I just crossed 20,000 notes in Evernote, so I thought now might be a good time to update my occasional series on Evernote. Early in the life of RestartGTD I used to manually count up Evernote pages and track them. Unfortunately my original note counting methodology was a hack that did not work accurately. Because Evernote has added monthly note counts, here is an example for my account as of December 25, 2016, look for the red arrows 1/3 of the way from the left, near the top of the page: So, since I can use these Evernote generated non-hack counts, I decided to take a trip down memory lane and scrape out the monthly totals for the 102 months that I’ve been an evernote subscriber.
Outlook Mac To Evernote Script This blog post is nominally about a script to send Outlook 2011 for Mac emails to Evernote. In reality, it is a love letter to Justin Lancy aka Veritrope.
Here is the previous total and the more accurate Evernote-generated total note count for 102 months: The count totals diverge in 2013 where SKITCH started defaulting to saving in Evernote. But I suspect that the convoluted “trick Evernote into counting notes” method that I was using, was in a word “bad”. Anyway, I trust the monthly total that Evernote now generate as it predicts the actual number of notes in my account within 2 notes. All comes back but 2 tablespoons! (notes) So over the 102 months of Evernote, I’ve increased my usage of evernote month by month from 1 note per month on average, to almost 200 notes per month. Here is the same graph plotted with a rolling average notes per month plotted on a second Y axis in Excel 2016’s “hideous orange”: I continue to use Evernote as my GTD reference filing system only.
I’ve tried tracking projects in Evernote but prefer OneNote for detailed next action decomposition work. But as a reference filing system, Evernote has definitely achieved “roach motel” lock in of my information. The pattern in the orange average is very “ratchet” like. Jutting up, drifting down, but then jutting up again, and again.
Desk before and after GTD Introduction: (2015 is ending. Tool options for “how” to continue to eclipse my capacity to integrate them year to year. So I will continue to argue:. Evernote is THE. Use Evernote to capture your browsing into Evernote, or, and DONE PAPERLESS + find any note in 15 seconds.Note. Evernote, the company, has begun pruning the non-filing system aspects of itself after having quality and other “spreading itself too thin” problems. is THE PROCESSING PLACE for the rest of us.
When you have an.explosive. next action (i.e., that project that just landed on you by instant message), put it into OneNote and then use the outlining and image pasting to turn a multi-step next action, into a project plan, all on one page. Microsoft.appears.
to remain behind OneNote. Microsoft does not “get” what Evernote does (reference filing) and so OneNote continues to miss one key component of a dominant design (reference filing) to replace Evernote. So use them together, you’ll be happier than with either alone. The twain never meet. Capture to Evernote if the answer to “Will there ever be a next action?” is maybe or yes.
Process next action into a project plan in OneNote. Simple really. (#ThankYouRaleighMuns). That Evernote’s in losing notes, are more than overcome by Evernote’s utility as a document manager for reference files.Sigh. as I say this Evernote has lost our family’s recipe for Shepherd’s Pie for Christmas 2015.
Fortunately, I have emailed this recipe so I, this once, have recovered the data and put it back into Evernote. Defect: Customer Service And I too, have been misunderstood by Evernote’s support “geniuses” who like car sales people can’t hear the loud “creek” in your new car after you are off the lot. Customer service people at Evernote do not even have brain resptors for:. The user I’m talking to is knowledgeable about Evernote. There is a real problem. But despite this, after beating my head on the Evernote customer service wall (Andy), Evernote the product.miraculously. started recognizing the 2,000 previously unindexed notes.
Perhaps reflecting on conversations after the email gets pissy, does take place at Evernote.With customer service, you can only tie or lose. This was a tie, which means victory!!!. Defect: Security I would strongly prefer that Evernote run on my air-gapped Synology at home. And the NAS has a note app. But, with 16,986 notes in Evernote, I’m a bit past being able to migrate.
If only because I’m somehow certain that I’ll lose notes in the process. Suggest alternatives in the comments below!!!. Defect: Interviewing Just for fun, I would like to.note. that I had a job interview with Evernote 2 years ago. And I’m sure that a TWILIGHT ZONE episode could be made out of being interviewed by someone who understood their product vastly less than a thunder-lizard fanboi product fanatic with a low-rated blog. That the Evernote “” substitutes:.
are a step backwards from having a REFERENCE FILING SYSTEM in the GTD sense. And WORSE they (a) either mix reference filing with processing next actions, or (b) they baffle your brains by focusing on outlines, and simultaneously leave you without a real reference filing system, assuming you have everything you need.
That Evernote dumping (which has been displaced by Evernote Web Clipper) is bad. Because:. I find that I have to have BOTH Web Clipper and Clearly, to reliably be able to capture web pages. Clipper/Clearly don’t do the same thing. The should, but they don’t.
So I’m going to have to capture HTML in 2016 to get all the data I need. Evernote by allowing parallel competitive products (web clipper and clearly), and then killing the “losers” off, is shaking the jello of customer confidence. I recently listened to an end user berate Microsoft for doing the same thing. Evernote may want to be the Microsoft of notes. But it is a “” and desperately needs to be the Southwest Airlines of notes. I like Evernote Clearly.
I used it first. And Evernote dumping Skitch for Windows (same link as Clearly above) is bad. Highlighting the “afterthought product management” which in Latin is spelled “E-v-e-r-n-o-t-e”. I taught GTD to 200+ MBAs and even a fanboi unemployed person can’t implement chapters 4-13 of the first edition in one go.
I’ve heard that only 17% of attendees to GTD seminars can implement the system. Getting GTD going is a volatile mix of ambition and disappointment. If you get too ambitious, you will be disappointed. And that can add up. If you don’t swing for the fences, and “take the walk” of getting reference filing going (Evernote, have I mentioned Evernote yet?), clearing your desk (mind=desk like water), and implementing 1-idea-1-piece of paper, next actions, and call it good.
Your GTD survival rate will be 100%. C’mon, you work at a computer for a living. Why not invest in 2x the productivity? That’s what, like a 1 hr/day payback?. Personally I use (warning dual link is a pain) that Cost $200 (now, but the price is lower at some times) and then get an, which makes the total cost $280. But I’ve seen the el-cheapo monitors for as little as $100.
My boss got me 2 for work, $150 for the first one, and $100 for the second. Stalk and save.Note.
your status-oriented computing colleagues will accuse you of being happy with “crap” monitors if you follow this path. I find however, that “crap” gets my things done just as fast as $600 monitors would.:-). Uneeda 2nd 27″ monitor. Just implement. Thank me later. Uneeda to convert your (desk + monitors) from a giant monitor stand,.
We lived through 2015, we should declare victory, and gird ourselves for disciplined optimism in 2016. Best Regards, Bill Meade [email protected]. Purpose of this post is to share a.find. of the 3×5 kind. I have started carrying an. And, it is FANTASTIC!!!
I keep the case with 10 or so blank 3×5 cards (stored in the middle pouch so the cards do not get beat up) in my right front pocket. Even the pen holder is useful. I keep a skinny red pen in the case, so I can drag the case out and be ready to capture.
Ideas, projects, action items, whatever. There are also front and back slots to keep cards that have been written.
So the case allows me to keep next actions with me, separate from blank cards. The workflow:. Take card case out, and capture the GTD open loop. Slide the open loop into the front or back slot. Front slot is for general GTD open loops that can be closed without capture in my digital system. Probably about 50% of the open-loop-cards I capture will be completed without being entered electronically. Back slot is for project related cards that for the most part end up in OneNote or Evernote.
The confession:. I lost the first hand note case I purchased, but because it had become indispensable for me, I’ve re-ordered another from Amazon.com Discussion:. How can someone who uses both Evernote and OneNote need 3×5 cards?
Because my brain loves 3×5 cards. The most powerful organizing that I do is to lay out 3×5 cards on a giant table, and then re-organize them by sliding them into columns of related ideas.
When I put my entire trusted system into the MOST EXCELLENT OmniFocus, my brain refused to use the system. I could not bring myself to sit down at my desk. I.think. in David Allen actually says “If you get too organized, your brain will refuse to use your system.” Certainly the case for me. So as I’ve documented in the, I use 3×5 cards as my default “one idea, one piece of paper” capture system. Introduction: In my current job, I’m working with a lot of people from Microsoft. If I mention “” I often hear “You mean OneNote Right!?!” This post is just a small scream out to the inner (The t-shirt with “IBM Weak as a kitten, dumb as a sack of hammers!” alone makes the book worth reading!!!) of my anonymous Microsoft partisans: OneNote and Evernote are different.
Really different. Let me use a Microserf-ish analogy:. OneNote is Excel.
Evernote is Power Query. Or, OneNote is Excel, and Evernote is PowerPivot. Yes, their functionalities overlap. But no, they are not competitors. To a GTD person, they are complements, not substitutes.
Oops, another analogy from economics just inserted itself. There is a healthy humility at Microsoft today. Gone are the arrogant people looking at your extended hand and saying “Do I need to know you?” They’ve been replaced by mortals who worry about being laid off as well as worrying about whether their market share can be.significant. My Microserf partisans, embrace this humility! But, don’t let your healthy humility combine with an unhealthy fear of failure, that will react with humility to produce defensiveness. OneNote is great. OneNote is powerful.
But not as powerful as OneNote+Evernote. Read that last sentence again! Source: PixelLight.com Introduction I have an artist friend, Mark VanderSys Source: (2/3 down the page) who runs a small, extremely high-touch graphics business:. By extremely high-touch I mean: gigapixel pictures with, heavily, and seemingly impossible pictures without parallax (i.e., the entire width of the picture is taken at a perfect 90 degree angle to the subject) and extremely clean New Addition: The picture at the top of this post is an un-retouched image taken of objects spinning. It was taken with a BetterLight.com digital scan back in a standard 4×5 industrial bellows camera, Mark gave a tutorial at BetterLight where he showed step by step how the picture was taken. Click for the magic pixie dust demo via an.mov file that shows the process.
Mark and I have been implementing together for several years. Mark uses a customer requirements planning program, Asana.com, to organize, share, and track his work. Mark and I just spent two hours looking over his implementation of Asana, and reflecting on how GTD lives in very complicated, very powerful systems like Asana. Lessons Learned. Using Skype to share screens is easy!
Get your Skype session going. Click on the plus thought bubble at the bottom of the screen. Click share screen in the pop up: 4. Continue your conversation while sharing your screen!. Complexity of the tool, Asana, Omni-Focus, whatever, expands like a gas to fill your energy and memory, leading to feelings of being overwhelmed.
And,. complexity crowds GTD logic out of your mind.
When GTD gets crowded out by a tool, we naturally stop managing self-expectations. You are now standing at the top of the GTD off-ramp.
How to implement a new program. Get some work into the system. Get to know the system, really try to make it work. Rome was not built in day.
When you get frustrated, talk to your GTD buddy. Getting started with GTD is much easier when you have a buddy. Mark VanderSys is my GTD buddy.
What your GTD buddy will tell you:. Slow down.
Rome was not built in a day. Go back to basics. Now that you know a bit about Asana (or OmniFocus, or whatever) it is time to re-read the first three chapters of Getting Things Done.
As you go through the chapters s-l-o-w-l-y, write ideas on 3×5 cards, page by page through chapters 1 through 3. Focus on how the program allows each of GTD’s tools to be implemented. Make notes of next actions for doing GTD more fully. Organizing Work with Hierarchy and in an Intertwingled World Source: Preface.
Organizing tools allow different kinds of organization. In particular, different kinds of project-next action relationships. Paper with a next action focus, manila folders, creates an implicit one-to-many work hierarchy. One project, one manila folder, and inside many next actions.
All the next actions relate only to the project indicated by the folder’s name. Outline tools like OmniFocus (built around OmniOutliner), Evernote, and OneNote use an implicit one-to-many work hierarchy. That is, you start with a project, and then create N next actions to complete the project. But advanced tools like OmniFocus go a bit further. Next actions can relate not only to projects in a hierarchical way. Next actions can also relate to contexts. So the simple one-to-many hierarchy of project and actions, begins to fray.
GTDers are coached to think of projects and contexts as a kind of matrix organization structure, and then next actions live at the intersection of project and context. CRM (Customer Requirements Management) systems like ASANA however, are not limited to one-to-many work hierarchy. Yes, you can create a project and then a task underneath the project.
But in addition, Asana tasks can be related explicitly to multiple projects. This is a many-to-many link which CRM systems have evolved so that a next action can be tracked in relation to many projects. With many-to-many relationships, CRM allow GTDers to use “more colors of the rainbow” by tracking multiple projects that a next action relates to, but CRM systems shatter top-down one-to-many work hierarchy that a GTD person is used to seeing, and substitute an extra step of running queries, to see the full status of a next action against its projects. Very disorienting at first.
Ugh, I’m feeling scared. Overwhelmed, dizzy. What can I do if I need to use a CRM system to implement GTD in my intertwingled life?. Go back up to what your GTD buddy told you above:. Just be aware of what the electronic system can do. And use GTD within that electronic system, as fully as you can. Don’t force yourself to use too much complexity.
Over time, as you keep your eye on GTD inside the system, you’ll have ideas. For example, you might have the idea in Asana, of doing a query that shows you the next actions in the system, that will move the most projects forward. Might be useful to try!. Experiment. Let these ideas come, and then experiment with them.
Thanks Mark VanderSys for a fun afternoon of GTD buddy check in! Top 5 Causes of New-Job-Tunnel-Vision. Meeting 30 people at once on the “first-day-tour-of-death” What happens is that you get to see 30 people whose names you instantly forget, and immediately start feeling guilty for not knowing. Asking the new boss for a project list, before accepting the job What happens is that you get a list of 10 projects that the boss wishes s/he had time to do. This is great except that what is left out is the time-to-come-up-to-speed on the company’s infrastructure. The projects won’t be do-able for at least two months. So they sit on your project list mocking you until you are no longer clueless.
The new boss.hopes. you can do these. But, you won’t be able to do them. Buying your boss-to-be before you start the job What happens is that your boss-to-be won’t have time to read any of GTD, even if you buy him/her the Audible version of GTD.
But, new-boss’s expectations of your performance will be amped up. Taking a job in a “guns-drawn” produce-or-die company If you are joining a little company that is rapidly becoming a big company, you will be entering a “guns-drawn” environment.
You can be optimally organized, but the organization has such intense needs for people it does not yet have, that you will be working constantly to bring definition to work that is inherently beyond the infrastructure of your employer. Peter Drucker (Two must reads: and ) articulated the essence of knowledge work as defining the work to be done. But, it is possible to work places where there is so much work to be defined, that one GTD person can not succeed on “normal” GTD terms. Be mindful of what you can do. GTD only allows you do maximize what you can do, not to do everything a rapidly growing company needs. Not managing self-expectations As a GTD person, it is at time, easy to allow expectations creep to exceed your GTD work capacity. Every company will accept every hour you give them.
And, demand obedience to a corporate culture. Mature GTD practice requires that you manage your own expectations about what can pragmatically be accomplished. The hard part of this is is focused on your responses to every-day-emergencies that happen.
In the course of accepting and processing incoming work, emergencies happen. The best part of GTD for me personally, is when I am being the greyhound running down the path, and when a rabbit (the emergency) crosses the path, turning on a dime and running down the emergency. But, when you have emergencies every day, you will fall behind accepting and processing your work.
Your boss will not hold you accountable to getting all the work done. The boss wants the rabbits run down so s/he looks good.
You have your weekly meeting, and the boss will focus on the latest rabbit. This is the GTD temptation tipping point. This is where your self-expectations can get out of whack. Your job as a GTD person, is to accept and process your work.
Then, to do the most important work. When you get to the point where you can’t process all the incoming work, say in (my new favorite work processing tool), you are no longer managing your self expectations. What is Tunnel-Vision? I had a tunnel-vision experience recently. I needed to send an email in Outlook to my boss. And I wrote the email, no big deal.
But when it came time to send the email, the only send button I could see was “encrypt and send.” I said to myself “Self, where is the normal Outlook send button?” But I could not see it. When your vision narrows, and you can’t see stuff on the computer screen plainly in front of your eyes. You are over-wrought. And when you are over-wrought. You are done for the day regardless of what time it is. When your brain can’t process normal stuff in front of it. You need time away from the work, to subconsciously process.
To finish getting your head around what you are trying to do. And what you need to do. Like a trotting horse that is driven too fast, when you start galloping, you slow down. What to do about tunnel vision? Pull your head out of the oven.
The muffins are not going to get done faster by you watching them bake. Your body is keeping the oven door open!. Take a bio break.
Always acceptable. Take a walk. Preferably with a colleague who you can share your experience with. Go to the Apple store.
For some reason, it is easier to get out of being in a feeding frenzy, by watching all the Apple fan bois in their feeding frenzy. Gives.perspective. Take a laptop and go to a public place, and then log in and focus on processing work, not doing work.
There is always something you can do processing work that is superior to working in a tunnel. Getting back on the GTD wagon is therapeutic. What not to do about tunnel vision?. Try harder. Sitting at your desk. Talk to the boss. Instinctively s/he wants you to be a uniform plastic person with an unlimited appetite for doing.
Any words you say that threaten this stereotype can and will be held against you. Force things to happen. Remember the game New jobs seem like sprints. But they are marathons. Remember the marathon. Don’t burn yourself out early. Think “What would David Allen do?” and do that.
You can only do the best you can do. If you can’t silence fear in a new job.
You need another new job. Life imposes limits, unless you manage your own limits. Refactor your expectations. Manage your expectations. I’m teaching a remedial Excel class this week, and so I’ve developed a tutorial to get people going using OneNote to capture crib sheets in Excel. I store my crib sheets in Evernote (, Click to subscribe).
But OneNote is a great program too and if you have Microsoft’s Office, you have OneNote for free. If you have a Mac Office, you probably don’t have OneNote but you can get. If you have an older version of Office for windows you can get OneNote for free.
To create your OneNote Excel crib sheet do this: When OneNote opens, then create a top Tab titled “Crib Sheets: Then add an Excel page: Then copy the first entry from the image at the top of this blog post. To enter A1 + B1 = C1 do this. With the pinky finger on your right hand, push the = sign on the keyboard Now, start Excel so we can get some practice using our Excel crib sheet!
Next question: How do I snip from Excel? You have created an Excel crib sheet, and made your first entry!!! The Big Secret of Excel Is that everyone who uses Excel uses this use model: Excel is complicated.
It is easy to remember the functions I use every day, but, the functions that I don’t use every day, I forget. Whenever someone, say Chris at 4:30 pm on Friday asks me to solve an Excel problem. Say with the boss’s boss’s boss standing behind us waiting for the distilled essence of our genius to flow neatly through our wrists into Excel. This kind of pressure means I can’t remember anything I was not doing earlier on Friday. I call this pressure-forgetting. What Excel Gurus Do Excel gurus do one thing that non-gurus do not do. Gurus keep Excel notes in Crib Sheets: One excellent way to do this is to use (Click to sign up).
Here is my Evernote crib sheet set up: I created an Excel notebook named “CribSheets” and dragged CribSheets to the top-left-hand corner of Evernote (top left red arrow). At present, I have 25 crib sheets on R, ggplot2, SAS, MySQL, etc. The tools of my trade. At the top of my list (2nd red arrow) is my Excel crib sheet.
![Evernote Outlook Mac Add-in Does Not Work For Gmail Evernote Outlook Mac Add-in Does Not Work For Gmail](/uploads/1/2/5/6/125618090/846007924.png)
Excel’s Paradox Excel functions are easy to learn, but hard to remember. And they are even harder to remember when the boss’s boss’s boss is standing behind you while you work. The GTD connection here is that because I have an Excel crib sheet in Evernote, no matter where I am, I can log in to Evernote, and access my crib sheet. My brain knows this.
And, knowing that I have the answer on a crib sheet gives me GTD confidence. GTD confidence is a countervailing force to pressure-forgetting.
The Save On Friday, sitting in front of Chris’s computer, with the boss’s boss’s boss waiting for the worksheet, my subconscious floated me a lifeline. It said “What about a helper column?” Helper columns are an Excel.trick. that I have stored away in my Excel CribSheet. And helper columns solved the immediate problem. I did not open my crib sheet.
Just knowing that my subconscious thought it would be worth a try was enough. I tried a helper column, and.it worked. Then Chris said “Oh, yeah, I forgot, can we subtract the rows from this other tab?” No problem. A second helper column did that. Life is good.
Life and Excel Richard Feynman “Surely You’re Joking Mr. 26 What a contrast Excel life is. The boss’s boss’s boss gets a clean worksheet and the pantry workers are fighting an epic battle between pressure-forgetting, organization, and the typical Excel problems of “The worksheet is done, but it will not let me save it!” which also happened. “Damn deez doilies!” But no worries, the.trick. is to use helper columns to filter the data with Vlookup.
I’ll rebuild the worksheet from scratch, starting by saving the empty worksheet. Crib Sheets From a GTD perspective, crib sheets seem to fall between a reference file and a project file. Because I don’t know when I’ll need the crib sheet, it is not really a project. So I prefer to keep Crib Sheets in Evernote, my reference filing default.
However, I will post. They can live in OneNote just fine. The requirements for crib sheets are two:. Crib Sheets must be available (synched) on all your computers. And. Crib Sheets must allow you to insert screen snap shots (jpg) files in-line with the text you type.
The tool you use does not matter. Many tools will do that meets the above two requirements: The key to becoming an Excel guru is not forgetting. And to not forget, a crib sheet is 100% effective. Try a crib sheet. See if your brain likes the taste of it. See if your brain will give you GTD Confidence when the boss’s boss’s boss is waiting. Amendment: Getting started with GTD is much easier if you have a buddy.
Preferably, two buddies, and experienced GTDer buddy, and someone who is at the same experience level as you in implementing GTD. See for more details. How To: If you asked me how to get started with GTD today , this is the advice I would give. Step zero, take a picture of your desk. If you follow this guide, and get GTD to stick, starting point chaos, will be a valuable data point to refer back to. Here’s my initial desk before embarking on GTD.
Order and a. Buy the unabridged and listen to it while you are driving.
And, buy a or version so you can highlight passages, when you circle back to re-read GTD. Order a. Go to CostCo and get 4 large (free) boxes in which to triage documents. Subscribe to a. Go to Evernote.com and click on “Sign Up” b. Get you your credit card and pay the $45 a year c.
Get your email confirmation that you account is set up. Write down your username and password for evernote on a 3×5 card. and install the client on the computer you use most a.
Download Evernote b. Install Evernote c. Connect the installed software on your computer, to your evernote account (use the username and password you wrote down in Step 4 c. Install Evernote into the web browser you use most a. Clearly is a browser add-in, separate from the software you installed above.
Evernote = database. Browser add-in = on-ramp to database. Go to a favorite web page of yours, then click Clearly (a Luxo Lamp Icon) and watch as Clearly removes the clutter from the web page, allows you to highlight text.
And most importantly, allows you to save the page to Evernote when you highlight or click sae. You are done for day 1. Time to walk your dog. Your dog will feel stress lifting off you as Millie demonstrates in the picture at the top of this post. Practice with Evernote (open it up, see the pages you have captured, add manual notes, create notebooks, etc.) each day as you wait for GETTING THINGS DONE and your ScanSnap to arrive.
Practice with Clearly every day as you wait for GTD and your scanner. You might want to read the where the capstone line is: “Clearly all by itself makes Evernote worth it!” towards the bottom. Then go back and play with Clearly and Evernote. When the ScanSnap arrives, unbox it immediately, and install it on your computer with the included DVD. This will take you about 20 minutes. Do not read GETTING THINGS DONE until instructed to do so in Step 12.
If you procrastinate on installing the ScanSnap to save 20 minutes now, it will take you 20 months or never, to get the ScanSnap installed. (31 seconds in). After the ScanSnap is installed, get it working so you can Scan-To-Evernote with one click. Start the installed ScanSnap software by clicking on its icon at the bottom of your screen b.
Left-click once on the ScanSnap software icon after it is running c. Look for “Evernote” in the pop-up list, and left-click once on it d. Put a page in the ScanSnap, push the blue button, and watch as the page appears in Evernote.
Once you have steps 1 through 10 accomplished, then. Read the first three chapters of GTD.
Read only the first three chapters of GTD. Don’t give in to temporary energy and enthusiasm, and read the entire book. Just chapters 1-3. Energized by your first wave of hope after reading Mark the 4 boxes you brought home from CostCo as “Recycle” “To Scan” “IN” and “Precious”.
Next put all your papers into the “IN” box. Don’t worry about making a mess.
Just put each document in as a document. You will process and re-organize these documents later. After “IN” is full, then stop. Take the rest of the day off. I know you are eager to sprint to GTD nirvana. But, you need to pace expectations.
Expecting to do a single good block of work at a time to implement GTD is a maximum. If you try to do more than a single block of work, you set yourself up for failure, self recrimination, and external ridicule. 83% of people who attempt to implement GTD fail. And they fail because they try to do too many things, too quickly, while tired. You did not make your organization a mess in a day. And you can’t transform it to a masterpiece in a day. One good thing a day is enough. If you want to see an organizational mess, check out the RestartGTD post on GTD at the top for before pictures.
Next day, approach the “IN” CostCo box, and pull the first document from “IN” box, hold it up. Look at it, suppress any feelings about it, and ask yourself:”Will this ever have a next action?” a. If the answer is “Yes” put the document into “To Scan” and then go back to “IN” and repeat this step. If the answer is “Maybe” then put the document into “To Scan” and then go back to “IN” and repeat this step. If the answer is “No” then put the document in “Recycle” and then go back to “IN” and repeat this step.
Once your “IN” box is empty, or your “To Scan” box is full (whichever comes first) then take another rest. At least 90 minutes to let your brain reset.
When you come back, move the “To Scan” box next to your ScanSnap. Take each document out one at a time. Put the document into the ScanSnap, push the blue button. When the document is finished scanning, either put it in the box labeled “Recycle” or the box labeled “Precious” if the document needs to be saved.
Once your “To Scan” box is empty, take the rest of the day off. Manage your expectations. One block of GTD work. P-a-c-e yourself. Go back to Step 15 if you have more papers to process.
And repeat Steps 15-20 until all the paper in your life has been recycled or captured in the box marked “Precious”. Take the rest of the day off. Manage your expectations. One block of GTD work. Once you have all the paper in your life captured in Evernote, the next step is to. Everything off. No teddy bears.
Nothing on your desk in your field of view as you work. In particular, no pictures of faces in front of you where you work. Your brain will work processing faces without ever shutting off. One student has commented to me that this HUGELY reduced her fatigue. If you don’t have a real desk.
Get a real desk. No substitutions, kitchen tables do not count.
Floors do not count. You need a big space where you feel pleasure when you work. Go to IKEA’s “As Is” department and buy returned legs, tabletops, panels, conference tables. Go to Amazon and get, and wireless or wireless, to transform your desk back from being a giant monitor stand cluttered with paper, into being a brain’s desk that facilitates work. This is the most disregarded step in my instructions. But, it REALLY HELPS.
So give yourself a leg up and try investing in your desk. Once you have a clear desk, and all your paper captured in Evernote, it is time to take your first “After GTD” desk picture. Put the “Before GTD” desk picture into Powerpoint on the left.
And the “After GTD” desk picture on the right. Then save the PowerPoint slide where you won’t lose it. Here is my before/after PowerPoint slide:Before/after pictures are important. Before/after pictures are hope. Elephant food if you are a Heath & Heath fan. Next step is time to clear your mind. Most people have 300+ projects in their minds when they start GTD.
Sitting down to scrape these out of your head and on to paper, is terrifying. But once you start, you won’t believe how it lightens your mind, and how the time flies. Sit down and write down every open loop you can think of on 3×5 cards. Go for 100 at your first sitting. Once you get to 100, take the rest of the day off. Manage your expectations. One block of GTD work.
Repeat step 23 until you don’t have anything else on your mind. Once your mind is clear, then. The bigger the desk, the easier this is. Group the cards together in clumps of similar stuff. These clumps are your projects.
Organize each project’s clump into a neat stack on your desk. Once you have all the cards into their d. Put rubber bands around each stack of cards/clump. Take the rest of the day off. One block of GTD work. At this point, your mind is clear.
You have all your ideas where your brain knows they won’t be lost. Now you have to decide how you want to move forward with GTD. Whether you will go all analog, using manila folders – one for each project – with 3×5 cards in them, and keeping a master project list by hand. Creating project lists with projectname and then transcribing your 3×5 card notes for each project, into next actions.Note. your 3×5 cards are likely not in the David Allen sense.
The step of taking a thought on your mind that you are feeling guilty about, and then compiling it into next actions as you transcribe the card into OneNote is not wasted effort. Using Evernote to manage your projects as well as your reference files. Create a “Projects” folder in Evernote. Then, create a sub folder for each project. And then either transcribe your 3×5 card into next actions as in b. Above with OneNote.
Or, by scanning your 3×5 cards into Evernote. Using (if you are a Mac person). OmniFocus is powerful and dangerous. OmniFocus is probably the highest fidelity GTD software system.
But you may experience over-organization from OmniFocus with the consequence your brain refuses to use the system as I did. However, if you are a sales person, think hard (try) OmniFocus because David Allen has refined the GTD system to work for sales people. Nobody works harder than sales people, you will need all the system you can get to do your job well. Some kind of hybrid system. My GTD trusted system is broken up across paper and electronic tools. This is less simple to explain. But, my brain will use it.
I tried OmniFocus in a monolithic trusted system (27 d.), but I hated sitting down to my desk. So I had to retreat to paper.
The Goal The above 28 steps are the process that I’ve seen work the best for the about 200 people I’ve helped boot-up GTD. Personally, I’ve stayed on the GTD wagon because I have a ScanSnap and Evernote.
These tools make it easier to capture information correctly, than to live in a mass of disorganized papers. My love of 3×5 cards and manila folders gradually gives way to electronic project organizing as a project lifts off. The cards and folders are early stage capture tools for my projects. Your mileage will vary. My tools will not be perfect for you. I’ve changed my tools (except Evernote and the ScanSnap) that I’m proof that one size does not fit all.
Single design does not even fit one person all the time. But the point is to build your system gradually, experimenting, testing, reflecting on how it.feels. to your brain.
Does it allow you to, to stop constantly worrying you’ll forget something? Does it.feel. fun to work with? Are you trying to do too much, too fast? Incompleteness This process will not get you 100% to the way David Allen’s system.
But, it will get you to the nearest local maxima of GTD productivity and GTD. Once you go paperless you will discover what a drag paper is. Your Evernote reference filing system will allow you to find everything in 15 seconds. Evernote.secret. = Evernote does text recognition on all your documents. All you have to do is think of two words that would only be on the document you need, type them into Evernote and.zap. the document is at your finger tips.
Once you have all your projects in some kind of place (manila folder, OneNote folder, Evernote folder) you will feel release of stress. An emergency department doctor who I dragged kicking and screaming to Evernote and a clear desk said to me “I can’t believe how much less stress I’m feeling now.” After my first week of GTD my wife said “Why are you so happy?” Notes. When doing a mind sweep, I do not follow David Allen’s two-minute rule. This is the only time in my GTD life, that I don’t DO anything that can be done in 2 minutes, and instead, just write down the 2 minute tasks.
After my mind is empty, it is easy to take the 2 minute pile, and burn through it. And, it gives you quick wins to keep expectations at bay. I’ve found that three steps in the above process are sticking points: a. Getting the scanner out of the box and functioning. I’ve had to drive to people’s desks and make the scanner go for them because of this “out of box” sticking point.
See RestartGTD post for case study. Getting the desk clear. Again, I’ve found it easier to drive to desks and show people what their desk looks like REALLY EMPTY. If you contact me ([email protected]) for advice.
The first thing I will say is “Tell me about your desk?” and what you need to say back is “I got EVERYTHING off it.” c. P-a-c-i-n-g yourself.
Manage your own expectations. Do not change everything in your organizing, all at once. Know that change will take t-i-m-e. Match building your GTD system, to when you have blocks of fresh energy. Energy is temporary. Read that sentence again!. This step-by-step puts getting your computer infrastructure working as a pre-cursor to reading GTD.
If you don’t put infrastructure first, you will try to get Evernote and your ScanSnap working while you are tired. Not a good strategy. When starting out, keep two separate kinds of files: (a) Project Files, and (b) Reference Files. Consciously separating the two kinds of files can prevents confusion.Aside. I suspect that I.resist. using Evernote for project files because my brain likes having physically separate project and reference files. Reference filing is a capstone skill of getting into and staying with GTD.
Having a real desk is a capstone skill of getting into and staying with GTD. Clutter is the enemy, and there is more clutter on desks than everywhere else in your life.
Win the battle against clutter, GTD will work. Managing expectations is a capstone skill of GTD. One block of GTD work. Experimenting with new tools, selectively, is a capstone skill of staying with GTD.
Kanban, a popular project management method, is one of the best ways to get a bird's-eye view of all your tasks and notes. With cards laid out visually in lists on a board, you can organize every detail of a project (or multiple projects) in an intuitive, drag-and-drop workflow. Trello, Asana, Airtable, and many other apps —but many other productivity apps do not. You can easily add a Kanban board to popular apps you already use, like Gmail, Evernote, Google Chrome, Outlook, and WordPress. Visualize your emails, notes, tabs, and more using the free tools below.
Turn Gmail into a Task Management Tool with Kanban Add-ons Your inbox isn't supposed to be a to-do list, and yet many emails are things you need to act on or refer to later. Despite starring, labeling, and other, it's hard to stay on top of all those important emails when they're in one long list. You could to get the emails out of Gmail and into a proper task management app.
Or you could turn turn Gmail into a bona fide task management tool with one of the Gmail add-ons below. All you have to do is install the Chrome extension and you'll be able to drag-and-drop emails into intuitive Kanban lists right within Gmail—and see all your task-focused emails at a glance. (Chrome, Android, iOS). See your emails in Kanban columns with Sortd is like a skin or layer on top of Gmail that adds columns to your inbox view. You can rename those column lists to whatever works for you, whether that's the classic 'To Do,' 'Doing,' and 'Done' task management lists or something more specific to you, such as 'Project A,' 'Project B,' and 'Personal Tasks.' Drag emails from the inbox to their appropriate lists to turn them into Kanban cards and drag the cards within the lists to prioritize them. You can rename the subject if you want and even merge multiple emails into one card.
At any time you can switch between the Sortd view and the normal Gmail view in one click. Sortd is the most feature-rich Gmail tool on this list, with a ton of options to customize this new inbox view and enhance your emails. For example, for each email that comes in, you can now add a follow-up reminder, notes, or due date—just like you would have for a task on a to-do list—and color-code the cards on your lists to highlight them. Want to add a task to a list that's not in an email? Just click in the list to add a new task.
Sortd even adds a 'What's your focus today?' Feature to remind you of what you'd like to accomplish. I've been using Sortd for over a year and a half and couldn't imagine my inbox without it.
Instead of fussing with labels or Gmail's more limited multiple inboxes view, I can see at a glance what I need to work on now, what I need to follow up on, and what information I need for what's coming up next. Since Sortd started in early 2016, the developers have added features like multiple boards for teams and individuals, and they're also rolling out boards for specific teams like sales and hiring. Sortd Price: Free for 4 lists and up to 25 tasks per list; Pro from $2/month per user, which adds 3 project boards, unlimited lists, and unlimited tasks; Teams from $5/month per user, which adds pro features plus 2 more project boards and task assignment (Chrome). Drag is a simple Kanban skin for Gmail is similar to Sortd, but without all of the bells and whistles. It offers a simple, basic Kanban view, with multiple, renamable columns and the ability to drag-and-drop emails into and within those lists. You can add tasks to your lists, as well.
However, other features that are free in Sortd, such as renaming the email subject, snoozing emails, or adding notes, checklists, or due dates to emails are premium features in Drag. If those are important features to you, you're better off sticking with Sortd. However, if you find Sortd has too many features or you want to be able to add more lists for free (Drag doesn't seem to have a limit to the number of columns you can add), the simpler Drag might be worth a whirl. Also, Drag is planning some interesting new features for its pro plan, particularly automation and integration with other apps. On the roadmap: adding column automation, Trello integration, Zapier integration, calendar integration, multiple boards, and more. Drag Price: Free; Pro for $120 per year for advanced features (Chrome, Android). Switch between Gmail's normal inbox view and a Kanban view in Yanado doesn't change your default Gmail inbox view into a Kanban board.
Rather, it keeps the default view the same but tucks a Kanban project and task management board cleanly away behind that view. To assign an email to one of the lists on that board (such as Open, Doing, and Done), you simply work within the Gmail inbox view you're already used to: Select an email and click the 'Add as Task' Yanado button to add it to the list, without leaving your inbox. This makes it easy to process multiple emails at once.
Then, whenever you want, you can click the Yanado button to switch to the board view to see your lists, add new tasks, and more. You can add multiple boards as well. Work with your emails the same way you would work with a task in a to-do app: You can not only add due dates and reminders (synced to Google Calendar), but also subtasks and tags to each email via Yanado. The free plan offers unlimited lists and to-dos for one user. Yanado, however, is built for teams in particular, with features like notifications of status updates on cards from teammates, task assignments, team management, and commenting on tasks available for paid users.
Yanado Price: Free for one user; paid plans from $6/month per user with features like templates, team collaboration, reports, and automated workflows Turn Evernote Notes into Kanban Cards In Evernote, you can view your notes as cards in one list (the Card View) or in a grid (the Expanded Card View). But that's as far as you can go to getting a Kanban-like experience in the note-taking app. If you'd like to actually work with your Evernote notes the Kanban way—dragging-and-dropping into lists in one board and rearranging them in those lists—you'll need a separate app for that. (Web, Android).
Drag-and-drop your Evernote notes into Kanban lists is that web app. After connecting your Evernote account to Kanbanote, you can set up your lists on the board, such as 'Doing' and 'Done'. Then, for each list, tell the app which Evernote notebook and/or specific tag to pull your notes in from. Kanbanote pulls in your notes as cards (don't worry, the data isn't stored on Kanbanote, but rather just read from the Evernote API). Kanbanote allows you to both view your Evernote notes and create new ones.
Click on the pencil icon to 'edit' the card and you can view the note's full contents without needing to head to the Evernote app, or you could click 'Edit with Evernote' to open the card at Evernote.com. If you change the card title, that will also change the title of the note in Evernote. And if you add a note in Kanbanote, it will also be added to the corresponding notebook in Evernote.
This is a handy way to use a Kanban workflow with Evernote–especially if you have tons of notes and notebooks, but only a few notebooks or tags contain actionable notes. You can also add a second board in Kanbanote for free, great for separating work and personal tasks, but for more than two boards, you'll need a premium subscription. Kanbanote Price: Free; Premium version for 2.45 € per month, which adds unlimited boards, no advertising, and priority support Organize Browser Tabs in a Visual, Kanban-Like View Are you the type of person who has multiple tabs open because you need to reference all of them for one or more projects? The problem with all those open tabs is you usually have to jump from tab to tab to find the one you actually need. If only there was a way you could organize these tabs visually in one page (Chrome).
Organize your browser tabs on a visual workspace in Toby to the rescue. Although the Chrome extension doesn't exactly use a Kanban board layout of columns, it does let you turn browser tabs into cards that you can drag and drop into different collections on one workspace. The collections could be thought of as Kanban lists, laid out horizontally in Toby rather than vertically. Just as with the typical Kanban view, you can see at a glance—and open in one click—the web pages you need. Besides organizing your browser tabs in a grid of cards, you can edit the title of each card so it makes more sense to you, add a description to the card, and add tags to collections for easy filtering. Want to save your open tabs for later?
Toby offers a 'save session' feature that closes your open tabs (declutter your browser and save your computer's RAM!) but puts them in one collection for getting back to quickly. Invite friends or colleagues to Toby and you can share your collections with them. Other great features include a dark theme, keyboard shortcuts, and intelligent searching through all your tabs/cards. Toby is a better alternative to bookmarks or sifting through a gazillion browser tabs when you need access to groups of web pages now or in the near future. Toby Price: Free Get a Kanban View of Your Outlook Tasks Microsoft Outlook is a robust tool for managing emails, tasks, and appointments in one place, as well as conveniently turning emails into tasks. If you want to manage those tasks on a Kanban board, you can do that right within Outlook with just a couple of tweaks. Taskboard creates a Kanban board right in Outlook Download the free, open source from GitHub to get started.
The ZIP file contains the HTML, JavaScript, and CSS files you'll need to create a new Kanban view in Outlook for your tasks. The main Tasks folder is used as the 'Backlog' for your tasks, and then you create new subfolders under the Tasks folder for the other lists (or 'swimlanes'): Next, In Progress, Focus, Waiting, and Completed.
When you move or create tasks in any of those folders, they'll automatically be presented in corresponding list on the Kanban board. You drag and drop tasks between lists, filter tasks, and add, edit, or delete tasks right from this Kanban view. Even better: If you're handy with CSS and JavaScript, you can further customize the configuration, adjusting how many tasks you can have in a column, the sort order for the tasks, the board style, and more. Outlook Taskboard has been tested with Outlook 2013 and 2016 and works on Windows 8.1 and Windows 10. Outlook Taskboard Price: Free There are other Kanban tools for Outlook, such as the project on GitHub, but that's no longer maintained and requires a few more tricky steps to set up.
Is an Outlook plug-in with a more colorful Kanban board and a task 'tick list' panel to check off your tasks, but it has a one-time $49.95 price tag. Manage Projects, Sales, and More in WordPress with a Kanban Plugin Do you have a site that runs on WordPress? Wouldn't it be great if you could manage your projects and content publishing right within WordPress without having to use a dedicated project management tool? With a WordPress plugin, you can do that—and keep all the user admin and security settings you have already set up for your WordPress site. Add a Kanban board to your WordPress account to visually see progress on your projects. Transform your WordPress site into a project management tool is a free, open-source plugin that's easy to install and intuitive to use. After uploading the plugin to WordPress (via Plugins Add New Upload Plugin), you'll get a new Kanban board tied to your account.
You can make the board public or keep it private for your internal team and manage users who have access to your board. Creating a card is easy: Just click on the plus sign on the appropriate list and enter the project, title of the task, and estimate of how long you think the task will take. Then you can update the cards to keep track of actual time spent.
Got too many cards on your board? Customize the view by filtering the cards by project, person, or color. If you need even more features, you can purchase KanbanPro, which adds multiple boards, file attachments, task comments, colors, and notifications. For something so simple, the plugin is quite robust.
Kanban for WordPress Price: Free; KanbanPro is $149/year for additional features With the Kanban method, you can visualize your work and your progress from start to finish. And even if your most-used apps don't have a Kanban view, there might be a solution for you to add Kanban boards to those apps.
At least, you can for Gmail, Evernote, Chrome, Outlook, and WordPress. Know of any Kanban solutions for other apps?
Share them with us in the comments. Kanban All the Things:.