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How to Make Gmail/Gcal Rock Your Tasks

How to Make Gmail/Gcal Rock Your Tasks
Gmail

There are a million tools out there to keep track of your tasks, your appointments, your emails and reminders. But let’s face it — each of them have their drawbacks, and finding the right combination can be an ongoing quest.

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Many people also love Gmail and Gcal as two of their online tools of choice – they’re simple tools that get the job done fast, wherever and whenever you need them. If you count yourself among this group, here’s a guide for using the Gmail/Gcal combination as your online information center.

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gcal
  • Gmailing Things Done (GTD). If you’re a fan of GTD, Gmail can be a simple way of implementing your to-do system. Treat each email as a task, and simply label them with a context (C:Home, C:Work, C:Calls, C:Read, C: Errands, etc.), and archive them. Then, when you are at work, click on the C:Work tag and see what needs to be done. When you’ve completed a task, removed the C:Work tag. Firefox extension GTDInbox adds some extras to this system, but it can be done simply by using context tags.
  • Leave Your Inbox Empty. As new email comes in, process them out of your inbox quickly — delete them, archive them, forward them (and then delete or archive), or tax them with a context tag and archive. Make decisions on each email quickly, or the emails will begin to pile up. Leave your inbox clear to get things off your mind, allowing you to focus better.
  • Use Gcal for Your Hard Landscape. For things that have to be done at a definite time, such as meetings or appointments, Gcal is a great choice of online calendars. It’s simple and quick. Add things quickly to your Gcal, and check it at least once in the morning to see what you have on tap for the day.
  • Gcal Quick Add Extension. If you’re busy doing something, and remember an appointment, or someone tells you about a meeting, you don’t want to forget it. But you also may not want to spend time opening your Gcal, finding the date, clicking to add a new appointment, and then typing the appointment. Instead, install the Gcal Quick Add Firefox extension, and you can pull up a quick entry box with Command-; and enter your appointment quickly: Meet Jerry 1 p.m. tomorrow at Conference RmA.
  • Compose Gmail Quickly. Want to send yourself a task in Gmail but don’t have much time? Set up a bookmarklet for a quick compose: 1) Click on “compose” in Gmail, and then click on the pop-out button in the compose area to bring it to a new window; 2) right-click on some blue space and select “Bookmark This Page” and save it in your Bookmarks Toolbar folder; 3) Right-click on the new bookmarklet you’ve created, select Properties and check “Load this bookmark in the sidebar”. Now just click on this bookmarklet at any time when you want to send yourself a new task, or send someone else a quick email.
  • To-do List for Gcal. Wish that Gcal had a simple to-do list? Install the To-do script for Gcal (you’ll need to have the Greasemonkey extension installed first).
  • Add Agenda to Gmail. Want your Gcal agenda for today to show up in Gmail? No problem. Install the Add Calendar Feed script (again, you’ll need Greasemonkey) to add a small agenda to your Gmail interface.
  • RTM for Gcal. If you would rather use Remember the Milk for your tasks, you can add your RTM agenda to each day in Gcal. Similarly, if you use Vitalist for your to-dos, you can sync your to-dos with your Gcal.
  • Gmail as a business diary. Blogger Steve Rubel details his system for using Gmail as a business diary, along with many more uses.

Leo Babauta blogs regularly about achieving goals through daily habits on Zen Habits, and covers such topics as productivity, GTD, simplifying, frugality, parenting, happiness, motivation, exercise, eating healthy and more. Read his articles on doubling your productivity, keeping your inbox empty, clearing your desk, becoming an early riser, and the Top 20 Motivation Hacks.

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Last Updated on October 30, 2018

How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

Who needs Tony Robbins when you can motivate yourself? Overcoming the emotional hurdle to get stuff done when you’d rather sit on the couch isn’t always easy. But unless calling in sick and waking up at noon have no consequences for you, it’s often a must.

For those of you who never procrastinate, distract yourself or drag your feet when you should be doing something important, well done so far! But for the rest of you, it’s good to have a library of motivational boosters to move along.

Whether you’re starting a buisiness, trying to los weight or breaking a bad habit, you’ll learn how to motivate yourself with different techniques in this article.

13 Simple Ways to Motivate Yourself Right Now

Despite your best efforts, passion, habits and a flow-producing environment can fail. In that case, it’s time to find whatever emotional pump-up you can use to get started:

1. Go back to “why”

Focusing on a dull task doesn’t make it any more attractive. Zooming out and asking yourself why you are bothering in the first place will make it more appealing.

If you can’t figure out why, then there’s a good chance you shouldn’t bother with it in the first place.

2. Go for five

Start working for five minutes. Often that little push will be enough to get you going.

3. Move around

Get your body moving as you would if you were extremely motivated to do something. This ‘faking it’ approach to motivation may seem silly or crude but it works.

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4. Find the next step

If it seems impossible to work on a project for you, you can try to focus on the next immediate step.

Fighting an amorphous blob of work will only cause procrastination. Chunk it up so that it becomes manageable. Learn how to stop procrastinating in this guide.

5. Find your itch

What is keeping you from working? Don’t let the itch continue without isolating it and removing the problem.

Are you unmotivated because you feel overwhelmed, tired, afraid, bored, restless or angry? Maybe it is because you aren’t sure you have time or delegated tasks haven’t been finished yet?

6. Deconstruct your fears

I’m sure you don’t have a phobia about getting stuff done. But at the same time, hidden fears or anxieties can keep you from getting real work completed.

Isolate the unknowns and make yourself confident, you can handle the worst case scenario.

7. Get a partner

Find someone who will motivate you when you’re feeling lazy. I have a friend I go to the gym with. Besides spotting weight, having a friend can help motivate you to work hard when you’d normally quit.

8. Kickstart your day

Plan out tomorrow. Get up early and place all the important things early in the morning. Building momentum early in the day can usually carry you forward far later.

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Having a morning routine is a good idea for you to stay motivated!

9. Read books

Read not just self-help or motivational books but any book that has new ideas. New ideas get your mental gears turning and can build motivation. Here’re more reasons to read every day.

Learning new ideas puts your brain in motion so it requires less time to speed up to your tasks.

10. Get the right tools

Your environment can have a profound effect on your enthusiasm. Computers that are too slow, inefficient applications or a vehicle that breaks down constantly can kill your motivation.

Building motivation is almost as important as avoiding the traps that can stop it.

11. Be careful with the small problems

The worst killer of motivation is facing a seemingly small problem that creates endless frustration.

Reframe little problems that must be fixed as bigger ones or they will kill any drive you have.

12. Develop a mantra

Find a few statements that focus your mind and motivate you. It doesn’t matter whether they are pulled from a tacky motivational poster or just a few words to tell you what to do.

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If you aren’t sure where to start, a good personal mantra is “Do it now!” You can find more here too: 7 Empowering Affirmations That Will Help You Be Mentally Strong

13. Build on success

Success creates success. When you’ve just won, it is easy to feel motivated about almost anything. Emotions tend not to be situation specific, so a small win, whether it is a compliment from a colleague or finishing two thirds of your tasks before noon can turn you into a juggernaut.

There are many ways you can place small successes earlier on to spur motivation later. Structuring your to-do lists, placing straightforward tasks such as exercising early in the day or giving yourself an affirmation can do the trick.

How to Stay Motivated Forever (Without Motivation Tricks)

The best way to motivate yourself is to organize your life so you don’t have to. If work is a constant battle for you, perhaps it is time to start thinking about a new job. The idea is that explicit motivational techniques should be a backup, not your regular routine.

Here are some other things to consider making work flow more naturally:

Passion

Do things you have a passion for. We all have to do things we don’t want to. But if life has become a chronic source of dull chores, you’ve got a big problem that needs fixing.

Not sure what your passion is to get you motivated? This will help you:

How to Get Motivated and Be Happy Every Day When You Wake Up

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Habits

You can’t put everything on autopilot. I’ve found putting a few core habits in place creates a structure for the day.

Waking up at the same time, working at the same times and having a similar productive routine makes it easier to do the next day.

This guide will be useful for you if you’re looking to build good habits:

Understand Your Habits to Control Them 100%

Flow

Flow is the state where your mind is completely focused on the task at hand. While there are many factors that go into producing this state, having the right challenge level is a big part.

Find ways to tweak your tasks so they hover in that sweet spot between boredom and maddening frustration.

Easily distracted and hard to focus? Here’s your solution.

Final Thoughts

With all these tips I’ve shared with you, now you know what to do when you’re feeling unmotivated.

Find your passion and develop a positive mantra so when the next time negativity hits you again, you know how to stay positive and motivated!

Featured photo credit: Pexels via pexels.com

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