SmartSort
for Gmail

Less Clutter, More Clarity

Teammates : Karla A, Luis P, Glenn H

SmartSort
for Gmail

Less Clutter, More Clarity

Teammates : Karla A, Luis P, Glenn H

Teammates : Karla A, Luis P, Glenn H

Background

Background

Background

This project enhances digital workflows a for remote account manager by addressing Gmail’s inefficiencies in email organization and task management. Using user-centered design, we aims to improve productivity and streamline digital tool usability

Overview

Overview

Overview

What methods were used?

What tools were used?

How long did this study take?

What industry is this?

What methods were used?

What tools were used?

How long did this study take?

What industry is this?

Research Goal

Understand how remote account managers handle email workflows and identify pain points in Gmail’s task management and prioritization. By interviewing real users, we uncovered key inefficiencies that impact productivity

Understand how remote account managers handle email workflows and identify pain points in Gmail’s task management and prioritization. By interviewing real users, we uncovered key inefficiencies that impact productivity

Personas

Personas

Personas

Remote Account Manager

Remote Account Manager

Remote Account Manager

Our primary stakeholder is an account manager who manages multiple client relationships remotely for Connexity. His workflow depends on email organization, follow-ups, and task tracking, which Gmail lacks natively. Due to this, he still prefers Outlook for its flagging system."


Research Findings

Research Findings

Stakeholder 1: Account Manager

  • Prefers structured email organization and relies on follow-up flags, something Gmail lacks compared to Outlook.

  • Finds Gmail’s search engine superior but does not fully utilize filters, indicating a gap in awareness or usability.

  • Adapts by using specific keyword-based searches instead of built-in date filters.

  • Recognizes Gmail’s strengths but feels forced to adjust due to company-wide migration from Microsoft tools.


Stakeholder 1: Account Manager

  • Prefers structured email organization and relies on follow-up flags, something Gmail lacks compared to Outlook.

  • Finds Gmail’s search engine superior but does not fully utilize filters, indicating a gap in awareness or usability.

  • Adapts by using specific keyword-based searches instead of built-in date filters.

  • Recognizes Gmail’s strengths but feels forced to adjust due to company-wide migration from Microsoft tools.


Stakeholder 1: Account Manager

  • Prefers structured email organization and relies on follow-up flags, something Gmail lacks compared to Outlook.

  • Finds Gmail’s search engine superior but does not fully utilize filters, indicating a gap in awareness or usability.

  • Adapts by using specific keyword-based searches instead of built-in date filters.

  • Recognizes Gmail’s strengths but feels forced to adjust due to company-wide migration from Microsoft tools.


Stakeholder 2: Educator

  • Uses multiple digital and physical tools (Google Calendar, Classroom, spreadsheets) to stay organized.

  • Finds Google Classroom effective for announcements but insufficient for detailed tracking, leading to reliance on manual methods.

  • Believes organization strategies like time-blocking and templates improve efficiency.

  • Struggles with the usability of the educational platform, as both teachers and parents find it difficult to navigate.

Stakeholder 2: Educator

  • Uses multiple digital and physical tools (Google Calendar, Classroom, spreadsheets) to stay organized.

  • Finds Google Classroom effective for announcements but insufficient for detailed tracking, leading to reliance on manual methods.

  • Believes organization strategies like time-blocking and templates improve efficiency.

  • Struggles with the usability of the educational platform, as both teachers and parents find it difficult to navigate.

Stakeholder 2: Educator

  • Uses multiple digital and physical tools (Google Calendar, Classroom, spreadsheets) to stay organized.

  • Finds Google Classroom effective for announcements but insufficient for detailed tracking, leading to reliance on manual methods.

  • Believes organization strategies like time-blocking and templates improve efficiency.

  • Struggles with the usability of the educational platform, as both teachers and parents find it difficult to navigate.

Pain Points from User Interviews

Pain Points from User Interviews

Gmail lacks a built-in task scheduling system. Users have no way to set deadlines or reminders for emails that require follow-ups

Gmail lacks a built-in task scheduling system. Users have no way to set deadlines or reminders for emails that require follow-ups

Unlike Outlook’s "Flag for Today/Tomorrow" feature, Gmail only offers starring, which doesn’t indicate urgency or due dates.

Unlike Outlook’s "Flag for Today/Tomorrow" feature, Gmail only offers starring, which doesn’t indicate urgency or due dates.

Users often forget about important emails because Gmail doesn’t provide automated task reminders.

Users often forget about important emails because Gmail doesn’t provide automated task reminders.

Problem

Remote accounts managers struggle to track and prioritize multiple client communications effectively. This lack of organization increases anxiety, leads to missed deadlines, and negatively impacts client relationships


Insight

Our stakeholder emphasized that missing critical emails can result in financial losses and mismanagement. Through initial interviews, we identified that Gmail lacks the organizational clarity needed to highlight important emails efficiently compared to Outlook.

Problem Statement :

Problem Statement :

"Remote account managers need a reliable way to track and prioritize multiple client communications and deliverables across projects in order to reduce anxiety about missing critical client needs and avoid missed deadlines that damage client relationships."

"Remote account managers need a reliable way to track and prioritize multiple client communications and deliverables across projects in order to reduce anxiety about missing critical client needs and avoid missed deadlines that damage client relationships."

Competitive Analysis

Active InBox

Weakness:

  • Lack collaboration features

  • No CRM capabilities for client tracking

Strengths:

  • Converts emails into tasks for organization

  • Automates reminders to ensure follow ups are not missed

Streak CRM

Weakness:

  • Not beginner friendly

  • free plan is limited

Strengths:

  • Fully integrated CRM for managing client interactions

  • enables easy collaboration with shared emails

Right InBox

Weaknesses:

  • Lacks task management features for deadline tracking

  • Does not include CRM

Strengths

  • Automates email scheduling and follow ups

  • provides read receipts and link tracking

Gmelius

Weakness:

  • Paid Plan

  • Extensive features are not beginner friendly

Strengths:

  • supports shared inboxes good for collaboration

  • automates workflows and task delegation

UX Flow 1

UX Flow 1

The Gmail Favorites Tab Redesign introduces a structured system for organizing emails, allowing users to categorize messages as Important, Tasks, or Project-based for better prioritization. This improves accessibility and ensures high-priority emails and actionable tasks remain easy to retrieve.

UX Flow 2

UX Flow 2

UX Flow 2

The Task Management Plugin enhances Gmail with a dedicated task tab, enabling users to create, track, and manage tasks seamlessly. This UX flow streamlines workflow efficiency by allowing users to set deadlines, track progress, and integrate email-based tasks, reducing missed follow-ups and improving organization.


UX Flow Redesign

UX Flow 1 - Favorites Action Hub

This redesign improves email organization by allowing users to categorize emails as Important, Tasks, or Project-based. The Emails of Interest tab serves as a centralized hub where users can quickly access and manage high-priority emails and tasks without feeling overwhelmed.

This redesign improves email organization by allowing users to categorize emails as Important, Tasks, or Project-based. The Emails of Interest tab serves as a centralized hub where users can quickly access and manage high-priority emails and tasks without feeling overwhelmed.

UX Flow 2 - Task Plugin

This flow introduces a dedicated Task tab in Gmail, helping users view, manage, and prioritize tasks directly from their inbox. With features like email-to-task conversion, deadlines, and status tracking, users can efficiently organize their workload and reduce missed deadlines

This flow introduces a dedicated Task tab in Gmail, helping users view, manage, and prioritize tasks directly from their inbox. With features like email-to-task conversion, deadlines, and status tracking, users can efficiently organize their workload and reduce missed deadlines.4o

Low Fidelity Prototype for Action Hub

Low Fidelity Prototype for Action Hub

The Action Hub centralizes email and task management in Gmail. Located in the left panel, it offers quick access to priority categories, while a task section on the right highlights deadlines and completion status. Users can assign emails to custom categories with a confirmation screen to prevent misclassification. This feature enhances workflow efficiency and organization without needing multiple tools.

The Action Hub centralizes email and task management in Gmail. Located in the left panel, it offers quick access to priority categories, while a task section on the right highlights deadlines and completion status. Users can assign emails to custom categories with a confirmation screen to prevent misclassification. This feature enhances workflow efficiency and organization without needing multiple tools.

Low Fidelity Prototype 1

Low Fidelity Prototype 1

Prototype Two: Task Tab

Prototype Two: Task Tab

Prototype Two enhances Gmail by integrating a Task Tab and label-based organization directly into the inbox. Users can create custom labels, filter emails instantly, and categorize tasks efficiently.

Unlike Prototype One’s Action Hub, this version keeps Gmail’s familiar layout while improving task tracking. The Task Tab allows quick filtering and organization without overwhelming the interface, making navigation seamless and intuitive.

Prototype Two enhances Gmail by integrating a Task Tab and label-based organization directly into the inbox. Users can create custom labels, filter emails instantly, and categorize tasks efficiently.

Unlike Prototype One’s Action Hub, this version keeps Gmail’s familiar layout while improving task tracking. The Task Tab allows quick filtering and organization without overwhelming the interface, making navigation seamless and intuitive.

Low Fidelity Prototype 2

Low Fidelity Prototype 2

User Testing Prototype #1

Findings
1. Users found flow 1 more seamless and easily to navigate
2. Users asked for a task urgency tab
3. Flow 2 felt cluttered with too many labels

 Feedback
" Instead of having labels always visible, a collapsible
dropdown would reduce clutter and prevent feeling
overwhelmed"

User Testing Prototype #2

Findings
1. Users quickly distinguished the new Action Hub
2. Preferred for task tab placement and label organization
3. Users stated that it lacked a confirmation button

 Feedback
"I like the ability to turn an email into a task, but need a way
to see priority levels and what they actually do"

Next Steps

Next Steps

User testing revealed key areas for improvement. To enhance task accessibility, we plan to add notes and prioritization filters based on user feedback. A visual hierarchy with color coding will help distinguish urgent tasks. Introducing a confirm button will improve clarity in task creation, as users found the current flow confusing without it. Additionally, making labels and categories collapsible will reduce clutter and improve organization. Lastly, refining navigation will ensure a smoother experience, preventing users from feeling lost.


User testing revealed key areas for improvement. To enhance task accessibility, we plan to add notes and prioritization filters based on user feedback. A visual hierarchy with color coding will help distinguish urgent tasks. Introducing a confirm button will improve clarity in task creation, as users found the current flow confusing without it. Additionally, making labels and categories collapsible will reduce clutter and improve organization. Lastly, refining navigation will ensure a smoother experience, preventing users from feeling lost.


Homepage

How the homepage would look like with the implementation of a Task Tab

Action Hub Pop-Up

Shows the options that the user will select from when clicking on the action hub

Action Hub Confirmation

We listened to our stakeholders feedback and implemented visual hierarchy with color coding to distinguish between different sections

Delegation

In this screen the user can look through clients & accounts, tasks, documentations and a general section.

Task Urgency

Tags can be added to each email to best categorize them by priority levels such as High Priority, In Progress, Overdue, and Completed

Task Addition

When the user adds a task they have to select a due date along with a priority level

Thank You!