Less than a year ago, my “How I work” setup only included Gmail, Google Calendar and Wunderlist. After reading Getting Things Done, I started listening to podcasts that focus on productivity, like The 5 AM Miracle and Beyond the To Do List. In the process, I started discovering apps and trying them out. In this post I present the 5 apps that improved my productivity and that are staying in my “How I work” process.
1. Podcast Addict
Of course I used Podcast Addict to listen to the podcasts above. This helped me not only by teaching me things about productivity, but by motivating me to walk more (so that I could listen to the podcasts). Although I was spending more time on getting to places, the exercise + fresh air helped me to focus afterwards.
OK, I had Evernote before listening to the podcasts, but I didn’t know how to organize it and therefore didn’t use it. One example of how I use it now is for writing these blog posts! I have a stack of five notebooks for this:
In “Online: pin or tweet” and “Online: write about” I keep all the articles, threads on Twitter etc that I saved with the Evernote web clipper, and I think might be interesting to share with others. Once I pin, tweet or write, I move the note to “Online: done”. In “Writing: drafts” I keep blog posts ideas, which eventually grow into blog posts. Then I move these to the “Writing: done” notebook.
Given my difficult relationship with blogging and weekly posts for the last two months – a personal record – I’d say it’s working!
Streak is an app that integrates seamlessly with Gmail and has lots of awesome functionality. I use it to (1) achieve inbox zero (2) keep track of your contacts.
For (1), I use Streak to “snooze” emails. This means that I archive the email, but it’s moved to the inbox again at a later date. For example, I snooze emails to register for events. If it’s December, but the event is March, and the deadline to register is in February, I will snooze the email to late January.
For (2), I use Streak to keep track of people I have contacted, or might want to contact at some point. Currently I do this for people who have emailed me with questions about my papers. If I have an important update on the project (for example an error in my code), I can simply send an email to the whole group.
4. Focus @ Will
Focus @ will is a radio you can listen to, but with music (or sounds) that are supposed to help you focus. There are a few channels with different types of music/sound, and you can just press play and pause, or set a timer so that it stops playing after X minutes. I usually use it with the timer, Pomodoro-style. I can’t say if it’s really doing something to my brain or if it’s the placebo effect, but it’s been pretty effective so far!
Habitica is a habit-tracking app, a bit like a todo list for things you’d like to do regularly, like exercising every day. I tried to create daily tasks for these activities in Wunderlist, but I didn’t like this approach. The main reason was that I didn’t know how to deal with doing the activity more, or less than I am supposed to.
For example, if I missed a day or two of exercising, I had two choices. The first is leaving the tasks unchecked, i.e. doing doubling/tripling the amount of exercise on another day, which is not very realistic. The second is checking the skipped tasks off, which is incorrect. The same goes for doing extra exercise: did that mean I could skip exercise the day after? Not great if you are trying to develop an “exercise every day” habit.
In Habitica, instead of done/not done, you have a character with overall statistics like health. Here’s mine:
And here are some of the habits I’m tracking:
They are all green, because I did them today! By doing habits, the character gains experience and coins. If you don’t do a habit for too long, the character’s health goes down. To be honest I don’t know the details of how this works yet, but I like the layout and the habit-tracking part!
Any other apps?
I like trying out apps, so if you have some that have helped you out, please let me know!