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Your Guide to Getting Productive with Gmail: Managing the Flow

Your Guide to Getting Productive with Gmail: Managing the Flow

Email Couch Potato: Get Productive with Gmail

    Last time we redirected all of our email accounts to the one place, our central email hub at Gmail. Once you have all your accounts trickling into Gmail, you’ve got to manage that flow of information so that a) it’s possible to get through all of your email in fifteen minutes or less and b) it’s easy to find next week, next month and next year.

    The Inbox is Sacred

    You must learn to see your inbox as an almost sacred place: the worst sin you can commit against it is leaving messages in there to rot. I’m not talking about days or weeks. You’ve got to deal with each message in your inbox during your email processing session. It cannot be in the inbox once you’ve finished.

    Since we’re using multiple email accounts, we have them filtering into a variety of labels. If we don’t, the boundaries between the roles and information associated with each account becomes blurred and quite often, just plain confusing. The inbox is a very useful tool for processing and this separation is an unfortunate necessity.

    In the last post we talked about using the All Mail feature to replace this, but the problem with this approach is that you can’t “process out” the incoming information this way. There are a couple of alternative solutions we’ll address in a moment, but the simplest way at this point is to deal with all mail as though it were in your inbox – it’s an attitude hack, rather than a technological one.

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    Dealing with Messages in Your Inbox

    The first step to processing your email is, obviously, to read it. Unfortunately, this is where many people stop (and it’s frustrating when you’re trying to get solid communication going).

    Read smart, not hard. Give the subject and first paragraph of the email a scan to determine its relevancy, because there will always be emails that are pointless and you don’t need to read them. If it’s totally useless to you, you can delete the message. “Never delete an email again” is not a mantra I totally believe in.

    If you’ve kept the message, you can read it properly. By the way, I should mention that if more than 15% of your inbox processing consists of deleting messages, you’re probably not creating enough pre-qualifiers and smart “obstacles” to people who want your email address. The + hack works well here, which we’ll get to soon.

    Once you’ve finished reading the message, you must process it. There are a few outcomes:

    • Reply and archive,
    • Reply and delete,
    • Reply, turn it into an action, archive
    • Turn it into an action, archive
    • Archive
    • Delete

    If you’re turning the email into an action you’ll almost always want to archive it, not delete it, for future reference. For messages that you need to deal with later, or that call for you to perform a task, turn that into an action in your task list or GTD software immediately and then clear the message out of your inbox.

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    Creating actions from emails before clearing them out of your way is the best thing you can do for your email productivity. Keeping emails in the inbox because there is a task pending creates “email apathy” and things become unorganized and cluttered.

    Alternative Solutions to Using All Mail

    Using All Mail should work perfectly if you process each unread message as soon as you open it and read it, but perhaps it’s just not working for you. There are a few other ways to deal with this.

    Starring All Email – the Star feature of Gmail is useful for marking items of interest that you want to come back to later (even though, under this system, we try to avoid that). If you don’t need or use this feature, you can make it work as a faux inbox. The star will indicate that a message needs to be processed.

    Go back to the Filter setup window under Settings, and set the To: field to an asterisk (*). The To: field tells Gmail to select emails based on who the email is sent to, but the * tells it to pick up all email. We’ll go into the asterisk and its usefulness to filters in a moment.

    Click Next Step and tick the “Star it” box. You now have a filter that stars all your incoming mail, and as you process each item, you can remove it from the list by clicking on the star, which is usually next to the “From” field in list view.

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    Not using automatic filters is another solution that I do not recommend. This takes all the power out of your system, but it will cause every email to flow straight into the inbox where you can process it into labels manually. I think this defeats the purpose and adds extra work that the computer can do for you, and in my experience it has been far from an optimal solution.

    Using Asterisks in Filters

    I mentioned the asterisk before when we talked about setting up a filter that stars your incoming mail. The asterisk, simple as it is, provides a very useful tool and provides more dynamic email filtering.

    Let’s take a look at how it works. Say I have a regular client who has given me three different email addresses (it really does happen). I don’t want to have three labels for each one of those email addresses, and I want to basically treat them all as one. Using the asterisk we can achieve this really easily.

    In the To: field of the filter setup, place an * before the rest of the domain name. So let’s say I have copywriter@unproductiveclient.com, editor@unproductiveclient.com and joel@unproductiveclient.com. To route all these email addresses into the one place, using one filter, all I have to do is set the To: field as *@unproductiveclient.com.

    This works with the other fields, too. For instance, if I receive email from a whole bunch of people at one company to my main address and want to separate it from all my other mail, I can set the From: field to *@thatonecompany.com.

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    The + Hack

    And finally, we have the + hack. This is great for pre-qualifying your email. Despite the fact that the sender may be a stranger you’ve never met or heard of before, you know what the email is about because it landed in the right label. Almost sounds like magic.

    With Gmail, you can add a + add the end of your username with a keyword attached. For instance, if your email address is lifehack.example@gmail.com you can still receive messages directed to lifehack.example+invoices@gmail.com. Better yet, you can apply filters to these email addresses. I use this on my own site, where username+postideas@gmail.com goes to a Post Ideas label, and so on.

    Better still, you can create semi-disposable email addresses without having to go create one with a disposable mail service. If a site is demanding your email address and you’re worried they’ll send you spam, just add a +sitename to your address and you can always filter that material to the Trash later on.

    Stay tuned for more advice on setting up a productive email system with Gmail.

    More by this author

    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 September 18, 2020

    7 Simple Rules to Live by to Get in Shape in Two Weeks

    7 Simple Rules to Live by to Get in Shape in Two Weeks

    Learning how to get in shape and set goals is important if you’re looking to live a healthier lifestyle and get closer to your goal weight. While this does require changes to your daily routine, you’ll find that you are able to look and feel better in only two weeks.

    Over the years, I’ve learned a lot about what it takes to get in shape. Although anyone can cover the basics (eat right and exercise), there are some things that I could only learn through trial and error. Let’s cover some of the most important points for how to get in shape in two weeks.

    1. Exercise Daily

    It is far easier to make exercise a habit if it is a daily one. If you aren’t exercising at all, I recommend starting by exercising a half hour every day. When you only exercise a couple times per week, it is much easier to turn one day off into three days off, a week off, or a month off.

    If you are already used to exercising, switching to three or four times a week to fit your schedule may be preferable, but it is a lot harder to maintain a workout program you don’t do every day.

    Be careful to not repeat the same exercise routine each day. If you do an intense ab workout one day, try switching it up to general cardio the next. You can also squeeze in a day of light walking to break up the intensity.

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    If you’re a morning person, check out these morning exercises that will start your day off right.

    2. Duration Doesn’t Substitute for Intensity

    Once you get into the habit of regular exercise, where do you go if you still aren’t reaching your goals? Most people will solve the problem by exercising for longer periods of time, turning forty-minute workouts into two hour stretches. Not only does this drain your time, but it doesn’t work particularly well.

    One study shows that “exercising for a whole hour instead of a half does not provide any additional loss in either body weight or fat”[1].

    This is great news for both your schedule and your levels of motivation. You’ll likely find it much easier to exercise for 30 minutes a day instead of an hour. In those 30 minutes, do your best to up the intensity to your appropriate edge to get the most out of the time.

    3. Acknowledge Your Limits

    Many people get frustrated when they plateau in their weight loss or muscle gaining goals as they’re learning how to get in shape. Everyone has an equilibrium and genetic set point where their body wants to remain. This doesn’t mean that you can’t achieve your fitness goals, but don’t be too hard on yourself if you are struggling to lose weight or put on muscle.

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    Acknowledging a set point doesn’t mean giving up, but it does mean realizing the obstacles you face.

    Expect to hit a plateau in your own fitness results[2]. When you expect a plateau, you can manage around it so you can continue your progress at a more realistic rate. When expectations meet reality, you can avoid dietary crashes.

    4. Eat Healthy, Not Just Food That Looks Healthy

    Know what you eat. Don’t fuss over minutia like whether you’re getting enough Omega 3’s or tryptophan, but be aware of the big things. Look at the foods you eat regularly and figure out whether they are healthy or not. Don’t get fooled by the deceptively healthy snacks just pretending to be good for you.

    The basic nutritional advice includes:

    • Eat unprocessed foods
    • Eat more veggies
    • Use meat as a side dish, not a main course
    • Eat whole grains, not refined grains[3]

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    Eat whole grains when you want to learn how to get in shape.

      5. Watch Out for Travel

      Don’t let a four-day holiday interfere with your attempts when you’re learning how to get in shape. I don’t mean that you need to follow your diet and exercise plan without any excursion, but when you are in the first few weeks, still forming habits, be careful that a week long break doesn’t terminate your progress.

      This is also true of schedule changes that leave you suddenly busy or make it difficult to exercise. Have a backup plan so you can be consistent, at least for the first month when you are forming habits.

      If travel is on your schedule and can’t be avoided, make an exercise plan before you go[4], and make sure to pack exercise clothes and an exercise mat as motivation to keep you on track.

      6. Start Slow

      Ever start an exercise plan by running ten miles and then puking your guts out? Maybe you aren’t that extreme, but burnout is common early on when learning how to get in shape. You have a lifetime to be healthy, so don’t try to go from couch potato to athletic superstar in a week.

      If you are starting a running regime, for example, run less than you can to start. Starting strength training? Work with less weight than you could theoretically lift. Increasing intensity and pushing yourself can come later when your body becomes comfortable with regular exercise.

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      7. Be Careful When Choosing a Workout Partner

      Should you have a workout partner? That depends. Workout partners can help you stay motivated and make exercising more fun. But they can also stop you from reaching your goals.

      My suggestion would be to have a workout partner, but when you start to plateau (either in physical ability, weight loss/gain, or overall health) and you haven’t reached your goals, consider mixing things up a bit.

      If you plateau, you may need to make changes to continue improving. In this case it’s important to talk to your workout partner about the changes you want to make, and if they don’t seem motivated to continue, offer a thirty day break where you both try different activities.

      I notice that guys working out together tend to match strength after a brief adjustment phase. Even if both are trying to improve, something seems to stall improvement once they reach a certain point. I found that I was able to lift as much as 30-50% more after taking a short break from my regular workout partner.

      Final Thoughts

      Learning how to get in shape in as little as two weeks sounds daunting, but if you’re motivated and have the time and energy to devote to it, it’s certainly possible.

      Find an exercise routine that works for you, eat healthy, drink lots of water, and watch as the transformation begins.

      More Tips on Getting in Shape

      Featured photo credit: Alexander Redl via unsplash.com

      Reference

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