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What Google Needs

What Google Needs

    Google has some insanely useful applications, the top of their field in many cases — and by mastering these tools, you can become a productivity ninja. But these apps — Gmail, Gcal, Google Reader, Google Docs, et al — they aren’t perfect.

    Don’t get me wrong — I love these apps. They are awesome, and I couldn’t bring myself to use anything else. But although they’ve come out with some minor upgrades recently, Google has been a little slow in upgrading their great apps with much-needed features. Perhaps they just need a little nudge.

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    Well here it is. Google, here are just a few of the features you need to add, pronto.

    Gmail

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    1. Sort features. You should be able to sort your inbox (or any folder/label) by date, sender, etc.
    2. Two panes. When you open an email, you shouldn’t have to leave the inbox view if you don’t want to.
    3. Dragging. You should be able to drag emails if you want, to re-arrange them, pop them in a label.
    4. Drag-n-drop and batch uploads. Why should we have to manually select each individual file attachment? Allow us to select a bunch of files, and drag them into an email.
    5. Progress bar. Speaking of uploads, if you’ve got some big files attached, and it takes awhile for Gmail to upload, Gmail should show you a progress bar so you know it’s working.
    6. Better integration with Gcal. This has been improving, but as of right now, you need to add third-party extensions to allow you to schedule stuff from an email into your Google Calendar, or to see your agenda for the day in Gmail. With two great tools like this, integration really should be complete.
    7. Unthread. I love the threaded conversations. It’s ingenius. It took me a couple of days to get used to this, back when Gmail first came out, but now it’s indispensable. Except when you don’t want emails to be threaded (if you email something to 50 people, for example). Give us a choice.
    8. Notification. I’m actually not a big fan of email notification, as they’re horribly distracting. But I know that others want it. You could use a third-party extension for this, but you shouldn’t need to.
    9. Open emails in new tab. Self explanatory. Firefox made me addicted to tabs. Why can’t I use them in Gmail?
    10. Read receipt. I wouldn’t use this much, but I think a lot of people find it useful.
    11. Message size. I should be able to see how big a message is, and sort by size. Would make deleting emails easier.
    12. Off-line reading. I love Gmail being online all the time, but what if my Internet connection is down, or I’m away from a wi-fi spot? How will I get my Gmail fix?

    Gcal

    Gcal
      1. To-do list. C’mon. This is pretty basic.
      2. Pop-up notifications. Yes, they have this already, except when Gcal isn’t open. I’d like to be notified at all times.
      3. Quick-add. There’s an extension for this, but it should be built in. Do a simple key combination, and enter an event. Voila.
      4. Off-line usage. Same complaint as Gmail — you should be able to save stuff and view your calendar even when you’re not connected to the Internet. I’m sure this is coming, but it should come sooner.
      5. Drag an event to another week. I love being able to drag an event to another day when I’m in “week” view … but what if it’s next week, or the next month? What then, Google?
      6. Icons. OK, this isn’t that necessary. But darn it, I’d like a little birthday cake next to the birthdays, and a little Christmas tree …

      Google Reader

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      1. Nothing much. This feed reader is pretty much perfect.
      2. Except. Off-line reading.
      3. And search! How is it that the king of search companies doesn’t have search in Reader?
      4. Also: someday/maybe list. If I unsubscribe to a feed, I might want to save it on a list to check out at a later date.

      Google Docs & Spreadsheets

      Google Docs
      1. Sharing with non-Google users. As far as I know, if you want to share a Google doc with someone, they’ll need to log in with a Google account to access it. Well, they shouldn’t have to.
      2. Drag-n-drop. When I’m looking at my list of docs, I should be able to re-sort them, put them into folders, drag them to my desktop, and drag documents from the desktop to Google Docs.
      3. Selecting text. I should be able to use the keyboard to select a paragraph of text, like you can in other word processors. Control-Shift-Up Arrow. It’s frustrating not to be able to do that.
      4. Spreadsheets. This app needs a lot of work. It’s so behind other spreadsheet programs it’s almost not usable. I can make some very basic spreadsheets, but it’s a lot more time consuming. Simple things, like being able to quickly do a Sum formula without having to click on the Formulas tab first. Keyboard shortcuts. Things like that.
      5. Off-line working. Same as above. This would be killer.

      Other apps Google needs

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      1. Glist. Instead of just adding a to-do list into Gcal, Google should come up with a really cool to-do list program, with multiple lists, project view, drag-n-drop, reminders, etc. Basically a Google GTD program, integrated tightly with Gmail, Gcal, and Google Docs & Spreadsheets.
      2. GMoney. There are a lot of personal finance programs out there, but Google needs one, integrated with its other features. I’m sure it will do this one day.
      3. GDrive. This has been discussed, but really, Google should put your hard drive online. Drag and drop files, sort them, put them in folders.
      4. GContacts. I like how Gmail automatically adds email address to your contact list. I barely even think about my contacts anymore. Until I want to look up a phone number. Then I have to go to Contacts, do a search, click on the contact … using the contact manager is one of the worst features in Gmail. Google should have a separate Contact manager, integrated with Gmail and Gcal. And make it really cool, kay?

      What features or apps would you like to see Google add? Let us know in the comments.

      More by this author

      Leo Babauta

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

      What to Do in Free Time? 20 Productive Ways to Use the Time The Gentle Art of Saying No Simple Productivity: 10 Ways to Do More by Focusing on the Essentials How to Find Your Passion and Live a Fulfilling Life How to Pare Your To-do List Down to the Essentials

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      Last Updated on July 27, 2020

      20 Time Management Tips to Super Boost Your Productivity

      20 Time Management Tips to Super Boost Your Productivity

      Are you usually punctual or late? Do you finish things within the time you stipulate? Do you hand in your reports/work on time? Are you able to accomplish what you want to do before deadlines? Are you a good time manager?

      If your answer is “no” to any of the questions above, that means you’re not managing your time as well as you want. Here are 20 time management tips to help you manage time better:

      1. Create a Daily Plan

      Plan your day before it unfolds. Do it in the morning or even better, the night before you sleep. The plan gives you a good overview of how the day will pan out. That way, you don’t get caught off guard. Your job for the day is to stick to the plan as best as possible.

      Here’s How to Create a To-Do List that Super Boosts Your Productivity.

      2. Peg a Time Limit to Each Task

      Be clear that you need to finish X task by 10am, Y task by 3pm, and Z item by 5:30pm. This prevents your work from dragging on and eating into time reserved for other activities.

      3. Use a Calendar

      Having a calendar is the most fundamental step to managing your daily activities. If you use outlook or lotus notes, calendar come as part of your mailing software.

      I use it. It’s even better if you can sync your calendar to your mobile phone and other hardwares you use – that way, you can access your schedule no matter where you are. Here’re the 10 Best Calendar Apps to Stay on Track .

      Find out more tips about how to use calendar for better time management here: How to Use a Calendar to Create Time and Space

      4. Use an Organizer

      An organizer helps you to be on top of everything in your life. It’s your central tool to organize information, to-do lists, projects, and other miscellaneous items.

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      These Top 15 Time Management Apps and Tools can help you organize better, pick one that fits your needs.

      5. Know Your Deadlines

      When do you need to finish your tasks? Mark the deadlines out clearly in your calendar and organizer so you know when you need to finish them.

      But make sure you don’t make these 10 Common Mistakes When Setting Deadlines.

      6. Learn to Say “No”

      Don’t take on more than you can handle. For the distractions that come in when you’re doing other things, give a firm no. Or defer it to a later period.

      Leo Babauta, the founder of Zen Habits has some great insights on how to say no: The Gentle Art of Saying No

      7. Target to Be Early

      When you target to be on time, you’ll either be on time or late. Most of the times you’ll be late. However, if you target to be early, you’ll most likely be on time.

      For appointments, strive to be early. For your deadlines, submit them earlier than required.

      Learn from these tips about how to prepare yourself to be early, instead of just in time.

      8. Time Box Your Activities

      This means restricting your work to X amount of time. Why time boxing is good for you? Here’re 10 reasons why you should start time-boxing.

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      You can also read more about how to do time boxing here: Get What Matters Done by Scheduling Time Blocks

      9. Have a Clock Visibly Placed Before You

      Sometimes we are so engrossed in our work that we lose track of time. Having a huge clock in front of you will keep you aware of the time at the moment.

      10. Set Reminders 15 Minutes Before

      Most calendars have a reminder function. If you have an important meeting to attend, set that alarm 15 minutes before.

      You can learn more about how reminders help you remember everything in this article: The Importance of Reminders (And How to Make a Reminder That Works)

      11. Focus

      Are you multi-tasking so much that you’re just not getting anything done? If so, focus on just one key task at one time. Multitasking is bad for you.

      Close off all the applications you aren’t using. Close off the tabs in your browser that are taking away your attention. Focus solely on what you’re doing. You’ll be more efficient that way.

      Lifehack’s CEO has written a definitive guide on how to focus, learn the tips: How to Focus and Maximize Your Productivity (the Definitive Guide)

      12. Block out Distractions

      What’s distracting you in your work? Instant messages? Phone ringing? Text messages popping in?

      I hardly ever use chat nowadays. The only times when I log on is when I’m not intending to do any work. Otherwise it gets very distracting.

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      When I’m doing important work, I also switch off my phone. Calls during this time are recorded and I contact them afterward if it’s something important. This helps me concentrate better.

      Find more tips on how to minimize distractions to achieve more in How to Minimize Distraction to Get Things Done

      13. Track Your Time Spent

      When you start to track your time, you’re more aware of how you spend your time. For example, you can set a simple countdown timer to make sure that you finish a task within a period of time, say 30 minutes or 1 hour. The time pressure can push you to stay focused and work more efficiently.

      You can find more time tracking apps here and pick one that works for you.

      14. Don’t Fuss About Unimportant Details

      You’re never get everything done in exactly the way you want. Trying to do so is being ineffective.

      Trying to be perfect does you more harm than good, learn here about how perfectionism kills your productivity and how to ditch the perfectionism mindset.

      15. Prioritize

      Since you can’t do everything, learn to prioritize the important and let go of the rest.

      Apply the 80/20 principle which is a key principle in prioritization. You can also take up this technique to prioritize everything on your plate: How to Prioritize Right in 10 Minutes and Work 10X Faster

      16. Delegate

      If there are things that can be better done by others or things that are not so important, consider delegating. This takes a load off and you can focus on the important tasks.

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      When you delegate some of your work, you free up your time and achieve more. Learn about how to effectively delegate works in this guide: How to Delegate Work (the Definitive Guide for Successful Leaders)

      17. Batch Similar Tasks Together

      For related work, batch them together.

      For example, my work can be categorized into these core groups:

      1. writing (articles, my upcoming book)
      2. coaching
      3. workshop development
      4. business development
      5. administrative

      I batch all the related tasks together so there’s synergy. If I need to make calls, I allocate a time slot to make all my calls. It really streamlines the process.

      18. Eliminate Your Time Wasters

      What takes your time away your work? Facebook? Twitter? Email checking? Stop checking them so often.

      One thing you can do is make it hard to check them – remove them from your browser quick links / bookmarks and stuff them in a hard to access bookmarks folder. Replace your browser bookmarks with important work-related sites.

      While you’ll still checking FB/Twitter no doubt, you’ll find it’s a lower frequency than before.

      19. Cut off When You Need To

      The number one reason why things overrun is because you don’t cut off when you have to.

      Don’t be afraid to intercept in meetings or draw a line to cut-off. Otherwise, there’s never going to be an end and you’ll just eat into the time for later.

      20. Leave Buffer Time In-Between

      Don’t pack everything closely together. Leave a 5-10 minute buffer time in between each tasks. This helps you wrap up the previous task and start off on the next one.

      More Time Management Tips

      Featured photo credit: Unsplash via unsplash.com

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