- File management
- Time blocking
- Cleaning up your email inbox
- Organizing and prioritizing notifications
- Selecting apps to help you with task and time management
- Filtering email messages and paperwork
Skill Level Appropriate for all
- [Instructor] In previous lessons, I've introduced you to the concept of Inbox Zero. And you've also learned how to climb out of the black hole of an overflowing inbox and declare email bankruptcy. But unless you have a system to process incoming information and new messages, you will inevitably end up in the same position with 20,0000 unprocessed messages without a permanent home. And homeless emails are frankly just kind of sad. So in this lesson, I want to help you start filtering a lot of the unnecessary noise in your inbox, so you never have to see messages that don't require further action.
So we're here, once again, in our tutorial, Email Inbox. And in a previous lesson, I showed you how to filter out all these productions messages and apply a label, but for the sake of this tutorial, I have moved them back into the inbox because we're going to filter these even further. You'll see that all of these are sent from the same person, and this is basically a temporary email account that's used to demonstrate what it looks like to get production paper work. So you can see that we have progress reports. We have specific scripts for episodes.
We have sound rolls. We have calendars. We have call sheets. If you're an editor, most likely, you don't need to look at most of these, and you certainly don't need to be distracted by them when they hit your inbox. If you're an assistant editor, it may be your job to filter these and sort these and put them in the proper folders, whether your workflow is with Googledrive or Dropbox or however you filter out all of this paperwork every day, your job is going to be to organize it. No matter your position, most likely the worst place to keep this paperwork is just in your inbox.
So I'm going to show you how to create some very specific and cool filters to keep everything organized. So I'm going to start right here with this email where in the subject line it says Progress Report, Edit Log, Facing Pages, and Line Script. If they send this paperwork from the set every single day, they may change the subject line somewhat, but most likely, let's assume they're going to use the term Progress Report. So we're going to create a filter for every email that has progress reports. So I select the message. I go up to More.
I chose Filter Messages Like These. It's going to be From this sender, and the subject, I'm not going to put the whole subject. I'm just going to put Progress Reports. Then I'm going to create a filter with a search. The whole idea is to make sure that this skips your inbox. If you need it to be marked as Unread, if you're an assistant, and you see it as a task, you can do it that way, or if you're an editor, and you're not going to need to read this, I would mark it as Read, and then you can apply the label, Progress Reports.
So I create that. It's asking me to apply the filter to five matching conversations, which I want to do. I create the filter, and now I have a label or a folder called Progress Report where I can find all previous emails, and then all future emails that come in with progress report in the subject line will end up here, and not in my inbox. Just for sake of demonstration, I'll chose a couple more specific options. So, for example, I always get calendars every single day for the prop schedule, for the shooting schedule.
And what I want to do is get those calendars out of my inbox. So once again, I select the email, go to More. I filter messages like these, put in a subject I want, Calendar. I create this filter, skip the inbox, mark as read, and now I want to create a new label called, Calendars. I create this, once again, I want to apply this filter to matching conversations, and now I have my progress reports in one place, I have my calendars in another place.
I go back to my inbox. You can see that it's already starting to thin out. The third thing that I want to get rid of are call sheets. Call sheets are really useful as reference later on if you're looking for a missing scene, or you're wondering, why wasn't this person on set that day. But you don't need to be distracted by the notification every time a call sheet comes in. So lets filter these as well. Filter messages like these, and in the subject line we want Call Sheet. Skip the inbox, mark as read, apply the label, create the new label.
Call it Call Sheets, hit Create, Apply the Filter. And now, very simply, within just a few minutes, we have calendars, call sheets, progress reports. And you can see that we are now thinning out our inbox considerably with all these existing messages that have paperwork, but once again, more importantly, these are not going to be hitting our inbox in the future. One further filter that I want to show you how to create that's super, super useful, is filtering out messages that you are CC'd on.
If you're an editor or an assistant, you're going to have all kinds of messages, notes, references, and paperwork that you need to be CC'd on, but frankly, unless somebody asks you about them, you probably don't need to review them on a regular basis. And they don't need to be in your inbox. So I'm going to show you an advance filter that you can create by going up to the gear icon, and choose Settings. I want to go to my Filters and Blocked Addresses, and you'll see all the new filters that we've created. We are now going to create a new filter. And all you need to do is under Has The Words, put CC + : + me.
That's it. So you create a filter with the Search. Skip the inbox. If you want to not have them marked as read so that you know they're sitting there unread, perhaps you want to time block 15 to 30 minutes a day where you just review all of the messages on what you're CC'd. Perhaps you don't want to mark them as read, but most importantly, make sure they skip the inbox. Then apply the label. Create a new one called, CC'd. Hit Create, and right now we have zero conversations, and that's fine. So we create the filter. And now on the fly, what I'm going to do is send myself an email to this temporary account, and you're going to see how this works.
So, as we speak, I'm going to be sending myself this test email, and like that, in real time, you can see that I have this test CC filter email went right to this labeled folder, but it's still marked as unread, so I know that at the end of the day, maybe I have 35 emails that I've been CC'd on, I can review them in one time block, rather than constantly being distracted by all these messages that are unnecessary. So now that you have a process to filter unwanted emails that don't require any immediate action, in a future lesson on email, I'll show you how to organize your inbox even one step further, by sending reference emails to Evernote and tasks to your task manager of choice.
The two that I'm going to be demonstrating are Trello and OmniFocus.