Posts Tagged productivity
A few years ago I found this great YouTube video:
Evernote Tips: How to use Evernote to achieve your goals
I really like the approach presented there and thought I could adapt it to the way I was already organizing things. One part of the approach is to have a note titled “Daily, Weekly, Monthly, Quarterly, Yearly”. See below what that note looks like:
I have a shortcut to that note, as I’m constantly going back to it, often multiple times every day. Even though I have other calendars I need to use (Google Calendar, Outlook Calendar, etc), I consider my note in Evernote as my single source of truth: everything that’s really important for me has to be in that note, as it makes very easy for me to see the immediate stuff as well as things that are expected to happen in the future.
Let’s see how that note is organized.
Things that happen every week
In that section I want to see things that happen every week on a specific day. For instance, I need to fill out timesheet on Friday, and I’d like to post to this blog every Tuesday.
Here I want to see the most important things in the current month. I try not to put to much info in the calendar itself. Instead, I create a separate note for each entry containing all the info I need about it, and then I add a link to that note to the calendar.
Months in the current year
Here I want to see all months in the current year, and things that are expected in those months. Notice that I’ll only put here things for which I know the month, but do not know the actual date (either because it could be any day within that month, or because I don’t really have the actual day yet). When I do have the date, then I move it to another specific place (more on it later).
Things in specific periods
Here’s where I put things I may want to remember in specific periods. For instance, I like doing a monthly review in the first couple of days in the following month. Or, I like remembering that December is a short, unusual month because of the holidays, and I use that information when I’m about to do planning for that month.
Entire current year, day by day
As soon as I know exactly the date for something expected to happen, I put it in this section. It makes very easy for me to see at a glance everything going on the entire year. When I’m planning for a month that’s about to start, I look here to see how the calendar needs to be populated. I also put here birthdays that I absolutely cannot forget.
Five years in the future
This is where I keep things expected for the next five years in the future. If I know the exact date, I’ll add that information, too. It can also be something like “passport expires on Month/Day. Look into getting new one 6 months earlier.”. If I don’t have a date, I’ll at least add a note so I’ll always have a reminder of something important that needs attention.
If there’s something I know should happen beyond five years in the future (for instance, an important document that’ll expire and need renewing), then I list it under a Beyond section at the bottom of that note, including the year and note.
Review it often
As I mentioned earlier, I review this note at least once a day. Since I put everything really important in this note and review it often, I get peace of mind knowing I won’t forget these things.
I’ve been playing Lumosity’s brain games daily for several months now. I’ve read about people swearing by it, so I decided to try it myself.
For many months, my morning routine included meditation, and then the brain games. I thought that’d be when my brain would perform at its best: early in the morning, before reading emails or anything like that, and right after meditating. Well, I was wrong.
There was one week where I had time to meditate in the morning, but didn’t have time for the brain games, so I was doing them later in the day, around 9pm or so. I thought my scores that week would drop noticibly, given I was very busy working all day and would be tired in the evening. That’s not what happened: all my scores went up that week, despite the fact that I was feeling very tired!
I then decided to change my brain games time to my evenings, and my scores have been consistently better than when I was doing it early in the morning.
I’ve been experimenting with finding the best time of the day for me to perform certain tasks. I’ve always had this feeling that my brain works much better from mid afternoon into the evening, so it seems these brain games are confirming that.
I feel like meditation is finally paying off for me!
I remember I was a kid (maybe 10 years old or so) when I first tried any sort of meditation. No idea what motivated me to do so at the time. Maybe it’s because I was into watching martial arts movies and saw the characters meditating?
I used to close the doors and windows to keep my bedroom dark, put on Vangelis’ Alpha song (my brother had a small LP that had that song), sat on the floor, and went like “ommmmmmmm” for a while. Go figure.
A little over year ago I heard of Headspace’s app for guided meditation and decided to give it a go. I tried their free 10-day program, enjoyed it, and ended up getting the yearly subscription.
As of today, I have had 243 medication sessions, totalling 44 hours, averaging 11 minutes per session. I first started doing 10-minute daily sessions, and only about two months ago I’ve increased it to 15-minute sessions.
It’s definitely not easy sitting through those sessions trying not to get distracted by everything going on in my head. For a long time I kept asking myself whether that thing was actually working, since I couldn’t tell difference. But I decided to insist on it.
Now I think it’s finally paying off!
I’ve been noticing how smoothly I’m handling some stressful situations, such as cases where in the past I’d lose my temper and end up regretting how I handled it.
I’ve also been noticing that I’m detecting my distractions a lot quicker and more frequently and bringing my mind back to whatever it is that I need to be focused on.
Many times those distractions come in the shape of thoughts that bring me down, and most of the times those are things either sitting in the past (which I cannot change) or future (which I may or may not be able to change). I’m noticing I’m doing a lot better at recognizing those thoughts and letting them go as quickly and smoothly as possible.
Overall, I’m feeling happier and more focused, which are things I had been really in need of, and I believe meditation is one of the things helping me with that.
Due to my consistency following my daily sessions, Headspace has been giving me vouchers that I can give out to people who would like to try their app for one month for free. Let me know if you’d like to get one voucher.
Zooming tools are very useful whenever doing a presentation or training. It helps both the people at the back of the room, as well as drawing people’s attention to the area of the screen you need them to be looking at.
On the PC I’ve used ZoomIt, which is part of Microsoft’s SysInternals tools.
Recently I’ve found Zoom It for the Mac, which is cheap, and works like a charm.
Why am I starting this post with such a silly question? Of course software developers know how to use software! Or maybe not…?
Am I a good developer?
What makes it for a good developer, anyway?
For many years I’ve focused quite a bit on programming languages, IDE’s, patterns, and all those things that are definitely fun for most developers. Mastering those things, however, does NOT turn someone into a great developer. Knowing those things well is very important, but there’s more to it.
I’ve seen developers who…
- spend a lot of time building applications, but not using software productively themselves;
- seem uncomfortable using their own tools, not learning the bare minimum in their IDE for things like quick file lookup, code navigation, code completion, etc;
- don’t adjust their environment in order to reduce the friction when getting things done;
- don’t take the time to understand what it is that they need to get done.
What is it that I’m building?
Most developers are supposed to develop the software designed to automate somebody’s tasks, workflows, etc (others may be building games and such, which is a different story). I believe a good software developer should be able to understand the business, identify its needs, and then think of good solutions. Sounds simple, but I keep seeing cases where people start to code without really understand what needs to be built.
Am I productive?
When a developer doesn’t bother about automating repetitive tasks of his or her own, the likelihood of achieving success doing that for the client is very slim.
I used to do a presentation on “productivity”. I talked about tools and add-ons, but just spitting out code as fast as possible doesn’t mean we’re productive, so I also talked about the mindset and techniques I use, while always asking myself “why am I doing this again?”.
My conclusion (for the time being)…
I have had clients tell me they decided to hire me after seeing how I use technology. They say they see me using my smartphone, my tablet, and my computers in ways they haven’t thought of. They say they believe I use these things not because they’re “cool”, “flashy”, “trendy”, but because I focus on the benefits and results instead. They believe that if I’m able to automate my life this way, I’m qualified to automate theirs, too.
These are things that keep coming back to me and I feel like I need to explore more into it, as it’s giving me good results.
At least one extra screen is essential for me. Many years ago I posted about Organizing Windows and Multiple Monitors.
When I migrated to using a Mac most of the time, as well as using an iPad for many things, I was happy to know there was a way to use the iPad as a secondary monitor. That to me was great because whenever I wasn’t at my normal working place (maybe traveling to clients or conferences) I always have both my Mac and my iPad with me, so I could still work in a dual-screen set up (not huge screens like I prefer, but still…).
At the time I wrote up about that: Setting an iPad as an extra monitor. That approach, however, wasn’t flawless. The app I was using, Air Display, connected the Mac and the iPad through the wi-fi network. In some networks, I just couldn’t get this to work. Also, there was a noticeable lag when moving between screens.
Fortunately, about a year ago I found this app: Duet Display. Life was good again. This app uses the iPad USB cable to connect to the Mac, and it has zero lag.
Now I just need to get me that bigger iPad!
I think I’ve been good at having ideas and saving them off somewhere. I’m now trying to get in a flow where I turn those ideas into something.
I’ve been following James Clear’s blog posts where he shares several good tips around building habits, taking action, etc. Here are two posts that I have been keeping in mind and trying to put it to good use:
Example: If I outline 20 ideas for articles I want to write, that’s motion. If I actually write and publish an article, that’s action.
I read that post and his examples resonate with me. I went back to where I keep ideas, and sure enough I’ve been having a lot of “motion”, but not “taking action”. I decide to change that, so I picked a few ideas that seem to make me go like “yeah, I want to do that”, and started to take action on them, tracking the steps and trying to make progress.
This is another post of his I keep going back to:
- Objects in motion tend to stay in motion. Find a way to get started in less than 2 minutes.
- It’s not just about working hard, it’s also about working on the right things. You have a limited amount of force and where you apply it matters.
- Your productivity is a balance of opposing forces. If you want to be more productive, you can either power through the barriers or remove the opposing forces. The second option seems to be less stressful.
I’m keeping those ideas in mind and trying to apply them on a daily basis. I also enjoy these two short free PDF books available at his site:
These are my notes from the meeting yesterday…
Went over the way I’m using Evernote.
George’s recommendation of a Machine Package Manager. Since I still do some work on Windows, I’ll check out this tool.
Vimium is a Chrome plugin that adds VIM commands to your web navigation. I’ve been using it for several years now, mostly for the following feature: I hit the F-key, and then Vimium assigns a combination of letters to anything clickable on the page, so I can do all of my web navigation without using the mouse.
George mentioned this tool as a etter console for Windows: https://conemu.github.io/
I’ll definitely check it out. I’ve been using Console2 for a long time, but ConEmu seems to be a lot better.
Emergent Task Planner
JB’s recommendation for a paper task planner. As much as I like doing everything electronically, I have started using paper for a couple of notes here and there (which I keep syncing it back into Evernote), just in order to try doing things differently. I may try out this task planner and see if it works with my flow.
JB shared a little of the awesomeness of Elixir’s pattern matching and how you can write some expressive code with it.
The video for yesterday’s meeting is up!
When I was running the Virtual Brown Bag (VBB) a few years ago, I used to share weekly links to things I thought interesting or useful. I don’t currently have time to go back at hosting weekly VBBs, but I’ll start posting my links monthly, mostly for my own reference, but it may also turn out to be helpful to my readers.
Find Work You Love by Identifying Your Unique Angle
27 Simple Things to Start Doing for Your Happiness
How to Stop Procrastinating by Using the Two Minute Rule
How to Trick Yourself Into Drinking More Water Every Day
The Secrets Of Highly Efficient Napping
How to Stay Focused When You Get Bored Working Toward Your Goals
Identity-Based Habits: How to Actually Stick to Your Goals This Year
Tim Ferriss: How to feel like the Incredible Hulk
A couple of years ago I posted about how I use Evernote. I’m still using it a LOT, and am always looking for ways to improve the way I use it…
How To Use Evernote To Achieve Your Goals
How To Get More Done Using Evernote and Have Peace of Mind Every Single Day Part 1, Part 2, Part 3, Part 4 Dictate Notes Into Evernote for iOS
Scannable: A New Mobile Scanning App from Evernote
Command + J Will Save Your Day
Plug Sunrise Into Your Daily Routine
How I organise Evernote
How Susan Orlean Writes With Evernote
Bring Creativity to Life With Evernote Post-it® Note Camera & Scannable
I’ve been using Evernote for about a year and a half now. I have shared at the Virtual Brown Bag how I’m currently using it. Since I got great feedback from that, I’ve incorporated it into my “productivity” session, and I figured I should write a post to document it. I’ve been changing the way I use it over time, as I try out different things, so I’ll post updates in case I make changes that I feel work best for me.
What the heck is Evernote?!
I like the succinct explanation on their site:
- Capture anything
- Access anywhere
- Find things fast
Very simple concept: I can capture anything (text notes, audio notes, photos, emails, web clips, etc.) using a variety of clients (Windows/Mac, browser-based interface, iPhone, iPad, Android…), access it anywhere (in any of those devices), and find things really fast.
I’ve always been terrible at taking notes and finding them later. Pencil and paper have never worked for me. Electronically, I have tried from the old-fashioned (but still effective) text file sitting on my desktop, to Microsoft OneNote. I’ve used OneNote for awhile, but the fact I could only used it on my computer sort of ruined things for me, as I wanted to be able to use it also on my PocketPC at the time. I’ve also tried to use MS Outlook for some time, loosely following the recommendations from Take Your Life Back (which in turn describes how to use MS Outlook to implement Getting Things Done).
When Evernote first came out as a beta, I looked into it and thought it was going to be an awesome thing. Once they’ve stabilized the platform, I started using it with a free account, and it didn’t take long for me to switch to a premium account.
How often do we “keep things at the back of our minds”? I know I used to do a lot of that, and invariably, things get lost. I’ve been dumping pretty much everything into Evernote: quick ideas, things I’d like to try, articles I should read, notes about books I’ve read, meeting notes, pictures of whiteboards, links, audio notes of all sorts, etc. I then organize my notes daily, so I can review them and maybe enhance them after having sat on the idea for a few hours, and also so that I can organize them by applying “tags” and moving them into “notebooks”; that way, I have great chances to find my notes later as fast as possible.
I will walk you through some of the things I’ve been capturing…
Capturing Interesting Things Found on Twitter
Whenever I’m in some place waiting for something (maybe waiting in line at the grocery store, or waiting for somebody somewhere…), I pick up my iPhone, run my twitter client (I use Echofon), and do some speed reading through the twitter stream. If I…
- find something that seems interesting
- I “retweet” it…
- …as a direct message to my Evernote alias (D myen)
- which sends that tweet straight to my Evernote account
That has been a great source for me to have things to share at the Virtual Brown Bag: as I revisit the tweet later and gather more information about it, I apply a “brown bag” tag to it. When we’re about to start a Virtual Brown Bag, I filter my notes by that tag, so I always have a pool of things I could share at the meeting.
Of course, I capture those tweets in any of the twitter clients I use, since always it’s necessary is to send a direct message to myen (D myen). Just for completeness sake, I use Echofon on the iPhone, Twitter client on the iPad, and TweetDeck on the PC.
Capturing Interesting Blog Posts
Similarly to tweets, I capture blog posts for later reading (and/or sharing at the Virtual Brown Bag). On the iPhone, I use Reeder as my blog reader. Whenever I…
- Find an interesting post
- I mail the article…
- …to my Evernote special email alias (when you sign up for Evernote, you’re given a special email alias; any email sent to that alias is automatically put into your Evernote account)
I use Google Reader on my PC to follow blogs, and there I follow the same process: if I find an interesting post, I email it to my Evernote account right from there:
Capturing Emails in MS Outlook
The Evernote Windows client adds an “Add to Evernote” button to MS Outlook, so one can send things from Outlook straight into Evernote.
Capturing Webclips or Entire Pages
I used to use a free program called Onfolio to capture either web clips or entire pages a couple of years ago. That was a great tool to save that content and take it with me offline. Also, if the page or website ever went away, I’d still have that content with me. However, at some point Microsoft acquired Onfolio, and I *think* they’ve buried it under one of their “Live” initiatives, and I haven’t heard much about it ever since.
I’ve experienced a little bit with Instapaper for a few months, but I just didn’t feel like paying 5 bucks for their iPad app, when I already have an awesome Evernote app that gives me pretty much the same functionality and more.
Evernote has integration with all the major web browsers out there. It adds an “Add to Evernote” button to the browser; when you push it, it either sends the selected clip on the page to Evernote, or it sends the entire page if you want.
I use the awesome Readability bookmarklet to clean up the page I’m looking at, and then I send it to Evernote to either read later or store it for future reference.
I always walk to my whiteboard to write notes, ideas, draw diagrams to put some things out of my head, and stuff like that. As soon as I’m done doing so, I pick up my iPhone, take a snapshot of the whiteboard, and send it straight to Evernote.
Capturing Ideas for Gifts
I’ve been terrible at trying to remember what would make good gifts for friends and family. Now, for instance, if I’m somewhere with a friend or relative, and he or she seems to really like something around (a bottle of wine, a sunglass, a perfume… whatever), I capture a snapshot of the thing, and tag it as “gift ideas” in Evernote. I started doing this just recently, but it’s been working out really well.
Capturing Information About Location of Places
Sometimes I drive by a place and think “dang, that place is cool… I should come here when I get a chance”. Of course, later I either forget about it, or forget where the place was. Guess what? Now I just take a snapshot of the place. Creating a note in Evernote on a mobile device adds geolocation coordinates to the note, so later I can pull the note up, show it on the map, and get directions to it.
I’m starting to do that with different places I’m driving by, such as skateparks, RC tracks (or any place that’d be cool to take my RC car to), restaurants, etc.
Capturing Audio Notes
I’ve been using my Evernote on my iPhone to capture a couple types of audio notes:
- When I’m driving around and can’t stop to take notes, but really need to remember something later, I just hit the new audio note button in Evernote and record the thing; later, I process my notes and take appropriate action;
- When I’m at band practice and new song ideas, arrangements, etc, come up, I create an audio note, and tag it accordingly (“riff”, “arrangement”, “lyrics”, “melody”, etc.);
Capturing Personal Documents
Before going on vacation to Brazil last year, I’ve decided to scan all of my personal documents (credit cards, bank cards, insurance information such as cards, policies, photos of insured stuff, passports, drivers license, etc.) and put it on Evernote.
The idea is: when you’re on vacation with family and kids, there’s lots of distractions that make it easy for you to lose your documents. At that moment, it’s very hard to remember important information contained in your personal documents. I also want to have that information handy because I usually need to look them up for a variety of reasons.
Capturing License Keys
Anytime I receive an email with license keys for whatever software, I send the whole email into Evernote, and tag it with “license key”. No more hassle looking those suckers up!
Capturing Daily Log
I’ve always had problems of this sort:
- “…have I called that company to tell about that problem…?”, or
- “…I remember I called them, but don’t remember when…”, or
- “…I know I called them last week, but I don’t remember who I talked to, or any important details of the conversation”, or
- “…I feel like I got a lot done last week, but I really can’t remember what the heck I did…”
Somebody once said, “It didn’t happen if you didn’t write it down!”. For the last 6 months or so I’ve been keeping a brief daily log. Every day I create a new text note titled “YYYY-MM-DD”, and tag it “daily log”. In such a note, I enter things like:
- “Called person X. Was told to call whoever else at this number: 999-999-9999”
- “Implemented this”
- “Found this bug on”
Next morning, I review that note to see if there’s any actionable item I need to take care of, or maybe I need to create separate notes to provide more information about something. And then I start a new note for the new day.
Capturing Session Notes
In the past, every time I was about to do a presentation, I’d review my session material, and jot down some notes on a piece of paper. Or, maybe I’d create a temporary text or doc file with my notes, which I’d print out. I’d then do my presentation, use my notes, and throw it away. Then comes a time I need to do the same presentation again, guess what? Yeah, I’d create my notes all over again. I know, very stupid.
Of course now I’m putting my all my session notes into Evernote, tagged as “presentation”. I put text notes, snapshots, steps I want to make sure I follow, etc. It’s very easy to lose the train of thought in the middle of a presentation when you get interruptions, things that don’t go right, etc. That’s why I like having a note with my general workflow for the session.
Capturing Song Lyrics, Tabs, Chords…
I usually remember how to play the songs I write pretty well, but have a time remembering anything else. When I pick up my acoustic guitar to just play some cover tunes for fun, I always have to look up lyrics, tabs, chords, etc. I’m now adding that all to Evernote.
I understand there are iPhone/iPad apps out there that makes really easy to play along songs like that, but I rather have those things as simple notes that I can access on any of my devices whenever I want.
I access my notes roughly…
- 45% of the time on the PC (using the Windows client)
- 30% off the time on the iPad
- 20% of the time on the iPhone
- 5% off the time on the PC using the browser-based client
The rational for those numbers is:
- I’m on average 8-10 hours a day in front of my computer, so it’s a lot easier to use the Windows Client there;
- Most of the time I have my iPad with me, so that’s what I use if I’m not on the PC;
- I always have my iPhone with me any place I go, so that’s what I use if I can’t use either my PC or my iPad;
- And finally, if I happen to have nothing with me, but can get to a computer connected to the web, I can at least use the web-browser Evernote client (which is pretty good, by the way).
Find Things Fast
Back in the days when I was using MS Outlook to organize things, I’d create several folders and deep levels of hierarchy, and put things into those folders accordingly. That was the only way I could have any hope to find stuff I was looking for. Nowadays, its search capabilities are certainly a lot better, but I don’t really care, as I’ve gone away from using emails and folder to organize my stuff.
The organization and search features in Evernote allow me to find what I’m looking for really fast.
In Evernote, I use the following to organize my notes so I can find them later:
- Notebooks: think of them as folders. Even though there’s support for several folders and hierarchies, I only use about a dozen, and I’ll be reducing that number to probably 6 or 7. I also don’t use a folder hierarchy; with the tagging system (see next), I don’t currently have a need any more levels than that. Every new note goes straight to my “Inbox” notebook, which I try to cleanup daily, by applying tags to notes and moving them to a more appropriate notebook. Some of the other notebooks I have are “projects”, “notes/references”, and “archive”. I’ve recently created a “music” notebook (where I have those lyrics, tabs, chords, for songs that I play), which I’ve set on my iPad to go offline, so I can access those notes anytime even if I don’t have internet connection.
- Tags: I create several tags, which I then apply to notes as appropriate. I have tags such as “daily log”, “brown bag” (for things I may share at the Virtual Brown Bag), “brown bag log” (for things that have been shared), “read later”, “watch later”, specific projects, “license key”, “tax report YYYY” (one for each year), “gift ideas”, “tablature”, “chords”, “lyrics”, etc.
Searching For Notes
Notes can be found by typing something in the search box. By default, it’ll look in the title and body of notes. You can also filter the notes being shown by clicking on a specific notebook, and/or specific tags:
Other criteria can be applied to the filter, based on attributes of notes, such as when the note has been created or modified, what special kind of things it contains (images, audio, ink, attachment…), what’s the source of the note (emailed to Evernote, Email, Mobile, etc.). If there’s a search that I always perform with the same criteria, I can save that search, and access it later through the list of Saved Searches.
For example, like I mentioned before, I create a daily note where I keep my log of activities for that day. Those notes are tagged with “daily log”, and I put them in my “Archive” notebook. I’ve have a saved query (named “Monthly Log”) that shows me all my daily log notes created in the current month. I run that search when I need a refresher as to what I’ve done in the month.
Evernote defines searches with a special, simple, syntax, that can be typed directly into the search box as well. For instance, my “Monthly Log” search is defined like this:
notebook:Archive tag:”daily log” created:month
Check out the Evernote for Windows User Guide to learn more about how to perform more complex searches.
Another saved search I have is one that shows me all the notes that don’t have any tag. I use it because I prefer to have all notes tagged, which helps me filtering and finding faster later. Such a search can be simply defined like so:
It worth point out that Evernote finds stuff in images as well. One a note containing an image gets to the servers, it goes through an OCR process (Optical Character Recognition), and Evernote then indexes the image. When you perform a search later, it’ll will find words in those images:
Finding words in a snapshot of source code like I showed above is simple, but Evernote also does a pretty good job at finding handwritten words, which comes in handy for me since I take lots of pictures of whiteboards:
Evernote also searches inside PDF files, and I love it! In the past I’ve also had trouble organizing and finding stuff in my PDF e-books. What I’ve been doing now is just to add all my e-books to Evernote; I can now easily find which one of my e-books talk about whatever it is that I’m searching for. Since I can get to it both in my iPhone and on my iPad, I have access to my library all the time!
What’s free and what one has to pay for?
Here’s a snapshot straight out of their website as of today:
Honestly, $45 bucks for something that has encouraged me to write such a lengthy blog post seems to be well worthy. I have paid a lot more money for things that didn’t give me a 10th back. And no, I’m not getting any kick back here.
Where do I learn more?
I strongly recommend you download and read the Evernote for Windows User Guide. This is actually one of the PDF files I have in my Evernote, as I’m always using that as a reference to learn some shortcuts and ways to customize searches.
Also make sure to check out their blog and podcast; it’s a great way to learn a little more about some features that maybe you didn’t know about, as well as learning about how other people are using Evernote for sorts of things.
And finally, I’ve also been keeping an eye on this feature called “the Trunk”: there I can find information about other applications and hardware that integrates with Evernote, such as Voice2Note (converts your voice notes to text) and the Livescribe Smartpens.
Unloading stuff from my mind into Evernote has been great. I used to try to keep everything in my mind, and of course, I’d keep forgetting important things. Now I don’t even bother: just dump into Evernote, and look for it when I need it.
Do you use Evernote? Let me know how you use it. As I’ve mentioned before, I keep looking for new things or different ways to optimize how I use this tool.