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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 June 26, 2020

    How to Stay Motivated and Reach Your Big Goals in Life

    How to Stay Motivated and Reach Your Big Goals in Life

    It is hardly a secret that the key to successfully accomplishing one goal after another is staying motivated. There are, of course, tasks which successful people may not like at all, yet they find motivation to complete them because they recognize how each particular task serves a greater goal.

    So how to stay motivated most of the time? Here are 5 simple yet effective ways on how to be motivated and get what you want:

    1. Find Your Good Reasons

    Anything you do, no matter how simple, has a number of good reasons behind it.

    You may not be able to find good reasons to do some tasks at first but, if you take just a few moments to analyze them, you will easily spot something good. We also have many tasks which don’t need any reasoning at all – we’ve been doing them for so long that they feel natural.

    If you’re ever stuck with some tasks you hate and there seems to be no motivation to complete it whatsoever, here’s what you need to do: find your good reasons.

    Even when you set goals, there needs to be reasons behind these goals. They may not be obvious, but stay at it until you see some, as this will bring your motivation back and will help you finish the task.

    Some ideas for what a good reason can be:

    • A material reward – quite often, you will get paid for doing something you normally don’t like doing at all.
    • Personal gain – you will learn something new or will perhaps improve yourself in a certain way.
    • A feeling of accomplishment – at least you’ll be able to walk away feeling great about finding the motivation and courage to complete such a tedious task.
    • A step closer to your bigger goal – even the biggest accomplishments in history have started small and relied on simple and far less pleasant tasks than you might be working on. Every task you complete brings you closer to the ultimate goal, and acknowledging this always feels good.

    Here’re 9 Types of Motivation That Make It Possible to Reach Your Dreams.

    2. Make It Fun

    When it comes to motivation, attitude is everything. Different people may have completely opposite feelings towards the same task: some will hate it, others will love it.

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    Why do you think this happens? It’s simple: some of us find ways to make any task interesting and fun to do!

    Take sports for example. Visiting your local gym daily for a half-an-hour workout session sounds rather boring to some. Yet many others love the idea!

    They like exercising not only because they recognize the good reasons behind it, but simply because it’s fun! At certain time of their daily schedule, they find going to gym to be the best thing to do, simply because nothing else will fit their time and lifestyle so perfectly.

    Depending on how you look at it, you can have fun doing just about anything! Just look for ways of having fun, and you’ll find them!

    A simple approach is to start working on any task by asking yourself a few questions:

    • How can I enjoy this task?
    • What can I do to make this task fun for myself and possibly for others?
    • How can I make this work the best part of my day?

    As long as you learn to have the definite expectation of any task being potentially enjoyable, you will start to feel motivated.

    Some of you will probably think of a thing or two which are valid exceptions from this statement, like something you always hate doing no matter how hard you try making it fun. You’re probably right, and that’s why I don’t claim everything to be fun.

    However, most tasks have a great potential of being enjoyable, and so looking for ways to have fun while working is definitely a good habit to acquire.

    3. Change Your Approach And Don’t Give Up

    When something doesn’t feel right, it’s always a good time to take a moment and look for a different approach for the task.

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    You may be doing everything correctly and most efficiently, but such approach isn’t necessarily the most motivating one. Quite often, you can find a number of obvious tweaks to your current approach which will both change your experience and open up new possibilities.

    That’s why saying “one way or another” is so common — if you really want to accomplish your goal, there is always a way; and most likely, there’s more than one way.

    If a certain approach doesn’t work for you, find another one, and keep trying until you find the one which will both keep you motivated and get you the desired results.

    Some people think that trying a different approach means giving up. They take pride in being really stubborn and refusing to try any other options on their way towards the goal.

    My opinion on this is that the power of focus is great, but you should be focusing on your goal, and not limiting your options by focusing on just one way to accomplish it it.

    4. Recognize Your Progress

    Everything you may be working on can be easily split into smaller parts and stages. For most goals, it is quite natural to split the process of accomplishing them into smaller tasks and milestones. There are a few reasons behind doing this, and one of them is tracking your progress.

    We track our progress automatically with most activities. But to stay motivated, you need to recognize your progress, not merely track it.

    Here’s how tracking and recognizing your progress is different:

    Tracking is merely taking a note of having reached a certain stage in your process. Recognizing is taking time to look at a bigger picture and realize where exactly you are, and how much more you have left to do.

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    For example, if you’re going to read a book, always start by going through the contents table. Getting familiar with chapter titles and memorizing their total number will make it easier for you to recognize your progress as you read. Confirming how many pages your book has before starting it is also a good idea.

    You see, reading any book you will be automatically looking at page numbers and chapter titles, but without knowing the total number of pages, this information will have little meaning.

    Somehow, it is human nature to always want things to happen in short term or even at once. Even though we split complex tasks into simpler actions, we don’t quite feel the satisfaction until all is done and the task is fully complete.

    For many scenarios though, the task is so vast that such approach will drain all the motivation out of you long before you have a chance to reach your goal. That’s why it is important to always take small steps and recognize the positive different and progress made. This is how your motivation can sustain in long term.

    5. Reward Yourself

    This is a trick everyone likes: rewarding yourself is always pleasant. This is also one of the easiest and at the same time most powerful ways to stay motivated!

    Feeling down about doing something? Dread the idea of working on some task? Hate the whole idea of working? You’re not alone.

    Right from the beginning, agree on some deliverables which will justify yourself getting rewarded. As soon as you get one of the agreed results, take time to reward yourself in some way.

    For some tasks, just taking a break and relaxing for a few minutes will do.

    For others, you may want to get a fresh cup of coffee and even treat yourself a dessert.

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    For even bigger and more demanding tasks, reward yourself by doing something even more enjoyable, like going to a cinema or taking a trip to some place nice, or even buying yourself something.

    Your progress may not seem to others like anything worth celebrating but, take time and do it anyway! It is your task and your reward, so any ways to stay motivated are good.

    The more you reward yourself for the honestly made progress, the more motivated you will feel about reaching new milestones, thus finally accomplishing your goal.

    Mix and Match for the Best Effect!

    Now that you have these five ways of staying motivated, it is a good moment to give you the key to them all: mix and match!

    Pick one of the techniques and apply it to your situation. If it doesn’t work, or if you simply want to get more motivated, try another technique right away. Mix different approaches and match them to your task for the best results.

    Just think about it: Finding good reasons to work on your task is bound to helping you feel better; and identifying ways to make it fun will help you enjoy the task even more.

    Or, if you plan a few points for easier tracking of your progress and on top of that, agree on rewarding yourself as you go; this will make you feel most motivated about anything you have to work through.

    More Tips to Boost Your Motivation

    Featured photo credit: Lucas Lenzi via unsplash.com

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