Let me clarify something before I get started: Labels are Gmail’s version of tags. Tags totally rock for organization and I love them dearly. They offer a lot of flexibility over hierarchical folders and are really powerful when you start applying several tags to a single item. Fortunately, many services are starting to move away from systems of organization based on hierarchical folders and towards systems based on tagging of data. Google apparently only received half the memo. It’ is so difficult in Gmail to apply more than one label that you find yourself stuck in some wierd “only-one-tag-at-a-time” universe. You are basically limited by the same restrictions as hierarchical folders, but there is a clever “Label” mask on this system to trick you into thinking you can tag like all the other cool kids. I say bollocks!

The best way to describe Gmail’s Label deficiences is through an example. I recently ordered a gift for my hot wife from Amazon. After placing the order, I received the standard order confirmation email with all the details of the purchase. Me being a tag freak, I wanted to tag the hell out of that email so that later on I could find it as needed. I decided to apply four labels (tags): Amazon, Receipt, Birthday, Nikki. So there you go: four tags. Seems simple, right?

Here is a break down of what it takes to apply these four labels to a single message in Gmail:

• Click #1 – Select the email
• Click #2 – Open the “More Actions” menu
• Click #3 – Grab the scroll bar
• Scroll #1 – Scroll to “Amazon” in the list of labels
• Click #4 – Apply the “Amazon” label to the email
• Click #5 – Open the “More Actions” menu, again
• Click #6 – Grab the scroll bar
• Scroll #2 – Scroll to “Receipt” in the list of labels
• Click #7 – Apply the “Receipt” label to the email
• Click #8 – Open the “More Actions” menu, again
• Click #9 – Grab the scroll bar
• Scroll #3 – Scroll to “Birthday” in the list of labels
• Click #10 – Apply the “Birthday” label to the email
• Click #11 – Open the “More Actions” menu, again
• Click #12 – Grab the scroll bar
• Scroll #4 – Scroll to “Nikki” in the list of labels
• Click #13 – Apply the “Nikki” label to the email

Grand Total: 13 clicks and 4 scrolls

Am I the only Gmail user that finds this ridic-a-donk-ulous? (Now, I know you can just use the scroll wheel instead of grabbing the scroll bar, however: 1) some people don’t have scroll wheels, and 2) dammit, I’m trying to make a point here). So, is there a better way? Absolutely.

A Better Way

Here is my solution for a better interface for Labels in Gmail:

First of all, rip the labels out of the “More Actions” menu, they just don’t belong there.

There is a mile of open space in the tool bar. Let’s go ahead and add a “Labels” button there. This button will give you access to an overlay with actions specific to labels:

There is a lot going on here, so let me explain: When an email is selected, all currently-applied labels will be highlighted. Clicking on additional labels will automatically apply them, and clicking on currently-applied labels will remove them. At the top of the list of labels is a text field that allows you to enter new labels. Simply type in all your new labels separated by spaces. Once you click “Apply” the new labels and other changes will be saved and applied to the selected email. Simple as pie.

Now let’s replay the above scenario with my version:

• Click #1 – Select the email
• Click #2 – Open the “Labels” menu
• Click #3 – Apply the “Amazon” label
• Click #4 – Apply the “Receipt” label
• Click #5 – Apply the “Birthday” label
• Click #6 – Apply the “Nikki” label
• Click #7 – Click “Apply”

Grand Total: 7 clicks and 0 scrolls

This new “Labels” overlay halves the number of clicks required and completely eliminates any scrolling. Much better. So, what are you thoughts? Could this be even more efficient (you could definitely eliminate one click by making the “Labels” menu open up when the mouse hovers over it)?

Google, are you listening?

As prudent architects of the web, it is our job as developers and designers to argue the case for web standards. It is important to translate our techno-intertube-babble into something that any client (managers being clients, too) can comprehend. Once your client understands the value that web standards provide to their site and their customers, they will be more likely to devote resources towards doing things the right way.

The Business Case for Web Standards is a wiki devoted to helping developers and designers argue the case for web standards. Christian Heilmann created this site to help the web design community band together and collectively tackle this task.

From the site:

The first problem I realized is that a lot of presentations start from the premise that the person we are trying to convince knows and is interested in web standards. This might not be the case, therefore I am thinking that we need to approach the sale with the premise that we need to solve the issues the person has and find the solutions web standards provide that relate to these.

Roger Johansson also points out a great reason to use this resource:

One thing in particular that I like about this is that there isn’t only room for the arguments for using Web standards. Common counterarguments are also listed, which is good since being aware of those arguments lets you prepare good replies to them in case they are used.

The wiki itself is broken down into some really great categories that make it very easy to find the information you need.

• Argumentation
  • Arguments
  • Counterarguments
  • Common Mistakes to Avoid
• Audience
  • Enterprise Managers
  • Small Business
  • Department Heads
  • Non Technical Managers

I find this video insightful because it acknowledges the advancements made in information architecture driven by the web standards/development community. The better understanding of information and how it relates contextually to ourselves and our environment is reshaping the way we interact on the web, and even in the offline world.

The Machine is Us/ing Us