Last week I shouted from the rooftops about reaching zero unread messages in my inbox. This feels like a good opportunity to geek out a bit on some cool digital tools I use for my process flow. Below are a handful of applications and services I use to keep on top of things, which supplement any physical systems I use to stay organized (like my notebook, for example). None of the referenced products below are sponsors and I have no business ties with them.
I was introduced to Boomerang for Gmail a few years back and made use of their free tier for quite some time. However, last year I made the jump to unlock some additional functionality and allow me to boomerang more messages per month.
Seamlessly integrated into Gmail, Boomerang allows me to kick messages out of my inbox and set to return at a predetermined time. You may have noted in a caption that I mentioned “boomeranged messages;” this is what I was referencing. If I have messages that I want to come back to, but I don’t want them to clutter my inbox, I use Boomerang to remove them temporarily without me forgetting about it. Boomerang has other features, such as being able to append notes to myself or asking a message to return if no one responds within a certain time frame. All in all, a great little service that doesn’t cost much for the year.
I use both Evernote (free) and OneNote (Enterprise). I don’t really have a preference one way or the other at the moment, but I tend to use Evernote for personal items (saving notes, planning blog posts, etc.) where I use OneNote for Board work and my main job. I was urged to go paperless by my boss, so I slowly adopted the services and moved away from extra notebooks and loose papers on my desk. Especially within OneNote, I can use the attach document feature to put “print outs” of documents within a notebook page, then use my tablet’s stylus to annotate the document with handwritten notes.
Speaking of embedding print outs, I started using Scanbot for Android to capture paper documents and port them into my digital notes. I like Scanbot over the regular camera because the AI recognizes the page and will use algorithms to digitally morph distortions of the page. Instead of requiring perfect lighting and standing perfectly over the page, I can capture documents on camera and Scanbot flattens out and crops the image for me. I’ve also found it handy for taking pictures of overhead presentation slides, and whiteboard writing.
Pushbullet has a lot of features for pushing documents across devices, but I mostly use it as a way of preventing myself from always looking at my phone. Instead, I can avoid temptation and quickly reply to text messages from my wife before jumping back into my task. I know myself well enough that picking up my phone is inviting a trip down the rabbit hole of distraction, so Pushbullet really helps keep my monkey brain in check. (Note: if you’re wondering about how I avoid distractions on my computer, I use the StayFocusd extension to block website during certain hours of the day)
Month over month, I will have lots of To Do items that are left incomplete. I used to copy them over manually to the next notebook, but over time the list grew. Out of laziness, I started porting those tasks over to Trello for longer term storage. Yes, I should either discard those items I’m not doing or clearing my plate by completing the tasks. However, there are items that are not urgent and not important enough to do at the time. Instead, I’ve set up a kanban board that allows me to move tasks from a pool to an active list, then to a complete, abandon, or hold list, depending on the status of the task. It’s a handy way of keeping on top of tasks that are not immediately pressing and allows me to use my notebook for day-to-day pressing concerns.
There are a few other tools I’m trying out, such as Toggl, RescueTime, Microsoft Teams, and Notion, but I’ll save those for a future post.
The five-ish tools above are a few things that makes it easy for me to keep on top of several process flows for work, my personal projects, and my volunteer work. Without them, I would be drowning in trying to keep everything fresh in my mind. Let me know what kind of tools you use (digital or analogue) in the comments below. I’m always interested in learning what different people have set up for themselves.