Get things done and control your work (for Gmail)

I will demonstrate the GTD system in action; showing both phases:

1. First processing (morning 0 inbox)

2. Then doing!

Scenario

I need some data analysis from Alessandro. This is not urgent and it might take weeks. That said is critical for our board of director meeting next month, so I don't want to lose track of it! 

Steps

1. Send email to Alessandro

2. ‘bcc’ username+ni@gmail.com

3. Send!

Result

The message skips my inbox and goes into "Need Info" list. It will stay there till I get the report from Alessandro.

Scenario

I have been waiting for 2 days for an answer from Alessandro. His answer is time sensitive and I cannot wait later than the coming Friday. Today is Monday. I want to follow up today and again on Wed and, if needed, one last time on Fri.

Steps

1. Respond to the email thread

2. ‘bcc’ username+ni@gmail.com, username+wed@gmail.com and username+fri@gmail.com

3. Send!

Result

The message skips my inbox and ends up on ‘Need info’ list with ‘Wed" and "Fri" labels.

Scenario

I just received an email from Alessandro inviting me to the TPM America Google offsite. Alessandro didn't specify when; so I can't confirm.

Steps

1. Respond to the email thread

2. ‘bcc’ username+ni@.gmail.com

3. Send!

Result

The message skips my inbox and ends up on my ‘Need Info’ list. When Alessandro responds, I remove the label "need info" to take it off the tracking list.

Scenario

I run the weekly Staff meeting for my boss. At the end of each meeting I want to send out meeting notes + any action items (AIs) to the group and I don't want to forget.

Steps

1. If I have edit access to the weekly calendar event, I add an email notification directly inside the event; else, if I don't have edit access to the weekly event, I add a reminder right after the meeting

2. When the time comes, I get the task in 'P0' list

3. Write up and send the meeting notes + AIs when I have time

4. Remove star

Result

I never forget my tasks and I always complete them on time! 

Scenario

I just attended an important meeting in which two action items were assigned to me; one that I want to do later today and one tomorrow.

Steps

1. Compose 2 messages in Gmail

2. Address P0 to username+star@gmail.com

3. Address P1 to username+na@gmail.com

4. Send!

Result

One message skips the inbox and ends up in "P0" for me to complete today.

The other message skips the inbox and ends up in "Next Action" list for me to complete tomorrow.

• Shortcuts

  • ` - move between multiple inboxes

  • c - compose a message

  • y - archive a message (inbox) or remove a label (label view)

  • e - archive a message (inbox)

  • j - jump to previous message

  • k - go to next message

  • s - star a message

  • l - label a message

  • x - select/deselect a message

• "Send & Archive" button + Auto-advance

• Reply all

• username+NI@gmail.com --> use for emails you want to keep track of or you are waiting for a response

• username+NA@gmail.com --> use for emails you need to work on today/tomorrow. Those are P1s (priority #1); meaning urgent but not critical

• username+star@gmail.com --> use for emails you must complete by EOD (End Of Day). Those are P0s (priority #0); meaning urgent and critical

Make sure to save your filter emails as contacts at contacts.google.com. This quickens typing the filter emails!

Get ready to transform your inbox into a live dashboard using multiple inboxes!

Create more filter emails/labels to add more granularity to your "Need Info" section. In particular, create one for each day of the week so that, on top of tracking tasks, you will know on which day to follow up!

Bonus: add those emails to your Google contacts at contacts.google.com for easier discoverability!

Reminders from Google Calendar will ensure you will never forget about a future task!

Get the GTD flow going by setting up reminders with the right frequencies:

• Daily "Check Need Info"

• Daily "Check tomorrow meetings"

• EOW "Check next week meetings"

• Weekly "Prepare snippets for my boss"

• Weekly "Call mom"

• Quarterly "Schedule bloodwork"

Learn how to manage low priority (p2) tasks!

Always better to be saferer than sorry! Protect yourself with "undo send"!

Here I will discuss the option of using built-in tasks instead of "Next Action" list

Filter, filter, filter! I can't stress enough the importance of minimizing noise!

0 inbox is the base property of the whole GTD system. Make sure to bring your inbox down to 0 at least 2 times a day: first and last thing in the day.

This is a personal system. I gave you the basis; now go and optimize it for your needs! Have fun! 

Friendly advices from my career

• Think, don't just execute.

• Trust your thinking!

• Ask for forgiveness and not for permission

• Be real

• Be an owner and go e2e (end to end). Don't get stuck w/ middle mans

• Be responsive and responsible

• Pick your battles

• Filter first horizontally and then vertically