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10 ONE-MINUTE Email Habits for Productivity!

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10 ONE-MINUTE Email Habits for Productivity!

Jeff Su 03.10.2023 130 997 просмотров 2 797 лайков обн. 18.02.2026

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🔩 Grab my free Workspace Toolkit: https://academy.jeffsu.org/?utm_source=youtube&utm_medium=video&utm_campaign=143 📧 Here are 10 game-changing #email habits for productive inbox management! *1. Reverse your Workflow:* Start from the oldest emails, ensuring no vital message is overlooked. (#Gmail & #Outlook settings included) *2. Efficiency Shortcuts:* Save 30 minutes daily! Use "E" to archive, "K" to skip, and "B" to snooze emails. *3. Descriptive Attachments:* Always describe attachments in your emails for easy future searches. *4. Use Filter Chips in Gmail:* Streamline your searches instead of using manual search operators. *5. Label & Star:* Assign labels or stars post-composition for quicker future retrieval. *6. Email Templates:* Save drafts of frequently sent emails. Bonus: Store ChatGPT email prompts for easy access! *7. Optimized Commute Management:* Organize your inbox on-the-go with left and right swipe actions. *8. Meeting Scheduling:* Directly offer or set meeting times right from your email. *9. Notification Management:* Filter Google Docs/Sheets/Slides notifications for relevancy. *10. Inbox Zero Setup:* Segregate emails into 'Follow up', 'Waiting', and 'Read'. Aim for a clutter-free inbox! *THE NO BS PRODUCTIVITY NEWSLETTER* 📧 https://www.jeffsu.org/productivity-ping/ *TIMESTAMPS* 00:00 Bottom-up Inbox Management 00:59 3 Keyboard Shortcuts for Productivity 01:56 Name Your Attachments 02:21 Use Filter Chips 03:07 Label after Composing an Email 03:24 Save Drafts as Templates 04:04 Inbox Management on-the-go 04:31 Responding to Meeting Requests 05:14 Manage Collaboration Notifications 05:48 Inbox Zero Workflow *RESOURCES I MENTION IN THE VIDEO* Inbox Zero Walkthrough (for Outlook): https://youtu.be/U8LKXbUxf-M *MY FAVORITE GEAR* 🎬 My YouTube Gear - https://www.jeffsu.org/yt-gear/ 🎒 Everyday Carry - https://www.jeffsu.org/my-edc/ *MY TOP 3 FAVORITE SOFTWARE* ❎ CleanShot X - https://geni.us/cleanshotx ✍️ Skillshare - https://geni.us/skillshare-jeff 📖 Readwise - https://readwise.io/jeffsu/ *BE MY FRIEND:* 📧 Subscribe to my Productivity newsletter - https://www.jeffsu.org/productivity-ping/ 📸 Instagram - https://instagram.com/j.sushie 🤝 LinkedIn - https://www.linkedin.com/in/jsu05/ *👨🏻‍💻 WHO AM I:* I'm Jeff, a tech professional trying to figure life out. What I do end up figuring out, I share! _PS: Some of the links in this description are affiliate links I get a kickback from and my opinions are my own and may not reflect that of my employer_ 😇

Оглавление (10 сегментов)

0:00 Bottom-up Inbox Management 160 сл.
0:59 3 Keyboard Shortcuts for Productivity 188 сл.
1:56 Name Your Attachments 82 сл.
2:21 Use Filter Chips 141 сл.
3:07 Label after Composing an Email 68 сл.
3:24 Save Drafts as Templates 120 сл.
4:04 Inbox Management on-the-go 87 сл.
4:31 Responding to Meeting Requests 144 сл.
5:14 Manage Collaboration Notifications 98 сл.
5:48 Inbox Zero Workflow 110 сл.

Bottom-up Inbox Management

this first email habit takes less than a minute to set up and guarantees you never miss an important email again and it is instead of going through inbox top to bottom you start from the bottom and work your way up the biggest benefit of this workflow is by forcing ourselves to go through the oldest emails first we will have all the relevant information to work on the newer emails saving us from potential embarrassment to do this correctly though we need to First change a few settings if you're using Gmail go to settings Advanced tab enable auto advance save changes then going back into settings General tab select go to the next newer conversation and turn on keyboard shortcuts save changes for Outlook users go to settings layout turn off focused inbox choose newest on top under reading pane select open the previous item and let me select which message to read first save settings this

3 Keyboard Shortcuts for Productivity

leads me to Habit number two since we know to start our workday at the very bottom since there's nowhere to go but up get it um here are three keyboard shortcuts that will literally save you 30 minutes every day clicking into the bottom most email if no action is required from you press e to Archive and since we enable the auto advance feature earlier we're brought to the next newer email automatically and if an email is going to take more than two minutes to work on press K to move on to the next email without archiving so you can Circle back later and finally you can press B to snooze an email to a later date Pro tip always snooze an email if the action required from you is due more than a week from now for example if you're asked to present in the next monthly meeting there's no point having this email sit in your inbox for entire month you'll forget anyways so snooze this until a week or a couple days beforehand when you will actually begin to work on

Name Your Attachments

it protective you might have at number three when sending an email with attachments instead of just writing see attachments for reference actually take a few seconds to describe the attachment in the email body funnily enough you're not actually doing this for the recipient but rather for yourself so you can easily search for attachment by typing in the descriptive keyword Taiwan Visa in this example has attachment press enter and there you go speaking of these filter chips within Gmail

Use Filter Chips

productivity tip number four is to get into the habit of using them instead of outdated search operators for example instead of typing out in sent or clicking into the send folder you can just simply click into the search bar select from me and type in the keyword you're searching for pro tip by default only three filter chips are shown but when we select has attachment for example and press enter to return an empty search we see all these additional options appear that will help us refine our search in particular this exclude calendar updates one is super helpful to filter out irrelevant calendar notifications by the way this video is not sponsored but it is supported by those of you who subscribe to my paid productivity newsletter on Google tips and tricks Link in the description to

Label after Composing an Email

learn more email habit for productivity number five after composing the email take five seconds to see if there's a relevant label you want to assign or if you're a star person whether or not you want to add a star taking the extra few seconds to do this will save you 10 20 30 minutes down the line when you're trying to find this one email staying

Save Drafts as Templates

within the compose window we move to Habit number six for emails you send on a regular basis save your draft as a template so you can reuse the same structure over and over again for example I regularly run productivity workshops for my colleagues those Lucky Bastards and in two clicks one two I have this pre-populated follow-up email draft I can send asking for their feedback and the brackets represent values I need to update Pro tip if you regularly use chat gbt to help write emails save all email related prompts using the templates function so you can easily access this within one click instead of having to go back to a central prompt database the seventh

Inbox Management on-the-go

Habit to get into is to make the most out of our commute by using our email apps productively instead of just scanning through emails on your way to work set up your app so that a right swipe archives an email and a left swipe moves the email to a label or folder these settings can be enabled in most email applications and this one-time setup means by the time you arrive in the workplace your inbox is already mostly organized and ready for you to

Responding to Meeting Requests

tackle email habit number eight applies when someone's asking for a meeting instead of going to calendar and finding a time that works for both of you simply click the three dots directly in your reply window set up a time to meet and offer times your free this brings up Google Calendar in the companion bar and if you select the time range where you're free it will offer time slots for the recipient to pick from which drastically reduces the back and forth that usually goes into scheduling a meeting alternatively if you're the boss you can go back to set up a time to meet create an event and now you can create a non-negotiable time for the meeting the email subject line will be used as the meeting title and all recipients will be added as attendees again super efficient

Manage Collaboration Notifications

habit number nine for productivity is a lifesaver if you collaborate with others on shared documents you might have received notifications like this from Google Docs sheets and slides even if the comment is not relevant for you under the notification settings here I highly recommend changing the notifications you receive from comments from all to for you and for edits choose none unless you are a huge micromanager and control freak which I am definitely not some of you might have noticed this interesting setup for my inbox and that is actually email tip number 10. the

Inbox Zero Workflow

inbox zero setup basically inbox zero was created by Jake Knapp an ex-googler and the author of make time and it's the golden standard when it comes to email workflows in a nutshell this setup allocates all emails you will ever receive in three buckets follow-up where you need to take action awaiting reply where you have delegated that action to someone else and read through later for future reference all other emails should be archived you can Implement inbox 0 on all major email platforms and I've actually created tutorials for both Gmail and Microsoft Outlook see you on the next video in the meantime have a great one

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