- File management
- Time blocking
- Cleaning up your email inbox
- Organizing and prioritizing notifications
- Selecting apps to help you with task and time management
- Filtering email messages and paperwork
Skill Level Appropriate for all
- [Instructor] Hopefully by now, you're excited about the idea of no longer cluttering up you're brain with new ideas and instead, outsourcing those ideas into your brand new external brain workflow. If you missed the previous lessons about why an external brain workflow is absolutely vital to maximizing your creativity, I suggest you start by watching the previous videos. Once you're up to speed and you have captured your ideas to the various places that I suggested, you're not quite done yet. You have to organize them. Ideas without execution and $5 are going to get you a cup of coffee at Starbucks.
So, if you intend to take action on your ideas, it's time to process them for later use. Now, before jumping in, one quick note. In the previous lesson, I showed you a multitude of ways to capture your ideas, whether you're working on a desktop or your phone and some of those methods included processing in one single step. Now, in this video, I'm going to assume that you were working with tasks and brainstorms that have yet to be processed, meaning that they still need a home in your task or your project management app of choice. And of course, mine are Trello, OmniFocus, and Evernote.
So, the first place that I always like to process my information is going to be Drafts. This is something that I'll do three or four times on a weekly basis and luckily, Drafts provides the little red badge so I know whether or not I have a task that needs processing. So, I'm just going to go ahead and I'm going to open the Drafts app, and whenever you open Drafts, if you see a note and it suddenly disappears, that's because there's this setting that allows you to add new information and new cards after a certain period of time.
So, for example, if you add a card and you wait more than 60 seconds to go back in, it's automatically going to let you add a brand new card so you don't have to constantly say you want to add new, which is a very useful and productive feature. So, what I'm going to do is go to the upper left and click the little document tab, and you'll see that I have three ideas, tasks, brainstorms, whatever they are, things that I've dropped in my Inbox that need to be processed. So, I'm just going to go from oldest to newest, so I'm going to be starting from the bottom, and this is the task that we worked on the previous lesson, which is that I remember that I need to pick up milk from the store before arriving home.
This task doesn't require more than one action and it's certainly not part of a much larger project, and it's not really a brainstorm because there's nothing revolutionary about the fact that I need to pick up milk. So, what I want to do is put this in, guess where? OmniFocus because OmniFocus is for life management. So, I'm just going to click in the upper right-hand and this is going to be the Share button, and it gives me a whole bunch of different options where I can copy to Clipboard, email, message, so many different things that I can do with this, but I want to choose Share.
And because this is going to OmniFocus, I want to choose OmniFocus, and it has the note already there in the top and I can create any additional notes that I want and then I can choose the project and I can choose the context. What you can't do is you can't flag it and you can't add a due date. So, for anybody that might be watching this that's a developer for OmniFocus, those would be really, really useful features, but for now, we don't have those features, so that means that if you don't assign a project or a context, then this task will end up in your Inbox.
So, let's just go ahead and let's hit Save. And there's a nice features in here that you can set in your preferences where once you have shared it and processed it, when you go back to your Inbox, it's already gone and you don't need to archive it, which is very, very useful. So, next I want to process this brainstorm. So, in this brainstorm, I thought about, well, for today's scene, and you can see that when dictating, you're not always going to get the correct context or the correct spelling, but we're not going to worry about that. So, for today's scene 14, I want to take out eight seconds of sound from the beginning and the rest from the end so it flows more smoothly.
And again, the sound, that doesn't really make sense either, but it's enough for me to understand and remember that this is something that I want to do. Maybe I came up with this idea while I was out for a walk and I want to make sure by the time I get back in or maybe even tomorrow when I'm working on scene 14 again, I have this in front of me. So, this is project-related which means that this is going to go into a project board, which is going to be on Trello. So, again, I want to go up to the upper right-hand and then I want to choose Share. So, I'm going to choose Trello this time and we can choose our board, and let's say that this scene 14 is in episode 101, so I want this to be on the main board and then I can select the list.
So, what I can do is I can create a new list in Trello that's called Inbox if I want to put my tasks or my brainstorms directly onto my project board of choice, and I don't have that here now, so for now, I'm just going to put it under Notes and then I hit Save and there it goes. Off into the ether of internet land and it's now on my Trello board. So, now I want to process my last brainstorm and this I labeled as a future brainstorm, which is that I want to learn After Effects so I can be a better editor and I can learn how to do performance enhancement visual effects.
Alright, well, this isn't really a single task, this is going to be a much larger project. Learning After Effects is not an easy thing to do, so it's not really life management, it's not really OmniFocus. However, I don't really have an active project in Trello, so I don't have a project board that's called Learn After Effects where I've broken down all of the single micro goals that are going to lead me to that macro goal of learning After Effects. So, guess where this is going to go? That's correct, we're going to Evernote. So, I want to share once again, I'm going to choose Evernote and when I go to First Notebook, which is the default, you'll see that I now have a notebook that's called Brainstorms.
So, I'm going to choose Brainstorms. If I want to add further tags to this, I can, however, one caveat is that the tags have to be in Evernote beforehand. You can't create a new tag in the Drafts app, it has to be added in Evernote first, but then all future tags will then be included in this list. So, I'm going to hit Save and just to show you how this works, we're going to go ahead and we're going to open Evernote. You can see that the number one is already updated and now we have the future brainstorm right here in Evernote, but now we need to process all of our voice memos.
So, I'm going to go ahead and go to my Home Screen, open Voice Memos and you can see that I've added a few different memos in here, and these are just for the sake of demonstration. So, in the last lesson, we did a quick brainstorm all about the future of productivity. You can see that's the one on the bottom, but then I did some more brainstorms that were called New Recording, New Recording 2, Task, and Idea. Guess which one of these is going to be the easiest to process? Yes, it's going to be the one that has a very clear title that tells me that this is a brainstorm about the future of productivity, which tells me it's probably not a simple task and it's not a project that I've done yet.
So, all I need to do is select it, share it, and I also know that this is going in to Evernote. And again, it's going to go into my Brainstorms and I'm going to process that Brainstorms notebook later on once I know that there are things in there that need to be acted upon, but for now, I'm just going to save it in there. So, now let's say that I have 25 different voice memos in here that all have random names and don't tell me what they are, where it's Idea, Task, New Recording, whatever it is, guess what you're going to have to do a second time before you process? That's right, you're going to have to listen to the file again.
And let's say that you have files that are two minutes, five minutes, or 10 minutes a piece, that's going to take forever just to process these, which means that you're never going to do it because you're going to look at this and you're going to say, I don't really want to do this right now, therefore, I'm going to do something that's going to allow me to procrastinate and avoid doing this. So, the number one thing about processing your voice memos is making sure they have very, very clear titles, so that way you know where an idea goes, where a task goes, and you don't have random new recordings. So, just like we would in Drafts, if this is an idea, we probably want to put that random, general idea into Evernote.
So, just one more time, choose the Brainstorms notebook, hit Save. So, once you have all of your brainstorms processed into the proper locations, you no longer have to worry about any of this information cluttering up your brain space until the proper time comes. So, if you processed a task, forget about it until the next time that you open OmniFocus or whatever your task manager of choice is. If you process something that's project-related, don't give it a second thought until you're on your project board in Trello.
And if you had a brilliant idea for the next great American screenplay, it is now safely in Evernote for the next time that you sit down for some focused writing time.
Q: Why can't I earn a Certificate of Completion for this course?
A: We publish a new tutorial or tutorials for this course on a regular basis. We are unable to offer a Certificate of Completion because it is an ever-evolving course that is not designed to be completed. Check back often for new movies.