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

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Most of us spend more hours every day on email than we think. I spend about 17 minutes per day. How? I only touch each email once. In this video, I'll teach you my system - for Gmail or any platform.
For more details and a downloadable guide, check out the full tutorial here: fortelabs.com/blog/one-touch-...
Today's guest: Marc Koenig
▶️ YT: / marckoenig
🐦 Twitter: / marckoenig_
CHAPTERS:
00:00 5 Steps To Inbox Zero
00:10 PART 1: THEORY
00:11 Step 1: The Essentials
00:27 Step 2: Simply Your Email System
00:41 Step 3: Set Up Your Downstream Systems
00:51 The 4 Essential Productivity Systems
01:20 Step 4: Streamline Your Workflow
01:41 Step 5: Make Triage Decisions
02:08 PART 2: IMPLEMENTATION (Real-Time Demo ft Marc)
02:39 Step 1: Unsubscribing from Emails/Newsletters (Live Demo)
04:13 Step 2: Streamline Email System (Live Demo)
05:39 Step 3: 4 Productivity Systems (Live Demo)
05:48 1. Calendar: Google Calendar (Live Demo)
06:02 2. Task Manager: Things (Live Demo)
08:25 3. Notes App: Evernote (Live Demo)
10:18 4. Read Later App: Instapaper (Live Demo)
11:51 Step 4: Streamline System (Live Demo)
12:27 1. Turn On Auto-Drive
13:05 2. Turn On Keyboard Shortcuts
13:36 3. Turn On Conversation View
14:10 Step 5: Categorize Emails
16:59 How To Create Your Second Brain?
----------------------------------------------
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Опубликовано:

24 июл 2024

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Комментарии : 392

@ShehanDyonisius 2 года назад

Thought Elon Musk had uploaded a video on how to reply to mail for a second

@campaxl 2 года назад

I open the video from the tile to make the same comment Lol

@hunor6 2 года назад

Exactly

@datmesay 2 года назад

Same here

@mtzmechengr5781 2 года назад

Great comment cheif

@fernandot988 2 года назад

My exact thought

@andrewmisiura8021 Год назад

Just archived 111k emails 100 at a time. Took about 3 hours and I feel so good. Thank you for the inspiration!

@Blooprint394 Год назад

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!

@tomasmontana4633 Год назад

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)

@ramonnone2041 Год назад

This was one of the most natural but effective tutorials i have seen in a long time

@marcgosselin945 Год назад

this video is a gold mine. the amount of time and stress I can save setting this up is insane. thank you!

@jessicaangelas4614 2 года назад

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.

@phunt1769 Год назад

I love love that you were teaching someone else. He asked the questions that I would ask....awesome video

@Maggie_R Год назад

This was incredibly helpful. Thank you for taking the time to show the process in real time.

@GeoffreyReemer 2 года назад

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!

@richie99999 2 года назад

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.

@TiagoForte 2 года назад

Thanks Richard!

@tianag4627 Год назад

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.

@100ActsofLove 2 года назад

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!

@markusmuller2497 2 года назад

Thanks for the video. Personally I like that you show the routine in practise and not only explain it theoretically.

@peterschmidt9942 Год назад

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.

@dareptor2620 2 года назад

Me: Mom, can we have Elon Musk? Mom: We have Elon Musk at home. Elon Musk at home:

@MarcCastellsBallesta 2 года назад

Really useful to have a live and real time example after you present the steps that must be done.

@maryales1777 Год назад

Tremendous video. So helpful to see Marc go through this process

@MrJlindley3 2 года назад

GENIUS - well, you capture what everyone should know but doesn't - which is IMO - GENIUS! - THANK YOU!

@TaneyaYKoonce 2 года назад

Spectacular video! Explains your process very well and makes it a no brainer for setting it up. Thank you!

@TaneyaYKoonce 2 года назад

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?

@krystalmuller4673 Год назад

This was amazing to watch! Set up my email while watching this. Can’t wait to use it regularly!!!!

@MelissaGregorySimon 8 месяцев назад

I am loving my empty inbox! The concept of handling each email only once reshapes habits into smoother workstream!

@NicoVeenkamp 2 года назад

I love the Evernote plugin for GMail. I usually don’t bother with adding notebook and labels because that is part of my Evernote process.

@BenWilliams-yw7us 6 месяцев назад

This has improved my workflow more than anything else I’ve tried. Thinking of email as a receiver and not a working space.

@aiswaryagarlapati8644 Месяц назад

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! :)

@tystorz 2 года назад

I appreciate that this video is also 17minutes.

@MrCharlieTech5 Год назад

Love the real-time session!!

@Mger07 Год назад

Brilliant! Thank you guys for such a cool tutorial.

@documenting 2 года назад

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?

@VilsPils 2 года назад

thank you Tiago, this has helped me tremendously

@dh4817 2 года назад

Real actionable advice, thank you!

@mikeballew3207 Год назад

This blew my mind! I can't wait to try it

@t5mm 2 года назад

I've shared this video so many times with a lot of people, it's so good.

@TiagoForte 2 года назад

Thank you!

@zzzeb Год назад

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.

@nfr352012 2 года назад

This is awesome! Thank you for this video and great input :-)

@ReubenHochstetler Год назад

This is really helpful and interesting and I’m going to implement it this week.

@sarah.essentially 9 месяцев назад

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.

@epicgardening Год назад

This video is amazing

@paulahunt414 9 месяцев назад

I love that Mark is doing this. Please have an update for 2023

@jayhu6075 Год назад

Fine to find your channel about this useful information. Many thanks.

@ChrisAnders Год назад

This is fantastic! Thank you!

@ClarkeScott 2 года назад

I found this incredibly useful and actionable. Also entertaining! PLEASE more like this Tiago. :)

@TiagoForte 2 года назад

Thank you! Part 2 will be released May 5th

@alielnabawy6730 2 года назад

Great video with examples, thanks a lot

@jeffbyrge2774 2 года назад

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...

@yes5856 2 года назад

I like almost any content you create for us

@K1assh 2 года назад

Great vid. Studio looks great

@michaelbordonaro7544 9 месяцев назад

Great Video!

@brownmasao Год назад

so insightful! this is going to my google docs second brain as a project

@Flutterbyby 2 года назад

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?

@gravitasrecordings 2 года назад

Great process. Well done.

@ALMBusinessInstitute 2 года назад

That was great!! Thanks

@affichetapassion 2 года назад

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 ?

@dsuthapong 2 года назад

Marc is working with Tiago! 👏👏👏🥳 Wow Can’t wait to see more great content 🥰

@MarcKoenig 2 года назад

👋

@bkkaranja2873 2 года назад

Thanks for using Gmail for this 🙏🙏🙏

@alexpercy 2 года назад

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!

@TiagoForte 2 года назад

💯 well said

@jgojiz Год назад

That was fantastic, I must say 😆

@imacx3230 11 месяцев назад

LOVELY !!!

@TheGoochyGoo 2 года назад

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)

@ShahrumAmiri 2 года назад

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.

@purrrfectblood Год назад

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.

@johndavidalexander6646 2 года назад

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.

@vanessamjackson 2 года назад

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.

@westcoastswingmusic Год назад

Very helpful!

@MegaMissPrincess93 2 года назад

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.

@jaemontanez988 2 года назад

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?

@Killerkom Год назад

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!

@aryanpandey8563 2 года назад

Tiago which task manager & calander app do u recommend for windows users.

@sk4rity Год назад

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?

@AW_DIY_garage Год назад

Thank you for this video

@kphillips2929 8 месяцев назад

Thanks for this great tutorial. What do you do with all of the archived emails?

@NightfighterZero 2 года назад

Is the any kind of similar functionality for the MS 365 Suite like Outlook OneNote ToDos ?

@GlenMunrofromBrainDiesel 9 месяцев назад

I LOVED this video... do you have an OUTLOOK SHORTCUTS approach for non gmail users?

@MartinRitz-lv1os Год назад

Hi Tiago, I really like this approach as it seems to be a very thorough and profound email management that still achieves a high level of efficiency. What I am wondering about is how „sent emails“ are managed. I have heard about several approaches, but would like to get to know „Tiago’s Second Brain Approach“. Thanks.

@Taskade 2 года назад

Awesome tips!

@mjdjr04 2 года назад

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.

@chaskinsnc Год назад

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?

@gaspipe1 2 года назад

@Tiago well done Sir! You actually inspired me to upgrade my Evernote account. Can you do an email on using Evernote as an email Archive? Not sure if you just send an email to a notebook called "Emails" and leave it like that. Also I send you an email, do you Evernote it then? You then reply, do you Evernote that reply? I respond back, do you evernote it again? Would be a great quick video on how to effectively utilize Evernote as an email archiving tool.

@andrewl8199 2 года назад

Jesus Christ this is gold! Thanks 👏🏾

@TiagoForte 2 года назад

Wow, thanks!

@LetsDoItOldSchool 2 года назад

Awesomeness!

@VampireRhino 8 месяцев назад

very interesting and easy to setup gmail tutorial! did you do something simillar with apple mail?

@lornaj3310 Год назад

I think Mark is the real hero, here. ❤❤😂

@MichaelZwahlen 2 года назад

Tiago Forte great video about your eMail-System. Do you recommend to use a eMail-Client or webbased email-platform? Thanks a lot for your answer.

@dawntreader1247 2 года назад

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.

@arcbee007 Год назад

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.

@TerjeBallestad 2 года назад

Really liking the format of this video RIP Thomas Frank 😊

@OpTicThErmal 2 года назад

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!

@bobberMoto 9 месяцев назад

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?

@TheQciap Год назад

Mate, respect from Poland

@nickwhite5825 Год назад

If you're using Notion, there's an extension for Chrome called 'Notion Web Clipper' that works really well for saving emails to Notion.

@yensounta6501 2 года назад

This is great. Does Notion work as a task manager here?

@calebng1124 8 месяцев назад

How does this workflow differ on mobile where you might not have all the same integrations and keyboard shortcuts? And any advice for those of us for whom Office Suite is the only option for work? Would you just keep two parallel versions of all of this?

@DocRock 10 месяцев назад

I really like hte email quick capture but I am not a fan of Things so does any one know of an alternative that has a similar feature to the Shortcut and Autofill feature?? Mahalo

@BinhLe-rx9xf 2 года назад

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

@BinhLe-rx9xf 2 года назад

@@TiagoForte that's interesting. Thanks a lot

@diazluiseduardo 2 года назад

Amazing video Tiago. Very funny too!

@fredrikschroder Год назад

It’s not the amount of spam or unnecessary emails that takes time. All productivity gurus seems to think that people don’t take care of their emails in the right way. It’s the amount of workload the contents of the emails generate that’s time consuming. One single email I get can easily equal 1-4 hours of work for me. 10 of those emails per day plus 100+ other types of emails that day- and BOOM -work overload is initiated!

@TiagoForte Год назад

Yep. That’s why it’s so important to treat action and triage as separate steps; so you can identify the highest leverage actions to address when you can