Because I still think that there’s still a lot of room to grow in relation to how people utilize their inbox and mainly how you can manage your inbox in the correct way. Okay, so two things we’re going to be talking about is, the first is that I’m sure a lot of you have the same problem I have where you’re subscribed to way too many mailing lists. Maybe this is on your personal email account or maybe this is on the work email account where you’ve used your email address and basically your inbox is being spammed and it’s very difficult to control this.
So I’m going to show you one super hack in terms of how you can remove every subscription that you’ve never wanted to have going to your inbox. That will be the first part. The second part would then be how to manage your inbox in the correct way so you can apply filters and rules to effectively control and view your inbox.
And some people might know this but it’s a good refresher and for the people that don’t this will really help you manage the inbox. You cannot basically manage loads of emails without having rules in place in terms of how you’re using it. Okay, so I think the first thing we’re going to go is we’re going to start with how to deal with your inbox being clustered with spam emails or subscriptions.
You might have to use lazada or shopee or developments are spamming you and you don’t really want these emails and they’re kind of cluttering up your inbox. Okay. Okay.
So again I’ll share the link so no need to write anything down but it’s good just to follow. So there’s a platform called Unroll Me and it’s totally free and basically what it does is you connect it to your inbox and it will search every single email you ever had and work out what subscriptions you’ve had. Now I’m actually not going to walk through you the process, but it’s really, really easy to use.
It’s just like one you scan this QR code and it connects to your inbox and it will go through and read check all your emails and see what subscription or what mailing list you’ve been signed up to so you can remove them all. And I’ll show you roughly how it looks like. It basically looks like this.
It will show you once you’ve connected it, it will show you every single subscription you have and you can just one click unsubscribe to absolutely anything and that will basically remove all the clutter from your inbox. Because usually we’re using our work emails not just for work but also personal things and you end up getting a totally full inbox with loads of junk and rubbish that you don’t really need. So you can basically go through it will say these are the subscriptions in your group them all, put logos next to them.
So you kind of roughly know what they are and you can literally click unsubscribe. Now I’ll just show you very quickly how to connect it. You just go log know or sign up if you want.
You go sign up with Google, you put in your email address. So for me, it’s my first com. And you scan this thing depending if you’re on the iPhone or Android.
And it will connect to your inbox really easy. And then you can get on the start of the process. So super easy to do.
And it will remove all your spam emails you’re getting anywhere. It will just automatically unenroll you and you get to choose. So it’s not going to do it automatically.
You’ll just be like keep remove, keep remove. It very simple, use it for your personal inbox as well. It’s a productivity hack because I’m sure everyone, the personal emails are ridiculous, but work emails is happening to me as well.
So that’s the first one. Okay. The second one is how to use filters and rules on your Gmail inbox to manage the inbox effectively.
Now if everyone can see my screen, let’s make it slightly bigger. So number one, this is the layout that I use. So I have my chat here, all my groups, so it’s all in one screen.
I’ve got my calendar on the right hand side. So basically I really, really know what’s going on in terms of at any point. So number one, make sure you’ve got this view up.
It’s a really useful view. You basically got everything you need to do your job in one view on your screen, your desktop or laptop. So you’ve got all your Google chat and if you need help, I’ll put instructions on how to get this view exactly, which basically breaks up.
So you have your chat, everything, your meets, your emails, and then your calendar. Great, perfect. Easy for me to start my day.
The next one is those emails, right? So I have lots of different emails going in here, usually the same thing. A lot of it I don’t really need to know. So what I’ve done is I’ve created over here folders in relation to the way they structure on Gmail is labels.
So I’m going to quickly show you how to do this and how to structure an email. So let’s just say that I’m getting lots of messages. Let’s have a look at Know.
Eugene’s requested time off, shame on him. But anyway, we’re going to basically say, right, anything from Bamboo. I’m going to create a rule so it doesn’t spam my inbox.
It will just pop in somewhere here. So the first thing I’m going to do is I’m going to click on the show search options and you could use anything you want. But I’m just going to use the from.
So anything from this I’m going to filter out. But you could just be like anything that says the word or the subject, anything you want. You can choose any rules you want, right? And I’m going to go create filter.
What I’m doing is saying anything from this email address, I’m going to skip the inbox because it won’t go to my main inbox. And I’m going to apply a label. I’m going to call this Bamboo HR because that’s what it is.
You can put it under categories, which is called nest. But let’s just say I’m going to make a new label totally for this one, okay? And then I’m going to say something, apply this, et cetera, et cetera. And I say also apply this one’s important, right? Also apply to the filter, to any matching conversations.
That means that this isn’t just for new emails coming in. This is also for existing emails that have already come in. So it will go through inbox and move everything from Bamboo or from that email address into one folder.
Then what you do, just click create filter. Okay? Now what that will do is somewhere Bamboo HR is there and it’s running. So this filter, so it might take about 30 seconds.
But what you’ll notice is if I go back to my inbox, 1 second, if I go back to my inbox, it’s now removed everything from Bamboo HR. It’s not touching my inbox, right? If I go into here, I’ll look 1068 emails from Bamboo. I never read these, right? So for me, just stick them in a folder.
And if I ever want to look at these, I can see them here. Okay? So that is the first use of the filters, right? So you can start going through and being like, okay, well, let’s just say your boss’s name in this case is I’ll make up a boss’s name. It could be Brennan.
Right? Let’s say assume Brennan is my boss. And actually I want to really have special attention, make sure I don’t miss anything from Brennan. I can just run the same things and I could be like, okay, well, or you want to do the 15 minutes call.
So let’s just say you type the word in power call, include the words powerful, which is the call I’m doing now. This is the power call. So you’re saying, look, anything with the power call, I want to put in its own folder.
Because not many people are going to use the word power call. It’s going to be probably just for this meeting. So you can then create the filter again.
And it’s going to bring up everything in relation to powerful. And you could just basically do what you want. You can say market is important, you can categorize it.
It’s up to you what you can do with this. You can do lots of different things. You can delete it if you want to.
There could be stuff where you actually don’t even want to get. Okay? And that’s what I’ve done. That’s kind of how I have done it.
So if I go to my daily minute, 15 minutes power call, all my emails around this are in here. I don’t have to read these. These are lots of notifications, but otherwise it fills up my inbox massively.
Okay, so it’s super important to manage your inbox in the correct way. I mean, there’s probably a lot more rules I’m going to add in in terms of how I do this. For example, I could have one for calendar invites, I could have one for my bank and then you could just effectively manage it here.
You can see that in terms of leads because the system sends me every lead on the platform. I don’t want to be looking at all this every day. It comes in every single minute.
So I’ve just got a folder to effectively utilize this in the correct manner. They’re the two things other things you should notice about is that there are statuses you can use here in the top of your Gmail. Say, hey, I’m actually going to mute any form of communications.
It might be that you actually need to go and do work. Otherwise you get and it updates your chat status. So some people do it already where you have different chats and it will say this person’s unavailable or this person’s active.
So three things just to recap. The first thing is dealing with Pesky manning this. Use unenroll me, as we spoke about before.
Yeah, this would be the view you get. I’ll send you the link. This is totally free.
And as soon as you subscribe, it will say, this is basically your dashboard. You just remove unsubscribe, unsubscribe, unscribe. It basically cleans out your whole inbox super quickly.
Otherwise it’s a very manual process where you’ve got to click on unsubscribe and say, put your email in and it’s a painful process. This basically just cleans the whole thing up for you. Yeah, that was the first thing.
The second thing is to have this layout on your mailbox. You might have a better one and anyone that’s got a better layout, send it to me. I’m always interested in anyone that’s doing anything more innovative than myself.
But have it with your chat here so you don’t miss any chats between your groups. It’s all integrated. You’ve got your promotions.
This is filtering out any kind of stuff like mailing lists that I don’t want, and Social, which is LinkedIn. Set up this format, have your calendar on the right. Super important so you make sure you don’t miss any meetings.
Make sure obviously you’ve got Gmail on your phone and your Google Calendar in your phone. Super important for that. Then the last part we spoke about is create filters and create rules for the inbox.
It’s really important. I mean, most people operating a high level productivity will have rules in place and maybe not so much within. But if you go to any external company, any high operators.
Of course, they’re going to have too many emails coming in, so they can have rules there’s filtering out everything they need. So you can just literally go create, filter and just plug away. So that’s kind of it for today.
It’s going to be again, we’re keeping this to 15 minutes. We don’t want to overrun these meetings. And they’re going to be short productivity hacks that can really help you on your day to day.
So make sure that going back. Just to recap, make sure everyone has Google Calendars, because we put out a survey that said only 30%, only 60% of people are using Google Calendars on a daily basis. I’m like, I don’t know how that’s possible because you guys want to be high performers.
If you don’t know what’s in your calendar, how do you know what you’re going to be doing for the day? So really get structured. Make sure you’ve got Google Chat to get into communications, make sure your inbox is clean, and make sure as well, that you’ve got all the rules in place that really help you a day. So that’s kind of a summary for today.
So thank you, everyone, for joining. I really appreciate we’ve got 105 people on the call, so thanks to everyone. There lots of thumbs up, lots of hearts, as we always do.