Dennis Yu

How I Manage 1,000 Emails a Day

Yes, 1,000 emails a day. 30,000 emails a month.  

I follow the #DDD principle which stands for Do, Delegate, and Delete. We practice this company-wide along with the rest of our 9 triangles.

Do, delegate, and delete is our personal efficiency triangle. I archive (delete) most items right away. Delegate is when I pass the email off to someone else because they’ve made a mistake, I need to nudge them, or they’ve lost track. This happens often with young adults in our company.

Having to do it yourself is the most expensive part because now you are putting in your own time. Some of these things you can’t avoid. The more you can delegate or delete, the more efficiency you are able to get.

If you are running a team I would practice #CID, communicate, iterate, or delegate. This is similar to #DDD. Communicating is just giving lightweight touches to make sure people know what is going on, having updates, and project management. Iterate is when you have to do the task yourself- which should be rare. Delegate is passing it off to someone else because you have a process around the task that they can follow. Having a process and checklist makes things easier to delegate and saves everyone time. Without a process, you run into a lot more questions, unfinished tasks, or the task will be done wrong.

I go through my email twice a day, mid-day, and at night. During the day, I’ll use the Gmail app to process quick replies, delegate out urgent items or handle myself, so I don’t have to address twice or remember.

Handle things quickly without hurrying or rushing. Be quick, but don’t rush, there is a difference.

Email should not be the kind of thing you are trying to catch up with. You are able to get it done in a couple of sessions per day so that you can have the majority of your time as free time to be able to think. You are trying to be proactive, not reactive. The more of a leader you are, the more important it is to have time that you can actually plan. You should never allow your inbox across Facebook, Linkedin, Gmail, or Twitter to overwhelm you. It should never take more than half your time. But to stay productive, you can find this writingessayeast.com writer to help you with your writing assignment according to your wishes.

In fact, I run everything through a single inbox, since having multiple inboxes via Facebook chat, LinkedIn chat, text, Basecamp, and other systems just creates more clutter.

I archive most of my emails right away because they are automated emails I get daily.

I do everything I can to save time such as using Boomerang, changing settings to advance forward to the next email after I click archive, and delegating.

I don’t use folders, star emails, or save things. I follow GTD and get things done, to maximize personal efficiency in getting things done the first time. Then I know that I don’t have to go back and reread it. If I have to go back, I can always search for it.

Boomerang is my favorite product, it’s $10/month. I use this when delegating tasks from emails out to our people. I can boomerang the email to come back in a certain amount of time to make sure the task got done. Set boomerangs to only come back if there is no response.

I always boomerang out twice as long as the due date. This way I’m not getting more emails prematurely. For example, if a task is due in 2 days, I boomerang it out for 4 days, Hopefully, I get the email back before then, meaning it got taken care of in time. If I’m getting a lot of boomerangs back then something is wrong.

Only use boomerang if you have to. If you can get something done right away, then do it. Always practice GTD first, unless you are delegating it out.

You have to become a pro at Gmail in order to fully maximize your productivity. Unless you are only getting a few emails a day, you won’t be able to get through your emails if you don’t know how to use it.

We always have an internal thread for iterating on projects. This way we are not iterating through email where things can get lost in a hurry.

Every email I open only takes 30 sec- 2min to take care of. If there’s anything that takes more than 15 min, you got to wonder if it is something you really should be doing. Think to yourself, “Am I doing things efficiently”.

If a specific email thread has good velocity then you know that project is doing well. If there are gaps of more than 3 days then you know there is a lack of communication, momentum,  and production. Then I end up having to chase people.

Don’t try to use a bunch of folders to sort emails- it won’t work. I don’t know anyone who has had long-term success using folders.

By the way, I’m using the free email meter tool to help me understand my email efficiency. This will help you gauge how you are doing.

When you take care of things one time you don’t open emails, close them, or sweep them into folders, labels, or pads. Handle everything at one time. If you are going to read it, then read it, You won’t have time tomorrow, don’t fall into this lie everyone uses.

Dennis Yu

Dennis Yu

Dennis Yu is co-author of the #1 best selling book on Amazon in social media, The Definitive Guide to TikTok Ads. He has spent a billion dollars on Facebook ads across his agencies and agencies he advises. Mr. Yu is the "million jobs" guy-- on a mission to create one million jobs via hands-on social media training, partnering with universities and professional organizations. You can find him quoted in major publications and on television such as CNN, the Wall Street Journal, Washington Post, NPR, and LA Times. Clients have included Nike, Red Bull, the Golden State Warriors, Ashley Furniture, Quiznos-- down to local service businesses like real estate agents and dentists. He's spoken at over 750 conferences in 20 countries, having flown over 6 million miles in the last 30 years to train up young adults and business owners. He speaks for free as long as the organization believes in the job-creation mission and covers business class travel. You can find him hiking tall mountains, eating chicken wings, and taking Kaqun oxygen baths-- likely in a city near you.
I'm a member of Blitzmetrics Academy and a friend of Dennis to boot. Not only is Dennis highly intelligent and full of great and creative ideas, he's also incredibly generous with both his knowledge and his time. Success couldn't come to a better guy. Thank you for all that you do for the world, Dennis! 🙏

Michael Pacheco

Marketer

Thanks 🙏 for being shining light in this industry. Love what your building for works overseas too network for jobs so innovative. Dennis helped me navigate having bad experiences with marketing agencies and doing dollar a day marketing which has helped my personal brand tremendously. Highly recommend.

Eric Skeldon

Founder at Kingdom Broker

Working with Dennis has been a delightful experience. After meeting him in 2015 I got to collaborate with him on countless occasions. His understanding for state-of-the-art marketing, his implementation, and his leadership put him into the top 0.01% of marketers and mentors.

Jan Koch

Ihr kompetenter Partner für innovative KI-Strategien.

I had the pleasure of interviewing Dennis for my podcast in 2021 and since then we have maintained a friendship that grows with each interaction. I have seen Dennis' devotion to his friends and clients firsthand, and our conversations often result in us talking about how we can provide more value to the people around us. He is someone whom I can ask questions on a technical level, and look to on a personal level. If you have any hesitancy about hiring him, get over yourself and do it!

Isaac Mashman

Help scaling personal brands.

Geez, where do I start recommending Dennis? First, he is an absolutely brilliant marketer who understands where marketing is today and where it's going tomorrow. He also has an incredible passion for the International Worker community. The lessons he has taught me from his almost 20 years of experience hiring International Workers have been immense. Most importantly though. Dennis Yu is someone who wants the absolute best for you and is willing to tell you the truth. Dennis sat with me at a point in my business where I was floundering but did not want to admit it. He asked some very straight forward questions to get me to admit my issues, highlighted the issues, and then helped me create a roadmap to success.

Atiba de Souza

International Keynote Speaker | Video Content Superman | Superconnector |

Dennis, which I had the pleasure of working with is one of the most giving, honest and tell you as it is person I ever know. The knowledge this man has is remarkable and he just gives it out freely. He is not pretentious and always entertain anyone big or small in the industry always willing to help. If you ever get a golden opportunity to work with him or mentored by him say YES!. You will notr regret Dennis, which I had the pleasure of working with is one of the most giving, honest and tell you as it is person I ever know. The knowledge this man has is remarkable and he just gives it out freely. He is not pretentious and always entertain anyone big or small in the industry always willing to help. If you ever get a golden opportunity to work with him or mentored by him say YES!. You will not regret

Nixon Lee

The PR Whisperer

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