This course will teach you a great framework for email productivity, so that you can spend your time on more meaningful tasks. (Or watching a couple of episodes of your favorite TV seriesJ)
By the end of the course you will know how set up your mailbox for success and how to everyday leave the office with an empty inbox.
I will teach you proven techniques on how to set up automation, create filters, how to prioritize emails and even how to migrate certain task from the mailbox. We will even discuss why you should spend less time on the most important tasks and how you can migrate certain task from your mailbox.
A 2012 study from McKinsey found that the average Knowledge workers spends more than 60% of their workweek engaged in some kind of electronic communication and internet search activity. 30% of the workers time was devoted to checking and replying to Emails
In other words, we devote tremendous amount of time engaged in shallow activities such as checking emails instead of working on more meaningful tasks.
Being busy is not the same as being productive. I will teach you to become smart productive
*Most of the demonstrations in this course tasks place in Microsoft Outlook and Gmail, but the universal rules and principles applies to any mailbox on the market.
Hi and welcome to this course that will help you to spend less time on Email and at the same time 10x your productivity.
"Being busy is not the same as being productive"
The Pareto Principle derives its name from Vilfredo Pareto, the economist who first determined the principle’s existence. The principle explains how an uneven but predictable relationship exists between inputs and outputs. wherein many situations, 20% of invested inputs are responsible for 80% of the results obtained.
Studies reveals that it can take up to 25 minutes for you to return to the initial task. Other studies shows that interruptions and the recovery time from them consumes 28 percent of the workday. In other words, this is very expensive for your smart productivity.
Learn why standard settings can be bad for your productivity.
The second step in the process of removing distraction is to activate simple email filtering.
In this video, I will demonstrate how to set up rules in Outlook. This can help you to automate certain tasks.
The next step is to optimize for recurring email tasks. This is for all e-mails where you can use a template response.
How much time can this actually save? Here is a good example
Imagine if you can answer an email 2 minutes faster 100 times in a month. How much time would that save you? That’s about 3,3 hours every month.
How to work with templates in Outlook
How to work with templates in Gmail
How often do you have to send the same file over and over again, and sometimes even to the same person?
How to work with cloud files
Keyboard shortcuts are highly underestimated. It’s not directly connected with email but still extremely useful to master to become more productive.
Welcome to the third part of this course. This is where we will start to get our hands dirty.
In this part of the course we will learn how to manage your mailbox on a daily basis and how this can boost productivity.
How to prioritize different tasks using a time management model.
How to get an empty inbox
Empty inbox demonstration in Outlook
Empty inbox demonstration in Gmail
Chunking emails can save you a lot of time
In the resources you will find this document which can help you to prioritize other tasks using the same logic from the prioritization model. This can help you to organize tasks and todos outside your mailbox
Your work expands to fit the amount of time you allocate for it.
To schedule email time can be a great habit to master
Nothing very good would happen if you did respond and nothing very bad would happen if you did not.
Sharing calendars is a great time saver when you for example have to plan a meeting. Instead of sending pointless emails back and forth checking people's availability you can have a central location with everyone's schedule.
You must always measure and evaluate your current email behavior and make all necessary modification to secure future success. It’s all about proactivity.
Google forms is a great tool which allows you to remove unnecessary emails and helps you to for example consolidate replies to specific questions.
Email is a communication tool and not a todo list. If you treat your email as a todo list you will always have unfinished tasks staring at your face.
Humans are terrible at estimating how long something will take, but yet we do it all the time. Have you ever found yourself blocking out the whole morning for a specific task only to find out that it only took half an hour for you to complete it? Well this has happened to me many times.
As mentioned before, email is not a direct messaging communication tool. When you are dealing with many people, it’s hard to know who is working on what and how the project is coming along. Try to move direct messaging away from your mailbox and into an environment where you and your team can discuss work topics and projects on a whole new level.
Great book on the subject of productivity
Hi, I am Johan, from Sweden. I currently work as a revenue & distribution specialist for a large Scandinavian Hotel chain. Besides my love for the hospitality industry, I also have a great passion for productivity and time management.
Teaching others comes very natural to me, and I am often responsible for developing & hosting internal courses at my workplace.
I am also a self-published author and in that specific book project, I went from idea to print in less than 50 days.