Join Dave Crenshaw for an in-depth discussion in this video Applying what, when, where processing to email, part of Time Management Fundamentals.
- The system of what, when, where processing applies to email, as easily as it does to your physical inbox. What, when, where processing is when you take one item at a time from one of your approved gathering points and answer the questions, what is the next step? When will it be done? And, where is its home? Your goal in processing your email is the same as your goal in processing your physical inbox. Bring it to 0, meaning completely empty, at least, once per week.
Some people keep emails in their inbox to serve as reminders of things they need to do, items that are unresolved. Some keep email in their inbox because they're worried about losing them. Other people depend on unread or bold emails to let them know of emails that they haven't answered yet. These habits make it unnecessarily difficult to find things. They also hurt your focus because when you scan a list of emails, it encourages switch tasking, the primary culprit behind the inefficiency that you're feeling in your day.
Focus instead on the total count of emails in your inbox and set your target to bring your email inbox to 0. This will help you stay focused while working and reduce your stress overall. Reaching 0 weekly is very possible, and I'll show you how to process and file processed email away quickly and easily. For this section on email, I'll use Gmail to demonstrate the what, when, where processing system.
But keep in mind, all of the features that I use in this video can be found in other popular email programs because what, when, where processing is very flexible.
Learn how to get more done in the shortest time possible and avoid the obstacles and distractions that can get in the way of good time management. Dave gives practical strategies for increasing productivity in three main areas: developing habits to be more organized and reducing clutter in your workspace; staying mentally on task and eliminate the to-dos you have floating in your head; and developing a time budget to get the most done during your workday and focus on your most valuable activities.
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- Finding your productivity style and motivation
- Understanding the principles of time management
- Avoiding the pitfalls of multitasking
- Narrowing your gathering points
- Consolidating email and voicemail accounts
- Practicing mind-clearing techniques
- Choosing and using calendar software
- Saying no with tact
- Mastering the what, when, where processing system
- Processing email vs. checking email
- Maintaining productivity gains
Skill Level Appropriate for all
Q: This course was updated on 07/09/2018. What changed?
A: New videos were added that cover understanding the focus-chaos scale, as well as the Microsoft Office option. In addition, the following topic was updated: maintaining your productivity gains.
1. Laying the Productivity Groundwork
2. Obstacle to Productivity
3. Productivity Principle 1: Space
4. Productivity Principle 2: Mind
5. Productivity Principle 3: Time
6. Equipping Yourself for Action
Preparing for action4m 30s
7. Gathering to the Inbox
Preparing to gather2m 46s
8. Understanding Processing
9. Processing Email
10. Your Time Budgeter
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