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I'd like to like Google Calendar but Google is pretty stupid about synchronizing calendar and contact items with other apps such as Outlook and Yahoo!
Data is periodically offloaded to backup USB drives and Yahoo.
Not only is it the only way to make sure you don't forget - it's also very freeing, because your brain is free from trying to remember the stuff that you wrote down.
"1: Make a note, immediately"
This is always key. The second I put something down, it becomes swallowed up by the chaos of life.
This post is filled with some great apps and ideas. Great job and it's good to see you, Leo, in the house of Mr. Ferriss.
BTW, awesome picture.
Right now I am simply using txt files on the computer (with quicksilver) and a small notebook (not moleskine... I know, I know.. I'm sorry). But I will look into a few of these ideas.
Thanks!
I too love the moleskin notebook. I take it with me as I'm traveling around the world filming and can use it to record thoughts- in kind of a Hemingway sort of way. I also like the Omnifocus program but have found the "Things' program way better especially as an app for my iPhone. Either way terrific post as always.
Rob
I've also found Things to be pretty great, but I've opted for simplicity in using Anxiety.
Btw, thanks to Tim Ferriss for publishing my guest post ... it's an honor to be here!
Great for having your to-do list with you at all times, and, unlike some of the other options mentioned, doesn't require that you always have a WiFi/3G internet connection.
You recommend ProfNet for PR. Well Peter Shankman of www.helpareporter.com (aka HARO - help a reporter out) has usefully similar service for free. Peter is very contactable too.
Worth researching for your readers, I'd suggest.
Check it out - http://www.rainlendar.net/cms/index.php
What I do is I put a blank index card in my pocket every day, with a pen, and whenever I think of anything I have to remember, I write it on the card. Then at home I have a looseleaf sheet of paper I use as my to do list, and a week-by-week calendar for longer-term duties. I also have a very detailed weekly schedule make up using the facebook application, and I have it printed out and set up in my study area. I also have an index card with the names of books that I want to buy in my wallet, and an extra copy of my weekly schedule in case I need to add anything new.
It's a relatively new system for me but it works! and it's cheap! I don't have to remember ANYTHING anymore, and my brain can finally relax.
Although I will concede there is certain advantages for these online apps.
Many of Harry's tricks (Harry was a magician) work for remembering certain sequences, but not for sets of identical sequences. And even if you forget a couple of cards, hitting 50 more or less in a row is still impressive.
But forget a mortgage payment or job interview or to finalize the Jackson contract... and the consequences might be just a little different.
Also, just finished the "Eliminate" section of 4HWW and applied an e-mail auto-responder this afternoon. Received 10 e-mails since then and no complaints thus far. Felt instant relief as I knew everyone would now know when to expect my response and not hassle me to provide one until then.
Now it's back to homework...(I'm a college student in charge of our Engineering Student Council and these tips have allowed us to become more productive while reducing my time commitment.)
Thanks!
I hope it's "cool" to share this. It relevant and free so I hope I am not goofing it.
I put out a nifty free ebook recently that tells the story of how Otto Lowei almost lost the idea that won him the Nobel Prize becuase of a bad capturing technique.
It also provides:
4 Fantstic ways to develop and ignite your personal creativity.
2 ways for overcoming the things that stifle your creativity and imagination.
1 tip I personally learned from Donald Trump for obliterating the fear of failure.
1 technique used by creative intellects like Salvador Dali and Thomas Edison for capturing the powerful insights from the dreaming mind.
Great stuff from all.
Steve
Seriously, though, I agree that disconnecting from the web can be a very productive habit, for at least a few hours a day ... but the reality is that for at least part of the day, most of us are connected and we need habits that will keep our information organized without hassle.
U're awesome!! thanks for these useful n great tips,,
")
Great to see you posting here! As I imagine there will be other suggestions from folks. . .I'll chip in. One of my absolute FAVORITES is FuseCal.
http://www.fusecal.com/
One of the trickiest and most tedious things I've had to keep up with over the years are event calendars from groups I'm involved with in some fashion. I used to have my admin check out the calendars each month and then add things manually until I find this program. Essentially, it allows users to copy the URL from the calendar page of whatever group they're in, or wish to monitor, and then seamlessly adds it to your gCal, Yahoo, Mac or whatever calendar you're sporting. It's free. . .yeah! And super-a$$-sweet.
I even have Tim's EventBrite calendar in there so I'll know if he's comin' to Chicago!
Cheers,
Doc
Great post. I'll give some of these a try. Nice notes on which are for Mac and which not.
Remember The Milk makes task management very easy. I've using Outlook and other tools (even paper!) but RTM works extremely well. I love being able to email tasks to RTM when I think of them, and getting a daily email reminding me what's due today.
I haven't found the right tool for storing stuff. I want something that's online for ease of access and painless backups. I want something that's on a USB flash drive for offline use. I'm currently testing a very interesting tool called PersonalBrain (http://thebrain.com) which allows nonlinear linking to items. It runs off a USB flash drive and the basic version is free.
Thank you for the writeup on Evernote - wonderful idea!
Here's a big question: Evernote helps you search for things you want to remember... but what about things you forgot? You wouldn't know to search for them - you don't remember that you ever knew them!
For example, I might be researching a way to build a treehouse, while completely forgetting that my friends brother owns a treehouse building company.
I see two solutions to this.
1. Always check with EverNote on everything, just in case.
2. Make a Google add-on, so that for every Google search I do, EverNote matches are displayed on top.
Thoughts?
Still a great tool, one of my favorites. But FYI to your readers.
But its a great list of web tools to let us improve in productivity and remembering things better. :)
Thanks Leo (and Tim for publishing this)!
Daniel
Thank you very much for this amazing post. If it's not too much trouble, please do add a plug in that allows one to share your posts on Facebook.
Wishing only the best,
Yaser Anwar
What's worked for me is to religiously carry a PDA - it doesn't really matter which one as long as it has an address book, calendar, todo lists, and notes. For a while it was a Danger Sidekick, but for the last 18 months it's been a palm TX. Very basic software can do everything you need as long as you are religious about carrying it, entering data, and backing it up!
If for whatever reason that doesn't work - like you are out rural where you can't charge batteries or everything gets a regular soaking of water - then I advise carrying a pen & small pda-sized notebook, pre-populated with the most important contacts, lists, etc.. It's also a good place to write the most common language phrases that you'll encounter where ever it is you are traveling.
Cheers,
-- Greg
Great for capturing everything you write and hear, and you can search for words within your notes so you can actually find what you were looking for.
But I see some contradiction.
One of your main pieces of advice is to: "throw away your Blackberry"
This post recommends a Blackberry.
So which is it? Throw the Blackberry away and be "decidedly low tech" as you once professed; or buy one as this post advises?
Thank You Mr. Ferriss
It is basically an electronic pen that works with a proprietary pad of paper to record voice and notes by touching "icons" on the pad of paper.
I could see how this would be great for college students.
Looking for feedback, is this just another piece of technology that ends up sitting around your house instead of being used?
First off, thanks to Leo for the great and thought-provoking post. It appears that Jott now charges for some services, but I'm eager to test out the Jott --> Gcal connection.
@Mr. J,
I don't own a Blackberry and would throw mine away, but others have the self control to keep e-mail checking to set times. I don't, so I avoid the tool that is prone to abuse.
@Yaser,
Thanks. Actually, the "share this" button allows you to share on Facebook. I wish I could put up a Facebook icon as well (and I might), but I don't want it to get too crowded.
Thanks all for the great comments!
Tim
1. Don't use a Blackberry to check email and browse the Internet all the time.
2. But, you can use it (or other tools) to send yourself notes on the go. Again, you don't need to use a Blackberry -- a simple cell phone or pocket notebook will do.
@Greg: Great points ... not everyone is connected all the time. You can and should use the tools that work for you -- my setup is just one example. But the key habits are still the same.
@lisan7: Yes, you're right ... Jott was free and now has moved to a paid plan. I signed up for the paid service -- it's only a few dollars a month.
@Oleg: Great idea -- if you could have a plugin to search Evernote when you search Google, that would rock! Someone should create that.
No need for mouse anymore; you can do everything by using the keyboard!
Instead, I found that it is quite a cheap article written by an average project manager kind of person who struggles with his daily bits and pieces of work.
I wasted my time.
Chandler is very raw at the moment, but is worth check out as it has online calendar integration and a web client that acts as an online store for your tasks/cal information therefore enabling online/offline syncing.
Cheer,
Simon
I would also recommend http://www.gtdagenda.com , not only it combines some of these features (it has projects, tasks, calendar, GTD contexts and next actions, etc), but with it's "Priority 1 line", that separates priority 1 tasks from the rest it could be very useful for Tim's book advice of starting the day with focusing only the 2-3 most important tasks.
My most powerful tool has been yellow sticky pads. I try to capture one great point or one key action per note. I can arrange them or stick them wherever, whenever. I bring my sticky pad with me to meetings, movies, you name it.
When I'm at home, I access my Gmail account via Mail.app and deal with messages within that application. Mail.app's folders mirror my Gmail labels.
When on the road and away from my home laptop, I access all of my emails via Gmail webmail.
This gives me the best of both worlds. At home I have the functionality, ease-of-use and desktop app strength of using Mail.app while on the road I can access all my emails via Gmail (and send emails so that they appear to come from any of my five accounts).
It also gives me a double on- and off-line backup: I have all my emails in Gmail if my laptop gets stolen and I have all my emails in Mail.app if my Gmail account gets hacked.
More on Gmail IMAP setup here: http://5thirtyone.com/archives/862
Cheers,
Alex.
As for me, - right now I am simply using DEVONthink Pro to organize files on the computer, and a pocket size Moleskine notebook with small voice recorder on the go. Synchronization between cell phone, iCal and gCal through BusySync and gCal's text messages works fine as well.
Unfortunately Jott doesn't work in the UK. There are some other services such as Spinvox.com and dial2do.com that could possibly be set up to do something similar.
Anyone know?
Think I'll research these and post when I've got more info.
The easiest method is to use the basic 'to do' list on your mobile phone to track the big, upcoming things (appointments, birthdays, etc) - with alarms so you don't forget - and, each morning, write down what needs to be done that day (and that day only) on a piece of paper or card and put it in your back pocket. Voila - stuff gets done, and it's so simple it'll make you cry with pleasure.
I would have thought a lot of stuff in here goes against many of your principles, Tim. Seems to require an awful lot of time for the user to spend behind a PC or Mac, updating his or her life. Who wants that? Nightmare.
I use and iPhone and find it to be incredibly useful. And yet there are times I feel it can be a time waster as well if I abuse my 'connectedness'. So I think there just needs to be a balance. One that is right for the individual.
I do agree, though, that a lot of these productivity apps can be easily turned into a productivity mess. It's just all in how you use them.
I just use the calendar, but there are other apps.
For instance, using Evernote to send notes to your GMail account sounds like a two-step process to do one thing. Why not just cut out Evernote and stick with your GMail?
Now, I understand that you're offering different options and readers are encouraged to pick-and-choose which system works for them personally, but like you (Leo) mentioned in the post, in order for an organizing system to work, it's got to be quick and relatively angst-free. I don't see how using synching two programs to do one thing simplifies the process.
For me personally, I only use two apps to keep all my stuff organized - Outlook and Gmail (I'd do without Outlook if possible but the organization I work for uses it) - and given that my job is 90% keeping things on track, less = more.
I do agree, however, that cultivating the habits are more important than which app you use. Should not the habits come first, then decide which apps to use?
Anyways, this is a great post. I will definitely be experimenting with some of these technologies.
http://brinotas.brindys.com/brinotas/
Never forget anything again, just post it to your desktop.
I've just have to find a way to stay consistent with new apps i begin. For some reason I always wind up back with the good old pen and paper method.
Great Post! So much useful stuff here. As I was reading through I noticed that all of these things are external manifestations, as in " intermediary devices " that are similar to when we want to change the channel on the TV we use a remote control. It may be interesting and timely to synthesize the use and exploration of these gadgets with a good dose of understanding our own human " Internal Remote Controls ". May I suggest the writings of Dr. Joseph Murphy ( Late 1880's, but the material still stands strong today ). Murphy and Buckminster Fuller had similar views and beliefs, and they applied their visions in interdisciplinary ways. Murphy's theories on the activation and use of the subconscious mind are seriously effective. Anyone can google his name and find all the info they may want. I feel it is complimentary to this post, plus it empowers us to know that we are far more than we think we are.
Thanks for the post!
Great post and comments -- thank you all!!!
Quick question: do you use the free or premium version of Evernote?
thanks
Writing something down on a single card may seem simple, but if your life has any level of complexity to it you're going to need to remember more things than will fit on a card. So now you're going to need a master list, or lists, which now implies that each and every day you're going to be copying stuff from one list to another, updating master lists with stuff checked off yesterday's card, recopying uncompleted items from yesterday to today, and so on.
I have better things to do.
With Things on my Mac AND on my iPhone, maintaining lists for multiple projects/clients is easy, doing those types of synchronizations is handled automatically, and I have my entire set of to-do's with me at all times.
@everyone else: Thanks for all the comments! A couple people have said that my setup seems complicated ... and that's fine -- it's just one possible setup among many. The key is to have some kind of system that will hold all of your information, and develop the key habits for using the system. Each person's needs will differ, and the tools you use should suit those needs.
However, I don't feel my setup is complicated. I just have different tools for different types of information -- knowing which tool to use is pretty intuitive, and calling each one up is just a matter of a few keystrokes. In actual practice it's very fast, and calling up information is very simple.
Have you done a post on how to remember things that you must actually use you brain for? Such as memorizing new words or math concepts, for example. If not I would be interested in one, or if you could simply direct me to somewhere that discusses this that would be great.
Thanks in advance.
Jeremy
I am a bit of a BlackBerry addict myself and so far have been using this BlackBerry GTD software application from http://www.kartamobile.com called Vera.
Vera does a great job of storing down everything you need to remember and classifying it in a way you can quickly pull it out later. Give it a try, you might find it handy.
My indulgences are vintage fountain pens and Clairefontaine notebooks, but a 4 quadrant list on a steno pad keeps me in line. Crossing out completed stuff is satisfying, and each new weekly list is a good planning exercise; time spent planning is saved 10fold. (Brian Tracy). I track work and home - left and right - and urgent vs important - top and bottom. Urgent stuff is rarely important.
Thanks for the great post, Leo
Wendy
http://www.fourhourworkweek.com/blog/2007/09/05...
Almost all my bills are emailed to me these days and I pay online. I have Adobe Professional on my computer so I no longer print out payment confirmations from online bill pay. I just right click on the confirmation and convert it to a PDF, then save it to the appropriate folder on my computer. This one change has probably been the biggest time saver for me this year. I can electronically search for statements, check when they were last paid, etc. Plus I don't have all that paper to file!
Thanks for the post Tim.
Additionally, I have a small app that is HotKey. It allows you to establish standard text and using "ctrl X" or any other shortcut, insert the text into emails, tasks, or any document. Saves a ton of time and encourages getting capture of information. I use it for inserting date and time that I update task followup with my managers.
Great to see a cross post from Leo. I read most of Leo's posts and will read more of Tim's posts now.
I use my blackberry for todo lists and quick notes on the go. I've just posted a blackberry shortcuts key list today on my blog, shortcuts can make any application twice as productive.
I use windows notepad to jot down quick notes with timestamps using the F5 Date/Time stamp shortcut key.
I archive my notes to a tiddlywiki file for fast searching and review.
I'll check out some of the apps Leo mentioned. Thanks for the great post!
Part of the trouble is paper clutter. Has anyone tried just photographing all the bills, letters, etc, that come in and used something like Evernote that does character recognition, and done away with paper records and mail that pile up? I'd like to know if there are any pitfalls to watch out for as I consider going for it myself.
I'd like to add some tools. You mentioned text files, those are what i use, i live in the command line in both linux and mac os.
i use the todo.sh from lifehacker to keep a test todo list and i wrote my own simple calendar for the command line that keeps everything organized on a simple text file. you can get it (free, open source) at www.geocities.com/urifrid/calendar.tar.gz
for note taking i use quicksilver (mac) and gnome-do (linux) simple text files.
nice post. I have more or less the same setup and Evernote seems to be the central hub for me. I have even used it in a class as the only source of presentation material.
I am interested in your setup for using Quicksilver to add notes to Evernote; how do you do that? I could imagine sending an email from Quicksilver to Evernote or is there some other clever usage?
There were a few things in your list I hadn't seen before, thanks for the new info!
here the links:
thunderbird: http://www.mozilla-europe.org/de/products/thund...
lightning: https://addons.mozilla.org/de/thunderbird/addon...
google-calendar provider : https://addons.mozilla.org/en-US/thunderbird/ad...
rmilk provider : https://addons.mozilla.org/en-US/thunderbird/ad...
It won me over because it's a social bookmarking site and I can easily find people with similar interest to mine, but Evernote has a truly phenomenal search interface, so I'll look into it:)
http://www.diigo.com/dashboard/geekofriendly
But for those looking to ride the free beta bandwagon, reQall is a great similar service: www.reqall.com
Not sure how else to get this to him & it is kinda applicable....
Have you heard of InfusionSoft?
long overdue
moleskin, postITs and HABITs make
it/you work
it's not the brush it's the artist
however, having said that - the right brush helps a lot
wooooooh technology rules
My method of keeping notes and such involves using 3 impliments and doesnt involve complexities like, batteries, pda's and cellphones all of which add more possiblilities for problems.
First, I have a well inked, collapsable pen that "telescopes" into itself and makes it that much more portable. Second, I have a regular date book, you know the ones with the cute puppies, mountainscapes etc. the cheesier the better, Lastly I have sticky post it notes that I put in the back jacket of the date planner. Now my system is REAL simple. First thing I do in the morning is take my post it note pad and write my to-do list for the day and I post it on the inside leaf of the planner.
Now I take another post it and put it on the inside of the front leaf. This is my "bucket" where if I have random thoughts, need to remember items etc. I just open the planner and jot it down.
End of day, I take "bucket" memo sheet and organise components accordingly. Appointments are jotted down as I make them directly into date planner. To do items are maked off as done.
This whole set-up fits in my back pocket comfortably (easier than a check register). Its highly portable, reliable, simplistic, cheap and extremely effective which makes it more likely it will be used.
Compile to do list on sticky note, paste on front leaf of day planner. Put second sticky note on back leaf for random thoughts, ideas, memos etc. for future organization, this functions just as a "memory bucket". Check off things on front leaf to do list as done, use date planner to record appointments and "bucket memo" for memory aid.
This whole system fits in your back pocket like a check register, costs about 10 bucks, never breaks down or runs out of batteries, gets stolen etc. If you really want to go high tech. get one of those digital voice recorders that attach on your key chain and use that as your "Bucket".
I use Jott (now Dial2Do since Jott went paid) to call iwantsandy.com . Sandy sends an email with my to-do to my Gmail account. Using the Firefox extension GcalAgenda and some filter tweaks, appointments get automatically added to my Gcalender. And using the RTM gadget for Gmail, tasks get added to my RTM. Both my Gcal and RTM are displayed in my Gmail, or I can go to their websites. Or using Gears I can make them stand-alone on my desktop.
In addition, Sandy compiles a daily agenda for me that I can print out and take, or have texted to me. This is why I don't just send an email to myself using Dial2Do. I want Sandy to go ahead and compile my agenda for me.
I'll have to check out sending things to Evernote. I didn't realize I could do that.
Windows users may like to try TaskMerlin. Regarding the critical habits you mention, it's quick to add notes, and has a fast search capability. It also integrates with Outlook e-mail. To apply GTD within TaskMerlin, see http://www.taskmerlin.com/gtd.aspx .
I use a simple text file application on my iPhone called Magipad and I organize my to do list on it by context.
If something comes up I need to do I just type it in.
My calendar is in a text file.
Your systems sound really, really complicated to me.
Even pen and paper is alot more complicated because you can't easily edit lists and notes and the notepads take up a lot of space.
you can also access your web memory across multiple machines/browsers.
Its a search engine for your personal slice of the web.
disclaimer - am a founder of infoaxe.
Things on the iPhone is a great on-the-go to-do list which syncs with my Mac. Don't need anything else.
I went with individual task items in UR for a while but switched over to a daypage system. Cut and paste into each next day, summarize as you go and review periodically. Then you can link out into task or project items if it expands. Works for me, plus it's easy to capture your accomplishments at the end of the week.
1. jotting down in an available time/date every thing I must do or go to with file numbers, phonenumbers, addresses and the like that is relevant to the activity.
2. looking at my calendar every day to see what I had to do and then do it.
The advantage is that this method will survive a computer crash or palm pilot failure and the activites to be accomplished are always on time (usually finished early). Moreover, I can't over book and, most importantly, I don't have to remember anything. All I have to do is look at my calendar.
Sorry about not using the latest innovation and software to replace something which only requires discipline and habit.
Best wishes,
Andrew