I use to push back on your advice of separating projects and tasks but I've finally come around to doing so the last 3 to 4 months and it's made a big difference. I use Todoist & Notion. Managing projects via Notion has been a game changer for me. Largely thanks to the database feature it lets me process them in stages making it really easy to track, plan, and execute. And I can view all of them using filters quickly so it doesn't require a bunch of scrolling. But taking your approach has allowed me to 10x my production workflow as well. Less managing and more doing. So thanks for that!
Apple notes, Reminders, and Calendar. I have an Apple Pencil, and a paper feel protector, write in notes using GAPRA. If a thought comes up, I tell Siri and deal with from my Reminder inbox. Tried the notebook, used to write in FC planner, tried Hyatt Planner, nothing beats having everything in one place and all places, Apple = Minimalist + Convenience. Take Carls Apple course, it set me on the right path!
I really liked this video because of the detail you showed while explaining your rationale. Nicely done, thanks for putting this out there. Very helpful.
This sort of thing, linking a project note to a task manager, seems to work better for me. I’m using Apple Reminders and Notes, and even with subtasks visible on lists now, it’s easy for project tasks to get missed.
Hi Carl! I really enjoy your videos and everything you share and teach. I love writing on paper and I would like to ask you if you could make a video where I can follow your thought process for a project... I imagine it's not easy, but your method seems very efficient and that it manages to take all the load off the mind. Thank you for all your work, I really appreciate it!
That's a difficult one, Patrizia. When I start, I have a topic/subject which I write at the top and then just let my mind flow. There's no structure. I'll then leave it a day or so and then come back to it with a differet coloured pen and add to my initial ideas. (I call that the second pass). I'll do a final pass and then add the note to my digital notea and pull out the next steps and key milestones.
My life isn't so full that I need a digital manager of any kind, but you've illustrated exactly why I don't actually like using them - scrolling to find stuff!! The giant notebook that ends up full of scribbles is how my mind obviously works best.
Wonderful! I have done the separation of project management and task m for years. And you're right, it's impossible to manage long-term project esp in reminder app or To Do app.
Hi Carl I have just implemented your system, settled on Rocket Book as my note pad, Todoist & Evernote. I have used Evernote for years but just as an oversized filing cabinet. I have trawled your Evernote videos but would appreciate a link for Evernote specifically setting up a “Project” note. Aside how are you enjoying Bending Spoons working hard on invigorating Evernote after a long hiatus under the previous developers. Cheers Alan
Hmm, that's a good question, Alan. Each project will be different. My recent book project was a three-year project requiring multiple notes for things like quotes, publishing meetings, etc. I'd be reluctant to create a template for projects since you will always be adjusting it to suit individual project requirements.
Hello Carl, what happens when project tasks can also be "labeled" according to your Categories? For example, you might make some project-related phone calls during your Communication Time (as suggested by GTD). In this case, do you duplicate your project tasks in your task manager? This is something I always struggle with. Thank you! 🙏
@@Carl_Pullein I see, but doesn’t this mean you’ll end up duplicating project tasks in your task manager or adding labels in Evernote as well? Anyway, thanks again, and I don’t want to bother you further. I might join one of your coaching calls to discuss this topic in more detail.👌
@@francesco487 Not really. If I have a project block, I will go to the note and do what needs to be done. I'm focused on the project, whether that is writing a report, developing something new, or following up with collaborators, that's the work I do. (I don't use labels in my notes)
For me, maintaining a paper planner is too much work for my regular work. Paper has its place-weekly planning and project planning, where I need to slow down and think-but around 75% of my weekly work is recurring. That's best managed digitally.
Off loading the details from the todo to the notes app. Why do I never think of that? Using your system, how are you going to share? The notebook info is going to be several versions behind.
This method is for your personal planning. When I collaborate, I still begin on paper, but share only the relevant information through Google Docs with my team.
Hi Carl. If you've assigned a "Work on Patio Project" task for Wednesday but don't complete the project, how would you reassign the task date wise? Would you simply check it off as the task "work on the patio project" was technically achieved, or would you change the date for the next time you want to work on that project?
I will reschedule the task for the next time I can work on the project. If that is not this week, I will remove the date and place the task in my Next Week folder (that takes less than 10 seconds)
But once the project is launched, how do we add new links or tasks? It's not very practical to search for the note in Evernote to add new elements. It's easier to pile up the new elements in Todoist with one click.
The paper note is to slow you down and allow you to scope the project, anticipate any roadblocks and pull out the obvious steps to take to get things moving. Once the planning has been done, you scan the paper note into Evernote, where you can add links, tasks, meeting notes, and anything else important to the project as it evolves.
@@Carl_Pullein 👍 Yes, absolutely, I really like this tip of starting with paper. However, it's when I move to the Evernote note that I struggle more... I'll think about it some more.
This is so great! I like what you shared about keeping one Meeting Notes note, with the most recent meeting notes on top. One new thing Evernote has introduced is if you make the date/title of each meeting notes as a header (small, med or lg) vs adding a divider, you can collapse it. And a suggestion for another video: your desktop looks so clean and uncluttered. Could you demo how you organize things -- like when you collapsed Evernote, where does it go off to the side? Thanks, I always learn a lot from you, Carl!
Hi Claudia, Yes, I've noticed that, too. I haven't tried it yet, though, as I often need to get to some meeting information quickly during a meeting, and uncollapsing dates would slow me down.
Hi Carl, great video! I like Evernote, I’ve never used it before so will give it a try. I have a quick question. What is the importance of ToDoist?? Why wouldn’t you just time block straight into Google Calendar and then link to Evernote?
Todoist prevents the little things from being forgotten about. It also reminds me to do my core work and gives me a central place to see what needs to be done outside of my project work.
Hi Carl, thank you very much for sharing this with us! Maybe I missed something but I've noticed that in the movie "Turning Projects Into Processes" (published 1 year ago) you put all tasks from Evernote to Todoist as separate tasks. In this video, you keep all tasks in Evernote and put in Todoist only one task named "Work on Top Terrace Project". Did you change the way how you manage projects or do you manage in different way depending on type of projects? Thank you!
It will depend on the type of task. Little tasks that need no reference to the project note will be in Todoist. Anything that requires reference to the project note will be kept within the project note only. This, I find, helps me to stay focused on the project I am currently working on.
For me, the basic reason is that Evernote is not a task manager. It's a notes app. (One of my fundamental principles is to use tools for the job they were designed to do--I wouldn't use a screwdriver to hammer in a nail even though theoretically it could do it)
Great video, thank you. If you have a project that ticks along over a week or few, do you tick it off in Todoist each time you work on it or just keep moving the same task along? Historically, I’ve created sub-tasks for each step of the project in my task app but, as you allude to, it starts cluttering up the task app where a notes app is better suited. Going to try this approach with a general task saying “work on x project”.
Thank you for you explanation. A question (one among many) related to taking notes: Do you take your notes all digitally? I find that my meetings occur in many different places - coffee shop, formal meetings, and in public session (I am chairman of the local planning board and as such chair judiciary hearings on public projects). I have been taking notes on a note pad and then scanning them into the electronic system of the week when I get to it. My intent is to then summarize and distill them (this is often the step that gets missed). I usually create a single electronic note per paper note.
Hi Carl, that depends. If I am out and about, I will always use pen and paper and afterwards scan them into my notes. If I am on a client call (done with Zoom) I will type directly into the client note. My natural tendency is to pick up the pen and paper first. For the “summarise and distil” part, I know I will never do that later (human nature?), so I will always pull out the important parts immediately after scanning the notes in.
@@Carl_Pulleinand Carl... have you thought about using a digital note device such as the Supernote? I recently got one because I end up putting notes in various places and then can't find them. Even if I knew where they were, I know I will never scan them. Not sure if I should be just developing better habits or keep it. I haven't been using it much because I don't have a system with it either.
@@brendalg4 For me it’s not just getting away from digital. It’s the feel of a fountain pen nib gliding across paper that no digital tool with a glass or plastic screen can replicate (and I have tested them all)
@@brendalg4I have tried several digital note taking strategies. Currently I have been trying, with limited success to make Goodnotes on my iPad work. The BEST approach I found and used for years was LIVESCRIBE. Handwritten notes that were scanned by the pen as I wrote and synched with the audio recording. Uploaded and digitized in Evernote automatically. Stopped using because of difficulty getting the specialized notepaper and when Evernote changed 😢.
Another great video Carl! Could I ask - do you also use Apple Notes and Reminders as well as Evernote and Todoist. If so, is this more for quick notes, shopping list type things, etc.? Thanks.
Hi Stewart, my daily tools are Todoist, Evernote and Apple Calendar. I have an interest in Apple's productivity tools, but prefer Todoist and Evernote.
Carl, se você utilizasse o TIcktick, poderia fazer todas essas vinculações (tarefas e calendário) em um único aplicativo. Menos cliques, mais tempo, mais confortável para o mesmo resultado. O lado ruim de usar assim - penso eu - é que se na proxima semana tiver que deslocar a agenda, você vai ter que olhar no calendário o que pode alterar, para depois ver no Todoist qual projeto em questão teria que adiar, e se poderia fazer isto. A ideia de gerenciar os projetos é ótima, e estou passando a implementar, mas não entendo porque este movimento de calendário separado do gerenciador, se pode ser mais simples.. a menos que seja preferencia, pois até todoist está virando um planner.
Eu sei que o Tick Tick permitirá que você tenha suas tarefas e calendário em um só lugar. Isso é algo que eu nunca gostei. Meu calendário gerencia meu tempo. Meu gerente de tarefas apenas me diz quais coisas eu preciso fazer, mas elas nunca têm prioridade sobre os eventos. E o Evernote é onde vivem os materiais de suporte do meu projeto.
I don't know the purpose of the task manager in this system. I understand that tasks may belong to something other than any project, but when I assign a project slot in my calendar, I rarely deal with minor issues. Storing and managing project-related and stand-alone tasks are becoming entirely separate for me. During a daily or weekly review, I can quickly review my task manager and my projects in my note app. It seems easier than transferring my projects to the task manager just to have them there. If time management is more important, it's not easier to designate whether I want to deal with these (stand-alone tasks) or larger project tasks in a specific time slot? Evernote could be better at this, but you can quickly review individual projects in modern note-taking apps today. I might miss something here; I would appreciate an explanation of this.
Ah, you're only seeing a tiny snap shot of a larger whole. This video my help to explain things a little better for you. ua-cam.com/video/3-6xuOCdXsM/v-deo.htmlsi=8nFWSSOyIDFZBelm
I use to push back on your advice of separating projects and tasks but I've finally come around to doing so the last 3 to 4 months and it's made a big difference. I use Todoist & Notion. Managing projects via Notion has been a game changer for me. Largely thanks to the database feature it lets me process them in stages making it really easy to track, plan, and execute. And I can view all of them using filters quickly so it doesn't require a bunch of scrolling. But taking your approach has allowed me to 10x my production workflow as well. Less managing and more doing. So thanks for that!
Glad to have been able to offer you an alternative way 🙂
Apple notes, Reminders, and Calendar. I have an Apple Pencil, and a paper feel protector, write in notes using GAPRA. If a thought comes up, I tell Siri and deal with from my Reminder inbox. Tried the notebook, used to write in FC planner, tried Hyatt Planner, nothing beats having everything in one place and all places, Apple = Minimalist + Convenience. Take Carls Apple course, it set me on the right path!
I really liked this video because of the detail you showed while explaining your rationale. Nicely done, thanks for putting this out there. Very helpful.
Thank you, Steven.
This sort of thing, linking a project note to a task manager, seems to work better for me. I’m using Apple Reminders and Notes, and even with subtasks visible on lists now, it’s easy for project tasks to get missed.
Hi Carl! I really enjoy your videos and everything you share and teach. I love writing on paper and I would like to ask you if you could make a video where I can follow your thought process for a project... I imagine it's not easy, but your method seems very efficient and that it manages to take all the load off the mind. Thank you for all your work, I really appreciate it!
That's a difficult one, Patrizia. When I start, I have a topic/subject which I write at the top and then just let my mind flow. There's no structure. I'll then leave it a day or so and then come back to it with a differet coloured pen and add to my initial ideas. (I call that the second pass). I'll do a final pass and then add the note to my digital notea and pull out the next steps and key milestones.
Wow! I’m impressed for your fast response!❤ Thank you for your kindness!
My life isn't so full that I need a digital manager of any kind, but you've illustrated exactly why I don't actually like using them - scrolling to find stuff!! The giant notebook that ends up full of scribbles is how my mind obviously works best.
That's really what it's all about. Find the best way that works for you 🙂
Wonderful! I have done the separation of project management and task m for years. And you're right, it's impossible to manage long-term project esp in reminder app or To Do app.
Glad you liked it. 🙂
Hi Carl I have just implemented your system, settled on Rocket Book as my note pad, Todoist & Evernote. I have used Evernote for years but just as an oversized filing cabinet. I have trawled your Evernote videos but would appreciate a link for Evernote specifically setting up a “Project” note. Aside how are you enjoying Bending Spoons working hard on invigorating Evernote after a long hiatus under the previous developers. Cheers Alan
Hmm, that's a good question, Alan. Each project will be different. My recent book project was a three-year project requiring multiple notes for things like quotes, publishing meetings, etc.
I'd be reluctant to create a template for projects since you will always be adjusting it to suit individual project requirements.
Hello Carl, what happens when project tasks can also be "labeled" according to your Categories? For example, you might make some project-related phone calls during your Communication Time (as suggested by GTD). In this case, do you duplicate your project tasks in your task manager? This is something I always struggle with. Thank you! 🙏
Personally, I avoid the projectrs label unless I am workinh specifically on a project. I would add a label to the type of work the task is.
@@Carl_Pullein I see, but doesn’t this mean you’ll end up duplicating project tasks in your task manager or adding labels in Evernote as well? Anyway, thanks again, and I don’t want to bother you further. I might join one of your coaching calls to discuss this topic in more detail.👌
@@francesco487 Not really. If I have a project block, I will go to the note and do what needs to be done. I'm focused on the project, whether that is writing a report, developing something new, or following up with collaborators, that's the work I do. (I don't use labels in my notes)
Dear Carl, do you have any video where you explain what is the planning project in your Todoist?
Here you go ua-cam.com/video/vWbYNecDs00/v-deo.htmlsi=-Dr_rruWb2HPW_In
hi Carl, what is your take on using paper planners in place of what you are using Todoist, for time-based sector tasks?
For me, maintaining a paper planner is too much work for my regular work. Paper has its place-weekly planning and project planning, where I need to slow down and think-but around 75% of my weekly work is recurring. That's best managed digitally.
Off loading the details from the todo to the notes app. Why do I never think of that? Using your system, how are you going to share? The notebook info is going to be several versions behind.
This method is for your personal planning. When I collaborate, I still begin on paper, but share only the relevant information through Google Docs with my team.
Hi Carl. If you've assigned a "Work on Patio Project" task for Wednesday but don't complete the project, how would you reassign the task date wise? Would you simply check it off as the task "work on the patio project" was technically achieved, or would you change the date for the next time you want to work on that project?
I will reschedule the task for the next time I can work on the project. If that is not this week, I will remove the date and place the task in my Next Week folder (that takes less than 10 seconds)
Great Value, Thanks!
Thank you for watching.
But once the project is launched, how do we add new links or tasks? It's not very practical to search for the note in Evernote to add new elements. It's easier to pile up the new elements in Todoist with one click.
The paper note is to slow you down and allow you to scope the project, anticipate any roadblocks and pull out the obvious steps to take to get things moving. Once the planning has been done, you scan the paper note into Evernote, where you can add links, tasks, meeting notes, and anything else important to the project as it evolves.
@@Carl_Pullein 👍 Yes, absolutely, I really like this tip of starting with paper. However, it's when I move to the Evernote note that I struggle more... I'll think about it some more.
This is so great! I like what you shared about keeping one Meeting Notes note, with the most recent meeting notes on top. One new thing Evernote has introduced is if you make the date/title of each meeting notes as a header (small, med or lg) vs adding a divider, you can collapse it. And a suggestion for another video: your desktop looks so clean and uncluttered. Could you demo how you organize things -- like when you collapsed Evernote, where does it go off to the side? Thanks, I always learn a lot from you, Carl!
Hi Claudia, Yes, I've noticed that, too. I haven't tried it yet, though, as I often need to get to some meeting information quickly during a meeting, and uncollapsing dates would slow me down.
Hi Carl, great video! I like Evernote, I’ve never used it before so will give it a try. I have a quick question. What is the importance of ToDoist?? Why wouldn’t you just time block straight into Google Calendar and then link to Evernote?
Todoist prevents the little things from being forgotten about. It also reminds me to do my core work and gives me a central place to see what needs to be done outside of my project work.
Hi Carl, thank you very much for sharing this with us! Maybe I missed something but I've noticed that in the movie "Turning Projects Into Processes" (published 1 year ago) you put all tasks from Evernote to Todoist as separate tasks. In this video, you keep all tasks in Evernote and put in Todoist only one task named "Work on Top Terrace Project". Did you change the way how you manage projects or do you manage in different way depending on type of projects? Thank you!
It will depend on the type of task. Little tasks that need no reference to the project note will be in Todoist. Anything that requires reference to the project note will be kept within the project note only. This, I find, helps me to stay focused on the project I am currently working on.
@@Carl_Pullein thank you!
Why don’t you use the tasks feature from within Evernote itself as opposed to having to go outside of Evernote to Todoist?
For me, the basic reason is that Evernote is not a task manager. It's a notes app. (One of my fundamental principles is to use tools for the job they were designed to do--I wouldn't use a screwdriver to hammer in a nail even though theoretically it could do it)
Carl but Evernote is a all in one app is not a note app....
This is brilliant !!!!
Great video, thank you. If you have a project that ticks along over a week or few, do you tick it off in Todoist each time you work on it or just keep moving the same task along?
Historically, I’ve created sub-tasks for each step of the project in my task app but, as you allude to, it starts cluttering up the task app where a notes app is better suited. Going to try this approach with a general task saying “work on x project”.
Hi Steve, If I don't complete the project, I will re-date it for a time when I can work on it again.
Thanks! Very good!😊
Fantastic Carl. How about a simple process flow diagram or mind map to help illustrate the process described?
That's a good point. Thank you for the idea.
How do you manage multiple google accounts calendars on one page??
Ooh, I don't. I try to keep everything in one calendar. FOr external calendars (work) I will subscribe to those so I know what's going on.
Now I understand, thank you!
Thank you for you explanation. A question (one among many) related to taking notes: Do you take your notes all digitally? I find that my meetings occur in many different places - coffee shop, formal meetings, and in public session (I am chairman of the local planning board and as such chair judiciary hearings on public projects). I have been taking notes on a note pad and then scanning them into the electronic system of the week when I get to it. My intent is to then summarize and distill them (this is often the step that gets missed). I usually create a single electronic note per paper note.
Hi Carl, that depends. If I am out and about, I will always use pen and paper and afterwards scan them into my notes. If I am on a client call (done with Zoom) I will type directly into the client note.
My natural tendency is to pick up the pen and paper first. For the “summarise and distil” part, I know I will never do that later (human nature?), so I will always pull out the important parts immediately after scanning the notes in.
@@Carl_Pulleinand Carl... have you thought about using a digital note device such as the Supernote? I recently got one because I end up putting notes in various places and then can't find them. Even if I knew where they were, I know I will never scan them. Not sure if I should be just developing better habits or keep it. I haven't been using it much because I don't have a system with it either.
@@brendalg4 For me it’s not just getting away from digital. It’s the feel of a fountain pen nib gliding across paper that no digital tool with a glass or plastic screen can replicate (and I have tested them all)
@@brendalg4I have tried several digital note taking strategies. Currently I have been trying, with limited success to make Goodnotes on my iPad work.
The BEST approach I found and used for years was LIVESCRIBE. Handwritten notes that were scanned by the pen as I wrote and synched with the audio recording. Uploaded and digitized in Evernote automatically. Stopped using because of difficulty getting the specialized notepaper and when Evernote changed 😢.
Another great video Carl! Could I ask - do you also use Apple Notes and Reminders as well as Evernote and Todoist. If so, is this more for quick notes, shopping list type things, etc.? Thanks.
Hi Stewart, my daily tools are Todoist, Evernote and Apple Calendar. I have an interest in Apple's productivity tools, but prefer Todoist and Evernote.
Carl, se você utilizasse o TIcktick, poderia fazer todas essas vinculações (tarefas e calendário) em um único aplicativo. Menos cliques, mais tempo, mais confortável para o mesmo resultado. O lado ruim de usar assim - penso eu - é que se na proxima semana tiver que deslocar a agenda, você vai ter que olhar no calendário o que pode alterar, para depois ver no Todoist qual projeto em questão teria que adiar, e se poderia fazer isto. A ideia de gerenciar os projetos é ótima, e estou passando a implementar, mas não entendo porque este movimento de calendário separado do gerenciador, se pode ser mais simples.. a menos que seja preferencia, pois até todoist está virando um planner.
Eu sei que o Tick Tick permitirá que você tenha suas tarefas e calendário em um só lugar. Isso é algo que eu nunca gostei. Meu calendário gerencia meu tempo. Meu gerente de tarefas apenas me diz quais coisas eu preciso fazer, mas elas nunca têm prioridade sobre os eventos.
E o Evernote é onde vivem os materiais de suporte do meu projeto.
TIL you are in Korea. Nice!
🎉❤😊awesome WoW 🤩
I don't know the purpose of the task manager in this system. I understand that tasks may belong to something other than any project, but when I assign a project slot in my calendar, I rarely deal with minor issues. Storing and managing project-related and stand-alone tasks are becoming entirely separate for me. During a daily or weekly review, I can quickly review my task manager and my projects in my note app. It seems easier than transferring my projects to the task manager just to have them there. If time management is more important, it's not easier to designate whether I want to deal with these (stand-alone tasks) or larger project tasks in a specific time slot? Evernote could be better at this, but you can quickly review individual projects in modern note-taking apps today. I might miss something here; I would appreciate an explanation of this.
Ah, you're only seeing a tiny snap shot of a larger whole. This video my help to explain things a little better for you. ua-cam.com/video/3-6xuOCdXsM/v-deo.htmlsi=8nFWSSOyIDFZBelm