How to Outsmart Your Inbox
You’ve got mail (too much of it)
Email overload is a global
epidemic
Yet “doing email” is not in anyone’s job
description
Agenda
• The 3 Email Commandments
• Inbox Zero rules
• Email hacks
Commandment #1
Email is like Tetris
Problem:
• No matter how good you are, more keep coming
Solution:
• Something has to change - you
• You need a system, better process, better tools
Commandment #2
Email is not your #1 priority
Problem:
• Email is a to-do list other people write on
Solution:
• Scan (for important/urgent emails in the morning)
• Block (30-60 min appointments on your calendar)
• Ask (yourself if clearing your Inbox is the best use of time right)
Commandment #3
Not all emails are created equal
Problem:
• Same screen real estate for each email
Solution:
• Urgent/Important: now
• Non-urgent/Important: later
• Unimportant: delete/archive in bulk
Inbox Zero Rules
Never touch the same email twice
1.
2.
3.
4.
5.
Delete: after scanning the From/Subject
Defer: move out of your Inbox until actionable
Delegate: forward to a team member
Respond: if takes <2 min
Do: the only emails left in your Inbox are the ones
you’ll deal with today
Email Hacks
1. Bold key phrases
2. Don’t get hacked (1Password + bjinmlsjagwctiat1)
3. Don’t enter the To: address until you proof read
4. Don’t use your Inbox as an archive
5. Use the subject wisely (NNTR, EOM, FYI, NOT URGENT)
6. Don’t unsubscribe from suspicious emails (use SaneBlackHole)
Email Hacks
7. Specify why you’re CC’ing someone
8. Check if you’re BCC’ed (not CC’ed) before “Reply All”
9. Don’t put images in your signature
10. No open-ended questions
11. Busiest people are very responsive
Lots more at bit.ly/25emailtricks
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Must have for every inbox
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