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Taylor Record
August 31, 2017

How to Lead the Inbox Revolution: An Interview with FLOW-e

Meet Monica. She's a former member of betahaus | Sofia and Head of Marketing for Kanbanize and FLOW-e. Kanbanize is software for lean project management based on the Kanban method. In the past two years, the organization has tripled in size and taken on their next challenge -- bringing efficiency to email through a new product called FLOW-e. We asked Monica to share why her team created FLOW-e, tips on how to organize emails, and insight into which apps can help.

Kanbanize's mission is to bring simplicity, productivity and efficiency to the way people work. Can you tell us more about the email problem that led your team to create FLOW-e?

"We waste over 657 hours of our time each year on answering and sorting emails. I don’t know how that sounds to you, but I can think of 657 better things to do with my time. But, I just can’t bid adieu to my email account, or in my case, accounts...

We waste over 657 hours of our time each year on answering and sorting emails. I don’t know how that sounds to you, but I can think of 657 better things to do with my time.

It seems that a lot of people share this position. The key phrase “drowning in email” generates over 40,000 Google search results. Ironically, “addicted to email” generates 943,000 results in the same search engine. A study conducted by the Radicati Group of Palo Alto posits that email is and will remain the predominant form of communication in the business space where the stakes are highest. A person working in an office most likely receives between 50 and 100 individual emails per day while CEOs, directors of companies and social influencers get twice as much. Professionals have developed the habit of fanatically checking their inbox on average around 54 times a day.

Within the Kanbanize team, we asked ourselves the question - how can we transform email into a vehicle of success and efficiency that makes our day-to-day lives easier rather than more challenging?"

With so many productivity and collaboration tools, teams can experience app overload in pursuit of productivity. What does FLOW-e do differently than conventional web apps to help teams save time?

"Built on top of Gmail and Office 365/Outlook, Flow-E visualizes the contents of your original inbox and helps you build a workflow process around the incoming emails. The flexible stages of the process visually distribute emails among different sections of your view based on their status. Everything is part of a streamlined workflow.

You don’t just have a calendar, you have an ongoing chronological timeline of your upcoming meetings for the day. You can add todos onto email communication instead of moving back and forth between external task management tools and your inbox. Use your inbox not just as a receiver of tasks and messages, but also as a place from which you can track and delegate among your team members.

By uniting two functionalities -- tracking email communication and managing the tasks related to it on your team -- the users ability to delegate can both forward tasks to the appropriate person on their team, but also tracks their progress status as they move towards completion."

By uniting two functionalities -- tracking email communication and managing the tasks related to it on your team -- the users ability to delegate can both forward tasks to the appropriate person on their team, but also tracks their progress status as they move towards completion.

Besides FLOW-e, what new web apps would you recommend to teams trying to get their inboxes in order?

"There are small number of web apps that have joined the conversation surrounding the prolific email problem. The ones we find most interesting are Dragapp (newly launched), ActiveInbox (works only with Gmail), and Sanebox (works with Gmail and Yahoo). These solutions work as “skins” for existing email clients and can help you organize your inbox."

Can you share some advice on small changes people can make with their email habits to become more productive?

"On the personal blog of Andreas Klinger, an Austrian startup guy and CTO of Product Hunt, we found a noteworthy article titled “Don’t Drown in Email: How to Use Gmail More Efficiently”. In Klinger’s article, emails lived in separate compartments in his general Gmail account. There were separate inboxes based on the status of the email. He used the following structure and policies:

  • GTD - Getting things done
  • An easy to manage, usually empty inbox on the left
  • All “todos” in the first box
  • All emails “awaiting a reply” in the second
  • All “delegated” emails in the third
  • All emails related to meetings, flights, etc easy to find in the fourth

Even before Klinger’s piece, we saw references to the plea for an email charter for email users put together by Jane Wulf and the curator of TED, Chris Anderson. The charter itself is made up of 16 codes of conduct that senders and receivers of email should follow. Suggestions include: respecting recipients time, choosing clear subject lines, keeping communications short, asking concise questions, etc. By reviewing the email charter and integrating it into your own email etiquette, you can start to create a culture of more respectful emailing."

 

Want to learn more about how to organize emails with FLOW-E? If you are part of a team working in betahaus | berlin, head to their website now for a 1 Year Free Trial of FLOW-e!

Found the content interesting? Want to join Monica and other entrepreneurs at betahaus? See how here

Have you met .. the Softblobs? Since moving back to Berlin from the US, Gesine Krätzner has been making strange creatures out of fabric that she calls Softblobs. They are cute, random, and they'll be waiting in The Basement if you want to try playing around with them.

From toys made of fabric, we’re moving onto wooden sculptures. Matt Danko knows how to bring wood to life and does it amazingly in his free time. In The Basement, he’ll show his latest furniture pieces and sculptures.

In the same room as Matt, you’ll find Lisa Büscher, who has prepared for us a hyper realistic sculpture presentation that gives it the touch of the extreme, surrealistic and absurd. She de- and reconstructs and reorganizes human bodies like Utopia does society.


In our Photo & Video room you will find works from Collette Pomerleau and Ocean.Now.

Colette is a Berlin-based creative working in photography, art direction and set design. Through her visuals she explores intimacy and anonymity. The space that falls somewhere in between.

Ocean. Now! is a collective that accelerates ocean protection. They work with different types of art to motivate our society to protect the Ocean -Now!

In the early afternoon, based in The Garden, you’ll meet Amaury BOUQUET. He’s a Berlin-based French artist from Saint Maur des Fossés, who has a background in social innovation and loves to play with symbols in his works. At 10 Years in beta, he’ll do his special Humanist Tarot readings from 4-6pm.

Parallel to him, also in The Garden, Sebastian Olivares will be painting live a special Mandala created for betahaus. Sebastian is a Berlin-based visual artist who specializes in painting mandala murals and has painted murals in Germany, Chile, Australia and Thailand.

Throughout the day ilan katin will be putting the party vibes onto a mural, specially created for betahaus. He's a Neukölln-based artist with experience in visual work, both static and performative, graphic design, illustration, comics, installations, animation and live video.

We think this one speaks for itself. If you need a little glitz or glitter to get you into the party spirit, come early and we'll do the rest.



Last, but not least, special thanks to our lovely partners who are helping us making this event happen.
Pilsner Urquell and Fritz Cola for the drinks, Emmy, Drivy, FrameRight, CoffeeCircle, Dream Facilitation, Moruga and BioWine for supporting our Prize Draw and our media partners from Silicon Allee, ASK HELMUT, Creative City Berlin and TechCode.

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