Recently on one of my Virtual Assistant Forums, there was a discussion about using Gmail…. again. It seems this topic crops up every other month or so. Folks wondering about “making the switch” from a computer-based program like Outlook to a web-based program like Gmail.

I made the switch myself a couple of times, actually! I’d switched to Google Apps for a few months, tried several ways to stay organized in Gmail, gave up and went back to my computer-based program. A few months later, I realized that I couldn’t stay. I HAD to switch to web-based as I didn’t want to lug my 17-inch laptop with me everywhere… and setting it up in the airport? Never mind.

Using a web-based platform was a bit scary at first. Am I sure that I’m getting all my email? What if I loose one along the way? How can I keep organized without rules, categories, folders, etc?

Gmail has soothed all my worries — and they keep adding features to make it more and more worth my while to stick with them. Oh, and it’s free.

Instead of folders and categories, Gmail has labels. Which are very versatile once you begin playing with them. Instead of rules, Gmail has filters. Which work enormously well. And, with Google Apps, I’m linked right in to my Calendar, Docs, Tasks and Chat (which I recently found out saves chats just like email).

So what about the organization? A friend of mine, Darren Crawford, recently wrote this on his blog: Getting Things Done in Gmail. After reading it, the light came on! I’d used the Gmail Labs features he’s talking about, but not in that precise way. I implemented his system a few weeks ago and I’m never going back!

Here’s what I do: In addition to what Darren writes, I also have a BUNCH of labels assigned by a filter. Taking the idea from ActiveInbox (formerly known as GTDInbox), I have nested labels for my clients, email lists, newsletters, etc. I’ve added colors to the labels to make them stand out (red for clients, blue for lists, green for newsletters) and then created filters to add the labels to emails sent either from specific email addresses or that contain specific words. It’s super easy for me to “triage” my inbox — emails with Red labels get the red-bang star, newsletters and lists might get my read and review star (which is the blue “i” in my case) or might get archived if I really don’t care at that point. I then quickly add labels to those emails which didn’t get labels (or setup/edit a filter) and then mark all as read and archive. Voila! Clean inbox and happy to-do list.

Have you made the switch? Let me know how it’s going for you!

Earlier this week I had the opportunity to help out a client. While that’s nothing new, the important lesson here is how we were able to communicate. Knowing your client’s communication style is key to a winning relationship. [Read more...]

If you are like me, you probably use MS Outlook for almost everything. And since I live in my inbox, I’m constantly distracted by new emails popping in while I’m working. Since my task list and calendar are in Outlook, I can’t just close it down to work on a project. All the information I need is in an email!

So yesterday I “discovered” a cool trick to help minimize the distractions. First, let me share a bit about my setup so you’ll understand why this works – and maybe you’ll find it works for you too!

I have a Search Folder set up to only show the emails that I’ve flagged to be done today. That’s my to do list. It works well ’cause once an item is done, I just click the flag and it “disappears” from my folder! And I know it’s saved in my email so I can go back and get it again if needed.

I also have the Reading Pane open on the right. This allows me to view my emails and attachments without opening the email or attachment. Saves time and I don’t have quite so many windows open!

So, this setup works well except that as I’m working through my task list I see the folder list on the left. It shows my inbox and if I have any new messages coming in. That little blue number is the MOST distracting thing ever!

What I “discovered” yesterday is that there’s this little double arrow (looks like: <<) on the title bar for that folder list. I typically just have the Mail list open, so mine says “Mail” in big bold letters. Then on the right hand side of that title bar is the little double arrow pointing to the left.

When I click that double arrow, the whole pane is minimized. All it says on the left is “Navigation Pane” – which isn’t distracting! If I want to see my email again, I just click the double arrows (now facing right: >>) or click on the words “Navigation Pane”.  And voila! I can now get lost in my email folders again.

By using this simple feature, I can focus on the tasks at hand and not be led astray by the latest office supply store sale. Darn! I really needed another ream of paper!

What do you use to help stay focused?