Show and Tell: My super-productive Gmail inboxPosted: April 5, 2013
Your email client should support good habits, especially since email itself can lead to so many bad ones.
Over the past few months, I’ve been tweaking my Gmail inbox trying to find a configuration that makes it easy to stay focused and productive while I’m using it. Here’s what I’ve come up with. The best part is, it ended up being really easy to set up.
Here’s how I did it
Set up Gmail’s priority inboxes: I followed the instructions described in this comment (the instructions are in the comment, not the actual article itself.) If that’s not clear, here’s a screenshot of what my Gmail inbox settings look like. Basically just divide your inbox into three sections; one for unread email, one for starred email, and one for “Everything else” that will stay collapsed by default.
Use a Google Apps Script to deal with Starred email bloat: I fell into a bad habit of letting starred emails linger in an expanding “I’ll deal with it later” pile. I ended up fixing this by writing a Google Apps Script to automatically label any starred email in my inbox older than two weeks with a big red “DEAL WITH ME” label. It gives me an extra push to not let things pile up for too long. When I’ve unstarred or archived an email, the label gets automatically removed by the script.
The Google Apps Script was pretty easy to write. If you want to, just copy and paste mine. I’ve posted detailed instructions here.
I think this setup is great because…
It reinforces good habits. It’s now more work for me to keep an email in my inbox than it is for it to disappear after reading it. That automatically keeps things tidy. No willpower required.
It doesn’t break other displays. I can have this display in my browser, but my phone still gets the “everything” view. That fits the way I use email on my phone a little bit better. There is nothing automatically removed from the inbox in a way that might make things difficult to locate on other devices.
It’s easy to set up (and easy to undo). Once I had everything like I wanted it on my work email, applying the same settings to my personal Gmail account took about 2 minutes. If I ever decide to switch to something else, or go back to the Gmail defaults, it’s really just a matter of hitting a “reset settings configuration” button to get things back to the default state. I don’t think I’m going to do that, but it’s good to know I can.
Do you have any good inbox hacks?
This setup is working really well for me. I’m really curious to hear what other people think of this approach. Also, if you’ve made any other productivity-boosting modifications to your inbox, I’d love to hear about them in the comments.