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Mail Pilot: A New Approach To Email and Task Management [Interview]

Mail Pilot: A New Approach To Email and Task Management [Interview]

    There are so many people that just won’t get out of their email application to manage tasks. While this has been a problem in the past, new solutions like Asana and Flow allow for email and task management to be integrated within the task management solution. In many cases, the person who doesn’t want to go into the task manager can simply respond and check off tasks via email, removing a lot of the friction that can happen in a team environment.

    But there’s a new kid on the block that actually lets you manage things from within email — using your email inbox as a task manager. That’s something that many people do already, but in a very impractical way. Mail Pilot looks as if it will add the practicality that’s been missing from the equation.

    Mail Pilot is a Kickstarter-funded project that tackles email and task management in a way that is innovative and productive.

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    What does Mail Pilot do? Well, here’s the word on that straight from the source:

    “Mail Pilot is a computer application & service that lets you use your current email accounts in a way that is much more intuitive than today’s email applications. Mail Pilot reimagines email from the ground up, and is built to fit into the workflow of how people use email today.”

    But that didn’t answer all of my questions. So I spoke about Mail Pilot with its creators, Josh Milas & Alex Obenauer, shortly after the project went live on Kickstarter.

    Mike: I’ve taken a look at Mail Pilot, and it looks really compelling because people who are wanting to manage and/or use their inbox to manage things in terms of productivity and such. Why did you decide to start this thing up and what was the plan behind it?

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    Alex: So I was in a class in the fall semester and we had to keep a design journal. And a couple of weeks into the semester the professor said that he was going to be doing a check of our journals…and I actually hadn’t written anything in mine yet. So I went home and I tried to come up with a problem that was so big and so problematic that would fill a lot of pages. I chose email because that’s one of my biggest issues — I receive 80 plus emails on average a day, which is less than most people’s average.

    And so I started to write about it — and within three pages the entire concept behind Mail Pilot was there. It was very much a thing where I had such an issue with email and really broke it down try to figure out what the essence of email was, and how you would rebuild the client around that essence…ignoring all kind of prior implementations. Then I shared the idea with Josh the next day — and he absolutely loved it. He has very similar problems with email and we had shared our woes together about it.

    From there he explained to me that (this) was legitimately something we should act on, that this was much bigger than just changing the way that the two of us use our email, but that this is something that not only do we have the time talents and gifts to make — but something we really should.

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      Mike:  Now there are a lot of productivity apps out there right now where they tell users to “get out of your inbox”, essentially saying that they shouldn’t be managing from within your email. Did you guys decide to go that route because either you tried stuff other task managers and it didn’t work for you and you just kept going back to managing things from email or do you think it’s just that it’s hard to get people to understand that there is an inbox for email and an inbox for all of their stuff?

      Alex: It’s definitely both. You know, one of the biggest time drains for us is translating everything in your inbox into your to-do list and translating them into a calendar…stuff like that. And then trying to put something into your to-do list or put it on to your calendar because you need to follow up with it and then link to that email — it just became a kind of complicated interconnected web of ‘to dos’, events and emails. And it didn’t seem to make much sense.

      So we really thought that if you could clear out your inbox, but those messages could still be marked for review, or marked to pop back up — say, reappear in three days — then that would help you severely decrease the clutter in your inbox and you wouldn’t have to spend the time working with a to-do list or a calendar. And the other thing too is that email is a standard. You can’t really get the entire market out of the inbox. Google proved that in a big way with Wave. I really liked what they did with the project but it was clear you couldn’t get people out of their email.

      Mike: Right. So you’re raising $35,000 through Kickstarter. Where will that money go to? What’s the plan for those funds?

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      Josh: The plan is that once we meet that goal is to bring on some additional developers to help us really get the product to market. And their goal would be to then release a beta version by June. That will first go to all of our Kickstarter backers so they can start using it and we can start getting some feedback on it. So essentially, about three months from the end of our campaign the plan would be to release our beta.

      Most of the money that we would raise would go to additional development support, ramping up  our server space — because a lot of our features are really services that would take up space. It’s not just folders and stuff that goes into your normal inbox. We have our own data that we have to store with Mail Pilot so we do need an amplified storage space. That’s a pretty heavy cost so that’s where another portion of the money would go to. But then after that, hopefully we can get out of the beta, release to public and go from there.

      Mike: I think one of your biggest battles is that there is so many players in this space. What do you think you are going to be able to do to combat that?

      Alex: There are definitely a lot of players in the space, but we definitely think that the workflow that fits right into the core of Mail Pilot is just so deliberate to the way that most (if not many) people who have used their email or try to use their email. And we think that’s it. It works so specifically well for people that it would be a very preferred option.

      The other thing is that right now we are a two man operation and so we wouldn’t need a majority of the market just to be sustainable. And so we have been excited to see what we’ve gotten so far and we are really excited to see if we can gain enough support to stay sustainable and then to really start spreading the concept around to a lot more people. So far people’s reactions have been so overwhelmingly positive towards the idea in favor over so many other ideas just because it’s so deliberate in the way it really works with your workflow.

      (Editor’s Note: Now that the project has been funded, the expectation is that Mail Pilot will hit the market sometime in June of this year.)

      More by this author

      Mike Vardy

      A productivity specialist who shows you how to define your day, funnel your focus, and make every moment matter.

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      Last Updated on August 16, 2019

      10 Best Calendar Apps to Stay on Track in 2019

      10 Best Calendar Apps to Stay on Track in 2019

      The success of our day is largely dependent on the quality of our planning. Not to miss out anything in their to-dos, some people prefer to make a list of upcoming tasks in a notebook, while others have long started using digital technology solutions.

      Calendar applications are some of the main tools that are worth using to organize our life and plan your time carefully.

      Many people have switched to specific tools; however, there are still some who do not use calendars on a daily basis. They may find some applications uncomfortable to use, non-functional, or expensive.

      In this article, we are going to check out the best calendars apps to help you stay organized.

      1. Cal Calendar

        Cal Calendar has recently appeared on the market of mobile applications (Android, iOS). It is the brainchild of the development team of Any.do that features impressive functionality and well-thought-out design.

        The application comes with many great features, including support for Exchange and Google Calendar, widgets, voice recording, and many more.

        Cal Calendar has direct integration with Any.Do To-Do List, which gives you a unique tandem of two applications.

        Apart from its extended functionality, Cal Calendar is easy to use. The creation of events is very simple and fast.

        What is more, depending on the name of the event, the application automatically adds contacts and geolocation data to the entry description. You can even import your lists and entries from Any.do.

        Cal Calendar is a great option for any type of user. It is very convenient and doesn’t overcomplicate the mode of display.

        Another good thing is that this tool is available for free, so you can use it without spending a dime for the software.

        Available for iOS and Android

        2. Google Calendar

          Google Calendar is the official calendar for Android devices that has been tested out by many users around the globe. If you are right now trying to get away from it, consider changing your mind.

          Since this application is installed on most Android devices by default, many users think that there is nothing special in this program. They are wrong.

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          Google has been updating its calendar for quite a few years, and now it comes in Material Design with advanced event features, direct integration into other Google services (for example, supports reminders and Google Now), and comes with Exchange support.

          The program is super easy and will not cost a dime for you. It is a good thing, right?

          Available for iOS and Android

          3. Jorte Calendar

            Jorte Calendar is one of the most popular calendar applications in the Google Play store.

            The program features a wide range of configuration options, with many design alternatives. You can adjust display mode to your needs and view calendar entries sorted by month, week, or day (by hours). It is convenient for quickly picking the desired date, using task bars, and setting reminders.

            Apart from its ordinary information storing function, this application can be a special cloud service, Jorte Cloud, allowing you to synchronize calendars, schedules, and task lists on multiple devices. The application also supports data importing from Google Calendar.

            For those paying attention to the program design, there is also Jorte Store, where you can buy styles and icons to personalize the calendar. This feature makes Jorte is one of the brightest calendar applications.

            A basic version of the app is free of charge, so if you do not want to spend money on a calendar application, it is a good option.

            Available for iOS and Android

            4. Business Calendar

              Business Calendar is geared towards people who use their calendar for work purposes and business task planning. It offers different modes with wide configuration capabilities.

              The application gives a default view mode by months, and events can be marked in different colors. Display modes/ sorting can be adjusted to your needs (by month, day, year, or events).

              You can also set a multi-day viewing mode to see how things look for the next few days. Scrolling up and down moves you by month, and if you check a few days, they will be shown in a more detailed form.

              The day display mode offers hourly scheduling, and the schedule mode provides a detailed schedule for a single event.

              Business Calendar is a great tool for planning/ scheduling cases, tasks, and events. There is a support for recurring events, which can be set up in just a few clicks.

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              Having purchased software, you can use it to import and export other calendars, delete, copy, or move several events at the same time.

              Android Business Calendar application may seem somewhat chaotic, but it works fine and is easy to work with if you play with it for a while.

              A full version of the application is available for $4.99, but you can also find a free version for the app test drive.

              Available for Android

              5. aCalendar

                aCalendar opens our collection of top 10 calendar applications available on the market today. With its appealing design, easy navigation, and great functionality, it is one of the most popular calendar apps in our list.

                Some of extra functions include color schemes for each case type (48 colors to choose from), different types of demonstrations, different widgets, moon phases, and much more.

                Taking into account it functionality, aCalendar is a reliable calendar application that has an easy-to-navigate interface with three display options. Scrolling from side to side allows you to switch between the display modes of the month, week and day.

                When scrolling down and up, you are moving through the calendar at intervals in accordance with the selected display mode.

                Apart from its time planning feature, aCalendar synchronizes photos from contact lists or social networks to remind you about birthdays, anniversaries, or any other special dates.

                The program also supports data transfer through NFC and full-screen widgets, which eases your work with any data.

                The program is available for free, but you can also get even more features if you buy the extended version of software for $4.99.

                Available for Android

                6. DigiCal Calendar

                  DigiCal Calendar is very similar to Cal Calendar in the fact that the application focuses on design more than on its functionality. However, this doesn’t mean that the application doesn’t serve the purpose.

                  With this calendar application, you can synchronize all your calendars and view them in different ways.

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                  Along with the basic functions, this program comes with support for Google Calendar, Outlook, and includes some unique and interesting features. You can match keywords to the image or set up a dark theme.

                  The app can even show you the weather forecast for three days. There are many other features that deserve the attention of people who really like to use calendar applications.

                  Available for Android

                  7. SolCalendar

                    SolCalendar can be called a universal application. It claims to be an all-in-one digital solution having a basic calendar functionality combined with some other advanced features, such as weather forecast for a specific day.

                    The application supports Google Calendar, as well as tasks, widgets, lunar calendar and even Foursquare.

                    Those searching for a calendar application to cover just everything in its functionality, SolCalendar is a program to consider. There are a lot of interesting things in this application; the program does an excellent job working in “all-in-one” mode.

                    Test SolCalendar – the application is available for free. You can test it out without purchasing the service.

                    Available for Android

                    8. Calendar

                      Calendar is a relatively new app. It works as a web app and for both iOS and Android devices. It is an intelligent app that learns your contacts, schedule and tasks. It also helps you schedule and arrange meetings according to your available time slots.

                      A good thing about Calendar is that it allows you to sync up with other calendars you use such as Apple Calendar and Google Calendar. And so you can manage all the calendars you have in one place.

                      Calendar also gives you analytics of your meetings, giving you a clear picture on how you can improve your time management.

                      Available for Desktop, iOS and Android

                      9. Today Calendar

                        Today Calendar is one of the most hip and edgy calendars in our list. The solution was one of the first ones that really embraced Material Design and remains one of the few that adhere to the neat style.

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                        The calendar application offers bold colors, simple controls, and great functionality. This is not as heavy an application as many others; it will not eat all the memory of your device.

                        If you are not searching for something complicated and over-functional, Today Calendar is what you need. You can always test the application before paying for it – the program is available for free.

                        Available for Android

                        10. Calendar Widget: Month

                          Sometimes people do not need a heap of calendar applications. They would prefer to have one efficient calendar widget.

                          Calendar Widget: Month perfectly fills this niche and meets all the needs of a modern user. It has some features of an ordinary calendar, but the real great thing about this software is that it has 80 or more themes in its library.

                          The design of the application is great; the themes are perfectly tuned. There are options for almost any theme of your smartphone. The only drawback is the fact that the widget memory is not too large, and you should be ready for it.

                          This simple calendar widget was created in the image and semblance of widgets from Yahoo. The widget window displays one calendar month with the ability to go to the previous and move to the next one.

                          If you need a simple and affordable calendar to plan your tasks and affairs for one month, this widget is ideal for you. Calendar Widget: Month is so simple that it does not even have Google Calendar support.

                          At the moment, it does not have the function of connecting any third-party calendars and services. Developers allow the possibility of introducing support for Google service as an addition to the widget, if users request to have this opportunity.

                          Available for Android

                          Our Verdict

                          Searching for the right application to manage your various calendars and plan your busy day can sometimes turn into a streak of obstacles.

                          Most of us need flexible applications that can be easily used to manage our tough schedule. The application should have all necessary time planning functions and be intuitive.

                          Stylish design and limitless compatibility also matter. It is not always easy to find such a program.

                          The above digital calendar solutions fall under the category “worth” of being used. They are modern, multifunctional, easy, and easy. Pick the one you like!

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                          Featured photo credit: Unsplash via unsplash.com

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