Why I use Evernote for my Trusted System

January 24, 2015 6 Comments

Evernote LogoMany people (either consciously or unconsciously) try to keep track of everything they need to do in their mind, which is a big mistake. Our brains are optimized for fast decision-making, not storage.  Trying to juggle too many things in your head at the same time is a major reason we get stressed out when there’s a lot of stuff going on.

The best way to stop mentally stressing and start being productive is to get all your “stuff” into your trusted system. David Allan defines “stuff” as: “anything you have allowed into your psychological or physical world that doesn’t belong where it is, but for which you haven’t yet determined the desired outcome and the next action step.” (page 17 of Getting Things Done) So, when we have stuff in our heads, it causes untold stress and anxiety. Once the information is out of your head, it’s far easier to figure out what to do with it.

I recently ran across an old friend who uses OmniFocus as the basis of his trusted system and he wanted to know why I used Evernote instead of OmniFocus. Choosing a tool for your trusted system is a personal decision and analog, digital and hybrid systems can work. Many people who are Mac-centric use OmniFocus and are extremely pleased with how it works for them and since it is designed with GTD in mind it makes it easy to follow GTD methodology.

So, what exactly is a trusted system?

We all use trusted systems today and probably don’t know it. Your calendar is a trusted system. Once you put a meeting or appointment into your calendar your brain “lets go of it” and no longer keeps it in your subconscious. Why does your brain “forget” that meeting or birthday?  The reason is your brain “trusts” your “system” (calendar) to remember it for you. Same thing goes for todays Contacts Apps for your names, addresses, phone numbers, email addresses, etc.

Calendar and Contact apps are specialized trusted systems for specific uses. In GTD you also need a general-purpose trusted system for all the other “stuff” in your life. My trusted system must be 1) easy to use 2) with me at all times 3) on all my devices. It must be able to provide friction-free capture of the incoming stuff that comes to me. It must be able to retrieve the relevant information I need at a moments notice. It must be able to handle digital and analog inputs depending on contexts. And most important, when building a trusted system, simplicity is the key – less is more – and that is why I use Evernote.

Evernote serves as the foundation for my trusted system because of its friction-free input and output of data. It is always available and I can easily access it from whatever device I am using. It syncs across all my devices so it doesn’t matter if I am on my laptop, my home computer, my smartphone or my tablet because I can easily get information in and out of Evernote.

Evernote’s ecosystem of applications allows me to fine-tune how I use it for capture. I use a Fujitsu ScanSnap scanner to scan all physical paper directly into Evernote. I use Fast Ever to capture text-based stuff in a friction-free manner. I also use the Evernote Web Clipper to clip web pages into Evernote with one-click ease.

This is how my trusted system is set up.

Notebooks

I have 16 “Notebooks” which are the collections of individual notes. I also have two “Stacks” (Next Actions and Reference) that are collections of Notebooks.

  1. Agendas
  2. Areas of Focus
  3. Assistant
  4. Next Actions:  Anywhere, Errands, Home, Office
  5. Projects
  6. Reference: Education, GTD, Information Technology, Receipts, Reference
  7. Waiting For
  8. Someday/Maybe
  9. Stop Doing
  10. Unprocessed
Tags

Some GTD Evernote practitioners use tags extensively to organize their system. I only use tags sparingly and really only use two tags – “Today” for the next actions I am planning on doing today and “Weekend” for next actions I plan on accomplishing over the weekend. Tags are attributes that you can apply to any individual note. You can then view all notes with a specific tag, regardless of which notebook it resides in. This provides for the ultimate in filing flexibility and many people prefer to use tags as the basis for their system instead of notebooks. I do not use tags because of the extra steps (clicks or touches) it takes to tag the item introduces friction into the capture and processing processes.

Do not distinguish between work and personal

I don’t distinguish between work stuff and personal stuff for the same reason I do not use tags – I do not want additional clicks or touches when capturing or processing my stuff. Don’t confuse a context like @home where the next physical action can only be done at home with “personal” as in separating work stuff with personal stuff. In GTD, there is no distinction between business and personal – it is all “stuff” you need to do and it needs to get into your trusted system.

Use Evernote’s email address to easily get email stuff into your trusted system

In today’s world a significant amount tasks, action items, projects and other stuff are going to come to you via email. Fortunately, Evernote has a friction-free way to handle this. Each Evernote account is assigned a unique email address. You can find this in the desktop version of Evernote under Evernote – Account Info. Your email address will look something like this “username.c12345@m.evernote.com” and you should add this address to your contacts. I created a new contact called, “Inbox” and assigned this email address to it. Now when I want to send a message to Evernote, I simply forward it to my Inbox contact.

Set your default Notebook

Set your default notebook in Evernote so when you email something to Evernote, it is automatically filed in your default notebook. Mine goes to a notebook named “Unprocessed.”

Capturing all your stuff

The beauty of Evernote is it’s friction-free ability to get “stuff” into Evernote so you can process it later and ensure you never forget anything that is actionable.  This is critical to having a Trusted System and the stress-free productivity that goes with it.

Capturing email

When I am processing email and I come across an action that is more than two minutes, I forward it to Evernote and drag the email to my Archived folder in case I ever need to original email.

Capturing web sites

If I am on the web or I click thru to a web site and see something actionable or a reference item I want to save for future use, I use the Evernote Web Clipper to clip the article to Evernote.

Capturing RSS Feeds

If I see an actionable item when reading RSS feeds in Feedly, I just click on the send to Evernote icon.

Capturing physical paper

If I have a physical piece of paper that needs to get into my trusted system I use my ScanSnap to scan it to Evernote. One button is all it takes!

Capturing ideas or actionable items on the go

If I come up with an idea or someone tells me something actionable, I use Fast Ever to input it via text.

All of these way to capture stuff end up with new actionable items waiting for me in my Unprocessed folder ready to process into the appropriate action and context for that item.  I can’t think of a better way to have a friction-free way to getting stuff into my trusted system than using Evernote.  And for this reason, Evernote has become the most important application I have on all my devices.

That’s it. My Trusted System that runs my entire life is in this simple yet powerful tool called Evernote.

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Picking Tools for your Trusted System

June 7, 2014 2 Comments

465515887When building a trusted system, simplicity is the key – less is more. So, it is really important you choose the correct tools that provide the least amount of friction capturing and processing your “stuff”.

One of the ongoing raging debates in the GTD community is what “tools” should you use?  There are people who swear by analog tools like pen, paper, folders and a physical inbox.  Others swear by digital tools and each has their own preferred software to implement their trusted systems.

Some people use a hybrid approach like using paper or the Moleskin for Evernote where you take notes in a traditional pen and paper approach and then take a picture of your notes and it goes into Evernote. Regardless of what type of system you use, you will need to have a physical inbox to collect all the physical pieces of paper that we all still receive.

Because I am a CIO and technology is my job, I tend towards a digital tool set. Cloud, Mobile and Social technologies are reshaping the Information Technology world in profound ways. This reality drives my choices when it comes to the set of tools I use in my implementation of GTD.

My trusted system must be easy to use and with me at all times on all my devices. It must be able to provide friction-free capture of the stuff that comes to me. It must be able to retrieve the relevant information I need at a moments notice. It must be able to handle digital and analog inputs depending on contexts.

I use the cloud-based consumer service Evernote as the foundation of my implementation. Evernote is free and it syncs my data across all the devices in my life.  I can use it on either my iPhone or Google Nexus smartphones that I carry around everywhere I go. I can also use it on either a Mac or a PC if I happen to be using those devices. I can use it on my iPad or any Android-based tablet if I happen to be in that mode. Or, if I do not have access to any of those devices, I can use it on the web with just a browser. This allows me complete flexibility to switch devices at a moments notice and not miss a beat.

For my own personal trusted system I use Evernote. I use a Fujitsu ScanSnap scanner to scan all physical paper directly into Evernote. Evernote’s ecosystem of applications allows me to fine tune how I use it for capture. I use Fast Ever to capture text-based stuff in a friction-free manner. I also use the Evernote Web Clipper to clip web pages into Evernote with one-click ease. That’s it. As simple as I could make it.

Einstein Quote

As Alpert Einstein said “things should be as simple as possible, but no simpler” and that is critical when choosing what tools you will use to implement your trusted system.

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How I use Evernote to run my life (part 2)

November 11, 2013 1 Comment

Evernote LogoA few weeks ago I outlined how I set up Evernote to be the basis of my Trusted System that I use to run my life.  Now, I am going to share how I use this system in my daily life.

The beauty of Evernote is it’s friction-free ability to get “stuff” into Evernote so you can process it later and ensure you never forget anything that is actionable.  This is critical to having a Trusted System and the stress-free productivity that goes with it.  Almost every morning during the week I go to the gym and alternate between Pilates, cardio  and strength training workouts.

On the cardio days, I use the elliptical trainer and my iPad to read while listening to a up-beat playlist to motivate me to keep my heart rate up.  I start out reading the Wall Street Journal, New York Times, and LA Times to catch up on what is going on in the world.  If I find an article that I want to keep, I use the “share” function to email it and I send it to my Evernote email address.

Keeping up with information

RSSThen I go on to process my RSS Feeds via Feedly. I love Feedly as my replacement for Google Reader and Feedler Pro. It works across the web on Mac or PC, iOS and Android so no matter what device I am using, I can process my feeds and it will sync across devices.

Sharing information with the world

BufferIf I find an article that I want to share with the world, I use Buffer to tweet it and post it to LinkedIn.  I highly recommend Buffer because it allows you to schedule your tweets and posts so they don’t all come at the same time. This allows your followers to consume your tweets and posts easier.

Leveraging audio content

PodcastsOn strength training  days, I listen to podcasts on my iPhone with the Apple Podcasts player. I use Fast Ever to add the location of the bookmarks that I place in the podcasts to follow-up on them later in Evernote.

Processing email to zero

When I am processing email and I come across an action that is more than two minutes, I forward it to Evernote and drag the email to my Archived folder in case I ever need to original email.

  Processing web sites

web clipperIf I am on the web or I click thru to a web site and see something actionable or a reference item I want to save for future use, I use the Evernote Web Clipper to clip the article to Evernote.

Processing physical paper

scansnapIf I have a physical piece of paper that needs to get into my trusted system I use my ScanSnap to scan it to Evernote. One button is all it takes!

Capturing ideas or actionable items on the go

Fast EverIf I come up with an idea or someone tells me something actionable, I use Fast Ever to input it via text or use Sound Ever to record it as a voice memo.

Capturing ideas or actionable items while driving

Siri

Similarly, If I am driving, I use Siri to do a voice to text conversion to send it to Evernote.  Try it. It works surprisingly well.

All of these processes end up with new actionable items waiting for me in my -Unprocessed folder in Evernote ready to process into the appropriate action and context for that item.  I can’t think of a better way to have a friction-free way to getting stuff into my trusted system than using Evernote.  And for this reason, Evernote has become the most important application I have on all my devices.

Filed under Best Practices, Capture, Processing, Reference, Tools, Trusted System Tagged with , , , , , , , , , ,

Phone or paper for on-the-go collection of your stuff?

June 23, 2013 1 Comment

pen paper phoneWhich is better – paper or smartphone – for capturing your “stuff” when you are out and about?  I know many people who successfully use both solutions for the capture phase of their systems.  Truth be told, either will work fine.

I use Evernote on my phone as my ubiquitous capture tool for several reasons. I always have my phone on me and with tools like Fast Ever for iOS or the Evernote Widget for Android adding stuff to my trusted system is fast and easy. Another reason I prefer this method is notes captured on my phone are “born digital” and therefore I do not have to type them into my system from paper which eliminates double entry.

Paper aficionados swear by the simplicity of pen and paper. It is hard to argue with that logic and it has worked for centuries. There are many note-taker solutions designed to be kept with you at all times on the market that work well.

There are two keys to either system – analog or digital.  First, you must always have it with you so you can immediately capture your stuff whenever and wherever your are. Second, you have to have a friction-free system for capturing your stuff. If their is any friction in your capture system you will tend to not capture that idea/task/deliverable/commitment/etc. right there in the moment.

Even though most people always carry their phone, some of the most savvy GTDers also use pen and paper for collection.  The key is to know what methods reduce the friction in your system and will be available at all times. If the device is not easy to use for getting stuff off your mind and into your trusted GTD system, you’ll tend to use it less.

How do you get things off your mind when you are mobile? Phone, paper, or a combination?

Here are some of my previous posts on capturing your stuff:

Using Evernote as the foundation of your GTD system

You must have your capture device with you at all times

Getting Started – The Initial Capture

Use Siri to capture your “stuff” while driving

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Evernote adds reminders!

May 23, 2013 1 Comment

Evernote LogoAwesome update to Evernote for Mac and iOS with the ability to “tag” things with a reminder time and receive an email to remind you. The update also creates a “checklist” with all the reminders for the day that can be checked off. Significant enhancement for my  use of Evernote for GTD.

I have been waiting for reminders in Evernote to close the loop on many items of my GTD system. This is especially true for the “Waiting For” and the “Projects Delegated” Notebooks.

Thank you Evernote!

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It’s Not The Tool, It’s How You Use It – Visible Priorities (Part 2)

May 1, 2013

Part 2 of David Freedman’s excellent guest posts on how to use tools for GTD.

Fundamentally, GTD is simply a method for choosing how to spend ones time. And for us GTDer, we’ve got a trusted system full of projects, next actions and someday/maybes to choose from. Add to that a whole set of inbound phone calls, emails and coworker drive-bys and we literally have hundreds of options at each moment of choice. In the face of all this, we want to organize our next actions in such a way that we are proactive about our priorities. Here’s the problem: proactivity in humans is a myth. We can only react. We can only respond to stimulus. In the moment of choice, we must have the right stimulus, our priorities, come into our attention so that we react to them by doing rather than reacting to something else. I use my Outlook calendar and Evernote for Android to keep my priorities in my face

Schedule Your Priorities

Yes, that’s plagiarized from Steven Covey.  As part of my weekly or morning review, I block time in my calendar to complete my highest priority next actions.  My particular convention is “WT – [name of the next action].”  “WT” stands for “Work Time.”  My calendar is a sure-fire way to get these priorities into my attention because my assistant reviews it with me every morning, I do quick scans of it all day on my Android and my assistant always alerts me of my next meeting, even if it is with myself:

DAF4

Use the Evernote Widget to Keep “Today” Context In Front of Your Face

Unfortunately, this one is only going to work for Android users as the iPhone does not support Widgets at the time of writing.  Most GTDer I know have some sort of “Today” context or items that they’ve picked out of their next actions as priorities.  There is a bunch of debate on various GTD forums as to whether “Today” is a context at all, but I would make the argument that context or not, it’s a pragmatic method for putting one’s attention on one’s priorities.  Here’s the step by step:

1) If you haven’t already. configure a “_Today” notebook or tag in Evernote.  I use the underscore to make it sort to the top of lists.

DAF5

2) Add the 4×2 Evernote Widget Large to your phone’s home screen.

DAF6

3) Select your “Today” context to show your note list.

DAF7

Now, every time you look at your phone, your priorities will be begging you to give them your attention!

Filed under Best Practices, Context, Guest Posts, Tools Tagged with , , , , , ,

It’s Not The Tool, It’s How You Use It – The Evernote Instant Agenda (Part 1)

April 19, 2013 2 Comments

Another excellent guest post by David Freedman whom I consider a GTD Black Belt.

EvernoteDid the title get your attention? 🙂  We all know it’s not entirely true – the tool does matter and so too does your technique.  Evernote 5 is a crowd favorite here on GTDforCIOs.  In a multipart guest post series I will share some of my favorite Evernote tricks that bring to life some practical GTD magic.

I work in a dynamic corporate environment where we value PEOPLE above all.  From a GTD perspective, PEOPLE are my most important context.  In order to build strong relationships, I want to have meaningful conversations with them at every chance encounter.  I want to talk to them about how I enjoyed the restaurant they recommended, tell them that I haven’t forgotten about the email I owe them or ask them what they are doing for their kid’s birthday next week.  Here’s how I use Evernote 5 to make sure I’m good at internal relationships.

1)  When I PROCESS (recall the steps Capture > Process > Organize > Review > Do) my CAPTURED items from my Evernote inbox, I always tag with a person context unless the item pertains to me and nobody else.  If the item pertains to multiple people, I tag the item with multiple people.  If the item pertains to a project, I still tag the item with the most important people on that project…you’ll see why soon.  I thank the curator of this blog (Michael) for encouraging a shift from my previous nomenclature of “f.Michael” meaning “for Michael” to the more contemporary “@Michael.”

DAF12)  In Evernote 5 for Android, I configure my default view to Sort By Notebook as my Notebooks provide important timing, size and status context.

DAF2

3)  In Evernote 5 for Android, I use the new “Shortcuts” feature to save people context searches for those I want to be most prepared for.

DAF3

4)  Prior to scheduled meetings or when I see someone walking down the hall or at any other opportune moment, I click on the shortcut in Evernote 5 for Android pertaining to people I’m about to encounter and VOILA!…I have an instant agenda.  I quick visual scan of the items tagged to that individual along with the notebook they are stored in and I load in my mind something meaningful to talk to them about.

Note that in Step 1, I mentioned that even when project is the central focus of an item, I always tag by related people.  Being that the “Instant Agenda” is one of my most valuable use cases, the project tag does not help fulfill the goal.

Filed under Best Practices, Context, Guest Posts, Processing, Tools, Trusted System Tagged with , , ,

How I Use Evernote

March 18, 2013

With so much feedback about Evernote, I decided to ask David Findlay to write a guest post about how he uses Evernote.

I got my first job when I was 17, filling shelves on Saturday nights in a supermarket. The incompletes in my world were obvious and needed no tracking. Empty shelves here, pallets loaded up with new stock over there — combine the two, fast and neatly enough to appease the over-zealous shift manager.

I’ll turn 30 in a few months as the Business Manager for a not-for-profit group that includes a multi-site church, a crisis-relief charity and a registered training organization working with the long-term unemployed.  I also play drums with a local jazz big band and do life with a wife and two small, energetic kids (pocket rockets). Life is busy. I have more inputs arrive in my world in the average waking hour than I used to receive in a week as a 17-year-old supermarket employee.

Evernote holds my trusted system

Evernote holds my trusted system for practicing GTD — for dealing with all these inputs and converting them from amorphous “stuff” into precise action and follow-up. It works in partnership with my brain — which is not bad at assessing, deciding things and asking questions, but is hopeless at coping with large incoming volumes of disconnected information, storing that information and retrieving it quickly.

I also take my use of Evernote further than many people do by keeping ALL my personal filing in Evernote, as well as health and exercise logs, personal journal, sheet music* and random thoughts that might become something I present to my team at work, something I write about or simply something I come back to and reflect on a month or two later.

How I interface with Evernote

I get stuff IN to Evernote primarily through email and scanned paper. These are my two primary collection buckets, and it’s here that I decide something is worth acting upon, or may be later, and then feed it to Evernote for tracking. Evernote’s Windows app by itself has some value as a collection bucket, and the mobile app is useful when traveling or in meetings, but most of the time they’re all outshone by email and scanned paper, in my mind. Press a button on your scanner or forward to your Evernote email address, and it’s all waiting for you in Evernote.

The Evernote email address is far and away the best feature of Evernote. Because every app, blog, share button, content hosting site, social network, security alarm and internet-enabled doohickey allows you to send at least a link (or in many cases, full content or logs) via email, you have an automatic way to post information directly to Evernote, almost regardless of where it is.

I organize content in Evernote primarily through notebooks for incompletes — one for each horizon of focus, with a notebook stack at the top for next actions, containing one for each context. I also have a single notebook for filing, which is organized by tags. I use note-linking** to link task notes back to projects, and to link projects back to Areas of Focus or 1-2 year Goals. This helps me to retain some sense of purpose and connection up and down the six Horizons of Focus — that deadline I’m working back late to meet or thorny policy issue I’m pushing (to the unified groans of colleagues) may actually have some significance in the context of a 2-year goal I’ve set. This kind of big-picture motivation is sorely underrated.

Filing – Garbage in, garbage out.

The archivist in me always recommends that people take care to make sure their “filing” notes are titled and ordered consistently. Once you start dealing with a large number of notes (say, 2000+) then searching — and even tagging, if done sensibly — might only narrow things down to the nearest 30 to 50 notes. The ability to eyeball a list of six-year-old notes that long and know exactly what’s in each one without having to physically open them is a rare and valuable gift you should give to your future self.

Attachments – Use them for templates

Nearly a year ago I began the adventure of templating many of the repetitive tasks I do. I now keep these templates in Evernote, including partially filled forms that I regularly submit, standard-form contracts, report templates and Outlook email templates for messages I need to send often***. I also use a note template for when I’m starting a new project, which forces me to articulate the scope of the project, the successful outcome and a sequence of next actions — or sub-projects — that need to happen to get it moving.

Time-sensitive reminders

I use email through followupthen.com constantly to remind me of deadlines, and as a tickler file of sorts, to bring back to my attention info that will be useful at a known time down the track, but not now. I often email Evernote links to followupthen.com, knowing that at the set time I’ll be able to click straight to my thoughts or files on the task I need to deal with. One recent example — I used follow-up then to receive a link to the note in which I filed the tickets for the Coldplay concert, purchased nearly a year ago, to pop up in my inbox with a reminder to print them, a few hours before we had to leave for the event.

The rewards of Long-term use of Evernote

The simple act of repeatedly collecting useful information and having it made accessible at a moment’s notice brings significant rewards over time. This immediate, anywhere access is a benefit of Evernote that’s not available through many other formats in which people might hold their trusted system.

I’ve found that I could retrieve the contact details of a mechanic I used years ago (couldn’t remember his name, only the work he did on my car), based on an old service docket I kept. I could remember the words to a song I played years ago because I kept the sheet music for it in Evernote, and I could find it at the time the song was actually stuck in my head on a car ride. I could contribute valuable material in a strategic regional meeting for our movement, because I had taken notes in Evernote during a seminar I attended eighteen months ago in which a high-level administrator had covered exactly the topic being discussed. I could make decisions quickly while filing my tax return, find out what I claimed last year and what documentation I kept for it, then decide if the same thing applies this year, because it’s all in Evernote.

Novel uses for Evernote

Delayed departmental reports

When I have a colleague coming back from annual leave and I want to notify them of any key developments or progress made in their area while they were gone, I’ll write the report up in a note in Evernote. Then I’ll create a public link of the note, and shorten it using clockurl before emailing it to them, so the link won’t become accessible until 8am on the morning of their return. This helps me prepare ahead of time so it’s no longer on my mind, while protecting their serenity for the last few days of their break.

(Not) Health logs

There are a many tracking apps out there for recording your diet and exercise (and in fairness, a few of them are really good), but during periods when I’m tracking these things closely, I’ll write the particulars out in a note. No need to complicate things, or add another app to my phone or another collection bucket. The most viscerally impacting of these are some 4-Hour Body binge day logs from my last weight-loss experiment. Any time I struggle for dietary motivation, I revisit all the tragic lists of garbage I ate on prescribed binge days, complete with their approximate caloric contents. 2,500 calories of custard-crème-filled donuts in one two-hour session? Thank you — I’m going to go and eat an entire head of lettuce right now.

Evernote, in the beginning, was nothing more than a way to practice GTD that appealed to my nerdier side. None of my colleagues used it (which made it so much cooler, somehow). There’s a good reason why it’s become mainstream, and why I’ve stuck with it longer than any other piece of self-management software: it handles with excellence the things my brain doesn’t do at all well. It makes me look better than I really am.

* Sheet music stored in Evernote and read on a tablet is a useful practice tool. Don’t use it on stage, though — the screen glow from your tablet annoys the lighting tech and it’s nigh impossible to reliably flick pages during the more difficult pieces in between strokes with your left hand.

** There’s enough friction in this action that it only gets maintained and updated during a weekly review. Hence, missing or rushing a weekly review always results in lost perspective, not just control.

*** I’d prefer to use mailto: links instead of templates, but sadly Evernote’s Windows app won’t let you add &subject= and &body= arguments to these, so I can’t template a full email using a link. Outlook’s .oft templates are the next best thing, although you have to recreate them any time you want to make changes.

Filed under Guest Posts, Tools, Trusted System Tagged with , ,

Why I love Evernote

March 11, 2013 3 Comments

Evernote Logo

A couple of weeks ago, I read an article in BusinessWeek by Rob Walker called As Evernote’s Cult Grows, the Business Market Beckons and it got me thinking about my use of Evernote.

Over time, Evernote has been “stealing” minutes from other productivity applications in my life. The biggest “looser” has been Outlook. I used to use Tasks in Outlook for my “Trusted System” but for the last couple of years I have been using Evernote.

It has also been stealing minutes from Word because I do lots of my rough outlines and “brainstorming” in Evernote too. It just seems like Evernote is so flexible and solves so many of my problems that it continues to gobble up more and more of my time.

As Walker says in the article, “Once you get it, they say, you live and die by Evernote” and sooner or later you get caught up in “The Evernote Lifestyle.” Not only do I rely on it as the foundation for my GTD Trusted System, but I use it for and ever-increasing range of tasks.

It’s logo is an elephant because it is designed to help you “Remember Everything.” Here is a quick example, I’m in the gym and I keep running into the same people in the locker room but forgetting their names. So, I say “I’m sorry I forgot your name” and then when they tell me I put it in Evernote with a little clue to help me remember. Then the next time I see the person I just whip out my phone and I can easily find their name. This has happened countless times.

Getting information in and out of Evernote is the key to its success. You can capture anything – your ideas, things you like, things you hear, and things you see. You can capture and retrieve your “stuff” on any device because Evernote works with nearly every computer, phone and mobile device out there. And you can find you stuff fast by searching by keyword, tag or even printed and handwritten text inside images.

Evernote is exhibit A for what a modern app should be. It is easy to use, fast, free, works on virtually all devices, leverages the cloud to store your information and sync it across all your devices. It leverages the “freemium” model where you can pay for additional functionality.

The people who I have recommended Evernote to generally fall into one of two camps. They either, try it for a little while and quit because they don’t “get it” or it becomes the foundation for their entire organizational structure and they can’t imagine life without Evernote.

Which camp do you fall into and why?

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Use Siri to capture your “stuff” while driving

February 18, 2013 2 Comments

SiriI use Siri on my iPhone to capture any idea that comes to me when I am driving. It is fantastic because I don’t have to unlock my phone, launch an app, or type anything that would distract me from driving. All I have to do is hold down the home button on my iPhone and wait for the familiar beep that is Siri. Then I say “text inbox” and whatever I want added to my trusted system. It is that easy!

Here is what you need to do. Set up a contact called Inbox in the Last Name field of your contacts with your Evernote email address. Once you have this you are ready to go.

The reason you use text instead of email is Siri asks for the subject when you email but not when you text. Now, when you go to your default Evernote folder (Unprocessed for me) you will have a “Mailed In Note” with your “stuff” in the body of the note.

This is a simple way to avoid distracted driving while capturing your “stuff” in the car. For most recent cars that have bluetooth integration you can use the cars built in microphone and speakers to truly make it an integrated experience.

Try it, you will be amazed how well it works.

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