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5 Gmail Filters to Get You to Inbox Zero

5 Gmail Filters to Get You to Inbox Zero

The elusive Inbox Zero. It’s the moment when you have all of your “inputs” somewhat dealt with and the the slate is clear for you to concentrate on what is truly important. Some people think that it’s simply getting your entire email inbox to no emails. If that is the case, I could do that pretty easily by selecting all email and trashing it.

That’s not necessarily the point.

Inbox Zero is a state where we have our decks cleared, have the right things in the right places, and we can start to work on what is important. But, we can use some hacks to get us to this state a little bit easier everyday.

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Use the 5 Gmail filters to help clear out your inbox, achieve Inbox Zero, and free up the time and space to get done what really matters.

  1. The “you email me too much and you are going to get ignored” filter.This is one of my favorite filters that I have ever used and by far the one that gets the most use. Basically, if you get too much email from someone and you don’t want to see it in your inbox day-in and day-out, add the sender to the “From:” field in the filter.
      Using OR statements to combine email addresses
        Archiving and labeling email

        Depending on how much you really don’t want to see this person’s emails, you can either trash the email immediately (essentially turning this filter into a blacklist), or be a little more humane and give the email a “Review” label for later review.

        As more and more people keep sending you more and more email that you don’t want to see, you can simply add them to the “From:” field in the filter preceded by an OR operator.

      • The newsletter review filterSome people like getting a bunch of newsletters; really, they all aren’t that bad. One thing that I can’t stand is diving into a some unprocessed emails and seeing a newsletter that seems interesting. 30 minutes later after I have read it and probably clicked through to watch some video or comment somewhere else I wonder where time has gone.

        It doesn’t have to be this way. One way to clear out a bunch of these emails is to search the content of the email for “unsubscribe here OR unsubscribe”. Since it’s “unlawful” for individuals and companies to send email that you signed up for without an unsubscribe link, chances are you are going to catch most if not all of these newsletter emails this way. After you find these emails check Skip the inbox (Archive it) and choose which label you want to give it (I go with something like Read/Review). Now you can review these newsletters on your own time.

          Search for unsubscribe here OR unsubscribe

        • The social reviewIn the same vein as the last filter, if you get a lot of email notifications for social networks and you still want to receive and review them, you can set up a filter with a subject search of all of the social networks you are involved with. For instance you could say “facebook OR twitter OR linkedin OR google+ OR”, you get the idea.

          You can then Archive these and give them a label. Sometimes, a filter like this can be overzealous, like if you are waiting on an email with the subject of “Facebook wants to buy your company for a billion dollars”. But, as long as you review this label every couple of days you won’t lose anything important.

        • Get notified fastAll of these filters are great, but what if you are waiting for a specific email from someone and you don’t want to keep checking your inbox every 30 seconds? Well, then you can set up what I like to call “the poor man’s AwayFind”. All you need is a cell phone for this.

          Set a filter with the To: field from the email address you are waiting on a message from. Then, set the search to foward to a different address. Instead of forwarding to another email address, you are going to set up an forward address to your phone number. Follow this format of address for your carrier.

            Add a forwarding address
              Forward the important email to your phone

              I’m with Verizon, so my address is forwarded to 1234567890@vtext.com (couldn’t get the MMS address work). Gmail will send you a confirmation code, confirm the email address, and boom: you now get text notifications of any sender you deem as important.

            • Set yourself up to keep projects aliveOne of the best things that I have learned from GTD is to keep a “waiting for” list. It allows me to keep track of everything that I have outside of myself pending to be done.

              I have an @Waiting label in Gmail that I use all the time. Anything that I need to follow up on gets this label. I move a lot of email here manually, but you can set up a filter that can apply this label automatically when you send an email.

              Create an email with the From: filled out as your email address and the content of the email searching for something like “_wf_” (without the quotes). Then assign this message an @Waiting label. When you send an email to someone that you want to track it as something you are waiting on, after your signature simply type “_wf_”. After it sends it will be caught by your @Waiting label for further follow up.

              Waiting for filter will keep your projects alive

              Getting to Inbox Zero isn’t as hard as you think. Use these Gmail filters to set up your system so you can concentrate more on important work rather than checking your inbox.

              (Photo credit: Mailslot via Shutterstock)

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              Last Updated on September 20, 2018

              8 Ways to Train Your Brain to Learn Faster and Remember More

              8 Ways to Train Your Brain to Learn Faster and Remember More

              You go to the gym to train your muscles. You run outside or go for hikes to train your endurance. Or, maybe you do neither of those, but still wish you exercised more.

              Well, here is how to train one of the most important parts of your body: your brain.

              When you train your brain, you will:

              • Avoid embarrassing situations. You remember his face, but what was his name?
              • Be a faster learner in all sorts of different skills. No problem for you to pick up a new language or new management skill.
              • Avoid diseases that hit as you get older. Alzheimer’s will not be affecting you.

              So how to train your brain and improve your cognitive skills?

              1. Work your memory

              Twyla Tharp, a NYC-based renowned choreographer has come up with the following memory workout:

              When she watches one of her performances, she tries to remember the first twelve to fourteen corrections she wants to discuss with her cast without writing them down.

              If you think this is anything less than a feat, then think again. In her book The Creative Habit she says that most people cannot remember more than three.

              The practice of both remembering events or things and then discussing them with others has actually been supported by brain fitness studies.

              Memory activities that engage all levels of brain operation—receiving, remembering and thinking—help to improve the function of the brain.

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              Now, you may not have dancers to correct, but you may be required to give feedback on a presentation, or your friends may ask you what interesting things you saw at the museum. These are great opportunities to practically train your brain by flexing your memory muscles.

              What is the simplest way to help yourself remember what you see? Repetition.

              For example, say you just met someone new:

              “Hi, my name is George”

              Don’t just respond with, “Nice to meet you”. Instead, say, “Nice to meet you George.”

              Got it? Good.

              2. Do something different repeatedly

              By actually doing something new over and over again, your brain wires new pathways that help you do this new thing better and faster.

              Think back to when you were three years old. You surely were strong enough to hold a knife and a fork just fine. Yet, when you were eating all by yourself, you were creating a mess.

              It was not a matter of strength, you see. It was a matter of cultivating more and better neural pathways that would help you eat by yourself just like an adult does.

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              And guess what? With enough repetition you made that happen!

              But how does this apply to your life right now?

              Say you are a procrastinator. The more you don’t procrastinate, the more you teach your brain not to wait for the last minute to make things happen.

              Now, you might be thinking “Duh, if only not procrastinating could be that easy!”

              Well, it can be. By doing something really small, that you wouldn’t normally do, but is in the direction of getting that task done, you will start creating those new precious neural pathways.

              So if you have been postponing organizing your desk, just take one paper and put in its right place. Or, you can go even smaller. Look at one piece of paper and decide where to put it: Trash? Right cabinet? Another room? Give it to someone?

              You don’t actually need to clean up that paper; you only need to decide what you need to do with it.

              That’s how small you can start. And yet, those neural pathways are still being built. Gradually, you will transform yourself from a procrastinator to an in-the-moment action taker.

              3. Learn something new

              It might sound obvious, but the more you use your brain, the better its going to perform for you.

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              For example, learning a new instrument improves your skill of translating something you see (sheet music) to something you actually do (playing the instrument).

              Learning a new language exposes your brain to a different way of thinking, a different way of expressing yourself.

              You can even literally take it a step further, and learn how to dance. Studies indicate that learning to dance helps seniors avoid Alzheimer’s. Not bad, huh?

              4. Follow a brain training program

              The Internet world can help you improve your brain function while lazily sitting on your couch. A clinically proven program like BrainHQ can help you improve your memory, or think faster, by just following their brain training exercises.

              5. Work your body

              You knew this one was coming didn’t you? Yes indeed, exercise does not just work your body; it also improves the fitness of your brain.

              Even briefly exercising for 20 minutes facilitates information processing and memory functions. But it’s not just that–exercise actually helps your brain create those new neural connections faster. You will learn faster, your alertness level will increase, and you get all that by moving your body.

              Now, if you are not already a regular exerciser, and already feel guilty that you are not helping your brain by exercising more, try a brain training exercise program like Exercise Bliss.

              Remember, just like we discussed in #2, by training your brain to do something new repeatedly, you are actually changing yourself permanently.

              6. Spend time with your loved ones

              If you want optimal cognitive abilities, then you’ve got to have meaningful relationships in your life.  Talking with others and engaging with your loved ones helps you think more clearly, and it can also lift your mood.

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              If you are an extrovert, this holds even more weight for you. At a class at Stanford University, I learned that extroverts actually use talking to other people as a way to understand and process their own thoughts.

              I remember that the teacher told us that after a personality test said she was an extrovert, she was surprised. She had always thought of herself as an introvert. But then, she realized how much talking to others helped her frame her own thoughts, so she accepted her new-found status as an extrovert.

              7. Avoid crossword puzzles

              Many of us, when we think of brain fitness, think of crossword puzzles. And it’s true–crossword puzzles do improve our fluency, yet studies show they are not enough by themselves.

              Are they fun? Yes. Do they sharpen your brain? Not really.

              Of course, if you are doing this for fun, then by all means go ahead. If you are doing it for brain fitness, then you might want to choose another activity

              8. Eat right – and make sure dark chocolate is included

              Foods like fish, fruits, and vegetables help your brain perform optimally. Yet, you might not know that dark chocolate gives your brain a good boost as well.

              When you eat chocolate, your brain produces dopamine. And dopamine helps you learn faster and remember better. Not to mention, chocolate contains flavonols, antioxidants, which also improve your brain functions.

              So next time you have something difficult to do, make sure you grab a bite or two of dark chocolate!

              The bottom line

              Now that you know how to train your brain, it’s actually time to start doing.

              Don’t just consume this content and then go on with your life as if nothing has changed. Put this knowledge into action and become smarter than ever!

              Featured photo credit: Unsplash via unsplash.com

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