How I Work: The Leftovers

We are nearing the end of my posts about how I use what I use. In this post I’ll be covering the remaining apps very quickly. These are all apps that I love, but don’t merit an entire blog post.

Chrome

If you’re not using Chrome or Firefox you’re doing yourself an injustice. I personally prefer Chrome because of it’s powerful integration with my Google account. My favorite feature is being able to view tabs open in my Chrome browser on other devices. A lot of times I’ll leave something like a UPS shipment tracking page open on my computer at work and I can easily access that page from anywhere I am signed into Chrome.

Trello

If I worked on projects with a team on a regular basis I would use Trello. My initial idea was to use it to track needs for events at church didn’t pan out. It just made more sense to use Evernote for that. Trello is a lot like what Google Wave was. A very visual experience and built well for collaborating with others.

Ideas (iPhone only)

Ideas is really useful for content creators. You type whatever idea you have and it will organize it based on keywords in the idea itself. It’s actually not as complex or sophisticated as it sounds, but it’s very useful. I use it to keep track of blog post ideas. I can easily view all blog posts that have the keyword “productivity” in them, and then look through them to figure out what I want to write about.

30/30 (iOS only)

I wish I worked in an environment that allowed me to follow a specific routine so I could use 30/30 more often. Unfortunately I always have things come up last minute. 30/30 can be used to schedule your day, your work out routine or to keep track of how long you spend on different tasks.

Songza

Some people don’t like Pandora because you can’t choose exactly what you listen to. If you are one of those people, Songza is NOT for you. With Songza you choose what to listen to based on what you are currently doing. Working, studying, partying or sleeping, they have a personally crafted playlist for you! I’m currently listening to this playlist at a low volume while Soundroom is creating an atmosphere for my writing.

Penultimate

Penultimate is a companion for Evernote. If you like using a stylus to handwrite notes on your tablet, Penultimate is a great app to have handy.

Ok, we are almost to the end of this series, I have one more post to make. This post will be an extension correction of a previous post.

How I Work: The Leftovers

How I Work: How Evernote

If you missed part 1 of this series, you may want to check it out. I talk about why I use Evernote instead of one of the other bazillion note apps out there.

Before I get into explaining how I use Evernote, let me first make sure you understand these two things about the application. You can sort notes in two ways. Notes are stored in notebooks and can have labels (called tags). Having two levels of sorting is incredibly powerful because it allows you to view all notes that contain a specific tag regardless of which notebook they belong to.

CLEANING HOUSE

The biggest thing that Evernote helps me with is keeping a clean desk. Every day I am handed countless pieces of paper that require some sort of action to be taken. 90% of the time the paper itself isn’t important, I just need the information on the paper. At some point in the day (usually when I get to work, or before I leave) I will take all of the paper on my desk and create a new note in Evernote with a picture of the paper. I will then title the note and give it any appropriate tags.

For a while this was all I would do, but I quickly discovered that notes would be forgotten and many tasks would go by without being completed. To solve this I created tags for each day of the week. When I create the note I add the tag for whatever day I need to look at the note on.

ImageFor example, tonight we had a men’s event and one of our staff brought me a request for mailing labels that was from one of our Sunday School teachers. I immediately pulled out my phone, opened Evernote and created a new note with a picture of the hand written note. I then titled it “Mailing Label Request” and then gave it the tag “Friday” so that I remember to do it the next day. The final step is always the most satisfying… throwing the piece of paper away.

You might be saying to yourself, “Kyle, how do you remember to check the daily tag every day?” Easy. I created a recurring task in Any.DO (my preferred todo list app) to remind me to check it.

Image
I’ll be reviewing Any.DO in another post in the near future.

NOTEBOOK SCTRUCTURE

One of the things people say about Evernote is that the more you use it, the better it gets. This is true, but you have to learn to adapt your notebook structure to ensure maximum efficiency.

After using Evernote for a few months I discovered that one notebook (called Church) had a large amount of notes in it making it difficult to find the note I’m specifically looking for. Tags can help with this, but I wanted a better way to organize my notes so I created 6 sub-notebooks inside the Church notebook.

Image

In your Evernote settings you can set a specific notebook to be your default notebook. I have mine set to “Church:To Sort”. This notebook is simply a catch-all notebook for all new notes. This saves me time when creating the note because I don’t have to think about changing the notebook the note should be in. Instead, later when I’m at my desk I go through the sort folder and put notes where they belong. I may eventually move this notebook outside of the church notebook system, but for now that’s where I have it.

BUT WAIT, THERE’S MORE!

There are a lot more things I use Evernote for, but this is the majority of it. I’ll continue mentioning Evernote as I proceed in this series.

After reading this post, be sure to check out my updated post where I talk about one key feature added to Evernote that I don’t talk about here!

How I Work: How Evernote