- Topics: [[Productivity]] --- The goal is to have your inboxes (Gmail and Slack) clear, which allows you to effectively address incoming requests and focus on getting things done. ## Requirements - A method for writing down tasks. - A method for setting a 5 minute timer. ## File for bankruptcy To start, file INBOX BANKRUPTCY. In the context of inboxes, bankruptcy is to delete, archive, or clear all messages so that you're starting from scratch. It's a brute-force method for "spring cleaning" your inbox. - Gmail - Archive or trash all emails in your inbox. - Slack - Mark all messages read. There are other collaboration platforms. However, these are the only 2 that matter. ## 5 minutes up At the START of every work day... - Allocate 5 minutes to review Gmail, then 5 minutes to review Slack. That is 10 minutes total. - Use a 5 minute timer. - You may stop reviewing your inbox after the 5 minute timer rings. - You can continue reviewing if you choose, but it is not required. ### Gmail - Open Gmail. - Start the 5 minute countdown timer. - Select all non-actionable/unimportant notifications and DELETE them. - For example, someone declined 5 minutes because they're out of office. - Review as many emails as you can, prioritized in this order: - Actual emails (not notifications). Typically from working with 3rd party vendors or account managers. - Github (Engineering) / Figma (Design) / Google Docs (Content) - Confluence - Jira - The rest - If there is no action required, and the email contains important information (e.g. travel itinerary), ARCHIVE it. (You can search for it later). - If there is no action required, and the email contains unimportant information. DELETE it. - If an action is required, note it down. ### Slack - Open Slack. - Start the 5 minute countdown timer. - Review all unread threaded messages. - For threads that require action, note it down. - Review all unread messages. - For any message that requires action, note it down. ## Note to self You can use any method that is most effective for you. Strive for a method that captures allows you to quickly know what you need to do and to find the original request / link. - Gmail: - Emails can be marked with "Star". - Emails can be added as (Google) "Tasks". - Emails can be marked with a specific label. - Emails can be forwarded to yourself. - Slack: - Slack messages can be shared to yourself. ## Now vs. later - Review your curated tasks. - Identify any tasks that can be taken care of in 2 minutes or less. Do those now. - For example, replying "Yes" or sending a screenshot. - Review the non Gmail and Slack related tasks you wish to focus on today (e.g. design work, meetings, etc...). - Prioritize your meetings alongside the requests received on Gmail and Slack. ## Incoming You will inevitably receive incoming requests during the day. - If the request is urgent and/or requires 2 minutes or less to respond, respond immediately. - Be real with yourself. - Be discipline in deciding when to respond. - Is this request truly important? Do you need to drop what you're doing right now to do something else? - If they say it's not urgent. Believe them. If you're unsure, ask. - If it is urgent, consider doing it now. - Otherwise, "backlog" it as a task using the methods mentioned above. ## 5 minutes down At the END of every work day... - Allocate 5 minutes to review Gmail, then 5 minutes to review Slack. That is 10 minutes total. - Use a 5 minute timer. - You may stop reviewing your inbox after the 5 minute timer rings. - You can continue reviewing if you choose, but it is not required.