I started using Proton for Business in March to replace Google Workspace.

I wanted to move away from Big Google and know a lot of my clients are also interested in doing that too, so I figured I’d go first.

The transition has been harder than I expected it to be:

• Google integrates with literally everything

• Proton integrates with seemingly nothing (because, you know, privacy)

• I had to build creative workarounds for a lot of my other tools to work with my Proton setup (like my scheduling platform, TidyCal)

• I had to create actual passwords for a lot of the platforms I’m using (it’s scary how many Google sign-ins I had without realizing it!)

But due to my personality (stubborn, kinda spiteful), the harder it's been to de-Google my business, the more motivated I've become to make this non-Google workflow work.

Because, in the words of Gretchen Wieners:

"Why should Caesar [Google] just get to stomp around like a giant while the rest of us try not to get smushed under his big feet? Brutus [Non-Google Product] is just as cute as Caesar, right? Brutus is just as smart as Caesar, people totally like Brutus just as much as they like Caesar, and when did it become okay for one person to be the boss of everybody because that's not what Rome is about! We should totally just STAB CAESAR!"

But the purpose of this post is not to encourage you to leave Google.

If anything, I want to let people know it isn't for the faint of heart — and to really consider if you're ready for such a drastic switch.

Annoyingly, Gmail in particular made a lot of things really easy for me. Proton Mail doesn't have all the same capabilities I grew accustomed to in Gmail, like priority inbox and templates.

How I stay organized in Gmail - by Andrea Reeves

8 tools to help you tame your inbox

I actually haven’t hit inbox zero once since switching to Proton.

And I kind of... don't mind?

I mentioned a few posts ago that I got a work phone, which has helped me maintain boundaries around email. I can’t access work emails on my personal phone anymore, which means I'm in my inbox much less than before. And with less time in my inbox, inbox zero has become less and less important to me.

📧 My Simple Inbox System

I've said it before and I'll say it again: You don't have to strive for inbox zero to have an organized inbox!

The key is finding a system that works for you.

Here's what's been working for me:

1️⃣ Inbox scan

• Tidy up/delete anything not requiring action

• Archive, delete, or unsubscribe to things as needed

• Scan interesting newsletters before archiving

• Tag any newsletters I want to come back to as "Read Later" and then archive

Quick note: My "Read Later" tag is used frequently and I rarely actually read later. It's nice knowing where those newsletters/articles are, but I've released any pressure around coming back to them quickly. You don’t have to feel shame about this — we're all inundated with so much information daily, it’s impossible to consume everything!

2️⃣ Snooze what can wait

• Snooze anything I want out of sight but need to remember, like free trial emails, future projects, etc.

I'm always surprised by how many people haven't heard of snoozing! Most email platforms have this feature, including Proton Mail. You just pick a date/time when you want the email to return to your inbox. If you don’t know where snooze is, look for a little clock icon or search "snooze feature [platform name]" for instructions.

3️⃣ Tag action items

• Tag emails requiring action as "To Do" and leave in inbox

• Sometimes I forward to TickTick (my task manager) to capture there, but tbh that rarely happens

4️⃣ Respond & Archive

• Reply to time-sensitive messages

• Archive after responding to clear it out of the inbox

• If I’m not ready to respond, I leave it in my inbox unread

And then I exit out and get on with my day!

I try to limit inbox time to 20-30 minutes at the start and end of each day. I also try not to check my emails too often throughout the day unless I’m expecting something.

The amount of time you spend will depend on the amount of emails you get. This may not be feasible for some of you!

Thinking of leaving Google Workspace?

If you've been considering leaving Google or are Proton-curious and have questions, reach out! If there’s enough interest, I might do a future post about how I made the switch (pros/cons, things to consider, migration tips, etc.).

And full disclosure: I haven't completely eradicated Google from my life. Most of my clients still use Google Workspace and I haven't found a reasonable solution for personal email yet. It's a process!

I think using a simpler software with fewer features than Gmail has rewired my brain in a way that makes me feel a little more human.

Peace, love and workflows,

Andrea