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Your Guide to Getting Productive with Gmail: Apps & Extensions

Your Guide to Getting Productive with Gmail: Apps & Extensions

Email Couch Potato: Get Productive with Gmail

    We’ve covered the basics of productive email use with Gmail. By now, with an average email load, you should be able to power through it all within 15 minutes. But that doesn’t mean you can’t cut down on even more time, or make Gmail an even more powerful application, with the help of a few browser extensions and even some desktop applications.

    To quickly recap: in part one we looked at consolidating your accounts. We configured each email account you own to send messages down the pipes and into your Gmail account. We configured your Gmail account so you would have the ability to reply to those messages while still making it look like you replied from the address the message was initially sent to. Read part one here.

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    In part two, we looked at managing the flow of email and information quickly, efficiently, effectively, and hopefully, permanently. To achieve this we developed a processing work flow for all incoming email, set up a series of filters and decided on a set of labels to categorize your messages. Read part two here.

    Firefox Browser Extensions

    Firefox browser extensions are perhaps the easiest and most common way to interface with and enhance Gmail. Fortunately, Firefox browser extensions work with most browsers that have been built on Firefox. I use Flock, for instance, which can handle the majority of them.

    GTDInbox turns Gmail into a task manager as well as a mail manager. As discussed in previous articles in this series, it’s important to turn emails into actions – GTDInbox helps you achieve this. GTDInbox also features some cool personal information management features. Check it out here.

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    Gina Trapani’s Better Gmail Greasemonkey script compilation provides a variety of very useful features for Gmail such as keyboard macros and attachment reminders (a lifesaver if ever I saw one). Works anywhere Greasemonkey works.

    DragDropUpload makes the Gmail interface seem more integrated with your operating system by enabling drag and drop attachment uploading, instead of having to use the Browse button. Handy especially if you’ve got a lot of folders to dig through. Check it out here.

    Gmail Loader takes mbox archives and a whole range of other email archive formats and empties them into Gmail. The Web site even mentions the developer’s intention to build in Outlook PST support, which would’ve been handy when I first switched to a Mac – finding a way to get all the data in my PST across was one of the hardest parts of switching. Gmail Loader is a fantastic way to get old email archives in a searchable format, or just backed up in the cloud. Take a look.

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    It can get really annoying when your browser keeps insisting that you use a desktop application to handle mailto links. GmailTo is a Greasemonkey script that solves this problem by forcing Firefox to open mailto: links in Gmail as new messages. Check it out here.

    We did our best to get all your email accounts funneling down into your one Gmail account, but there are always going to be times when you don’t have a choice but to keep certain accounts separate. Gmail Manager is a Firefox add-on that handles multiple Gmail accounts, keeping you notified of new messages and various other statistics in each one.

    Desktop Applications

    Although web apps are all the rage these days, desktop applications still form the basis of the computing experience and are important to most people’s daily work flow. Thus it’s only natural that we’d need a few desktop apps to augment and enhance our use of Gmail.

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    The Gmail Notifier is Google’s official desktop application for Windows and Mac OS X. Its function is simple: notify you when you’ve got new mail. I don’t actually use notifiers because I find they distract me from my work, but if you’re the kind of person who must be notified of new messages, or perhaps have to respond to clients immediately, a notifier could be handy. Check it out here. For Linux users, there’s an alternative here.

    Mail, Entourage, Outlook, or Thunderbird are all incredibly useful. I like the Gmail interface so I don’t recommend a desktop client for actual use, but they do make it easier to keep an offline backup of your messages. Especially when you make purchases, send and receive invoices and liaise with clients via emails, keeping a backup can turn out incredibly useful even years down the track (especially should legal problems arise).

    A text expansion utility will be insanely useful. These aren’t Gmail or email specific applications, but they will boost your email productivity by a long, long way. I recommend trying TextExpander for Mac and PhraseExpress for Windows. If you’re not fond of those apps, there’s always Typinator (Mac) and FastFox (Win) as alternatives.

    And finally, Skype. Some conversations do, rarely, exceed the scope of email. I think any good communicator should be able to handle just about any conversation through email, but on occasion it might get too complicated because of the technical nature of the subject matter. Or perhaps the complexity is because of the personal nature of the communication, in which case one has to wonder why on earth you’re using the Internet to have that conversation. In any case, that’s when you know it’s time to jump onto Skype and sort it out. Or, get in the car and do it face-to-face.

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    Joel Falconer

    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

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    Last Updated on March 31, 2020

    Is Procrastination Bad? The Truth About Procrastination Revealed

    Is Procrastination Bad? The Truth About Procrastination Revealed

    Procrastination is very literally the opposite of productivity. To produce something is to pull it forward, while to procrastinate is to push it forward — to tomorrow, to next week, or ultimately to never.

    Procrastination fills us with shame — we curse ourselves for our laziness, our inability to focus on the task at hand, our tendency to be easily led into easier and more immediate gratifications. And with good reason: for the most part, time spent procrastinating is time spent not doing things that are, in some way or other, important to us.

    There is a positive side to procrastination, but it’s important not to confuse procrastination at its best with everyday garden-variety procrastination.

    Sometimes — sometimes! — procrastination gives us the time we need to sort through a thorny issue or to generate ideas. In those rare instances, we should embrace procrastination — even as we push it away the rest of the time.

    Why We Procrastinate After All?

    We procrastinate for a number of reasons, some better than others. One reason we procrastinate is that, while we know what we want to do, we need time to let the ideas “ferment” before we are ready to sit down and put them into action.

    Some might call this “creative faffing”; I call it, following copywriter Ray Del Savio’s lead, “concepting”.[1]

    Whatever you choose to call it, it’s the time spent dreaming up what you want to say or do, weighing ideas in your mind, following false leads and tearing off on mental wild goose chases, and generally thinking things through.

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    To the outside observer, concepting looks like… well, like nothing much at all. Maybe you’re leaning back in your chair, feet up, staring at the wall or ceiling, or laying in bed apparently dozing, or looking out over the skyline or feeding pigeons in the park or fiddling with the Japanese vinyl toys that stand watch over your desk.

    If ideas are the lifeblood of your work, you have to make time for concepting, and you have to overcome the sensation— often overpowering in our work-obsessed culture — that faffing, however creative, is not work.

    Is Procrastination Bad?

    Yes it is.

    Don’t fool yourself into thinking that you’re “concepting” when in fact you’re just not sure what you’re supposed to be doing.

    Spending an hour staring at the wall while thinking up the perfect tagline for a marketing campaign is creative faffing; staring at the wall for an hour because you don’t know how to come up with a tagline, or don’t know the product you’re marketing well enough to come up with one, is just wasting time.

    Lack of definition is perhaps the biggest friend of your procrastination demons. When we’re not sure what to do — whether because we haven’t planned thoroughly enough, we haven’t specified the scope of what we hope to accomplish in the immediate present, or we lack important information, skills, or resources to get the job done.

    It’s easy to get distracted or to trick ourselves into spinning our wheels doing nothing. It takes our mind off the uncomfortable sensation of failing to make progress on something important.

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    The answer to this is in planning and scheduling. Rather than giving yourself an unspecified length of time to perform an unspecified task (“Let’s see, I guess I’ll work on that spreadsheet for a while”) give yourself a limited amount of time to work on a clearly defined task (“Now I’ll enter the figures from last months sales report into the spreadsheet for an hour”).

    Giving yourself a deadline, even an artificial one, helps build a sense of urgency and also offers the promise of time to “screw around” later, once more important things are done.

    For larger projects, planning plays a huge role in whether or not you’ll spend too much time procrastinating to reach the end reasonably quickly.

    A good plan not only lists the steps you have to take to reach the end, but takes into account the resources, knowledge and inputs from other people you’re going to need to perform those steps.

    Instead of futzing around doing nothing because you don’t have last month’s sales report, getting the report should be a step in the project.

    Otherwise, you’ll spend time cooling your heels, justifying your lack of action as necessary: you aren’t wasting time because you want to, but because you have to.

    How Bad Procrastination Can Be

    Our mind can often trick us into procrastinating, often to the point that we don’t realize we’re procrastinating at all.

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    After all, we have lots and lots of things to do; if we’re working on something, aren’t we being productive – even if the one big thing we need to work on doesn’t get done?

    One way this plays out is that we scan our to-do list, skipping over the big challenging projects in favor of the short, easy projects. At the end of the day, we feel very productive: we’ve crossed twelve things off our list!

    That big project we didn’t work on gets put onto the next day’s list, and when the same thing happens, it gets moved forward again. And again.

    Big tasks often present us with the problem above – we aren’t sure what to do exactly, so we look for other ways to occupy ourselves.

    In many cases too, big tasks aren’t really tasks at all; they’re aggregates of many smaller tasks. If something’s sitting on your list for a long time, each day getting skipped over in favor of more immediately doable tasks, it’s probably not very well thought out.

    You’re actively resisting it because you don’t really know what it is. Try to break it down into a set of small tasks, something more like the tasks you are doing in place of the one big task you aren’t doing.

    More consequences of procrastination can be found in this article: 8 Dreadful Effects of Procrastination That Can Destroy Your Life

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    Procrastination, a Technical Failure

    Procrastination is, more often than not, a sign of a technical failure, not a moral failure.

    It’s not because we’re bad people that we procrastinate. Most times, procrastination serves as a symptom of something more fundamentally wrong with the tasks we’ve set ourselves.

    It’s important to keep an eye on our procrastinating tendencies, to ask ourselves whenever we notice ourselves pushing things forward what it is about the task we’ve set ourselves that simply isn’t working for us.

    Learn more about how to fix your procrastination problem here: What Is Procrastination and How to Stop It (The Complete Guide)

    Featured photo credit: chuttersnap via unsplash.com

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