Workflow Confessions – Helping You Help Me.

In an attempt to better utilize my new Apple-flavored device for work-related tasks, I am attempting to transfer my email universe completely out of Outlook and into Gmail/Calendar. Last night I installed Remember the Milk on the phone and also added plugins for it to Gmail and GCalendar. This quad-fecta should conceivably connect my task list, calendar, email addresses, phone numbers, email accounts and all in a mobile-friendly manner.

There is, however, a problem. I’ve been using Outlook for over a decade and I’m having a really hard time envisioning GMail ever having the fanatical level of organization that I’m used to and require – lest I lose the plot, tear off my shirt and go sit at the end of my dock for the rest of the business day.

There are no folders. Filters can replace Outlook rules, but there are no folders to sort mail into. I don’t like the way the conversation threads have the most recent emails at the bottom of the page. Having all 7 of my frequently used email accounts aggregated into GMail should be convenient – but I don’t like having it all bundled together on the same screen – even with GMail’s “labels” attached to each separate account. Am I doomed to return to Microsoft’s diabolical fold? I’ve attempted similar transformations in the past.

Here’s what I’d like. Nay – what I’d love. Share your systems. We all have one. Especially if you use GMail. Share your personal processes and workflows here in the comments and list any online or application based tools you depend on to get the job done. How does everything talk to each other? Phone syncs? IMAP? POP? Let’s get it all out on the table. I’ll get the ball rolling with some specific items to address:

1. What do you use for email?
2. How do you manage your contact list?
3. To what extent is your mobile device part of your workflow?
4. What do you use for a calendar?
5. Have you modified any of the above with plugins or addons?

Take it from there, if you dare. You’ll feel better, I’ll blatantly steal your best ideas and we may all learn something useful in the process. You make me want to be a more productive man.

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Tagged as: Gmail, iPhone, Microsoft, Productivity, Remember the Milk