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ToutApp analyzes your Gmail habits, enhances productivity

A year of emails

At the end of every year, we all become introspective as we prepare to reset our clocks and make goals for our upcoming year. One of the top resolutions of all professionals focuses on improving productivity. Given the amount of time devoted to email and the common feeling of American workers that every email is an emergency, a fast way to improve productivity is by gaining control over your email.

As mentioned, the first step of goal setting is introspection, so ToutApp has stepped in to analyze your Gmail account and give you a detailed report of habits determined by your last year of emails.

Simply go to ToutApp, click the blue button to scan your Gmail account (be sure you understand the Terms of Service first) and it will simply ask permission then request that you type in your name, use for the account, job title, zip code, time zone and country. It will scan your account and email a private link when ready, it can take several hours depending upon the size of your account.

ToutApp tells you who you email the most, who emails you the most, what your busiest month, day, week and time of day for emailing is based on the history of your last year of Gmailing.

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Productivity drops caused by email

Earlier this month, we reported that a French CEO banned email for all 80,000 employees, shifting the entire company on to a more efficient internal social network that focuses on collaboration. The CEO studied the company’s email habits and says that only 10 percent of the 200 emails his employees received per day on average are actually useful and that studies show reading emails as destructive to conversation thus efficiency.

ToutApp performs a version of the French CEO’s study to determine how much time is wasted and point out where you can save time, for example, if the person that emails you the most frequently is Twitter due to every time someone mentions you, your email volume would drop immediately if you turned off notifications. If a keyword that is common in received email is “coupon,” perhaps you are signed up for some daily coupon sites that could be removed to save time. Because as a culture, we have come to work 24 hours via email and frequently feel that all email must be tended to, reducing the amount of email is a great way to increase your productivity.

Lani is the COO and News Director at The American Genius, has co-authored a book, co-founded BASHH, Austin Digital Jobs, Remote Digital Jobs, and is a seasoned business writer and editorialist with a penchant for the irreverent.

16 Comments

16 Comments

  1. Ryan Hukill

    December 28, 2011 at 1:12 pm

    Personally, I made email management a high priority this year and can attest to how freeing it is to finally get the inbox under control. I turned off (or filtered into specific folders) almost all notifications from social networks, news sources, coupons, etc and now the only things that actually pop at home, work, or mobile are mostly priority issues dealing with clients, listings, etc.

    In addition to turning off and filtering, I've adopted the inbox zero approach and every email that comes in either gets dealt with immediately (if necessary), or moved to an organizational folder to be dealt with during office hours. I don't deal with any work-related emails after hours unless it's truly a time-sensitive matter that absolutely HAS to be dealt with immediately (extremely rare).

    It's amazing how much more relaxed I feel now when I look at my inbox and it's empty!

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