Wow! I rarely comment, but this is one of the best tutorial styles I have seen. Showcasing a beginner's perspective feels like a live mentoring session to me. It is so satisfying to see how Marc makes decisions and starts implementing the shortcuts step-by-step. I will definitely try this out as I just started an office job involving a lot of emails. Please make more videos in this style!
8:42 This is great! A tip if you do this: create a filter in Gmail, so every time a message from, say, a newsletter comes in, it gets automatically forwarded to your Evernote (you can do this in the sliders icon to the right of the search bar, and pressing "create filter" at the bottom)
Mind blowing -- I love this! Just went from 1400 emials to 1300 emails in 10 minutes. I am so excited to continue this tomorrow and get to inbox zero! Thank you, thank you, thank you!
In Google Mail, I like to keep the categories on so it's an easy way of pre-sorting my inbox. As I generally only use Gmail for non-essential emails (like social, shopping and occasional emails) it makes it easy to presort into categories as I know 80% of the mails will be deleted after I read them. But makes perfect sense if you're using another email client on your PC for important emails. Then I basically use something similar for the inbox and a local yearly storage (i.e 2021-2022, 2022-2033 etc) with subcategories. Makes it very easy to archive by year when I don't need the emails anymore. And it's only a click away to close and hide it, but still there if needed. One thing also when going though emails, is to assess how long it's going to take to do. If it's something quick (under a minute like unsubscribing), then just do it then and there instead of creating a task. Otherwise you may not be looking at an email more than once, but instead turned it into a task that you'll probably look at more than once.
Great video! After overcoming some anxiety of changing my existing system of 7+ years and implementing this I have to say "I should have done this years ago!" Thanks for sharing and I truly feel a weight lifted, like I have much more time, and that I am more on top of my day-to-day.
Great video and awesome description of the process. I had already implemented it after reading your blog article about Inbox Zero and it was absolutely life changing to me. Thanks for giving me back control over my digital life!
The general rule is, if you unsubscribe from fishing mails, they know this mail exists, and you get a ton more. Unsubscribing should only be done if you are 100% sure this is secure. Else set it to spam! Important security advice!
I have a follow-up question Tiago -- I'm considering creating Gmail labels to match my PARA structure. I feel like it would help me keep my email aligned with how I use PARA in Notion. I know you advocate as few labels as possible but what do you see as a disadvantage in my possible approach to do that?
This video made me do a lot of changes in my email settings that I won't be doing otherwise. Really happy about trying out the new way! Love The Second Brain book and amazing knowledge you are sharing.
This is the first video of yours I’ve come across. Great job! I really appreciated how you walked us through a real life example of how to set this up, including your thought process. Can’t wait to check out more of your content.
This style of teaching a new concept was so great! I tried to do it alongside you for all the settings. Also made notes about the steps and important concepts! Though this might take some time for me to fully implement, I really appreciate the knowledge! :)
Excellent tutorial! I appreciated all of the steps shown. One exception for me: creating a task in Things for an existing task in ClickUp makes more work then adjusting the task in ClickUp. If one can open a browser to unsubscribe, one can click to browse to the CU task and switch the assignee, update the status, what have you. I’m guessing the longer term solution would be to turn off most or all CU notifications, but only with a robust routine where CU tasks are themselves triaged? I’ll try this myself.
I keep coming back to the word "curate". That implies we have the ultimate decision to make about what gets our time and attention. The system we ultimately use should support that... Good stuff for sure on this video...
Fantastic video! I took a ton of notes on how to improve my own workflow. A helpful tip for anyone watching this is to treat all of it as recommendations. Yes I know, that's exactly what they are, and all of them are fantastic. But it is important to compare the suggestion with how your organization (company) works. Would filtering out drive shares from your inbox and sending them directly to archive work for you and your organization? For me that would be very dangerous since many drive hares include snippets in the commends such as "Could you please Review this?". My company do not send separate emails with a links to a spreadsheet asking for a review, they send the ask, directly in the share comment. It's part of our culture. What does your company culture or process look like? Make sure you take these things into account when you apply these fantastic tips, Thank you Tiago for a great video!
I actually had a sharp intake of breath when I saw Thomas Frank bite the dust. Excellent work Tiago (not the Thomas bit...the rest of it....ok a little bit of the Thomas bit)
Lots of great tips but I like to keep everything within one ecosystem. I find merging apps thus way just means I need to look in more places. I love the shortcuts though.
This was an amazing tutorial! I've got A LOT of untangling and cleaning up to do but I've got a plan of action now and that feels amazing!! Here's to ripping off the patchwork and building a strong foundation. Could you expand on when you would send something to your Reading label in your Gmail vs sending it to Instapaper? I feel like those two are serving the same purpose. Thanks again for these well thought out steps to managing my dreaded email.
For those who still like getting newsletters: My system is that I have multiple addresses, including one for personal and one purely for newsletters. I’ll set aside time to go through my newsletters every now and again when I feel like it.
Love this walking through real life example :) I have gmail personally but use windows pc as work uses pc. will you do this for someone who uses Microsoft outlook and windows based system?
Every time I see Tiago Forte, I see a cross between Jordan Harbinger and Elon Musk. I'm glad I found his channel and look forward to implementing the knowledge and systems he introduces to me as I try to improve my relationship with digital notetaking and organizing.
I was amazed at how to filter email. Not gonna lie. I created tags but never been able to use it. It seemed that I had to manually apply them to each individual email. My personal method of dealing with many email is by simply ignoring them and leave them there. 😂 I want to learn how to manage it better so I can be more productive and not miss important email.
If you get a login when you try to unsubscribe do not do it. Just create a rule to delete the email. That is a common way for malware to spread or credentials stolen.
Unfortunately, my workspace doesn't work with gmail, and I'm not allowed to export mails in any form, but this system is still going to be useful for my private inbox! Thanks so much for sharing this content.
This tutorial was amazing! It changes my email life. The only part not working is that Things 3 does not link to an Outlook app email. Any Suggestions?
Hey Tiago >> do you have mobile (iPad OS and iOS) apps that can allow for the nice seamless email processing that you demo via Gmail in Chrome? Everything from the keyboard shortcuts to opening the next message full-screen without going back to a side reading pane, etc.
wow. You could easily achieve almost everything Superhuman offers on pure Gmail without the $30 monthly fee. So cool! The only thing missing is the read receipts.
Thanks for the video @Tiago Forte, it's very interesting. A small question, when you have several email accounts (2 for personal emails + 2 for professional emails) what do you recommend? Import the 4 accounts emails in 1 only one on gmail to rule them all? I would love to see your opinion on this. How to manage multiple email accounts ?
I use gmail labels for project names. Using PARA If I have a project related email it gets labelled in gmail “1 Projects/My Project name” and gets archived. If I need to refer or reply to it it’s right there. No need to go to Evernote. I may copy the subject and URL to my Task application if it’s actionable.
Wow... It's just taken me 3 days to clear down 4 email accounts. Nothing is unread, everything has a label or rule. I've unsubscribed from so much and also have a task system. I also found some stuff I was paying for I never even knew. Funny thing is my phone feels lighter!
Went searching for this comment haha. Hey, for many people (especially students), Thomas Frank's work is essential. Tiago's just in a much different stage of his career!
What do you do if you need to give a task over email? How do you control it - do you copy that to your task manager? Does it go to a separate folder for follow up? Do you review “sent” folder and do this or something else?
Amazing Tips! I've implemented this today and I could reduce my 800 emails inbox to zero in about 2h. Suggestion: Could you make a similar version of this video regarding Slack? or would you say that the same principles apply?
here are my notes on applying the same principle for slack. # Optimizing - Mute channels - Read each message only once: Make triage decisions similar to the email approach # Slack Preferences - Sidebar - Show only unread. The result of this is that slack becomes a reading list. # SOP 1. Priority list 1. Direct messages 2. Threads 3. Starred groups 4. Current Projects channels 5. Areas channels # Shortcuts - **Focus on** current context - `cmd + shit + d` - **Jump** on conversation/channel - `cmd + k` - **Split view** - `command + click` - navigate messages = `arrow up` and `down` - react to message = `R` - edit message = `E` - **Clear all unread messages and notifications** - `Shift+esc`@@TiagoForte
Tiago, I love your content and really wish I was a Mac User, but Corporate makes us WIndows Users. (using Apple Mobile devices). I will have to explore OneNote and MS Todo for these shortcuts. I am very tempted to go back to Things and Evernote and use them on my Ipad along side my surface pro. THoughts on this?
Informative video, I liked how everything was outlined! I’ve been fine tuning my own second brain for the past 10 years. Over the past year I’ve been playing with using Evernote tasks over things 3, any thoughts on why you keep them separate?
I have had an Evernote account since 2008, with 12,000+ notes. Mostly web clippings and pdf. That makes me a librarian but I aspire to be an architect and do more with that information.
Great video. But in my work setting I'm restricted on the apps I can use due to confidentiality issues. For calendar, task manager and notes I have options. But I dont have a read later app there. Do you have a recommendation on how to deal with that?
2 года назад+1
Great info here and also I appreciate the irony of this video being longer than 17 minutes….
2 года назад+2
I also used to forward email to Evernote but all that does is turn Evernote into another email repository. I find it much more effective to just star the email and archive it with a label like “read later.” The annoying thing about gmail is that you can’t sort by sender without searching. In desktop based email platforms I can clear out my inbox in about 5 minutes by sorting by sender and mass deleting emails by sender. No need to waste time with individual unsubscribes or even opening those emails.
Hello Tiago, I’ve been using your method for 4 months now, and I’m totally thrilled with it. However, I have a question regarding email. I work a lot with Outlook, sending and receiving many emails on a variety of topics and projects. Here comes my question: Can the PARA method also be used for email folders? What would you recommend in this regard? I look forward to your feedback. Best regards from Berlin
Hi, Tiago! Love the video. I wanted to ask though, how come my Evernote only shows me like 3 of the emails I forwarded? Is it because I'm using a free account? Is there a way for me to send those to my Notion instead?
Thought Elon Musk had uploaded a video on how to reply to mail for a second
I open the video from the tile to make the same comment Lol
Exactly
Same here
Great comment cheif
My exact thought
Wow! I rarely comment, but this is one of the best tutorial styles I have seen. Showcasing a beginner's perspective feels like a live mentoring session to me. It is so satisfying to see how Marc makes decisions and starts implementing the shortcuts step-by-step. I will definitely try this out as I just started an office job involving a lot of emails. Please make more videos in this style!
This was one of the most natural but effective tutorials i have seen in a long time
8:42 This is great! A tip if you do this: create a filter in Gmail, so every time a message from, say, a newsletter comes in, it gets automatically forwarded to your Evernote (you can do this in the sliders icon to the right of the search bar, and pressing "create filter" at the bottom)
Mind blowing -- I love this! Just went from 1400 emials to 1300 emails in 10 minutes. I am so excited to continue this tomorrow and get to inbox zero! Thank you, thank you, thank you!
Me: Mom, can we have Elon Musk?
Mom: We have Elon Musk at home.
Elon Musk at home:
I appreciate that this video is also 17minutes.
In Google Mail, I like to keep the categories on so it's an easy way of pre-sorting my inbox. As I generally only use Gmail for non-essential emails (like social, shopping and occasional emails) it makes it easy to presort into categories as I know 80% of the mails will be deleted after I read them.
But makes perfect sense if you're using another email client on your PC for important emails. Then I basically use something similar for the inbox and a local yearly storage (i.e 2021-2022, 2022-2033 etc) with subcategories. Makes it very easy to archive by year when I don't need the emails anymore. And it's only a click away to close and hide it, but still there if needed.
One thing also when going though emails, is to assess how long it's going to take to do. If it's something quick (under a minute like unsubscribing), then just do it then and there instead of creating a task. Otherwise you may not be looking at an email more than once, but instead turned it into a task that you'll probably look at more than once.
Great video! After overcoming some anxiety of changing my existing system of 7+ years and implementing this I have to say "I should have done this years ago!" Thanks for sharing and I truly feel a weight lifted, like I have much more time, and that I am more on top of my day-to-day.
I love love that you were teaching someone else. He asked the questions that I would ask....awesome video
I am loving my empty inbox! The concept of handling each email only once reshapes habits into smoother workstream!
Great video and awesome description of the process. I had already implemented it after reading your blog article about Inbox Zero and it was absolutely life changing to me. Thanks for giving me back control over my digital life!
this video is a gold mine. the amount of time and stress I can save setting this up is insane. thank you!
Thanks for the video. Personally I like that you show the routine in practise and not only explain it theoretically.
This has improved my workflow more than anything else I’ve tried.
Thinking of email as a receiver and not a working space.
The general rule is, if you unsubscribe from fishing mails, they know this mail exists, and you get a ton more.
Unsubscribing should only be done if you are 100% sure this is secure. Else set it to spam!
Important security advice!
Spectacular video! Explains your process very well and makes it a no brainer for setting it up. Thank you!
I have a follow-up question Tiago -- I'm considering creating Gmail labels to match my PARA structure. I feel like it would help me keep my email aligned with how I use PARA in Notion. I know you advocate as few labels as possible but what do you see as a disadvantage in my possible approach to do that?
This video made me do a lot of changes in my email settings that I won't be doing otherwise. Really happy about trying out the new way! Love The Second Brain book and amazing knowledge you are sharing.
That was great but can you do the same for outlook and without add on apps just Office?
My IT is secure and doesn’t let additional apps.
I love that Mark is doing this. Please have an update for 2023
This was incredibly helpful. Thank you for taking the time to show the process in real time.
This is the first video of yours I’ve come across. Great job! I really appreciated how you walked us through a real life example of how to set this up, including your thought process. Can’t wait to check out more of your content.
Thanks Richard!
GENIUS - well, you capture what everyone should know but doesn't - which is IMO - GENIUS! - THANK YOU!
Tremendous video. So helpful to see Marc go through this process
Marc is working with Tiago! 👏👏👏🥳 Wow Can’t wait to see more great content 🥰
👋
Thanks for using Gmail for this 🙏🙏🙏
This style of teaching a new concept was so great! I tried to do it alongside you for all the settings. Also made notes about the steps and important concepts! Though this might take some time for me to fully implement, I really appreciate the knowledge! :)
Excellent tutorial! I appreciated all of the steps shown. One exception for me: creating a task in Things for an existing task in ClickUp makes more work then adjusting the task in ClickUp. If one can open a browser to unsubscribe, one can click to browse to the CU task and switch the assignee, update the status, what have you. I’m guessing the longer term solution would be to turn off most or all CU notifications, but only with a robust routine where CU tasks are themselves triaged? I’ll try this myself.
Thank you, Elon's brother. That was quite an interesting learning experience.
This was amazing to watch! Set up my email while watching this. Can’t wait to use it regularly!!!!
Love the real-time session!!
I keep coming back to the word "curate". That implies we have the ultimate decision to make about what gets our time and attention. The system we ultimately use should support that... Good stuff for sure on this video...
Fantastic video! I took a ton of notes on how to improve my own workflow. A helpful tip for anyone watching this is to treat all of it as recommendations. Yes I know, that's exactly what they are, and all of them are fantastic. But it is important to compare the suggestion with how your organization (company) works. Would filtering out drive shares from your inbox and sending them directly to archive work for you and your organization? For me that would be very dangerous since many drive hares include snippets in the commends such as "Could you please Review this?". My company do not send separate emails with a links to a spreadsheet asking for a review, they send the ask, directly in the share comment. It's part of our culture. What does your company culture or process look like? Make sure you take these things into account when you apply these fantastic tips, Thank you Tiago for a great video!
💯 well said
This video is amazing
I actually had a sharp intake of breath when I saw Thomas Frank bite the dust. Excellent work Tiago (not the Thomas bit...the rest of it....ok a little bit of the Thomas bit)
I found this incredibly useful and actionable. Also entertaining! PLEASE more like this Tiago. :)
Thank you! Part 2 will be released May 5th
Lots of great tips but I like to keep everything within one ecosystem. I find merging apps thus way just means I need to look in more places.
I love the shortcuts though.
What saves me a lot of time is reverse thread. The latest email is on the top instead of scrolling through the old emails.
This was an amazing tutorial! I've got A LOT of untangling and cleaning up to do but I've got a plan of action now and that feels amazing!! Here's to ripping off the patchwork and building a strong foundation.
Could you expand on when you would send something to your Reading label in your Gmail vs sending it to Instapaper? I feel like those two are serving the same purpose. Thanks again for these well thought out steps to managing my dreaded email.
For those who still like getting newsletters: My system is that I have multiple addresses, including one for personal and one purely for newsletters. I’ll set aside time to go through my newsletters every now and again when I feel like it.
friggin amazing!!! Now, how about Outlook 🙄
Love this walking through real life example :) I have gmail personally but use windows pc as work uses pc. will you do this for someone who uses Microsoft outlook and windows based system?
Every time I see Tiago Forte, I see a cross between Jordan Harbinger and Elon Musk. I'm glad I found his channel and look forward to implementing the knowledge and systems he introduces to me as I try to improve my relationship with digital notetaking and organizing.
I've shared this video so many times with a lot of people, it's so good.
Thank you!
I was amazed at how to filter email. Not gonna lie. I created tags but never been able to use it. It seemed that I had to manually apply them to each individual email.
My personal method of dealing with many email is by simply ignoring them and leave them there. 😂
I want to learn how to manage it better so I can be more productive and not miss important email.
Can you explain deciding between delete vs. archive? Also, is a general archive better than having bespoke subfolders for easier referencing?
you archive things you think you will need in the future delete things you are sure are just taking up space
Mate, respect from Poland
so insightful! this is going to my google docs second brain as a project
If you get a login when you try to unsubscribe do not do it. Just create a rule to delete the email. That is a common way for malware to spread or credentials stolen.
Especially if it's from Thomas Frank 😤
I think Mark is the real hero, here. ❤❤😂
Unfortunately, my workspace doesn't work with gmail, and I'm not allowed to export mails in any form, but this system is still going to be useful for my private inbox! Thanks so much for sharing this content.
This tutorial was amazing! It changes my email life. The only part not working is that Things 3 does not link to an Outlook app email. Any Suggestions?
If you're using Notion, there's an extension for Chrome called 'Notion Web Clipper' that works really well for saving emails to Notion.
Cool to see Marc Koenig here! Didn't know you both worked together. Really appreciated his 100 Roam Research tips video.
🙏
This blew my mind! I can't wait to try it
This is really helpful and interesting and I’m going to implement it this week.
Great Video!
Hey Tiago >> do you have mobile (iPad OS and iOS) apps that can allow for the nice seamless email processing that you demo via Gmail in Chrome? Everything from the keyboard shortcuts to opening the next message full-screen without going back to a side reading pane, etc.
Didn't have to do Thomas Frank dirty like that @02:50 😂 😭
wow. You could easily achieve almost everything Superhuman offers on pure Gmail without the $30 monthly fee. So cool! The only thing missing is the read receipts.
Brilliant! Thank you guys for such a cool tutorial.
Fine to find your channel about this useful information. Many thanks.
I like almost any content you create for us
Thanks for the video @Tiago Forte, it's very interesting.
A small question, when you have several email accounts (2 for personal emails + 2 for professional emails) what do you recommend?
Import the 4 accounts emails in 1 only one on gmail to rule them all?
I would love to see your opinion on this. How to manage multiple email accounts ?
If you go to Gmail settings and go to Advanced. You can turn on Send + Archive which will archive your message as soon as you send it.
I use gmail labels for project names. Using PARA If I have a project related email it gets labelled in gmail “1 Projects/My Project name” and gets archived. If I need to refer or reply to it it’s right there. No need to go to Evernote. I may copy the subject and URL to my Task application if it’s actionable.
Wow... It's just taken me 3 days to clear down 4 email accounts. Nothing is unread, everything has a label or rule. I've unsubscribed from so much and also have a task system.
I also found some stuff I was paying for I never even knew.
Funny thing is my phone feels lighter!
Really liking the format of this video
RIP Thomas Frank 😊
Went searching for this comment haha. Hey, for many people (especially students), Thomas Frank's work is essential. Tiago's just in a much different stage of his career!
Great process. Well done.
thank you Tiago, this has helped me tremendously
What do you do if you need to give a task over email? How do you control it - do you copy that to your task manager? Does it go to a separate folder for follow up? Do you review “sent” folder and do this or something else?
This is fantastic! Thank you!
Great video, Tiago and Mark. Thank you. Any idea if these will work in Outlook (I use Outlook at work and have no choice!)
I had the same question in my mind... ;-)
I'm actually gonna be less lazy and look into those myself! 😀
@@BillJamesWallace report back what you find please 😮💨
I am searching for Outlook tipps as well
@@teddytedz2673 Not Bill, but check my reply in this thread.
Jesus Christ this is gold! Thanks 👏🏾
Wow, thanks!
Amazing Tips!
I've implemented this today and I could reduce my 800 emails inbox to zero in about 2h.
Suggestion: Could you make a similar version of this video regarding Slack? or would you say that the same principles apply?
Thank you! Yes, I'd say you can apply some of the same principle to messaging apps like Slack. Please try it out and report back what you find.
here are my notes on applying the same principle for slack.
# Optimizing
- Mute channels
- Read each message only once: Make triage decisions similar to the email approach
# Slack Preferences
- Sidebar - Show only unread. The result of this is that slack becomes a reading list.
# SOP
1. Priority list
1. Direct messages
2. Threads
3. Starred groups
4. Current Projects channels
5. Areas channels
# Shortcuts
- **Focus on** current context - `cmd + shit + d`
- **Jump** on conversation/channel - `cmd + k`
- **Split view** - `command + click`
- navigate messages = `arrow up` and `down`
- react to message = `R`
- edit message = `E`
- **Clear all unread messages and notifications** - `Shift+esc`@@TiagoForte
Tiago, I love working offline, without any wifi at home. This video would mean, that I have to be online all the time to declutter my inbox, right?
Great video with examples, thanks a lot
Is the any kind of similar functionality for the MS 365 Suite like Outlook OneNote ToDos ?
can you do one for outlook since some of us have corp jobs and must use outlook. #ugh
Tiago, I love your content and really wish I was a Mac User, but Corporate makes us WIndows Users. (using Apple Mobile devices). I will have to explore OneNote and MS Todo for these shortcuts. I am very tempted to go back to Things and Evernote and use them on my Ipad along side my surface pro. THoughts on this?
Informative video, I liked how everything was outlined! I’ve been fine tuning my own second brain for the past 10 years. Over the past year I’ve been playing with using Evernote tasks over things 3, any thoughts on why you keep them separate?
Why Archive and not Delete?
That was fantastic, I must say 😆
I LOVED this video... do you have an OUTLOOK SHORTCUTS approach for non gmail users?
Thank you for this video
I have had an Evernote account since 2008, with 12,000+ notes. Mostly web clippings and pdf. That makes me a librarian but I aspire to be an architect and do more with that information.
Real actionable advice, thank you!
Saved to watch later
Great video. But in my work setting I'm restricted on the apps I can use due to confidentiality issues. For calendar, task manager and notes I have options. But I dont have a read later app there. Do you have a recommendation on how to deal with that?
Great info here and also I appreciate the irony of this video being longer than 17 minutes….
I also used to forward email to Evernote but all that does is turn Evernote into another email repository. I find it much more effective to just star the email and archive it with a label like “read later.”
The annoying thing about gmail is that you can’t sort by sender without searching. In desktop based email platforms I can clear out my inbox in about 5 minutes by sorting by sender and mass deleting emails by sender. No need to waste time with individual unsubscribes or even opening those emails.
Tiago which task manager & calander app do u recommend for windows users.
RIP Thomas Frank's email list 🤣
This is great. Does Notion work as a task manager here?
Great vid. Studio looks great
Do you have similar workflow for MS Office 365 running Windows10? Unfortunately We don’t use Macs at work
Yes Tiago!
Hello Tiago,
I’ve been using your method for 4 months now, and I’m totally thrilled with it. However, I have a question regarding email. I work a lot with Outlook, sending and receiving many emails on a variety of topics and projects. Here comes my question: Can the PARA method also be used for email folders? What would you recommend in this regard?
I look forward to your feedback.
Best regards from Berlin
Hi, Tiago! Love the video. I wanted to ask though, how come my Evernote only shows me like 3 of the emails I forwarded? Is it because I'm using a free account?
Is there a way for me to send those to my Notion instead?
This would help so much to be at your most productive!!! 💪
Great video! I'm wondering how you manage both Click Up and Things? and Why you need to use 2 types of task managers? Thanks
@@TiagoForte that's interesting. Thanks a lot