Stabbing Caesar (leaving Google)
+ my simple email system
I started using Proton for Business in March to replace Google Workspace.
Why? Privacy concerns and trying to divest from Evil Google — things many online spaces say I should care about.
(To be clear, I do actually care about these things, but changing email platforms feels very unimportant in the grand scheme of everything happening in the U.S. and beyond.)
😬 The transition has been harder than expected
Because:
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!"
⚠️ A Warning
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.
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!
Want to create a custom inbox system (in any email platform) that makes you feel organized without setting unrealistic expectations for yourself? Book a Systems Power Hour here!
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 — it’s helped released the pressure of achieving inbox zero.
Peace, love and workflows,
Andrea
I've switched to Proton too over the past few months and IS IT EVER A PROCESS! You are not alone in this. But I agree that it seems worth it.
On a de-ish google journey too. But definitely a very slow journey 😅