Approaching Inbox Zero in Gmail

Earlier this year (yes I meant to send this out much earlier) I went to a meetup hosted by my local PyLadies group. There Tracy Osborn of Wedding Lovely and Hello Web App fame gave an amazing talk about marketing for developers. I was truly inspired by the talk, and I feel it was very relevant for me, especially as I try to launch my first product and startup Amber Penguin Software. I could write a series of blog posts just on the content from this one meetup alone, and I probably will over time. But today I’ll focus on one thing in particular that I’ve learned from Tracy.

Getting to Inbox Zero

Nowadays I try to not organize my day to day tasks, by either my inbox or even one of my many, many Trello boards. Rather I try to bite off a few urgent and important tasks each day. Still I end up spending time on tasks initiated from emails in my email inbox. Unfortunately my inboxes seems to fill up faster than I can manage them at times. I would love to have a clean inbox as in Inbox Zero technique but more importantly I want to be much more responsive to the emails I get. Also opening up my email can be overwhelming when I see the number of emails in my inbox.

Using Multiple Inboxes in Gmail

One of the things I learned after the meetup, while browsing Tracy’s site was a technique to get my inbox under control at least in Gmail. In essence, you need to enable the “Multiple Inboxes” lab experiment in the Gmail Labs settings. Then you need to write a few filters such as is:drafts || label:follow-up (which happens to be my filter for follow-up emails) for each particular inbox. Et voilĂ ! You have a much more manageable inbox that is subdivided into categories, and the actions you need to take.

Where it works and where it doesn’t work

Unfortunate this technique only works in Gmail at the moment. Some other webmail providers maybe have a similar multiple inbox solution, but unfortunately ProtonMail does not but it is a suggested feature. So my ProtonMail will probably lag behind in terms of how quickly I respond, unless I or someone else implements the multiple inbox feature in ProtonMail.

However where I can use multiple inboxes like in my Amber Penguin Software email (managed by Gmail) it has drastically improved my email experience and my own responsiveness. My Gmail still needs some love to get everything under control, but once I do I will be much better at replying to emails. Ultimately this technique helps you become more confident in categorizing your email, and then acting up on it when the time comes.