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


Well, both. Currently we offer the following two options: shorter publicly available Brand Playlists and long-form private Soundtracks for spaces. For both of them we work closely with the client to understand how sound fits into their brand DNA and what their audience is like.

We believe that the guests’ experience with a particular space doesn’t have to begin and end with their stay. The idea of the Brand Playlist is to be a public brand playlists designed to engage the customers before, during, and after their visit at a space. It’s always accessible for them and serves as a new, dynamic marketing channel.

The Soundtrack is slightly different. It takes sometimes up to weeks of work and is designed by a world-class artist, DJ, or tastemaker. For it we first work with you to develop a deep understanding of your business and style. Then we match you with the perfect artist, DJ, or tastemaker to create unique, always fresh playlists, custom tailored to match your brand. 

In both cases, we update them regularly based on guest habits and clients’ needs. 

People in beta Clay Bassford Bespoke Sound

The way we engage with the music community is something really important for us and honestly, what makes us different than other background music providers. A lot of the background music providers out there have internal teams of maybe five or six DJs that do all of the music for their clients. We aim to connect with the local scene and always work with local DJs. There's some kind of magic in finding the exact right artists for the brand.

And on the flip side of it, when we hire artists, we make sure that the project is also inspiring for them and that they would be interested in participating. We always make sure to pay them well. The whole project creates for them a new income stream that they wouldn't have otherwise.

People in beta Clay Bassford Bespoke Sound

Yes! This was really fun. The objective with the betahaus "betabeer sounds" playlist was to showcase the community side of betahaus. There are so many cool, interesting people in the betahaus community and we thought a playlist could be a perfect way to not only help bring the community together but also show the diverse funkiness of the communities of Berlin and Neukölln, which is why Hazy Pockets, a longtime local Berlin DJ known for his eclectic mixes, was perfect for this project.

This playlist moves from bluesy 60s rock into surf and tropicalia, picking up momentum into Motown and onwards through some laid back disco tunes. Perfect for the betabeer events betahaus hosts monthly!


Oh, there are just so many! Like the Imren Grill for instance where you can find the best homemade Turkish food or Das Gift and Gordon which are both run by great music people. Kohelenquelle in Prenzleuer Berg is my favorite local bar (or rather kneipe). To satisfy my  techno / electronic records needs I always go to Hard Wax and one of my most special places is the Zions Kirche steeple, which has an awesome view of the city and a great Weinerei close by. 

You can see me around betahaus. Online, you can always check out my website and listen to our public playlists on Spotify. We’re also currently working on a collaboration with betahaus, so a special Playlist curated by is will very soon sound around the spaces in Kreuzberg and Neukölln. 


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