Zoom Call 5.03.22 Greg Vetter on Being More Efficient with Emails

Real Estate Agent with Mapleridge Realty, CT 203-206-0754 REB.0759001

Zoom Call with Greg Vetter on Being More Efficient with Managing Emails

The tone of the call was on how to property manage emails and creating a system to categorize them by importance to what we do daily.  His intent was to have us recognize what is important with emails and create a system whereby we can fly through them in a few minutes and have no emails in our inbox at the end of each session and the day.

His belief is that no one should work out of their inbox. Separate files need to be set up so as to allow the emails a priority between action and support.

The action emails get first attention, and the support emails wait for available time. 


His system is designed to allow us to work from Outlook. Everything needed for a day is in one area, but all contained in separate files.

Action and support are related to everything we keep in our computer, or our desk is something we either want to work on or keep. If it doesn't fall into those categories, then we should be giving it to someone else or deleting it.

A simple way to remember the terms is to look at action items as kinetic energy or verbs, The counterpart would be the opposite, passive, no intention or something we save as support.  In this manner we can focus on the action list first.

He used as an example a basic form. If the form is just there, then it needs something to happen in order to be a viable form. It will become an action if it needs to be filled out.  If it gets stored, then it is a support item. or saved or even forwarded. He went through a couple of examples for action and support to emphasize his point.

His next concept was titled OATS and is used primarily for paper flow. With items in our inbox, there are only 4 ways to address them:


His method would work for desk files as well as electronic files and many of his categories are similar.  As noted, until the time at which we stop with work, everything we do will go through some form of inbox, and from there get categorized.

Going through email is not to be looked at as reducing work, merely a way of processing it better.

Assume an inbox of 180 emails, which at first glance seems to be a huge task.  When looking at the inbox, it should be viewed in a manner similar to a clerk working in a post office. Each letter needs to be placed into a sort file. 

Stand is a manner of getting done quickly. Literally stand up while sorting emails which will generate greater focus.

FADS is the system an email will be sorted through.

Decide the File After establishing categories, emails should be slotted appropriately.

Use senses  Remember the files and where they may have been categorized.

Drag IT  Dragging it refers to finding a file in and while keeping it held, drag it to an appropriate category without having to hit save as and filing. It works for files in the inbox as well as taking and hitting a tab on the task bar for a file.

When done regularly, this system will allow an inbox to be emptied in a few minutes.

Greg Vetter is an ActiveRain member and his blog can be reached through this link


Zoom Call with Greg Vetter on Being More Efficient with Managing Emails

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Edward (Ed) Silva
Broker Associate

Serving Central Connecticut Sellers and Buyers

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Comments (18)

Will Hamm
Hamm Homes - Aurora, CO
"Where There's a Will, There's a Way!"

Hello Ed and thanks for the recap on the great zoom call this past week.  Make it a great day!

May 05, 2022 06:37 AM
Patricia Feager, MBA, CRS, GRI,MRP
Selling Homes Changing Lives

Ed Silva 

"Nobody should work out of their inbox." Now that is something worth pondering!

Happy Thursday to you!

May 05, 2022 06:49 AM
Nina Hollander, Broker
Coldwell Banker Realty - Charlotte, NC
Your Greater Charlotte Realtor

Hi Ed... I listened very carefully to this presentation and just couldn't wrap my mind around his process. However, he did inspire me to clean out my inbox. On Tuesday I had over 4,900 emails in my inbox; this morning after deleting and filing I have 2,500. And that number will be much lower by the end of the upcoming weekend.

May 05, 2022 07:06 AM
Joan Cox
House to Home, Inc. - Denver Real Estate - 720-231-6373 - Denver, CO
Denver Real Estate - Selling One Home at a Time

Ed, sounds like a good Zoom call, and I use Outlook, and think I keep it very organized and efficient.

May 05, 2022 08:29 AM
Rocky Dickerson
Realty One Group - Las Vegas, NV
Superior Service!

Thank you Ed for your recap of the call. It is appreciated by all.

May 05, 2022 01:28 PM
Grant Schneider
Performance Development Strategies - Armonk, NY
Your Coach Helping You Create Successful Outcomes

Good afternoon Ed - I could certainly utilize this information.  I did not hear the presentation because I was in Albany.

May 05, 2022 01:31 PM
Anna Banana Kruchten CRS, Phoenix Broker
HomeSmart Real Estate BR030809000 - Phoenix, AZ

Hi Ed it was an interesting presentation.  I enjoyed it.  I had to jump off a little early to get to another meeting but he was pretty much done by then - I think.  You've outlined it very well.  Thankfully I had a system in place already and handle stuff quickly which has made things so simple for our office.

May 05, 2022 03:05 PM
Kat Palmiotti
406-270-3667, kat@thehousekat.com, Broker/REALTOR® - Kalispell, MT
Helping your Montana dreams take root

I have to get better at the # of times I check my email. The last few days (since our Zoom call) I've been cutting back.  I also started deleting emails and moving some into folders but I have a lot - it'll take a while.

May 05, 2022 03:48 PM
George Souto
George Souto NMLS #65149 FHA, CHFA, VA Mortgages - Middletown, CT
Your Connecticut Mortgage Expert

Ed you took very good notes.  There was a lot of very good information to absorb in a short time.

May 05, 2022 04:30 PM
Kathy Streib
Cypress, TX
Retired Home Stager/Redesign

Hi Ed- Thanks for the recap of the Zoom meeting. I don't use Outlook and never have but have been trying hard to minimize my email Inbox.

May 05, 2022 04:44 PM
Laura Cerrano
Feng Shui Manhattan Long Island - Locust Valley, NY
Certified Feng Shui Expert, Speaker & Researcher

We seem to have perfected the zoom call overtime in these two years

May 05, 2022 10:10 PM
Lawrence "Larry" & Sheila Agranoff. Cell: 631-805-4400
The Top Team @ Charles Rutenberg Realty 255 Executive Dr, Plainview NY 11803 - Plainview, NY
Long Island Condo and Home Specialists

Great recap Ed of this zoom presentation. I'm constantly emptying my Inbox...and I have to admit sometimes I delete too quick!

May 06, 2022 04:18 AM
Brian England
Arizona Focus Realty - Gilbert, AZ
MBA, GRI, REALTOR® Real Estate in East Valley AZ

Craig gave an awesome presentation, he seems like such a great guy!  I have always been very organized so a lot of the things he spoke about, I have been doing for years, haha.

May 06, 2022 06:52 AM
Wanda Kubat-Nerdin - Wanda Can!
Red Rock Real Estate Brokered by Real - St. George, UT
So Utah Residential, Referral & Relocation REALTOR

Wow! What an amazing re-cap of the zoom meeting Ed, you more than adequately described, in detail, Craig's presentation. Thank you for your efforts.

May 06, 2022 09:06 AM
Laura Cerrano
Feng Shui Manhattan Long Island - Locust Valley, NY
Certified Feng Shui Expert, Speaker & Researcher

You could be efficient in so many easier ways these days. Just so much time wasted, I agree

May 06, 2022 09:47 PM
Dorie Dillard Austin TX
Coldwell Banker Realty ~ 512.750.6899 - Austin, TX
NW Austin ~ Canyon Creek and Spicewood/Balcones

Good morning Ed,

Great recap of Craig's excellent zoom presentation. I also try and keep my inbox clear but learned as few tips!!

May 07, 2022 07:51 AM
Myrl Jeffcoat
Sacramento, CA
Greater Sacramento Realtor - Retired

I am certain those able to attend the Greg Vetter Zoom session benefitted from it.

May 07, 2022 11:55 PM
Paul S. Henderson, REALTOR®, CRS
Fathom Realty Washington LLC - Tacoma, WA
South Puget Sound Washington Agent/Broker!

It was nice seeing you at last weeks zoom call and I was glad I could attend and absorb Ed Silva 

May 08, 2022 03:00 PM