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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 January 2, 2019

7 Steps For Making a New Year’s Resolution and Keeping It

7 Steps For Making a New Year’s Resolution and Keeping It

Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

1. Just pick one thing

If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

2. Plan ahead

To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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3. Anticipate problems

There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

4. Pick a start date

You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

5. Go for it

On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

Your commitment card will say something like:

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  • I enjoy a clean, smoke-free life.
  • I stay calm and in control even under times of stress.
  • I’m committed to learning how to run my own business.
  • I meditate daily.

6. Accept failure

If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

Perseverance is the key to success. Try again, keep trying and you will succeed.

7. Plan rewards

Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new?

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