Time management made really easy #GTD + #Evernote

The Secret Weapon: GTD + Evernote

by on 27/02/2013

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The original site of: “The Secret Weapon”, was one of half a dozen sites which showed how to use Evernote to apply David Allen’s Getting Things Done time management system. (The others included those by Daniel Gold, Darren Crawford, David Ward and Ruud Hein.) For me, combining Evernote and GTD ended years of frustration in trying to apply GTD.

This post summarises the approach of those trail-blazers including The Secret Weapon. It takes the best from each approach: and adds my own twist.

**I’ll help you apply The Secret Weapon – in other words, to combine Evernote with Getting Things Done. Below is how I do it. How do YOU manage your time? What are your biggest challenges? POST IN THE COMMENTS BELOW – OR CHAT TO ME THERE WITH ANY COMMENTS/QUESTIONS.Β  – Malc**Β Β 

Essentials of Time Management

What I want a time management system to do easily is:

  • Maintain a list of all my tasks, and would-be tasks
  • Prioritise them without having to ‘score’ them, rewrite them, etc
  • Maintain a list of all my projects, and where I am with them
  • Start off my day knowing exactly where I am with my appointments, tasks, and projects
  • Know at a glance what I have to do now, and next.
  • Not miss anything or forget anything

Timology – Efficiency for Small Biz

Timology is all about small business owners getting super-efficient – ie getting the most done and earning the most money: in the least time with the least stress!

Part of that is: good time management. And it’s where GTD and Evernote enter the stage…

Getting Things Done…
David Allen’s time management principles are admirable; but his book cannot be considered a simple, instructional guide. It is rather complex. Or at least convoluted. This is not surprising as he is trying to help everyone from the one man band right up to the high-flying executive types who he consults with.

He leaves it so open as to the tools you might use that many of us (me, many people making comments on Amazon) can end up not being sure where to start.

…Plus Evernote
Then, years later, I found that a few authors – such as Daniel Gold – were applying GTD principles by using Evernote.

Well, Daniel’s approach was clearer, but I still found myself reading and re-reading to try to get to the essence of how he organised his tasks and his projects.

Again, a little complex. (Indeed, it was designed for his lawyer practice which was overkill for me, and maybe for you.)

Long and short: I still didn’t get it. πŸ™

The Secret Weapon

The Secret Weapon was more a simpler, more practical approach than Daniel Gold’s, even though it missed out some important aspects. Two obvious omissions were “projects”, and “filing”, which are hardly covered at all. I chatted to the author in his forum, in 2013, and he said he just hadn’t got around to these. And he never did.

But the practical approach of The Secret Weapon was helpful.

GTD

In case you are not familiar with or clear about GTD, here are a few fundamentals.

The basic idea with Getting Things Done is that you get all of your tasks, or to-dos, out of your head, intray and inbox, and written down in a trusted system. So you clear all your clutter, maintaining a:

  • clear desk
  • empty intray
  • empty email inbox, and a
  • minimalist diary (only put in what you have to) …
  • …and have all your tasks and projects at your fingertips.

Secondly, with GTD, you only write down specific actions on your task list (which is in Evernote).

So, rather than: “buy a new computer”, which involves several steps, you would just write the first action down, perhaps: “decide on the specification I want for a new computer”.

In this case, “buy a new computer” itself is written down on a separate: “Active projects” list so you don’t lose track of it. Of course, this is a small project: but it still has to be tracked along with the other small projects – and large projects – you may have. Maintaining a list of them which you can review regularly is essential if you are to keep track.

Evernote

Evernote allows you to add notes into “notebooks”, and tag your notes. A note can only be in one notebook. A note can have as many tags as you like. (Fewer is better – you don’t need many tags because Evernote’s search facility is so good.)

My Timology System

Here are the key points of the “time management” aspect of my own Timology system, which takes the bits which are the best for me from Daniel Gold, David Allen, braintoniq (TSW) and others, then I add my own slant.

Notebooks

I use three Evernote notebooks – To-do, Filing, and Completed.

Tags

To manage your tasks in Timology you need fewer than 20 tags +1 for each active project you have going on.

Aside from that, I have as many tags as I need. Whenever I can, I get by without tagging notes, because Evernote’s search feature is so good. This might sometimes mean adding an extra word or two, or an appropriate acronym or synonym when I create a note to facilitate that search.

Tasks

The whole point of GTD+EN is to manage your tasks, or To-dos, efficiently. I create one note for each task.

Projects are a combination of tasks. Timology shares David Allen’s definition of a project as being anything with more than one task. You shouldn’t take this to ridiculous extremes, but it does mean that something like: the “buy a new laptop” item I mentioned earlier will go on your project list and not your task list if it actually consists of;

  • determine my laptop budget
  • research laptops online
  • select laptop run it past IT adviser
  • buy laptop

So: “buy a new laptop”, will go on your project list, and: “determine my laptop budget”, and, if you choose: “research laptops online”, will have notes created for them and will become tasks.

Timology Tags

I find the idea of using major Evernote tags for When, What, Where and Who works really well.

Depositphotos_2039184_XL-w250-h250Briefly:

The When tag

Every task definitely needs one tag – the tag indicating the priority of the task. For convenience this is called the When tag. To repeat, this is the only tag which every task MUST have. (This tag obviates the need for a GTD “Next Actions” tag.)

The What tag

Every task must also have a second tag IF it relates to a project. This is called the What tag and consists of your name for the project.

The Where tag and the Who tag

The Where tag is used IF it’s helpful for you to identify the location where a task can be done, or must be done. For example, if you want to be able to view all the tasks that you can do at home then you will have a tag Home or, following the GTD convention, @Home.

The Who tag will be one for each of a number – usually a small number – of significant people in your world where, if having a meeting, on a phone call, or chatting to them it would be useful for you to click on that tag and see all tasks tagged with their name.

When, What, Where, Who in more detail

The When Tag

Remember, that each task in Evernote must have one, and only one, When tag. The when tags I like are:

  • Today
  • Tomorrow
  • This-Week
  • This-Month
  • Later
  • Possibly

The Today tag is where you will spend most of your time. It works well for me with 6-8 tasks. As they get depleted add one or two from Tomorrow. (This is why I don’t use the “next actions” concept as such, as I deal with my Today/Tomorrow tags in the way described.)

“Tomorrow! may contain 10-12 items. “This-Week”, maybe 20, and so on. You just have to tweak it to your own purposes. Have you got fewer than 50 tasks? Then you are lucky LOL – you won’t need “Later”: use what you need and what suits you.

I like the tag “Possibly” for ideas you are not quite ready to discard yet, or items which are just very low on your current list of priorities.

I am sure it won’t have escaped your notice that, as every single task is written down, and every one also has one of these five “When” tags, you only have to glance at the tasks tagged “Today”, to get an immediate handle on your current commitments.

You will also probably have guessed that altering the priority of one of your tasks is as simple as changing a “Tomorrow”, or “This-Week” tag for a “Today” tag. Very quick, very easy.

And if a new, urgent task comes in which tag does it get? I’ll leave that one with you πŸ˜‰Β  ‘Nuff said – I hope you agree this is simple and elegant.

So that is how you deal with “urgency”, or “priority” in Timology.

When, What and Who – The other three main tags

The What tag

What tags are named after your projects. If it helps you, give the main What tag two children: Active Projects and Inactive Projects to help you track what you are working on currently. Optionally, you can also have Completed Projects. The sub What tagsΒ  within Active Projects will be tags named after each project of yours which is currently active.

Every task relating to a project has that project’s tag. If it relates to two projects then I’ll tag it with both of them.

Any support material for a project which you have filed – I would file it in my Filing notebook – will also have the project’s tag.

Tagging in this way, you can go to Evernote and immediately see the data you want relating to any single project. Click on the relevant notebook, click on the relevant tag (eg the project tag) or multiple tags (by holding Ctrl as you click) to display either:

  • All tasks relating to a specific project, or
  • All project support material relating to a specific project, or
  • Everything in Evernote relating to a specific project.

This is brilliant!

The Where tag

The Where tags are all about “context”: where you are, or need to be – at home, at work, in the car, in town, etc – when you do a task.

For many people this tag would be vital. The fact that I hardly use Where tags just shows how flexible this system is.

If you live and work in the same place, you may not even need Where tags. Otherwise, use these as much as is helpful for you.

For example, if you live a mile or two from shops, then you might want to use the @Errands tag.

So use the Where tags to suit yourself. Other Where tags people use include @Computer, @Phone and @Car (think “listening to podcasts”, or “making calls from carphone”).

One recommendation, though: use as few tags as you can comfortably get away with. I am really pleased that I am saved the trouble – at least currently – of having to tag every task with a Where tag. But if it does help your work flow, use it.

The Who tag

This tag is to make sure you miss nothing when you are meeting with someone, or talking to someone on the phone. For example, I have a tag for the Operations Manager of my herbal business – @Shelley – so that when we have a meeting I can pull up all the notes – tasks or filed items – I want to bring up. Similarly, I have a business coach and when we are on Skype talking together I want to be able to pull up all the things I wanted to talk to him about. So I have the tag @Coach.

Then I have the tag @Karl, my IT guy, and I save tasks to talk to him about when he comes in for his regular visits. And so on.

Another appropriate use for a Who tag is regular meeting you might hold or attend – for example: @Team meeting. Label random ideas for agenda items with this tag, or tasks you need to do yourself before the next meeting.

So, think about the Who tags which would be useful for you, with the usual warning that “fewer is better, other things being equal”.

How tags work :)

Click to see how tags work

Waiting For

The final tag to mention is the Pending tag, which is added to any task which you have delegated or where you have an outstanding commitment to you. For example, you have ordered something and you await delivery. This helps you keep a check on people.

You check this tags contents once every day or two, or as often as makes you comfortable.

My GTD+EN Morning Routine

My own morning routine is now:

  • Check diary and see what I have in it for today/tomorrow.
  • Check email inbox and desk intray and get both down to zero: create to-dos, filed items, delegate, discard, reply as necessary. (Only reply if less than 5 minutes, or if you have time, else create a to-do.)
  • Check my Today and Tomorrow tags and maybe shuffle things around.
  • Check Pending and chase anything I need to.
  • Choose a Now task and get working.

GTD+EN-250

Once a week I check through all my tasks and tweak them, delete them, or move change their tags. I also make any changes of project between active and inactive. I check that every active project has at least one to-do task.

That’s it!

I hope that gives you a flavour of how conveniently Evernote can be combined with GTD. It has been a revelation for me.

I hope that it will entice some of you to consider GTD+EN. Or perhaps some of you, like me, have not found it easy to combine GTD and EN and this has given you fresh hope: I hope so.

Resources

If you want to develop your own system for combining GTD and EN I suggest you research all the following, as they all have something to offer, if you like doing research.

The best known independent author on the topic of Evernote is Daniel Gold. He sells a book which is just $5. To get started with GTD+EN you don’t really need it: but it might be useful once you have got going with it and want some extra tips. I think that for many internet marketers his approach may be overkill: but if you want a really thorough approach, but one which takes a little more time, try it.

http://www.degconsulting.net/evernote.html

Here are some other links to free information, software and discussions related to combining GTD and Evernote:

On HeyMalc I have Top Ten Tips for time management which highlight some additional points which I use together with my use of Evernote and GTD. You might find this helpful.

Go for it – and good luck!

I hope this description is useful and that you follow up on my recommendation of using Evernote plus GTD which is quick to implement, effective in use, and which can give you complete confidence that you are working on the most important thing right now, and that you have overlooked nothing.

I have tried every time management system going over the years and, for me, nothing comes close to the method I have described here. I hope you find it as good as I do, and that it might help you break free of information overload which, I know, plagues many people. Or that in some other way it helps you get better organised.

Please ask me any questions where I have not been clear – and leave comments below.

I’d also appreciate a share using the social sharing buttons. Thanks!

Malc πŸ™‚

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