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Beyond the Inbox

Breaking Free of Email Slavery
 Anali Perry - ASU Libraries
What's in YOUR inbox?




      From http://www.flickr.com/photos/smithsonian/2551232980/
It exists!
What we'll cover

•   Scheduled Email time
•   Email triage basics
•   Folders
•   Filters
•   Templates
•   Implementation tips
•   Email charter
Don't be a slave!

Always-on email:
• distracts you from your tasks
• imposes the priorities of others
• enables procrastination
Schedule your email time

• Disable notifications
• Check email on your timetable
• Process email - don't just read it
Beyond the Inbox
Scheduled Email

Some ideas:
• 10 minutes every hour
• 3 times per day

Depends on your workflow and work style - there is no one
right way! 
Processing Email
1. What does this message mean to
   me. Why do I care?
2. What action does this message
   require of me?
3. What is the best way to resolve
   this message?




                   From http://www.flickr.com/photos/scoobyfoo/441272764/
Email Triage Flow!
Email Triage Actions

•   Takes < 2 minutes: Respond immediately
•   Takes > 2 minutes: defer for later response
•   Takes > 15 minutes: generate an action from it
•   No need for response: delete it or archive it
Folders: The inbox is NOT your to-
do list!




     From http://www.flickr.com/photos/nypl/3110130720/
Folders

•   Needs Action
•   Follow Up
•   Read Later
•   Not to Me
•   Archive




                   From: http://www.flickr.com/photos/nypl/3110117236/
Folder tips

1. Add to favorite folders list
2. Change properties to display all message, not just unread
3. Change subject lines (especially for Needs Action)
Filters
Filters

•   Listservs/committees
•   Anything with "fw:" in the subject line
•   Not sent to you specifically
•   Filter by sender




                 From: http://www.flickr.com/photos/usnationalarchives/3679279416/
Templates

Let the computer do the
talking!




                          From: http://starwars.wikia.com/wiki/File:C3PO_EP3.jpg
Beyond the Inbox
Inbox Zero!
Implementation tips

Fresh Start:
Make a Fresh Start folder and move everything older than
21 days to that folder. Then schedule time each week to
process that folder.
Implementation Tips

• Lose the guilt: archive or delete anything older than 30
  days.
• Divide by half and repeat
• It's okay to start slowly!
Maintenance

Weekly Review:
1. Email: Review and prune my Needs Action and Followup
   email folders.
– To-do list: Read over my current task list; prune stuff
   that doesn’t matter any more; re-prioritize items to work
   on next week.
– Projects: Move any “next actions” for each project to
   the to-do list; Revise and prune the project list to
   reflect current status.
– Calendar: Check out next week’s appointments and
   meetings; add any necessary prep work to to-do list.
Patience, Grasshopper
Email Charter

1. Respect the recipients’ time
2. Short or slow is not rude
3. Celebrate clarity 
4. Quash open ended questions
5. Slash surplus CC’s 
Email Charter

6. Tighten the thread 
7. Attack Attachments 
8. Use EOM and NNTR ("end of message" & "no need to
respond")
9. Cut contentless messages (e.g. "Great!" or "Thanks!")
10. Disconnect! 

From http://emailcharter.org/
Credits

• Merlin Mann of 43 Folders (ultimate inbox zero
  resources list)
• Gina Trapani of Lifehacker
• David Allen of Getting Things Done
Questions?




      From: http://www.flickr.com/photos/nationaalarchief/391631389
      2/

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Beyond the Inbox

  • 1. Beyond the Inbox Breaking Free of Email Slavery Anali Perry - ASU Libraries
  • 2. What's in YOUR inbox? From http://www.flickr.com/photos/smithsonian/2551232980/
  • 4. What we'll cover • Scheduled Email time • Email triage basics • Folders • Filters • Templates • Implementation tips • Email charter
  • 5. Don't be a slave! Always-on email: • distracts you from your tasks • imposes the priorities of others • enables procrastination
  • 6. Schedule your email time • Disable notifications • Check email on your timetable • Process email - don't just read it
  • 8. Scheduled Email Some ideas: • 10 minutes every hour • 3 times per day Depends on your workflow and work style - there is no one right way! 
  • 9. Processing Email 1. What does this message mean to me. Why do I care? 2. What action does this message require of me? 3. What is the best way to resolve this message? From http://www.flickr.com/photos/scoobyfoo/441272764/
  • 11. Email Triage Actions • Takes < 2 minutes: Respond immediately • Takes > 2 minutes: defer for later response • Takes > 15 minutes: generate an action from it • No need for response: delete it or archive it
  • 12. Folders: The inbox is NOT your to- do list! From http://www.flickr.com/photos/nypl/3110130720/
  • 13. Folders • Needs Action • Follow Up • Read Later • Not to Me • Archive From: http://www.flickr.com/photos/nypl/3110117236/
  • 14. Folder tips 1. Add to favorite folders list 2. Change properties to display all message, not just unread 3. Change subject lines (especially for Needs Action)
  • 16. Filters • Listservs/committees • Anything with "fw:" in the subject line • Not sent to you specifically • Filter by sender From: http://www.flickr.com/photos/usnationalarchives/3679279416/
  • 17. Templates Let the computer do the talking! From: http://starwars.wikia.com/wiki/File:C3PO_EP3.jpg
  • 20. Implementation tips Fresh Start: Make a Fresh Start folder and move everything older than 21 days to that folder. Then schedule time each week to process that folder.
  • 21. Implementation Tips • Lose the guilt: archive or delete anything older than 30 days. • Divide by half and repeat • It's okay to start slowly!
  • 22. Maintenance Weekly Review: 1. Email: Review and prune my Needs Action and Followup email folders. – To-do list: Read over my current task list; prune stuff that doesn’t matter any more; re-prioritize items to work on next week. – Projects: Move any “next actions” for each project to the to-do list; Revise and prune the project list to reflect current status. – Calendar: Check out next week’s appointments and meetings; add any necessary prep work to to-do list.
  • 24. Email Charter 1. Respect the recipients’ time 2. Short or slow is not rude 3. Celebrate clarity  4. Quash open ended questions 5. Slash surplus CC’s 
  • 25. Email Charter 6. Tighten the thread  7. Attack Attachments  8. Use EOM and NNTR ("end of message" & "no need to respond") 9. Cut contentless messages (e.g. "Great!" or "Thanks!") 10. Disconnect!  From http://emailcharter.org/
  • 26. Credits • Merlin Mann of 43 Folders (ultimate inbox zero resources list) • Gina Trapani of Lifehacker • David Allen of Getting Things Done
  • 27. Questions? From: http://www.flickr.com/photos/nationaalarchief/391631389 2/