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!
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)
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!
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.
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.
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!
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.
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.
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?
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!
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! :)
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?
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.
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...
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.
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!
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)
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!
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
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?
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.
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.
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.
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.
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.
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!
I was amazed at how to filter email. Not gonna lie. I created tags but never been able to use it. It seemed that I had to manually apply them to each individual email. My personal method of dealing with many email is by simply ignoring them and leave them there. 😂 I want to learn how to manage it better so I can be more productive and not miss important email.
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 ?
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.
@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.
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?
I use gmail labels for project names. Using PARA If I have a project related email it gets labelled in gmail “1 Projects/My Project name” and gets archived. If I need to refer or reply to it it’s right there. No need to go to Evernote. I may copy the subject and URL to my Task application if it’s actionable.
Thought Elon Musk had uploaded a video on how to reply to mail for a second
I open the video from the tile to make the same comment Lol
Exactly
Same here
Great comment cheif
My exact thought
Just archived 111k emails 100 at a time. Took about 3 hours and I feel so good. Thank you for the inspiration!
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!
This was one of the most natural but effective tutorials i have seen in a long time
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)
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!
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.
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.
Thanks Richard!
Me: Mom, can we have Elon Musk?
Mom: We have Elon Musk at home.
Elon Musk at home:
this video is a gold mine. the amount of time and stress I can save setting this up is insane. thank you!
I appreciate that this video is also 17minutes.
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!
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.
I love love that you were teaching someone else. He asked the questions that I would ask....awesome video
I am loving my empty inbox! The concept of handling each email only once reshapes habits into smoother workstream!
This was incredibly helpful. Thank you for taking the time to show the process in real time.
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.
Thanks for the video. Personally I like that you show the routine in practise and not only explain it theoretically.
Really useful to have a live and real time example after you present the steps that must be done.
Tremendous video. So helpful to see Marc go through this process
Spectacular video! Explains your process very well and makes it a no brainer for setting it up. Thank you!
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?
This was amazing to watch! Set up my email while watching this. Can’t wait to use it regularly!!!!
GENIUS - well, you capture what everyone should know but doesn't - which is IMO - GENIUS! - THANK YOU!
Love the real-time session!!
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.
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!
This video is amazing
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! :)
Brilliant! Thank you guys for such a cool tutorial.
This blew my mind! I can't wait to try it
Real actionable advice, thank you!
This has improved my workflow more than anything else I’ve tried.
Thinking of email as a receiver and not a working space.
thank you Tiago, this has helped me tremendously
This is awesome! Thank you for this video and great input :-)
This is fantastic! Thank you!
Great video with examples, thanks a lot
I found this incredibly useful and actionable. Also entertaining! PLEASE more like this Tiago. :)
Thank you! Part 2 will be released May 5th
I've shared this video so many times with a lot of people, it's so good.
Thank you!
Fine to find your channel about this useful information. Many thanks.
Great vid. Studio looks great
I like almost any content you create for us
Great Video!
Great process. Well done.
This is really helpful and interesting and I’m going to implement it this week.
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?
That was great!! Thanks
That was fantastic, I must say 😆
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.
LOVELY !!!
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...
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.
I love that Mark is doing this. Please have an update for 2023
Very helpful!
Marc is working with Tiago! 👏👏👏🥳 Wow Can’t wait to see more great content 🥰
👋
so insightful! this is going to my google docs second brain as a project
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!
💯 well said
Thank you for this video
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)
Awesomeness!
Thanks for using Gmail for this 🙏🙏🙏
Awesome tips!
I think Mark is the real hero, here. ❤❤😂
Thank you 🙏
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!
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
Exactly.
great video
Mate, respect from Poland
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?
friggin amazing!!! Now, how about Outlook 🙄
Jesus Christ this is gold! Thanks 👏🏾
Wow, thanks!
Amazing video Tiago. Very funny too!
Greattt!
Nice to see you broo
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.
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.
Saved to watch later
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.
I LOVED this video... do you have an OUTLOOK SHORTCUTS approach for non gmail users?
Very useful tips Elon.
Thank you, Elon's brother. That was quite an interesting learning experience.
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.
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.
Cool to see Marc Koenig here! Didn't know you both worked together. Really appreciated his 100 Roam Research tips video.
🙏
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.
What saves me a lot of time is reverse thread. The latest email is on the top instead of scrolling through the old emails.
Really liking the format of this video
RIP Thomas Frank 😊
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!
Thanks for this great tutorial. What do you do with all of the archived emails?
I was amazed at how to filter email. Not gonna lie. I created tags but never been able to use it. It seemed that I had to manually apply them to each individual email.
My personal method of dealing with many email is by simply ignoring them and leave them there. 😂
I want to learn how to manage it better so I can be more productive and not miss important email.
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 ?
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.
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.
very interesting and easy to setup gmail tutorial! did you do something simillar with apple mail?
@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.
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
@@TiagoForte that's interesting. Thanks a lot
Nice 👌
Didn't have to do Thomas Frank dirty like that @02:50 😂 😭
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?
Great video. Any sugests to Android apps?
I use gmail labels for project names. Using PARA If I have a project related email it gets labelled in gmail “1 Projects/My Project name” and gets archived. If I need to refer or reply to it it’s right there. No need to go to Evernote. I may copy the subject and URL to my Task application if it’s actionable.
This is great. Does Notion work as a task manager here?
This is a great video! Do you have any suggestions for us who have to use Slack in our office?