Tag Archives: Evernote

31 May

10 Ways I Stay Productive

As a freelancer it’s very easy to fall into bad habits – working from home, lots of different projects and being my own boss means long days of low productivity, and no clear division between work time and free time.
Since I left my “proper” job in 2009 I’ve been trying a host of ways to get things done – these are the things I’ve learnt work for me.

1. Find Your Work Hours

It’s taken me a while but I’ve found I am super productive early in the morning – irrespective of how tired I am. I had several years working on a radio breakfast show so getting up at the crack-of-dawn doesn’t terrify me, but the point is – find your optimum working hours. I know people who prefer to work in the evening or overnight … whatever works for you, make sure you stick to it

2. Go to Work

One of the perks of working in an office is the division between hometime and work time. I miss the walk to work, those few minutes (in my case) to prepare for the day. Even wearing work clothes changes your mindset.

This is lost when you stumble from bed to sofa in your PJ’s.

Eventually I plan to have a home-office, but for now I have a rented desk not far from where I live. I’ve also found co-working spaces, sneaky corners in coffee shops and other locations really handy.

In short, don’t work jn the room where you live.

3. Reboot in-between tasks

This is something I’ve only recently discovered, and is good for both me and my laptop.

I reboot my computer when I change projects. My jobs tend to be very varied, infographic design one minute, and planning social media training the next – so it’s good to have that mental refresh.

Plus. I’m often dealing with big files and my laptops not a robust as it used to be – so a reboot is a useful way to stop it grinding to a halt!

4. Next Task Approach

This is a trick I leaned during my time working for Think Productive. Don’t make endless to-do lists of tasks that can’t be done because they depend on something else happening first. Ie: No point adding Book Plane Tickets to my todo list, when you haven’t Booked Holiday yet.

I only have tasks I can achieve on my list, and replace them with the next doable task when it’s completed!

5. Keep a separate project list

As well as a todo list, I also have a list of all my current projects, and the stage they’re at. I use a great Ipad app for this, called Sticky Notes. It’s essentially a series of pages with digital post-it notes. I have 2 pages:

Post_it_structure_planning.PNG

Page 1 contains post-its of 4 colours

Each post-it contains my Job Code, job title and the price I’ve quoted for it.

  • PINK – currently working on
  • GREEN – confirmed projects but not currently working on
  • YELLOW – awaiting initial meeting
  • BLUE – random projects I need to decide on

This page helps me manage my workload – I like to have 4 “currently working on” with between 4 and 8 “confirmed but not currently working on”.

Page 2 contains a host of those projects that I’ve been contacted about, but nothing’s come of them yet. I keep them there to chase up when I get a moment, or can refer to if they do spring back in action.

6. Filter and Auto colour emails

Whilst I use Sparrow on my Iphone, I try to do most of the email management on my PC. where I run Postbox. I have 2 main email addresses, with a few random ones too, so it’s a good place to see everything together.

As with most email systems, you can set up filters. Whilst I heavily use filters for social media notifications (and have a regular email reminder to check the folder every few days) the most useful thing helps me deal with those “bacon” emails that come in, ie software updates, service announcements and other content that isn’t spam, but isn’t vitally important right now

I’ve simply built up a filter that turns the text of these emails (in the inbox) pale grey. They’re still there, and I’ll tend to check and delete a few times a day, but they’re in the background when I’m focusing on work.

7. Turn of notifications

I’m a pretty heavy social media user but only recently have decided to turn off all notifications from Twitter, Facebook, Google+ and LinkedIn.

Instead, I allow myself to check these accounts whenever I want, so that Social Media and Email Tension doesn’t build up. I’m getting a lot more done and am more relaxed about having long stints of working, knowing I can check them whenever I want.

8. Check email on the hour every hour

I try (although I do fail at this often) to only check my email every hour, on the hour. It’s an easy time to remember, and means I can focus on work for an hour before it comes round again. I have Postbox open at all times, with notifications turned off, and simply switch to that window to see new messages. It takes a second if there’s nothing in there, and with filtering and colouring (as above) it’s easy to see the important emails first.

9. No meeting days – 3 a week

I’ve learnt that I much prefer having a full day to work, without having to dart out for midday meetings. To this end, I try to keep at least 2/3 days a week free from all meetings. On a Sunday night I’ll check the next 2 weeks and add all-day calendar events to the days with no meetings – with the intention of keeping these free.

Similarly, I prefer meetings first thing in the morning or last thing in the day – it means I still get a good few hours to get stuff done!

10. One collection point – Evernote

Evernote

I’ve spoken at length about my love for Evernote. It’s getting better with every update. I use it as my central management system – where I send everything.

As emails come in, I’ll smart-grab sections of text (WIN-A) instead of forwarding emails and archive the email.

I go through my RSS feeds twice a day in the Feedly app – and save a bunch of images and articles into Evernote

I store all my briefsheets (single documents I use to store information about individual projects, including those bits of text from emails)

I also send all my draft images there, and email the client from within Evernote.

Have a free months trial of Evernote Premium here

16 Feb

My adventures with Evernote Hello

In this post I explain how I got on with Evernote Hello  – not for you? Try these other posts on Evernote

Or have a free months trial of Evernote Premium here

 

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Recently Evernote launched a series of new apps  –

  • Evernote Clearly (a plugin for viewing the text from web pages  – great for cluttered sites)
  • Evernote Food (for those fetishists who like taking snaps of meals)
  • Evernote Peek (for learning) and …
  • Evernote Hello (for collecting information to help you remember people you meet)

As a well-documented Evernote bore, I had to give them all a go.

I have no real use for Peek, have used Evernote Clearly and Food once or twice – but I was keen to give Evernote Hello a go.

It’s a great idea. I am useless at remembering names (great a faces, which means I know exactly WHO’s name I’ve forgotten) and am always looking for new tools to beat this affliction.

How it works

Evernote Hello encourages you to formally gather information about a person when you first meet them via an iPhone app.

In a traditional setting, you’d receive someones business card during the conversation, which ends up in your pocket with all the other business cards to gather dust and become a notepad for other more pressing bits of information (train times, phone numbers etc).

This app allows you to gather the Twitter name, email address and telephone number of the person AND, most importantly, a photograph – which will then sit within the app, and within your Evernote account. It also logs where you met them, and allows you to link this contact to notes within Evernote.

So far so good.

But …

(and this is the entire crux of the app) … I must admit to being far too polite to ask to take someone’s photograph, on first meeting. It just is not in my nature to do that. Asking for their Twitter name, or email address is one thing – a photograph? …  a step too far.

Is this just a British thing? Are other nationalities more easy going about this?

It is interesting to see this issue raised on the Evernote forum (post here)

Starting to Use It

There have been multiple opportunities for me to use to use this app  – the recent News:Rewired journalism conference the major one.

However, I am no point felt it was the right time, during a conversation, to whip out my phone and take a strangers picture (and it would have been even more creepy to take a picture of them on the sly)

This week I began teaching  a new class (MA Social Media) at Birmingham City University as a visiting tutor. I will be working with them for several weeks so it was a great chance to test this app out. As a small group of tech-friendly people – I hoped they would be open to me gathering their information at the start of the class so I could begin to learn names, as well as pick up twitter and email account details.

The phone gives you several ways to add information, You can pass them your phone (often easier than trying to spell complex twitter names and risk mistakes), you can do it yourself or link the contact with one already in your address book.

As I passed my phone around the (small) class, the general concern that I was going to put the images online (probably thanks to  culture of endless tagging on Facebook).  This was not the case – it was simply for my records.

Interestingly, we realized that if an email address is added by the contact, they receive a message from Evernote Hello, with MY details – very useful for automatically exchanging contacts.

Thoughts

This app is  – in theory – a great idea. However, whipping my iPhone out asking to take someones picture is just not going to happen.

Instead, I am going to start using it to gather contacts in the normal way. So, at the end of a conversation, when I would normally ask for the persons email or Twitter details – I will let them manually add into Evernote Hello. There is a photograph button clearly visible, and I am hoping people will be intrigued by the app and volunteer to take  picture themselves.

And that is just polite enough for me.

08 Nov

6 Tips for Using Evernote

Here are 6 ways I use the productivity tool, Evernote

Feel free to add yours in the comments below

Or have a free months trial of Evernote Premium here

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Evernote is the equivalent to an external hard drive, on the cloud – so you can archive important / interesting information – read more here (http://www.evernote.com/)

There are hundreds of different ways you can use Evernote – here are my top 6 tips:

1. A DESKTOP FOLDER

In Evernote open Tools > Import Folders

Here you can specify ANY folder, and files within that folder will be automatically imported into Evernote

I decided to create a folder called “For Evernote”. This sits in my Documents folder, but by creating a shortcut on your desktop, you now have a place where you can drag files for quick importing.

I also specified this folder as a FAVOURITE so it is easy to find when I am saving a file from another program.

I had been hoping to specify a Dropbox folder as an import folder, but this is not possible – hence, Tip #2

2. GOODSYNC

Goodsync – a very useful desktop tool anyway for backing up files/moving etc, but great for syncing Dropbox with Evernote.

I wanted to use this to automatically backup my portfolio as I develop it, but it could be used for anything (images, documents etc).

Point Goodsync at the source file, and again at your Evernote desktop shortcut, and viola! (you can also alter the settings  – so you can have a 2 way sync (not useful here), backup or move (ie delete file from source location)

I have also used this to move a host of images from my IPhone and IPad (before I upgraded to IOS5) to Evernote.

By installing the Dropbox App I uploaded ALL my images to my Dropbox > Evernote folder, and they are  – one by one – moved (and then deleted) from Dropbox to Evernote Import (by Goodsync) then moved (and deleted form source) into Evernote automatically. (I currently use this to move my IPad screen captures into Evernote)

3. SYNC ICLOUD to EVERNOTE

(Disclaimer: I’m not entirely sure HOW I’ve achieved this. I set up a LOT of different syncing techniques and I’m now unable to find out which one works .. but I think this is it – but apologies if it doesn’t work for you)

ICloud is Apple’s latest product to sync items on all of your kit – Ipad, IPhone, Mac etc.

I used Goodsync (above) to link your C:UserssonyPicturesPhoto StreamUploads folder to my Evernote import folder (as set up above)

Now this only works when my laptop is on, but that works for me: Goodsync moves all the images that appear in my photostream into Evernote

This is useful for keeping track of snaps I take, but ALSO, more importantly for me, screen captures I take on my Iphone (and soon IPad)

4. IFTTT.com

Ifttt is a very useful website (a little clunky in places) but  great tool for moving pretty much any online content, to somewhere else.

  • I currently have it sorting certain GMmail messages. Pro: You can specify the Evernote folder in which the item will be moved Con: 1. Sometimes it cuts off the body of the text 2. It does not delete the original message. For some emails now I have reverted to Gmail Filters – see next tip)
  • I have it moving anything I post to my Tumblr images account (http://www.carolinebeavon.tumblr.com) as an image into Evernote
  • Articles I “star” in Google Reader are now moved to Evernote – this does not copy the body, just the title so this is not perfect for reading but useful to a degree
  • Messages I “favourite” on Twitter are sent to Evenote
  • Anything I send to Instapaper (I have a magazine reader on my Ipad that does not have an Evernote link) i import to Evernote.

5. GMAIL FILTERS

> using a filter to forward / move certain emails into Evernote

As stated above – the con of this system is that you cannot specify which Evernote folder the email goes into but it is a trustworthy system.

  • Find your Evernote email address – within Evernote
  • Set up a filter to forward and keep (or forward and delete) emails into Evernote
  • When you log into Evernote you will have to deal with them in your default folder

6. GOOGLE CHROME EVERNOTE PLUGIN

Such a useful tool and I’m sure IE and Firefox have a similar thing.

It’s a button that sits in your toolbar, that lets you grab  webpage and send it to Evernote – allowing you to grab bits of pages, entire pages or URL’s of the page you are looking at. You can also specify the destination folder AND add tags as you go.

Now, what are you tips for using Evernote?

 Caroline Beavon is a freelance information and infographics designer – get in touch for more details

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All content (c) Caroline Beavon 2020