A WORKFLOW Action Plan For Skillfully Navigating and Effortlessly Processing the Anxiety-Producing Emails That Flood Your (Gmail) INBOX Every Hour.
FOUNDATION: Automated Gmail Filters Is The First Step To Super Fast Email-Based Workflow
A Gmail Filter allows you to automatically organize, archive (skip the inbox), delete, mark as spam and best of all, send incoming messages to a tailor-designed filing system (by use of LABELS).
Filters work by you defining a single or stacked search criteria.
All messages that match the search criteria are then filtered by the search’s action(s).
I wanted to know beforehand, that wandering into email wasn’t going to send me down a rabbit hole or zap my energy after being triggered by some unprofessional comment, posture or inconsiderate languaging.
Too many times, I’ve opened a message and found myself still typing the REPLY an hour later.
Or the less dramatic, looking at unread emails and then marking them as UNREAD because I’m not ready to process and complete them.
WARNING: Without Automation, Every Message Will Work You To Exhaustion Every Time…
This email filtering system can change your life and do wonders for your mental health.
But only if you’ll do The SETUP. I liken this to cleaning your garage.
You already have the skills to do this. You just need the desire (and the instructions in this post).
I’ve invested the 7 days to simplify much of what’s required. The END was the hardest.
I had to enter the Search Criteria and DELETE the Old Messages (5,000+).
Took about 3 hours (of deciding what to filter, file and trash).
Now my INBOX is a safe place for my mind to wander into.
Instead of trying to hide or delete what I do not want to see, I’ve engineered an email filtering system which shows me the content I want to see FIRST (because the intelligence built into the filter implies that the message contains actionable content that I can use to make a NEXT Action decision quickly).
Shall we do the same for Gmail INBOX?
Making Email Magic Happen In 10 Minute Blocks (Every Hour)
This email filtering system builds on the success of The To Do List (40-10-10) Method.
It works under the premise of maximizing the 60-minute time block.
- 40 minutes of full engagement on a single task or a group of related tasks
- 10 minutes of processing and completing email or capturing voice mails
- 10 minutes of refreshing activity (before the next 40-minute full engagement)
The VIDEO Roadmap: David Allen #1
The key to making the email magic happen is your system for getting things done.
The most effective system treats everything that comes into your “work space” as STUFF.
Just STUFF (initially)
Only later, during the CLARIFY Stage, does this STUFF get processed.
Until then, all you need is a CAPTURE method that you trust (which you email address already satisfies).
Watch and listen as David Allen shares his system for getting things done.
The VIDEO Roadmap: David Allen #2
In addition to the GTD (Getting Things Done) Fundamentals, David Allen recognizes the importance of Purpose and Vision.
Without Purpose and Vision, you have no efficient and effective way of filtering the STUFF that gets CAPTURED.
Whatever you can filter out and not have to PROCESS or CLARIFY, preserves energy, time and other resources to execute the STUFF that you’ve defined as important.
Quality Filtering equals CONTROL.
In this video, discover the best way to plan, how your brain is the master planner and what your imagination activates.
STOP Doing This: Managing Chaos
STOP Managing Chaos. STOP Navigating Chaos. STOP letting your Gmail INBOX and its default settings, dictate what you see and how you experience email-based communication. There’s a better way.
START Doing This: Think Mental Health
START processing what matters now. Implement the Email Filtering System outlined in the post to GET MORE of the right things done Faster, Better and In Support of quality mental health. You deserve it!
EXPLORE This: Making It All Work
Consult the Getting Things Done website and Making It All Work (Amazon Link). Also get the To Do List (40-10-10) Method to help you maximize each hour of your workday.
PROCESS: The 7 Day Secret Workflow Alterator
This 7 Day Action Sequence is facilitated using our Bridging the WORKFLOW Gap System. You’ll employ a Think-On-Paper technique to help you create Workflow Process Efficiency in 7 days or less.
I’ve discovered that how you start greatly effects how you’ll finish. For this reason, I start my Prototype Projects on Saturday because it provides a larger block of time to establish the foundational elements.
Once I’m back in the work environment on Monday, I have a vision and plan for the PROTOTYPE that I intend to create and validate by Friday.
After validating, I share my experience on the website to invite you to apply what I’ve learned (as well as what I’m learning) to your WORKFLOW.
Support Tools For This Prototype Project
- Purchase and Download PDF Version of This Post (Including 7 Day Action Sequence)
- Purchase and Download Bridging the WORKFLOW Gap Worksheet
Day 1 (Sat): CONTEND Phase
On the first day, you’ll capture the current reality using the Bridging the Workflow Gap worksheet below.
I’ve captured my responses and provided for you to review in the Accordion-styled sections below the image.
Click the PLUS symbol to see details.
Day 2 (Sun): PROTOTYPE Phase Begins
This project, like others you’ll encounter in the 7DS Community, must be experienced and discovered.
My go to strategy for beginning strong is an OPEN kind of Focus.
I Focus on SPEED.
And then remain OPEN to how I achieve it.
If you’re like me, you’ll find the essential building blocks for creating speed in your Existing Workflow Process.
So that’s where we’ll start.
Days 3 (Mon) Through 7 (Fri): Create and Deliver your PROTOTYPE
Need Help Implementing This WORKFLOW Process?
Book Your Implementation Session (Link)
BONUS Content Related To This WORKFLOW Process (Login Required)
First Things First: ProGRESS Yourself
- 01 – Build This INBOX System To Flow With You
- 02 – Activate Your Influence
- 03 – OKRs (Measure What Matters)
- 04 – Right Next Action
- 05 – Think Preeminently
Removing The Blocks: Prioritize Yourself
- 11 – You Matter Too, So Act Like It!
- 12 – Invest In Yourself First
- 13 – Transform Through Your Circle of GIANTS
Pointers For Perspective: Preserve Yourself
- 21 – Ten Minutes Per Hour
- 22 – Top Five Inboxes First
- 23 – Constantly Create New Filters and Labels
Small Shifts: Permit Yourself
- 31 – Permit Yourself: It’s Your Email Account, Not Theirs!
- 32 – Permit Yourself: It’s Your Productivity Goal, Not Theirs!
- 33 – Permit Yourself: It’s Your Purpose And Vision, Not Theirs!
Mental Agility: Adjust Yourself
- 41 – Adjust Yourself: New People
- 42 – Adjust Yourself: New Environment
- 43 – Adjust Yourself: New Tools
Insider Secrets: The 7 WORKFLOW and Well-Being Disrupters
- 51 – Time for Task Completion and Asset Creation
- 52 – Energy for Advocacy and Activism
- 53 – Resources for Autonomy and Automation
- 54 – Knowledge for Skillful Execution
- 55 – Focus for Authority and Superiority
- 56 – Help for Acceleration and Accountability
- 57 – Structure for Consistency and Cooperation
In addition to the 7 Day Action Sequence, get INSTANT access to the BONUS Content listed above.
These Self reINVENTION Tips can help YOU pinpoint ways to refine your Distinct Value, giving YOU greater Personal Power, properly directed Focus, better OKRs and smarter Execution. OKRs stands for Objectives and Key Results.
Your membership also includes The WORKFLOW Process Rocket Report (delivered to your INBOX every Thursday).
Each report targets a specific Self reINVENTION Tip to help YOU…
- Get results FASTER.
- Simplify complex processes.
- Reduce mental strain and emotional tension.
- Systematize and Automate routine work.
- Convert Technology into employees and…
- Use resources you already have to save time, energy and other important resources.
The first level of membership is FREE. Create your account now!