Advertising
Advertising

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.

    Advertising

    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.

    Advertising

    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.

    Advertising

    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.

    Advertising

    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.

    How to Master the Art of Prioritization The Importance of Scheduling Downtime How to Make Decisions Under Pressure 11 Free Mind Mapping Applications & Web Services How to Use Parkinson’s Law to Your Advantage

    Trending in Featured

    1 What Is Speed Reading and How to Successfully Learn It 2 The Science of Setting Goals (And Its Effect on Your Brain) 3 How to Stop Procrastinating: 11 Practical Ways for Procrastinators 4 How to Become an Early Riser and Stay Energetic 5 Becoming Self-Taught (The How-To Guide)

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on February 13, 2020

    What Is Speed Reading and How to Successfully Learn It

    What Is Speed Reading and How to Successfully Learn It

    Too much to read, too little time! Don’t you wish you could read faster without compromising your knowledge intake? This is where a valuable learning technique comes to the rescue: speed reading.

    Speed reading is the top skill to learn in 2020. Read on to find out all about this amazing technique!

    What Is Speed Reading?

    On average, an adult can read somewhere between 200 to 300 words per minute. With speed reading, you can read around 1500 words per minute.[1] Yes, that sounds impossible, but it is true.

    In order to understand how this skill works, you first need to know how the reading process works inside a human’s brain.

    The Reading Process

    The first step is for the eyes to look at a word. This “fixation” on every word takes around 0.25 seconds.

    Next, the eye moves on to the following word. It takes 0.1 seconds for the brain to move from one word to the next. This is called “saccade.”

    Usually, a person reads 4 to 5 words or a sentence at once. After all the fixations and saccades, the brain goes over the entire phrase again in order to process the meaning. This takes around half a second.

    All in all, this allows the average person to read 200 to 300 words in a minute.

    Speeding up the Process

    The concept of speed reading is to speed up this process at least 5 times. Since the saccade period cannot be shortened any further, speed reading emphasizes quicker fixations.

    To accomplish this, scientists recommend that the reader skips the subvocalization: when the readers actually say the word in their mind, even when reading silently.

    Basically, speed reading is the technique of only seeing the words instead of speaking them silently.

    Do not confuse this with skimming. When a reader skims through a text, they skip the parts that their brain considers to be unnecessary.

    You may skip important information in this process. Moreover, skimming does not allow the brain to retain what has been read.

    Why Speed Read?

    Speed reading is not just quick, but also effective. This skill saves a lot of of time without sacrificing information.

    Advertising

    Also, it has been proven to improve memory. The brain’s performance improves during speed reading, which allows the reader to remember more information than before.

    Since speed reading stabilizes the brain, the information is processed faster and more efficiently.

    Believe it or not, this technique leads to improved focus, too. As the brain receives a lot of information during speed reading, there is far less chance of distraction. The brain focuses solely on the job at hand.

    Since the brain is, after all, a muscle, the process of speed reading acts as an exercise. Just like the rest of your muscles, your brain needs exercise to grow stronger, too.

    A focused brain means improved logical thinking. As your brain gets used to receiving and organizing so much information so quickly, your thinking process will become faster.

    As soon as a problem is thrown at you, your brain will quickly put two and two together. You will be able to retrieve stored information, figure out correlations, and come up with new solutions, all within seconds!

    Still not convinced? Read 10 Reasons Why You Should Learn Speed Reading

    Greater Benefits

    With a healthier brain, you can expect better things in other parts of your life, too. A boost in self-esteem is just one of them.

    As you begin to understand information at a faster pace, you will also begin to figure out more opportunities all around you.

    With the ability to deeply understand information in a shorter period of time, your confidence levels will quickly grow higher.

    Moreover, all the aforementioned benefits will relieve you of stress. You will manage your readings in lesser time, your brain will be healthier, and you will feel so much better about yourself.

    With all these advantages, your emotional well-being will be healthier than ever. You’ll feel less stress since your brain will learn to tackle problems efficiently. Speed reading will lead to a relaxed, tension-free lifestyle!

    How to Learn to Speed Read

    Speed reading is a superpower. Fortunately, unlike other superpowers, this one can be learned!

    There are different techniques that can be used to master this skill. Opt for the one that best suits your learning style.

    Advertising

    1. The Pointer Method

    The person who is credited for popularizing speed reading, Evelyn Wood, came up with the pointer method. It is a simple technique in which the reader uses their index finger to slide across the text that they’re reading.

    As the finger moves, the brain coherently moves along with it. It is an effective technique to keep the eyes focused where the finger goes without causing any distraction.

    Readers have a tendency to back-skip. The pointer method prevents this from happening, thereby saving at least half the reading time.

    2. The Scanning Method

    In this technique, the reader’s eyes move along one part of the page only. This can be the left or right side of the text but is usually the center since that is the most convenient.

    Instead of pacing through the entire text from left to right, the vision shifts from top to bottom.

    This method involves fixation on keywords such as names, figures, or other specific terms. By doing so, the saccade time is minimized.

    3. Perceptual Expansion

    Generally, a reader focuses on one word at a time. This technique, on the other hand, encourages the brain to read a chunk of words together. In doing so, this method increases the reader’s peripheral vision.

    Here’s the thing: even though the fixation time remains the same with perceptual expansion, the number of words that the eyes fixate on increases.

    So basically, the brain receives 5 times more information within the same amount of time.

    This technique is the hardest to master and takes the most time to learn. You’ll need help from speed reading tools in order to practice the perceptual expansion method.

    However, once you master it, this technique will offer you the fastest reading pace with the maximum knowledge intake.

    The Best Speed Reading Apps

    The easiest tool to aid any process in any part of life these days is your smartphone.

    You can use mobile applications to learn speed reading on the go. It has been proven that regularly practicing speed reading is the fastest way to learn this skill. [2]

    Here are a few great options to look into:

    Advertising

    1. Reedy

    If you own an Android smartphone, you can download Reedy to your mobile. Otherwise, get the chrome extension on your laptop to enjoy speed reading with Reedy.

    This app trains readers to read faster by displaying words one by one on the screen. Instead of having to go through lines or long texts, Reedy prepares the user to focus on one word at a time.

    Although this isn’t an effective method to learn speed reading long texts, it is a great way to start.

    Once your brain gets used to the idea, you can shift to another app to train speed reading sentences or longer texts.

    2. ReadMe!

    Whether you’re an android or iOS user, you can take advantage of the ReadMe! application. This app even comes with some e-book options to practice speed reading on.

    Start by choosing your desired font size, color, layout, etc. Other than that, there are different reading modes for the user to choose from.

    If you want to practice reading sentence by sentence or in short paragraphs, you can choose the focused reading mode.

    The beeline reader mode changes the color of the text to guide the eye to read from the beginning to the end at a certain pace.

    Lastly, there is the spritz mode in which the app focuses on chunks of words at once. This controls the reader’s peripheral vision. However, this mode is not fully available in the free version of the app.

    3. Spreeder

    Spreeder is available on both iOS and Android. However, users may also gain benefits from Spreeder’s website. This application lets the reader paste in any text that they would like to speed read.

    Starting off at a rather low speed, the app flashes words one by one. Gradually, as the user becomes more comfortable, the speed increases.

    Slowly, the user is trained to speed read without having to skip any words.

    This app is different from the rest because it tracks the user’s reading improvements, recording the overall reading time and speed.

    The progress and improvement are tracked in order to motivate the user to perform even better.

    Advertising

    Adjustable settings, such as the speed of the text, background color, etc. are in the control of the user.

    The Controversy Surrounding Speed Reading

    Truthfully, speed reading does sound too good to be true. It’s hard to believe that it is humanly possible to attain such a fast pace in reading without compromising the quality of information you receive.

    Perhaps as a result, there are people who do not trust the process of speed reading. They believe that when you read through a text at such a high speed, you cannot comprehend the information successfully.

    According to these people, your brain is unable to process information at the speed that you’re reading, and so, they regard speed reading as problematic.

    It is true that speed reading will be of no use if you do not understand the text you’re reading, no matter how quickly you did it.

    Similarly, if you were to read slowly and still not retain or understand the information you read, that would be useless, too.

    However, there a few factors to consider here. When reading at a normal pace, there is enough time in between every step of the process for the brain to get distracted.

    Conversely, speed reading leaves behind no time for the brain to focus on something else. It is unlike skimming. No part of the text is skipped, which means that the brain receives every single bit of information.

    Conclusion

    Keeping all of this in mind, speed reading cannot be labeled a hoax or a failure. Science has backed up this technique, and numerous readers have been using this skill to improve their learning ability.

    At the end of the day, it is your decision whether or not you want to trust this process.

    However, if you decide to take advantage of the opportunities speed reading provides, you will find a world of possibilities opening up to you.

    We live in a fast-paced world. Consuming information faster will help you keep up with that pace and find further success.

    Speed Read Like a Pro!

    Featured photo credit: Blaz Photo via unsplash.com

    Reference

    Read Next