Why you should delete all Productivity Apps

I've been addicted - I probably still am, but differently. To productivity apps and new tools supposed to enhance the same. For too long. Actually, I believed that with any new tool that I'm adding to my toolset, I will overcome the struggle that I felt. I wanted to organise tasks better, be reminded more frequently and smartly about pending to dos and never again forget about something that I need to complete by a certain due date. I then found a way to combine tools that I use anyways with what I want to accomplish by using (other) productivity apps - and it works.

What's been the issue

For me, the use of productivity apps has been highly dependent on the UX, e.g. its design, ease of use and how easy I could integrate with other apps as well as into my daily habits and schedule. I underestimated the importance of the latter and simply thought that I just have to use it for all my to dos, tasks, etc. and by simply working only in that app for those items, over time, the app will be sticky enough and it will easily become part of my daily habits and rhythm.

I was wrong!

The more and harder I tried to move everything into one app, the more often I realized the limitations of not working in one tool and didn't see a real productivity increase but considered it more as a distraction. It became harder and harder to keep my personal commitment to only use that particular app and it became impossible to work on my phone as smooth, if at all, as it has been when working on my computer.

How did I change my thinking

I realized that I had to change my thinking. Rather than trying harder to use an app, reverse the thinking and figure out how tasks are assigned to me, what tool I use the most and how I can use it better so that I don't have to switch apps for something that I can accomplish in the same app.

Most of my tasks and to dos derive from emails and meetings - I believe, that's the case for the majority of the workforce. Yes, sometimes I'm under the shower or just having a walk and think of a to do that I haven't yet written down somewhere and I want to make sure that I don't forget about it. So, where do I start?

What's been my solution

I have to be honest. Before I've been starting to work for Google, I've not been able to use the G Suite to the extent I could have make use of it. Yes, I've been using Gmail privately but, in all honesty, again, I've not even scratched the surface of its capabilities. It's just been my simple email tool - nothing more, nothing less.

When I started learning about G Suite - and I've been gently forced to use it extensively, I realized that its simplicity makes it even more powerful than hundreds of features I could use instead in other (similar) products. I finally invented my own system after having tried a couple, also within the tool itself, and I'm more than happy with that decision because I can finally work with the tool that I use the most already anyway and do not have to leave it for tasks and to dos.

My key recommendations for becoming more productive with G Suite

1. Create labels in Gmail - In Gmail you can create an endless number of labels and sub-labels. Why labels and not folders? Well, because with labels you have the flexibility to assign multiple 'tags' to an email and do not have to decide whether you move into this or that folder, when it actually belongs to both. Also, it's more easy to change 'tags' and follow up as you can sort in Gmail in so many different ways, e.g. by typing "label:[name of the label]" and then Gmail finds all emails with that label and if you add another "label:[name of the label]" you find all emails that comprise both labels.
2. Develop a (label) system, first on the actions - For me, it's most important to flag emails that I sent and where I need to wait for an answer but follow up in due time so that my question is not going to be forgotten. I have the following labels: (i) "*WAIT" - for emails that I sent where I want the other party to respond, (ii) "*FU" - for emails where I have to follow up (=FU) but that are not primarily actionable, (iii) "*NA" - for emails that are actionable and require my input, thinking, etc. and, finally, (iv) "*RL" - for emails that I just need to read later (=RL) as I do not have the time to do so right now. Why the asterix? Well, it's much easier to find the right label when you mark the most important once with an asterix in the beginning, e.g. because you don't want the label "Nana" to be suggested when you start typing "NA..." for labelling an email as 'next action' (=NA). With an asterix, Gmail only suggests those labels that start with an asterix. And why do I use only abbreviations? It's just easier to see multiple labels when you look at the preview in the inbox - the longer the labels get, the more distracting it is when you look at the email preview pane.
3. Develop labels related to time - As you need to have the task related label but also the time related one, develop a system that works for you in this regard. I created a label per weekday, e.g. "11-MON", but also one for the "next week" and "next month". I don't use the latter too often, but that's just me. Usually, I'd rather push an email again and again, if necessary, so that I remind myself about it at least once a week if it's still open. Why do I use the number in the beginning, e.g. "11-"? Just because I want to sort better. It's easier to keep those labels on top of your left side label pane if you use those the most.
4. Use colours - I'm a 'colour guy'. The more more colourful emails get, the more I feel I've been structuring and labelling emails enough. But it serves another purpose: Labels that have a certain colour are more easily found, e.g. I use "0-EXT" for emails where somebody outside of my organisation/domain (=google.com) has been sending or receiving the email on the email thread. I created a filter for those emails and they are labelled automatically.
5. Decide on your habits and rhythm - Now that I've labelled my emails accordingly, every weekday I check the emails I've been labelling accordingly for that weekday and decide whether I may or must delay them (again) for another day or two or a week.
6. Email to self - For actions that derive from a meeting, an online meeting these (strange) days, I send an email to myself. Emails are highly customizable so I can take pictures, attach them to the email as well as attach anything else I want to attach or more easily add the Drive link.

That's it!

If you like the tips or if you're having other ideas, feel free to share any feedback with me directly via DM in LinkedIn or ask for my contact details.