pimp your gmail to get more done
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TRANSCRIPT
Pimp your Gmail
Justin Foell
Work at 9seeds.com
Small WordPress Agency
Distributed
Employees in: Minneapolis, Las Vegas, Maui
Why I'm talking about email and Gmail
That guy is me
I have felt like this
Disorganized, Overwhelmed, Helpless
Most techniques center around Inbox Zero(get your inbox down to zero messages by acting or filing)
Both qualified and unqualified to talk
My personal inbox as of yesterday
Far from inbox zero
Have had success in managing my work email
--
Before digging into email, let's talk about time...
How many of you charge for WordPress related work Freelance / Part-time / Full-time?
Are you tracking time spent on email?
Show of hands: how many of you track your time spend on email?
Track time, even if not charging
Our founder's title: Chief Email Officer
Track per client
Quickly identify clients that love to talk
I'll start the timer before I answer the phone.
Long email or > 1 from same sender = tracking
You should charge!
Build it in as project management, or pad the project
Track your time
Plenty of ways to track time, here is one
Works on Mac, Windows, Linux
Inbox Zero
Inbox One-Page
Total Chaos
...
There are different refinement levels of email management
At the top Inbox Zero (not for everyone)
Just below: Inbox one-page (my preference)
All the way down to total chaos you can work your way up!
Multiple Inboxes
Based on article by Andreas Klinger
Useful if using labels (folders) effectively
Flexible!
Usable from phone
Using Gmail web interface since 2010 for work
Our Chief Email Officer sent me the article (will provide link)
I was already using labels effectively
Works on phone
Multiple Inbox Setup
(Video Next Slide)
Video
Settings: Google Labs: Multiple Inboxes
Settings: General: Stars
Settings: Multiple Inboxes
1. Label Email with client label2. Apply star if necessary
On phone flag/unflag will only use 1st star plan accordingly
Other Tips & Tools
Some other productivity tools
Avoid Using Email
Use your Project Management software instead
If you have a project management software, use it!
The appropriate people will get the message
Think about, but don't worry about CCing
Try Active Inbox if Freelancer
Use Active Inbox if you're a one-person-show (video example)
Active Inbox
This transforms Gmail into more of a one person project management suite
Gmail Meter
(Video Next Slide)
Gmail Meter sends monthly email reports (video example)
Pay attention to response time
Run Gmail in its own window
fluidapp.com
Run Gmail in its own window if you like to alt-tab
Enable desktop notifications
Some people find this too distracting your choice
I take a moment review an email right away to determine its urgency
OSX Fluid App turns a page in Safari into an App
Video example
Fluid Gmail App 2 accounts
(Video Next Slide)
and
KEEP
CALM
AND
USE
If you use Windows or Linux, I recommend Chrome
Chrome Apps
Screenshot of:Apps PageRight Click - Create Shortcuts... (Windows / Linux Only)
Show Web Store
Gmelius
Gmelius chrome extension (screenshot)Doesn't work with Safari (sorry Fluid people)Hide footer, chatBeware, some things are weird
Gmelius
Hide Google+
Gmelius
Enable Tracking & Read Receipts
RescueTime
Rescue Tiime to track time (show summary screenshot)
A Word About Search...
You'd think since it's Google, it would be great
Word
You'd think gmail would have the best fuzzy search of any email platform because google
WordPress
Partial searches don't match (word vs. wordpress)
WordPress.com
use autocomplete to your advantage (screenshot example)
Justin Foell
9seeds.com
@justinfoell
foell.org/justin
Here's my contact info with my twitter & personal blog in the upper left
If I write something wordpress specific it almost always winds up on 9seeds.com
Resources
Toggl toggl.comInbox Zero bit.ly/inbox-zero-talkMultiple Inboxes bit.ly/multiple-inboxesActive Inbox activeinboxhq.comGmail Meter gmailmeter.comFluid App fluidapp.comFluid/Gmail Article/Icons: bit.ly/gmail-app-and-iconsGmelius gmelius.comRescue Time rescuetime.com