HOW TO MANAGE MULTIPLE GTD PROJECTS USING AND
THE "SECRET WEAPON"Getting Things Done
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The Secret Weaponis a free
organizational technique for both
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professional and personal phases of life
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that re-organizes emails, ideas, and every
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BIG & small things to-do into one system that
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stays synchronized across your computers
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as well as your smartphones and tablets
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Let’s BEGIN!
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Installing the Secret Weapon
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is a freemium, note taking app that syncs
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You can install in all your devices
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To learn more about how to install
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Visit my previous presentation
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Let’s start by setting up a Notebook
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that can be used to contain notes
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On your desktop, double-click thiss
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Click File
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then click New Notebook…
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Type “Action Pending”
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then click OK
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Right click on Action Pending
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click Add to Stack
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then click New Stack
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Action Pending notebook will now belong
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under Notebook Stack
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Now, right click on Notebook Stack
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then click Rename
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Type “Tasks”
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Now, right click on Tasks
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click on Create Notebook in “Tasks”
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Type “Completed”
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then click OK
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Next, click on Action Pending notebook
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Let's add a New Note by clicking here
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This window will appear
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Click on Title bar to name it
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To name your first note, type “First Note”
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To add tags, click Add tag…
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Type “!Daily” then press Enter
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Add another tag…
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Type “.Active Projects” then press Enter
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Add another tag…
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Type “.Inactive Projects” then press Enter
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Add another tag…
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Type “.What” then press Enter
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Add another tag…
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Type “.When” then press Enter
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Add another tag…
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Type “.Where” then press Enter
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Add another tag…
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Type “.Who” then press Enter
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Add another tag…
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Type “1-Now” then press Enter
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Add another tag…
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Type “2-Next” then press Enter
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Add another tag…
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Type “3-Soon” then press Enter
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Add another tag…
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Type “4-Later” then press Enter
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Add another tag…
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Type “5-Someday” then press Enter
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Add another tag…
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Type “6-Waiting” then press Enter
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Close the note for now
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Click Tags to see all your tags
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You can see all your tags here
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Arranging .What context to its appropriate tags
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Right click on .What
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Click Create Tag in “.What”…
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Type “Distribution”
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Then click OK
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Right click on .What
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Click Create Tag in “.What”…
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Type “Marketing”
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Then click OK
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Right click on .What
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Click Create Tag in “.What”…
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Type “Sales”
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Then click OK
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Right click on .What
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Click Create Tag in “.What”…
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Type “Ideas”
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Then click OK
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Next, nest one tag into another tag
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to group the context where they belong
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Drag .Active Projects under .What
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Drag .Inactive Projects under .What
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.Active Projects, .Inactive Projects, Distribution, Ideas, Marketing & Sales are now nested under .What
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Arranging .When context to its appropriate tags
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Drag !Daily under .When
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Drag 1-Now under .When
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Drag 2-Next under .When
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Drag 3-Soon under .When
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Drag 4-Later under .When
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Drag 5-Someday under .When
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Drag 6-Waiting under .When
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!Daily, 1-Now, 2-Next, 3-Soon, 4-Later, 5-Someday & 6-Waiting are now nested under .When
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Arranging .Where context to its appropriate tags
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Right click on .Where
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Click Create Tag in “.Where”…
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Type “@Home”
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Then click OK
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Right click on .Where
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Click Create Tag in “.Where”…
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Type “@Outside”
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Then click OK
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Right click on .Where
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Click Create Tag in “.Where”…
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Type “@Work”
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Then click OK
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@Home, @Outside & @Work are now nested under .Where
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Arranging .Who context to its appropriate tags
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Right click on .Who
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Click Create Tag in “.Who”…
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Type “Arvin”
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Then click OK
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Right click on .Who
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Click Create Tag in “.Who”…
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Type “Kevin”
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Then click OK
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Arvin & Kevin are now nested under .Who
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You can compress each tags by clicking these
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When compressed it will look like this
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To expand, click these again
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Your set-up is now finished and
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you can now use the Secret Weapon to collect,
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organize & review all the action pending in your life.
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THE "SECRET WEAPON“ TO DECLUTTERING YOUR EMAIL INBOX
Setting up IMAP
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Setting upaccount
inMicrosoft® Outlooksss
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First, open a browser by clicking it.
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Type www.gmail.com on then click Enter
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Type in your email address
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Click Next
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Type in your password
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then click Sign in
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Click on Settings icon
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Select Settings
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Click Forwarding and POP/IMAP
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Select Enable POP for all mail
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Click Save Changes
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then click Minimize
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On your desktop, open Microsoft Outlook
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Click Next >
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Select Yes then click Next >
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Type your name here
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Type your Email Address here
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Type your Password here
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Type the exact same Password here
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Select Manual setup or additional server types
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Then click Next >
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Select POP or IMAP
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Then click Next >
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Type in your Name:
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Type in your Email Address:
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For this tutorial we’ll be using POP3
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Type pop.gmail.com on Incoming mail server:
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Type same email on Outgoing mail server (SMTP):
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Type in your User Name:
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Type in your Password
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Click More Settings …
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Click Outgoing Server tab
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Click this box
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then click OK
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Click Advanced tab
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Click the box of Incoming server (IMAP):
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Type “995”
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Check this box
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Click the box of Outgoing server (SMTP):
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Type “587”
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Click here
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Select TLS
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Uncheck this box
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then click OK
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Click Next >
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Click Finish
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Wait for all your messages in
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to be synced in
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Still catching up?
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Yes?
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Good!
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Here’s the FUN part!
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Let’s get started!
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Select a bunch of your emails
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then click Save to Evernote
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Click Add Notes
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The selected emails that are saved to Evernote
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are now added to default Action Pending
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Remember this?
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You can now drag the selected emails
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to these following tags
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according to their use, priority, and to
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where or whom they are addressed to.
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You can add multiple tags to
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Make sure all your emails has
corresponding© Your Keen & Crisp VP | KevChavez.com | All Rights Reserved
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tags especially the .When context
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For emails/tasks that you can't act upon
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immediately, drag it to 6-Waiting tag
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For idle emails/tasks that you consider doing
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but are not your top priorities
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drag it to 3-Soon tag
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For emails/tasks that you are not committed
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to, but are not yet ready to delete
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drag it to 5-Someday tag
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There you have it
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Thank you for investing on yourself
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Apply what you have
learned© Your Keen & Crisp VP | KevChavez.com | All Rights Reserved
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and…© Your Keen & Crisp VP | KevChavez.com | All Rights Reserved
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