The Best Productivity Workflow (for Me)

When it comes to productivity, one-size definitely does not fit all.  But I’ve worked hard over the past several months trying to narrow down and perfect a workflow that works for me.  Take a look, use it or parts of it, but try to get the information flow in your life forced through deliberate channels that you have control over.  It’ll help reduce anxiety, and keep you with a clear picture of where you’re headed.

First, state your goals of your productivity system and workflow.  For me, I wanted a quick easy way to get ideas out of my head, a way to organize those ideas, and a way to turn those ideas into actionable goals and items.  Seems simple, but when you try using a million different tools to get it done, it turns into a sloppy mess of a nightmare.

Next, we’ll take a quick inventory of tools or resources we currently use, would like to use, or need to find.  My list included three different todo applications!!  How am I supposed to be productive when I’m using so many different programs that all do that same thing? I narrowed down my list to the following items - below each item is a notation about what role it plays in my personal productivity workflow:

Things for iPhone and Mac

Things is an application for Mac and iPhone.  You may not use either of these, but here is what it gives me, personally: the ability to quickly enter items that come accross my mind, wirelessly sync those items to the desktop version, then organize into projects and life-areas.  Granted, I can also do some organizing on the phone, but the phone app is much better at grabbing information, doing a little editing, and viewing your ongoing lists and projects.

Another thing that is invaluable to me, and why I use Things over several other applications I’ve tried, is the ability to easily pick which items to do today!  This may seem like a no-brainer, but there are a lot of list applications that just… well… list stuff.  Sure you can put them into projects and prioritize, but I want to get up and the morning, go through my actions/lists and determine what needs to be done right now.

Evernote for iPhone and Desktop

Evernote has come a long, long way since it first started out.  I remember using it a long time ago and just kind of thinking, “this is alright.”  Now, I don’t know if I could make it a day without using it.  It’s that good!

Basically, Evernote is a digital note-taking application.  You can use it’s Firefox browser plugin to grab snippets or entire websites, you can use it’s iPhone, Mac, or PC application to take notes - long or short - photos, audio?  Sure.  And it handles it all with ease.  It allows me to take a project or todo item and really expand on it.  Can you use paper for this?  Sure you can, but what if I want to take a note at the office PC, then need it at home on the Mac? Or need it across town at a business lunch?  I forgot my notebook!!  Not with Evernote you didn’t.

Google Calendar

Not much to say here, but I use and swear-by Google Calendar.  Simple and accessible from anywhere (it syncs to my iPhone calendar using Neuvasync).

Moleskine Notebooks

You probably thought I was anti-paper or something.  But I’m really not.  I LOVE notebooks - nice ones, that is.  Aside from Google Calendar for scheduling, I also have a Moleskine Calendar sitting on my desk all day.  I use it to take quick phone notes, and jot notes about the appointments in it.

You’ll also find me with a new Moleskine Volant notebook - a credit-card sized Moleskine with perforated pages for quick notes on the go.

I also use a standard ruled Moleskine for journalling.

What does all this mean?  I can quickly get things out of my head, a daily review to turn all those things into actionable items, and a weekly review to make sure I’m on track.  Things is the main part of my productivity plan right now, but I encourage you you find your own.  Your personal, and business life will thank you!