My GTD workflow for Gmail V2

Jul 16, ’10 9:43 PM
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As I noted in a previous post, working in Google has forced me to rethink my entire email management system. I’ve worked in Google for just under 6 months and I’ve received just shy of 20,000 emails. My previous GTD workflow utilised labels and multiple inboxes in Gmail to create a cascading workflow system. Although this resulted in significant productivity gains, it was by no means perfect. I’ve since refined the workflow and I would like to share it below. As always, this is a work in progress and I’d love to hear of new and improved ways to manage emails, so please share your thoughts in the comments below.

Issues with V1: The primary issue with V1 of my workflow related to the way in which labels were applied to messages.

  1. A label relates to an entire email thread as opposed to an individual message in a thread.
  2. Labels are cumbersome – it takes several seconds to apply to a message thread.

Superstars replace labels: Because of the issues I outlined above, I’ve decided to use a Gmail lab called ‘Superstars’. The standard Gmail star feature provides you with a binary option – on or off. Superstars enable you to apply one of a range of stars by repetitively clicking and cycling through the options. It addresses both of the downsides I outlined above.

  1. Superstars can be applied to individual messages
  2. Superstars can be applied to messages much faster than labels can.

As messages arrive into my inbox, I scan them and if required, apply one of the following Superstars.

  • Don’t leave the office without doing
  • Requires Action Now
  • Delegated or Expecting Response
  • Requires Action Soon

I’ve used a Gmail labs feature called ‘Multiple Inboxes’ to organise my inbox into 4 main categories. You can do so my copy and pasting the following query strings into the Multiple Inbox settings.

  • has:green-check
  • has:red-bang
  • has:orange-guillemet
  • has:yellow-bang
  • Mark Regan

    Your system sounds too complicated to me. I receive a similar volume of emails spread over numerous accounts. Your system requires reading and/or classifying each incoming email. I look at each email ONCE, and classify it in my mind. Answer it now, leave it as read, mark it as spam, delete it, or star it. These actions usually handle ALL my incoming mail, so I only have NEW unread mail anytime I check my inbox.

    I use the Search box to look for any particular item of mail anytime I need to review one, and all important emails are starred and and the starred list can be printed out or reviewed, as needed.

    I have used this system since I ditched Yahoo when Gmail came out. I do the same thing for Google Voice, which handles ALL my incoming phone calls, voice mails and text messages. It all works smoothly and flawlessly.

    One more thing. I have a separate email account as a backup archive to which I forward all emails from each of my accounts. I also use Google Desktop to sync each of my accounts with my computer. This gives me TWO independent backs of EACH inward and outward email, one in my computer and another on the Google site. All automatic with no intervention necessary.

    I can search any of these backups for any email just by searching for any unique item in the email. Easily, instantly, accurately.

    I think the use of tabs and folders and such is a nice way to categorize information like filing cabinets and buggy whip inventory sheets. But who needs to use labor intensive means of categorizing emails which you have to read sooner or later. The proper use of Google’s email search feature totally eliminates categories.

    Occasionally, I might use some of the automatic categorization tools to keep certain incoming emails which I want to have but not read. Also, I use Gmail to store all kinds of data I use regularly (such as frequency lists and mailing lists and such) which I can instantly find even when I’m not on the web. Why not use all that free storage space Google provides to hold everything you look up now and then? I LOVE Google’s Gmail search feature.

  • Cynthia

    Absolutely fascinating. Has this saved time over time (I mean, after it and you got it sorted out) or do you feel more effective (not missing important to-dos) or both? Or neither?

    I haven’t been dealing with stuff like this (which you know) but am going to study it–see if I can at least eliminate thousands of old emails without losing anything important.

  • Cynthia

    Absolutely fascinating. Has this saved time over time (I mean, after it and you got it sorted out) or do you feel more effective (not missing important to-dos) or both? Or neither?

    I haven't been dealing with stuff like this (which you know) but am going to study it–see if I can at least eliminate thousands of old emails without losing anything important.

  • http://www.thinkvein.com Mark Regan

    It’s been indispensable for me. I’ve simplified the process over time and I suspect everyone will have to find a solution that suits their workflow. But yes – huge asset to managing my day.

  • http://www.thinkvein.com Mark Regan

    It's been indispensable for me. I've simplified the process over time and I suspect everyone will have to find a solution that suits their workflow. But yes – huge asset to managing my day.

  • http://www.thinkvein.com/2010/04/06/my-gtd-workflow-for-gmail/ My GTD workflow for Gmail | ThinkVein

    [...] Update: I have posted an update to this article entitled ‘My GTD workflow for Gmail V2‘. [...]