Jump to content
We apologize for the inconvenience, but chat support is currently unavailable. Please feel free to submit an email ticket or reach out at discussion.evernote.com. Thank you for understanding. √ó
MvdH

Using the new Evernote 10 for GTD/TSW workflow?

Recommended Posts

Hi there my fellow Evernote users. ¬†ūüôā¬† ¬†I am very curious how/if people are using the new Evernote 10 succesfully for a high-speed, effective and efficient GTD/TSW system. I've read many many posts so far, and found no specific topic on it yet. I have seen @MissArdbeg¬†@KnutBH¬†@Oberdada¬†@Stacey¬†and a few more, mentioning fragments of what I also need. The most important ones being able to use/switch between saved searches and shortcuts FAST, and sorting by Tags for example.

First a little bit of context. I've been using an Evernote Premium user for as long as I can remember. I am very happy with the tool, the ideas behind it and being able to add and find items through my Android phone, and using Evernote for my daily workflow offline and synced to the cloud on multiple workstations. I rely heavily on the system I set up, inspired by Getting Things Done (GTD) https://en.wikipedia.org/wiki/Getting_Things_Done and The Secret Weapon (TSW) https://thesecretweapon.org/. I use this to organise my workflow, my output, my information gathering and retrieving, for my business life as a COO and also for managing my private life.

Now my system. Evernote is essential for containing, supporting and executing my whole workflow, which is based on GTD/TSW. I use Evernote on Windows 10 and on the newest Android version. I use almost no notebooks. Only I've got time-based tags starting with !1-, !2- etc.., where I consider "Reference" and "Archived" and "Parked" material also time-based. I don't use location-based tags. I do use people or organisations starting with a ?   Colleagues I work with with ??   Clients start with $  and groups/teams start with **   and furthermore I use hundreds of tags for projects, domains, insights, etc. al starting with a slash /   Based on these tags I have around 100 saved searches I use weekly. See the attached image for an impression, if you like. 

Now for my process. During the whole day, meetings, 1-on-1 talks, working on projects, teams, etc., I context switch via saved searches many MANY times. So they should be one-click available in saved searches, and the ones I use that day like 50 times, are on the short-cut bar. I read/view about 200 notes every do to make choices, or to drill down to information. I change about 100 notes every day. Changing contents, lists, images, etc. in them, but also heavily changing tags, to add/remove people, change a status, a flow, or a team. See the attached image for an impression, if you like. I need the information fully operational offline and syncing to the cloud for across devices.

My questions. Does anybody that has comparable requirements for her or his external brain, that is using Evernote 10 succesfully? Has anyone tried to do so, and what are the experiences from this GTD/TSW point of view? How do you deal with the bad?  What have you found is the good?  How do you deal with these new cirtumstances? 

My stance right now, is waiting, gathering information, setting up a plan B (might be migration to another tool) and keeping an eye on Evernote, so it doesn't surprise me when they pull the plug on legacy Evernote or when the legacy won't work anymore with e.g. a newer version of Windows or Android. I hope they get the new Evernote to a level where it meets my demands. I hope they keep the old Evernote long enough. I am very reluctant (scared!) in upgrading, cause if my workflow gets bogged down, I might as well start looking for a new job, or a new life, as far as I'm concerned.

I hope people will chime in from this high performance workflow perspective like GTD/TSW. Thanks in advance, and thanks for reading so far already. ūüėȬ† Greetings and a smile, Mark

evernote.png

Share this post


Link to post
3 minutes ago, MvdH said:

and sorting by Tags for example

This would be sorting the tags column in Top List View
Sorry, Top List View has not been implemented yet - we're told it's planned for a upcoming update

Share this post


Link to post
5 minutes ago, DTLow said:

This would be sorting the tags column in Top List View
Sorry, Top List View has not been implemented yet - we're told it's planned for a upcoming update

Ok, clear. Thank you for that! "An upcoming update" is a timeless statement, but at least it is there. So that is a must-have feature for my workflow missing right now. I'm curious how far people got with such a workflow, and what they still miss for that usage and also considering overhead of clicks/speedyness in usage/responsiveness of product. So far:

must-have-missing:

  1. top list view, with ability to sort on tags column

Share this post


Link to post

@MvdH

You seem to be on a similar journey that many of us who are passionate about Evernote (EN) and GTD have been on.

 

From my own experience, our quest for an efficient and effective workflow,  invariably drives us to; minimising the number of tools (or apps), and making the most of our much loved EN which is the best for capture (and retrieval.)

The challenge is the GTD piece.

It is important that any system does not, consume inordinate time and gamify task management.

What ever investment is made in terms of learning, subscribing to and administering a system, should have a tangible return. 

I have tried all the various techniques that singularly deploy EN (and even developed my own);  for me they all fell short in providing the agility and flexibility, and review of my work and personal deliverables.

My research and trials; finally led me to settle on Omnfocus which integrates well with EN and my email client;  Spark.
 

Omnifocus,¬†allows me to¬†‚ÄĚslice and dice‚ÄĚ my¬†tasks by any vector (perspective, in Omnifocus parlance) such as;¬†contexts (tags)-¬†people, agenda‚Äôs, ¬†place,¬†¬†projects, and even a return on effort (eisenhower), errands, etc.

It is feature rich and includes a cool geo fencing capability.

Realistically, EN, cannot be expected to cater for GTD power users , so we should deploy it's power to capture and clarify, and then organise, reflect and engage using Omnifocus or another similar specialised app. Most GTD systems singularly using EN, can become time consuming hacks, at least with the current EN version. 

Your task management needs are quite heavy; hence I would strongly recommend that you adopt a specialist app to work in concert with EN. 

Expecting EN to manage a power users task management needs, is no different to expecting say Apple to have a leading edge email client or calendar app, and satisfisfy it's broad user demographic at the same time; an impossible expectation - hence why , Fantastical, and Spark (and a few others) are popular for power users. 
 

I hope this helps. 
 

In the meantime, let's hope for a better set (and reinstatement)¬†of EN core features such as handwriting, pdf annotation and business¬†card scanning.ūü§ě

  • Like 1

Share this post


Link to post
On 10/15/2020 at 9:35 PM, MvdH said:

 I am very curious how/if people are using the new Evernote 10 succesfully for a high-speed, effective and efficient GTD/TSW system.

I'm running Evernote 10 side by side with Evernote Legacy
It's easy to test something like your "high-speed, effective and efficient GTD/TSW system"

btw  I graduated from TSW long ago; it's missing a critical component - Due Date
 I use the Reminder feature to store Due Date and Completion Date/Status   
I don't sort by tags

Share this post


Link to post

I have to contradict @darioangelo : There may be extreme heavy users like @MvdH for whom an external tool for GTD would be more efficient. But many users like me, who use GTD only for private or for a freelancer task management, EN was the perfect application so far. I find it extremely advantageous that I can organize and link all my data (information storage, document storage, GTD task management) in one single tool. I have access to all my data and tasks, regardless of whether I am sitting on a Windows PC, an Android mobile phone, an iPad or a third-party PC using EN web. That is the great strength of EN, that (almost) everything can be managed in one tool and linked together.

Now, with Evernote 10, workflows that have been used for years are completely broken for many people like me (or will be broken as soon as the EN legacy version gets switched off). But we are the paying premium and business customers that Evernote shouldn't put off!

Therefore I think it is absolutely essential that EN brings back most of the functions of the previous Windows version of EN! I may add (and this list is not yet complete):

  1. ...,
  2. side list view with freely definable and sortable columns (e.g. tags),
  3. save the sorting for each saved search / notebook / tag,
  4. shortcut toolbar,
  5. view all notes in all subordinate notebooks by clicking on the notebook stack,
  6. ability to click on several tags (or a combination of notebook/stack and tags) while holding down the Ctrl key (causes an AND operation, e.g. show all notes with tag X in notebook stack Y)
  7. import folders,
  8. keyboard shortcuts for creating new notes (while working in other applications),
  9. colored tags / saved searches for a better overview,
  10. ... ?
  • Thanks 1

Share this post


Link to post

I completely understand and support where @Oberdada is coming from and his particular needs.

A task management approach should resonate not only with your thinking process, the type of work that you do, your level of responsibility and also your personal and community obligations. 

A trusted system enables a healthy detachment. 

For a long time EN was my go to GTD system (I have previously written about it in this Forum); it is now my capture (and reference storage) tool. I also use apps such as GoodNotes 5 for note taking and pdf annotation as Skitch just doesn't cut it.

So out if necessity, I am somewhat used to venturing out of the EN ecosystem to gain the sharpest tools. 

My work has many interfaces, and is high in its intensity- my particular setup helps me to deal with all it's moving parts. 

I look forward to the day when EN gains and regains sufficient features and capabily, so that I may once again rely on it exclusively for my GTD, and also save a bundle of money on other app subscriptions. 

Share this post


Link to post
2 hours ago, Oberdada said:

But many users like me, who use GTD only for private or for a freelancer task management, EN was the perfect application so far. I find it extremely advantageous that I can organize and link all my data (information storage, document storage, GTD task management) in one single tool. I have access to all my data and tasks, regardless of whether I am sitting on a Windows PC, an Android mobile phone, an iPad or a third-party PC using EN web. That is the great strength of EN, that (almost) everything can be managed in one tool and linked together.

Agreed - Evernote is my GTD tool   
Still using the legacy version, but anticipate switching to v10 when work is completed
 

Share this post


Link to post

Thank you all!

@DTLow¬†for the hints/possibility to run both. I will face my fears and give that a shot...on a seperate system at first. ūüėȬ†I read somewhere notes get damaged in the new Evernote. But as I understand this only happens to editting complex mark-up notes. I'll never do that, I use simplify formatting almost automatically on every note anyway¬† [which removes highlighting, grrrr, but I digress].

@darioangelo  it is very true that I use Evernotes capabilities in a high-speed, efficient far-fetched GTD/TSW setup. See my screenshot above. I'm probably not the primary target audience. Keeping my flow, GTD, and reference information one fast system though brings me a LOT. There are little to no things I miss in my set-up. Also I am a wizard with Ctrl+Alt+T in a Note. Moveing to something else is going to be a pain. I'll stick to Evernote for now, hopeling they will build in my missing features. I wiss them also the very best. I'm the owner of an IT company, I know how difficult it sometimes is. However, they really make me feel they won't focus on power users anymore. The nerdynesh of Evernote is getting lost...it seems.......half my life is built on that.  I love the Omnifocus you pointed to. I'm a Windows/Android user.... Think it's not going to match, but it definately helped me on perspectives/considerations! Seperating my workflow management from my information storage is not something I want, but I'm also checking Microsoft OneNote <> To Do <> Planner for my setup. That also requires separation, but also has more clicks/steps in managing my workflow, I think so far.... Mmm... Don't like that.

@Oberdada  I agree. @darioangelo is a bit black white, but his perspectives really helped me. Evernote 6.x is NEAR PERFECT for what I do. Even with stupid things like removing highlighting when simplifying formatting. No complaints. I would pay 5x what I'm paying now for Evernote. Lots of value for me. However, Evernote 10.x might have new focus. "the 90%" or whatever. I realise I am in "the 1%" in demands for my workflow and speed and offlineness.... I'll not move away soon from Evernote BUT I am checking out Notion, the Microsoft solutions, Nimbus and others in the meantime. If they don't make Evernote 10.x fast, stored searches, and quick Tag changing, or if they seem to abandon 6.x too soon, then they force me out.  I love your list, it is the list I was thinking of building for my GTD/TSW setup. Only thing I don't need is the stacks/notebooks. I don't use those. Have you seen my screenshot how I GTD/TSW in Evernote?  How does that differ from your ways?  Is your process possible to capture in a screenshot, like I tried, I am really curious?

Thanks all, you really helped broaden my perspectives! More? Welcome!

 

 

Edited by MvdH
few typos

Share this post


Link to post

Create an account or sign in to comment

You need to be a member in order to leave a comment

Create an account

Sign up for a new account in our community. It's easy!

Register a new account

Sign in

Already have an account? Sign in here.

Sign In Now

×
×
  • Create New...