How I Use Evernote

I’ve been searching for the perfect electronic “organizational system” for some time.  Somewhere where I could jot down the simplest of notes (anytime, anywhere) yet also help me manage larger projects by effortlessly allowing for breakdown into smaller sub-projects and easy editing.  I’ve used calendars, task lists, email folders, and every combination of them imaginable.  I was left with one truth:  My “Action” email folder became the one and only reliable way to make sure I got done what needed to get done.  The problem, of course, is that a single mailbox wasn’t meant to be a multi-purpose  task-manager/note-taker/project-tracker/media-collector.

Enter Evernote.

I won’t spend much time explaining what Evernote is – if you’re reading this post you know.  Instead, here’s an explanation of how I use it.  I’ve only been at it for a month or so, so I am by no means an Evernote expert, but in a short period of time I’ve found this system to be very helpful.

Where is it installed?

On my laptop (downloaded program), Blackberry Tour and Apple iTouch.  All of my notes are also accessible at www.EverNote.com.

What “notebooks” have I created?

I use 5:  Action Bin, Blog Topics, Movies, Music and To-Do List.  The book-ends, “Action Bin” and “To-Do List” are the most important.

How do I use each?

“Action Bin” is set up as my “default” notebook.  This means that every time I add a note from my Blackberry, iTouch, or via email (yes, you can email anything to your Evernote account), it goes into the “Action Bin” folder.  This notebook is, as the name suggests, a receptacle for items that require further action.

Like with an inbox, I go through this notebook regularly – at least once a day.  Typically, whatever goes in there gets done right away or reassigned to another notebook.

“Blog Topics” is a collection of… wait for it …. topics that I want to write about.   Movies and Music?  Likewise.  Movies that have been recommended that I want to rent, or songs/albums to download.

“To-Do List” is the engine that makes it work – the main dish.  Each note in “To-Do List” represents a task or project that either gets accomplished in a single step, or requires additional “next steps” in each.  My current “To-Do List” notebook contains items like completing an expense report, opening a new office, testing and marketing a new website feature and reworking a sales reporting system.

Originally, I struggled with Evernote’s inability to let me order the notes as I pleased.  I fixed this by using the tagging feature, tagging the most important/urgent notes with “A”, the least-pressing with “C” and then sorting by Tag.  I’m sure there are better ways, but this hack is working for me.  Below is my current “To-Do List” notebook (with the project names redacted).

Anatomy of a Note

Your individual “note” or task item can be as simple or as complex as you want it.  For me, simple = better.  Simple “next step” items, in order, make a perfect task list for me.  For those projects needing more, you can add files, images, links and more.

Other useful Evernote features:

• You can email into and out of Evernote.
• Screenshots are instantly saved to Evernote.
• Voice notes can be recorded from your mobile device into Evernote.
• To-Do style “check boxes” can be added to notes
• Documents and images can be saved within individual notes

Do you use Evernote?  How do you use it and what are your favorite features?

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