How I got my E-mails DONE in Three Simple Steps!
Preface
Until November 2007 my e-mail-handling was a MESS! My inbox was full of JUNK and I had no SYSTEM. So basically I started hating e-mail. But then on my trip to Silicon Valley I finally read David Allen’s Getting Things Done and things started changing. I’m using the system for almost 4 months now and it works TREMENDOUSLY well, meaning that my productivity and responsiveness has increased significantly.
Step 1: Get Gmail
Gmail is my primary email-software. I’ve centralized all emails in gmail and I have one private and one professional account. I’m using Gmail primarily for over 2 years now and I’m very happy. I’m backupping all my mails through POP3 in my Outlook Express.
Step 2: Prepare 3 simple labels
That’s all you need. Trust me!
Step 3: Process your STUFF every day!
Go to your inbox, pick one email at a time and decide among the following options:
a) If you can answer within 2 minutes, answer now. If you don’t have 2 minutes, label it @ACTION.
b) If you can’t answer within 2 minutes, choose @ACTION or @SOMEDAY/MAYBE.
c) If it’s junk, archive or delete.
d) If it’s regulary junk, put up a filter.
If you write an email and know you will have to follow-up, then go to your Sent Mail and label it with @SOMEDAY/MAYBE.
If you write an email and need something back, then go to you Sent Mail and label it with @WAITING FOR.
Don’t forget to delegate. If something can be done by someone else more efficiently, then delegate it and label the Sent Mail with @WAITING FOR.
When you’re done processing your inbox, go to your three labels and review everything regularly to have a complete overview. Caution: Don’t forget to actually DO the emails in your @ACTION box!!!
Very important: It’s crucial that you process 100% of your e-mails. Get your inbox to ZERO!!! I do it every day a couple of times and it feels GREAT!
DONE!
YES!!!
PS: As you may see in the last picture, I have also the labels @CONSULTING and @PARTNERSHIPS. These are individual modifications. Feel free to make adjustments according to your requirements. GTD is a very flexible system.
PPS: I recommend reading the GTD-book before starting. It will give you a better understanding of the whole system.
PPPS: I also have around 30 topical labels (e.g. Trigami Accounting) that enable me to find archived things faster.
PPPPS: I’m looking forward to get your feedback. If something is not clear yet, please ask questions and I will refine my posting to make it more usable and understandable.
PPPPPS: Please help to spread the word: DIGG This & YiGG This! (I have the feeling that this could become one of the most popular postings I’ve ever written – please help me getting there ;-).
PPPPPPS: I also found a useful video called "Inbox Zero"
Tags: david allen, e-mails, getting e-mails done, getting things done, gmail, gtd
Categories: Life in General
February 21st, 2008 at 22:54
Maybe you should also start Diggami? 50 Diggs for $50? Just kidding, but sometimes it would help.
Anyway, since you are already on the GTD trip, I can only recommend “The 4 Hour Workweek”. Goes into the same direction and it’s fun to read.
February 21st, 2008 at 23:19
Remy, thanks for the book-tip. I’ll put it on my Amazon list!
Remo
PS: Great idea regarding “Paid Digging” – but since you couldn’t disclose it, it would be against our ethics-codex :-)
February 22nd, 2008 at 00:04
For those that use Outlook I also recommend using an addon called ClearContext which allows you to really become much more productive and in addition to categorizing you can defer, schedule appointments, etc… It make the handling them in 2 minutes a heck of a lot easier.
I’ve written a couple of things about ClearContext on my blog if you want to take a look.
February 22nd, 2008 at 00:19
Bill, thanks for sharing! I’m sure the Outlook-users out there will appreaciate your tip.
Remo
February 25th, 2008 at 09:58
[...] Yet another how to guide on converting Gmail into a GTD power app…”Gmail is my primary email-software. I’ve centralized all emails in gmail and I have one private and one professional account. I’m using Gmail primarily for over 2 years now and I’m very happy. I’m backupping all my mails through POP3 in my Outlook Express.” (via remo’s blog) [...]
March 24th, 2008 at 18:28
Thanks Remo, inspired by you and others, here is my implementation
http://quack.ch/wordpress/?p=56
March 28th, 2008 at 14:31
Hi Remo,
I finally packed you in my netvibes and remembered this post. I started using the system two weeks ago, and I love it … my colleagues are rather jealous about my empty inbox, but refuse to believe, that the solutions of “inbox zero” apply to their circumstances. I am living proof and happy to get my stuff done so much more efficient … so that I do have more time to read my blogs.
Cheers from Berlin
Andreas
March 28th, 2008 at 16:24
Hi Till, Hi Andreas
Great that the system works for you, too!
Best, Remo
July 13th, 2008 at 09:13
[...] email). I don’t do that yet, but I only spend 5 min on my email, because I only process my inbox to zero and usually don’t respond [...]
August 6th, 2008 at 23:35
- just cleaned my inbox using the three groups, then for a check went through the three labels and yes, it feels good and makes a lot of sense, very intuitive
- in the end, i think email mgt its very persnal, some people don´t mind if the inbox overflows into nirvana and will just delete anything after some time w/o checking
- the 4 hour workweek i can recommend as well, not only for time management, but also for thoughts on what you want to do with this time; just imagine, 54 hours work saved per week, that´s a scary bunch of time …
August 7th, 2008 at 16:15
Tom,
I’m glad you like the GTD system as well as the 4HWW. I’m implementing the principles of the 4HWW right now, although I’m not aiming at Tim’s extreme version. I just like his principles on self-discipline and am combining it with my GTD system. The idea of mini-retirements is great though – I keep that in mind :-).