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  • - You may get stressed out by email, overwhelmed even.

  • Endless tasks, infinite newsletters, and spam galore.

  • Well, what if I told you that everything you're doing

  • when it comes to your inbox is wrong

  • and that by following a few simple steps

  • you could change everything, saving you hours each week?

  • Or you could just light your laptop on fire.

  • So I realize this is not exactly

  • the sexiest topic in the world to talk about.

  • Email can be a little bit boring,

  • but I think it's really important,

  • and that's the reason I'm making this video

  • because when it comes to your productivity,

  • email can be your best friend or your worst enemy.

  • I wanna really get into the what and the why.

  • So why am I setting up these systems?

  • What does it really look like?

  • Not so much the how.

  • You can figure out the how with

  • a couple quick Google searches,

  • but I genuinely geek out about this stuff.

  • I love talking about the systems and the tactics

  • and the nitty-gritty things that really help to make my life

  • efficient and then save me a whole lot of stress,

  • and most importantly, time.

  • So let's just get right into it.

  • First, I think it's important to talk

  • about how we typically use email.

  • It can often be a source of distraction.

  • We constantly check it multiple times every hour,

  • and that repetitive checking can slow us down

  • and pull us away from our work.

  • By choosing to batch emails once or twice a day,

  • if your current work allows it,

  • you'll be able to quickly fly through emails

  • and spend more time in the flow of work.

  • In truth, this is an ideal that I don't always live up to.

  • I often find myself stuck in my inbox repeatedly

  • checking over and over again throughout the day,

  • and that's okay, but when I do this,

  • I definitely find myself being more productive,

  • more in flow.

  • One of the ways that I avoid my inbox and also help myself

  • to move the needle on certain projects

  • is to create a shortcut on Google Chrome.

  • So this bookmark here is to compose email.

  • When I click it, it will open a dialog

  • that allows me to write an email message.

  • The great thing about it is that I can skip my inbox

  • and send important emails to get projects moving forward.

  • So if you use Gmail, I've got a link in the description

  • so you can just copy and paste that

  • into your own bookmarks and it will work.

  • With everything in this video and videos in the future,

  • all of the references are gonna be

  • in the description down below.

  • So let's get right into my actual email inbox.

  • So this is usually what I see when I login to Gmail.

  • I'll have 10 to 15 emails in my inbox,

  • some of them new, a few of them have been read,

  • but are tasks and things that I need to do in the future.

  • I often use email to manage tasks.

  • A lot of times emails are very simple, quick responses,

  • but sometimes they require 30 minutes, 60 minutes of work.

  • I have to compress out and upload

  • a video that might take me hours.

  • And so, sometimes I will take these

  • tasks and put 'em on a to-do list.

  • That's really if I'm being OCD

  • and I wanna get to inbox zero.

  • A lot times I'll just leave 'em right in my inbox,

  • and then, eventually over the coming days

  • as I find time for it I will get to them.

  • If it's in my inbox, it will get done,

  • it will get responded to.

  • The trick is that I don't let everything

  • get into my inbox to begin with.

  • I'll talk about that in just a second,

  • but first, I wanna cover some basics.

  • So I've enabled a feature called auto-advance,

  • which means that when I delete, archive, or reply

  • to a message it's gonna automatically

  • take me to the next email in line.

  • I also turned on this feature called send and archive,

  • so whenever I reply to a email,

  • it will automatically archive it, removing it from my inbox.

  • This way I can just quickly do a pass through all my emails,

  • cleaning up my inbox as I go.

  • As you'll see on the left-hand side of the screen

  • I've created labels for different categories of email.

  • The search function in Gmail is really powerful,

  • but it can only go so far.

  • Creating and managing emails through labels

  • can really help you find items and information

  • from projects that occur over the course of months.

  • So every time I get an email related to our wedding

  • I drag it into the wedding label.

  • All receipts from my business go in the receipts label,

  • and travel, itinerary, and tickets can be found under

  • travel 2020 in the designated destination label.

  • This has saved me a lot of headaches during travel.

  • I also have a label called subscriptions

  • that are the newsletters that I subscribe to.

  • So on that note, I am absolutely ruthless

  • when it comes to unsubscribing from emails.

  • If I buy a sweater and somebody puts me

  • on their newsletter without my permission,

  • I get very upset,

  • I will mark you as spam and I'll unsubscribe.

  • Get outta my inbox.

  • That's just one way that I'm able

  • to keep my email clutter-free.

  • Some of the labels like incoming, podcast, and newsletter

  • are how I organize all my unique email addresses.

  • I have multiple email addresses,

  • and all of them filter into one of these labels.

  • Incoming is my email address for people who reach out

  • to me via the contact page on my website.

  • Newsletter is another unique email

  • that I have set up for my newsletter.

  • Podcast is my email address that I use

  • for all of my podcast-related activities.

  • All of these email addresses help me to keep track

  • of incoming opportunities so I don't miss anything

  • and reply to people who wanna get in touch with me.

  • The most important step I've taken to keep

  • all of this organized is to create filters for each

  • of these email addresses so they automatically skip my

  • inbox and go directly into one of these designated labels.

  • This is an automated system.

  • You set it up once, and now,

  • all your emails automatically filter into a specific label.

  • This is a absolute game changer,

  • and it has saved me so much time, and also,

  • gotten me to be really clear on what emails I'm checking

  • and what mindset I'm in when I'm checking them.

  • In addition to setting up filters for my different

  • email addresses I've also created one

  • for the newsletters I subscribe to.

  • So all of these newsletters automatically

  • filter into my subscription label.

  • So one thing that I started to do just a couple

  • months ago is whenever a receipt comes

  • into my inbox and it's something,

  • a place that I know I'm gonna be

  • purchasing from again for business,

  • say it's a coffee shop,

  • it's a place where I get cameras from,

  • it's an Amazon purchase,

  • I wanna make sure that automatically

  • filters into my receipts.

  • To do that, I just take the email address that it came from,

  • and then, I put it on that filter.

  • And then, I can just continue to add as many

  • email addresses as I want to that specific

  • filter sending everything to receipts.

  • That's a tip that I got from Thomas Frank,

  • so thank you much sir, thank you my sir.

  • Let's talk about templates.

  • If you find yourself constantly writing the same email

  • over and over and over again you can use templates

  • to save you hours of drafting the same exact message.

  • I've created a few template responses

  • to commonly asked questions that I get.

  • Sometimes I'll tweak and customize them,

  • but even having a starting point

  • of a response saves me a ton of time.

  • Let's look at some examples.

  • If someone didn't get my newsletter,

  • this happens pretty often,

  • it's usually in their spam folder,

  • so I have a reply for that.

  • Back when we released our documentary "Minimalism"

  • I would get screening requests every week.

  • This template definitely saved me a bunch of time.

  • So to finish up here, there's two more features

  • that I wanna talk about that have really helped me a lot.

  • This used to be a extra plugin,

  • an extra app that you had to use to install into Gmail,

  • but now it's built natively in,

  • so it certainly saves me a lot of time.

  • The first one is called snooze.

  • So I can use the snooze button to remove something

  • from my inbox for a period of time,

  • say until I can get to the request next week,

  • or it can be used to remind me of when

  • someone doesn't respond to my email,

  • which again, is hugely helpful so I don't need to keep track

  • of all of the communications that went unreplied to.

  • You can also now schedule emails with Gmail,

  • which is something that I used to do a lot

  • when I was younger and I would procrastinate on projects.

  • There would be those nights when I'd be up

  • until 3 AM the day before a project was due,

  • and I didn't want to look like a total piece a crap

  • by sending my client this email at 3 or 4 AM

  • when I finished up so I would simply just schedule

  • it for the morning at 8 or 9 AM,

  • and now I don't look like a dead shit,

  • I look like somebody who's got my shit together.

  • So that works out really well.

  • I don't do that much anymore.

  • I've kind of got things together at this point

  • so I don't procrastinate as much,

  • but hey, if you're a younger version of me,

  • this will help you a lot.

  • I also use this now if I'm scheduling social media

  • content to someone who has appeared

  • on my YouTube channel like I just showed you.

  • Instead of sending the email one month

  • before the video goes live or having to remember

  • or set a reminder to do it I can craft the email,

  • schedule it, post all the media files,

  • and then, send it to them a few days before it goes live.

  • Super convenient.

  • And that is it.

  • That's the end of this video.

  • Thank you guys so much for watching.

  • I really appreciate you sticking around

  • and taking an interest in email.

  • This, I hope, was an interesting video.

  • I was afraid to make this video.

  • I was like, I can't really make a video about email, can I?

  • Can I?

  • I should, I must, have to.

  • Did it.

  • Thanks for watching.

  • If you want more videos from me, go to Instagram.

  • I've been making a lot of videos on Instagram TV

  • behind the scenes talking a little bit more

  • about these kinda things and what goes into 'em.

  • I don't know why I touched my head like that.

  • Weird, see you guys.

  • Thanks for watching, bye.

  • Are you still there?

  • You're still there, huh?

  • (mellow R&B music)

- You may get stressed out by email, overwhelmed even.

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Increase Productivity With These Email Hacks

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    Vera   に公開 2020 年 04 月 21 日
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