Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Processing email

From: Time Management Fundamentals

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.

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.

Show transcript

This video is part of

Image for Time Management Fundamentals
Time Management Fundamentals

52 video lessons · 68463 viewers

Dave Crenshaw
Author

 
Expand all | Collapse all
  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

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Time Management Fundamentals.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferences from the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.