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12 Gmail Plugins to Boost Productivity

12 Gmail Plugins to Boost Productivity

Ask The Entrepreneurs is a regular series where members of those involved in the Young Entrepreneur Council are asked a single question that aims to help Lifehack readers level up their own lives, whether in a area of management, communication, business or life in general.

Here’s the question posed in this edition of Ask The Entrepreneurs:

What’s your favorite Gmail plugin or service to increase email productivity and efficiency?

1. Rapportive

    I love using Rapportive to get some (publicly available) background info on the person who has just emailed me. With so many colleagues, clients and contacts, it’s great to place the email with a name, face, business and social media presence.

    Kelly Azevedo, She’s Got Systems

    2. Send & Archive

      In Gmail’s Labs section, you’ll find a free add-on called Send & Archive, and it’s a godsend when it comes to keep your inbox neat and tidy. Every time you reply to an email, you can just hit this button. It will send the email and archive the thread so it’s not clogging up your inbox. I couldn’t do email without it!

      Nathalie Lussier, The Website Checkup Tool

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      3. Ecquire

        Ecquire is my new favorite addition to my email inbox. The tool allows me to send my emails and contacts into our CRM system with just one click from my inbox. It saves a lot of time, and it helps our whole team get on the same page about our customers.

        Doreen Bloch, Poshly Inc.

        4. Boomerang

          I love having the ability to schedule an email to be sent later on a specific time or day. Boomerang also helps keep track of important messages by bringing them back into my inbox, and reminds me when I need to follow-up, which is extremely helpful when it comes to media and client relations, particularly when folks are in different time zones.

          Heather Huhman, Come Recommended

          5. Email Game

            The software company, Baydin, recently created a really great email tool that I use everyday now. It’s called Email Game, and it sounds a lot less professional than it really is. In a nutshell, it serves all of your emails, in chronological order, one-by-one as quickly as possible for you to respond to. In doing so, you are battling against a clock and earning points for time that you save.

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            Logan Lenz, Endagon

            6. KeyRocket

              KeyRocket for Gmail displays the keyboard shortcuts for your actions in a pretty, simple way — a subtle way of forcing you to learn them and move (roughly) a trillion times faster in your inbox.

              Derek Flanzraich, Greatist

              7. Unroll.me

                Cutting down on newsletters is a never ending task. With Unroll.me you can unsubscribe from a huge chunk of newsletters in one go, which ultimately will save you a ton of time.

                Ben Lang, EpicLaunch

                8. Dropbox

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                  I use the free email account Dropbox gives you to send emails from lists. Then, it’s all in once nice folder I can rifle through each morning instead of clogging up my main inbox.

                  Sam Davidson, Cool People Care, Inc.

                  9. FollowUp

                    FollowUp lets me set reminders as simply as sending an email (for example, by bcc’ing 1week@followu p.cc). It also integrates with my calendar. This service allows me to rest assured that I’ll receive reminders/follow-ups later in my email and can keep my current inbox neat and organized. I’ve developed many tricks to enhance this tool for my needs too!

                    Jesse Pujji, Ampush|social

                    10. ActiveInbox

                      I like ActiveInbox because it turns my emails into actions and allows me to manage my messages better. It’s instant organization of something that can easily spiral out of control!

                      DC Fawcett, Paramount Digital Publishing

                      11. Auto-Advance

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                        If you like to power through a lot of emails at once, this tool in Gmail Labs is huge. When you finish sending an email, rather than taking you back to your inbox, it just takes you to the next email in your inbox. No longer do you have to search through and decide what to respond to next. It forces me to take some action on my messages and has dramatically cut down on email response time.

                        Sean Ogle, Location 180, LLC

                        12. Canned Responses

                          Google Labs has a cool, simple tool called Canned Responses. You can save a form email and then insert that into fu ture correspondences as appropriate. This has helped us manage our hiring process, our customer service needs and even some investor discussions. Put in the deep thought and refine your messaging once, saving you time in all future similar situations.

                          Aaron Schwartz, Modify Watches

                          Featured photo credit: Plug Outlet via Shutterstock

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                          Trending in Productivity

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                          Last Updated on September 30, 2020

                          Effective vs Efficient: What’s the Difference Regarding Productivity?

                          Effective vs Efficient: What’s the Difference Regarding Productivity?

                          When it comes to being effective vs efficient, there are a lot of similarities, and because of this, they’re often misused and misinterpreted, both in daily use and application.

                          Every business should look for new ways to improve employee effectiveness and efficiency to save time and energy in the long term. Just because a company or employee has one, however, doesn’t necessarily mean that the other is equally present.

                          Utilizing both an effective and efficient methodology in nearly any capacity of work and life will yield high levels of productivity, while a lack of it will lead to a lack of positive results.

                          Before we discuss the various nuances between the word effective and efficient and how they factor into productivity, let’s break things down with a definition of their terms.

                          Effective vs Efficient

                          Effective is defined as “producing a decided, decisive, or desired effect.” Meanwhile, the word “efficient ” is defined as “capable of producing desired results with little or no waste (as of time or materials).”[1]

                          A rather simple way of explaining the differences between the two would be to consider a light bulb. Say that your porch light burned out and you decided that you wanted to replace the incandescent light bulb outside with an LED one. Either light bulb would be effective in accomplishing the goal of providing you with light at night, but the LED one would use less energy and therefore be the more efficient choice.

                          Now, if you incorrectly set a timer for the light, and it was turned on throughout the entire day, then you would be wasting energy. While the bulb is still performing the task of creating light in an efficient manner, it’s on during the wrong time of day and therefore not effective.

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                          The effective way is focused on accomplishing the goal, while the efficient method is focused on the best way of accomplishing the goal.

                          Whether we’re talking about a method, employee, or business, the subject in question can be either effective or efficient, or, in rare instances, they can be both.

                          When it comes to effective vs efficient, the goal of achieving maximum productivity is going to be a combination where the subject is effective and as efficient as possible in doing so.

                          Effectiveness in Success and Productivity

                          Being effective vs efficient is all about doing something that brings about the desired intent or effect[2]. If a pest control company is hired to rid a building’s infestation, and they employ “method A” and successfully completed the job, they’ve been effective at achieving the task.

                          The task was performed correctly, to the extent that the pest control company did what they were hired to do. As for how efficient “method A” was in completing the task, that’s another story.

                          If the pest control company took longer than expected to complete the job and used more resources than needed, then their efficiency in completing the task wasn’t particularly good. The client may feel that even though the job was completed, the value in the service wasn’t up to par.

                          When assessing the effectiveness of any business strategy, it’s wise to ask certain questions before moving forward:

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                          • Has a target solution to the problem been identified?
                          • What is the ideal response time for achieving the goal?
                          • Does the cost balance out with the benefit?

                          Looking at these questions, a leader should ask to what extent a method, tool, or resource meets the above criteria and achieve the desired effect. If the subject in question doesn’t hit any of these marks, then productivity will likely suffer.

                          Efficiency in Success and Productivity

                          Efficiency is going to account for the resources and materials used in relation to the value of achieving the desired effect. Money, people, inventory, and (perhaps most importantly) time, all factor into the equation.

                          When it comes to being effective vs efficient, efficiency can be measured in numerous ways[3]. In general, the business that uses fewer materials or that is able to save time is going to be more efficient and have an advantage over the competition. This is assuming that they’re also effective, of course.

                          Consider a sales team for example. Let’s say that a company’s sales team is tasked with making 100 calls a week and that the members of that team are hitting their goal each week without any struggle.

                          The members on the sales team are effective in hitting their goal. However, the question of efficiency comes into play when management looks at how many of those calls turn into solid connections and closed deals.

                          If less than 10 percent of those calls generate a connection, the productivity is relatively low because the efficiency is not adequately balancing out with the effect. Management can either keep the same strategy or take a new approach.

                          Perhaps they break up their sales team with certain members handling different parts of the sales process, or they explore a better way of connecting with their customers through a communications company.

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                          The goal is ultimately going to be finding the right balance, where they’re being efficient with the resources they have to maximize their sales goals without stretching themselves too thin. Finding this balance is often easier said than done, but it’s incredibly important for any business that is going to thrive.

                          Combining Efficiency and Effectiveness to Maximize Productivity

                          Being effective vs efficient works best if both are pulled together for the best results.

                          If a business is ineffective in accomplishing its overall goal, and the customer doesn’t feel that the service is equated with the cost, then efficiency becomes largely irrelevant. The business may be speedy and use minimal resources, but they struggle to be effective. This may put them at risk of going under.

                          It’s for this reason that it’s best to shoot for being effective first, and then work on bringing efficiency into practice.

                          Improving productivity starts with taking the initiative to look at how effective a company, employee, or method is through performance reviews. Leaders should make a point to regularly examine performance at all levels on a whole, and take into account the results that are being generated.

                          Businesses and employees often succumb to inefficiency because they don’t look for a better way, or they lack the proper tools to be effective in the most efficient manner possible.

                          Similar to improving a manager or employee’s level of effectiveness, regularly measuring the resources needed to obtain the desired effect will ensure that efficiency is being accounted for. This involves everything from keeping track of inventory and expenses, to how communication is handled within an organization.

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                          By putting in place a baseline value for key metrics and checking them once changes have been made, a company will have a much better idea of the results they’re generating.

                          It’s no doubt a step-by-step process. By making concentrated efforts, weakness can be identified and rectified sooner rather than later when the damage is already done.

                          Bottom Line

                          Understanding the differences between being effective vs efficient is key when it comes to maximizing productivity. It’s simply working smart so that the intended results are achieved in the best way possible. Finding the optimal balance should be the ultimate goal for employees and businesses:

                          • Take the steps that result in meeting the solution.
                          • Review the process and figure out how to do it better.
                          • Repeat the process with what has been learned in a more efficient manner.

                          And just like that, effective and efficient productivity is maximized.

                          More on How to Improve Productivity

                          Featured photo credit: Tim van der Kuip via unsplash.com

                          Reference

                          [1] Merriam-Webster: effective and efficient
                          [2] Mind Tools: Being Effective at Work
                          [3] Inc.: 8 Things Really Efficient People Do

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