As January begins, so bookshops and app stores alike throw self-help books and productivity apps at you like they are going out of fashion. All promise instant results, and a swift route to a new effective, productive you – and a successful 2015. I won’t dwell too long on the many self-help books, which are largely a waste of time unless you believe in empty quotes and chakras. Oliver Burkeman is the man who can help you wade through, and pick out the nuggets – I heartily recommend his The Antidote and Help! (How to become slightly happier and get a bit more done), which are funny and insightful in equal measure.
As for the apps, well there are enough to-do list apps now to confuse even the most technophile of lifehackers. I used Remember The Milk for to-do lists for a while, but found that it was too divorced from everything else (although this may be down to my own lack of investigation) and didn’t work with what else I used, so I dropped it. Then I became an Evernote devotee (app no. 1) – I can’t speak highly enough about Evernote: I genuinely wish I was on commission, because I recommend it to everyone, including my team. It’s just extremely intuitive, reliable and easy to use, as well as on phone, tablet, desktop and laptop. I’ve set up an IFTTT to send useful docs + links from twitter straight to Evernote when I use a particular hashtag too, so it becomes a searchable receptacle of reading.
So I no longer have a notebook for day-to-day use, but capture everything on Evernote – and this is starting to change how I work with the organisation’s systems. I have shared notebooks with other team members for particular areas of work, and am trialling syncing notes straight to Salesforce accounts. The latter, if it was a bit smoother, could be great – I could be meeting a social enterprise member, or a new business lead, and sync the notes straight to their Salesforce account, providing a trail of activity that doesn’t require me to log into the Salesforce platform and replicate what I’ve just done….
There are decisions ahead, I think, about spreading this throughout the team and investing in the technology; we’ve already moved to cloud-based 365, and I can foresee more decentralisation / cloud-based sharing ahead. Already, I use Dropbox as much as I use the organisational shared drive (Dropbox is app number 2), and I can see the whole thing moving soon. I know there are other cloud-based server systems, but I haven’t found any that work as well as Dropbox for either group or individual work. Again – intuitive, reliable, easy to use and seamless on every device.
The 3rd app is a new one which is my Remember the Milk-replacement, the new to-do list app….and I’ve plumped for Wunderlist. Again, good syncing across platforms, simple interface, easy to upload tasks (by email or directly by app / desktop), easy to share lists, and easy to prioritise. Ultimately, I find I need a long list of to-dos (emptying the brain of everything I know needs doing), and a shorter list of prioritised to-dos (to keep focused on the important, not the urgent). Wunderlist makes this easy. But it also works with Evernote – to do lists haven’t really worked for me in Evernote (I tend to end up with actions at the end of different notes, and I can’t make Reminders work for me in a way that makes sense), but now I can just add a task box next to an action, tag the note with TaskClone (which syncs between the two apps via another IFTTT) and it appears in my Wunderlist to-do list.
The key for me is that apps like this work with the way I already work, so that it’s seamless and doesn’t involve inventing a whole new set of habits and behaviours. For me, that means across devices, integrating + syncing between them, but being relatively simple – notes, to-dos, access to files. And when I think back to writing notes in a book, drafting + re-drafting a to-do list (on paper, naturally) and saving files onto a USB for transport, I can almost feel the time being saved. My only area left now is email – I’ve resisted all the various email apps so far, although I’m looking hard at SaneBox…
Would love to hear which apps work for you. What have I missed? Do they pass the simple, seamless, sensible test? Do they genuinely free up time, rather than absorb it in ‘productivity procrastination’? For now, I’m sticking with Evernote, Dropbox and Wunderlist and (hopefully) going to have a productive year.