How I Answer Email in 17 Minutes a Day - My System

Tiago Forte
21 Apr 202217:54

Summary

TLDRThe video outlines a 5-step system to streamline your email inbox and achieve 'inbox zero'. It advises unsubscribing from unneeded emails, using email solely for collecting inputs, setting up calendar/task apps to handle downstream tasks, enabling email shortcuts like 'auto-advance', and quickly triaging each email (archive/delegate/calendar/task/read later). The goal is to process emails ultra-efficiently, only touch each email once, and reclaim time lost to distracted email checking. This clears both physical and mental space to focus on important tasks.

Takeaways

  • 😀 Unsubscribe from unnecessary emails to declutter inbox
  • 📝 Strip email to core function of collecting inputs
  • 🗄️ Set up downstream productivity systems to process emails
  • ⚙️ Streamline email workflow for quick processing
  • 🤔 Make quick triage decisions on each email
  • 📆 Use calendar app to schedule events from emails
  • ✅ Use task manager to capture action items
  • 📚 Use notes app to store reference information
  • 📥 Use read later app to save articles for future
  • 😊 Process email quickly to focus time on important tasks

Q & A

  • What are the 5 steps outlined to process emails efficiently?

    -The 5 steps are: 1) Unsubscribe from unnecessary emails; 2) Strip email down to its core function; 3) Set up downstream productivity systems like calendar, task manager, notes app, read later app; 4) Streamline workflow with shortcuts and auto-advance; 5) Make quick triage decisions on each email.

  • What is the purpose of stripping emails down?

    -It aims to limit email just to its core function of collecting new inputs rather than trying to use it for everything.

  • What are the 4 downstream productivity systems suggested?

    -They are: a calendar app, a task manager, a notes/reference app to store files and info, and a read later app for saving content to consume later.

  • What is the benefit of auto-advance in email?

    -It advances you to the next email automatically after archiving/deleting one, helping you stay focused on processing emails rather than getting distracted.

  • What are some important keyboard shortcuts mentioned?

    -Compose (c), send (command/ctrl+enter), archive (e), quick entry for task apps (ctrl+space or ctrl+option+space).

  • How can you efficiently save emails to Evernote?

    -Add your unique Evernote email address as a contact. Then when viewing an email, hit forward, start typing the Evernote contact, and hit send to save that email in Evernote.

  • When would you send an email article to Instapaper vs Evernote?

    -Send to Instapaper if you just want to read it later. Send to Evernote if you've read it and want to reference or save portions long term.

  • Why insist on only touching emails once?

    -It encourages you to avoid opening emails unless you have time to process it. This reduces distraction and random checking.

  • What's the core psychological insight when processing emails?

    -Insist on only touching emails once you can archive or act on. If you can't process it, avoid opening emails altogether to stay focused.

  • How is email intended to be used for productivity?

    -As a collector of inputs and new information rather than an overflowing to-do list or knowlege management system.

Outlines

00:00

😊 Setting up an effective email workflow

The first paragraph outlines 5 steps to set up an efficient email workflow to reach inbox zero: 1) Unsubscribe from unnecessary emails; 2) Use email only for its core function of gathering inputs; 3) Set up calendar, task manager, reference and read later apps to handle email outputs; 4) Streamline the workflow to process emails faster; 5) Make quick triage decisions on how to handle each email.

05:00

👨‍💻 Stripping down Gmail to focus on essentials

The second paragraph walks through implementing step 2 by stripping down Gmail to remove non-essential features like Chat, Priority Inbox categories etc. This simplifies the UI to focus only on Important, Reading and Other basic categories.

10:03

📥 Setting up downstream systems

The third paragraph covers step 3 on setting up calendar, task manager (Things), reference manager (Evernote) and read later (Instapaper) apps. It shows how to leverage automation and keyboard shortcuts to easily save items from email.

15:05

⚡️ Streamlining the email workflow

The fourth paragraph focuses on step 4 to streamline the workflow. It shows settings to enable auto-advance, conversation view, and keyboard shortcuts to process emails much faster with less distraction.

Mindmap

Keywords

💡inbox

The inbox refers to the email inbox, which is overflowing and hard to manage for many people. The video focuses on strategies to organize, streamline and process emails efficiently so the inbox has less clutter. For example, it suggests setting up downstream systems like calendars and task managers so emails don't just pile up without a place to go.

💡unsubscribe

Unsubscribing refers to unsubscribing from email newsletters, notifications and distribution lists that are not essential. This helps declutter the inbox over time by removing unnecessary emails. The script suggests actively searching for 'unsubscribe' to find and remove subscriptions.

💡reading

The 'reading' label or tab is a separate inbox suggested for saving content-heavy emails or articles you may want to read later. This prevents your main inbox from getting filled up with longer emails that require more attention.

💡workflow

Streamlining workflow refers to processing emails seamlessly and efficiently, with as little friction or distractions as possible. This includes using keyboard shortcuts, auto-advance and conversation threads to move swiftly between emails.

💡calendar

The calendar app is one of the four 'downstream systems' suggested to capture tasks and appointments from emails so they don't pile up inbox. Syncing the calendar across devices helps ensure emails don't just disappear once archived.

💡task manager

A task manager app is another downstream system to capture action items from emails as searchable tasks. This prevents losing track of things needing to get done. The video shows how to easily create tasks from emails using keyboard shortcuts.

💡reference app

The reference app, like Evernote, is used to save key information, files and other content extracted from emails for later reference. This gets the content out of the inbox while still being retrievable.

💡read later app

The read later app like Instapaper lets you save emails or articles you want to read later or haven't fully processed yet. This prevents bogging down your main inbox with content needing more attention.

💡triage

Triage refers to making quick decisions about what to do with each email, like archiving, replying, adding a calendar event etc. This rapid sorting prevents emails from lingering too long in the inbox.

💡one touch

One touch refers to the goal of only needing to process each email once, rather than having emails pile up that require further attention. This makes inbox maintenance easier over time.

Highlights

Unsubscribe from every newsletter, notification list and broadcast list that isn't absolutely essential

We have to stop using email for everything and start using it only for what it does better than any other tool collecting new inputs

Set up four essential productivity systems - a calendar, a task manager, a reference app and a read later app

Process emails quickly without feeling there's a ticking bomb in our inbox

For each email decide - archive, reply, add to calendar, create task, store as reference or send to read later app

With the right shortcuts you can process emails in moments

It's easier to maintain your inbox once it's empty than to get there in the first place

The reason your email overflows is you likely don't have anywhere for it to go

Remove every tiny bit of friction from your workflow

Think of email as a high velocity, high speed production line

Use keyboard shortcuts to avoid touching your mouse and stay focused

When you insist you can only touch an email once, you'll check email less

Train your inbox to not show unimportant notifications

Use email only as a collector of inputs, not a to-do system or knowledge management system

Cultivate personal habits around email, note-taking and productivity

Transcripts

play00:00

i'm gonna share with you the five things

play00:02

i do with each and every single email

play00:04

that enters my inbox so that i only ever

play00:07

have to touch each email once

play00:10

first the essentials it's actually

play00:12

easier to maintain your inbox once it's

play00:15

empty than to get there in the first

play00:16

place so let's do this simple stuff

play00:19

unsubscribe from every newsletter

play00:22

notification list and broadcast list

play00:24

that isn't absolutely essential second

play00:27

strip email down to its core function we

play00:31

have to stop using email for everything

play00:34

and start using it only for what it does

play00:36

better than any other tool collecting

play00:39

new

play00:40

inputs third we're going to set up your

play00:43

downstream systems see the reason your

play00:46

email is overflowing is that you likely

play00:48

don't have anywhere for it to go instead

play00:51

all you need to do is set up these four

play00:54

essential productivity systems a

play00:57

calendar app that syncs to every device

play01:00

you need a task manager to capture and

play01:03

this is the important part link back to

play01:06

tasks that arrive in your email third

play01:08

you need a reference app a digital notes

play01:11

app for storing files and key

play01:13

information and finally you need a

play01:15

relator app to save all the things that

play01:18

you want to read or watch later step

play01:20

four it's time to streamline your

play01:23

workflow instead of checking email

play01:26

before you start work we want to create

play01:28

a small habit that allows us to process

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quickly dozens of emails within 10 or 15

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or 20 minutes so then we can get to the

play01:37

real work without the feeling that

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there's a ticking bomb in our inbox step

play01:41

5 make triage decisions the word triage

play01:45

just means deciding how to sort things

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in seconds for each email decide do i

play01:51

archive reply add it to my calendar

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create a task store it as a reference or

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send it to my read it later app there's

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only six possible options if you do this

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right and consistently you can set this

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up to happen with a single keyboard

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shortcut in moments

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that is it that's the steps of one touch

play02:11

to inbox zero i'm mark koenig and i am

play02:15

today's reluctant test subject mark is

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our director of content he's pretty good

play02:20

at email and he's developed his own

play02:22

system that's not bad but he could do

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better so we're going to go through the

play02:26

five steps and apply them in real time

play02:28

for you so he can start being even more

play02:31

effective and spending his time on even

play02:33

more important activities okay so i've

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got my gmail open it's ready for us to

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do what we have to the first step is the

play02:41

basics are there any newsletters or

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recurring emails that you can

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unsubscribe from probably i could search

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my inbox for like the word unsubscribe

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that's probably smart unsubscribe so

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thomas yeah let's get rid of thomas

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frank

play02:54

see ya

play02:56

just getting in the spirit of it thomas

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no offense no offense i've gotta log in

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to unsubscribe what should i do in this

play03:02

case well you can see how this might

play03:04

take some time actually especially if

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you don't regularly unsubscribe okay you

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may need to set aside some time because

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you're right they do sometimes make you

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jump through hoops you have to you know

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open up a webpage and then unsubscribe

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you have to log in all these different

play03:17

things well here's a question too so in

play03:20

theory alex garcia makes a really

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amazing email list what if i don't want

play03:24

to unsubscribe because that makes my

play03:26

heart hurt yeah good question in that

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case i would create a separate inbox or

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a separate tab depending on your email

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platform what do i call that i call mine

play03:35

reading so anything that has articles

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lots of text or that i just kind of want

play03:39

to casually peruse

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automatically gets forwarded to the

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reading tab let's see so i am going to

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filter messages like these

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so from alex

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create filter and then apply the label

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new label

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i like this so reading

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and apply it to all the matching

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conversations

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dope so alex just went into the reading

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and one day i might even give it a color

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i don't need these weekly digests

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wow that's actually really satisfying

play04:12

now it's time to strip email down to its

play04:16

core function and this depends on each

play04:18

person but i want you to turn off as

play04:21

many tools that have made email into

play04:24

anything more than just a linear inbox

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just looking at the screen i see my chat

play04:29

go to the chat tab and then off

play04:31

perfect

play04:32

can you turn off the action categories

play04:35

so in terms of our like a priority inbox

play04:38

you want me to basically have just two

play04:39

categories is that i'm hearing or three

play04:42

three if you include the reading one

play04:43

that you created so it's basically

play04:45

important reading and other okay cool so

play04:48

important

play04:49

i'm gonna apparently have that hidden so

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i clicked show on that but i would hide

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the other ones hide starred hide snooze

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okay

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hide hide hide scheduled

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drops is okay

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okay cool so this is what we what it

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looks like nice and streamlined nice and

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clean okay all right here we go so there

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were some other things you can turn off

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things like stars okay which is in

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settings general tab

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okay we've got stars

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you can just set it to one star and then

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just don't use stars okay cool perfect

play05:20

um also personal level indicators okay

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they're the personal level indicators so

play05:25

we're gonna kill those

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okay next is categories which is also in

play05:29

the same tab and i would hide all of

play05:32

them nice

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actually i'm starting to feel pretty

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good about myself i've done about half

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of this so far now we're finally ready

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to set up some downstream systems if

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emails have nowhere to go there's no

play05:43

place downstream to flow they're just

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going to continue piling up so we want

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to create four of them first is a

play05:49

calendar do you use a digital calendar

play05:51

yeah we use google calendar so i think i

play05:54

think this is already set up just fine

play05:56

unless there's something more to do nope

play05:58

as long as it exists and you know how to

play06:00

use it we're good okay great second is a

play06:02

task manager a digital to-do list i have

play06:06

this spread across a bunch of different

play06:07

things so i think i want to just start

play06:09

trying to do a dedicated to-do app

play06:11

rather than integrating it with my pkm

play06:14

it looks like you had things on this

play06:15

computer and it looks like it's just

play06:17

fresh right now so i can just experiment

play06:19

and play with it to use things

play06:20

effectively there's two little things

play06:22

you need to turn on in the preferences

play06:24

okay let's go to the preferences

play06:27

go to quick entry tab

play06:29

okay so the first one is already turned

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on it says enable shortcut for quick

play06:32

entry and you can even test that out

play06:34

right now do control space

play06:37

whoa

play06:38

this is a magical feature i remember in

play06:41

my first professional job in san

play06:43

francisco my manager his name was

play06:45

charles and we would be mid conversation

play06:47

and i would mention something i needed

play06:49

or wanted from him he would turn to the

play06:51

side without even looking at his

play06:53

computer hit control spacebar type it

play06:56

while maintaining eye contact

play06:58

hit enter

play07:00

and it would disappear and i would say

play07:01

what the heck just happened

play07:04

i like it

play07:05

um so you can try out just you know

play07:06

typing something you have to do and then

play07:08

hitting save

play07:09

unsubscribe from the rest of my emails

play07:12

good and now it appears right there in

play07:14

your inbox boom so i'm basically all day

play07:17

long doing that to the point i'm

play07:19

probably creating five to ten of those

play07:21

kind of little open loops every day but

play07:23

there's another one which is the second

play07:24

box there enable shortcut for quick

play07:27

entry with autofill and you're gonna

play07:28

have to download a little plug-in on

play07:30

their website just hit start download

play07:32

just takes a second just double-click it

play07:36

and then open

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and there it is so i want to show you

play07:39

what this does you can open any email

play07:41

and while the emails open on your screen

play07:43

hit control option space

play07:47

now

play07:48

witness the beauty of this moment what

play07:50

just happened

play07:52

the app the things app got the subject

play07:55

line of the email which is highlighted

play07:56

there which i always tend to replace but

play07:59

then in the notes just below it has a

play08:01

unique link which if you click it

play08:04

anytime anywhere will open up this email

play08:07

nice

play08:08

let's try it

play08:10

so things

play08:12

so double click it

play08:13

and then click the link and there it is

play08:15

awesome is this just gmail or is it any

play08:18

web page it's any web page

play08:22

so this is where an app like evernote

play08:25

that's been around for a while really

play08:27

shines they have so many different ways

play08:29

of getting content into the program for

play08:31

example every single evernote user has a

play08:34

customized special email address what i

play08:36

recommend you do is save that address as

play08:39

a contact in your contact book such as

play08:42

the contacts within gmail and save it

play08:44

with a name like evernote capture or

play08:47

something like that so as soon as you

play08:48

get an email you're looking at an email

play08:50

that you want to save you just hit

play08:52

forward start typing say evernote it

play08:54

will autofill you hit return and then

play08:56

you hit send and it's forwarded directly

play08:59

into your evernote account go to account

play09:00

info yeah okay great

play09:02

for some reason they make you open up

play09:04

the site and then it's down there at the

play09:05

bottom so yeah

play09:07

oh awesome cool yeah

play09:09

okay

play09:10

and then i'm going to go back to gmail

play09:13

i think was the next step and make it a

play09:14

contact i think you have to go to the um

play09:17

the grid of dots there okay i think

play09:19

you're right there it is create a

play09:22

contact your first friend oh my gosh

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i'm so much less lonely thanks evernote

play09:28

it's just what i'm going to call

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evernote capture

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there's their email

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how do we use this effectively it

play09:35

sounded like there's some sort of

play09:36

wizardry beyond just adding them as a

play09:38

contact yeah so find an email that has

play09:42

content you want to save uh let's go to

play09:44

that reading tab perfect

play09:46

so what you can do since you have

play09:47

keyboard shortcuts enabled is just hit f

play09:50

for forward all right start typing

play09:52

evernote

play09:53

hit return and then i believe it's

play09:56

command enter

play09:58

command enter don't forget the final

play09:59

step which is to archive it e

play10:02

there you go so then if i go to evernote

play10:05

will i see that is it that quick yep

play10:07

let's take a look i need to do this oh

play10:09

damn there it is

play10:11

beautiful oh just and it's got all the

play10:13

formatting and everything uh so we did

play10:15

the notes app and the last downstream

play10:17

system is a read later app i feel like

play10:19

instapapers worked the best for me so

play10:21

how do i do i just need to if it's

play10:23

already set up am i good so the key

play10:25

feature is just as we did with the notes

play10:28

app you want to find the special custom

play10:30

instapaper email address all right so

play10:33

i'm in instant paper i've got an email

play10:35

i've gotta find so to do this we figured

play10:37

out you have to go to instapaper.com

play10:39

save slash email

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which then if you're logged in it will

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show you this unique email

play10:45

okay so now we've got that and we can

play10:47

set that up here too as a contact maybe

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you have a browser tab uh for google

play10:51

contacts open oh perfect

play10:54

great contact

play10:56

insta paper

play10:58

capture

play10:59

you know i almost have too many friends

play11:02

it's trying to become a little bit you

play11:03

just doubled your friend's circle

play11:06

so when would i send something to

play11:07

instapaper versus evernote if that's not

play11:09

too heavy of a question no good question

play11:12

so i only like to send things to

play11:14

evernote that i've read i don't want to

play11:16

encounter something and have no idea

play11:17

what it is and never know oh so

play11:19

sometimes i'll just happen to read an

play11:21

email or just really catches my

play11:23

attention and then i decide i want to

play11:24

say this it goes basically directly into

play11:26

my second brain yeah other times it's

play11:28

more like well i want to get to this

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later and then it goes to essentially

play11:31

like the waiting room which is instant

play11:33

paper so that article actually just now

play11:35

if i wanted to read it i'd send it to

play11:37

instapaper if i just wanted to destroy

play11:39

it to refer to as like a good case study

play11:41

or copywriting example yeah i would send

play11:43

it to evernote yeah okay cool is that

play11:46

our systems is that all of them that's

play11:47

it nice that wasn't so hard the fourth

play11:51

step

play11:52

is to streamline your workflow you

play11:54

really have to think of email as a high

play11:56

velocity a high speed production line

play12:00

knowledge production line

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so you might think oh it's not a big

play12:03

deal you know if i archive an email it

play12:05

kicks me back to my inbox and then i

play12:07

just click on the next email right wrong

play12:10

those extra few seconds combined with

play12:13

the much higher likelihood of you

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getting distracted by probably the

play12:16

latest newest email at the very top of

play12:18

the list makes it very dangerous you

play12:21

really have to remove every tiny bit of

play12:23

friction from your workflow and that's

play12:26

really three features turning on auto

play12:27

advance so when you archive or delete

play12:29

one email it sends you right into the

play12:31

next email there's a setting you need to

play12:33

turn on where when you archive a message

play12:35

instead of kicking you back to the inbox

play12:38

you so easily get distracted and taken

play12:41

off the track then it just takes you to

play12:44

the very next email oh here it is under

play12:47

the advanced tab auto advance show the

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next conversation after you delete

play12:52

oh my goodness actually this is going to

play12:54

be life-changing so thomas

play12:57

is going to get picked on a lot in this

play12:58

video i can tell already so e

play13:02

nice oh my goodness this is amazing

play13:04

there's just a handful of important

play13:06

shortcuts that will really save you a

play13:07

tremendous amount of time okay here we

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go

play13:10

keyboard shortcuts on

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there you go

play13:14

i'm just going to test out my e button

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oh my gosh that feels so good the

play13:20

shortcuts that i use are compose which

play13:22

is c so compose is a new message yeah

play13:24

cool and then uh to thiago

play13:28

hey thanks for teaching me about things

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uh and then command enter yep

play13:35

nice okay

play13:36

and third it's turning on conversation

play13:38

threads

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so it looks like in settings if we go

play13:41

down here okay conversation view on and

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the reason that's important is if you

play13:45

process emails in the way that i'm

play13:47

suggesting you don't want to find an

play13:49

earlier email reply to it but there's

play13:51

been a more recent reply to that thread

play13:54

and so you're basically that's what this

play13:55

is that's what this is so if someone

play13:57

else replies to a group thread it will

play14:00

kick that message back up to the very

play14:02

top of your list with all the replies in

play14:05

the same thread oh we gotta save this

play14:07

always click save changes

play14:08

that was all the preparation now it's

play14:10

just practicing okay making these these

play14:13

decisions as decisively and quickly as

play14:14

possible you want to just start at the

play14:16

oldest message okay

play14:18

and remember you can archive a reply or

play14:21

send it to one of the four downstream

play14:22

systems so this was julia being a boss

play14:26

in a very literal fashion and i'm just

play14:28

on here for reference i don't think

play14:30

there's anything for me to do here other

play14:32

than admire julia so should i just

play14:34

archive it yeah okay e

play14:36

done click up notifications it's

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interesting these notifications from

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other apps i can't actually use click up

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as my own task manager there's always

play14:45

this friction of going there yeah and so

play14:47

i would do control option spacebar oh

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yeah yeah yeah yeah and if you can

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identify what the action i would write

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it in there but if you can't i would

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just say review onboarding task

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that's actually really good don't use

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your mouse just do enter oh

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you should ideally be able to get

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through like 20 messages without

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touching your mouth i'm going to put

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that out of my hand arms reach to punish

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myself okay cool so i'm on my keyboard

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now so now i can click e right yep okay

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that's pretty satisfying actually do

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have a signed vendor contract for claire

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i'm just going to let julia handle this

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good nice deal with it will man and be

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careful yeah that guy's a shady

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character this is probably fishing uh so

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i don't care about this this is uh

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probably something i should unsubscribe

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from yeah actually i would do that yeah

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just got a new referral this is the kind

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of thing i try to just eradicate as soon

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as possible like something i truly just

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do not need to know

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i'm gonna create a task to unsubscribe

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once i get to a computer victoria

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interesting this is another kind of

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thing that i would train it to not put

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in your important inbox um

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like you can receive this but you you

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basically never want to see it unless

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you're looking for it interesting

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so uh i could filter out drive shares

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and that would be fine probably yeah

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okay so

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let's do that

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so there's a there's an interesting

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psychological psychological thing that

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happens here

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which is when you insist that you can

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only touch an email once

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you'll actually start checking email

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less in situations where you can't

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archive emails yeah if you only have

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like 30 seconds or a minute you just

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won't even bother going there because

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you don't want to see something that you

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then have to remember to come back and

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archive later interesting so what i'm

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noticing too is i'm just automatically

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archiving anything or turning it into a

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to-do basically yeah so for my work

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email there actually isn't a lot of like

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reading material that naturally comes to

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my inbox yeah whereas if we were doing

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this for my personal email there would

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be a lot more that i'd be like let me

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send that insta paper well thank you

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you're very welcome thanks for being

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open to it

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using email how it's supposed to be used

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as a collector of inputs

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not a to do system not a knowledge

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management system is just the very first

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step to creating a system that i call

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your second brain if you'd like to learn

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more about how to cultivate personal

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habits around email around note-taking

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and productivity in general subscribe to

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the channel first and check out building

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a second brain our book and online

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course thanks for watching and now i'm

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going to go use the time i reclaimed

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from mindlessly checking my email and

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enjoy a wonderful day outside

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[Music]

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you