How I Answer Email in 17 Minutes a Day - My System
ฝัง
- เผยแพร่เมื่อ 17 พ.ค. 2024
- Most of us spend more hours every day on email than we think. I spend about 17 minutes per day. How? I only touch each email once. In this video, I'll teach you my system - for Gmail or any platform.
For more details and a downloadable guide, check out the full tutorial here: fortelabs.com/blog/one-touch-...
Today's guest: Marc Koenig
▶️ YT: / marckoenig
🐦 Twitter: / marckoenig_
CHAPTERS:
00:00 5 Steps To Inbox Zero
00:10 PART 1: THEORY
00:11 Step 1: The Essentials
00:27 Step 2: Simply Your Email System
00:41 Step 3: Set Up Your Downstream Systems
00:51 The 4 Essential Productivity Systems
01:20 Step 4: Streamline Your Workflow
01:41 Step 5: Make Triage Decisions
02:08 PART 2: IMPLEMENTATION (Real-Time Demo ft Marc)
02:39 Step 1: Unsubscribing from Emails/Newsletters (Live Demo)
04:13 Step 2: Streamline Email System (Live Demo)
05:39 Step 3: 4 Productivity Systems (Live Demo)
05:48 1. Calendar: Google Calendar (Live Demo)
06:02 2. Task Manager: Things (Live Demo)
08:25 3. Notes App: Evernote (Live Demo)
10:18 4. Read Later App: Instapaper (Live Demo)
11:51 Step 4: Streamline System (Live Demo)
12:27 1. Turn On Auto-Drive
13:05 2. Turn On Keyboard Shortcuts
13:36 3. Turn On Conversation View
14:10 Step 5: Categorize Emails
16:59 How To Create Your Second Brain?
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Thought Elon Musk had uploaded a video on how to reply to mail for a second
I open the video from the tile to make the same comment Lol
Exactly
Same here
Great comment cheif
My exact thought
Me: Mom, can we have Elon Musk?
Mom: We have Elon Musk at home.
Elon Musk at home:
Just archived 111k emails 100 at a time. Took about 3 hours and I feel so good. Thank you for the inspiration!
This was one of the most natural but effective tutorials i have seen in a long time
8:42 This is great! A tip if you do this: create a filter in Gmail, so every time a message from, say, a newsletter comes in, it gets automatically forwarded to your Evernote (you can do this in the sliders icon to the right of the search bar, and pressing "create filter" at the bottom)
Wow! I rarely comment, but this is one of the best tutorial styles I have seen. Showcasing a beginner's perspective feels like a live mentoring session to me. It is so satisfying to see how Marc makes decisions and starts implementing the shortcuts step-by-step. I will definitely try this out as I just started an office job involving a lot of emails. Please make more videos in this style!
I appreciate that this video is also 17minutes.
Mind blowing -- I love this! Just went from 1400 emials to 1300 emails in 10 minutes. I am so excited to continue this tomorrow and get to inbox zero! Thank you, thank you, thank you!
friggin amazing!!! Now, how about Outlook 🙄
This was incredibly helpful. Thank you for taking the time to show the process in real time.
I am loving my empty inbox! The concept of handling each email only once reshapes habits into smoother workstream!
Great video! After overcoming some anxiety of changing my existing system of 7+ years and implementing this I have to say "I should have done this years ago!" Thanks for sharing and I truly feel a weight lifted, like I have much more time, and that I am more on top of my day-to-day.
I love love that you were teaching someone else. He asked the questions that I would ask....awesome video
In Google Mail, I like to keep the categories on so it's an easy way of pre-sorting my inbox. As I generally only use Gmail for non-essential emails (like social, shopping and occasional emails) it makes it easy to presort into categories as I know 80% of the mails will be deleted after I read them.
But makes perfect sense if you're using another email client on your PC for important emails. Then I basically use something similar for the inbox and a local yearly storage (i.e 2021-2022, 2022-2033 etc) with subcategories. Makes it very easy to archive by year when I don't need the emails anymore. And it's only a click away to close and hide it, but still there if needed.
One thing also when going though emails, is to assess how long it's going to take to do. If it's something quick (under a minute like unsubscribing), then just do it then and there instead of creating a task. Otherwise you may not be looking at an email more than once, but instead turned it into a task that you'll probably look at more than once.
this video is a gold mine. the amount of time and stress I can save setting this up is insane. thank you!
Great video and awesome description of the process. I had already implemented it after reading your blog article about Inbox Zero and it was absolutely life changing to me. Thanks for giving me back control over my digital life!
The general rule is, if you unsubscribe from fishing mails, they know this mail exists, and you get a ton more.
Unsubscribing should only be done if you are 100% sure this is secure. Else set it to spam!
Important security advice!
Really useful to have a live and real time example after you present the steps that must be done.
This is the first video of yours I’ve come across. Great job! I really appreciated how you walked us through a real life example of how to set this up, including your thought process. Can’t wait to check out more of your content.
Thanks Richard!
Tremendous video. So helpful to see Marc go through this process
Thanks for the video. Personally I like that you show the routine in practise and not only explain it theoretically.
GENIUS - well, you capture what everyone should know but doesn't - which is IMO - GENIUS! - THANK YOU!
This video made me do a lot of changes in my email settings that I won't be doing otherwise. Really happy about trying out the new way! Love The Second Brain book and amazing knowledge you are sharing.
Love the real-time session!!
This was amazing to watch! Set up my email while watching this. Can’t wait to use it regularly!!!!
Informative video, I liked how everything was outlined! I’ve been fine tuning my own second brain for the past 10 years. Over the past year I’ve been playing with using Evernote tasks over things 3, any thoughts on why you keep them separate?
Real actionable advice, thank you!
Spectacular video! Explains your process very well and makes it a no brainer for setting it up. Thank you!
I have a follow-up question Tiago -- I'm considering creating Gmail labels to match my PARA structure. I feel like it would help me keep my email aligned with how I use PARA in Notion. I know you advocate as few labels as possible but what do you see as a disadvantage in my possible approach to do that?
This has improved my workflow more than anything else I’ve tried.
Thinking of email as a receiver and not a working space.
I love the Evernote plugin for GMail. I usually don’t bother with adding notebook and labels because that is part of my Evernote process.
Brilliant! Thank you guys for such a cool tutorial.
This is fantastic! Thank you!
I love that Mark is doing this. Please have an update for 2023
This blew my mind! I can't wait to try it
thank you Tiago, this has helped me tremendously
This video is amazing
Great vid. Studio looks great
Great video with examples, thanks a lot
I like almost any content you create for us
Great process. Well done.
This is awesome! Thank you for this video and great input :-)
Fine to find your channel about this useful information. Many thanks.
This is really helpful and interesting and I’m going to implement it this week.
That was great but can you do the same for outlook and without add on apps just Office?
My IT is secure and doesn’t let additional apps.
I've shared this video so many times with a lot of people, it's so good.
Thank you!
Great Video!
so insightful! this is going to my google docs second brain as a project
That was great!! Thanks
This was an amazing tutorial! I've got A LOT of untangling and cleaning up to do but I've got a plan of action now and that feels amazing!! Here's to ripping off the patchwork and building a strong foundation.
Could you expand on when you would send something to your Reading label in your Gmail vs sending it to Instapaper? I feel like those two are serving the same purpose. Thanks again for these well thought out steps to managing my dreaded email.
I found this incredibly useful and actionable. Also entertaining! PLEASE more like this Tiago. :)
Thank you! Part 2 will be released May 5th
Thanks for using Gmail for this 🙏🙏🙏
Love this walking through real life example :) I have gmail personally but use windows pc as work uses pc. will you do this for someone who uses Microsoft outlook and windows based system?
Mate, respect from Poland
Thanks for the video @Tiago Forte, it's very interesting.
A small question, when you have several email accounts (2 for personal emails + 2 for professional emails) what do you recommend?
Import the 4 accounts emails in 1 only one on gmail to rule them all?
I would love to see your opinion on this. How to manage multiple email accounts ?
Tiago which task manager & calander app do u recommend for windows users.
LOVELY !!!
Very helpful!
That was fantastic, I must say 😆
I keep coming back to the word "curate". That implies we have the ultimate decision to make about what gets our time and attention. The system we ultimately use should support that... Good stuff for sure on this video...
Thank you for this video
Excellent tutorial! I appreciated all of the steps shown. One exception for me: creating a task in Things for an existing task in ClickUp makes more work then adjusting the task in ClickUp. If one can open a browser to unsubscribe, one can click to browse to the CU task and switch the assignee, update the status, what have you. I’m guessing the longer term solution would be to turn off most or all CU notifications, but only with a robust routine where CU tasks are themselves triaged? I’ll try this myself.
Marc is working with Tiago! 👏👏👏🥳 Wow Can’t wait to see more great content 🥰
👋
Thanks for this great tutorial. What do you do with all of the archived emails?
Hi, Tiago! Love the video. I wanted to ask though, how come my Evernote only shows me like 3 of the emails I forwarded? Is it because I'm using a free account?
Is there a way for me to send those to my Notion instead?
Hey Tiago >> do you have mobile (iPad OS and iOS) apps that can allow for the nice seamless email processing that you demo via Gmail in Chrome? Everything from the keyboard shortcuts to opening the next message full-screen without going back to a side reading pane, etc.
Awesome tips!
very interesting and easy to setup gmail tutorial! did you do something simillar with apple mail?
I think Mark is the real hero, here. ❤❤😂
Great video. Any sugests to Android apps?
This is great. Does Notion work as a task manager here?
Awesomeness!
I actually had a sharp intake of breath when I saw Thomas Frank bite the dust. Excellent work Tiago (not the Thomas bit...the rest of it....ok a little bit of the Thomas bit)
Is the any kind of similar functionality for the MS 365 Suite like Outlook OneNote ToDos ?
I LOVED this video... do you have an OUTLOOK SHORTCUTS approach for non gmail users?
It’s not the amount of spam or unnecessary emails that takes time. All productivity gurus seems to think that people don’t take care of their emails in the right way. It’s the amount of workload the contents of the emails generate that’s time consuming.
One single email I get can easily equal 1-4 hours of work for me.
10 of those emails per day plus 100+ other types of emails that day- and BOOM -work overload is initiated!
Yep. That’s why it’s so important to treat action and triage as separate steps; so you can identify the highest leverage actions to address when you can
Exactly.
Great video. But in my work setting I'm restricted on the apps I can use due to confidentiality issues. For calendar, task manager and notes I have options. But I dont have a read later app there. Do you have a recommendation on how to deal with that?
Thank you, Elon's brother. That was quite an interesting learning experience.
Jesus Christ this is gold! Thanks 👏🏾
Wow, thanks!
Fantastic video! I took a ton of notes on how to improve my own workflow. A helpful tip for anyone watching this is to treat all of it as recommendations. Yes I know, that's exactly what they are, and all of them are fantastic. But it is important to compare the suggestion with how your organization (company) works. Would filtering out drive shares from your inbox and sending them directly to archive work for you and your organization? For me that would be very dangerous since many drive hares include snippets in the commends such as "Could you please Review this?". My company do not send separate emails with a links to a spreadsheet asking for a review, they send the ask, directly in the share comment. It's part of our culture. What does your company culture or process look like? Make sure you take these things into account when you apply these fantastic tips, Thank you Tiago for a great video!
💯 well said
Thank you 🙏
This is a great video! Do you have any suggestions for us who have to use Slack in our office?
Tiago, I love your content and really wish I was a Mac User, but Corporate makes us WIndows Users. (using Apple Mobile devices). I will have to explore OneNote and MS Todo for these shortcuts. I am very tempted to go back to Things and Evernote and use them on my Ipad along side my surface pro. THoughts on this?
Hi Tiago, I really like this approach as it seems to be a very thorough and profound email management that still achieves a high level of efficiency. What I am wondering about is how „sent emails“ are managed. I have heard about several approaches, but would like to get to know „Tiago’s Second Brain Approach“.
Thanks.
Really liking the format of this video
RIP Thomas Frank 😊
Went searching for this comment haha. Hey, for many people (especially students), Thomas Frank's work is essential. Tiago's just in a much different stage of his career!
great video
Amazing video Tiago. Very funny too!
Tiago Forte great video about your eMail-System. Do you recommend to use a eMail-Client or webbased email-platform?
Thanks a lot for your answer.
can you do one for outlook since some of us have corp jobs and must use outlook. #ugh
what would you reccomend as a good tasks application for Windows?
Great video! Why do you recommend to use a 3rd party app for "read later" if one could use a "label" in Gmail instead?
Do you have some recommendations using Outlook? I have my work email that I want to apply these tactics to?
Unfortunately, my workspace doesn't work with gmail, and I'm not allowed to export mails in any form, but this system is still going to be useful for my private inbox! Thanks so much for sharing this content.
Is it possible to apply this system with Outlook? Which other tools work well with similar functionality?
Lots of great tips but I like to keep everything within one ecosystem. I find merging apps thus way just means I need to look in more places.
I love the shortcuts though.
Cool to see Marc Koenig here! Didn't know you both worked together. Really appreciated his 100 Roam Research tips video.
🙏
Nice to see you broo
Very useful tips Elon.
@Tiago well done Sir! You actually inspired me to upgrade my Evernote account. Can you do an email on using Evernote as an email Archive? Not sure if you just send an email to a notebook called "Emails" and leave it like that. Also I send you an email, do you Evernote it then? You then reply, do you Evernote that reply? I respond back, do you evernote it again? Would be a great quick video on how to effectively utilize Evernote as an email archiving tool.
I use Gmail for personal and I'm on Microsoft Outlook for work...Can I set up the same permissions in Settings within Outlook as you have detailed here for Gmail?
Greattt!