Embedded Files
Brain researchers and self-help types agree: Multitasking may work for computers, but not for your head. Shiny tools like Gmail, that get new features every other week, can work for or against you. Let's talk about deciding what you want work to be like, and how Gmail can get you any experience you want.
Ten uninterrupted minutes of work are so much more valuable than two blocks of 2.5 minutes. All the productivity gurus tell us to wean off that adrenaline rush of checking the inbox and go back to processing it on our schedule. We know it's true and nothing would explode if we checked email less - but how many of us really follow through? Here are thoughts on how to use Gmail just for email.
And a donut after each email check...
Fat uber programs vs. service orchestration
Fat uber programs vs. service orchestration
Every tool, be it your TV or your email program, fits itself into your life - you give it a job. Your email program will receive (a lot of) emails and allow you to search them so fast that you should not even need to scurry them away in folders. It will also allow you to send emails.
Older email programs from the "personal information management" era, like Lotus Notes and Outlook, come with other services integrated, like Calendar, To-Do, Contacts (Lotus Notes also had instant messaging) etc. All software is opinionated, as in what the designer thinks works best for you - their opinion was that people would open the program and move back and forth between its components all day. Companies are in love with their metaphors - with Teams, Microsoft is once again in the cramming business, stuffing everything into one uber program.
Google's philosophy is service orchestration. Gmail, Calendar, Contacts are separate services that can be opened independently, but they are tied together. When someone emails you, their data is stored in Contacts and you can send invite them to events (sent via Gmail). Their birthday will show up on Calendar, RSVPs work across Gmail and Calendar and so on. They work like one.
Gmail works both ways
Gmail works both ways
In recent times, Gmail has gotten more capabilities:
Chat is integrated into its side bar, allowing you to bundle all your communication needs
Meet is integrated, allowing you to see your upcoming meetings and jump from one to the next
Contacts, Calendar, Tasks, Keep are integrated into its side panel.
The difference to the dinosaurs 🐱🐉 is that you can use all* those services on their own, focussed. It is up to you to use Gmail as a an uber app or a lean email machine - or anything in between.
*The exception is Tasks - which does not have its own service on the web.
How to use Gmail just for emailing
How to use Gmail just for emailing
The first thing is to reduce distractions. This does not involve great configuration changes (if you want to go minimal - here is how to do it!), but some little tweaks move the chocolate cupcake just far enough out of reach.
A new default state: Thinking without the inbox
A new default state: Thinking without the inbox
Then: The best way to focus during meetings and to be more productive during time blocks (to work on proposals, to analyse, to process and design and think) is to close Gmail. Chat can be kept open separately (enable "do not disturb" to get quiet, too!). Ideally, that would be your new default state.
Here are some tips on how to accomplish living without having the inbox constantly open.
Remove notifications
Remove notifications
Notifications are poison for your productivity. You should disable notifications so that whenever you do your business in Gmail, you do not get sidetracked by new emails coming in. Gmail notifies you in 3 ways:
Desktop notifications: Disable them under Settings > General > Desktop notifications.
Unread icon: Some masochists enable a count of how many unread emails they have. It is disabled under Settings > Advanced > Unread message icon.
Unread count: Gmail's title will read "Inbox (3)". You cannot disable that, but you can pin the tab.
Your phone! You should also disable email notifications on your personal devices.
Use Gmail as a processing tool
Use Gmail as a processing tool
Whenever you decide it is appropriate, open Gmail and do what it does best: Plow through your emails and answer them, file them for later or annotate a task - and off to the next one. "Doing email" becomes a deliberate activity again, instead of mindlessly grinding. Good times typically are the morning, before or after lunch and in the evening. You will still react more than fast enough. When you are done, close Gmail again and get to what needs your attention next.
Tip: Do configure this setting to maximize your processing speed!
Use Gmail as a sending tool only
Use Gmail as a sending tool only
If, during the day, you need to send emails but want to avoid the allure of the inbox, you can:
Bookmark this link (in your log, perhaps?). It will open a compose window only without loading Gmail (a "fire and forget" window).
Work from a label/folder - for example, Drafts, instead of the inbox. If you have a lot of Drafts saved, create an empty label.
You can say many things about Gmail, but you cannot say it is distracting. It can be immersive, it can be lean - that is entirely up to you and your style of working. What is most important is that you can adapt it to your style of working. I hope you do and your productivity takes off, in and out of Gmail. Thank you for reading!
Page updated
Report abuse