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10 Must-Know Gmail Hacks To Supercharge Your Productivity

10 Must-Know Gmail Hacks To Supercharge Your Productivity

Gmail is a great option for individuals needing a powerful personal email. However, with the ability to attach Gmail to your domain, it has become a powerful email option for businesses as well. While Gmail alone may be great, there are a couple of ways you can supercharge your usage to make sure that you are getting the most out of your account. Today, we will take a look at 10 must-know Gmail hacks that will surely supercharge your productivity, either at home or in the office.

1. Undo a Past Email

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    Ever find that you typed up an email in a hurry, and sent it off only to notice right when you hit the send button that there were a couple of mistakes? Maybe you sent it to the wrong recipient. This is a common problem, and Gmail has a small settings hack that can prevent these mishaps from being permanent. Settings > Labs > Undo Button > Enable will allow you to click the “Undo” button once Gmail says “Your message has been sent” at the very top of the screen. Just hope that they don’t read it before you click undo! Another common tip I learned is to write out your full email, subject, add attachments and all, before adding in the recipient. Do that last and this will lessen the chance of sending to the wrong person.

    2. Make Use of Boomerang

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      Boomerang makes it easy to have emails sent back to you as well as to schedule to send emails of your account. This is a great way to prepare and send off a mass of emails in a snap. The latter can be useful, for instance, when you see an email that is important in your inbox but may not be something that you need to attend to until later in the day or week. This moves the conversation out of your way and allows you to focus on other things. Yesware and Streak and two other common email scheduling apps you can check out.

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      3. Clear out Your Inbox

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        Extending on the subject of email clutter, a great hack that can allow you to increase the productivity of your Gmail inbox is to clear out unnecessary emails. This is done by deleting those that you’ll never make use of again and archiving those that you may find that you will need to refer to at another date. If you have ongoing conversations currently in your email, keep those in the inbox. Otherwise, have them archived. From there, you can tag your archived messages to have them easily retrievable. Having tagged archives, in the end, is more productive than having a swamp of useless emails.

        4. Can Your Responses

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          This is a productive hack because it allows you to send off responses in just a snap by adding in common phrases, sentences, or even email bodies that you regularly find yourself using. Simply add Canned Responses from Gmail Labs and when you want to send off a canned response, go to the bottom, select canned responses and choose the appropriate phrase.

          5. Customize Your Address

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            One lesser-known fact about Gmail is that when someone sends an email to you, it doesn’t matter what periods or plus symbols are added to your name, they are sent to the same original email address. This is best illustrated in the photo above. You may feel that this doesn’t matter, the chances are low that someone will accidentally add a period or plus sign to my name when emailing me.

            However, that’s not the point. This hack is useful in allowing you to curtail emails you receive based on the address you give out. Going to a website where sign-up requiring your email, but you could care less about what they have to send you, you can use “username+junk@gmail.com”. Going to a corporate meet-and-greet and want an easy place to access emails from individuals you meet? Give everyone you meet the email “username+meetandgreet@gmail.com”. However, this alone isn’t what is productive. What is productive is creating a filter for each email address you give out, allowing messages to be sent to the folders for easier retrieval and organization.

            6. Schedule Your Email Checks

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              It can seem productive to always be on top of your email, checking it various times a day. However, the truth is, you are wasting more time than ever. Instead, schedule to check your email two -three times a day, during low activity times. Getting your head out of your inbox allows you to get more things done rather than balancing and tending to conversations that could be endless. This allows your emails you send to be more productive, to the point, and informative.

              7. Manage an Unsubscribe List

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                Through the program called Unroll.me, you are able to keep track of the email newsletters and subscriptions that are filling up your inbox. Through this program, you receive a “Rollup” that acts as a newsletter in and of itself, showing in one email all of the subscription emails you receive. Along with being able to view what needs to be viewed and get it out of the way, Unroll.me is also a great program to easily get rid of the junk subscriptions you may have but found too difficult to get rid of.

                8. Look into KeyRocket

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                  Keyboard shortcuts are a great way for you to access a specific feature or perform a specific task in only a couple of key strokes. KeyRocket for Gmail allows you to do the keyboard shortcuts available through Gmail by presenting how they are activated whenever you do a certain act. For example, if you are about to go view a previous folder, KeyRocket pops-up a reminder showing you how that task is possible through Alt+Left Arrow. Overtime, KeyRocket teaches you how to use Gmail productively.

                  9. Become Selective and Exclusive

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                    You may feel that you should respond to every email that you receive personally from an individual, either asking you to contribute to a project you weren’t previously involved in or to receive something else in return. However, in keeping with productivity, choose wisely who you respond to. For example, a blogger should look at the reputation and notoriety of a specific website before entertaining the thought of contributing. This, in the end, reduces the number of conversations you find yourself flooded in. This is a hack that many individuals find themselves constantly using.

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                    10. Create Some Recipes

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                      IFTTT stands for If this then that. It is an user-friendly algorithm website that allows individuals to connect two different services to create an automated task. Using a trigger, most likely in your case Gmail, you can cause an action to occur if you trigger does something. For example, if your trigger is when Gmail receives a photo in an email, you can have that photo automatically saved in Dropbox. The opportunities are endless, and you have free reign to make recipes yourself or enjoy some of the pre-made ones.

                      With these tips, you will be able to use your time wisely, get things done and become more productive in the process. Let us know in the comments below if you use any of these tips or services in your own Gmail.

                      Featured photo credit: Mashable via i1.ytimg.com

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                      Published on October 16, 2020

                      13 Productive Things to Do on a Sunday

                      13 Productive Things to Do on a Sunday

                      Sunday’s are amazing days. For most of us, Sunday’s are a day of rest — a chance to relax, spend time with our family and friends and step away from work. Yet, for many people, Sunday’s can be a day of gloom. The thought of having to go back to work the next day and rejoin the hustle and bustle of everyday working life creates a dark cloud over a day that should be a joy.

                      With the right approach, though, Sunday’s can be days of rejuvenation—a chance to recharge our batteries—and to set ourselves up for a fantastic week. It is just a matter of the way you look at Sundays.

                      Sunday’s give me a chance to take stock of how my week has gone and decide what I want to achieve the following week. Each Sunday allows me to step back from the everyday grind and to measure my progress against the plan I had for the week and to reset that plan to make the next week even better.

                      Here are 13 ways you can turn Sunday’s into amazingly productive days:

                      1. Wake up at Your Normal Time

                      I grew up thinking Sunday’s were a great day to ‘catch-up on my sleep’. The problem here is by over-sleeping on a Sunday, you often find it difficult to get to sleep Sunday night and that begins the cycle of sleep debt you want to avoid.[1]

                      Waking up at your normal time maintains regular sleep patterns and this helps to make sure your sleep schedule is consistent throughout the week. When you are in a perpetual sleep debt all week, your productivity will sink. Ensuring you have a good night sleep every night, keeps you in a highly productive state.

                      2. Start the Day With “Me-Time”

                      “Me-time” is time you give to yourself.[2] It’s time you can spend doing all the things you love doing without the fear of being interrupted. That could be exercise, reading, going for a long walk or meditation.

                      Before Google and smartphones, people in the U.K. used to wake up on a Sunday morning, take a short walk to the local newsagent to buy the Sunday papers. The Sunday papers had all sort of supplements on books, lifestyle, gardening and fashion.

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                      You would get home, settle into your favourite armchair and spend an hour or two reading through all these supplements. For me, I would put on some relaxing music and just relax with a nice cup of tea. It was a wonderful way to spend Sunday morning. No stress, no pressure, just me and the Sunday papers.

                      Decide what you want to do with your Sunday morning, make sure it is focused on you and start this week. You will thank yourself for it.

                      3. Do Some Exercise

                      Now, this does not mean you go out and do a 10-mile run or spend one or two hours in the gym. What this means is to get outside and move.

                      Our lifestyles today have taken away a lot of natural movement. This has become particularly prominent this year with many of us having to work from home. Those walks to the bus stop, train station and the office have gone. Now we get up, move from one room to another, sit down and start work.

                      Sunday’s give you a chance to move. Take that opportunity. Get yourself outside for an hour or two. Enjoy nature. Go with your family or friends and just have a relaxing hour or two in nature. This is possibly one of the best ways to reduce stress, get some healthy exercise and set yourself up for a wonderful week.

                      4. Plan the Day

                      Not having a plan for the day will leave you at the mercy of outside events. Instead, decide on Saturday evening what you will do the next day. Make sure you wake up at your normal time, indulge in your favourite morning drink and start your day.

                      Having no plan for the day, will likely result in you waking up late, making it difficult to get a good night’s sleep the next evening and you will waste the opportunity to make the day count.

                      Your plan does not have to be too detailed. Something similar to:

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                      • Wake up and make coffee
                      • Put on some great music
                      • Sit down and enjoy coffee
                      • Take a 2-hour walk
                      • Read for an hour or two
                      • Spend some time with the kids

                      Just make sure you have a rough plan for the day, but keep things as flexible as possible.

                      5. Watch a Sports Game

                      This is a great way to get yourself away from thinking about work and your troubles. I’m a big rugby and motorsport fan and even in these difficult pandemic times, there are plenty of sports events I can watch on YouTube.

                      Whatever sport you enjoy, take some time on Sunday to watch a game. Just getting into the game, enjoying the skills on show and marvelling at the professionalism removes you from your everyday world for a while. It’s a great way to give your brain some much-needed relaxation and provides a wonderful distraction from your everyday normal life.

                      6. Make Sure You Do Something Different

                      Doing the same things day after day will eventually turn every day into a grind. You want to be looking forward to your Sunday’s. Plan to go out for a drive in the countryside, or a walk in an unfamiliar park, or go to the cinema or an outside concert.

                      Do anything that breaks up your routine. Like watching a sports game, it takes you away from the normal everyday life you lead and gives you something refreshingly different to enjoy and experience.

                      7. Clean Up

                      I know, most people hate doing house chores but having a clean, ordered home does wonders for your overall mental wellbeing. I love ending Sunday with a beautifully clean home, knowing everything is in its place, the floors are clean and all my laundry is put away and ready for the following week.

                      It can be hard to find the time to stay on top of all the cleaning during the week, so setting aside some time each Sunday to do a cleanup leaves you feeling refreshed, energized and ready for whatever the following week will throw at you.

                      8. Prepare You Clothes for the Following Week

                      This may seem a bit excessive, but it saves so much time and cognitive overload. All it takes is one bad night’s sleep and you wake up and find yourself rushing around trying to get yourself ready for your first appointment.

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                      In that state, trying to decide what clothes to wear in another decision you just don’t need. It’s far better to make a rough plan on a Sunday what you will wear for work and have all these clothes ready, washed and ironed.

                      It also prevents discovering the shirt you want to wear for the early morning meeting is still in the laundry basket when you need it. Plan ahead. It saves so much time and stress.

                      9. Do a Weekly Planning Session

                      I’ve experimented doing a weekly planning session on different days but by far, the best day to plan is Sunday. I find that Sunday evenings are the best times to open up my calendar and to-do list, and to plan for the week ahead. It sets me up for the week ahead.

                      It also helps me to sleep better on Sunday evening, knowing exactly what I need to accomplish the following week. I can start Monday morning without wasting time trying to figure out where things were left the previous Friday.

                      What I am looking for are where all my meetings are, which days I can focus on my deep and project work and to make sure I have everything processed from the week before.

                      10. Clear Out Your Email

                      What? Doing email on a Sunday? Yes. Why? Because the worst thing you can do is start the new week with an inbox full of last week’s unreplied-to emails.

                      For most of us, Monday morning is likely to be the one day in the week we do not have a lot of email in our inboxes, so we can begin the day on our most important project work. If you spend an hour or two cleaning up your email from last week, you miss a tremendous opportunity to start with a clean slate.

                      We don’t get a lot of email in on a Sunday, so you can process your inbox and actionable folders to make sure when the new week begins, you not only have a set of outcomes you want to achieve that week, but also begin the new week with no hangovers from the week before.

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                      11. Do Some Work on Your Side Project

                      Now, this does not mean work. This means your own personal projects. It could be a DIY project, doing something in your garden, restoring an old car or writing your book.

                      Sunday’s give you incredible opportunities to do all those things you dream of doing but never seem to find time to do them. Just getting on and doing these side projects removes you from your everyday work, and allows you a few hours to do the things you love doing.

                      12. Read a Book

                      During the week, it can be hard to read a good book. We get up, rush out the door to get to work (or move to our home work station and start the computer). When we finish the day, we are exhausted and just want to vegetate in front of the TV.

                      Don’t waste Sunday’s. They give you a great opportunity to spend time with the books you want to read.

                      13. Prepare You Meals for the Following Week

                      This is a great one for those of you who are following a healthy diet and exercise plan. Preparing meals for the following week not only saves a lot of time, it also encourages you to eat healthy on those exhausting days when all you want to do is eating pizza and flopping down on the sofa.

                      Having a set of pre-prepared meals reduces the temptation during the week when your willpower is at its lowest. It’s quick, healthy and easy to do. It makes sure you are sticking to your diet plan.

                      Bottom Line

                      I am not suggesting you try and fit all these things into Sunday. Just pick a few that resonate with you. Do those that will give you the biggest benefit and most joy.

                      Sunday’s need to be restful, relaxing and give you a chance to do those things you do not normally have time to do. It’s an incredible day, so don’t waste it laying in bed watching endless episodes of your favourite TV series.

                      More of What You Can Do During Weekend

                      Featured photo credit: Priscilla Du Preez via unsplash.com

                      Reference

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