To Get Ahead, First Get To Zero

Also, the trials of my Sisyphean feline existence.

On Productivity…

Inbox Zero, sounds impossible right. The idea of completely clearing your inbox seems daunting, even to the most adept digital natives. Especially these days, where emails are pervasive and unrelenting. Getting to Inbox Zero can seem like the holy grail of email management.

But reaching an empty inbox is attainable. And if you manage such a feat, it will lower stress, make you more productive, and help you feel like you have more control over your life. So let’s delve into the principles of Inbox Zero, and get into some practical strategies and insights to help you conquer your email overload.

What is Inbox Zero?

Alright, so what exactly is Inbox Zero? It’s basically a productivity approach aimed at keeping your email inbox empty (or almost empty) at all times. The concept was introduced by productivity expert Merlin Mann who launched the website 43folders.com in 2004. The core of Inbox Zero is not just about having no emails in your inbox. Instead, it focuses on minimizing the time your mind is occupied with your inbox. The goal is to manage your email efficiently, reducing the time spent handling it, which in turn decreases distractions and enhances focus.

The philosophy behind Inbox Zero is that your inbox should not be a to-do list or a storage space for tasks and information. Instead, it should be a transient space where emails are processed and then moved out of the inbox. This encourages you to make immediate decisions on emails, prioritizing and organizing tasks more efficiently.

Adopting Inbox Zero can lead to a significant reduction in the mental clutter associated with a constantly overflowing inbox. It allows for better concentration on the tasks that matter, enhances decision-making, and ultimately boosts productivity and reduces stress.

Alright, so how does it work?

Setting Up Your Email/Gmail for Inbox Zero

Entire books are written on this subject, so I think for our purposes, I will share how I manage my Gmail. And in time, I will go into more depth on this topic.

The first step is to get your inbox down to nothing. I’ve talked about the power of archiving in the past so I won’t go into that here. But spend 5 minutes to a couple hours archiving the crap out of what’s currently in your inbox. Once you get things whittled down, then comes the magic of maintaining it. The solution here is to develop a system so it can be something you only spend a few minutes a day on.

Here goes. I keep my inbox clutter-free with a system of only five labels (or folders for non-Gmail heathens). These are:

1. To-Do: This folder is for emails requiring tasks to be added to my to-do list. If a task from an email can be completed quickly, I do it immediately. Otherwise, I log the task in TickTick and stash the email here until the task is done.

2. Waiting/Reference: This is for emails where I am awaiting a reply or input from someone else. If an email cannot be acted on immediately, I move it here. I also kinda double dip here and put emails with ideas or strategies to circle back on.

3. Newsletters: This one is optional, but I subscribe to a bunch of newsletters (like this one). It’s nice to have these skip the inbox and get filtered into one spot.

4. Handled: Once I’ve dealt with an email, it gets moved to Handled. Keeping a single handled or archive folder simplifies retrieval, especially for important information I might need to access later.

5. Projects: For longer projects with a bunch moving pieces, I also have a dedicated folder - at times with a couple of subfolders. When the project is done, these these get moved to Handled. For example, it is Ultimate Frisbee season, so I have a project subfolder around Ultimate tasks.

Some Inbox Zero zealots might warn against project-specific folders, for me they play a crucial role in handling complex projects.

Incorporating automation, like using Gmail or Outlook's rules and filters, can streamline the process further, allowing for the automatic organization of recurring types of messages.

Once you have these folders in place, here’s a few tips on how to make it all easier to manage:

1. Use Filters: Automatically sort incoming emails into the appropriate label or folder by setting up filters where applicable. This can be based on criteria such as sender, subject line, or keywords. Filters help in pre-sorting emails, allowing you to focus on the most important stuff first.

2. Archive, Don’t Delete: I’ll keep saying this again and again, instead of deleting emails that you’ve already dealt with, archive them. This keeps your inbox clean while saving the emails in archive status. You never know if you will need to access them later.

3. Schedule Regular Email Check-Ins: Don’t constantly check your inbox. Instead schedule two to three time blocks a day for email. I try to do it when I begin my workday, around lunch, and right before the end of the day.

4. Use the Two-Minute Rule: If an email can be responded to in less than two minutes, do it immediately. For emails that require more time, sort them accordingly.

5. Review and Clean Up Regularly: Set aside a time each week to go through your folders and labels. Schedule a little time to clear out anything that is no longer needed. Regular maintenance is key to keeping your inbox manageable and staying on top of your emails.

In closing, Inbox Zero is more than a just an organizational tactic; it's a strategic approach to handling the digital chaos of our inboxes. The idea is that you not only clear your email clutter but also clear the way for a more focused and productive digital environment. But, the journey to Inbox Zero is a personal one, and the ultimate goal is to create a system that works for you. Do what works so that you can free yourself from the constant stress of an overflowing inbox.

On Life…

Every day the cat poops on the floor.

Every. Single. Day.

The good news is that she at least does the deed on laminate or tile, so it’s easy to clean up. However, it’s never a welcome part of the day. To make matters worse, she does it directly in front of the litter box.

It’s a power move.

And you may be reading this, thinking, "Well, that cat has got to go. That’s just not okay." But it’s not that simple. She’s a sweet cat. We love her dearly, and at the end of the day, she brings more joy and love to our home than unpleasantness.

I know what you're going to say: "I’ve carved out quite a life for myself, haven’t I?" But don’t we all have something like this in our lives? Some unpleasant thing that must be done. Something that can’t be put off, negotiated away, or ignored. It’s there, lurking for each of us.

So, each day I clean up the mess. And some days, I’m bitter about it, but most of the time, I’ve come to accept what must be done. And I’m glad I’ve cleaned it up before my wife does, or that I got to it before my daughter inadvertently steps in it in the early morning.

Why am I telling you this?

Well, my hope is that when you encounter something today that you don’t want to do but have to do anyway, you think of me and my Sisyphean feline existence. And remember, you have a choice: You can rail against your terrible reality, kick and scream, and in the end, do what must be done anyway. Or you can appreciate the value that comes from knuckling down and dealing with whatever shit comes your way.

On Gratitude…

“Piglet noticed that even though he had a Very Small Heart, it could hold a rather large amount of Gratitude.” ― A.A. Milne

As I write this it is late. But I’ve been given a few quiet moments to reflect, research, write, process, and edit. It’s been lovely. So I will sign off with this quote from “Winnie-the-Pooh” as a reminder that the ability to feel and hold gratitude is immense. Even the smallest moments can bring us inner strength and enhance our capacity for love and appreciation.