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oman112

gtd How I use Evernote to Get Things Done AND Remember Everything

26 posts in this topic

Hi and welcome to the forums !

 

Glad you found a way to organize EN in a way that meets your personal needs.

Some of your ideas are good but most of it has already been discussed here in great length.

Thanks anyway.

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Some of your ideas are good but most of it has already been discussed here in great length.

 

No argument here. As I mentioned, my method is essentially TSW.

 

I love seeing exactly how other people use Evernote, even down the specific verbiage used and ordering of stacks, notebooks, and tags. Thus, I shared exactly how I use Evernote.

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Thank you for sharing! It's always nice when someone take the time and effort to show how they work with Evernote!

Cheers

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  • Contextual Tagging
    • I only use tags for context. The tags answer wherewhen, and what.

 

 

For the when, I start my title with a date code (yyyy-mm-dd) followed by the location and topic.  The Intitle: command helps find the date range notes I am looking for. I do have a battery of tags for where and what.

 

 

I also use tags for who due to issues where search will not work accurately.

1. Spelling differences and spelling errors

Consider the correct spelling of Gaddafi. It depends on which media you have clipped. The varieties include:

Moammar Gaddafi

Muammar Gaddafi

Moammar Gadhafi

Moammar Qaddafi

Muammar el-Qaddafi

Muammar al-Gaddafi

But my tag "Gaddafi" finds all the different versions.

 

2. Honorifics instead of the name.

In my use, a single tag:Obama finds notes and comments containing Barack, President, POTUS, Commander-in-Chief; and avoid notes about Michelle Obama.

 

3. Common names

Many false hits turn up when a person has a common name like: Dean, Dayton, Richardson, or Warren to name a few. And if the titles are included, a search will become more tedious and less accurate.

Dean or DNC Chairman or Howard Dean

Dayton or Minnesota Governor or Mark Dayton

Richardson or New Mexico Governor or Bill Richardson

Warren or Senate Candidate Warren or Elizabeth Warren

I can increase my accuracy by searching with a tag for the person.

 

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Are your tasks, etc. all coming from a single origin point primarily (e.g. Outlook, etc.) or ...? The challenge I run into is that all of my personal/freelance work is routed through Gmail, and my day-job is routed thorough an Exchange server via Outlook. I'm trying to find a good way to merge these together. Evernote is typically my dumping ground, but I find that I'm struggling to use it for task management. Yet at the same time I'm hesitant to try a different task focused app because I am not able to sustain keeping all of these platforms up-to-date. I tried IQTell, but found it slow and a bit more complex than I need.

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Are your tasks, etc. all coming from a single origin point primarily (e.g. Outlook, etc.) or ...? The challenge I run into is that all of my personal/freelance work is routed through Gmail, and my day-job is routed thorough an Exchange server via Outlook. I'm trying to find a good way to merge these together. Evernote is typically my dumping ground, but I find that I'm struggling to use it for task management. Yet at the same time I'm hesitant to try a different task focused app because I am not able to sustain keeping all of these platforms up-to-date. I tried IQTell, but found it slow and a bit more complex than I need.

 

You can use the http://evernote.com/webclipper/ to pull things from your Gmail. It does a nice job of extracting the content in a simple and plain way and its context aware. It knows when your trying to clip an email and extracts pertinent information. It also has options for saving just one email or the entire thread or just a portion. And when you install Evernote on your computer it should come with the outlook plugin. You can use this to pull things from your outlook or exchange. If all else fails enter the information by forwarding the email to your evernote address . Make sure everything goes into an inbox notebook and once a week or how ever often you want to review look through each note and decide weather or not the perticular note requires a task for it and input it into what ever task management tool you want to use. If you need the email as a reference archive it and set a link to it from your task. Or if the task is self explanatory then just simply delete the note once your task has been created and organized. 

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Thank you Oman112. I have been trying to bridge between Omnifocus & Evernote. I can't seem to make the jump. Omnifocus is great but I am not Mac User and can only use Omnifocus on

My phone.

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Thank you all for sharing as I am now looking to move from Outlook, Evernote, and what ever the flavor of the day is for Task Management.....to Just Outlook and Evernote. 

I am not a disciplined person and want to totally embrace a process. I will post when I have it setup and using. I am in the process of cleaning up my tags first.

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I hope this helps at least one person out there!

 

 

This is a gem, thanks a lot. 

The only minus I've found is that the evernote android app seems to not handle nested tags.

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I think, I would have problems with this system.

Sometimes I make a notebook for a specific topic and share this notebook with my wife.

For example when we plan our holidays. So we both can put notes with ideas, informations, packing list, ... in this notebook and both of us have access to this notes.

If I would throw every note in "Cabinet", I would have to share every single note to my wife, if it's in the topic (my wife have an other structure of notebooks and tags in her Evernote).

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11 minutes ago, GambaJo said:

I think, I would have problems with this system.

Sometimes I make a notebook for a specific topic and share this notebook with my wife.

For example when we plan our holidays. So we both can put notes with ideas, informations, packing list, ... in this notebook and both of us have access to this notes.

If I would throw every note in "Cabinet", I would have to share every single note to my wife, if it's in the topic (my wife have an other structure of notebooks and tags in her Evernote).

I understand having a Notebook that is shared with your wife.

However, why does the notebook have to be restricted to a single topic?

In my organization, I would have the Notebook, and various topics identified by tags.

You mentioned planning your holiday.

  • Yes, there is information to share
  • There may be other information, not that it's private but it's only of interest to you or your wife 

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1 hour ago, GambaJo said:

Will she have the same tags, that I created in my Evernote?

Yes, the tags are shared along with the notes
Note: Tags are set by the Notebook owner; the sharee can't add new tags

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Ah, sonds good. Can she create and apply tags for this one shared notebook?

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21 minutes ago, GambaJo said:

Ah, sonds good. Can she create and apply tags for this one shared notebook?

She can apply tags; only the notebook owner can create new tags

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On 18.11.2016 at 5:08 PM, DTLow said:

She can apply tags; only the notebook owner can create new tags

Ok, thx. I don't think, this will work for me. In this case shared notebooks, each for one topic is easier to handel. So my wife can create and move notes without asking me to create tags.

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On 4/1/2014 at 2:52 AM, waylonrobert said:

Are your tasks, etc. all coming from a single origin point primarily (e.g. Outlook, etc.) or ...? The challenge I run into is that all of my personal/freelance work is routed through Gmail, and my day-job is routed thorough an Exchange server via Outlook. I'm trying to find a good way to merge these together. Evernote is typically my dumping ground, but I find that I'm struggling to use it for task management. Yet at the same time I'm hesitant to try a different task focused app because I am not able to sustain keeping all of these platforms up-to-date. I tried IQTell, but found it slow and a bit more complex than I need.

Hi Waylonrobert,

I know that you have posted this 2 years ago, but I would just like to share that if you are using Gmail, you can empty your inbox without using Outlook, you can still use Gmail and use an IFTTT recipe that whenever you label an email or multiple emails as "evernote", it will automatically create note/s in evernote. That is what I consider my modified TSW.

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I am trying to implement TSW system. I have a question on how to manipulate emails. This is the scenario: I am in a project that may last several weeks, I receive several email with different subjects related to that project, not all the emails are actionable for me but some other needs that I do something but not exactly what the emails said. For instance, I get an email with a report and then I need to provide feedback and also ask someone to prepare a presentation. How you handled it:

- In the case of the email with the report that i use as example. Should I create 2 additional notes for each action or add text to email note in Evernote?

- Do you keep all the emails in the "Action Items" notebook until the project is complete? 

I wonder if you have experience this scenario. Any suggestion is welcome.

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3 hours ago, Francisco Jaimes said:

I am trying to implement TSW system. I have a question on how to manipulate emails. This is the scenario: I am in a project that may last several weeks, I receive several email with different subjects related to that project, not all the emails are actionable for me but some other needs that I do something but not exactly what the emails said. For instance, I get an email with a report and then I need to provide feedback and also ask someone to prepare a presentation. How you handled it:

- In the case of the email with the report that i use as example. Should I create 2 additional notes for each action or add text to email note in Evernote?

- Do you keep all the emails in the "Action Items" notebook until the project is complete? 

I file the email in Evernote

Sometimes, it's one-to-one with a task, so that's easy.

Other times, there's multiple tasks; I create multiple task notes with a link back to the origional email note

>>Do you keep all the emails in the "Action Items" notebook until the project is complete? 

I prefer an "Action Items" tag instead of a notebook; but Yes, I keep the tag on the note until completed 

I actually never remove the "Action Items" tag; I add a "Completed" tag

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I would forward the email to my Inbox in EN with the appropriate action tags added to the email subject, and a reminder if need be..  I would add a line per task at the top of the email (above the original address) to represent whatever tasks.

Then when I got to my inbox to "clean-up", I would decide whether to just put check boxes on the task(s) or create a note for each task linking back to the email.  It depends how closely the note title matches the action(s) or if the timing of multiple tasks varies.  And then move the note(s) to my prime notebook.

Like @DTLow I use tags as opposed to notebooks.  I have a Phrase Express hot key which puts _Completed yyyy.mm.dd into a note when I complete the task, and remove the TSW tag and just leave everything in the same notebook.. 

There are a many deployments of GTD and TWS using EN.  Look for what works best for you.  Some folks say don't even bother and go to a specific app.  I developed my own method since I like my stuff in one place.  FWIW..

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Thanks @DTLow and @csihilling. I just have three notebooks Cabinet, Pending and Completed and several tags as described in TSW. As you said the one-to-one task -email are easy. I think what scares me is that the Pending notebook starts growing fast. As I supervise some people some of the email are tag as 6-wait as I need someone else on my team to do something. Usually when I move something to complete for me is done, nothing else to do on that particular email but the project still have things to be done. I will keep trying. I thinks that moving from folders (notebooks) to tags is a mind set change, one single folder is full of stuff the tag filter starts to put some order.

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3 hours ago, Francisco Jaimes said:

Thanks @DTLow and @csihilling. I just have three notebooks Cabinet, Pending and Completed and several tags as described in TSW. As you said the one-to-one task -email are easy. I think what scares me is that the Pending notebook starts growing fast. As I supervise some people some of the email are tag as 6-wait as I need someone else on my team to do something. Usually when I move something to complete for me is done, nothing else to do on that particular email but the project still have things to be done. I will keep trying. I thinks that moving from folders (notebooks) to tags is a mind set change, one single folder is full of stuff the tag filter starts to put some order.

You are welcome.  Tags have worked better for me, and the incorporation of reminder dates when hard deadlines exist.  I know it means I am sometimes looking at the backlog in two ways, !1-Now and date, but it seems to fit how I think.  Keep working it until you have the process that fits your thinking.

If you have a lot of pending build up, you might want to consider how you are controlling those tasks.  Do the assignees not know the priority, understand the task?  Do you need new assignees?  What are the right action steps to shrink that backlog.  FWIW.

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