How Many Email Accounts Do You Have, and Why?

028 How Many Email Accounts Do You Have, and Why? – ProductivityCast

We all use email every day. It’s hard to imagine work and personal life pre-email technology. And, while it serves many functions, it also tends to multiply in numbers–literally, the number of accounts we create and manage over time. In this episode, the ProductivityCast team discusses how many email accounts we have, and the purpose of each email account in our productivity systems. Enjoy! Give us feedback! And, thanks for listening!

If you’d like to discuss this episode, please click here to leave a comment down below (this jumps you to the bottom of the post).

In this Cast

Ray Sidney-Smith

Augusto Pinaud

Francis Wade

Art Gelwicks

Show Notes

Resources we mention, including links to them will be provided here. Please listen to the episode for context.

Apple Mail

Newton

Outlook

Opera Mail

Gmail

Inbox by Gmail

Thunderbird

 

Raw Text Transcript

Raw, unedited and machine-produced text transcript so there may be substantial errors, but you can search for specific points in the episode to jump to, or to reference back to at a later date and time, by keywords or key phrases. The time coding is h:mm:ss.ms to h:mm:ss.ms (e.g., 0:00:00.000,0:00:04.000 starts at 0.00 seconds and ends at 4 seconds in the cast’s audio).

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are you ready to manage your work and

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personal world better to live a

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fulfilling productive life then you’ve

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come to the right place

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productivity cast the weekly show about

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all things productivity here are your

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hosts Ray Sidney-Smith and Augusto

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Pinaud Francis Wade and Art Gelwicks

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Welcome back everybody to this episode of

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productivity cast this is episode zero

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two eight which is episode 28 how many

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email accounts do you have and why so

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email is possibly one of the most

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powerful communications technologies

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developed to date harness properly you

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can reach almost anyone in the working

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world easily and quickly and his email

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has grown in its uses so too has the

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number of email accounts each of us sort

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of has around us

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how many email accounts do you have why

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do you have them and are multiple email

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accounts making you more productive that

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is the topic of discussion today here on

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productivity cast your question is how

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many emails I have four how many emails

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I want I think it’s gonna be a little

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bit of both today let’s start it off

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with the discussion on how many email

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accounts each of us does have and then

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we’ll get into the whys of those things

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I think it’s just important for us to to

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sort of square up and see what the group

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here today is kind of dealing with so

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I’ll start off and I’ll say that I have

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four email accounts and the the rest I

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have I have several other email

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addresses but in terms of email accounts

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I have four and the aliases the email

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addresses that forward to my primary

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four accounts are many but but only four

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accounts how about you gusto oh I have a

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little bit more than that

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I actually don’t even know the number I

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was opening my iPad to see how many

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actually they are so I can count is one

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two three four five six seven eight

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email

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counts plus I manage my two kids so that

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will be ten I have my kids off email

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addresses and I I have them in there so

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I can manage what is coming in what is

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coming out and and all that because well

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you know I think that’s important it’s

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it’s important to set that I have

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so out of those ten accounts two or my

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kids one is our family account one is my

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personal account I also have an email

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address that every time they say oh can

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you subscribe to this but the email I

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use so that’s a junk email and and then

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the rest of them are work you know I

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have I have a job I have I also am a

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writer public speaker that have their

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own email address and I have a couple of

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businesses on the side that have their

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own email addresses and so it’s

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challenging to manage ten emails account

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yes it is I will I do it in a different

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way

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no I will not and I will love to get

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into more of that as a joke as a show

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progress I like about fifteen maybe only

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three of them are what I would say what

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I called public facing so when I set up

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an email account that the public can see

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it has a very different purpose than one

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which is hidden so only three of the 15

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are for the general public to

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communicate with me the other serve

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different purposes last count I had six

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I have three personal and three various

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business ones the one that’s actually

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business address one that’s company

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address for another company and one

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that’s a client email address and that’s

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where things start to get a little goofy

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where you get these selective email

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addresses that are targeted at a

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specific audience or that you get

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because you need access

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something so if so factor you wind up

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with another email address just to be

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able to get into something so right now

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I’ve got six active the ones that I

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really use I’d say there’s probably two

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and I didn’t I didn’t include some of

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the applications specific email

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addresses just for audience’s

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edification like Evernote you know

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provides you with an email address that

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emails items into your as a note into

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your system or remember the milk or

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todoist where they generate an email

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address that we would you know function

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to send you things but they send you to

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your task inbox as opposed to your email

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inbox

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so I’m kind I’m kind of separating those

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maybe that’s what we need to think about

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with this is that rather than thinking

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about email addresses think about email

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inboxes places where we’re actually

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sending and receiving email because

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you’re right if I think about dedicated

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email addresses tied to a specific

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application

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oh I’m easily in double digits without

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batting an eye so right and that’s why I

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was very clear to say email it counts

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and not email addresses because yeah

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that you could you could easily start to

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mount the number of email addresses in

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the dozens once you realize how many

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things are actually tied to email for

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example every cell phone at least in the

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United States has an email address

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associated with it so you know if you if

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you have a cell phone number your

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carrier has an email address associated

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with it you you may not know it and you

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may not be using it but there’s an email

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address there so I think not to confuse

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people too much but I I do I do like the

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fact that we have a lot of options and

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ways to get in touch with each other so

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now I wanted I want to talk a you know

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as we make our way forward about why we

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have these email addresses and more

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importantly what was the what was the

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reason what was the impetus for these

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email accounts coming into being like

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why did why do you have all of these

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email addresses and then whether or not

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they actually benefit or challenge your

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productivity I will say that I’ve had

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many many more email addresses in the

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past and I have worked very very hard to

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reduce the number of email addresses

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so that I didn’t have as many places to

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process and clarify and so I’m curious

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augusto you you started off the

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conversation with a little bit of the

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background in terms of your email

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addresses can you tell us a little bit

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about what started this this you know

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having 10 email addresses you said to us

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that you were not interested in changing

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so that means it’s serving you well and

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I’m curious about how it does that when

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I I got my first email pretty I think

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was pretty early around 1993 93 or 94

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when I got my first hotmail account that

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it was really funny because when you

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said oh my email is hotmail people look

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at you like uh and he was like no it’s

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Michael hey I thought sorry has nothing

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to do with hot per se but it was a joke

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at the time and I’m soon after that I

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got my work email I first work email so

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I start from the beginning managing two

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accounts you know in the same way that

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some books talk about how people have

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never seen inbox zero because when you

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open a new account you already start

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with three emails in the hymnbooks in

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the same way my first experience was

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inna was already with two accounts but

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for me allows me to really get into the

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right frame of mind I have work as a

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fraud warrior for a really really long

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time when you are a road warrior do you

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have only micro windows of time to look

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things and you need to be really

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conscious on what you open and what you

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are going to see otherwise what happen

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is you can’t be effective when you are

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traveling and you are sitting in the

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lobby to visit the customer and you have

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maybe four minutes okay you cannot open

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ten in inbox I’m see what emails came in

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there you need to be really conscious

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and what you open and work in the same

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way as I’ve been saying for years I

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don’t check email on my iPhone there is

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only one email address

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I check on my or my iPhone and it’s my

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kids address okay and the reason is

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simple the volume of emails there is

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really low and it it happened to works

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fine other than that emails get checked

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where I process them that is on my iPad

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but allow me having those ten inboxes

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allows me to really look at the material

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or the input in the frame of mine that I

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need base it on on what these emails

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account are you know sometimes I get the

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same email three times because it comes

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to the three work emails and it’s part

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of the deal but if I will see that email

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in a general inbox that three time

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together I it will be harder for me to

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figure it out what is the kind of

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response or the appropriate response I

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need to give to that input so that’s the

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reason keeping those done that high

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number of addresses allow me to really

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be able to respond and track things a

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lot more effectively for me so it sounds

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to me like email accounts equate to

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context or categories categorization of

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the email messages so that you’re able

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to give the appropriate response in a

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expedient a fashion as you can it is the

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same thing for the paper in box there is

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no difference if you work on an office

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where you get input for multiple

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businesses you should have multiple

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inboxes of paper why well because I’m

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sorry the bill that come from business a

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may not have the same priority of the

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paper who came from business B and when

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you mix them all you are respecting that

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your brain is going to be able to

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refocus quickly between business a needs

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business B needs on the rest of the

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chunk you get the reality is there is no

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difference between that and multitasking

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and we can argue about how effective

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some people think multitasking is for

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the reality is I’ve been proved over and

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over how ineffective it is when you when

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I receive email

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that way on a massive inbox all the

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emails together what happened is my

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brain goes into multitasking mode and I

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tend to take or to make worse positions

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and to look at the input in a completely

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different way Francis do you want to

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tackle why you have those email inboxes

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and a little bit about this idea of

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public facing versus private facing

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email addresses or private email

254
00:11:35,720 –> 00:11:41,450
addresses versus public email addresses

255
00:11:38,830 –> 00:11:44,990
yeah so I have I have a few that are

256
00:11:41,450 –> 00:11:48,230
just for sort of I’d say subscription

257
00:11:44,990 –> 00:11:51,340
purposes or testing purposes or I give

258
00:11:48,230 –> 00:11:56,410
them to only one or two or three

259
00:11:51,340 –> 00:11:59,180
companies to send me subscriptions I

260
00:11:56,410 –> 00:12:02,720
have one that actually is located only

261
00:11:59,180 –> 00:12:05,060
on my mobile phone and my tablet so I

262
00:12:02,720 –> 00:12:07,970
only use it to forward stopped myself

263
00:12:05,060 –> 00:12:10,070
that I want to read later at my leisure

264
00:12:07,970 –> 00:12:12,830
because as I think I described in a

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00:12:10,070 –> 00:12:14,420
prior episode I use my tablet as a as a

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00:12:12,830 –> 00:12:16,070
consumption device so if there’s

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00:12:14,420 –> 00:12:19,220
something I want to consume and it’s too

268
00:12:16,070 –> 00:12:21,080
long to dispense with immediately I take

269
00:12:19,220 –> 00:12:23,540
it out of memory in inbox and forward it

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00:12:21,080 –> 00:12:26,600
to this email address that’s only on my

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00:12:23,540 –> 00:12:30,020
remote devices so then I can consume it

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00:12:26,600 –> 00:12:31,760
at my leisure so I’m using them to to

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00:12:30,020 –> 00:12:34,670
coordinate different kinds of messages

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00:12:31,760 –> 00:12:36,530
from different kinds of inputs and I

275
00:12:34,670 –> 00:12:38,900
said before I only use three of them to

276
00:12:36,530 –> 00:12:40,670
interface with the public so those are

277
00:12:38,900 –> 00:12:42,170
the three that I check because as far as

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00:12:40,670 –> 00:12:44,780
I’m concerned when I set up an email

279
00:12:42,170 –> 00:12:48,530
address and I publish size it in anyway

280
00:12:44,780 –> 00:12:50,480
and making a promise to whoever the

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00:12:48,530 –> 00:12:53,510
people are who are aware of it that I’m

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00:12:50,480 –> 00:12:55,370
gonna check that email address so it’s a

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00:12:53,510 –> 00:12:57,680
little bit like setting up a mailing

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00:12:55,370 –> 00:12:59,810
address or a pure box you sort of

285
00:12:57,680 –> 00:13:01,910
implicitly make a promise or an

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00:12:59,810 –> 00:13:03,340
agreement with the public that you’re

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00:13:01,910 –> 00:13:06,350
going to be going through it and

288
00:13:03,340 –> 00:13:08,930
processing the items that it receives on

289
00:13:06,350 –> 00:13:11,540
a regular basis and I think you know

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00:13:08,930 –> 00:13:14,540
it’s a mistake for people to open an

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00:13:11,540 –> 00:13:17,990
email inbox or open an email address and

292
00:13:14,540 –> 00:13:20,690
then publicize it and then decide to use

293
00:13:17,990 –> 00:13:22,230
a different platform but never close

294
00:13:20,690 –> 00:13:24,990
down the

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00:13:22,230 –> 00:13:27,180
email address so then the public is left

296
00:13:24,990 –> 00:13:29,640
thinking that they can use that email

297
00:13:27,180 –> 00:13:30,660
address and sure enough that they’ll

298
00:13:29,640 –> 00:13:32,250
come a time when you’ll get some

299
00:13:30,660 –> 00:13:35,220
important email to an address that you

300
00:13:32,250 –> 00:13:37,560
no longer check which is just a pain in

301
00:13:35,220 –> 00:13:39,720
the neck but you don’t want to set the

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00:13:37,560 –> 00:13:41,580
email address up you’re the one who

303
00:13:39,720 –> 00:13:43,530
publicized it and it’s your

304
00:13:41,580 –> 00:13:46,710
responsibility to either close it down

305
00:13:43,530 –> 00:13:47,940
or second I put in a reply email that

306
00:13:46,710 –> 00:13:50,910
says I’m no longer using this address

307
00:13:47,940 –> 00:13:53,300
here’s my new one but the an email

308
00:13:50,910 –> 00:13:56,790
addresses are sort of an implicit

309
00:13:53,300 –> 00:13:59,310
handshake with the public if it’s public

310
00:13:56,790 –> 00:14:01,170
facing that I will use it and I will

311
00:13:59,310 –> 00:14:04,140
accept it which is why I really hate

312
00:14:01,170 –> 00:14:08,790
being forced to accept an email address

313
00:14:04,140 –> 00:14:10,910
or an inbox so the conversation we had

314
00:14:08,790 –> 00:14:13,110
before about all these different apps

315
00:14:10,910 –> 00:14:17,070
providing you with all these these

316
00:14:13,110 –> 00:14:19,950
wonderful inboxes are awful I hate them

317
00:14:17,070 –> 00:14:25,320
and I don’t want to have to go and check

318
00:14:19,950 –> 00:14:28,050
on inbox when I’ve been forced to to use

319
00:14:25,320 –> 00:14:29,850
it when I haven’t elected to use it I

320
00:14:28,050 –> 00:14:32,790
should be given the option in every case

321
00:14:29,850 –> 00:14:37,830
of forwarding to a current email inbox

322
00:14:32,790 –> 00:14:39,990
or not using it at all but to be given

323
00:14:37,830 –> 00:14:42,270
it and then and be given it and then

324
00:14:39,990 –> 00:14:44,550
expect that if they send you an email

325
00:14:42,270 –> 00:14:45,840
and say oh by the way your your account

326
00:14:44,550 –> 00:14:47,340
is in arrears and it’s about to be

327
00:14:45,840 –> 00:14:48,960
cancelled and the only place they send

328
00:14:47,340 –> 00:14:51,240
it to is that Inbox

329
00:14:48,960 –> 00:14:54,090
all of a sudden they’ve created a new

330
00:14:51,240 –> 00:14:58,380
demand on my time I hate those

331
00:14:54,090 –> 00:15:00,420
I hit extra inboxes and I would I would

332
00:14:58,380 –> 00:15:05,070
love to consolidate all of them into one

333
00:15:00,420 –> 00:15:07,980
if I could but I can’t that’s so I just

334
00:15:05,070 –> 00:15:09,420
completely understandable understandable

335
00:15:07,980 –> 00:15:16,740
I mean we all have to get out our

336
00:15:09,420 –> 00:15:18,840
frustration somehow just sharing the

337
00:15:16,740 –> 00:15:19,590
love sharing the love how about how

338
00:15:18,840 –> 00:15:22,980
about UART

339
00:15:19,590 –> 00:15:24,990
what what has what has brought the

340
00:15:22,980 –> 00:15:25,500
number of email addresses you have to

341
00:15:24,990 –> 00:15:28,440
bear

342
00:15:25,500 –> 00:15:31,050
well I’ve got thinking about it

343
00:15:28,440 –> 00:15:34,410
listening to everybody else on the

344
00:15:31,050 –> 00:15:35,130
podcast here I’m trying to categorize

345
00:15:34,410 –> 00:15:36,570
them because the

346
00:15:35,130 –> 00:15:41,700
I think about it the more I realize I

347
00:15:36,570 –> 00:15:44,940
have there’s three main addresses that I

348
00:15:41,700 –> 00:15:48,450
really work with one is my gmail address

349
00:15:44,940 –> 00:15:51,240
which is wound up being basically a

350
00:15:48,450 –> 00:15:53,750
migration address from old systems so

351
00:15:51,240 –> 00:15:57,000
for example when I had a yahoo account

352
00:15:53,750 –> 00:16:00,360
that since everybody’s on yahoo got

353
00:15:57,000 –> 00:16:04,350
compromised many years ago and they’re

354
00:16:00,360 –> 00:16:07,650
just now taking blame for it that

355
00:16:04,350 –> 00:16:10,740
traffic when I stopped using that that

356
00:16:07,650 –> 00:16:13,320
yahoo email account was forwarded to my

357
00:16:10,740 –> 00:16:15,660
gmail account but also other ones like

358
00:16:13,320 –> 00:16:17,190
AOL account that got forwarded actually

359
00:16:15,660 –> 00:16:19,610
that got forwarded to Yahoo which then

360
00:16:17,190 –> 00:16:23,310
came to Gmail so it’s been a progressive

361
00:16:19,610 –> 00:16:26,700
move through the old systems to Gmail

362
00:16:23,310 –> 00:16:29,910
which I’ve had for forever but that’s my

363
00:16:26,700 –> 00:16:31,740
primary box for a couple reasons one

364
00:16:29,910 –> 00:16:34,710
because it just happens to be the one

365
00:16:31,740 –> 00:16:36,360
that’s tied to my Google account so

366
00:16:34,710 –> 00:16:40,440
whenever you sign into anything that’s

367
00:16:36,360 –> 00:16:43,200
the one that you’re using secondarily

368
00:16:40,440 –> 00:16:45,930
though it’s the one that everybody kind

369
00:16:43,200 –> 00:16:48,300
of understands the domain name if you

370
00:16:45,930 –> 00:16:50,940
say whatever your email address is at

371
00:16:48,300 –> 00:16:52,140
gmail.com they get it they don’t have to

372
00:16:50,940 –> 00:16:56,430
ask how you spell that

373
00:16:52,140 –> 00:17:00,540
it’s become fairly ubiquitous the second

374
00:16:56,430 –> 00:17:03,090
one I have is tied to my name in owning

375
00:17:00,540 –> 00:17:04,800
a domain so one of the things I did and

376
00:17:03,090 –> 00:17:06,870
I actually recommend everybody does this

377
00:17:04,800 –> 00:17:09,569
if they have the opportunity go out and

378
00:17:06,870 –> 00:17:12,530
see if the domain name for your last

379
00:17:09,569 –> 00:17:16,800
name is available and if so get it

380
00:17:12,530 –> 00:17:17,850
because that becomes very handy the one

381
00:17:16,800 –> 00:17:20,699
thing we haven’t really talked about

382
00:17:17,850 –> 00:17:22,730
with domain name or with emails and this

383
00:17:20,699 –> 00:17:26,520
ties into the third address I have is

384
00:17:22,730 –> 00:17:29,670
emails can become almost a branding item

385
00:17:26,520 –> 00:17:32,760
so for example if you’re running a small

386
00:17:29,670 –> 00:17:35,250
business or you’re an entrepreneur and

387
00:17:32,760 –> 00:17:38,400
you’re trying to get some credibility in

388
00:17:35,250 –> 00:17:42,270
the industry sending out your emails

389
00:17:38,400 –> 00:17:45,570
under a gmail domain versus sending them

390
00:17:42,270 –> 00:17:47,340
out under your own domain name creates a

391
00:17:45,570 –> 00:17:49,470
totally different image

392
00:17:47,340 –> 00:17:51,510
and that’s where you wind up starting to

393
00:17:49,470 –> 00:17:55,350
accumulate some of these you wind up

394
00:17:51,510 –> 00:17:58,680
with redirects of variants of your email

395
00:17:55,350 –> 00:18:02,310
domains so I have those three I have my

396
00:17:58,680 –> 00:18:05,880
personal domain name that I use for

397
00:18:02,310 –> 00:18:07,470
really for personal stuff I have my

398
00:18:05,880 –> 00:18:09,630
gmail account which is kind of the

399
00:18:07,470 –> 00:18:12,030
catch-all big bucket and then I have my

400
00:18:09,630 –> 00:18:14,040
company email name which is tied to my

401
00:18:12,030 –> 00:18:15,330
company’s domain name but I think that’s

402
00:18:14,040 –> 00:18:18,150
one of the things that we don’t take

403
00:18:15,330 –> 00:18:19,920
into consideration is that that domain

404
00:18:18,150 –> 00:18:22,680
name tied to an email address can

405
00:18:19,920 –> 00:18:24,720
actually be part of our our branding now

406
00:18:22,680 –> 00:18:25,610
the echo francis’s comes in comment

407
00:18:24,720 –> 00:18:28,320
mm-hmm

408
00:18:25,610 –> 00:18:31,850
sticking me with inboxes that I don’t

409
00:18:28,320 –> 00:18:35,430
need and don’t want drives me bonkers

410
00:18:31,850 –> 00:18:38,460
comcast I’m talking to you because when

411
00:18:35,430 –> 00:18:41,370
they create your user account you get a

412
00:18:38,460 –> 00:18:42,810
Comcast email box I didn’t want it don’t

413
00:18:41,370 –> 00:18:44,520
give it to me but I’m still stuck with

414
00:18:42,810 –> 00:18:45,480
it and where does all the correspondents

415
00:18:44,520 –> 00:18:48,360
go in there

416
00:18:45,480 –> 00:18:49,620
so it may be convenient for them but

417
00:18:48,360 –> 00:18:51,750
it’s your not convenient for the end

418
00:18:49,620 –> 00:18:54,000
user is this problem going to go away

419
00:18:51,750 –> 00:18:56,250
where I don’t where I don’t have

420
00:18:54,000 –> 00:19:00,180
multiple inboxes like this I don’t see

421
00:18:56,250 –> 00:19:02,700
any way it can it comes down to the tool

422
00:19:00,180 –> 00:19:04,560
you interact with it and I don’t want to

423
00:19:02,700 –> 00:19:07,590
get ahead of myself here and ahead of us

424
00:19:04,560 –> 00:19:10,800
in this conversation but the email

425
00:19:07,590 –> 00:19:12,510
addresses become less of the issue the

426
00:19:10,800 –> 00:19:16,320
more you think about how you’re gonna

427
00:19:12,510 –> 00:19:18,690
manage what they’re generating so that’s

428
00:19:16,320 –> 00:19:21,930
me in a nutshell yeah I would agree I

429
00:19:18,690 –> 00:19:25,230
would agree in my case I have the four

430
00:19:21,930 –> 00:19:28,020
email accounts as I said and I have

431
00:19:25,230 –> 00:19:31,380
prior email accounts that I have just

432
00:19:28,020 –> 00:19:33,930
basically forwarded to the ones that

433
00:19:31,380 –> 00:19:39,060
currently exist right so I I consider

434
00:19:33,930 –> 00:19:42,360
those in a state of inactivity and I

435
00:19:39,060 –> 00:19:46,530
only keep them forwarding to me for

436
00:19:42,360 –> 00:19:48,600
purposes of if someone in the past needs

437
00:19:46,530 –> 00:19:51,120
to still get in touch with me and has an

438
00:19:48,600 –> 00:19:55,170
old email address for that purpose and

439
00:19:51,120 –> 00:19:57,330
once the email has has the forwarding of

440
00:19:55,170 –> 00:19:59,879
the amount of email has reached a

441
00:19:57,330 –> 00:20:03,509
certain threshold that is

442
00:19:59,879 –> 00:20:06,449
bottom level threshold then I ceased the

443
00:20:03,509 –> 00:20:09,839
account so for example my yahoo account

444
00:20:06,449 –> 00:20:12,089
for for many years as well as hotmail

445
00:20:09,839 –> 00:20:14,759
right which then converted to live.com

446
00:20:12,089 –> 00:20:16,589
those email accounts received some level

447
00:20:14,759 –> 00:20:18,989
of traffic for for some number of years

448
00:20:16,589 –> 00:20:21,029
and once I had updated everyone in my

449
00:20:18,989 –> 00:20:24,329
personal life that I had moved to a

450
00:20:21,029 –> 00:20:27,599
gmail account then I killed the the

451
00:20:24,329 –> 00:20:30,719
accounts right so and and and I have

452
00:20:27,599 –> 00:20:32,849
only kept my yahoo account which

453
00:20:30,719 –> 00:20:36,019
thankfully you know I had two factor

454
00:20:32,849 –> 00:20:38,369
authentication on for all this time so

455
00:20:36,019 –> 00:20:40,829
as many years as they’ve had it that is

456
00:20:38,369 –> 00:20:43,109
so even with the compromise it was like

457
00:20:40,829 –> 00:20:44,669
yeah it’s not that big of a deal I’m not

458
00:20:43,109 –> 00:20:46,709
I don’t have any personal data in there

459
00:20:44,669 –> 00:20:49,739
and I only use it to log into things

460
00:20:46,709 –> 00:20:53,190
that are yahoo related so that email

461
00:20:49,739 –> 00:20:55,349
account no longer exists for me and the

462
00:20:53,190 –> 00:20:59,669
the for though now are my personal gmail

463
00:20:55,349 –> 00:21:03,359
a a professional personal email that is

464
00:20:59,669 –> 00:21:07,229
that my my website domain for all of my

465
00:21:03,359 –> 00:21:10,559
productivity stuff and then the to to

466
00:21:07,229 –> 00:21:12,329
business ones and there that’s it you

467
00:21:10,559 –> 00:21:15,989
know I really try to keep it very simple

468
00:21:12,329 –> 00:21:18,239
and this brings me to my sort of next

469
00:21:15,989 –> 00:21:21,719
concept or next question for you all

470
00:21:18,239 –> 00:21:26,789
which is do you feel like the number of

471
00:21:21,719 –> 00:21:31,259
email accounts today benefit us or hurt

472
00:21:26,789 –> 00:21:34,859
us in the long run do you or is there an

473
00:21:31,259 –> 00:21:36,989
optimal number of email accounts that

474
00:21:34,859 –> 00:21:38,819
everybody should have what are your what

475
00:21:36,989 –> 00:21:40,799
are your general guidelines for the

476
00:21:38,819 –> 00:21:43,919
number of email accounts that people

477
00:21:40,799 –> 00:21:46,199
should have and should they attempt to

478
00:21:43,919 –> 00:21:48,690
limit them purposefully or should they

479
00:21:46,199 –> 00:21:50,519
have a lot of email addresses for many

480
00:21:48,690 –> 00:21:52,199
things for example you know there is

481
00:21:50,519 –> 00:21:53,579
once upon a time when there was a lot of

482
00:21:52,199 –> 00:21:55,469
productivity articles out there that

483
00:21:53,579 –> 00:21:57,569
what we’re talking about you should have

484
00:21:55,469 –> 00:21:58,619
a separate email address for all of your

485
00:21:57,569 –> 00:22:01,259
newsletters and you should have a

486
00:21:58,619 –> 00:22:04,679
separate email address for you know this

487
00:22:01,259 –> 00:22:06,690
and that and is that still practical

488
00:22:04,679 –> 00:22:09,059
today and I want to talk a little bit

489
00:22:06,690 –> 00:22:11,699
about that and then we’ll get to talking

490
00:22:09,059 –> 00:22:13,650
about email applications that can really

491
00:22:11,699 –> 00:22:16,020
help us manage these multiple accounts

492
00:22:13,650 –> 00:22:19,830
better but I’m I’m curious here on a

493
00:22:16,020 –> 00:22:24,390
more not theoretical but strategic level

494
00:22:19,830 –> 00:22:26,520
what can we do here to create email

495
00:22:24,390 –> 00:22:32,130
accounts I’m jumping on that addresses

496
00:22:26,520 –> 00:22:34,500
that is as well effectively I used to

497
00:22:32,130 –> 00:22:38,840
are still do I still teach in my in my

498
00:22:34,500 –> 00:22:42,630
classes that the the idea is to have a

499
00:22:38,840 –> 00:22:44,580
single somewhat physical location to

500
00:22:42,630 –> 00:22:47,340
process all emails so it comes to

501
00:22:44,580 –> 00:22:48,750
processing you don’t want the problem

502
00:22:47,340 –> 00:22:51,930
that I mentioned before which is that

503
00:22:48,750 –> 00:22:56,360
you have inboxes in different websites

504
00:22:51,930 –> 00:23:00,090
god forbid different devices different

505
00:22:56,360 –> 00:23:04,260
different apps that the ideal solution

506
00:23:00,090 –> 00:23:07,200
is to have ubiquitous access from one

507
00:23:04,260 –> 00:23:09,540
easy-to-use interface so that you can

508
00:23:07,200 –> 00:23:12,230
process all of the items in one place

509
00:23:09,540 –> 00:23:16,830
it’s just a matter of flipping between

510
00:23:12,230 –> 00:23:19,590
counts or flipping between select just

511
00:23:16,830 –> 00:23:21,270
selections let’s call it our options but

512
00:23:19,590 –> 00:23:22,890
you’re you’re you’re you’re able to look

513
00:23:21,270 –> 00:23:26,970
at every single piece of email that’s

514
00:23:22,890 –> 00:23:29,820
coming in in one single application or

515
00:23:26,970 –> 00:23:32,310
screen now the reason I argue that is

516
00:23:29,820 –> 00:23:35,370
that you don’t want hidden inboxes

517
00:23:32,310 –> 00:23:38,790
anywhere in your life you don’t want to

518
00:23:35,370 –> 00:23:41,190
have to go search you want to reproduce

519
00:23:38,790 –> 00:23:44,040
the friction that it takes to jump from

520
00:23:41,190 –> 00:23:45,350
one email inbox to another so you can

521
00:23:44,040 –> 00:23:48,360
get in and out as quickly as possible

522
00:23:45,350 –> 00:23:50,730
basically dispensers dispense them as

523
00:23:48,360 –> 00:23:53,790
fast as possible get to zero as quickly

524
00:23:50,730 –> 00:23:56,790
as possible without having to jump or

525
00:23:53,790 –> 00:24:00,800
guess or so all inboxes should come to

526
00:23:56,790 –> 00:24:04,320
one place no I don’t know of an app or

527
00:24:00,800 –> 00:24:07,410
device that allows for that the closest

528
00:24:04,320 –> 00:24:09,540
is perhaps my smartphone where I can

529
00:24:07,410 –> 00:24:11,730
direct all of my email to a single

530
00:24:09,540 –> 00:24:15,870
device so at least it’s to one small

531
00:24:11,730 –> 00:24:18,150
screen it’s not optimal so there’s still

532
00:24:15,870 –> 00:24:19,980
room for someone to come up with an app

533
00:24:18,150 –> 00:24:24,080
that brings together every single inbox

534
00:24:19,980 –> 00:24:26,010
every single email address IMAP pop

535
00:24:24,080 –> 00:24:27,330
everything into one so it works

536
00:24:26,010 –> 00:24:28,770
seamlessly

537
00:24:27,330 –> 00:24:30,390
I haven’t discovered that yet what’s

538
00:24:28,770 –> 00:24:33,150
that that’s that’s what I would love to

539
00:24:30,390 –> 00:24:37,230
see in the future one one physical

540
00:24:33,150 –> 00:24:42,240
location to process everything I believe

541
00:24:37,230 –> 00:24:45,570
that you shall have as many as you need

542
00:24:42,240 –> 00:24:47,370
and as few as you can get by that is

543
00:24:45,570 –> 00:24:49,620
that I understand doesn’t answer the

544
00:24:47,370 –> 00:24:52,070
question and you know sometimes it’s

545
00:24:49,620 –> 00:24:55,460
frustrating when you answer that but the

546
00:24:52,070 –> 00:24:58,950
the point that I’m trying to make is

547
00:24:55,460 –> 00:25:03,120
it’s good it’s good to split it’s good

548
00:24:58,950 –> 00:25:06,330
to divide and conquer as far as your

549
00:25:03,120 –> 00:25:08,370
division and granularity don’t start

550
00:25:06,330 –> 00:25:13,910
playing against productivity so for

551
00:25:08,370 –> 00:25:17,070
example if I look at my work email okay

552
00:25:13,910 –> 00:25:19,860
technically I should have instead of one

553
00:25:17,070 –> 00:25:22,080
inbox for email in books I could why

554
00:25:19,860 –> 00:25:23,910
well because I take part of some of the

555
00:25:22,080 –> 00:25:26,370
efforts a marketing I take some of the

556
00:25:23,910 –> 00:25:28,590
efforts in sales some of the efforts and

557
00:25:26,370 –> 00:25:30,720
the software developed okay and that’s

558
00:25:28,590 –> 00:25:33,360
technically three roles in the

559
00:25:30,720 –> 00:25:35,070
organization so can I go and instead of

560
00:25:33,360 –> 00:25:37,920
have one email address have three for

561
00:25:35,070 –> 00:25:41,040
them just will that be effective

562
00:25:37,920 –> 00:25:43,820
no that’s the reason I have one okay but

563
00:25:41,040 –> 00:25:46,980
I don’t want to make now those with my

564
00:25:43,820 –> 00:25:49,260
writing emails publicly speaking evil so

565
00:25:46,980 –> 00:25:50,820
that it’s important now to make that

566
00:25:49,260 –> 00:25:53,700
distinction and that is what I think

567
00:25:50,820 –> 00:25:58,790
people need to stop for a moment and

568
00:25:53,700 –> 00:26:01,440
think there is people who really have no

569
00:25:58,790 –> 00:26:03,660
ability to manage more than one inbox

570
00:26:01,440 –> 00:26:06,240
and that is fine too then forwards

571
00:26:03,660 –> 00:26:08,640
everything to that ebooks and you will

572
00:26:06,240 –> 00:26:11,670
be okay but if you have the ability to

573
00:26:08,640 –> 00:26:15,210
do that what is going to help you do is

574
00:26:11,670 –> 00:26:17,700
to stay a lot more focus on the email on

575
00:26:15,210 –> 00:26:20,190
hand because the emails you are going to

576
00:26:17,700 –> 00:26:22,740
receive are going to be related at least

577
00:26:20,190 –> 00:26:24,600
to something one of the problems the

578
00:26:22,740 –> 00:26:27,810
general email account is you receive

579
00:26:24,600 –> 00:26:30,840
about everything okay and that again for

580
00:26:27,810 –> 00:26:33,810
me because I’m an awful multitasker okay

581
00:26:30,840 –> 00:26:37,350
it’s not convenient because I cannot or

582
00:26:33,810 –> 00:26:39,910
I am unable to focus to the point that I

583
00:26:37,350 –> 00:26:43,600
can produce things that are useful

584
00:26:39,910 –> 00:26:45,460
there was a way in Gmail for a while and

585
00:26:43,600 –> 00:26:48,100
I think it still exists were you gonna

586
00:26:45,460 –> 00:26:49,870
actually create basically sub versions

587
00:26:48,100 –> 00:26:51,850
of an email address so you could have

588
00:26:49,870 –> 00:26:54,460
like artists still exist okay so you

589
00:26:51,850 –> 00:26:57,550
could have like art plus junk mail and

590
00:26:54,460 –> 00:27:00,280
use that the challenge that I’m facing

591
00:26:57,550 –> 00:27:02,620
is actually two questions that I’m gonna

592
00:27:00,280 –> 00:27:03,190
throw back at you guys to understand

593
00:27:02,620 –> 00:27:06,370
this a little better

594
00:27:03,190 –> 00:27:10,150
one when you’re shutting down these

595
00:27:06,370 –> 00:27:10,690
email addresses finally getting them put

596
00:27:10,150 –> 00:27:12,760
to bed

597
00:27:10,690 –> 00:27:17,020
are you worried you’re going to miss

598
00:27:12,760 –> 00:27:19,360
anything and two if you have content

599
00:27:17,020 –> 00:27:22,060
that’s archived in those old email

600
00:27:19,360 –> 00:27:24,370
systems which I think we all do what do

601
00:27:22,060 –> 00:27:28,060
you do with it so this is an easy one

602
00:27:24,370 –> 00:27:32,380
for me one at some point the threshold

603
00:27:28,060 –> 00:27:34,450
gets so low that it’s kind of FOMO right

604
00:27:32,380 –> 00:27:36,910
it’s fear of missing out almost more

605
00:27:34,450 –> 00:27:39,700
than its actual real communication being

606
00:27:36,910 –> 00:27:42,580
missed this is just me personally but

607
00:27:39,700 –> 00:27:45,310
for most of us today I can find you by

608
00:27:42,580 –> 00:27:47,770
Google you know like if I really lose

609
00:27:45,310 –> 00:27:50,770
your email address I can still find you

610
00:27:47,770 –> 00:27:53,500
in some way shape or form that it’s not

611
00:27:50,770 –> 00:27:55,780
really a big deal as it relates to

612
00:27:53,500 –> 00:27:57,550
anything that’s important to me that I

613
00:27:55,780 –> 00:28:00,130
signed up for like an account or

614
00:27:57,550 –> 00:28:03,460
something like that I am particular

615
00:28:00,130 –> 00:28:06,280
enough I’m let’s say detail-oriented

616
00:28:03,460 –> 00:28:09,370
enough or maybe just anxious type-a

617
00:28:06,280 –> 00:28:11,260
whatever and I have made a list of all

618
00:28:09,370 –> 00:28:14,590
of those things that are assigned to

619
00:28:11,260 –> 00:28:16,720
every email account so I know to go in

620
00:28:14,590 –> 00:28:18,790
and update my email address for those

621
00:28:16,720 –> 00:28:19,390
things and if I don’t if I miss

622
00:28:18,790 –> 00:28:22,540
something

623
00:28:19,390 –> 00:28:25,450
then the forwarding of that email over

624
00:28:22,540 –> 00:28:27,100
time gets picked up because it’s

625
00:28:25,450 –> 00:28:28,810
forwarding to me once I’ve changed all

626
00:28:27,100 –> 00:28:30,850
the things that are important then the

627
00:28:28,810 –> 00:28:33,130
email address is no longer really useful

628
00:28:30,850 –> 00:28:35,710
and if it and if I and if I I’m just

629
00:28:33,130 –> 00:28:39,460
waiting for that one person six years

630
00:28:35,710 –> 00:28:41,500
from now who might email me then I’ll

631
00:28:39,460 –> 00:28:43,120
just leave the forwarding on right but

632
00:28:41,500 –> 00:28:45,070
there’s some point in which I decide

633
00:28:43,120 –> 00:28:48,160
okay I haven’t received it forward from

634
00:28:45,070 –> 00:28:49,930
that email address in five years it’s

635
00:28:48,160 –> 00:28:51,880
time for it to go there’s just no reason

636
00:28:49,930 –> 00:28:53,700
for me to keep that open loop out there

637
00:28:51,880 –> 00:28:55,799
as far as the data is

638
00:28:53,700 –> 00:28:58,260
concerned most email applications

639
00:28:55,799 –> 00:29:01,529
localized desktop email applications

640
00:28:58,260 –> 00:29:02,789
allow you to be able to move email from

641
00:29:01,529 –> 00:29:06,059
one account to another

642
00:29:02,789 –> 00:29:07,980
Thunderbird opera I believe even Outlook

643
00:29:06,059 –> 00:29:09,929
allows you to do this and I just move

644
00:29:07,980 –> 00:29:11,549
that email to an archive in the new

645
00:29:09,929 –> 00:29:13,950
email account so you know when I

646
00:29:11,549 –> 00:29:18,330
transitioned from Yahoo and hotmail to

647
00:29:13,950 –> 00:29:21,059
Gmail I just move that email from there

648
00:29:18,330 –> 00:29:25,470
to an archived folder within the new

649
00:29:21,059 –> 00:29:27,899
Gmail system yeah I wonder about the

650
00:29:25,470 –> 00:29:31,260
archives because I have I have may be

651
00:29:27,899 –> 00:29:35,399
able 10 gig of archived II know none of

652
00:29:31,260 –> 00:29:37,500
which I actually looked at in years so I

653
00:29:35,399 –> 00:29:39,809
wonder I wonder if I really need it um

654
00:29:37,500 –> 00:29:40,799
need anything other than maybe twelve

655
00:29:39,809 –> 00:29:43,230
months in the past

656
00:29:40,799 –> 00:29:44,850
I know I’ve retrieved the odd email and

657
00:29:43,230 –> 00:29:49,230
it’s been good to retrieve it when I

658
00:29:44,850 –> 00:29:51,059
needed it but I I if I look at my own

659
00:29:49,230 –> 00:29:53,940
practice I think that anything more than

660
00:29:51,059 –> 00:29:56,820
twelve months old isn’t really needed so

661
00:29:53,940 –> 00:29:59,700
I’m not as worried as I was and I echo

662
00:29:56,820 –> 00:30:01,830
Ray’s sort of the view that things with

663
00:29:59,700 –> 00:30:05,490
a view that things have changed and a

664
00:30:01,830 –> 00:30:07,320
single email address is no longer the

665
00:30:05,490 –> 00:30:10,019
easiest way to get someone or find

666
00:30:07,320 –> 00:30:12,299
someone or reach them there’s a million

667
00:30:10,019 –> 00:30:14,909
other methods they’re currently

668
00:30:12,299 –> 00:30:16,740
available and if someone is even

669
00:30:14,909 –> 00:30:18,870
somewhat internet savvy they’ll use all

670
00:30:16,740 –> 00:30:20,659
of them this actually happened to me the

671
00:30:18,870 –> 00:30:24,630
other day I had to track someone down to

672
00:30:20,659 –> 00:30:26,490
try what’s up Facebook old email address

673
00:30:24,630 –> 00:30:30,000
his website which had a new email

674
00:30:26,490 –> 00:30:32,399
address I left a message on his for I

675
00:30:30,000 –> 00:30:35,039
had to travel a bunch of them turns out

676
00:30:32,399 –> 00:30:36,840
he was gone because he had the flu so it

677
00:30:35,039 –> 00:30:39,120
had nothing to do with the methods I was

678
00:30:36,840 –> 00:30:40,649
using it’s just that he couldn’t respond

679
00:30:39,120 –> 00:30:43,440
because he was he was sick for about a

680
00:30:40,649 –> 00:30:45,779
week but you know that there there’s so

681
00:30:43,440 –> 00:30:48,899
many different ways one eating one email

682
00:30:45,779 –> 00:30:52,350
address on replied is as much of a

683
00:30:48,899 –> 00:30:56,130
burden as it used to be I wanted to I

684
00:30:52,350 –> 00:30:59,970
wanted to also place a difference here

685
00:30:56,130 –> 00:31:02,370
in in two ways one is that I actually

686
00:30:59,970 –> 00:31:05,519
like the separation of my email by

687
00:31:02,370 –> 00:31:06,890
context for when and where I’m going to

688
00:31:05,519 –> 00:31:09,260
need them and the

689
00:31:06,890 –> 00:31:13,130
best place for me to be able to process

690
00:31:09,260 –> 00:31:17,510
them so in my world I get hundreds of

691
00:31:13,130 –> 00:31:21,440
emails a day and I cannot process them

692
00:31:17,510 –> 00:31:24,650
all in the same context so I just don’t

693
00:31:21,440 –> 00:31:26,990
have them all on my phone and I actually

694
00:31:24,650 –> 00:31:28,970
keep different ones separated so for

695
00:31:26,990 –> 00:31:30,740
example I don’t count this as my email

696
00:31:28,970 –> 00:31:33,710
address but I manage an email address

697
00:31:30,740 –> 00:31:35,900
for my mom and it uses we use it for

698
00:31:33,710 –> 00:31:38,090
being able to log into her Kindle and

699
00:31:35,900 –> 00:31:42,890
send her books digitally and otherwise

700
00:31:38,090 –> 00:31:44,960
right and my mom out there but uh see

701
00:31:42,890 –> 00:31:46,790
she’s not very technologically savvy so

702
00:31:44,960 –> 00:31:49,760
she’ll never hear this podcast episode

703
00:31:46,790 –> 00:31:52,100
anyway but the but the point is is that

704
00:31:49,760 –> 00:31:53,929
and that will be the next comment we’ll

705
00:31:52,100 –> 00:31:57,919
get from a listener will be your mother

706
00:31:53,929 –> 00:32:03,429
telling you I was paying attention very

707
00:31:57,919 –> 00:32:05,750
very unlikely but I have networks and

708
00:32:03,429 –> 00:32:08,480
communications channels and we are not

709
00:32:05,750 –> 00:32:11,480
aware of four dudes on a pot four dudes

710
00:32:08,480 –> 00:32:14,980
on a podcast trust me we have no idea

711
00:32:11,480 –> 00:32:18,590
what they’re able of able to do to us

712
00:32:14,980 –> 00:32:20,419
yes yes so so so we you know that’s an

713
00:32:18,590 –> 00:32:23,540
email account that I have no desire to

714
00:32:20,419 –> 00:32:25,549
have on any system of mine so I only log

715
00:32:23,540 –> 00:32:27,230
into it through the you know web

716
00:32:25,549 –> 00:32:30,080
interface in order to be able to access

717
00:32:27,230 –> 00:32:33,890
at time so I think be wary of the idea

718
00:32:30,080 –> 00:32:36,500
of having multiple accounts and even

719
00:32:33,890 –> 00:32:38,570
those that may not be managed you may be

720
00:32:36,500 –> 00:32:40,940
managing but are not yours so take

721
00:32:38,570 –> 00:32:43,370
ownership and commitment only to the

722
00:32:40,940 –> 00:32:44,750
email accounts that you need to I think

723
00:32:43,370 –> 00:32:47,600
that’s important to sort of keep in mind

724
00:32:44,750 –> 00:32:51,140
and as in my case if you are very very

725
00:32:47,600 –> 00:32:53,870
email heavy I have all but turned off

726
00:32:51,140 –> 00:32:56,480
all notifications on my phone for the

727
00:32:53,870 –> 00:32:58,549
influx of email coming in for work and I

728
00:32:56,480 –> 00:33:01,490
only process that at specific time today

729
00:32:58,549 –> 00:33:04,190
on the desktop and we’re gonna have a

730
00:33:01,490 –> 00:33:05,780
whole episode on email processing inbox

731
00:33:04,190 –> 00:33:08,240
zero so I’m not getting too much into

732
00:33:05,780 –> 00:33:10,730
that but I just want to say that having

733
00:33:08,240 –> 00:33:13,370
email accounts in different places is is

734
00:33:10,730 –> 00:33:16,070
not always the wrong thing it just

735
00:33:13,370 –> 00:33:18,020
really depends upon your work style and

736
00:33:16,070 –> 00:33:20,600
also your personal lifestyle right so

737
00:33:18,020 –> 00:33:21,350
for me I don’t check my personal email

738
00:33:20,600 –> 00:33:23,299
every day

739
00:33:21,350 –> 00:33:25,760
I check it actually very infrequently

740
00:33:23,299 –> 00:33:29,120
usually once a week I don’t like the

741
00:33:25,760 –> 00:33:31,610
idea of being tied to that for real-time

742
00:33:29,120 –> 00:33:33,530
communications and I tell again if the

743
00:33:31,610 –> 00:33:35,660
expectation is set there sort of in

744
00:33:33,530 –> 00:33:38,059
Francis’s perspective right I’ve told

745
00:33:35,660 –> 00:33:40,160
everybody you send me wedding

746
00:33:38,059 –> 00:33:41,419
invitations and those kinds of things

747
00:33:40,160 –> 00:33:44,179
you could email those to me because

748
00:33:41,419 –> 00:33:45,830
those are not super time-sensitive but

749
00:33:44,179 –> 00:33:48,110
if you really need me pick up the phone

750
00:33:45,830 –> 00:33:50,570
you know send a text message there are

751
00:33:48,110 –> 00:33:52,669
better more real-time communication

752
00:33:50,570 –> 00:33:54,500
platforms for that kind of message and

753
00:33:52,669 –> 00:33:56,840
then I also wanted to clarify just very

754
00:33:54,500 –> 00:33:58,220
very quickly that I have a stance on

755
00:33:56,840 –> 00:34:00,950
consolidating concentrating

756
00:33:58,220 –> 00:34:03,230
communications into as few inboxes as

757
00:34:00,950 –> 00:34:04,970
possible and I don’t want to conflate

758
00:34:03,230 –> 00:34:08,030
that with the fact that I said I wanted

759
00:34:04,970 –> 00:34:10,460
as few inboxes as possible email

760
00:34:08,030 –> 00:34:13,550
accounts that is as possible I have as

761
00:34:10,460 –> 00:34:15,649
few email inboxes but I am attempting to

762
00:34:13,550 –> 00:34:18,950
consolidate those communications into

763
00:34:15,649 –> 00:34:20,810
those particular veins right into those

764
00:34:18,950 –> 00:34:22,669
categories so for example my personal

765
00:34:20,810 –> 00:34:24,320
email email inbox

766
00:34:22,669 –> 00:34:26,000
receives all of my personal

767
00:34:24,320 –> 00:34:28,429
communications right so I have Google

768
00:34:26,000 –> 00:34:31,220
Voice sending my personal text messages

769
00:34:28,429 –> 00:34:32,330
in my personal voice mail to my inbox my

770
00:34:31,220 –> 00:34:35,840
email inbox and that’s where I can

771
00:34:32,330 –> 00:34:39,200
process it better and the professional

772
00:34:35,840 –> 00:34:41,510
stuff gets gets close in there right but

773
00:34:39,200 –> 00:34:43,669
thankfully because of the technology I

774
00:34:41,510 –> 00:34:46,280
can just text message on my phone and

775
00:34:43,669 –> 00:34:49,040
answer and listen to voicemail on my

776
00:34:46,280 –> 00:34:50,960
phone if I want to but if I don’t I can

777
00:34:49,040 –> 00:34:52,879
always catch it up it’s like bringing up

778
00:34:50,960 –> 00:34:54,830
the rear guard when I go back to my

779
00:34:52,879 –> 00:34:56,570
email account right when I go back to my

780
00:34:54,830 –> 00:34:58,670
email software so just remember that

781
00:34:56,570 –> 00:35:01,970
this is this is flexible it’s adaptive

782
00:34:58,670 –> 00:35:05,210
based on your particular needs I have

783
00:35:01,970 –> 00:35:08,210
written a lot about the fact that I

784
00:35:05,210 –> 00:35:11,510
encourage people not to check email on

785
00:35:08,210 –> 00:35:13,940
their phones you know and get email out

786
00:35:11,510 –> 00:35:16,790
of their phone and and I have a good ask

787
00:35:13,940 –> 00:35:19,130
this question well that’s fine but what

788
00:35:16,790 –> 00:35:21,590
you do when you’re traveling well you

789
00:35:19,130 –> 00:35:23,750
know the beauty of this is you can be as

790
00:35:21,590 –> 00:35:26,990
flexible as you need and and you know I

791
00:35:23,750 –> 00:35:28,760
don’t flexible as you don’t need to you

792
00:35:26,990 –> 00:35:31,910
know their email address you know if I’m

793
00:35:28,760 –> 00:35:34,580
traveling las last week I was turns last

794
00:35:31,910 –> 00:35:38,210
two weeks actually I went traveling and

795
00:35:34,580 –> 00:35:40,250
I activate some of my email address on

796
00:35:38,210 –> 00:35:43,190
the phone why well because that was

797
00:35:40,250 –> 00:35:46,130
basically their computer that was going

798
00:35:43,190 –> 00:35:48,800
to be with me for most of the day I

799
00:35:46,130 –> 00:35:51,140
wasn’t carrying the iPad and therefore

800
00:35:48,800 –> 00:35:53,990
that was the computer until I get to the

801
00:35:51,140 –> 00:35:57,710
hotel and I could not go six hours

802
00:35:53,990 –> 00:35:59,450
without checking emails okay work expect

803
00:35:57,710 –> 00:36:02,800
me to be a little bit more responsive

804
00:35:59,450 –> 00:36:06,590
than that okay so be okay with those

805
00:36:02,800 –> 00:36:09,380
exceptions to the rule if what you just

806
00:36:06,590 –> 00:36:11,570
need to make sure is that you are

807
00:36:09,380 –> 00:36:13,760
checking them when it’s appropriate and

808
00:36:11,570 –> 00:36:15,950
you are not checking just to check to

809
00:36:13,760 –> 00:36:19,220
see if there is anything that can get

810
00:36:15,950 –> 00:36:23,590
your attention again the fear of missing

811
00:36:19,220 –> 00:36:26,870
out FOMO right I just wanted to add a

812
00:36:23,590 –> 00:36:30,580
point around what app develop app

813
00:36:26,870 –> 00:36:33,320
developers are not doing so when when I

814
00:36:30,580 –> 00:36:36,920
noticed that that app developers for

815
00:36:33,320 –> 00:36:40,400
email clients whether separate apps

816
00:36:36,920 –> 00:36:42,920
standalone app desktop web whatever and

817
00:36:40,400 –> 00:36:45,740
even on smart phones they they’re not

818
00:36:42,920 –> 00:36:47,120
taking into account the user sort of the

819
00:36:45,740 –> 00:36:49,160
squirrel sort of the squirrel sort of

820
00:36:47,120 –> 00:36:53,420
described that we bounced around

821
00:36:49,160 –> 00:36:56,240
different kinds of email apps and we

822
00:36:53,420 –> 00:36:59,330
swap between them in all these different

823
00:36:56,240 –> 00:37:02,360
sort of idiosyncratic waves what I find

824
00:36:59,330 –> 00:37:04,550
is that even even app developers that

825
00:37:02,360 –> 00:37:07,880
put in a sinking of the ability with

826
00:37:04,550 –> 00:37:10,640
apps apps what they are not doing is

827
00:37:07,880 –> 00:37:13,700
looking at from our level as the users

828
00:37:10,640 –> 00:37:15,590
and seeing I use five different apps and

829
00:37:13,700 –> 00:37:17,870
I use 20 different inboxes for the

830
00:37:15,590 –> 00:37:20,720
following reasons and then designing

831
00:37:17,870 –> 00:37:22,880
from the behavior starting with the

832
00:37:20,720 –> 00:37:25,520
behavior that we are I think we’re all

833
00:37:22,880 –> 00:37:28,430
seeing we use multiple multiples of

834
00:37:25,520 –> 00:37:31,100
everything no one is designing from our

835
00:37:28,430 –> 00:37:34,820
pointer suits suits so we’re sort of

836
00:37:31,100 –> 00:37:36,890
left having to assemble our own sort of

837
00:37:34,820 –> 00:37:39,320
solutions or own individual solutions

838
00:37:36,890 –> 00:37:42,800
without any guidance so even though for

839
00:37:39,320 –> 00:37:45,590
example a blog post that says here if

840
00:37:42,800 –> 00:37:47,270
you want the following result which is

841
00:37:45,590 –> 00:37:48,289
managing lots of different emails for

842
00:37:47,270 –> 00:37:51,140
lots of different reason

843
00:37:48,289 –> 00:37:54,529
here’s a playbook for how you would

844
00:37:51,140 –> 00:37:57,380
construct your the four or five apps you

845
00:37:54,529 –> 00:38:00,579
should use and how you should distribute

846
00:37:57,380 –> 00:38:02,660
hop and hop and how and how you should

847
00:38:00,579 –> 00:38:04,579
which ones you should sync with each

848
00:38:02,660 –> 00:38:06,019
other because essentially what we’re

849
00:38:04,579 –> 00:38:08,929
doing is we’re assembling these little

850
00:38:06,019 –> 00:38:11,059
ecosystems without any guidance so I

851
00:38:08,929 –> 00:38:12,289
think someone were to step up and say

852
00:38:11,059 –> 00:38:15,109
okay I’m going to help you to assemble

853
00:38:12,289 –> 00:38:15,829
your email ecosystem that would serve

854
00:38:15,109 –> 00:38:18,949
your needs

855
00:38:15,829 –> 00:38:21,199
well that would go a long way and we’re

856
00:38:18,949 –> 00:38:24,160
gonna have a entire episode but as I

857
00:38:21,199 –> 00:38:27,559
said earlier in the show on inbox zero

858
00:38:24,160 –> 00:38:29,529
concept called inbox one that I kind of

859
00:38:27,559 –> 00:38:32,079
alluded to a little bit earlier and

860
00:38:29,529 –> 00:38:35,119
processing email messages and we’ll talk

861
00:38:32,079 –> 00:38:36,589
quite a bit more about this in future in

862
00:38:35,119 –> 00:38:39,170
that future episode and I’m sure in

863
00:38:36,589 –> 00:38:41,209
future episodes as well in the remaining

864
00:38:39,170 –> 00:38:43,459
time gentlemen I’d like to talk about

865
00:38:41,209 –> 00:38:46,670
what email applications we currently use

866
00:38:43,459 –> 00:38:49,670
and why so we have just five minutes so

867
00:38:46,670 –> 00:38:51,799
just briefly who wants to get started

868
00:38:49,670 –> 00:38:55,009
with regard to what email applications

869
00:38:51,799 –> 00:38:57,979
you use and and why to manage your

870
00:38:55,009 –> 00:38:59,809
multiple email accounts I kind of start

871
00:38:57,979 –> 00:39:03,079
so that way we go from the most boring

872
00:38:59,809 –> 00:39:06,170
to the most entertaining I work on the

873
00:39:03,079 –> 00:39:09,170
vanilla standard mail dot app on the

874
00:39:06,170 –> 00:39:11,689
iPad and that’s where every account is

875
00:39:09,170 –> 00:39:17,029
and they were everything else I use

876
00:39:11,689 –> 00:39:20,059
outlook as my primary but I have inside

877
00:39:17,029 –> 00:39:21,589
it takes six three four five of my

878
00:39:20,059 –> 00:39:23,479
different email accounts the ones that I

879
00:39:21,589 –> 00:39:27,170
said are public facing they all come

880
00:39:23,479 –> 00:39:32,749
into this one then and and I also have

881
00:39:27,170 –> 00:39:36,349
access to Gmail of course and I have a

882
00:39:32,749 –> 00:39:39,439
different app that I use on my my

883
00:39:36,349 –> 00:39:42,289
smartphone primarily because it allows

884
00:39:39,439 –> 00:39:43,699
me to delete email from the smartphone

885
00:39:42,289 –> 00:39:45,380
but not delete it from the server

886
00:39:43,699 –> 00:39:48,170
that’s only reason I use this particular

887
00:39:45,380 –> 00:39:49,699
app I think I think that’s I think

888
00:39:48,170 –> 00:39:52,810
that’s about it the others are our web

889
00:39:49,699 –> 00:39:58,360
apps of kind of a similar nature

890
00:39:52,810 –> 00:40:00,820
I run outlook on my desktop my Windows

891
00:39:58,360 –> 00:40:04,870
desktop I run it on my Android phone

892
00:40:00,820 –> 00:40:08,080
I used the Gmail web client for a lot of

893
00:40:04,870 –> 00:40:11,230
things that don’t parallel themselves

894
00:40:08,080 –> 00:40:13,180
into Outlook I’ve used I don’t Lord

895
00:40:11,230 –> 00:40:14,650
knows how many different apps on the

896
00:40:13,180 –> 00:40:17,920
phone trying to find one that works

897
00:40:14,650 –> 00:40:19,630
cleanly for me the big thing is rapid

898
00:40:17,920 –> 00:40:22,080
processing so I need an app that allows

899
00:40:19,630 –> 00:40:24,610
me to control the swipe functionality

900
00:40:22,080 –> 00:40:27,850
outlook allows me to control it in a way

901
00:40:24,610 –> 00:40:29,470
where I can set a left swipe doing one

902
00:40:27,850 –> 00:40:31,240
thing and a right swipe doing another

903
00:40:29,470 –> 00:40:32,800
and it be consistent and then I can

904
00:40:31,240 –> 00:40:34,810
actually flip through my emails very

905
00:40:32,800 –> 00:40:37,560
quickly and process them there was a

906
00:40:34,810 –> 00:40:39,550
great app for a while called Alto

907
00:40:37,560 –> 00:40:42,880
unfortunately they have discontinued it

908
00:40:39,550 –> 00:40:44,950
which seems to be the lot in life that

909
00:40:42,880 –> 00:40:46,270
most of these have that was very

910
00:40:44,950 –> 00:40:49,000
powerful and allowing that kind of

911
00:40:46,270 –> 00:40:51,070
control but outlook is the primary one I

912
00:40:49,000 –> 00:40:53,530
use and it’s mostly for the fact that

913
00:40:51,070 –> 00:40:55,750
it’s fairly consistent for me it’s got

914
00:40:53,530 –> 00:40:57,940
to be everything has to be able to

915
00:40:55,750 –> 00:41:00,550
synchronize back to the cloud so the

916
00:40:57,940 –> 00:41:02,680
clients themselves are just interacting

917
00:41:00,550 –> 00:41:06,790
with the web servers themselves and the

918
00:41:02,680 –> 00:41:08,770
behavior has to be consistent so will I

919
00:41:06,790 –> 00:41:11,470
stick with Outlook forever probably not

920
00:41:08,770 –> 00:41:14,740
I’ll probably find something else who

921
00:41:11,470 –> 00:41:17,470
knows so for me I use several

922
00:41:14,740 –> 00:41:19,750
applications across my ecosystem in

923
00:41:17,470 –> 00:41:21,820
order to manage email so I use currently

924
00:41:19,750 –> 00:41:26,290
Newton which is a subscription-based

925
00:41:21,820 –> 00:41:28,810
email software for iOS Android Mac and

926
00:41:26,290 –> 00:41:32,620
Windows and that has actually been

927
00:41:28,810 –> 00:41:35,050
really great now in deference to

928
00:41:32,620 –> 00:41:38,800
Francis’s situation where you might be

929
00:41:35,050 –> 00:41:43,390
using pop3 you know it doesn’t handle

930
00:41:38,800 –> 00:41:44,320
non I mapped email accounts and so you

931
00:41:43,390 –> 00:41:46,410
know there’s just a problem with

932
00:41:44,320 –> 00:41:48,970
handling legacy application

933
00:41:46,410 –> 00:41:51,970
infrastructure or email infrastructure

934
00:41:48,970 –> 00:41:54,130
that is and and and pop is definitely

935
00:41:51,970 –> 00:41:56,020
one of them and so you know a lot of

936
00:41:54,130 –> 00:41:58,630
these developers have basically decided

937
00:41:56,020 –> 00:42:00,330
not to support legacy technologies and I

938
00:41:58,630 –> 00:42:04,390
and I think there’s a certain I

939
00:42:00,330 –> 00:42:06,130
understand what their why because it

940
00:42:04,390 –> 00:42:06,730
takes resources to be able to do so but

941
00:42:06,130 –> 00:42:09,990
I

942
00:42:06,730 –> 00:42:12,550
so recognize that email is a very old

943
00:42:09,990 –> 00:42:15,070
technology and there needs to be some

944
00:42:12,550 –> 00:42:18,730
level of backwards compatibility for

945
00:42:15,070 –> 00:42:20,920
these these systems and as much as I

946
00:42:18,730 –> 00:42:22,270
don’t use it anymore I still understand

947
00:42:20,920 –> 00:42:25,660
that there are a lot of people who still

948
00:42:22,270 –> 00:42:27,760
do so that that’s that’s my desktop

949
00:42:25,660 –> 00:42:29,920
environment oh I’m sorry

950
00:42:27,760 –> 00:42:31,830
so Newton is one that I use in an opera

951
00:42:29,920 –> 00:42:34,960
mail is the other and that segments my

952
00:42:31,830 –> 00:42:36,400
email addresses that I don’t want email

953
00:42:34,960 –> 00:42:39,430
accounts that I don’t want to be

954
00:42:36,400 –> 00:42:43,210
checking on my phone or in in any sense

955
00:42:39,430 –> 00:42:45,730
of the matter real time so I’m sorry I

956
00:42:43,210 –> 00:42:48,250
said that backwards so Newton handles

957
00:42:45,730 –> 00:42:50,080
all of my kind of real-time email that I

958
00:42:48,250 –> 00:42:53,140
want to be able to access across both

959
00:42:50,080 –> 00:42:56,619
phone and and desktop on mobile and

960
00:42:53,140 –> 00:42:58,390
desktop I use opera mail which is opera

961
00:42:56,619 –> 00:43:01,270
the web browser has their own email

962
00:42:58,390 –> 00:43:03,910
client and the Opera mail client which

963
00:43:01,270 –> 00:43:06,730
is also free software that is a flavor

964
00:43:03,910 –> 00:43:09,490
of open-source and I use that for the

965
00:43:06,730 –> 00:43:10,990
desktop and I use that to access pretty

966
00:43:09,490 –> 00:43:14,200
much everything else on my mobile phone

967
00:43:10,990 –> 00:43:16,840
I use the Gmail app I use inbox by Gmail

968
00:43:14,200 –> 00:43:18,160
which is which I use for fairly light

969
00:43:16,840 –> 00:43:20,560
processing and we’ll talk about that

970
00:43:18,160 –> 00:43:22,480
obviously in the next episode Newton and

971
00:43:20,560 –> 00:43:23,950
then outlook so I separate those email

972
00:43:22,480 –> 00:43:25,780
accounts across different devices and

973
00:43:23,950 –> 00:43:27,970
this really helps with just managing

974
00:43:25,780 –> 00:43:29,950
notifications you can figure out a way

975
00:43:27,970 –> 00:43:32,859
to clean out my frickin inbox I’d be

976
00:43:29,950 –> 00:43:34,330
happy I’m a that that’s that’s I think

977
00:43:32,859 –> 00:43:36,280
that’s the challenge that everybody has

978
00:43:34,330 –> 00:43:39,940
when you look at email I mean I’ve

979
00:43:36,280 –> 00:43:42,550
wanted to use email as an instant

980
00:43:39,940 –> 00:43:44,859
messenger in times it’s a task list it’s

981
00:43:42,550 –> 00:43:47,800
a calendar reference it’s it’s a the

982
00:43:44,859 –> 00:43:50,109
biggest catch hall bucket that we’ve got

983
00:43:47,800 –> 00:43:52,840
and it I can’t think of anything that’s

984
00:43:50,109 –> 00:43:55,450
more frustrating so if we can focus on

985
00:43:52,840 –> 00:43:58,840
some ways of identifying how we clean

986
00:43:55,450 –> 00:44:01,720
this mess up I think I know I would be

987
00:43:58,840 –> 00:44:04,359
happy well I think you have provided a

988
00:44:01,720 –> 00:44:07,420
perfect segue which is to say that our

989
00:44:04,359 –> 00:44:10,810
next episode is going to be about inbox

990
00:44:07,420 –> 00:44:13,570
processing and inbox one and getting to

991
00:44:10,810 –> 00:44:17,170
inbox zero if that’s if that’s a reality

992
00:44:13,570 –> 00:44:18,010
for you or a desire for you and that’s

993
00:44:17,170 –> 00:44:20,440
we’re going to talk about the next

994
00:44:18,010 –> 00:44:24,519
episode so I’m really excited to do that

995
00:44:20,440 –> 00:44:26,799
and so thank you to Augusto art and

996
00:44:24,519 –> 00:44:29,440
Frances for joining me here on this show

997
00:44:26,799 –> 00:44:31,119
today I want to I want to make sure

998
00:44:29,440 –> 00:44:32,980
listeners know that if you have a

999
00:44:31,119 –> 00:44:35,740
question or a comment about this episode

1000
00:44:32,980 –> 00:44:39,130
please head over to productivity cast

1001
00:44:35,740 –> 00:44:41,049
dotnet forward slash contact and let us

1002
00:44:39,130 –> 00:44:42,369
know if you have something that we that

1003
00:44:41,049 –> 00:44:43,720
we discussed that you have a question

1004
00:44:42,369 –> 00:44:45,430
about or you have comment about the show

1005
00:44:43,720 –> 00:44:47,170
touch base with us let us know we’re

1006
00:44:45,430 –> 00:44:49,029
always excited and happy to hear from

1007
00:44:47,170 –> 00:44:50,980
our listeners you can find this

1008
00:44:49,029 –> 00:44:54,039
episode’s show notes and how to

1009
00:44:50,980 –> 00:44:57,250
subscribe at productivity cast.net

1010
00:44:54,039 –> 00:44:59,140
forward slash zero to eight for episode

1011
00:44:57,250 –> 00:45:01,480
28 here’s to your productive life that’s

1012
00:44:59,140 –> 00:45:03,670
it for this productivity cast the weekly

1013
00:45:01,480 –> 00:45:06,130
show about all things productivity with

1014
00:45:03,670 –> 00:45:08,410
your hosts Ray Sidney-Smith and Augusto

1015
00:45:06,130 –> 00:45:10,650
Pinaud with Francis Wade and art Gelwicks

[/read]

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