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. Delete: after scanning the From/Subject

2. Defer: move out of your Inbox until actionable

3. Delegate: forward to a team member

4. Respond: if takes <2 min

5. Do: the only emails left in your Inbox are the ones you’ll deal with today

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

Email Hacks

Lots more at bit.ly/25emailtricks

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