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Time Management Fundamentals

Processing email


From:

Time Management Fundamentals

with Dave Crenshaw

Video: Processing email

Now we're ready to do a brief walkthrough. I'm going to show you how to process a few example emails. This first email is a newsletter that I want to receive. I am going to ask myself, what is the next step? The next step is to create the rule. When will it be done? Right now, because it's five minutes or less. And where is its home? Let's answer that by creating the rule. I'll right-click and select Create Rule. I'll select whenever it's an email from this person, move the items to this folder, and then I'll create a folder under Resource called Newsletters.
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  1. 3m 31s
    1. Welcome
      51s
    2. Getting the most from this course
      2m 4s
    3. Using the handouts and exercise files
      36s
  2. 3m 35s
    1. Making a lasting change
      1m 44s
    2. Finding your personal motivation
      1m 51s
  3. 6m 16s
    1. Addressing the myth of multitasking
      3m 12s
    2. Understanding the consequences of multitasking
      3m 4s
  4. 7m 48s
    1. Understanding principle 1: Space
      2m 46s
    2. Understanding principle 2: Mind
      1m 47s
    3. Understanding principle 3: Time
      3m 15s
  5. 26m 17s
    1. Taking inventory of your gathering points
      2m 37s
    2. Narrowing your gathering points
      3m 46s
    3. Setting up an inbox gathering point
      2m 23s
    4. Working with a portable inbox
      2m 49s
    5. Getting the most from a notepad
      2m 35s
    6. Consolidating multiple email accounts
      2m 34s
    7. Consolidating multiple voicemail accounts
      2m 56s
    8. Establishing a wild card gathering point
      2m 47s
    9. Separating work and personal gathering points
      2m 21s
    10. Taking the next step toward controlling your space
      1m 29s
  6. 11m 24s
    1. Selecting your mind clearing options
      5m 13s
    2. Clearing your mind using mental triggers
      3m 23s
    3. Setting a mind-clearing schedule
      1m 54s
    4. Taking the next step toward keeping your mind clear
      54s
  7. 14m 2s
    1. Choosing the right calendar for you
      4m 4s
    2. Using your calendar effectively
      3m 55s
    3. Saying no to others
      3m 5s
    4. Saying no to yourself
      2m 58s
  8. 4m 21s
    1. Preparing for action
      4m 21s
  9. 14m 12s
    1. Preparing to gather
      2m 40s
    2. Gathering to your inbox: At your desk
      6m 30s
    3. Gathering to your inbox: Elsewhere
      3m 49s
    4. Dealing with full inboxes
      1m 13s
  10. 31m 2s
    1. Mastering the "what, when, where" processing system
      3m 11s
    2. Processing question 1: What is the next step?
      3m 22s
    3. Processing question 2: When will it be done?
      4m 33s
    4. Processing question 3: Where is its home?
      3m 49s
    5. Filing made simple
      4m 4s
    6. Processing your first inbox
      7m 27s
    7. Setting your processing schedule
      4m 36s
  11. 18m 31s
    1. Applying "what, when, where" processing to email
      1m 53s
    2. Setting up an email resource folder
      2m 58s
    3. Creating email rules or filters
      4m 14s
    4. Processing email
      5m 8s
    5. Processing email vs. checking email
      4m 18s
  12. 18m 1s
    1. Understanding "you time" vs. "work time"
      4m 9s
    2. Establishing "most valuable activities"
      2m 44s
    3. Identifying your most valuable activities
      3m 39s
    4. Budgeting time for your most valuable activities
      4m 11s
    5. Using your time budgeter
      3m 18s
  13. 1m 38s
    1. Maintaining your productivity gains
      1m 38s
  14. 3m 0s
    1. Dave Crenshaw on getting himself organized
      3m 0s

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Time Management Fundamentals
2h 43m Appropriate for all Mar 31, 2011 Updated Oct 19, 2011

Viewers: in countries Watching now:

Effective time management is an indispensable skill. In Time Management Fundamentals, Dave Crenshaw explains how to sensibly allocate time in order to achieve greater productivity. Dave details a set of principles for staying organized, consolidating the workspace, keeping a clear mind, and developing a time budget. Also covered are techniques for managing a full inbox, processing email, and reserving time for the most important activities. Exercise files accompany the course.

Topics include:
  • Understanding the principles of productivity
  • Avoiding the pitfalls of multitasking
  • Practicing mind-clearing techniques
  • Saying no with tact
  • Choosing the appropriate calendaring software
  • Mastering the What, When, Where processing system
  • Processing email vs. checking email
  • Maintaining productivity gains
Subjects:
Business Productivity Business Skills Time Management Leadership Management Education Student Tools Teacher Professional Development
Software:
Entourage Outlook Outlook for Mac Google Calendar
Author:
Dave Crenshaw

Processing email

Now we're ready to do a brief walkthrough. I'm going to show you how to process a few example emails. This first email is a newsletter that I want to receive. I am going to ask myself, what is the next step? The next step is to create the rule. When will it be done? Right now, because it's five minutes or less. And where is its home? Let's answer that by creating the rule. I'll right-click and select Create Rule. I'll select whenever it's an email from this person, move the items to this folder, and then I'll create a folder under Resource called Newsletters.

I'll click OK, click yes to all emails in the folder, and there, I've created the rule. It's processed. Let's do another email. Here is an email from Judith asking me if I can attend an appointment next week. So I ask myself the question, what is the next step? The next step is I check my calendar and see if I'm available. When will it be done? Well, can I check my calendar in five minutes or less? Yes, of course I can. So I open up my calendar and take a look.

The time they suggested will not work for me. I have a conflict. So I need to start the processing system over again. What's the next step? Send a reply to them proposing a new time. When will it be done? Well, it can be done now, because it can be done in five minutes or less, and where is its home? When I'm done with it, I'll put it in the Resource folder. So I send a reply saying here is the time that I'll be available. And then I hit Send, and now I am done with that email, so I can drag and drop it into Resource.

But before I do that, let's imagine it's really important that I have this meeting with Judith. Let's say that I have to follow up and make sure that the meeting takes place. In that case, there is a next step after this, right? So what I'm going to do is take this email and create a task for myself by copying and pasting the details from the email. So I copy all the information from the email, and then I open up a task and paste that into the notes of that task.

By the way, in Outlook, all I have to do with that email is drag and drop it to the Tasks button and that will get me the same result. Then I type in the Subject line, I'm waiting for Judith's reply on the meeting. Finally, I have the answer to where it is its home. I am going to put a reminder to myself of the date and time by which I want to hear back from Judith. Finally, I have to answer the where is its home question. Well, the home for this one is going to be the category of @ Waiting For. I hit Save.

Finally, I'm done with the email, so I drag and drop it to the Resource folder and I'm done. Now I don't have to worry about it anymore. The computer will do all the reminding for me. Let's do one more quick example dealing with scheduling some work for myself. Here is an email with someone telling me that I need to visit this site to learn more information to see if this is a service we want to use. So I ask myself, what's the next step? It's to visit the site.

When will it be done? Well, let's say it's something that I think I really want to give some good thought to. I may spend 30 minutes looking at the site and really analyzing it carefully. So in that case, the 'when will it be done?' must be calendared. Why? Because since it will take over 15 minutes, I must budget time for this step. So I copy the email, then I open up the Calendar window, and create a new appointment, and paste in the email info.

So I'm going to schedule this time for 30 minutes, making sure that I have buffer space on either side, because I don't want to schedule myself too tightly. I'll categorize this appointment as @ Computer, meaning the only resource I need is my computer. Finally, where is its home? All processed email, except for the obvious deletions, go into the Resource folder. I drag and drop it there, and it's complete. Processing email is very similar to processing physical items.

The only difference is the medium and the tool you're using, but the principle stays exactly the same. Now that I've given you a walkthrough of three different emails, it's time for you to practice and start to condition yourself to using the "what, when, where" processing system. Now is the time for you to begin building muscle memory. So to practice the training I just gave you, spend one hour processing your email. Do it right now. Get through as many emails as you can within one hour.

Find answers to the most frequently asked questions about Time Management Fundamentals.


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In the recommended resource list, you suggest that we get stacking trays.
What are these to be used for?
These trays provide the option to create more "homes" as needed. Some
example homes that others have created using these trays include: Outbox
(for another person), To Be Shredded, or Reading Pile.
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