might be a very might be very shallow cylinder. But that's what the container is. You can only go up to the ceiling, so there's really only a certain amount of total space, even if you wanted to stack a ton of stuff on top of that table. So whatever way you want to slice it, whatever way you want to do it. Ultimately it comes down to containers, understanding containers and understanding how to organize things within containers. So when you're bringing your newspapers and magazines, this is where they go, or this is where they go and then also think about certain things. Maybe you immediately want to recite, quit or immediately want to shred it. Maybe you wanna have a location for stuff that you're going to shred later on, so Maybe you have another place just for things that are going toe later. Be shredded and do all your shredding at once. Okay, so these are things that are optional, but this is a container right here. This is a container right here. So just because you think of it as, oh, that's the trash bag of the trash bin or that's the Recycle bin. It's really just another container. So part of this course is getting you to think in a different way about organization. Stop thinking about things in terms of, well, this is a unique thing, and this is a unique thing. They're just different types of containers, and one thing that if you haven't gone to the container store before and you have one in your area, your country, then go there and you'll get such a appreciation for the different types of containers that exist. So that's newspapers and magazines. Male is the next category. The simplest way that, uh, people handle mail is just handle it the exact same way. It's. Newspapers and magazines just have a different container for it. Some people on the wall they'll have a little inbox. Um, maybe your husband and your husband or your wife. So you split them up and you have two different inboxes or you have roommates. And you have, um, you split things up where each person has their own mailbox or everything goes on the kitchen table, and each person's stuff gets put in a different stack. Okay, so there's a lot of different. Or maybe it's just all jumbled up in one pile. So whatever way you're doing it right now, the other thing that I want you to get is that you already have a system. You may not think of it as a system, but you already have a system. So if your system is put it on the, um I mean, really, you're your system starts with your mailbox. Okay, so that's your first container and the post office. Ah, person puts it inside the box. And then at some point, you bring it inside and you put it in the pile, and then maybe at a certain time, each day after work, whatever you go into that pile and you take out anything that's yours, and then maybe you handle it right there. You throw a bunch of it away, and then you keep a few things that you need to deal with, so that could be your system. Right now, the question is, how can you make that a better system? So maybe you take stuff from here, and now we just need to get to the next drawer. Okay, So this next drawer and we see, uh, I don't think we really need to get a new piece of paper for this because all you're doing is this is gonna be your mail, okay? And you have basically three types of things for male. You have envelopes, you have post cards and you have fliers, loose leaf stuff. And, uh and so all you do is you have three. You have three different hang folders for these three different types of things. Okay, 12 three, and then you just dump it in there, and then you can process it now, or you can process it later. Or you could just keep everything in one hanging folder or you could not even use hanging folders. You could just dump it in the drawer and then deal with it later. So there's different ways of doing this and also what's now go back to the email system. So the email system has your primary inbox, which is basically your pile. And if you have, if you have Gmail, it automatically separates things into four different groups. So, uh, that would be the primary. The way Gmail does it is they have your primary of personal personal interest people, you know, two is updates. Uh, social media is another one, and then for is discussions. So forms. That's how they separate it out. It doesn't really, but that's based on the content or the sender. And that's not how you want to organize things when you're doing it by hand, or even digitally. The way want to organize it is by the format of whatever it ISS. So by the file format, by the size of it, by the shape of it, something that you can make in an instant an instant decision based on that. So what we can take from the Gmail system is the having separate in boxes to refresh yourself. So the way we had it in the computer was based on a bookmark system where on a certain day , the week you look at those things. So the way you do that here is you have a different color for each day of the week. And the way that works is Monday is red. Tuesday's orange Wednesday is yellow, just the color spectrum Thursday, and you can see here. There's also a letter system for each day of the week, and either in this course or other courses, you'll see how that's used in different ways. Green is Thursday, Friday is blue, Saturday is purple, and Sunday is black. Why gray, um, or pink? So, uh, there really isn't a seven an easy way to incorporate the seventh color so you can use any of those colors depending on what makes sense. Sometimes for certain things is really hard to find. A color or color just doesn't make sense. Like certain situations White just won't make sense is a color. Other times black just won't be an option. Um, sometimes gray won't be an option, so pink is what you use if it has to be a color, Um, otherwise, you use either black, white or gray or a combination of those. So that's how the colors work. For the seven days of the week. And so what you do is you have a hanging folder that's each one of these colors. And then what you do is within each one of those hanging folders, you have those files. I mean, those manila folders that say, Okay, this is every day you look at this every day, that's a one 02 is every other day, uh, etcetera, etcetera. And so you check those so you'll see how to set this whole system up. When I do the digital screen capture on the computer. Some of these also don't work in the same way because it's really a tag based system. So, uh, you can What's often easier is to just have these seven hanging folders. And then if it's, um, if it's Monday, then you're gonna look at uh, and you want to check up on something in two days, you would put it into the Wednesday folder. So it's Monday. Your, uh, you throw everything in the red folder and then I mean in the in box, and then anything that you want to look at next Monday, you would put in the Monday folder anything you want to look at. in two days. On Wednesday, you would put in yellow Anything you want to look at tomorrow would go on Tuesday, so it gives you a way to check up on things in a few days. Ideally, you don't want to be using this a lot. You want to take it out and then you want to file it away and give yourself it. Put it on your to do list. Put it inside your calendar and handle it that way. But if you do want to use the same system for or a very similar system for your email as well as your physical mail, this is how you would do it. And you'll learn more about that system in the video that I do on about how to organize your inbox, your email inbox with Gmail. 11. Printed Files and Files to Scan: So at this point, we've covered the 1st 2 drawers in our file cabinet, and they both relate to stuff that's incoming. Every day you've got your magazines and newspapers, and then you've got your mail. So what's here? This is stuff that you print out and also stuff that needs to go into the computer or has just come out of the computer. See, the way you can think about is your in and out interface with your computer. There's a withdrawal little laptop. Um, of course, you can now print stuff off of, Ah, an iPhone or an android phone and, uh, and also tablets. I pads, etcetera. So, really, anything that's come out of any of basically come out of the printer or is going to go into the printer or into a scanner, which is usually they're both combined into one device. So what actually goes inside here? Number one is stuff that you print out, and this is a really important point when you print something out. There's a certain way toe organize files properly, so we're going to talk about that here. The first thing is, any time you print something out, that's one page could be multiple pages. The first thing you're going to do is take a piece of tape and you're gonna attach it to this front piece. They'll come out like this, so that's the full length of tape. And then you fold this underneath so that it creates a tab. And what that tab does is it tells you this is a distinct documents. So when you have multiple documents stacked on top of each other and this one's three pages , this one's five pages and they're all stacked on top of each other. Each one has its own tab, so it's very easy to see in a stack of paper. Okay, how Maney documents are here. Another thing you can do is, and usually what you'll do is, let's say you have three documents here. You have three tabs and then you'll put this all inside a manila folder. Okay, and you know what those are. But sometimes you wanna have multiple bundles. We'll call this a bundle, so usually your enough a folder and you have one bundle inside it. Eso there's no reason to do anything more, but let's say you want to have two of these bundles. You have two sets of three documents and you want to keep those two sets differentiated. Well, what you do in that case is you take an 8.5 by 11 piece of paper, you fold it in half, okay? And then you put the bundle inside here. So now that half piece of paper basically wraps around the bundle, okay? And that keeps it separate, so you can have distinct bundles and then you can write, you know, bundle a and then on top of the other one bundle B and you can describe what's in that bundle what the purpose of it is. And then this folder. You also describe that folder, So when you're printing stuff out, you always want to do this. But sometimes you want to also take these other steps. And any time you're full, you're filing something into long term storage, which is going to be in the course that comes after this, which is all about filing stuff, permanently labeling it all that sort of stuff. Uh, you can you can do some of the heavy lifting here, or you can do it when you're batch processing. So Sometimes you'll just put, um, a document like this, not in a folder just mail folder just directly into a hanging folder. And that's what you used to organize everything in here. So inside this drawer, you just have a bunch of hanging folders, and you go chronologically. So, uh, and you also separate it. So stuff that you're gonna input into the computer at some point it goes in the back and then stuff that you've output it or output from the computer things that you just print it out. Those go in this half, and what I like to do to separate halves is either you can use. Sometimes they'll be a metal thing that you can push forward. Other times, I'll just use a colored hanging folder, So usually the cheap hanging folders of the regular ones will be that dark green color, and then you compay mawr and get specific colors, so usually use a red one and use that to separate multiple major sections of a drawer, kind of make it to smaller containers within the one container. So within here you have hanging folders and you just leave a bunch of hanging folders just hanging out here, you know, maybe a dozen or two dozen of them anytime you print something out and you're not immediately going to read it immediately going to use it. Don't leave it sitting on your desk. Don't leave it somewhere where it's just wait. Any flat surface, you can put a pile of paper on it. Don't do that. So instead, put it in here. Now, sometimes you have something that needs to be filed again. So you took it out, and now it needs to go back into its location. You have a whole stack of stuff that you took out. It needs to be refiled. That also goes in here. So this is acts as a general inbox for anything that needs to be filed into your permanent filing system. And it it's it's it's made up of two things one things that you've been you've printed out and they need to be filed for the first time. And to is stuff that needs to be refiled. So it was all already filed now, and he's to be refiled now. This isn't This isn't a place to store things that you're still working on day in day out or you want quick access to We have a separate drawer for that. That will talk about later. But that's really all there is to it. You have a bunch of those your standard dark green hanging folders, and you always hang with the label up and with the with With folders like this, you always put it so that the tab is in the back. Okay, not this way. You don't Don't put it in like this. That's the wrong way. So that's really all there is to it. And, ah, you know, with bound books or mole skins, Um, any sort of notebook loose leaf paper that needs to go into the computer you can put in here. There is a little bit of a gray area here sometimes, and it really it's up to you. Really. What it comes down to is how important is it to back up this information? Have a backup of it. So one option is whenever you write something down on just made half by a piece of paper, whether it's plain or whether it's lined, you can either put in here or you could say, I want to directly file this into that Learning Project folder. So you conduce either one. If you want to digitize at first and then print it back out and file it, you can do that. Also, Um, generally, what I'll do is digitize at first, and then I only prints stuff out when I'm printing out everything related to a certain learning project. So I'll go through all the different places where I'm storing stuff, whether it's email, whether it's one note or whether it's physical files like pdf files or images that were scanned in. I'll print all of those out at once, and then I'll, that's all my raw data. Oh, my raw information. I read that annotated all and then go through the process of note taking, outlining and then synthesize all of that. And then that synthesis, that final synthesis that gets digitized. That's what's used for spaced repetition or as a foundation or foothold for the next level of learning in that subject. So that's how all this works. If you don't feel the need to back this up, you can just file it away, and we'll talk more about how that gets to the permanent filing system in the course that comes after this. So the end of the day, you can really just think about this as printer. It's either going to the printer or it's coming from the printer going to the printer to get scanned, going from coming from the printer to get filed away. That's drawer number three. 12. Books and Discs: Now let's talk about drawer for we have newspapers and mags. We have mail of input output to and from your printers, A scanner. Now what's down here down here is anything that is, is not a standard piece of paper or something that's relatively flat. What that means is books and disks, which you know technically, our in boxes, those air what and also magazines. To the extent that you're buying, um, you're buying magazines at a bookstore, and these really come from two sources. Either you're getting them from the library or you're getting them from the bookstore or you're getting them in the mail through Amazon or something else. And really, when you're getting these, usually they're in a box. And so anything that comes in the mail that's in a box is automatically gonna be processed to using your other system, which is, uh, the companion to this course or the on a parallel track. It's not the course that comes after this course. It's the parallel course that deals with how you create physical in boxes for all the objects. So, like your groceries, anything that you buy at a store, any packages that come in the mail. All of those sort of things are going to be handled by your physical organization system. Now, where this comes into play is once you unwrap that box, once you open that package, then the question is, Well, how do you sort those objects will Anything that's a type of media, basically a type of information that then goes into this drawer right here. So let's draw the drawer. And really, this is simple. It's just you're stacking up the magazines in the back. Um, and really, you really the magazines don't go in here because those should really be going here. Um, you don't wanna have stuff into two in to several places, so really, you're just talking about your books and then your discs and you could have three different stacks like that. Now for me personally, I try to avoid, um, physical books, physical disks when possible. So this is a very minor part of my system. But this is how you do it. You got your books here, and you don't necessarily have to use a drawer for this. This is one of those situations where you could use a bookshelf instead, so your bookshelf, and you may even have a specific system, Four CDs or four DVDs, but especially CDs. You may have a case, a special system where you can slide in each, uh, each disc box or jewel case. So you may have a system for doing that. And then what you would do is you to allocate. Okay, This face of this case or this section of this face of this case is going to be just my in box of stuff that I just got that I just bought that, uh, I feel like Dr Seuss. I'm rhyming everything. This is your inbox. And then also, you could have This is an outbox, so stuff that maybe you need a return or you want to send to somebody else. So in all these things, you can you can be thinking about inbox and outbox and specifically for things that need to go to the library. Um, if you have enough room in this drawer, you can separate things into an inbox and an outbox. So certain of these things, you don't really need an outbox for a newspaper or for a magazine, because what you're gonna do is you're gonna batch process that and you're really just going through once. Um, but for stuff that comes from the library, what you What you would do is you have a separate stack of stuff that was going back to the library or you could even use a separate door. Really? Depends on the amount of space that you have. You could also stack them, um, horizontally so you could stack the books within the, um within the drawer like this, going side to side instead of stacking them up and down and the same for disks. And for, uh, And if you have a paperweight or a bookend, you can use that also, to keep stuff organized within the drawer. Or, you know, this would be incoming library books, outgoing library books get. Also, just keep a mixed. You don't necessarily have to split them up. And then you could have incoming outgoing disks. Okay, really? I'm showing you how to separate it out to show you that this system scales if you're have a lot of input and output with a certain type of thing, maybe you're going through a ton of DVDs and you're watching different documentaries and movies that you're getting from the library all the time. Maybe everything you do is through Netflix and you never end. And you an iTunes, and you're never you never have any discs. Okay, that's fine. So I'm showing you what it would look like if you have everything. But for for most of you, a lot of this is now digital or you're keeping all these books on your Kindle and you're not going to the library. You're not, um, you're not buying a lot of books through Amazon. Or maybe if you're buying stuff, it's just gonna be an input. And there's not gonna need to be on outbox for stuff that needs to go. So, um, that's that's the fourth drawer. It's really anything that's not flat, that you can easily, um, that you can easily just throw into a hanging folder. You're going to need to have a separate location for that and really, the difference between just information on a flat 8.5 by 11 Piece of paper. That's your default. That's the ideal format. You're gonna have a lot of other things that air somewhere on the spectrum between a hulking physical object, like an encyclopedia or dictionary and something that's like this. That's a flat piece of paper. So handling those things that are closer toe to being an object like these things, you have to usually keep those in a separate place. Handle them a little bit differently. Um, and for the most part, as much as possible, you want to be bringing in information either digitally or as an 8.5 by 11 piece of paper printed out or even, you know, when you print up stuff two pages per page. Um, so that's that's your four drawer file cabinet. In the next videos, we're gonna be talking about what you would keep in your desk or in a separate filing cabinet. 13. Misc Paper: in this video, we're going to talk about all those miscellaneous pieces of paper that you have to deal with and how to handle all those, so the way handle them issue. Just have one miscellaneous drawer or container where you put all of those things. Now, if you want within that drawer you can have partitions or hanging folders, but you don't have to. It's okay to just have a small pile of random things and then go in there and on a weekly basis or monthly basis process all of that stuff. So let's first go through a list of all the different kinds of things you're gonna be putting in there. Receipts, our big one. Those are things that are gonna be in your pocket or in your purse or in your briefcase or in your wallet. Um, and you want to empty that. And the question is, where do you put it? You put it in this, uh, in this drawer, which is drawer five. Another one is packing slips. These come with a lot of deliveries that you get, so boxes that have some product inside it's it might have a packing slip or receipt or something. That's kind of both. Another one is user manuals and other sort of us, uh, papers that are associate ID and and also, uh, disks that our associate ID with a product slash object. Really? What it is is it's associate ID with an object. Okay. And the next thing. Okay, um, a loss where I was going for a second. You also have business cards. So you take that, I your wallet out of your purse, and then what do you do with it? So you want to make sure you get these process pretty quickly. One good happen to get into is just do these immediately when you get home. But a lot of time times you're too tired. So the next thing would be okay. Where is a place I can put that social media. We get looked at tomorrow and will get processed tomorrow. We'll remember what we did with male. You have those seven hanging folders for the seven days of the week. You get home on Tuesday night and you want to look at them Wednesday morning, you put him in the Wednesday folder the yellow folder. And then that that yellow hang folder. You're gonna go to that on Wednesday, and you're gonna process everything that's in there. So you going to see those Those business cards and you're gonna take care of him? Another thing that you conduce Oh, is just put him when you clear your desk, put him on your desk so you immediately see it the next morning. You really want to avoid that if possible, but for certain really high, high priority things because everything else is organized, everything else is put away. You can put one or two really high priority things right in front your face, so it's impossible to miss it, especially when you're just getting started. With a system like this, you may forget to go look at those hanging folders on certain days. So until becomes a rock solid habit, make sure that, uh, if you have one or two really high priority things, you can do something like that with them. Also, that's, uh, that's what Post its are good for. So posted as usual, you're gonna post it somewhere on your desk on your computer screen, something like that, and then you'll process it and throw it away. So Usually you won't have to file those, but sometimes you it makes sense to just get rid of all your post. It's because you're there's too many of them and then just process them all later. Another thing is cash, so you may not. You may get a bunch of change, a bunch of cash that you don't use a bunch of coins. You can just toss them in here or some people. What they like to do is have it a mini A mini inbox on this can be like in my desk, for example. I have a little area right here where I put business cards and little area right here where I put change. And once he gets to a big enough level, then, um, when I open it, I'll take care of these. When it gets a high enough level, I'll transfer that somewhere else. I'll cash it in or whatever. So you can have. You may have a certain place where you keep all these. You may have a bag where you just keep all of your receipts, and that's fine. All that really matters is that you have an inbox, and then, ideally, if you're organizing these like you put all the receipts for a certain month or a certain project or a certain trip, Um, all in one place. Then you can do that. That's really something that gets into the other course. But, for example, for receipts, a really good way to organize them is to take a regular 18 11 8 8.5. Ah, inch long envelope. Cut this end off just the just the end. Seal it. So seal this and you can get them that are self adhesive. And then you just put all your receipts inside here and you hang these three, three of them, side by side in a hanging folder in, ah, in a file cabinet. And it works really well. Um, so you'll learn more about that in the course that comes after this one. But that's an example of this isn't in this video. I'm talking about you. Put all this stuff, mix it all into one drawer, but you can separate it out. How you want to. The idea is, just all of miscellaneous stuff goes in one place. Another one is any advertisements that you get in the mail or brochures that you get at a conference or whatever does can go in here. Um, if you get a bunch of stuff, you probably want to put that in a manila folder and then put this manila folder that could go in your inbox. Just go in your mailing box and you could treated his mail. Um, that is probably better, because you want it. You don't want stuff falling out of this folder. So But really, this it's all about holding miscellaneous stuff so you can have this drawer where part of the drawer is miscellaneous stuff that's just piled up and in the back you have hanging folders for stuff that we would make sense to put in the hanging folders. So, for example, you could have one of these. That's for packing slips. One of thes. That's for receipts. One of these, that's for stuff that came from an event or ads Event. Sh Wagar. Not Schrag, but and he sort of paper anything. Okay, cash. So just random bills that you don't want to have those on you. They're the wrong denomination. So you just get rid of them. Um, and then you can collect that all together at the end of the month. Another one is golf scorecards. So you just throw all of this stuff in this one drawer and then at the end of the week or at the end of the month, you go through in your process, everything. So you prop. Maybe you process. This week, we process some of these weekly some of these monthly. You could have another one of these for business cards, but they're hanging folder. So how do you want to do it? Um, but that's your miscellaneous drawer and any other any other sorts of paper that's coming in, or information based objects that are coming in. Yeah. You don't know what to do with it. Put it in this drawer. 14. Current Papers: This is the last drawer and this drawers for current files. This is for the 1234 major projects you're working on right now where you have files related to each one of those. And you don't want to constantly be going into your larger file system, all the various file cabinets and other place where you're storing information. Um, you don't wanna have to go in and grab each of those individual folders when you need them . You wanna have them all in one place, So that's what this drawer is for. And what you do is for each project, you have a different hanging folder that's a different color. Okay, so the first folders green. Uh, the next folder is red, and each one of these represents a different project. Another one of, um is blue. And that's how you keep different projects distinct. So that's project reading. That's Project one. And you're not naming these as specific projects. You're just saying, uh, you're just doing this to keep them separate. So that's how the system works, and you can have one Manila folder in here. 235 10. As many as you need to be able to fit in there. And if you want to have more than six or seven, which would take you through the entire colors of the rainbow is you just start over again with another. Let's see, only had three colors. Your 4th 1 would then be a green, Um, and so that's really that's really all there is to it now. One caveat for current files is you don't want to be using this as an inbox. So anything that hasn't been labeled yet anything that hasn't been taped up and put you put that tab on it. Anything that hasn't any folders that haven't been labeled manila folders. You want to do that first. So, like, let's say something just got printed out. You printed out what say 10 different documents of some articles, a few P d efs a couple pictures. You print it all out and you're you're gonna work on them maybe tomorrow or later in the week. So what you would do is you put those in the input output folder. Remember, that's folder? I mean drawer, That's drawer three, and you would first label that and tap add tabs to all of those first. Really, adding tabs is so easy and quick to dio. I always do that right after it comes out of the printer. So I do that immediately cause I don't wanna have to go through all these files later in ad taps to them then. So I tabbed him immediately, and then, as long as they're related to the same thing, they'll go in the same hanging folder. If five of them are related to one subject and five related to another, they'll go in two separate hanging folders. And sometimes I'll put them all in one Manila folder for each of these. Sometimes they'll go in multiple folders or sometimes no folders and all full. I'll folder them later on. So once they come out of here and they've been fully added tabs to and labeled properly, then you send them over here. But you want to avoid putting stuff in here that hasn't been labeled properly because it's just a recipe for confusion. But that's really all there is to it. So this is the six drawer. This is the final drawer. And remember, with these drawers, just cause I'm using a drawer for this doesn't mean, you have to sew on your desk. You may have an organizer that looks like this. That's just wire mesh. And you can just metal, you know, a stand like that. And you can put a folder. You can put a folder in here, and then you can put another folder in here so you can use that to that will hold two different projects. You could, um, You get a bigger organizer, put more stuff in there. There's different ways that you can do it. Uh, you could even just keep him as different as a single stack of stuff. And one way, one way to do that to really simplify things. If, uh, you have all these drawers yet or whatever is what's a of a project that has five, uh, mineral folders for it. Okay, so this is project one. So the first folder, you actually get a colored manila folder. Um, and you use that as the cover folder and you put any really essential documents in this and then the child. You think this is the parent and this is the child folders. And then for projects number two, you have the parent folder to, And then you have the regular manila coloured child folders. So this way you can use coerce to stay organized. You can keep him in a single stack. No drawer, no nothing. Uh, you just need to have a good way to separate things and organized them. So just be thinking about how do I keep things separate? And how do I make a really easy to identify which which ones belong to the same family or the same project? However, you whatever metaphor you want to use to think about it, But that's really all there is to it. So when you're done with this sort of stuff, you would immediately go and five file this stuff back in your long term reference, um, location, which is usually file cabinets also. So, um, that's all there is to it.