As we have more and more things to remember and to think about, it becomes crucial to have the right tools and the right process to ensure that you can handle a large number of tasks and projects. The goal being :
- your peace of mind (you shouldn’t remember about things, the system does it for you),
- of mind for your coworkers (they know that when they tell you something once, you won’t forget)
- compose a “menu” of items to work in which you can pick things when you feel like to work
- prevent multitasking : you work on only one item and if something pops up, you know the system will remind you of it at a better time
I’m looking for improvements, so I would be glad to know what is your process. Here is mine:
Conversations, and random things that come to mind
I note down every idea, task, suggestion, reference, on Any.do
Any.do is synced a with my browser through an extension
When working on my computer I regularly take a tomato or two go through the list of things that i noted there.
- if the thing takes less than 2 minutes, i do it immediately (taken from the GTD method)
- if it takes more
- and is something to read, or a video, i put it in Pocket to read it later
- and is personal, I put it in Trello that uses the kanban method where every element is hierarchized and comes with reminders if necessary
- and is professional
- and is code related, i put it on Github, generally as an issue
- and is not code related, i put it on Asana, where i belong to teams and projects.
I try to end every day with an empty inbox. For this I treat mails like items from any.do (with the 2 minutes rule and the read/personal/professional classification), with some additional tweaks:
- if I want to react to the mail at a specific moment, I use boomerang so that the mail is sent to me again at a predefined time.
- I turn emails into actions on Gmail with the Any.do chrome extension.
- I activated Gmail Labs and am using tons of features, among them:
- keyboard shortcuts, to go faster
- multiple inbox with additional inboxes corresponding to labels. When I receive a mail that I want to keep around I add the label to it and archive it .
- smartlabels, to prioritize mail and avoid getting flooded by notification (notifications go to a dedicated inbox)
I also recently started to use Streak, but I’m not satisfied yet.
Sometimes you open tons of tabs while working on something and want to keep them all around. I save my browser sessions thematically using tabcloud and open them again when needed.
I note down every event in a Google Agenda and receive every morning a sum up of the events of the day thanks to Sunrise.
Bonus : the good point of using tools for all this, is that you can get notifications and analytics from them, in order to have a better overview of your work process and productivity. For this I use the awesome hojoki, and the buggy, but promising archify.