Calm the Email Inbox Chaos: Digital Declutter Series Episode 5

Jenna Redfield Notion for ADHD Entrepreneurs

19 Jun 202312:26

Summary

TLDRIn this final installment of Jenna Redfield's five-part video series on digital decluttering, she focuses on email organization, a challenge many face regardless of ADHD status. Jenna introduces a system she's found effective, emphasizing the use of Gmail with separate accounts for different purposes, such as one solely for newsletters. She shares her method of organizing emails into 13 pillars, utilizing color coordination for labels within Gmail. Jenna also recommends using 'unroll.me' to manage and unsubscribe from unwanted newsletters. Her approach involves sorting emails by pillar, creating folders and labels, and filtering incoming messages to maintain an organized inbox. She demonstrates how this system has streamlined her email management, leading to increased productivity and a cleaner digital space. Jenna encourages viewers to adapt the system to their needs, creating a personalized email organization strategy.

Takeaways

📧 **Separate Email Accounts**: Jenna uses separate Gmail accounts for different purposes, such as one specifically for email newsletters.
📚 **Newsletter Management**: She uses a dedicated email address for newsletters to keep them organized and separate from personal and client emails.
🛠️ **Unroll.me**: Jenna recommends using Unroll.me to manage and unsubscribe from unwanted newsletters effectively.
🎨 **Color Coordination**: She organizes her emails using a color-coded system based on 13 pillars which also helps in labeling inside her email.
📂 **Folder and Label System**: Jenna creates folders and labels within Gmail to categorize emails, making it easier to manage and find important messages.
📉 **Reduce Unread Count**: She aims for inbox zero and finds it overwhelming to see high unread email counts, advocating for regular organization and archiving.
📅 **Time Investment**: Jenna acknowledges that setting up this system takes time but emphasizes the long-term benefits for clarity and efficiency.
🚫 **Unsubscribe Process**: She has unsubscribed from many newsletters and re-subscribed to only those she finds valuable, curating her inbox content.
🔍 **Search Functionality**: Jenna uses Gmail's search feature to find emails on specific topics, turning her inbox into a research tool.
📈 **Marketing Insights**: By staying subscribed to certain newsletters, she gains insights into effective email marketing strategies, such as the use of emojis and content engagement.
♻️ **Archiving Strategy**: She prefers to archive emails for future reference rather than deleting, allowing her to maintain an organized yet comprehensive record.

Q & A

What is the main topic of Jenna Redfield's video series?
-The main topic of Jenna Redfield's video series is digital decluttering, with a focus on email organization in the final part.
What does Jenna recommend for managing email subscriptions?
-Jenna recommends using a separate email account specifically for email newsletters and subscriptions.
What tool does Jenna use to manage and unsubscribe from numerous newsletters?
-Jenna uses a tool called Unroll Me to manage and unsubscribe from newsletters.
How does Jenna categorize her emails within Gmail?
-Jenna categorizes her emails using a system of 13 pillars, organizing them into folders and labels with color coordination.
What is the purpose of having a separate email account for newsletters, according to Jenna?
-Having a separate email account for newsletters helps to declutter the main inbox, reduces distractions from constant incoming emails, and keeps important business and personal emails separate.
What is Jenna's strategy for reaching 'inbox zero'?
-Jenna's strategy for reaching 'inbox zero' involves organizing emails into labels and folders, filtering incoming emails automatically, and archiving emails after they have been read or processed.
How does Jenna use the color coordination system in her email organization?
-Jenna uses color coordination to categorize her labels under different pillars, making it visually easier to identify and manage emails based on their content or purpose.
What is the benefit of using labels and folders in Gmail, as described by Jenna?
-Using labels and folders in Gmail helps to keep the inbox organized, making it easier to find specific emails, reduce the number of unread emails, and maintain a clear overview of all communications.
How does Jenna handle the process of adding new labels to her email system?
-Jenna adds new labels by categorizing them under the appropriate pillar, assigning a color, and then creating a filter so that incoming emails from that sender are automatically labeled.
What is the significance of organizing emails by pillars in Jenna's system?
-Organizing emails by pillars allows Jenna to quickly identify the type of content or the sender's category, making it easier to prioritize and manage her email communications.
How does Jenna use her email system for research purposes?
-Jenna uses her email system as a research tool by searching through categorized emails to find information on specific topics, such as marketing strategies or content ideas.
What does Jenna suggest for those who want to implement a similar email organization system?
-Jenna suggests taking the time to set up labels and filters, organizing them by pillars and colors, and being consistent in applying this system to new and incoming emails.

Outlines

00:00

📧 Email Organization and Digital Decluttering

In this final part of the five-part video series on digital decluttering, Jenna Redfield discusses email organization, a challenge many face regardless of ADHD status. She introduces her effective system for managing emails and encourages viewers to subscribe for more content. Jenna uses the Gmail platform and has recently started using separate accounts for various purposes, which has significantly improved her email management. She dedicates an entire email account to newsletter subscriptions, using a specific email address for this purpose and checking it daily. Jenna also recommends using 'unroll.me' to consolidate or unsubscribe from numerous newsletters. She emphasizes the importance of sorting emails by pillars and creating folders and labels within Gmail, which she demonstrates using her newsletter email account. The system, though time-consuming to set up, leads to a more organized and manageable inbox.

05:01

🎨 Color-Coding and Labeling for Email Management

Jenna explains her method of organizing emails by color-coding and labeling, which she applies to her newsletter email account. She demonstrates how to create new labels under specific categories, known as 'pillars,' and how to assign colors to these labels for easy identification. The process involves moving emails into appropriate categories and ensuring that each email is labeled accordingly. This meticulous labeling allows Jenna to maintain an organized inbox and to quickly archive emails. She also mentions that while setting up this system is time-consuming, it ultimately saves time and effort by streamlining the process of managing a large volume of emails.

10:03

📂 Customizing the Email System for Personal Efficiency

Jenna outlines her personalized approach to email organization, which includes a separate inbox for newsletters and a filtering system that sorts incoming emails based on their content. She uses color-coding to prioritize emails, with red designated for client emails to highlight their importance. Jenna also uses her email system as a research tool, searching for specific topics within her emails to gather information. She encourages viewers to create their labels and customize their email system to suit their needs. Jenna concludes the video by expressing her hope that the video and series have been helpful and announces a brief hiatus from YouTube due to other commitments. She plans to return in July and invites viewers to suggest topics for future content.

Mindmap

Keywords

💡Digital Decluttering

Digital decluttering refers to the process of organizing and managing digital files, emails, and online content to improve efficiency and reduce digital clutter. In the video, Jenna Redfield discusses the final part of her five-part series on this topic, focusing on email organization as a key component of maintaining a streamlined digital environment.

💡Email Organization

Email organization involves sorting and managing emails to enhance productivity and accessibility. The video emphasizes the importance of this practice and introduces a system for categorizing emails based on 'pillars' and color coordination, which helps Jenna manage her inbox more effectively.

💡Gmail

Gmail is a widely used email service provided by Google. In the context of the video, Jenna uses Gmail for her email management and explains how she utilizes its features, such as labels and filters, to organize her emails under different categories or 'pillars'.

💡Separate Accounts

Having separate email accounts for different purposes can help in managing various aspects of one's life or work more efficiently. Jenna mentions creating a specific email account for newsletter subscriptions, which helps her keep personal, client, and business emails separate and organized.

💡Unroll Me

Unroll Me is a service that consolidates email subscriptions into a single daily email or helps users unsubscribe from unwanted newsletters. Jenna uses this tool to manage her newsletter subscriptions and keep her inbox less cluttered.

💡13 Pillars

The 13 Pillars system is a method Jenna uses to categorize and organize various aspects of her life, including her emails. Each pillar represents a different category or area of interest. In the video, she applies this system to her email organization strategy within Gmail.

💡Labeling

Labeling in the context of email management refers to the process of tagging emails with descriptive labels to sort and categorize them. Jenna demonstrates how she uses labels within Gmail to categorize her emails under the 13 Pillars system, making it easier to locate specific emails or types of content.

💡Color Coordination

Color coordination is a method of using colors to categorize items for easier identification and organization. Jenna uses color coding in conjunction with her labels in Gmail to quickly identify and manage emails based on their category or importance.

💡Inbox Zero

Inbox Zero is a state where an individual's email inbox contains no unread or unsorted emails, signifying an organized and managed email system. Jenna expresses her preference for achieving this state and demonstrates her process for sorting and archiving emails to maintain an organized inbox.

💡Content Creation

Content creation refers to the process of producing digital content, such as articles, videos, or newsletters. In the video, Jenna discusses how she organizes her emails related to content creation and uses her email system as a research tool for her work.

💡Mind Expansion

Mind expansion is a concept that involves broadening one's knowledge, perspectives, and understanding through learning and exploration. Jenna uses this term to describe one of her 13 Pillars and discusses how she categorizes emails related to learning and personal development under this pillar.

Highlights

Jenna Redfield discusses her system for email organization, which she finds effective for everyone, regardless of whether they have ADHD or not.

She has discovered a great system for digital decluttering and shares it in a five-part video series.

Jenna uses Gmail and has started using separate accounts for different purposes, which has significantly helped her manage her emails.

She has a dedicated email account for newsletters to keep them separate from personal and client emails.

Jenna uses a tool called 'unroll me' to manage and unsubscribe from unwanted newsletters.

The new email system has made clearing emails much easier and is recommended by Jenna for its long-term benefits.

She emphasizes that organizing emails by pillars and using color coordination is key to her email management strategy.

Jenna has a goal to achieve 'inbox zero' and demonstrates how she organizes her emails to maintain a manageable inbox.

She shows how to create and categorize labels within Gmail, using the 13-pillar system for organization.

Jenna explains the process of assigning colors to labels and how it helps in visual organization of emails.

She shares her method of filtering incoming emails automatically based on their content to the correct label.

Jenna uses her email system not just for communication but also as a research tool for marketing insights.

She provides a step-by-step guide on how to set up and maintain the email organization system for effectiveness.

Jenna's approach to email management aims to reduce distractions and increase productivity, especially for those with ADHD.

She mentions taking a short break from YouTube but plans to return in July with more content, possibly a new series on Notion.

Jenna invites viewers to share what kind of content they would like to see in the future in the comments.