Revive Your Inbox: Increase Inbox Productivity by Eliminating Distractions

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Reform Your Email Management by Getting Rid of Distractions A Baydin “Revive Your Inbox” Presentation (Days 1-2)
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    18-Oct-2014
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Are you suffering from email overload? Baydin [http://www.baydin.com/] teaches you how manage email more efficiently by eliminating distractions. View the presentation to learn how to reduce email notifications and stop spam. [http://www.reviveyourinbox.com/]

Transcript of Revive Your Inbox: Increase Inbox Productivity by Eliminating Distractions

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Reform Your Email Management by Getting Rid of Distractions

A Baydin “Revive Your Inbox” Presentation (Days 1-2)

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Part 1: Disable Notifications

Reduce the amount of email interruption and distraction that

email notifications cause

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Question 1:

• How many times have you received email notifications today?

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Answer:

• I’ve received a million email notifications!

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Question 2:

• How many of those email notifications were actually important?

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Answer:

• Only about four of the one million email notifications were actually important.

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• Do you see a problem here?

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Therefore:

• There’s a big difference between the number of email notifications you receive and the number of important email you receive

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• Unless your jobs demands email response within minutes…

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• …checking your email frequently is harming your productivity.

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• According to a case study by Loughborough University

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• It takes an average of 64 seconds to fully recover after email interruption

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• Reading your email as your receive email notifications is not efficient

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• If checking your email all the time isn’t efficient, what method should you use?

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• Checking your inbox at set times each day, preferably for fixed amounts of time, is the most efficient way to manage your inbox

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• It’s impossible to check your inbox at set times per day if you’re constantly receiving email notifications.

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• If your work requires you to be at a computer, you’ll need to disable notifications to break the cycle of constantly checking your inbox.

• The fewer times you receive email notifications, the less you are affected by email interruption, and you’ll be able to focus better on what you’re working on.

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• Here are the steps to disable notifications for both desktop and mobile email notifications for some popular mail systems and devices.

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How to turn off notifications in Gmail:

1. Click the gear icon towards the upper right of the Gmail window2. Click on the ‘Settings’ link3. Check ‘Mail notifications off’ under the Desktop Notifications section4. Click ‘Save’

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How to turn off notifications in Outlook

1. From the Tools menu, click ‘Options’2. On the Preferences tab, click ‘E-mail Options,’ and then click ‘Advanced E-mail Options’3. Under ‘When new items arrive in my Inbox,’ uncheck the ‘Display a New Mail Desktop Alert’ check box

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How to turn off notifications in Boomerang for Android

1. Open your drawer2. Tap ‘Settings’3. Tap ‘Account Settings’4. Tap ‘Notification Settings’5. Turn off notifications

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How to turn off notifications in iPhone Mail.app

1. Tap ‘Settings’2. Tap ‘Notifications’3. Tap ‘Mail’4. Turn off all notifications

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How to turn off notifications in iPhone Gmail

1. Tap ‘Settings’2. Tap ‘Notifications’3. Tap ‘Gmail’4. Turn off all notifications

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How to turn off notifications in Android Gmail

1. Open your Gmail application2. Tap your Menu button3. Tap ‘Settings’4. Uncheck ‘Email notifications’

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Part 1 Conclusion:

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In Conclusion:

• It takes 64 seconds to regain your concentration after email interruption

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In Conclusion:

• Disabling notifications protects you from email interruption caused by email notifications and boosts productivity

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Part 2: Unsubscribe from Junk Email Newsletters

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Stop Spam!

• Junk mail is dangerous, especially in digital form

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• While it only takes a few seconds to delete a single junk message or piece of spam…

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• Deleting a newsletter or other piece of spam every day for the next year will consume over 30 minutes that you’ll never get back!

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• Important emails get mixed in with unimportant ones, which we’ll call spam

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• This spam makes it easy to lose track of the emails that require our action

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• Are you overwhelmed by junk mail? Don’t give up! You can stop spam.

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• You have a powerful weapon on your side: the unsubscribe link helps you stop spam.

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• The unsubscribe link is powerful because it eliminates unwanted email before it arrives, stopping spam from ever entering your inbox

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• And it should always work at stopping spam• According to the CAN-SPAM Act, senders of

commercial email must provide recipients with a method of opting out.

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• Your mission today is to stop spam by unsubscribing from as many newsletters, updates, and social media alerts as possible in 20 minutes.

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Step One

• To find spam look through the marketing emails that are currently in your inbox, likely your ‘Social’ and ‘Promotions’ tabs

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• For any of those emails that you don’t read regularly or don’t find valuable

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• Stop spam by checking the bottom of the mail for an unsubscribe link.

• Click it, and follow the steps to remove yourself from the list

• Delete the message

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• If there is no unsubscribe link, mark the message as spam.

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Step Two

• Edit your notification preferences on social networks so that you can stop spam by only seeing email notifications for things you care about.

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• The most high-volume social networks include:

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FacebookGoogle+TwitterLinkedInQuora

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• Have a few minutes left to stop spam?

Step Three

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• Enter each of these terms into your email search box, and the results will be overwhelmingly dominated by marketing email

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UnsubscribeManage notificationsupdate preferences“remove me”“remove yourself”“mailing list”“email list”“click here”

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• For each one of the newsletter and deal emails that turns up, decide if staying on that list is worth the time, and if not, unsubscribe. This helps stop spam.

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Part 2 Conclusion:

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In conclusion• The best way to stop spam and handle

worthless email is to never get it.

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In conclusion

• In conclusion, deleting one daily deal email every day for a year will take up to 30 minutes of your life! This is not an efficient way to stop spam.

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In Conclusion

• The CAN-SPAM Act requires that all marketing email include an unsubscribe link in order to allow you to stop spam

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For more in-depth information on email notifications and stopping spam