029 - Inbox Zero, Inbox One, and Processing Email Messages - ProductivityCast

029 Inbox Zero, Inbox One, and Processing Email Messages – ProductivityCast

As we discussed email in the last episode, email management of multiple accounts has its positives and negatives. All of us, Augusto, Art, Francis and I have multiple email accounts. And, to be honest, I don’t know many people who have only one solitary email account. But, whether you have one inbox, or 10 inboxes, one methodology that’s cropped up and lingered for nearly two decades is the idea of Inbox Zero. In this cast, we discuss the history of Inbox Zero (with the pros and cons), some related concepts that I’ve theorized over the years (namely my Inbox One and Tab Zero methods, the former of which I hinted at in the last cast), and get feedback and permutations from the ProductivityCast team. We close with some thoughts on email message processing. 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.

“Inbox Zero” (GoogleTechTalks) by Merlin Mann

Getting Things Done by David Allen

43 Folders Series: Inbox Zero (also by Merlin Mann)

Forget ‘Inbox Zero’: Your empty email account means nothing

Evernote

Fujitsu ScanSnap iX500 (ScanSnap Cloud)

Ray’s Web browser corollary to Inbox Zero, Tab Zero

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).

[read more=”Read the raw text transcript” less=”Close the raw text transcript”]

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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 Sydney Smith and Augusto

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pronounces weight and art Galax welcome

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everybody to productivity cast episode 0

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to 9 episode 29 inbox zero inbox 1 and

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processing email messages we are going

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to be talking about the all-encompassing

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inbox and how to deal with your inbox

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and so I wanted to lead off because as

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we discussed email in the last episode

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email management of multiple accounts

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has its positives and negatives all of

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us Augusto art Francis and I have

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multiple email accounts and to be honest

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I don’t know how many people who have

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only one single solitary email account

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but whether you have one inbox or 10

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inboxes one methodology that’s cropped

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up over the past decade is the idea of

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inbox zero it came from Merlin Mann who

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did a google Tech Talk back in 2007 and

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I will put a link to that in the show

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notes if those of you who want to watch

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I believe is about an hour or so he

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talks about this idea of inbox zero so

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in this cast we’re gonna discuss a

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little bit about inbox zero its pros and

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cons some related concepts that I’ve

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kind of thought about over the past

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couple of years namely inbox 1 and the

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tab 0 methods and get feedback and

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permutations from the productivity cast

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team will close them with some thoughts

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on email message processing from my

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esteemed colleagues and I think this is

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gonna be a great podcast it’s gonna have

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a lot of really great information for us

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all so let’s kick it off with who wants

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to kind of describe in brief the concept

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of inbox 0

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what Merlin Mann was really talking

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about as a as a kind of extension of

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getting things done by David Allen and

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this idea of of capturing and then

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processing ones inboxes I don’t know if

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any of us

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truly understand what the current

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definition of that is I know what mine

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is and and I’m sure – not matching

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what’s in the literature but in the

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mentality of being able to get eliminate

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all actionable items and processing

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items from a common email inbox or a

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singular email inbox

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that’s to my knowledge that’s it in a

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nutshell now what have I missed guys I

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will add a couple of things you know

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what what Merlin man was talking about

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when he was talking about inbox zero is

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that David Allen talked about this idea

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that your task inbox should really be

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cleared out every 24 to 48 hours and I

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don’t actually know what David Allen was

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specifically thinking but I have tended

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to think about that from the perspective

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that he wasn’t talking about necessarily

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your communications inboxes that is

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email and voicemail boxes and so forth

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he was really talking about your in tray

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the basket in which you receive your

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inputs right so whether you took notes

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or received letters or memos or whatever

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that inbox was the one that I perceive

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him to frequently be talking about not

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necessarily your email inbox but it is

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another one of those in baskets as he

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talks about and getting things done so I

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get it my thought here is that it’s

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really important or let me take a step

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back what I believe Merlin Mann was

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talking about and and sort of the the

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crux of what he was talking about was

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that very similar to the way that we

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receive mail in our home mail boxes we

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receive a an influx of physical inputs

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and we take those out and we deal with

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them and we don’t put them back in the

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mail box right they it’s sort of a

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one-way conveyor belt if you want to

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think of it that way that we process

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things and go go from there so

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if we want to if we want to have a clear

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sort of runway in in or ground level in

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GTD language we then need to that we

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need to then have a an ability to

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process or clarify those things that are

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coming in as inputs and and dealing with

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just the things that are new as they’re

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coming in the inbox is a poor place to

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manage inputs if we’ve got a whole bunch

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of other stuff in there that may or may

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not even be organized but the things

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that come in into in should truly be new

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stuff coming in not just old stuff

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that’s been hanging around so one of the

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interesting things about the time Merlyn

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man came with was his inbox zero concept

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was that I don’t people were clear but

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the message at the time from from David

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and I agree on that it wasn’t clear on

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well you’re going to process but he was

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really well you process what you can and

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and what he’s come said there were those

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two concepts that he brought that were

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quite interested interesting at the time

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one was that inbox Hiro comment that

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that really put him into a famous part

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for colored some way because he was he

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bring it over to say well it’s not

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enough to to be able to process you

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really need to get surround your goal

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need to be to process everything so you

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don’t have everything or stuff hanging

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out and the other thing that he brought

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pretty close to that was the concept of

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the hipster PDA where you start having

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your system in paper in index cards to

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be precise and that’s how you create a

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system the problem with the paper system

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is still my problem to this day as much

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as I will love it is it do not allow it

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only allow a certain amount of input and

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as soon as you surpass that point you

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break it

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but the inbox zero it’s still a good

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concept and it’s a good concept that

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sadly for most people it’s unheard of

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you know I there is a on one and one of

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the many things I have heard David Allen

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talking he he made a point that that is

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really interesting and he said most

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people has never seen inbox zero if you

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go right now and open a new email

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account doesn’t matter if you are going

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to pay for exchange or office 365 you

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are going to get corporate Google or you

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just go for a free account anywhere as

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soon as you open and get to that inbox

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you already have to okay because you

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have a welcome and set up and so for

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most people inbox zero is something that

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is unheard of and because of that they

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have never experienced the power who

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have have to look at that and have

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everything process during the years I

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have advised people to unplug you know

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kill the web download your email on

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disconnect from the internet and then

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respond to that process all that you

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know doesn’t matter the emails will go

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out as soon as you reconnect to the

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internet but is for most people the only

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chance you have to actually get to zero

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I get you know emails are afraid that if

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I don’t disconnect that way I will never

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see inbox zero and I wish to say that

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I’m unique on that but sadly that’s not

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batch of originality anymore yeah here I

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want to backtrack a second though and

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now that my brain cells are starting to

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fire properly on a Monday morning the

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concept of inbox zero I think starts off

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with a misnomer when we say inbox zero

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and I’m going back to what I read from

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Merlin Mann and that sort we make the

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mistake of associating directly inbox

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with email and that’s not the case in

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this context inboxes incoming

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work requests incoming information

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whether it’s in an email whether it’s an

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instant message whether it’s a paper

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mail you get whether it’s a note for

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yourself you leave in the desk if you

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look at how GTD works you have Alan lays

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out have a box and if you have something

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to do you write a note on it and you

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stick it in the box and you process that

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box down so the exercise is really

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around the processing of incoming

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information that capture meant mechanism

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it does not directly have to associate

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with inbox with an email inbox nice it

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when I was thinking about this this

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morning and last night that’s where I

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was getting a little hung up because we

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get so wrapped up in this I’ve got to

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get my inbox

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ergo email inbox down to nothing in it

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there is no correlation between that and

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being productive

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there is no causality there whatsoever

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being able to handle everything that’s

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coming in and whatever mechanism it’s

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coming in and process it into your

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trusted system is my understanding the

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core of what inbox zero truly is it’s

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closing those loops out and not letting

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stuff just sit out there in the capture

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stage of your process now with that

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being said inbox associated with in

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email is probably the biggest culprit of

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stuff coming to us but when Merlin man

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originally set this up that would be a

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direct association that would be true

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but that’s not the case anymore we’ve

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got so many inputs now whether it’s

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email whether it’s social media whatever

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we’ve got to have systems that allow us

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to pull in multiple things and put it

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into a conceptual inbox and I think what

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triggered it for me is I used to do it

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for all my tasks tracking and the

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default box that they use the default

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place for new tasks to go in is called

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the Inbox

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I agree with you and and that’s one of

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the things that was starting to change

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at that time you know before before that

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talk you know we as much of some of the

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technologies like text message and those

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things are now seems like oh we have

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have them forever

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there were technologies that were not

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necessarily must adopted yet when when

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that talk came out and and there was

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other on there and there was the other

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in books and I agree he referred inbox

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zero us every inbox you have the problem

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is for most people you know a lot of

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that inbox zero thing happened to be on

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the email that’s and emails and text

247
00:12:01,020 –> 00:12:06,780
messages even more than voicemails these

248
00:12:03,870 –> 00:12:10,050
days I don’t you know I don’t get at

249
00:12:06,780 –> 00:12:15,930
least for me I don’t get as many voice

250
00:12:10,050 –> 00:12:18,090
mails as I get texts and emails but if

251
00:12:15,930 –> 00:12:20,850
you don’t know how to process all those

252
00:12:18,090 –> 00:12:25,020
what you leave is a bunch of stuff

253
00:12:20,850 –> 00:12:28,020
hanging around that it will make

254
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impossible that it will make impossible

255
00:12:28,020 –> 00:12:32,010
to accomplish that inbox here that at

256
00:12:30,270 –> 00:12:34,650
the same time make impossible to

257
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accomplish having any kind of control

258
00:12:34,650 –> 00:12:40,680
over anything so I think there are

259
00:12:38,040 –> 00:12:44,430
arguments on both sides of the of the

260
00:12:40,680 –> 00:12:46,800
aisle for inbox zero I I’m gonna place a

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00:12:44,430 –> 00:12:49,770
link to an interesting article from The

262
00:12:46,800 –> 00:12:53,250
Next Web that talks about the kind of

263
00:12:49,770 –> 00:12:55,890
anti inbox zero sentiment that has kind

264
00:12:53,250 –> 00:12:59,490
of grown up over time you know even Elon

265
00:12:55,890 –> 00:13:03,810
Musk has has said inbox zero is is is a

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00:12:59,490 –> 00:13:06,000
fad is that this kind of trend akin to I

267
00:13:03,810 –> 00:13:07,860
forget what he what he likened it to but

268
00:13:06,000 –> 00:13:11,370
he’s couldn’t kind of likened it to some

269
00:13:07,860 –> 00:13:13,710
something you know of a contemporary

270
00:13:11,370 –> 00:13:16,350
sort of fad that we have today and and I

271
00:13:13,710 –> 00:13:19,350
again I go back to this idea that inbox

272
00:13:16,350 –> 00:13:21,030
zero has value in the sense that you

273
00:13:19,350 –> 00:13:21,310
know this we should be understanding

274
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that

275
00:13:21,310 –> 00:13:28,900
inputs are not where we maintain and

276
00:13:25,000 –> 00:13:31,750
manage actions and therefore we should

277
00:13:28,900 –> 00:13:36,100
be we should be moving things along a

278
00:13:31,750 –> 00:13:38,890
route to get to a functional managed

279
00:13:36,100 –> 00:13:42,490
space and I think that’s important again

280
00:13:38,890 –> 00:13:46,080
I’m gonna I’m gonna always lay waste to

281
00:13:42,490 –> 00:13:51,670
the idea that inbox zero applies to

282
00:13:46,080 –> 00:13:54,220
anything more important than your task

283
00:13:51,670 –> 00:13:56,290
inbox as art was talking about you know

284
00:13:54,220 –> 00:13:57,640
where mate maybe to do a store other

285
00:13:56,290 –> 00:13:59,860
tools like remember the milk or

286
00:13:57,640 –> 00:14:02,589
OmniFocus or otherwise they provide an

287
00:13:59,860 –> 00:14:06,100
inbox for your tasks that are that are

288
00:14:02,589 –> 00:14:08,320
incoming potential commitments those

289
00:14:06,100 –> 00:14:11,050
things that are coming in that’s way

290
00:14:08,320 –> 00:14:14,500
more important to process than email

291
00:14:11,050 –> 00:14:18,100
however in the context of inbox zero for

292
00:14:14,500 –> 00:14:19,930
email I think it’s this this is a good

293
00:14:18,100 –> 00:14:21,790
time for me to sort of flush out this

294
00:14:19,930 –> 00:14:23,529
idea that I’ve I’ve been I’ve been

295
00:14:21,790 –> 00:14:25,630
talking about and thinking about for

296
00:14:23,529 –> 00:14:28,060
quite some time which is which I just

297
00:14:25,630 –> 00:14:29,740
have casually coined in box one I’m not

298
00:14:28,060 –> 00:14:33,220
I’m not particularly particularly wedded

299
00:14:29,740 –> 00:14:38,710
to the name but the idea here is that

300
00:14:33,220 –> 00:14:42,430
you have a as few inboxes as possible

301
00:14:38,710 –> 00:14:44,860
for input from many different sources

302
00:14:42,430 –> 00:14:47,380
and because technology allows for that

303
00:14:44,860 –> 00:14:51,480
to be the case we can do that so for

304
00:14:47,380 –> 00:14:55,710
example I have you know signed up with a

305
00:14:51,480 –> 00:15:00,070
an online service that takes my mail and

306
00:14:55,710 –> 00:15:03,730
digitizes that and sends me the mail you

307
00:15:00,070 –> 00:15:07,480
know via email and just shows up in my

308
00:15:03,730 –> 00:15:11,320
inbox all of my email messages all come

309
00:15:07,480 –> 00:15:13,120
into my my inbox right from many

310
00:15:11,320 –> 00:15:14,980
different sources so that I can see that

311
00:15:13,120 –> 00:15:18,040
I’ve even gone to the effective of

312
00:15:14,980 –> 00:15:20,130
having all of my text messages and

313
00:15:18,040 –> 00:15:22,720
voicemail messages through Google Voice

314
00:15:20,130 –> 00:15:26,740
forward it into my email inbox now

315
00:15:22,720 –> 00:15:29,800
remember if I’m using my phone I’m going

316
00:15:26,740 –> 00:15:32,890
to see those messages there so in in my

317
00:15:29,800 –> 00:15:35,070
system I’ve filtered them to folders so

318
00:15:32,890 –> 00:15:37,500
they’re not showing up all and

319
00:15:35,070 –> 00:15:39,449
in my inbox I don’t need to see those in

320
00:15:37,500 –> 00:15:41,490
my inbox but if I’m sitting at my

321
00:15:39,449 –> 00:15:43,079
computer and I’m not looking at my phone

322
00:15:41,490 –> 00:15:46,800
then that’s where I’m going to be able

323
00:15:43,079 –> 00:15:48,930
to take inputs process them respond and

324
00:15:46,800 –> 00:15:51,060
get rid of them almost instantaneously

325
00:15:48,930 –> 00:15:52,079
and I’m sitting at a full keyboard and I

326
00:15:51,060 –> 00:15:54,990
don’t know about the rest of you

327
00:15:52,079 –> 00:15:56,430
gentlemen but I tend to process much

328
00:15:54,990 –> 00:15:58,620
better when I have a full keyboard in

329
00:15:56,430 –> 00:16:00,870
front of me and and that doesn’t matter

330
00:15:58,620 –> 00:16:02,519
what screen it is I just really like

331
00:16:00,870 –> 00:16:07,050
having a full keyboard in front of me so

332
00:16:02,519 –> 00:16:09,089
the idea of inbox one is to to you know

333
00:16:07,050 –> 00:16:13,259
have as many inboxes as you need but

334
00:16:09,089 –> 00:16:16,980
know no more and to have as few inboxes

335
00:16:13,259 –> 00:16:18,839
as possible and no fewer and and if

336
00:16:16,980 –> 00:16:21,029
that’s if that’s one inbox that’s

337
00:16:18,839 –> 00:16:22,949
fantastic because then you have this one

338
00:16:21,029 –> 00:16:26,819
place where everything is coming into

339
00:16:22,949 –> 00:16:30,899
and if it’s not like for me I have a

340
00:16:26,819 –> 00:16:33,529
work you know inbox and a personal inbox

341
00:16:30,899 –> 00:16:37,290
and I filter those separately because of

342
00:16:33,529 –> 00:16:39,360
context I don’t think many people would

343
00:16:37,290 –> 00:16:41,069
do very well and I’m curious to hear

344
00:16:39,360 –> 00:16:42,930
your thoughts on this as to whether many

345
00:16:41,069 –> 00:16:45,690
people would do well to have an inbox

346
00:16:42,930 –> 00:16:48,540
one for their entire life both words

347
00:16:45,690 –> 00:16:50,790
work and personal but perhaps there are

348
00:16:48,540 –> 00:16:52,079
people out there who can do that it’s

349
00:16:50,790 –> 00:16:54,990
kind of like people who like to manage

350
00:16:52,079 –> 00:16:57,029
all of their productivity system in one

351
00:16:54,990 –> 00:16:59,190
tool like an like a Microsoft Outlook

352
00:16:57,029 –> 00:17:02,670
where they they actually manage tasks

353
00:16:59,190 –> 00:17:05,309
calendar email and notes and zones of

354
00:17:02,670 –> 00:17:07,439
worth all within outlook versus having

355
00:17:05,309 –> 00:17:09,959
multiple applications for it you know I

356
00:17:07,439 –> 00:17:12,449
can see definitely doing that I’ve seen

357
00:17:09,959 –> 00:17:14,850
and I’ve considered it myself where I

358
00:17:12,449 –> 00:17:17,220
personally run into a hang-up is on the

359
00:17:14,850 –> 00:17:19,530
processing of the physical materials

360
00:17:17,220 –> 00:17:21,689
into the digital system by a third party

361
00:17:19,530 –> 00:17:23,130
like having my email forwarded and

362
00:17:21,689 –> 00:17:24,600
skinned dead that just gives me the

363
00:17:23,130 –> 00:17:27,360
heebie-jeebies so that’s not gonna

364
00:17:24,600 –> 00:17:29,760
happen on on my watch for me

365
00:17:27,360 –> 00:17:33,780
but those are things that I can manually

366
00:17:29,760 –> 00:17:35,880
process into my system being able to I

367
00:17:33,780 –> 00:17:37,980
think where you run into the challenge

368
00:17:35,880 –> 00:17:40,500
with that idea though is not the idea

369
00:17:37,980 –> 00:17:42,750
it’s the fact then you wind up with a

370
00:17:40,500 –> 00:17:45,570
tool that you’re trying to manage

371
00:17:42,750 –> 00:17:48,330
everything with and then we have then we

372
00:17:45,570 –> 00:17:48,990
get into that death spiral of trying to

373
00:17:48,330 –> 00:17:51,330
find

374
00:17:48,990 –> 00:17:54,570
the perfect tool that will do everything

375
00:17:51,330 –> 00:17:57,299
that we need for that everything that’s

376
00:17:54,570 –> 00:17:59,369
coming into that box and I have yet to

377
00:17:57,299 –> 00:18:01,860
find something like that I found things

378
00:17:59,369 –> 00:18:03,990
close to it but nothing ever is a

379
00:18:01,860 –> 00:18:06,389
hundred percent so you constantly are

380
00:18:03,990 –> 00:18:08,220
having to tune in and check out the next

381
00:18:06,389 –> 00:18:08,909
latest and greatest tool that’s coming

382
00:18:08,220 –> 00:18:12,480
down the path

383
00:18:08,909 –> 00:18:16,230
I like the idea I use it primarily for

384
00:18:12,480 –> 00:18:19,619
as I said before for incoming emails but

385
00:18:16,230 –> 00:18:21,869
even then I don’t know that it’s a great

386
00:18:19,619 –> 00:18:25,080
idea but it just seems really hard to

387
00:18:21,869 –> 00:18:26,789
implement I can understand that I can

388
00:18:25,080 –> 00:18:29,549
understand how how one would think that

389
00:18:26,789 –> 00:18:32,190
it would be difficult and I guess I did

390
00:18:29,549 –> 00:18:34,759
spend a considerable amount of time over

391
00:18:32,190 –> 00:18:37,169
the years perfecting this you know I

392
00:18:34,759 –> 00:18:40,830
didn’t just start out with a fujitsu

393
00:18:37,169 –> 00:18:42,480
scansnap ix500 you know and and

394
00:18:40,830 –> 00:18:44,399
certainly many of the things that are

395
00:18:42,480 –> 00:18:47,999
available today weren’t available when I

396
00:18:44,399 –> 00:18:50,220
first came up with this idea but today I

397
00:18:47,999 –> 00:18:52,139
pretty much don’t have a problem I mean

398
00:18:50,220 –> 00:18:55,619
you know like when if I want to scan

399
00:18:52,139 –> 00:18:58,700
something all of my my scanners and and

400
00:18:55,619 –> 00:19:01,919
devices now have the ability to send a

401
00:18:58,700 –> 00:19:04,289
scan to a particular place and I just

402
00:19:01,919 –> 00:19:07,499
have it auto set up to email it directly

403
00:19:04,289 –> 00:19:11,279
in to where it needs to go to or I email

404
00:19:07,499 –> 00:19:13,649
it to myself so if I scan up one of my

405
00:19:11,279 –> 00:19:15,869
multifunction you know printers copy

406
00:19:13,649 –> 00:19:19,559
copier scanner devices that’s that’s

407
00:19:15,869 –> 00:19:23,249
already kind of an easy one the the

408
00:19:19,559 –> 00:19:26,549
scanner I use is is designed to be able

409
00:19:23,249 –> 00:19:28,350
to direct things all automatically to

410
00:19:26,549 –> 00:19:30,600
where I want them to go so if it’s a

411
00:19:28,350 –> 00:19:32,940
receipt it’s gonna go into my receipts

412
00:19:30,600 –> 00:19:35,869
notebook within Evernote and sones

413
00:19:32,940 –> 00:19:38,840
afford so that’s kind of a non-issue

414
00:19:35,869 –> 00:19:42,090
regarding the the mail scanning I

415
00:19:38,840 –> 00:19:44,309
totally hear you art however the US

416
00:19:42,090 –> 00:19:45,950
Postal Service scans everything anyway I

417
00:19:44,309 –> 00:19:48,570
mean they’re looking at everything

418
00:19:45,950 –> 00:19:50,070
purely for security purposes making sure

419
00:19:48,570 –> 00:19:52,379
that you know there is an anthrax in

420
00:19:50,070 –> 00:19:54,330
your mail and so and so forth so that’s

421
00:19:52,379 –> 00:19:57,600
kind of computerized so I you know not

422
00:19:54,330 –> 00:19:59,190
particularly a bad thing but the but the

423
00:19:57,600 –> 00:20:02,540
service that I’ve been using earth class

424
00:19:59,190 –> 00:20:03,920
mail I trust them I haven’t you know

425
00:20:02,540 –> 00:20:07,630
it’s not like I’m reading I’m getting

426
00:20:03,920 –> 00:20:10,220
anything in my mail that I feel like is

427
00:20:07,630 –> 00:20:12,850
ultimately to private and again it’s you

428
00:20:10,220 –> 00:20:15,860
know most of what’s being done is

429
00:20:12,850 –> 00:20:17,870
automated so it’s not like I’m someone’s

430
00:20:15,860 –> 00:20:22,100
sitting around reading my Christmas

431
00:20:17,870 –> 00:20:25,640
letters one of the things I also think

432
00:20:22,100 –> 00:20:31,730
trips this up is the segmentation and

433
00:20:25,640 –> 00:20:33,680
the separation between work and personal

434
00:20:31,730 –> 00:20:35,540
especially if you’re working in a

435
00:20:33,680 –> 00:20:37,810
corporate environment because then you

436
00:20:35,540 –> 00:20:43,540
don’t really have the latitude to

437
00:20:37,810 –> 00:20:47,140
integrate the two systems together no I

438
00:20:43,540 –> 00:20:50,240
don’t want to necessarily bring the gear

439
00:20:47,140 –> 00:20:53,840
conversation but I think the gear need

440
00:20:50,240 –> 00:20:56,540
to be mentioned too because one of the

441
00:20:53,840 –> 00:21:00,860
things that used to be different when

442
00:20:56,540 –> 00:21:05,690
all this inbox zero conversation came is

443
00:21:00,860 –> 00:21:12,050
for most people email at work happen at

444
00:21:05,690 –> 00:21:14,750
work you know it’s there was no you know

445
00:21:12,050 –> 00:21:16,760
that that thing that we seen today that

446
00:21:14,750 –> 00:21:20,240
connectivity or that level of

447
00:21:16,760 –> 00:21:23,500
connectivity that we have where most

448
00:21:20,240 –> 00:21:26,810
people has access to their email

449
00:21:23,500 –> 00:21:28,820
everywhere and their computers are going

450
00:21:26,810 –> 00:21:31,940
with they’re everywhere

451
00:21:28,820 –> 00:21:35,630
it wasn’t necessarily true at that time

452
00:21:31,940 –> 00:21:38,180
okay and and even that inbox here oh

453
00:21:35,630 –> 00:21:39,560
it’s not all about email email it’s a

454
00:21:38,180 –> 00:21:41,840
big factor in here

455
00:21:39,560 –> 00:21:44,840
mostly because it’s the biggest host

456
00:21:41,840 –> 00:21:46,760
most people have their actual bigger one

457
00:21:44,840 –> 00:21:49,160
that people don’t notice is text

458
00:21:46,760 –> 00:21:52,580
messages okay

459
00:21:49,160 –> 00:21:54,950
used to be email I think now people get

460
00:21:52,580 –> 00:21:57,380
more input via text message and it’s

461
00:21:54,950 –> 00:22:01,460
even more ignored than what email was

462
00:21:57,380 –> 00:22:04,370
but then comes the hardware issue it

463
00:22:01,460 –> 00:22:07,610
used to be that you know you may get

464
00:22:04,370 –> 00:22:11,140
email on a home computer and you may get

465
00:22:07,610 –> 00:22:13,600
email on a work computer and they never

466
00:22:11,140 –> 00:22:17,020
necessarily mix and match

467
00:22:13,600 –> 00:22:20,560
for most people these days their main

468
00:22:17,020 –> 00:22:24,790
machine is their iPhone or Android phone

469
00:22:20,560 –> 00:22:27,490
or mobile phone okay and on there for

470
00:22:24,790 –> 00:22:30,070
most people do you get personal do you

471
00:22:27,490 –> 00:22:34,360
get text messages you get work and you

472
00:22:30,070 –> 00:22:37,210
get everything else and that comes to

473
00:22:34,360 –> 00:22:41,260
the problem of how good can you manage

474
00:22:37,210 –> 00:22:44,080
and process all that in that device I’ve

475
00:22:41,260 –> 00:22:46,990
been arguing over the years that people

476
00:22:44,080 –> 00:22:49,240
should have stopped checking email on

477
00:22:46,990 –> 00:22:52,330
their iPhone and or their phone mobile

478
00:22:49,240 –> 00:22:55,300
phone okay and mostly because people do

479
00:22:52,330 –> 00:22:58,750
not have the ability the knowledge or

480
00:22:55,300 –> 00:23:00,640
the technique to process in the same way

481
00:22:58,750 –> 00:23:03,610
they will do it on their own machine so

482
00:23:00,640 –> 00:23:08,110
what that does is you look at email on

483
00:23:03,610 –> 00:23:11,020
your phone okay you try to move fires

484
00:23:08,110 –> 00:23:13,690
away and then get back to your computer

485
00:23:11,020 –> 00:23:15,580
and then reprocess email by the way if

486
00:23:13,690 –> 00:23:17,560
your main machine is not a tablet and

487
00:23:15,580 –> 00:23:20,580
you are not processing email on the

488
00:23:17,560 –> 00:23:23,680
tablet that works exactly the same way

489
00:23:20,580 –> 00:23:25,750
in conjunction to that people is getting

490
00:23:23,680 –> 00:23:27,970
on their phones you know now they’re

491
00:23:25,750 –> 00:23:31,570
using them as a scanners taking pictures

492
00:23:27,970 –> 00:23:34,030
of stuff they want to remember and they

493
00:23:31,570 –> 00:23:37,800
are getting a bunch of text messages

494
00:23:34,030 –> 00:23:41,940
that it is input is part of that inbox

495
00:23:37,800 –> 00:23:48,910
but in many many many cases is simply

496
00:23:41,940 –> 00:23:51,040
super poorly processed so again I did

497
00:23:48,910 –> 00:23:53,440
not wanted to bring the hard word into

498
00:23:51,040 –> 00:23:56,470
into this but I think one of the things

499
00:23:53,440 –> 00:24:01,780
that was not a reality when inbox hero

500
00:23:56,470 –> 00:24:05,710
talk came out is how much hard word has

501
00:24:01,780 –> 00:24:08,830
changed and the new hardware the new

502
00:24:05,710 –> 00:24:12,400
accessibility of hardware has made for

503
00:24:08,830 –> 00:24:18,640
people even harder to reach this inbox

504
00:24:12,400 –> 00:24:22,270
hero to really process because a lot of

505
00:24:18,640 –> 00:24:27,960
that input now is hiding is invisible

506
00:24:22,270 –> 00:24:27,960
and it is on most people’s mobile phone

507
00:24:28,049 –> 00:24:33,269
just to give context to what you’re

508
00:24:30,279 –> 00:24:36,070
talking about it gusto is that the

509
00:24:33,269 –> 00:24:40,539
concept of inbox zero came out a month

510
00:24:36,070 –> 00:24:43,690
or at least Merlin man’s talk at Google

511
00:24:40,539 –> 00:24:45,999
came out a month after the iPhone was

512
00:24:43,690 –> 00:24:48,609
released so up until that point people

513
00:24:45,999 –> 00:24:51,460
did have access to email on their on

514
00:24:48,609 –> 00:24:55,330
their mobile devices but those are very

515
00:24:51,460 –> 00:24:57,129
very few people you know it was IIIi

516
00:24:55,330 –> 00:24:59,320
think you might agree with me maybe you

517
00:24:57,129 –> 00:25:02,649
don’t agree with me but this was a

518
00:24:59,320 –> 00:25:04,419
probably small population of of people

519
00:25:02,649 –> 00:25:07,929
who have access to email on their phones

520
00:25:04,419 –> 00:25:09,820
and now today almost everybody accesses

521
00:25:07,929 –> 00:25:13,359
email from their phones so that’s

522
00:25:09,820 –> 00:25:17,049
exactly my point yes before I before

523
00:25:13,359 –> 00:25:19,629
that point okay email I mean the trio’s

524
00:25:17,049 –> 00:25:21,999
were able to get some emails but it

525
00:25:19,629 –> 00:25:24,100
wasn’t really effective okay people were

526
00:25:21,999 –> 00:25:25,869
really doing email on their phone were

527
00:25:24,100 –> 00:25:28,210
they blackberry or the crack barriers

528
00:25:25,869 –> 00:25:30,489
was what’s called at that time they

529
00:25:28,210 –> 00:25:33,820
cracked bury people guilty as charged

530
00:25:30,489 –> 00:25:37,330
yeah it was the CrackBerry people but

531
00:25:33,820 –> 00:25:41,139
but if you think about it also at that

532
00:25:37,330 –> 00:25:43,869
time the amount of text messages that

533
00:25:41,139 –> 00:25:46,450
people were receiving were really really

534
00:25:43,869 –> 00:25:48,549
low the cameras on some of those phones

535
00:25:46,450 –> 00:25:51,249
on even most blackberries did not have a

536
00:25:48,549 –> 00:25:54,999
camera because they were aim off on a

537
00:25:51,249 –> 00:25:56,850
time where IT control a lot of the

538
00:25:54,999 –> 00:26:00,549
things and the cameras were I know No

539
00:25:56,850 –> 00:26:02,889
okay so you even the people on the

540
00:26:00,549 –> 00:26:04,450
blackberries they could read the email

541
00:26:02,889 –> 00:26:06,190
they could reply they even maybe

542
00:26:04,450 –> 00:26:09,700
organized the email but that was the

543
00:26:06,190 –> 00:26:12,070
only input or the principal domain input

544
00:26:09,700 –> 00:26:14,590
they were getting at that time even when

545
00:26:12,070 –> 00:26:18,450
this talk came out when the iPhone came

546
00:26:14,590 –> 00:26:22,570
out took a little bit time to get into

547
00:26:18,450 –> 00:26:24,940
that crazy world of texting back and

548
00:26:22,570 –> 00:26:27,480
forward it was really limited to a group

549
00:26:24,940 –> 00:26:29,980
of people so it was not a mainstream

550
00:26:27,480 –> 00:26:32,379
problem you know and let me remind you

551
00:26:29,980 –> 00:26:36,399
that at that time is you want to say you

552
00:26:32,379 –> 00:26:38,799
know take a hike you need to hit the

553
00:26:36,399 –> 00:26:39,940
number seven four times so you get to

554
00:26:38,799 –> 00:26:43,649
the letter T

555
00:26:39,940 –> 00:26:47,080
it wasn’t simple to send a text message

556
00:26:43,649 –> 00:26:49,149
okay I remember those days you know

557
00:26:47,080 –> 00:26:51,220
where do these seven seventy seven one

558
00:26:49,149 –> 00:26:54,279
seven seven seven oh I made a mistake

559
00:26:51,220 –> 00:26:56,529
delete it wasn’t simple it was not what

560
00:26:54,279 –> 00:26:59,679
it is right now even the same thing was

561
00:26:56,529 –> 00:27:01,750
an email yeah you know even the

562
00:26:59,679 –> 00:27:05,909
BlackBerry people that was hurt the

563
00:27:01,750 –> 00:27:08,980
input I understand but you had one

564
00:27:05,909 –> 00:27:15,330
element coming into that blackberry thin

565
00:27:08,980 –> 00:27:19,330
now crap smartphone for most people and

566
00:27:15,330 –> 00:27:21,850
you know this everything is in there you

567
00:27:19,330 –> 00:27:26,200
know that is scary proposition how

568
00:27:21,850 –> 00:27:29,639
little people understand how much is on

569
00:27:26,200 –> 00:27:34,600
their mobile phones and how little

570
00:27:29,639 –> 00:27:37,139
security they have around it but I think

571
00:27:34,600 –> 00:27:39,730
that the there’s a first there’s a basic

572
00:27:37,139 –> 00:27:41,409
sort of first principle at play here

573
00:27:39,730 –> 00:27:45,789
which we can a touchdown in the last

574
00:27:41,409 –> 00:27:48,129
call on on having multiple inboxes I

575
00:27:45,789 –> 00:27:50,850
think that when you set an inbox up

576
00:27:48,129 –> 00:27:55,899
you’re inviting the world to send you

577
00:27:50,850 –> 00:27:59,679
data and so that data involves triggers

578
00:27:55,899 –> 00:28:01,389
that then lead you to create tasks so

579
00:27:59,679 –> 00:28:04,870
just from a tasks point of view all

580
00:28:01,389 –> 00:28:07,200
these different call them in boxes or

581
00:28:04,870 –> 00:28:09,360
direct messages please as you collect

582
00:28:07,200 –> 00:28:12,279
feedback on your wall on Facebook

583
00:28:09,360 –> 00:28:13,690
they’re all from a task point of view

584
00:28:12,279 –> 00:28:15,759
they’re all performing the same function

585
00:28:13,690 –> 00:28:18,370
which is that they’re your interface to

586
00:28:15,759 –> 00:28:19,210
the outside world or people can send you

587
00:28:18,370 –> 00:28:21,759
anything they want

588
00:28:19,210 –> 00:28:24,549
and although the stuff that they send

589
00:28:21,759 –> 00:28:27,190
you some of it triggers tasks so the

590
00:28:24,549 –> 00:28:30,789
question is how do you effectively pull

591
00:28:27,190 –> 00:28:32,740
all of these locations so that you can

592
00:28:30,789 –> 00:28:34,570
figure out the triggers from the non

593
00:28:32,740 –> 00:28:37,509
triggers or the signals from the noise

594
00:28:34,570 –> 00:28:41,259
and I think your concept of in inbox one

595
00:28:37,509 –> 00:28:43,149
is right on the money in that we’ve we

596
00:28:41,259 –> 00:28:45,669
have all these different places now on

597
00:28:43,149 –> 00:28:48,129
the internet and inboxes that some apps

598
00:28:45,669 –> 00:28:50,019
give us that we don’t even want we have

599
00:28:48,129 –> 00:28:53,289
social networking and of course we have

600
00:28:50,019 –> 00:28:53,920
regular traditional email but they all

601
00:28:53,289 –> 00:28:56,560
are function

602
00:28:53,920 –> 00:29:00,700
in the same way and if we can bring them

603
00:28:56,560 –> 00:29:05,760
into a single location so when I first

604
00:29:00,700 –> 00:29:07,750
started using Android and Android

605
00:29:05,760 –> 00:29:10,020
smartphone I was really happy because I

606
00:29:07,750 –> 00:29:13,420
could bring out bring in many of these

607
00:29:10,020 –> 00:29:14,920
inboxes or locations into one and it

608
00:29:13,420 –> 00:29:16,990
although it couldn’t I couldn’t bring it

609
00:29:14,920 –> 00:29:19,180
into one software which I really wanted

610
00:29:16,990 –> 00:29:21,340
I at least had it in one physical

611
00:29:19,180 –> 00:29:23,230
location which was my smartphone and

612
00:29:21,340 –> 00:29:26,110
that could travel with me that was a

613
00:29:23,230 –> 00:29:27,610
huge huge huge difference a huge benefit

614
00:29:26,110 –> 00:29:30,250
compared to what I had before which was

615
00:29:27,610 –> 00:29:31,780
stuff scattered on different devices so

616
00:29:30,250 –> 00:29:33,670
I think you’re right on the money and

617
00:29:31,780 –> 00:29:35,830
the the reason you’re on the money I

618
00:29:33,670 –> 00:29:39,340
think is because you want to bring as

619
00:29:35,830 –> 00:29:41,710
many potential triggers for tasks into a

620
00:29:39,340 –> 00:29:44,830
single location so that you can process

621
00:29:41,710 –> 00:29:48,040
all of them in one go because the worst

622
00:29:44,830 –> 00:29:49,750
thing to have is to have some location

623
00:29:48,040 –> 00:29:52,960
some inbox hanging out there somewhere

624
00:29:49,750 –> 00:29:55,480
which is collecting triggers which

625
00:29:52,960 –> 00:29:56,650
should be turned into tasks but because

626
00:29:55,480 –> 00:29:58,780
they’re remote

627
00:29:56,650 –> 00:30:02,230
you’re not checking them as religiously

628
00:29:58,780 –> 00:30:04,000
or as discipline the fashion or whatever

629
00:30:02,230 –> 00:30:05,650
it might be which could lead to a

630
00:30:04,000 –> 00:30:07,750
tragedy which means that there’s some

631
00:30:05,650 –> 00:30:10,210
some measures coming in that should

632
00:30:07,750 –> 00:30:13,570
trigger a task that you’re not actually

633
00:30:10,210 –> 00:30:17,320
catching so there’s a discipline to so

634
00:30:13,570 –> 00:30:20,260
so bringing all of these different

635
00:30:17,320 –> 00:30:22,000
locations into one I think I’m sort of

636
00:30:20,260 –> 00:30:24,250
gusto was talking about which is if you

637
00:30:22,000 –> 00:30:27,070
can be disciplined and check all of them

638
00:30:24,250 –> 00:30:29,230
then you’re fine however most of us have

639
00:30:27,070 –> 00:30:31,420
a very difficult time given that they’re

640
00:30:29,230 –> 00:30:34,840
scattered around or or ecosystems so we

641
00:30:31,420 –> 00:30:38,110
end up failing and then the last piece I

642
00:30:34,840 –> 00:30:40,060
think is that some people get the idea

643
00:30:38,110 –> 00:30:42,700
of inbox zero all mixed up and

644
00:30:40,060 –> 00:30:44,740
especially true today based on what a

645
00:30:42,700 –> 00:30:47,140
booster just said which is they think

646
00:30:44,740 –> 00:30:50,380
that’s skimming their inbox and leaving

647
00:30:47,140 –> 00:30:52,630
some stuff behind is the way to go and

648
00:30:50,380 –> 00:30:55,450
when people inbox zero inbox they think

649
00:30:52,630 –> 00:30:58,390
it means as soon as a message comes in I

650
00:30:55,450 –> 00:31:01,390
need to handle it immediately so they

651
00:30:58,390 –> 00:31:03,670
they they they turn they’re all these

652
00:31:01,390 –> 00:31:05,530
different inputs into places that they

653
00:31:03,670 –> 00:31:06,760
need to keep checking and checking on

654
00:31:05,530 –> 00:31:07,990
check in and check in and check in and

655
00:31:06,760 –> 00:31:10,540
the truth

656
00:31:07,990 –> 00:31:12,280
they can never check enough so their

657
00:31:10,540 –> 00:31:14,980
their concept of inbox interior is

658
00:31:12,280 –> 00:31:17,800
incorrect the the proper concept if they

659
00:31:14,980 –> 00:31:21,340
could follow inbox one is that they

660
00:31:17,800 –> 00:31:24,400
could check all of them at one time

661
00:31:21,340 –> 00:31:26,260
empty them all down to zero and then

662
00:31:24,400 –> 00:31:29,140
move on to actually do the work that’s

663
00:31:26,260 –> 00:31:32,170
the ultimate principle it’s just that we

664
00:31:29,140 –> 00:31:34,450
don’t quite have the software or maybe

665
00:31:32,170 –> 00:31:37,540
the hardware to allow us to do that

666
00:31:34,450 –> 00:31:39,250
discipline effectively I think if some

667
00:31:37,540 –> 00:31:41,320
really salient points there Francis and

668
00:31:39,250 –> 00:31:43,420
I and I wanted to just add on one one

669
00:31:41,320 –> 00:31:46,120
more thought that I had before we move

670
00:31:43,420 –> 00:31:49,780
on to processing and clarifying email

671
00:31:46,120 –> 00:31:54,160
messages which is that for those who who

672
00:31:49,780 –> 00:31:57,970
are part of your job is to respond to

673
00:31:54,160 –> 00:32:01,750
email messages do not take what we’re

674
00:31:57,970 –> 00:32:05,170
saying as one an opportunity to shirk

675
00:32:01,750 –> 00:32:08,770
your role and responsibilities the other

676
00:32:05,170 –> 00:32:13,450
is that this may not work for you right

677
00:32:08,770 –> 00:32:16,690
because your concept of of how you

678
00:32:13,450 –> 00:32:18,490
transit communications is different than

679
00:32:16,690 –> 00:32:20,860
other people you know when I when I was

680
00:32:18,490 –> 00:32:25,870
I was in I used to own a title agency

681
00:32:20,860 –> 00:32:30,820
and in that timeframe I had email coming

682
00:32:25,870 –> 00:32:33,100
in literally 24 hours a day and so there

683
00:32:30,820 –> 00:32:34,870
was there was no concept of inbox zero

684
00:32:33,100 –> 00:32:36,130
for me because there you know I could

685
00:32:34,870 –> 00:32:38,559
get it to zero but then immediately

686
00:32:36,130 –> 00:32:39,760
thereafter there were new email messages

687
00:32:38,559 –> 00:32:42,490
coming in and I actually went to the

688
00:32:39,760 –> 00:32:45,280
effect of you know turning off my email

689
00:32:42,490 –> 00:32:48,429
account my I’m sorry I turned off my

690
00:32:45,280 –> 00:32:52,360
internet services at one point so that I

691
00:32:48,429 –> 00:32:55,059
could get to zero get some stuff done

692
00:32:52,360 –> 00:32:56,890
and then turn my email back on at

693
00:32:55,059 –> 00:33:00,010
different points in the day because it

694
00:32:56,890 –> 00:33:02,650
was that kind of flow of email plus it

695
00:33:00,010 –> 00:33:05,650
was my responsibility at that time to be

696
00:33:02,650 –> 00:33:07,179
highly responsive to clients you know we

697
00:33:05,650 –> 00:33:09,850
had real estate transactions happening

698
00:33:07,179 –> 00:33:12,370
all throughout the day and people were

699
00:33:09,850 –> 00:33:14,260
depending upon us to be highly

700
00:33:12,370 –> 00:33:16,410
responsive so if you need that in your

701
00:33:14,260 –> 00:33:19,590
work world I totally get it

702
00:33:16,410 –> 00:33:21,470
today I do not have that it’s a very

703
00:33:19,590 –> 00:33:24,860
infrequent I have a client

704
00:33:21,470 –> 00:33:27,440
that needs me to drop everything and do

705
00:33:24,860 –> 00:33:29,510
something because of an email if that is

706
00:33:27,440 –> 00:33:31,630
the case they should have called me

707
00:33:29,510 –> 00:33:34,460
right so there’s a there’s a real

708
00:33:31,630 –> 00:33:35,299
understanding in my world today that

709
00:33:34,460 –> 00:33:38,750
that’s not quite the case

710
00:33:35,299 –> 00:33:42,260
I can sit down process email on really

711
00:33:38,750 –> 00:33:42,890
my schedule and make that happen but if

712
00:33:42,260 –> 00:33:44,630
your world

713
00:33:42,890 –> 00:33:47,270
does not allow for that understand you

714
00:33:44,630 –> 00:33:49,789
must do what you need to do for your job

715
00:33:47,270 –> 00:33:52,429
first and foremost I had a client once

716
00:33:49,789 –> 00:33:54,470
who they were in a similar situation so

717
00:33:52,429 –> 00:33:55,940
the one you just described they had

718
00:33:54,470 –> 00:33:59,419
about five people and they were getting

719
00:33:55,940 –> 00:34:01,640
email from their clients and the emails

720
00:33:59,419 –> 00:34:04,549
were coming in all day long and they

721
00:34:01,640 –> 00:34:06,530
were being copied to all of them and as

722
00:34:04,549 –> 00:34:09,710
you can imagine no one could afford to

723
00:34:06,530 –> 00:34:11,750
leave their inbox for unattended for

724
00:34:09,710 –> 00:34:14,090
more than a few minutes so they all had

725
00:34:11,750 –> 00:34:15,260
all the alerts and pop-ups and you know

726
00:34:14,090 –> 00:34:16,790
all the things that you would expect

727
00:34:15,260 –> 00:34:19,520
that would tell you that you have an

728
00:34:16,790 –> 00:34:20,810
email coming in and that that the answer

729
00:34:19,520 –> 00:34:24,619
turned out to be pretty simple which is

730
00:34:20,810 –> 00:34:26,929
to put in a helpdesk form at triage with

731
00:34:24,619 –> 00:34:30,169
some will have someone have someon or

732
00:34:26,929 –> 00:34:33,159
some function manage all of the incoming

733
00:34:30,169 –> 00:34:36,980
email whether it’s 24/7 or whatever and

734
00:34:33,159 –> 00:34:41,540
that person’s only job is to answer

735
00:34:36,980 –> 00:34:42,919
email put them in order of preference

736
00:34:41,540 –> 00:34:45,349
not preference but putting them some

737
00:34:42,919 –> 00:34:47,570
kind of priority and then transmit that

738
00:34:45,349 –> 00:34:50,540
one who’s someone who can do something

739
00:34:47,570 –> 00:34:52,460
about the problem of course I said it’s

740
00:34:50,540 –> 00:34:55,220
also it’s not a brand new solution by

741
00:34:52,460 –> 00:34:58,430
any means IT IT companies that be using

742
00:34:55,220 –> 00:35:00,349
it forever but it needs aptly it needs

743
00:34:58,430 –> 00:35:02,810
to the principal needs to be applied to

744
00:35:00,349 –> 00:35:04,760
other jobs where people are receiving

745
00:35:02,810 –> 00:35:07,640
email in the way that you just described

746
00:35:04,760 –> 00:35:11,540
and that ultimately the experts be tied

747
00:35:07,640 –> 00:35:13,310
up answering every email unless they are

748
00:35:11,540 –> 00:35:14,930
the helpdesk instead you need to put

749
00:35:13,310 –> 00:35:17,780
this help their skin so that you can

750
00:35:14,930 –> 00:35:20,420
perform triage I would agree I would

751
00:35:17,780 –> 00:35:23,300
agree and so I’m gonna turn the

752
00:35:20,420 –> 00:35:25,160
conversation over now to processing

753
00:35:23,300 –> 00:35:27,200
email messages and I’ll and I’ll start

754
00:35:25,160 –> 00:35:29,240
off and and then we can and then you all

755
00:35:27,200 –> 00:35:31,880
can join in and give your thoughts here

756
00:35:29,240 –> 00:35:33,500
so when when it comes to processing

757
00:35:31,880 –> 00:35:35,090
email messages I think there’s a there

758
00:35:33,500 –> 00:35:37,040
is something very

759
00:35:35,090 –> 00:35:39,950
powerful happening and it’s not

760
00:35:37,040 –> 00:35:43,610
necessarily a good thing which is that

761
00:35:39,950 –> 00:35:48,410
people have this innate need for novelty

762
00:35:43,610 –> 00:35:50,330
and and that has caused email to become

763
00:35:48,410 –> 00:35:52,850
that little dopamine kick that we all

764
00:35:50,330 –> 00:35:55,400
get and we have this sense of what’s

765
00:35:52,850 –> 00:35:58,010
been coined FOMO right fear of missing

766
00:35:55,400 –> 00:36:00,050
out and so we consistently keep checking

767
00:35:58,010 –> 00:36:03,710
our email messages in the hope of

768
00:36:00,050 –> 00:36:06,410
something new and novel and so what what

769
00:36:03,710 –> 00:36:07,910
I’ve done and and I think many others in

770
00:36:06,410 –> 00:36:09,830
the productivity community have talked

771
00:36:07,910 –> 00:36:12,350
about this before but a really powerful

772
00:36:09,830 –> 00:36:15,890
processing tool I’ve used is that I’ve

773
00:36:12,350 –> 00:36:19,730
actually inverted I’ve properly sorted

774
00:36:15,890 –> 00:36:22,910
my email so that it shows up last at

775
00:36:19,730 –> 00:36:26,000
though the oldest at the top of the of

776
00:36:22,910 –> 00:36:29,030
the inbox but that makes sense so when a

777
00:36:26,000 –> 00:36:32,540
new email comes in it shows up at the

778
00:36:29,030 –> 00:36:35,870
bottom of my email list so that I’m

779
00:36:32,540 –> 00:36:38,450
processing the oldest email first and

780
00:36:35,870 –> 00:36:42,520
that’s really helped me because as I get

781
00:36:38,450 –> 00:36:47,030
to inbox zero you know throughout my day

782
00:36:42,520 –> 00:36:48,740
I’m or at least you know inbox less you

783
00:36:47,030 –> 00:36:51,530
know and again I don’t get to inbox zero

784
00:36:48,740 –> 00:36:53,540
every single day I try to I try to

785
00:36:51,530 –> 00:36:57,110
follow David Allen’s principle of every

786
00:36:53,540 –> 00:37:00,890
24 to 48 hours and the idea is is that

787
00:36:57,110 –> 00:37:03,140
as that email comes in I’m not getting

788
00:37:00,890 –> 00:37:04,520
that sense of oh that new thing just

789
00:37:03,140 –> 00:37:05,720
popped up at the top of the list I

790
00:37:04,520 –> 00:37:08,150
should deal with that first

791
00:37:05,720 –> 00:37:09,830
it’s what’s what’s the stuff that’s

792
00:37:08,150 –> 00:37:11,870
already there that needs to be processed

793
00:37:09,830 –> 00:37:13,880
in the order it was received and to be

794
00:37:11,870 –> 00:37:16,940
quite honest that’s the most equitable

795
00:37:13,880 –> 00:37:17,510
right the the person who came to me

796
00:37:16,940 –> 00:37:19,640
first

797
00:37:17,510 –> 00:37:22,820
should should should get first priority

798
00:37:19,640 –> 00:37:25,580
if it truly is first priority that’s a

799
00:37:22,820 –> 00:37:28,130
choice I get to make but I shouldn’t I

800
00:37:25,580 –> 00:37:30,890
shouldn’t demote something just because

801
00:37:28,130 –> 00:37:35,360
it came in just now right the the

802
00:37:30,890 –> 00:37:37,730
immediacy of it is not its priority how

803
00:37:35,360 –> 00:37:39,970
would it with an emergency though they

804
00:37:37,730 –> 00:37:42,110
should pick up the phone and call me

805
00:37:39,970 –> 00:37:44,960
I’m sorry that’s just not where an

806
00:37:42,110 –> 00:37:46,860
emergency you know communications happen

807
00:37:44,960 –> 00:37:49,170
right

808
00:37:46,860 –> 00:37:50,640
now all right let me jump in here real

809
00:37:49,170 –> 00:37:53,240
quick because there’s something like I

810
00:37:50,640 –> 00:37:57,330
need to make sure is clear when we say

811
00:37:53,240 –> 00:38:01,290
process correct me if I’m wrong we are

812
00:37:57,330 –> 00:38:03,450
not saying that you take the email and

813
00:38:01,290 –> 00:38:05,040
you do everything in it and it’s

814
00:38:03,450 –> 00:38:06,410
completely finished and put away and

815
00:38:05,040 –> 00:38:09,210
never touched again

816
00:38:06,410 –> 00:38:11,220
correct correct okay because we are on

817
00:38:09,210 –> 00:38:12,660
an agreement okay and I think that’s one

818
00:38:11,220 –> 00:38:14,900
of the things that causes some confusion

819
00:38:12,660 –> 00:38:19,380
with people when when they think about

820
00:38:14,900 –> 00:38:21,180
processing emails what is the process I

821
00:38:19,380 –> 00:38:24,780
mean I build ticketing systems like

822
00:38:21,180 –> 00:38:28,290
Frances was talking about and the

823
00:38:24,780 –> 00:38:31,260
process of that first step that capture

824
00:38:28,290 –> 00:38:32,760
step is probably the most important

825
00:38:31,260 –> 00:38:36,030
thing that you have to define for

826
00:38:32,760 –> 00:38:39,570
yourself what is the success state of

827
00:38:36,030 –> 00:38:41,940
something being processed is it done is

828
00:38:39,570 –> 00:38:44,580
it logged in another system is it put

829
00:38:41,940 –> 00:38:46,380
into a folder you got to write those

830
00:38:44,580 –> 00:38:50,040
things down someplace so that you can

831
00:38:46,380 –> 00:38:51,840
follow that consistently because and I

832
00:38:50,040 –> 00:38:53,310
like your idea this the sort and all it

833
00:38:51,840 –> 00:38:57,210
wouldn’t work in my inbox because mine’s

834
00:38:53,310 –> 00:38:59,550
a mess but if you have that process

835
00:38:57,210 –> 00:39:01,980
mechanism and you’ve defined it this is

836
00:38:59,550 –> 00:39:05,430
how I’m going to handle these things as

837
00:39:01,980 –> 00:39:09,000
they come through my process channel my

838
00:39:05,430 –> 00:39:10,680
flow then you can actually make sure

839
00:39:09,000 –> 00:39:13,110
this is going to work but if you don’t

840
00:39:10,680 –> 00:39:15,810
sit down and write that down and and

841
00:39:13,110 –> 00:39:17,850
identify each type of thing that’s going

842
00:39:15,810 –> 00:39:19,130
to be captured and how it’s going to be

843
00:39:17,850 –> 00:39:22,550
processed

844
00:39:19,130 –> 00:39:26,040
this becomes a train wreck in a hurry

845
00:39:22,550 –> 00:39:28,740
yeah one time I was so complex at one

846
00:39:26,040 –> 00:39:31,890
point that I needed to actually map out

847
00:39:28,740 –> 00:39:33,810
a workflow diagram for how email was to

848
00:39:31,890 –> 00:39:36,180
be processed for me you know what was

849
00:39:33,810 –> 00:39:38,280
going to be responded to immediately and

850
00:39:36,180 –> 00:39:41,760
what was going to be deferred to a next

851
00:39:38,280 –> 00:39:43,710
actions list for later processing right

852
00:39:41,760 –> 00:39:45,630
and I and I think everybody has to take

853
00:39:43,710 –> 00:39:46,530
that and take that to heart so I think

854
00:39:45,630 –> 00:39:48,510
that’s a good point

855
00:39:46,530 –> 00:39:51,930
yeah when I when I define things around

856
00:39:48,510 –> 00:39:55,200
the CPR process that I use I think about

857
00:39:51,930 –> 00:39:57,120
each stage in this in this little game

858
00:39:55,200 –> 00:39:58,920
that the email is going to run through

859
00:39:57,120 –> 00:40:00,780
like the Plinko machines on the price is

860
00:39:58,920 –> 00:40:03,840
right it’s going to be captured

861
00:40:00,780 –> 00:40:06,990
what immediately I have to identify what

862
00:40:03,840 –> 00:40:09,690
that thing is that came in is it act is

863
00:40:06,990 –> 00:40:11,400
it a task is it information is it

864
00:40:09,690 –> 00:40:14,190
something needing a response is it a

865
00:40:11,400 –> 00:40:16,860
combination of those things then what’s

866
00:40:14,190 –> 00:40:19,440
the process that has to happen right

867
00:40:16,860 –> 00:40:21,540
away not to fully complete it but just

868
00:40:19,440 –> 00:40:23,790
to get at the heck out of the way of the

869
00:40:21,540 –> 00:40:27,060
priority work that has to be done and

870
00:40:23,790 –> 00:40:29,280
then finally and this is again again one

871
00:40:27,060 –> 00:40:31,860
of those key things how is it going to

872
00:40:29,280 –> 00:40:33,840
be reported back to me how am I going to

873
00:40:31,860 –> 00:40:36,450
be able to go find that again when I

874
00:40:33,840 –> 00:40:37,110
need it I mean when we think about the

875
00:40:36,450 –> 00:40:40,110
Inbox

876
00:40:37,110 –> 00:40:41,550
if you’ve got 2,000 items in your inbox

877
00:40:40,110 –> 00:40:42,300
and they’ve all been read but they’re

878
00:40:41,550 –> 00:40:44,640
still in there

879
00:40:42,300 –> 00:40:47,190
it isn’t any different than if you’ve

880
00:40:44,640 –> 00:40:49,350
got 2,000 items spread across 40

881
00:40:47,190 –> 00:40:51,570
different folders in subfolders under

882
00:40:49,350 –> 00:40:54,780
your inbox if you don’t have a

883
00:40:51,570 –> 00:40:56,370
comprehensive and cohesive way to look

884
00:40:54,780 –> 00:40:58,380
at what’s there and know that you can

885
00:40:56,370 –> 00:41:01,050
get the information back when you need

886
00:40:58,380 –> 00:41:02,940
it you might as well have not processed

887
00:41:01,050 –> 00:41:04,560
it in the first place because all you

888
00:41:02,940 –> 00:41:06,960
did is you moved it to someplace else

889
00:41:04,560 –> 00:41:10,830
you’re shuffling deck chairs on the

890
00:41:06,960 –> 00:41:13,260
Titanic at that point I think art brings

891
00:41:10,830 –> 00:41:15,840
up a good point which is that when you

892
00:41:13,260 –> 00:41:18,480
when you have the all of your messages

893
00:41:15,840 –> 00:41:20,460
in one inbox you’re able to have the

894
00:41:18,480 –> 00:41:22,650
information and the trigger in the same

895
00:41:20,460 –> 00:41:25,170
place the trigger being the remainder or

896
00:41:22,650 –> 00:41:27,540
they tracking mechanism when you like

897
00:41:25,170 –> 00:41:29,940
when you like when you when you start to

898
00:41:27,540 –> 00:41:32,400
share the information out or put it all

899
00:41:29,940 –> 00:41:34,890
into folders or in your desktop or in a

900
00:41:32,400 –> 00:41:37,320
database somewhere you no need to learn

901
00:41:34,890 –> 00:41:39,240
how to manage the trigger separately

902
00:41:37,320 –> 00:41:42,300
from the information because you’re

903
00:41:39,240 –> 00:41:45,240
you’re not using the fact that you have

904
00:41:42,300 –> 00:41:47,250
this line item in your inbox as the

905
00:41:45,240 –> 00:41:52,170
remain I think and I think and I think

906
00:41:47,250 –> 00:41:55,410
people people people are afraid put it

907
00:41:52,170 –> 00:41:57,710
frankly to follow sophisticated systems

908
00:41:55,410 –> 00:42:01,530
where they do zero inbox or inbox zero

909
00:41:57,710 –> 00:42:04,200
because they see that if I hide away

910
00:42:01,530 –> 00:42:07,200
this information away from my inbox I

911
00:42:04,200 –> 00:42:10,010
also lose the trigger in other words

912
00:42:07,200 –> 00:42:13,920
I’ll forget to go back and do the task

913
00:42:10,010 –> 00:42:14,490
so they they they they reject the

914
00:42:13,920 –> 00:42:16,560
rejected

915
00:42:14,490 –> 00:42:18,390
they’re unable to do it or they try and

916
00:42:16,560 –> 00:42:21,359
they fail or they argue that it won’t

917
00:42:18,390 –> 00:42:22,680
work or whatever it is but all it is

918
00:42:21,359 –> 00:42:26,310
really is that they need to train

919
00:42:22,680 –> 00:42:29,520
himself to manage the task separate from

920
00:42:26,310 –> 00:42:32,130
the data and not and and and allow

921
00:42:29,520 –> 00:42:36,270
themselves to separate the two because

922
00:42:32,130 –> 00:42:39,140
as I was implying when you separate the

923
00:42:36,270 –> 00:42:40,609
two it increases your productivity

924
00:42:39,140 –> 00:42:44,220
Tremaine

925
00:42:40,609 –> 00:42:47,580
Tremaine tremendously it goes up by a

926
00:42:44,220 –> 00:42:49,290
factor of ten a hundred a thousand but

927
00:42:47,580 –> 00:42:51,240
it’s a huge huge difference and if you

928
00:42:49,290 –> 00:42:54,210
can have a trusted system for managing

929
00:42:51,240 –> 00:42:56,460
the tasks and a trusted system for

930
00:42:54,210 –> 00:42:58,589
managing the information then you’re

931
00:42:56,460 –> 00:43:01,650
good to go your your may be infinitely

932
00:42:58,589 –> 00:43:05,780
scalable who knows pay attention where

933
00:43:01,650 –> 00:43:05,780
that information is coming and

934
00:43:06,589 –> 00:43:14,010
understand that process that doesn’t

935
00:43:10,140 –> 00:43:17,040
mean do that means receive it mean

936
00:43:14,010 –> 00:43:19,770
understand what is what you need to do

937
00:43:17,040 –> 00:43:21,900
about it and then capture that somewhere

938
00:43:19,770 –> 00:43:24,930
that you are actually going to come back

939
00:43:21,900 –> 00:43:33,030
and do it unfinish it and get it done

940
00:43:24,930 –> 00:43:36,180
okay um but also block time to do that

941
00:43:33,030 –> 00:43:39,920
you know one of the problems a lot of

942
00:43:36,180 –> 00:43:42,780
people have it’s not the amount of

943
00:43:39,920 –> 00:43:45,210
inputs they have the amount of input is

944
00:43:42,780 –> 00:43:47,780
not going to change actually it’s going

945
00:43:45,210 –> 00:43:54,089
to be increasing okay

946
00:43:47,780 –> 00:44:00,150
but most people have not built time into

947
00:43:54,089 –> 00:44:02,670
their daily responsibilities to process

948
00:44:00,150 –> 00:44:04,230
that and I understand the time change

949
00:44:02,670 –> 00:44:06,630
and I understand there are days you need

950
00:44:04,230 –> 00:44:10,680
more or less but you need to at least

951
00:44:06,630 –> 00:44:12,990
have a set block time every day to

952
00:44:10,680 –> 00:44:15,119
process those that’s the only way you

953
00:44:12,990 –> 00:44:17,730
are going to get some kind of control

954
00:44:15,119 –> 00:44:22,770
and some hope to get close to zero as

955
00:44:17,730 –> 00:44:25,349
you said do I get to see every day no do

956
00:44:22,770 –> 00:44:30,109
I wish yes but the reality is I have

957
00:44:25,349 –> 00:44:30,109
time every day in my

958
00:44:30,700 –> 00:44:37,820
calendar blocked just to process email

959
00:44:34,369 –> 00:44:41,000
just to process input just to process my

960
00:44:37,820 –> 00:44:44,599
inboxes why because if I don’t make that

961
00:44:41,000 –> 00:44:46,310
time I will never had that is a priority

962
00:44:44,599 –> 00:44:50,420
and will never happen so it will not be

963
00:44:46,310 –> 00:44:52,730
every 48 24 48 hours it will be never so

964
00:44:50,420 –> 00:44:56,119
make sure that you have a time where

965
00:44:52,730 –> 00:44:58,760
that happened so for example I tend to

966
00:44:56,119 –> 00:45:01,330
advise people to take time Friday

967
00:44:58,760 –> 00:45:05,030
afternoon Friday afternoon tend to be a

968
00:45:01,330 –> 00:45:08,150
slow business time for most companies

969
00:45:05,030 –> 00:45:10,070
and most people then block at 3 p.m. to

970
00:45:08,150 –> 00:45:13,520
clean your inbox make it a calendar

971
00:45:10,070 –> 00:45:16,460
event so you remember that you’re going

972
00:45:13,520 –> 00:45:20,119
to do that and sit at 3 p.m. and with

973
00:45:16,460 –> 00:45:23,570
the goal to process to get as close as 0

974
00:45:20,119 –> 00:45:26,180
or at 0 if possible and make it a tree

975
00:45:23,570 –> 00:45:29,000
so that way hey if you are done by 4:00

976
00:45:26,180 –> 00:45:31,160
or 4:30 then now you can celebrate the

977
00:45:29,000 –> 00:45:33,710
other half an hour instead of put it at

978
00:45:31,160 –> 00:45:36,140
4:00 where you are going to be on the

979
00:45:33,710 –> 00:45:37,790
time you’re ready to go home you know in

980
00:45:36,140 –> 00:45:41,420
the middle of that process so buy

981
00:45:37,790 –> 00:45:44,060
yourself enough time to do that if you

982
00:45:41,420 –> 00:45:46,040
are going to do it that way if that

983
00:45:44,060 –> 00:45:49,220
doesn’t work then at least try to find

984
00:45:46,040 –> 00:45:53,510
time every day that you blog on your

985
00:45:49,220 –> 00:45:55,160
calendar to do that and my advice is do

986
00:45:53,510 –> 00:45:57,530
not do it the first thing in the morning

987
00:45:55,160 –> 00:46:00,920
it tend to work much better towards the

988
00:45:57,530 –> 00:46:03,230
end of the day as you are unwinding that

989
00:46:00,920 –> 00:46:05,210
test towards the beginning of the day

990
00:46:03,230 –> 00:46:06,890
and the reason for that is you’re going

991
00:46:05,210 –> 00:46:10,010
to find an emergency and that is going

992
00:46:06,890 –> 00:46:13,910
to throw everything off for me I

993
00:46:10,010 –> 00:46:16,190
actually have four distinct times in my

994
00:46:13,910 –> 00:46:21,290
day that I’ve blocked out for processing

995
00:46:16,190 –> 00:46:24,349
email and the tangent to that is that

996
00:46:21,290 –> 00:46:28,280
right next to that is time to actually

997
00:46:24,349 –> 00:46:32,030
process the task involves my task inbox

998
00:46:28,280 –> 00:46:34,099
for email messages that are not just a

999
00:46:32,030 –> 00:46:35,990
read and reply

1000
00:46:34,099 –> 00:46:39,710
style email message right it needs

1001
00:46:35,990 –> 00:46:41,540
further than just I read it I processed

1002
00:46:39,710 –> 00:46:42,290
it I’ve made a decision or I have the

1003
00:46:41,540 –> 00:46:44,360
information

1004
00:46:42,290 –> 00:46:46,220
at the tip of my tongue to be able to

1005
00:46:44,360 –> 00:46:48,260
then type and respond to that person I

1006
00:46:46,220 –> 00:46:50,330
now need to put that into the task inbox

1007
00:46:48,260 –> 00:46:53,480
because it requires further processing I

1008
00:46:50,330 –> 00:46:55,610
always leave more time to go to my task

1009
00:46:53,480 –> 00:46:57,860
inbox and make sure that’s processed

1010
00:46:55,610 –> 00:47:00,080
because again like I said at the top of

1011
00:46:57,860 –> 00:47:03,010
the show it’s that’s more important to

1012
00:47:00,080 –> 00:47:05,000
me than the email the email is is

1013
00:47:03,010 –> 00:47:07,790
communication it’s like a conversation

1014
00:47:05,000 –> 00:47:10,760
we’re having it’s not it’s not the stuff

1015
00:47:07,790 –> 00:47:13,430
I need to do right and so I need to make

1016
00:47:10,760 –> 00:47:15,710
sure that task inbox is actually that

1017
00:47:13,430 –> 00:47:17,630
one being zeroed out is actually way

1018
00:47:15,710 –> 00:47:20,150
more important to me so I actually pair

1019
00:47:17,630 –> 00:47:23,030
those two together and and so I hope

1020
00:47:20,150 –> 00:47:24,830
that helps folks I thank you gentlemen

1021
00:47:23,030 –> 00:47:26,900
for this conversation this has been a

1022
00:47:24,830 –> 00:47:29,120
really great topic and I think a really

1023
00:47:26,900 –> 00:47:32,300
good show and I think that we’ll have

1024
00:47:29,120 –> 00:47:36,800
more conversations about this concept of

1025
00:47:32,300 –> 00:47:39,770
of working with email in the future so

1026
00:47:36,800 –> 00:47:41,750
with that do you have a question or

1027
00:47:39,770 –> 00:47:43,970
comment about this episode something

1028
00:47:41,750 –> 00:47:46,010
that we discussed in this episode or

1029
00:47:43,970 –> 00:47:48,950
otherwise about personal productivity

1030
00:47:46,010 –> 00:47:50,720
please visit productivity cast dotnet

1031
00:47:48,950 –> 00:47:53,720
forward slash contact and let us know

1032
00:47:50,720 –> 00:47:55,960
you can find this episode’s show notes

1033
00:47:53,720 –> 00:48:00,260
and how to subscribe at productivity

1034
00:47:55,960 –> 00:48:02,600
castanet forward slash 0 to 9 and if you

1035
00:48:00,260 –> 00:48:04,520
could please add a rating or review in

1036
00:48:02,600 –> 00:48:06,050
iTunes to help us grow our personal

1037
00:48:04,520 –> 00:48:08,480
productivity community of listeners

1038
00:48:06,050 –> 00:48:10,220
thank you that brings us to the close of

1039
00:48:08,480 –> 00:48:12,980
productivity cast the weekly show about

1040
00:48:10,220 –> 00:48:14,750
all things productivity here’s to your

1041
00:48:12,980 –> 00:48:16,790
productive life that’s it for this

1042
00:48:14,750 –> 00:48:19,430
productivity cast the weekly show about

1043
00:48:16,790 –> 00:48:21,500
all things productivity with your hosts

1044
00:48:19,430 –> 00:48:25,660
ray Sydney Smith and Augusto pan out

1045
00:48:21,500 –> 00:48:25,660
with Francis Wade and art Galax

[/read]

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