The Aaron Brazell Show: Episode 2: The Quest for Email Ninjahood

Fun show tonight.

Jared Goralnick, the CEO of AwayFind joins guest co-host Jimmy Gardner, joined us to talk about email management and productivity much like I’ve been talking about in my Email Ninjahood series.

Later in the show, we enjoyed an open line surrounding a segment I’ve heard over at Ron Smith’s WBAL show occasionally. The segment was “Someone Had to Say It” and gave everyone a chance to gripe about things like friends wanting free consulting services, etc.

Listen to the Episode 2. Also, you can subscribe in iTunes.

If you like what you hear, consider reviewing the show on iTunes as well.

Also, congratulations to Shaun Farrell for winning the one year subscription to Shuttlebus from our friends over at Freshbooks. Congratulations and thanks for listening, Shaun.

The Quest for Email Ninjahood: Consolidate Email

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Before we got a little distracted by other things, we began a series on email ninjahood. Because email bandwidth continues to be a problem for many people with the ubiquity of Blackberries, smartphones and email anywhere you turn.

The recommendations I’m offering in this series work for me but they may not work for everyone. There are lots of productivity wizards out there able to recommend different approaches. Find what works for you and run with it.

For me, I have five different email addresses (probably more if I think about it but five that I need to pay attention to). Before embarking on the quest for email ninjahood, I would login to gmail, multiple other webmails, check my Blackberry, etc. all before rolling out of bed in the morning.

Crazy.

Instead, I’ve gone into the settings for email addresses and forward everything to Picture 3.pngaaron@technosailor.com EXCEPT for Gmail which is on record with probably a dozen different mailing lists. Most of my actionable email goes to aaron@technosailor.com.

This is not the only action I’ve taken but it is first stem. Having all my email in one place allows me to not be going everywhere looking and ensures that everything I need will be in one place.

Next time, I’ll talk about filters and rules, “need-to-know” emails, and leveraging a dedicated email address for your smartphone.

The Quest for Email Ninjahood – I Admit That I Have a Problem

I’m beginning a short series here that, on one hand, I hope to use to educate and on the other hand I hope to expose myself and the flaws I have in how I deal with email.

Email quite simply is a problem. Some people are blessed to have little email traffic so they squander that luxury by creating email by sending chain letters or otherwise. I however, have a much bigger, and much more deadly problem.

At last count, across all my various email addresses, I receive about 900 emails every single day. Much of this is junk email (not necessarily spam, but still very Bacn). Another large chunk is mailing lists for WordPress, or Twitter or various different other mailing lists. I read all of it.

When I was at b5media, Jeremy lectured me (not just me) about email management. We instituted various techniques to get our Blackberry usage under control. It was best practice kind of stuff like turning off notification on all emails except ones with certain tags in the subject line. That worked, kind of. It worked for the more disciplined, but I always just figured that I was looking at my email anyway, no need to worry about stupid little additional things.

I left b5media and my email load did drop significantly. For awhile. Then it picked back up again as I was putting quotes together and talking to prospective clients. Much of my communication shifted from email to Twitter direct messages where potential clients often approached me asking if I could help them with a project or something.

My messaging got to be a real problem and my Blackberry had to be cleared regularly. There was just too much mail hitting it and I really didn’t want to see it all on my Blackberry.

Again, I read all my email. Suddenly though, I realized what people like Jared and Jeremy had been telling me for years: I didn’t need to be seeing every single email on my Blackberry. Not even close.

Over the next few articles, I’m going to tell you some of the things I’ve already done in the past two weeks and rules, literally and figuratively, I’ve put into motion in my email life. Everything that could be done has not been done, however the plan is ongoing and, as I’ve loved the results, I expect you probably will too.