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The most effective task and email workflow, ever.

Cody McLain
Cody McLain

My method only describes the current framework that I use, in the hopes that it will be valuable to you and your own workflow.

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The Most Effective Task and Email Workflow, Ever. 息2017 Cody McLain
Lets Dig In If you have no framework in place for yourself or company, then this one can be an effective one to start with. 息2017 Cody McLain
MY PHILOSOPHY ON EMAIL 息2017 Cody McLain
To start, I split my Gmail layout into three specific parts: Starred Emails Important Emails Everything else (unimportant emails) 息2017 Cody McLain
Email Processing Principles 1) If the email will take under 2 minutes then handle it right then, right there. 2) If you want to handle the email right after you process your inbox, but need to give it a few minutes of thought, then Star the email and process starred emails once theyre the only thing in your inbox. 3) Remember to update the Priority Inbox algorithm by marking emails via the yellow Priority tag next to each email in your inbox. This will separate relevant work emails from less valuable information. 4) Always start from the bottom up and dont skip emails or pick the easiest ones as thats a bad habit you dont want. 息2017 Cody McLain
So basically youre starting at the bottom, archiving emails once youre done processing them. This could be simply archiving emails that require no action, replying to the email, or converting the email into a task. The goal is to have nothing in your inbox after processing your email. The other goal is to close your email or at the least, change your focus to your Todo program. 息2017 Cody McLain
My Todoist Workflow 息2017 Cody McLain
According to Todoist, since August of 2016, Ive completed 2,640 tasks, which translates into: 563 tasks a month 140 tasks a week 23 tasks a day (6 days per week) 息2017 Cody McLain
Todoist is my todo framework of choice, I am fond of the Gmail integration which adds a button to Gmail that allows me to convert an email into a task. 息2017 Cody McLain
I start off my day in my Todoist inbox. The goal is to handle any items that would take under 2 minutes, then the rest of them should be considered on a variety of levels: Have I clearly defined the next-action associated with this task? How important is this task to me right now? Do I need to do the task, or can I delegate it? 息2017 Cody McLain
Finding the right due date A systematic way to alleviate this is by asking during my morning review if this particular task is something I need to do today. If it isnt then, Ill only reschedule it to a future day. An essential part of my workflow is never having anything overdue. Before I re-assign the due date, I ask myself is this actually necessary to do today or even this week? 息2017 Cody McLain
At the beginning of each week, I check my calendar for open spots and then schedule a 90-minute Pomodoro Session with myself each day. The goal is to be able to spend 25 minutes on 2-3 items that I know Id be procrastinating on otherwise. The very simple idea of telling yourself that youll only spend X amount of time on something is stronger than most people give it credit for. 息2017 Cody McLain
There are a host of Pomodoro apps though, so dont get too caught up in trying to find the perfect one. 息2017 Cody McLain
Note on Daily Tasks One method I use is requiring myself to go through a series of small habits when I sit down at my desk in the morning. I use an app called 30/30. This creates a time-pressure to do these items, and its premeditated by the cue of sitting down at my computer. I use it in a variety of ways, and surely you can find a way to implement your own foundational habits when you are at the computer or any place else. 息2017 Cody McLain
Remember that optimizing your productivity is a journey thats a part of work itself. Youll learn more about yourself by simply doing good work instead of obsessing over how youre working. 息2017 Cody McLain
Want to read more? If so, youll love this http://www.codymclain.com/ Here are some of the things youll find there: How to be more productive and become a master of your daily habits How to grow an online business and the challenges youll face Workflows for using software with your computer and your business 息2017 Cody McLain

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The most effective task and email workflow, ever.

  • 1. The Most Effective Task and Email Workflow, Ever. 息2017 Cody McLain
  • 2. Lets Dig In If you have no framework in place for yourself or company, then this one can be an effective one to start with. 息2017 Cody McLain
  • 3. MY PHILOSOPHY ON EMAIL 息2017 Cody McLain
  • 4. To start, I split my Gmail layout into three specific parts: Starred Emails Important Emails Everything else (unimportant emails) 息2017 Cody McLain
  • 5. Email Processing Principles 1) If the email will take under 2 minutes then handle it right then, right there. 2) If you want to handle the email right after you process your inbox, but need to give it a few minutes of thought, then Star the email and process starred emails once theyre the only thing in your inbox. 3) Remember to update the Priority Inbox algorithm by marking emails via the yellow Priority tag next to each email in your inbox. This will separate relevant work emails from less valuable information. 4) Always start from the bottom up and dont skip emails or pick the easiest ones as thats a bad habit you dont want. 息2017 Cody McLain
  • 6. So basically youre starting at the bottom, archiving emails once youre done processing them. This could be simply archiving emails that require no action, replying to the email, or converting the email into a task. The goal is to have nothing in your inbox after processing your email. The other goal is to close your email or at the least, change your focus to your Todo program. 息2017 Cody McLain
  • 8. According to Todoist, since August of 2016, Ive completed 2,640 tasks, which translates into: 563 tasks a month 140 tasks a week 23 tasks a day (6 days per week) 息2017 Cody McLain
  • 9. Todoist is my todo framework of choice, I am fond of the Gmail integration which adds a button to Gmail that allows me to convert an email into a task. 息2017 Cody McLain
  • 10. I start off my day in my Todoist inbox. The goal is to handle any items that would take under 2 minutes, then the rest of them should be considered on a variety of levels: Have I clearly defined the next-action associated with this task? How important is this task to me right now? Do I need to do the task, or can I delegate it? 息2017 Cody McLain
  • 11. Finding the right due date A systematic way to alleviate this is by asking during my morning review if this particular task is something I need to do today. If it isnt then, Ill only reschedule it to a future day. An essential part of my workflow is never having anything overdue. Before I re-assign the due date, I ask myself is this actually necessary to do today or even this week? 息2017 Cody McLain
  • 12. At the beginning of each week, I check my calendar for open spots and then schedule a 90-minute Pomodoro Session with myself each day. The goal is to be able to spend 25 minutes on 2-3 items that I know Id be procrastinating on otherwise. The very simple idea of telling yourself that youll only spend X amount of time on something is stronger than most people give it credit for. 息2017 Cody McLain
  • 13. There are a host of Pomodoro apps though, so dont get too caught up in trying to find the perfect one. 息2017 Cody McLain
  • 14. Note on Daily Tasks One method I use is requiring myself to go through a series of small habits when I sit down at my desk in the morning. I use an app called 30/30. This creates a time-pressure to do these items, and its premeditated by the cue of sitting down at my computer. I use it in a variety of ways, and surely you can find a way to implement your own foundational habits when you are at the computer or any place else. 息2017 Cody McLain
  • 15. Remember that optimizing your productivity is a journey thats a part of work itself. Youll learn more about yourself by simply doing good work instead of obsessing over how youre working. 息2017 Cody McLain
  • 16. Want to read more? If so, youll love this http://www.codymclain.com/ Here are some of the things youll find there: How to be more productive and become a master of your daily habits How to grow an online business and the challenges youll face Workflows for using software with your computer and your business 息2017 Cody McLain