Use Asana to Get to Inbox Zero

Working for yourself is the most amazing experience, but it can be so overwhelming.

Do you have an inbox full of unread emails, sticky notes covering your desk, and a whole list of tasks that should have been done already?

The stress tends to either lead to all day/night working episodes, or completely ignoring all of your responsibilities because starting is just too overwhelming.

I’m all about getting to inbox zero, but it’s nearly impossible to do without a proper project management system in place.

I’ve told you about my dear friend followupthen! This is great when you want to remind yourself of an email at a later point in time, but what about all the other stuff?

You know, the email that you think is a great resource, the information about a project, client information, and all the other things that should be on your to-do list. (Your inbox should not be your to-do list!)

Enter Asana. Now, there are two major ways that you can use Asana to help you get to inbox zero.

  1.         Forward or Copy & Paste Emails into Asana

There are some emails that come in that I just want to save. Can you relate? They are either full of information or have links/passwords included.

If this happens, you simply either forward the email directly to Asana or simply copy and paste the important information into an Asana project.

This way, you always have the information and it isn’t taking up valuable retail space in your inbox.

To find the email for an individual project, go to the project. Click the down arrow > Add Tasks via > email.

The email address for that specific project will pop up.

Asana Screenshot

When you forward the email, the subject will become the task name and the body of the email will become the task description. If there is an attachment, that will stay.

You can put multiple projects in as contacts in your email, but I like to create a separate project that says “add to projects” and simply sort the information from there.

  1.         Communicate within Asana

Do you ever get the “what’s the status of….” email? What about the “I can’t find that x you sent me, can you resend”? Or even better, “I didn’t get that or it went to spam”.

Well, you can communicate with your clients and employees right in Asana.

You can see what has been done and what hasn’t been done.

You can assign tasks to each other with due dates, and you can communicate within the tasks.

You can add comments, tag a team members using the @ symbol, and keep project communication out of your inbox.

Attach documents right in the project, so it won’t get lost. Attach links to Google docs for easy access.

The options are endless.

Did I mention that Asana was free? You and up to 14 team members can be on your workspace for free. Now, there is an upgrade available that has some pretty cool features, but the free version works amazingly!

Do you use Asana to help organize your tasks get to inbox zero?


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here


How To Use Asana To Achieve Inbox Zero #productivity #automation AmandaLeighVA.com 1How To Use Asana To Achieve Inbox Zero #productivity #automation AmandaLeighVA.com 2How To Use Asana To Achieve Inbox Zero #productivity #automation AmandaLeighVA.com 3

You Can Achieve Inbox Zero

Inbox Zero 1 - AmandaLeighVA.com

Inbox Zero. It’s something that many dream about, but is it actually possible? I’m here to tell you that it is. A zero inbox is something that is achievable even if you get hundreds of emails every day and even if you have thousands and thousands of unread emails in your inbox.

An inbox with zero emails is achievable, but it does take time and some preparation.

Unsubscribe. Unsubscribe to any newsletters that you do not read. They are just taking up precious real estate in your inbox and precious time out of your day.

Canned responses or templates. Everybody has emails they write over and over again. You may also be one of those people that copy and paste from your draft folder. Making these into canned responses and templates is such an amazing tool that will save you a ton of time.

Only touch that email once. If you’re checking your emails, you should only be checking that email once. Look at the email. Can you respond or complete the required task in less than 2 minutes? If so, do it. If not, create a system to schedule a time in your day to do that task. Then you add that email to your process.

When I say schedule a time in your day to complete the task, I don’t mean leave it in your inbox. Having your inbox as a “to do list” may work if you get only a few emails per day, but the more emails you receive, the harder that will be. So, instead of leaving it alone, put it somewhere. Add it to a folder in your email, desktop,or Google Drive. Add it to your project management system and archive the email. You’ll have to see what works for you, but leaving it untouched in your inbox should not be one of them!

How does your inbox look? Do you have any of these systems in place?

Did you know that I offer email management as one of my packages? Take a look here and contact me to schedule a discovery call.


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

 

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here

How to Use Canned Responses in Gmail

Do you find yourself typing the same emails over and over and over again? Maybe you go back to previous emails to copy and paste the information. It just feels like such a waste of time. Fret no more because Gmail’s canned responses will come to the rescue!

I’m sure you’ve heard of canned responses before, but never really understood what it was. Well, you can type an email, include the subject if you’d like, and any formatting and attachments you would normally include in this email. Save this as your Canned Response, and you will never have to type that email again!

 

In order to create a canned response, you have to enable the feature in Gmail.

  • Click on your settings icon
  • Click Settings
  • Go to the “Labs” tab
  • Find “Canned Responses” and select enable
  • Save Changes

After the feature is enabled:

  • Open a new email
  • Type your email template. Be sure to include:
    • Recipients, if you use the same one for this particular email
    • Subject, if you’d like to always use the same one
    • Any formatting you’d like to save
  • Click the arrow on the bottom right of your email for more options
  • Hover over Canned Responses
  • Click “New Canned Responses”
  • Enter the name of your canned responses (it will use the subject if you entered one)

That’s it! You never have to type that email again. Now, to use it:

  • Open a new email (or respond to an email)
  • Click the arrow on the bottom right of your email for more options
  • Hover over Canned Responses
  • Select your Canned Response to enter into that email

How to Use Canned Responses in Gmail.png


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

 

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here

Don’t Forget to Follow Up with Emails

Oh, the dreaded inbox. I feel we all have such a love/hate relationship with it!

I’m sure that you’ve forgotten to follow up with an email (I certainly have). It’s just so easy to lose track of a to-do list in your inbox.

There are a few ways to get around this problem. My two favorite solutions are to use Asana and Followupthen.

But Amanda, I don’t want to have to keep leaving my inbox to write down tasks for every email!

I am here to tell you that you don’t have to!

Today we’ll start with Followupthen.

Let’s say you are sending an email to a client for them to sign a contract. You want to send a reminder in 1 week. Do you have to go and write it in your calendar or to-do list to check on it within one week? Nope! You will send a bcc to 1weeks@fut.io and you’ll receive an email in exactly one week! It’s that easy!

So head over to https://www.followupthen.com/ and sign up for your free account to get started!

Did you forget to follow up with that email last week 2   Did you forget to follow up with that email last week_ 3   Did you forget to follow up with that email last week_


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here