{"id":4009,"date":"2021-10-18T09:44:10","date_gmt":"2021-10-18T07:44:10","guid":{"rendered":"https:\/\/lukasbarda.cz\/?p=4009"},"modified":"2022-07-19T18:41:49","modified_gmt":"2022-07-19T16:41:49","slug":"zero-inbox-a-gtd-aneb-tipy-jak-nepouzivat-svuj-mailbox","status":"publish","type":"post","link":"https:\/\/lukasbarda.cz\/english\/zero-inbox-a-gtd-aneb-tipy-jak-nepouzivat-svuj-mailbox\/","title":{"rendered":"Zero Inbox, GTD and tips on how to (not) use your mailbox"},"content":{"rendered":"

All developers of e-mail clients such as Microsoft or Google compete in how much their latest version is user-friendly, intuitive and how many other smart gadgets and automatic links to other applications it offers. But the most fundamental question remains - how many percent of users can use the potential of these connections?<\/strong><\/p>\n\n\n\n

I work in a corporation as a designer, so managing e-mails, calendars and orientation in them are necessarily among my basic hygiene habits. When I expect something from someone, which is practically every colleague to whom I send an e-mail, I often get the answer after several emergency calls: "Yes, I missed it...".<\/strong> There's only one way to read this answer these days - I haven't learned how to work with Outlook. So that you don't have to join this group of excusers, I'll share a few of my procedures that I use and that work for me.<\/p>\n\n\n\n

Quick processing of the simple ones<\/h3>\n\n\n\n

I don't like it when I finish the working day and have some unread e-mail in my inbox, or rather any e-mail. Virtually every message someone sends me requires some action - reply, call, search, analyze, etc. <\/strong>In other words, I have to process the message somehow. But processing does not mean that immediately after receiving the given message I rush to solve its content.<\/p>\n\n\n\n

I follow my rule of moments here, which is a time frame somewhere between 0-5 minutes (see eg the 2 minute rule by David Allen, author of the GTD method). If, after viewing the subject and skimming through the content, I assess that I can handle the whole email in that time, I will do it.<\/strong><\/p>\n\n\n\n

As a rule, these are answers containing a few pieces of information from my head, information that can be found very easily and quickly, or maybe forwarded to a more competent colleague. This completes the e-mail and goes to a folder in the e-mail whose name covers the given topic, project, activity, etc.<\/p>\n\n\n\n

If I'm still waiting for a response from the addressee on an e-mail I've sent (the vast majority of my messages), so that I don't lose track of the amount, such an e-mail goes to the "Waiting for"<\/em>, where at the same time, according to its urgency, it receives a time stamp by when I need to receive feedback, perform the given action, etc.<\/p>\n\n\n\n

This also applies to e-mails where, for example, I am only in the copy, but I am responsible for the complete delivery,<\/strong> and thus I am also interested in the request from the email being resolved in a timely manner. At the same time, daily routine actions include checking such a folder and dealing with requests approaching or after the deadline ("these are the backlog items...").<\/p>\n\n\n\n

What if the email takes more time?<\/h3>\n\n\n\n

Then we have the types of emails that require some more time-consuming action on my part. Whether it is looking up some numbers, creating a capacity plan, preparing a presentation for steering, it will definitely cost me more than a few minutes of time, usually more like a few hours.<\/strong><\/p>\n\n\n\n

And that's the time I need to find in the calendar just for myself and not deal with other things. Therefore, processing such an e-mail means for me to immediately open the calendar, find a suitable time slot for this event and block the time.<\/strong> The e-mail is processed, so I move it to the appropriate folder and the inbox is empty again.<\/p>\n\n\n\n

Other e-mails may also require the blocking of time in the calendar, typically for meetings with several participants where a problem needs to be solved that cannot be solved via e-mail. Sometimes it may not be easy to plan such meetings in a short time, especially when you have to ask the assistants of various Board members, Tribe leads, etc. about available dates.<\/strong><\/p>\n\n\n\n

Therefore, I immediately move these types of e-mails to the "That plan"<\/em> and in the time that I have blocked in my calendar for planning activities, I will finish and send the invitation to the meeting following the given e-mail communication.<\/p>\n\n\n\n

"That call<\/strong>\u201e"\u201e, To-Do and crayons<\/strong><\/h3>\n\n\n\n

Of course, some e-mails can be solved with an immediate phone call, but it is not entirely advisable to do so, for example, at times when you are processing e-mails, but the addressee is still sleeping. I'm an early riser, and that's why these emails immediately go to the "to call"<\/em> and in the time that is after the first crowing of the rooster, and I have it reserved for phone calls, I will make this call.<\/strong><\/p>\n\n\n\n

As you can probably understand, this way I also skip the application a bit "To-Do"<\/em>, because I already set aside time for solving the given tasks and there is no need to keep the task duplicated in a task list. But it does not mean that I do not use such an application at all. I put things there that come out of various discussions, that come to mind when thinking about the given problem, etc.<\/p>\n\n\n\n

At the same time, so that I don't go crazy with the full calendar, a group of events of each type always has its own color. So when I first look at the calendar, I can immediately see when I'm meeting\/thinking\/calling\/planning without having to read the subjects or event contents.<\/strong><\/p>\n\n\n\n

Choose the best custom fit<\/h3>\n\n\n\n

The things I describe here are usually not from my head, but a combination of different methods dedicated to productivity and The things I describe here are usually not from my head, but a combination of different "inbox zero methods" dedicated to productivity and work efficiency with a mailbox (e.g. ZeroInbox, GTD). Like everyone, I also like something from everyone, and that's why I got inspired and created my own hybrid. Putting those practices into practice and getting used to them, however, takes time and discipline.<\/strong> Nothing will start working immediately and automatically without any effort. I'm keeping my fingers crossed that it "never goes wrong" for you!<\/p>\n\n\n\n

Do you enjoy this article? You can find more articles and guides to life with technology here:\u00a0https:\/\/lukasbarda.cz\/blog\/<\/a><\/p>","protected":false},"excerpt":{"rendered":"

V\u0161ichni provajd\u0159i e-mailov\u00fdch klient\u016f jako Microsoft nebo Google se p\u0159edh\u00e1n\u011bj\u00ed v tom, jak moc je jejich posledn\u00ed verze user-friendly, intuitivn\u00ed a kolik dal\u0161\u00edch chytr\u00fdch vychyt\u00e1vek a automatick\u00fdch propojen\u00ed na dal\u0161\u00ed aplikace nab\u00edz\u00ed. Nejz\u00e1sadn\u011bj\u0161\u00ed ot\u00e1zkou ale z\u016fst\u00e1v\u00e1 \u2013 kolik procent u\u017eivatel\u016f dok\u00e1\u017ee potenci\u00e1l t\u011bchto propojen\u00ed vyu\u017e\u00edt? Pracuji v korporaci jako projek\u0165\u00e1k, tak\u017ee zvl\u00e1d\u00e1n\u00ed e-mail\u016f, kalend\u00e1\u0159e a orientace v […]<\/p>\n","protected":false},"author":4,"featured_media":4045,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[32],"tags":[51,30,50],"class_list":["post-4009","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-navody","tag-gtd","tag-tipy-a-triky","tag-zero-inbox"],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/lukasbarda.cz\/english\/wp-json\/wp\/v2\/posts\/4009","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/lukasbarda.cz\/english\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/lukasbarda.cz\/english\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/lukasbarda.cz\/english\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"https:\/\/lukasbarda.cz\/english\/wp-json\/wp\/v2\/comments?post=4009"}],"version-history":[{"count":0,"href":"https:\/\/lukasbarda.cz\/english\/wp-json\/wp\/v2\/posts\/4009\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/lukasbarda.cz\/english\/wp-json\/wp\/v2\/media\/4045"}],"wp:attachment":[{"href":"https:\/\/lukasbarda.cz\/english\/wp-json\/wp\/v2\/media?parent=4009"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/lukasbarda.cz\/english\/wp-json\/wp\/v2\/categories?post=4009"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/lukasbarda.cz\/english\/wp-json\/wp\/v2\/tags?post=4009"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}