I’ve struggled with email for years. I’ve got a bunch of accounts — most of them garbage collectors — and had no strategy for maintaining them. I’m a huge Google Apps user, and Gmail, regardless of the privacy concerns many of you have (Jamie), kicks ass. I just wasn’t using it properly. When it first came out, I got an account on the first day thanks to being a friend of a friend of Andre.
I set up my account and went a bit nuts on the tagging. It was a mistake that would take me years to correct. About two weeks ago, Scott Beale at Laughingsquid posted this tweet. The clouds parted and stars aligned.
I’ve been a fan of the 43Folders and of Merlin Mann for quite awhile, and knew I had a problem, but this reminder seems to have been the trick. I watched the video (below), laughed a few times, eliminated about 95% of my email tags, added a “>>DEFER” tag and about an hour later hit “Inbox Zero” for the first time in 6 months. That previous, and only time, lasted for less than 12 hours.
The keys? Realizing that I never dig through folders or tags to find things. I use the ridiculously fast search functionality built into the Gmail system, so archive works great on almost anything. Additionally, I’ve given myself the right to flat-out delete a ton of stuff. There is no more, “I might need this someday,” running through my head. I know whether I’ll really need it or not and I make a decision.
I don’t keep a browser open with email any longer either. I check roughly hourly which lets me get so much more done. It’s really liberating.
The “>>DEFER” tag allows me to move those things that require more than a minute of my time for a response or action. I’ve never had more than 5 things in this state at a time and it’s actually a pretty great email-centric “To Do” list.
Anyway, here’s the 58 minutes of video that changed my email life (at least for the past two weeks):