[Music]
hello everyone and welcome to the key
productive YouTube channel my name is
Francesca D'Alessio and welcome back to
another video so in today's video what
we're going to be doing is doing a sort
of workshop feature this isn't a regular
video that we do in box 0 is a topic
that I've not really talked about here
on the channel I've sort of dumped it in
a few places like when I talk about
general productivity advice and things
like that I think that the email inbox
is sometimes a source of a lot of pain
for a lot of people out there I know
that many people in the comments always
put the email INBOX is killing me and
what I want to do today to share a few
processes that I've picked up from the
likes of Merlin Mann in his process
inbox zero GTD David Allen's techniques
and applying them to Inbox
not above the inbox and also just taking
and cherry-picking stuff from other
people that I have found works in the
past so I'm going to be sharing you my
live inbox and going through and
clearing my email so I'll be doing it
round about the time probably 5 o'clock
and today so hopefully it will be a nice
interactive session shouldn't take more
than 15 minutes so hopefully it will be
good for you to watch and enjoy just
Before we jump in a note from me i will
be using Newton mail which is my email
of choice I also work with Newton on the
marketing team but that's pretty much
because I fell in love with the resource
I'll include the link inscription but
again I might be biased to the
experience and but mainly focusing on
the processes and technique anyway guys
without further ado let's jump over
laptop and enjoy the session hey
everyone welcome back to the feature
this is going to be my email inbox focus
now as I was mentioning before they will
be using Newton for this feature so I
would include a link in description but
it's totally up to you use what you use
but some of the features then I'll be
mentioning will be specific to Newton
but some applications are able to
replicate it but I just wanted to make
you aware of that before we get started
now 99% of the time I start at the inbox
at the top that bottom sorry mainly
because I find it a pretty effective way
to start from the bottom and reach the
top now one of the things that I tend to
do when I get started is I tend to clear
out some of the ones I know aren't
necessarily emails I need to reply to so
in this case I can see a few newsletter
based emails that have worked their way
in here I'm gonna click and hover on
these I'm gonna delete some of the ones
that I know of bounce back from certain
other replies as you can see I've
selected like five at the moment I can't
see any more from here yet then I'm
gonna get rid of it so I'm just gonna
simply archive them so that's seven
archived and that just makes the inbox
look a little sort of more smaller so
that's how I get rid of the main sort of
bulk of email when it gets started with
because when I come across them it just
is a waste of time
now here's an email from Axl so this is
something that Axl I'm actually going to
be reviewing in about two weeks and I
know I'm gonna come back to this one
actually but his axe has been ever so
kind and reviewed and it should being
able to translate one of my videos into
French and he's done that off his own
back which it's very kind so I'm just
gonna pop this one actually into my read
section and I have a read section which
is basically reference inside of all of
my inboxes I have three actually have
actions I have waiting and I have the
ability to put it in read so I'm gonna
put it in read for now again this one is
one that I will be at chasing up at the
time so it's referenced so I'm gonna pay
to read these are work based items so
hey they're blowing all of this out guys
but it's important that this goes so
this one actually is something that you
need to get to quite importantly so I
actually probably need to do this one a
little later today so I'm going to delay
it or snooze it until you can see down
here at 7:18 so now it will pop up a
little later now this one was actually
reference based on some of new languages
were launching
this one here is Diogo who I'm in
conversation with who we were chatting
this morning so he was wanted some
feedback or some stuff some stuff so I'm
gonna sneeze this one tomorrow so I can
fully reply to it
another contract then in his design so
I'm gonna do it later this evening okay
so this one is actually probably one
that I need to reply to so my rule with
email is that if I can do it in two
minutes or less
then I will do it and that's whether
it's an action or a reply so here can't
Scott and I are trying to plan a certain
date to get a three-way call done so
Carl and I can let you guys know my
availability for that week on the 11th
on the Wednesday so we need to chat near
at a time so I'm actually going to
snooze this one until Sunday which will
pop up then and the next one is just
some information about work so we built
it teachable have an email for them
through a teachable so I'll get in touch
with you so that's for them to get in
touch with me so another one from Alice
who's in the community and I already
gave her all of the information so this
one's reference so most of my emails as
you can see a going in read and as you
can see I'm clearing the sim box pretty
slowly
now this one's quite important to me so
right now I'm actually going to snooze
this one until later because I want this
one to pop up later now if I go down to
the bottom I've got an email from Enric
who actually did message me and actually
wanted some more information so I'm
actually gonna reply to this one pretty
much after this so I'm gonna pause that
one and keep it at the bottom of my
inbox another one that is reference but
I've gone actually a question inside of
here so I'm guessing this gonna take two
minutes how I want to drop me a name at
one time we can discuss someone oh okay
yeah sure I'm gonna reply to this one
and just say it sure thing let me know
when you have that and I'm gonna send it
so I'm also gonna read that one and and
then obviously course now when it's a
reference and it will jump me back to
the previous one and we've got an app
review enquiry so if you're gonna keep
that one for Sunday I tend to just keep
any items for Sunday there again this
one's another wedding admin one so I'm
going to lay this one until Wednesday
because I know that's a conversation
that me and back we're gonna have on
Wednesday I have a one here that I'm
Forgan izing my stag boo because I'm
getting married in the summertime so
what I'm gonna do with this one actually
is reply to it because I need to confirm
a time so I'm gonna say let's do 1 p.m.
1 p.m. if they can and what is the
deposit amount because I actually need
to know how much this is gonna be we're
going go-karting which is pretty fun so
what is the deposit deposit amount oh
and I'm gonna send that one off so that
one's oh really
actually I probably need to like follow
up to that one cuz I'm gonna click that
one on Wednesday so that I can just
helpfully thought follow up now I can
scroll through these emails right to
left and so I might just do that and so
so I've actually done that piece of work
for today
I've actually got these two on reference
because I'm both in so again that goes
in read because that's a reference than
any for later
now actually wasn't able to find that
mailbox so I'm gonna delete it if I had
the reason to chase it up then I would
I've got another one here so I'm gonna
tomorrow morning as you can see I'm
snoozing a lot of these emails and
that's mainly because I'm either putting
them in snooze or I'm actually putting
them in read later because most of them
are static most of them are ones that I
don't need to action now if I were to
action and actually probably do need to
action a few of these top ones here so
this one actually is another read one so
I'll pop it in read let's say I wanted
this one so I actually need to chase up
on us Shipman and I'm actually gonna put
a p1 to it it goes straight to my inbox
ready for me to chase up and I'm gonna
pin and read for later but it turned a
lot of time I would put it in action so
it's sort of ready but again it's a
reference one so it's very helpful that
it's going there so we still use folders
pretty much all the time
now this one's got a bunch connections
in the center so I'm actually gonna copy
and paste that one into my to do is tab
and send that one off and then I'm
actually gonna reply and actually said
that looks all great thanks and send
over and then I'm gonna read put it in
my read okay so this one's another app
store report things so much gonna clear
it and I'm left finally with one than I
actually need to focus and reply to so
what I've recently be doing as well is -
a lot of emails is actually do this
thing here so I'm gonna go reply all and
I'm gonna go up the cloud app and I'm
gonna click record webcam video and as
you can see it will pop up and I'm
actually going to record a reply but I
won't do now we'll just do it in a sec
I'm actually gonna record a reply to
this one because there's actually faster
for me sometimes to do that so I'm
actually gonna record a video reply it's
more personal sometimes especially for
someone who's replying in YouTube but
for now I'm actually gonna leave that
one for later so I'm going to use that
snooze function and put it for later and
that's 10 - how I get to inbox zero most
at a time as I go throughout my day I
tend to just send the emails versus
either apply it or send emails directly
to people and then I do a batch between
7:00 or 8:00 a.m. in the morning which
is like my big clear out before the day
starts and then I have a separate batch
which is between 4:00 p.m. and 5:00 p.m.
4:30 now so I did that one in roundabout
I'm gonna say eight minutes properly but
you might have a better time because
actually never I didn't actually start
timing that one but it's just a good way
to clear out all of that good stuff now
I'm gonna make sure I haven't missed
anything here but my goal tends to be a
lot of time to get to zero
which is quite important I read the
actually didn't actually read that I
Britt I watched a lot of Merlin man
theories on processing I used to do per
inbox processing so I would go over here
open this section up and actually clear
an inbox out per app account which was
quite helpful process but at the time it
just got pretty messy I don't know why I
just do the all inbox now I think it
depends on the sort of process you go
through and if I go here I've got the
action read waiting set up which is
quite nice so it can actually quickly
save stuff to different sections so guys
that was an inbox zero processing for me
a regular everyday one now I I didn't
want to give too much detail here so a
lot of it was blurred out but I gave you
a bit of context of what I was doing
let me know in the comments whether this
was helpful um I think I'm not sure what
it was too helpful but again it gives me
some feedback to whether I'm gonna
probably be do this in the future so do
let me know in the comments how you
found this whether it actually affected
your inbox and whether you go away and
do stuff but my general rule is probably
sort of GTD rule is it if it needs
replying or can get done in two minutes
or less and I'll do it on the spot if it
doesn't or tend to snooze it or base it
around an atom in period that I do drove
my day so guys I hope that one was
useful let me know in the comments below
if you have any questions and I will
happily answer in other guys make sure
have a great day keep productive and
I'll see you guys very very soon Cheers
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