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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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More by this author

Leo Babauta

Founder of Zen Habits and expert in habits building and goals achieving.

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Last Updated on October 14, 2020

The Art of Humble Confidence

The Art of Humble Confidence

To be confident or not to be confident, that is the question. I’m not sure about you, but I’ve been a bit confused about all this discussion about the subject of confidence. Do you really need to be more confident or should you try to be more humble? I think the answer is both – you just have to know where to use it.

East VS West – Confidence, It’s a Cultural Thing

In typical Western countries, the answer to the confidence debate is obvious – more is better. Our heros are rebellious, independent and shoot first, ask questions later. I think this snippet of dialog from The Matrix sums it up best:

Agent Smith – “We’re willing to wipe the slate clean, give you a fresh start. All that we’re asking in return is your cooperation in bringing a known terrorist to justice.”
Neo – “Yeah. Well, that sounds like a pretty good deal. But I think I may have a better one. How about, I give you the finger”
[He does]
Neo -“ …and you give me my phone call.”

In Eastern countries, the tone is often considerably different. Elders are supposed to be revered not dismissed. The words ‘guru,’ meaning a teacher, and the philosophy of dharma, loosely translated to mean ‘duty,’ come from here. In Eastern cultures humility and respect are more important than confidence.

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These perspectives are generalizations, but it shows how the confidence debate goes back deep into our culture. I think that both extremes of pure confidence or pure humility are misguided. Instead of rectifying this situation by simply blending the two: becoming somewhat humble, somewhat confident all the time, I believe the answer is to know when to be confident and when to be humble.

Humble Confidence – Know When to Use It

I’m going to make another broad generalization. I believe that virtually every relationship you are going to have is going to fit into one of two major archetypes, either master or student. In peer relationships this master/student role may switch frequently, but it is extremely rare that the relationship never leans to one side.

In the master role, you are displaying confidence to get what you want. This is public speaker, leader or seducer. Being the master has advantages. You have more control and ability to influence from this role.

The student role is the opposite. You are intentionally displaying humility. This is the student, disciple or follower. Being the student has advantages too. You can learn a lot more in this role and are more likely to win the trust of the other person.

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Know When to Shut Up and Learn

If you are a typical Westerner, you are probably already thinking about which role you prefer. Being the leader is great. You get respect and a higher status. Most of all you get a greater degree of control.

But the problem is that you can’t and shouldn’t always try to be the leader. Trying to assume that role without the skills, resources or status to back it up will lead to conflict. More importantly, there are many times when you purposely want to display humility. Some of the benefits to the student role include:

  • You learn more.
  • Smooths relationships.
  • Makes others more willing to lend a helping hand.

Knowing when taking the humble route is to your advantage. It is far easier to get mentors and advisors if you use humility rather than arrogance. A small sacrifice to your ego can open up the potential to learn a lot.

Confidence to Persuade, Humility to Learn

In reality almost no relationship is as clearly defined as master/student. Within our connections, people have overlapping areas of expertise. I might be an expert in blogging to a non-blogger, but they might be an expert in finance. In each area there are different roles to take.

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Before any interaction ask yourself what the purpose is. Are you trying to learn or persuade?

Persuasion requires confidence. If you are trying to sell, instruct or lead you need to display the confidence to match your message. But learning requires humility. You won’t learn anything if you are constantly arguing with your professors, mentors or employers. Taking a dose of humility and temporarily making yourself a student gives you the opportunity to absorb.

Persuade Less, Learn More

Persuasion is great for immediate effect, but learning matters over the long-haul. Instead of washing over all your communication with pure confidence, look for opportunities to learn. Persuading someone to follow you may give you an immediate boost of satisfaction, but it doesn’t last. Learning, however, is an investment for the future.

Whenever I make a connection with someone and realize they have a skill or understanding I want, I am careful to express humility in that area. That means listening with what they say even if I don’t immediately agree and being patient with their response. This method often drastically cuts down the time I need to spend on trial and error to learn by myself.

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Confidence/Humility Doesn’t Replace Communication Skills

This approach of selectively using confidence and humility for different purposes doesn’t replace communication skills. Humility isn’t going to work if the other person thinks you’re an irritating whiner. Confidence won’t work if the entire room thinks you are an arrogant jerk. Knowing how to display these two qualities takes practice.

The next time you are about to enter into an interaction ask yourself why you are doing it. Are you trying to persuade or learn? Depending on which you can take a completely different tact for far better results.

Featured photo credit: BBH Singapore via unsplash.com

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