Revive Your Inbox: How To Organize Your Inbox Using Archive

Revive Your Inbox: How to

create an efficient email system using

archive

Email Systems

• There are two competing email systems

Email Systems

• The two competing email systems are “Pilers” and “Filers”

Email Systems

• The two competing email systems are “Pilers” and “Filers”

• What are pilers?• Pilers are people whose email system

is to leave every message they’ve ever received in their inbox

What are “Filers”?

• Filers are people whose email system is to move every message out of their inbox and organize them into between 20-100 folders

Question: Which Email System is Correct?

Answer: Both email systems are incorrect

What’s Wrong with Pilers?• Pilers are:– Disorganized– Unresponsive– Emotionally exhausted from living in email

overload

What’s Wrong with Pilers? ‘cont

• Pilers make it difficult to tell what messages still require attention

• Pilers can’t give important messages the focus they deserve

What’s Wrong with Filers?

• Filers are inefficient

What’s Wrong with Filers? ‘cont

• finding an email by sifting through folders takes 3.4 times longer than searching

• Scrolling through messages mindlessly until you find the right one is bad for productivity

We’ve heard your excuses about your email system of choice

Pilers say, “having all my messages in my inbox makes me feel safe! I love my email system.

Filers say, “The more folders I have, the more organized I am!” I love my email system.

These Email Systems Waste Time

Time that you could be spending at the beach instead of on an email system

• We can’t help you take control of your email if you wont give up habits that prevent you from having a disciplined, effective email system

• Commit to making real changes to your email system if you want to make progress

Are you ready for a change to your email system?

First, You Need a New Email System

• The central concept of this new email system is archiving email

What is Archive?

• Archive means moving messages to another folder when you no longer have an immediate need for them

What Stays in My Inbox?

• Under the new email system, only two types of messages stay in your inbox:

1. Messages you haven’t read yet

2. A limited number of messages that need prompt attention

What Stays in My Inbox? ‘cont

• Under the new email system, everything else moves to one single folder

Why Only One Folder?

• When we move messages to this folder, we allow our brain to focus on only the messages that are still in our inbox—the ones that need attention

How Many Messages Stay in the Inbox?

• Studies show that we can only focus on seven things at once

• In your new email system, only keep the seven messages that most need your attention in your inbox—archive the rest

Today’s Mission

• Think about the messages that are most deserving of your valuable attention

Step 2

• Identify the seven messages that you’ve already read but still need your attention

• Flag or star them

Step 3

• Determine what characteristics make these seven messages important

Step 3 ‘cont

• Are they from certain people?• Do they have time limitations that make them

urgent?• Do they involve a large amount of work?• Do they involve making a decision?

Step 3 ‘cont

• These are the types of messages you want to leave in your inbox

Step 3 ‘cont

• Archive the rest so that you can focus on the important messages

Conclusion• Filing and Piling are ineffective systems for managing email• Archiving messages moves them to a new folder (where they’re stored in case you need them later)• Keep a maximum of seven messages that most need your attention in your inbox

Conclusion• Filing and Piling are ineffective systems for managing email• Archiving messages moves them to a new folder (where they’re stored in case you need them later)• Keep a maximum of seven messages that most need your attention in your inbox

Conclusion• Filing and Piling are ineffective systems for managing email• Archiving messages moves them to a new folder (where they’re stored in case you need them later)• Keep a maximum of seven messages that most need your attention in your inbox

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