My top productivity tools and tricks for managing my daily workflow (2022 edition)

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It has been updated every year or so since then to reflect new tools and workflows.Remember the old productivity and office suites we all used to use? I don't know about you, but my mix of productivity tools has certainly changed over the years. What I use today is vastly different from my daily productivity \"suite\" of years past.Also: Office 365 vs Google Workspace: Which productivity suite is bestBefore I take you through both the tools and my \"process,\" let me point out that this stuff is different for everyone. My work these days consists far more of educating and communicating, and far less time spent living in spreadsheets than back in the days when I ran startups. Today, I coordinate with teams, rather than manage them. I have students rather than employees. I research projects rather than launch products. My daily productivity flow reflects the changes in career as I've evolved from founder to advisor, manager to professor, and publisher to columnist. I use a tremendous number of tools for my projects, and they often change from project to project. But what I'm going to discuss here are the tools I use on a daily basis to manage my \"flow\". What do I mean by my flow? I divide my work day into two main chunks of time: Communications and knowledge gathering time, and project time. Every day has pretty much the same communications and knowledge gathering activities, which follows a relatively consistent pattern that has proven to be highly productive for me. These are the daily productivity activities I've been talking about. In my case, morning to mid-afternoon is that daily productivity time. That's when I connect with and follow-up with all my constituents, students, editors, producers, etc., when I do my daily reading to keep up with both news and new technology, and when I manage my schedule, schedule my tasks, make calls, and write and respond to email. Also: Can a smart office make your team more productive too?That whole process is my flow. Over my many various iterations, I've managed to optimize this process so I'm able to get a tremendous amount done in a relatively short amount of time.The other half of my day is project time. This is when I work on everything from academic papers to the presentations, white papers, and webcasts I do for ZDNet to developing code to most of the projects I write about for DIY-IT. I tend to work on projects in the late afternoon and the late evening, with a break in the early evening for family time and lunch or dinner. Changes due to the pandemicThe last time I updated this guide was in early 2019. Obviously, a few things have happened since then. In terms of my daily productivity, I go out a lot less than I used to. Back then, I was often running from place to place and had to build up an everyday carry (EDC) that could allow me to dive into any project or work with any team no matter where I was. I had EDC kits for a coffee shop programming run and EDC kits for week long conference work. I even built an EDC for emergency evacuation of an indeterminate time.Also: What's inside Gewirtz's home office? 20 years of refinement and evolutionNow, mostly I'm home. If I'm out, it's a dedicated out-and-back with a specific purpose. There is no meandering, browsing, or schmoozing. Yes, I know other people may feel comfortable going back to the pre-pandemic normal, but I have reasons for playing it a bit more safe than most might.In any case, what that means is that instead of my escalating ranking of phones, tablets, Chromebooks and laptops, I just carry my iPhone 12 Pro Max. It will keep me up to speed until I get back home and can pick up where I left off.Tools for my daily flowNow that you understand how my working environment has changed and how I structure my work day, let's discuss the tools I use in my daily flow. It all starts with Gmail... First morning GmailIt's been quite a while since , and I have to tell you, my productivity has improved tremendously, and after more than half a decade of use, I don't regret the move one bit. Having the exact same email interface on all my machines, with tight integration into my iPhone, iPad, and computers, has made all the difference. I no longer have thousands of unruly items filling my inbox. In fact, that's a big part of what this daily productivity process is all about. Also: Help! I have 100,000 unread messages in my Gmail inbox. How do I get to Inbox Zero?My day starts with my alarm going off. From under the covers, I usually reach over to my phone, painfully crack one eye open, tap the Gmail app, and scan to see if there's anything on fire. Actually, scratch that. I no longer take my iPhone to bed with me. Instead, I wear my Apple Watch. When I wake up, I can still glance at my notifications, but by leaving the tiny computers outside of the bedroom, I'm not tempted to check on work, read my mail, or play Wordle when I should be sleeping. The way I have Gmail set up, only the most important messages show up on my watch. Same with Slack notifications. Basically, unless there's something urgent from one of my editors, I can start my day in peace. If there's nothing urgent, I hit the snooze button. After repeating this ritual two or three times, I get up, do my morning necessaries, and zombie-walk to the coffee maker. Once I have coffee in hand, I navigate tower defense strategy for the morning, trying not to get my toes bit, spill my coffee, or step on one of his well-chewed stuffed animal friends. Eventually, I reach the couch, flip on my couch-side monitor, and once again check my email. At this point, I tend to take note of what's in my inbox, but I neither process it, nor respond to it. I want to let the coffee take hold. I also take a quick look at my calendar and my to-do list to make sure I know what's on deck for the day. Daily must-reads with PocketNext up, I hit my daily most-reads. Of course, this starts with ZDNet, then usually Drudge and Techmeme. I do a quick headline scan and anything that seems worth reading, I right-click and save to Pocket. Before I used Pocket, I used to open all the interesting headlines as new tabs. My browser was often overwhelmed with browser tabs, sometimes to the point of crashing. If I switched computers, I had to try to figure out what tabs I had open, and otherwise somehow coordinate 10-50 open tabs. It was a mess. Now, I just save everything into Pocket, for later review. I actually do this in two phases. I use ZDNet, Drudge, and Techmeme as a quick way to find out what the big news of the day is. Later in the morning, I'll open up Feedly, and tackle as many sites as I feel I have time for, from my big list of feeds. Or, I might dig into a story that's interesting and trending, and look for more content, which I'll also save into Pocket. The nice part about this is I can easily do this while drinking coffee. I can get a feel for the day from the headlines, but I don't need to have all my brain cells online quite so early. Then I go and make my oatmeal. I now eat oatmeal for breakfast every day. Why didn't I do this when I was younger. It's so good for you.By this point, I'm somewhere between 30 and 60 minutes into my day, I've had one or two cups of coffee, and I have a pretty solid feel for both what's going on in my own various domains as well as what's going on in the rest of the world. It's a very good, very quick way to come up to speed while waking up.Depending on the importance and urgency of the messages in my Gmail inbox, I'll either go straight into my morning email cycle or begin my morning reading. I prefer to do morning reading before email, so I'll discuss that next. The Pocket-read-post-archive cycleI read. A lot. I need to keep up to date on a tremendous amount of information, both breaking news related and deep technical or academic information. As a result, a good percentage of my morning is spent reading. I also watch a lot of YouTube videos. I'm almost always learning about new stuff, and many YouTube videos provide great introductions to both how those things work and what they do. Without YouTube, I never would have gotten my CNC up and running and done my first successful build.Because I've already selected the articles from my top sources, I can open up Pocket and start reading. I like this a lot, because I now have all my content in one location. What's particularly nice about Pocket is that it runs on not only my couch-side web browser and on Chrome, but there are versions of Pocket for iOS and Android. As a result, I can read articles anywhere -- even in the necessarium or when I'm out and about. Part of my morning flow is posting to the social networks. Unfortunately, this has changed. It used to be that whenever I found an article that was interesting in my Pocket collection, I tapped the Share icon in Pocket and then selected Buffer. Buffer then took the article, scheduled it, and posted it to Twitter, Facebook, and LinkedIn. Two clicks and I used to be able shared something interesting.But Facebook broke that. Facebook no longer allows tools like Buffer and Hootsuite to to post to personal Facebook pages. I've spent years building up my personal Facebook page following and don't want to start a corporate page (or orphan all my followers), so when Facebook broke auto-posting, it hurt. Now, I hand post to Twitter and then do it again on Facebook. LinkedIn gets a lot less attention, and, frankly, I post less frequently. Another aspect of my morning reading that's changed is I no longer save articles to Evernote. I used to save off articles that would serve me for either projects I'm working on or general research resources. While I use Evernote to write articles, I no longer use Evernote as my hub of everything. Pocket handles archived articles just fine. And Notion (more on that later) handles notes.Rinse, wash, repeat. I'm relatively holistic about my morning reading process. I do it until I'm bored or hungry, or feel like switching gears and moving on to managing my email and schedule. The key point to all of this is that ever since I moved to this Pocket-read-post-archive cycle for my daily reading, my productivity and flexibility has gone up tremendously. I'm getting more done, and the quality of the process is far more pleasant. I'm no longer tied to my desktop browser, because all of these tools work on all my devices. Connecting and schedulingAssuming there's nothing on fire that I've had to handle first thing, at some point during the morning, I'll switch from reading to communicating. I'll switch out of Pocket and into Gmail and work my way through my email. Gmail does a great job of filtering out spam, but I'll go through the Updates and Promotions tabs and delete or mark-as-spam anything that's not necessary. This is usually a pretty fast cleanup. Sometimes, there's something in my Updates section that indicates there's an action item. For example, if one of my websites has pushed out a security warning, depending on the severity I'll either go right to work fixing the problem or sending the email to Todoist as a to-do item. This is where the integration of and Gmail is so nice. All I need to do is tap the Todoist icon, and I can turn the email message into a to-do item, complete with a link back to the original email message. Once I've scheduled it as a to-do item (either for that day or a later date), I can then archive the message and it's out of my inbox. Also: Microsoft To Do vs Google Tasks: The best list manager app for youI use the same process for the rest of my email. If I can reply immediately to a query from someone mailing me, I do. If not (for example, if it will require additional research or it's really an action item disguised as an email message), I'll send it over to Todoist as a to-do item and clear it out of my inbox. I do the same with calendar-related items. For example, I'm on the Information Systems and Management Certificate Advisory Board at the UC Berkeley extension, and when I get an email that there's a scheduled meeting, I can right-click on the date right in the middle of the email message and schedule it to the calendar. Once again, the original email is available as a link, so I can remove it from my inbox and archive it. In this way, I can power through my inbox, responding, assigning to to-do items, or to calendar. Within a very short time, I have my inbox cleared. Now, to be fair, I have a slight email fetish, so I do check back in to my inbox, once or twice (or 20 or 30 times) a day. But now that my inbox is generally clean and empty, that practice doesn't have much to grab onto, and it's only a waste of a second or two. In fact, now that I have email notifications integrated into my watch, I'm finding I'm actually breaking myself of the habit, because unless I hear the notification tone, I don't have any important emails coming in. I have actually gone a few hours without checking my email inbox, which is something of a record for me. Managing my daily teaching opportunitiesAs it turns out, supporting users is a lot like teaching online students.Some years ago, I adopted a bunch of WordPress plugins as a side-project that helps me keep my coding skills sharp. One of the (unexpected) side-effects of that is that I now have users to support. Yep, even free plugins require some amount of support time.The way I manage this is I've added a support ticketing system to my lab notes website. I use a cloud service called Help Scout. Users post their questions and I get an email notification. All the details for each users' situation is kept in one thread on the site, so when I go back to the conversation days or weeks later, I can see what previously transpired, all in one place. I just think of those users like more of my students. If any questions show up in my inbox, I go into the ticketing system and answer questions. I'm not assigning users letter grades, but otherwise the process is pretty much the same. By the way, this is also a great way to think about users, which I initially was a bit unhappy about adding to my daily workload. But the reframe is this: I'm an educator and these are more people in need of assistance while they're learning to use these plugins. So, rather than thinking about providing user support as an added workload, I think of the users as more of my students and their questions as simply more teaching opportunities. It's also a great way to keep up on what people are doing out there, and gives me a much more \"on the street\" dialog with users, which is invaluable as a tech journalist. Here's another little trick I use: I get a lot of feature requests (which I call \"cool feature ideas\") from the plugin users. The go into the bug tracking system I manage in Notion.To-doing my to-do listBy this point, I'm usually most of the way through the morning. My email has been processed and actions have been moved to my to-do list and schedule items to my calendar. I've done a considerable amount of reading, and I'm up to speed on the various issues I'm responsible for following. I've graded students and supported users (and added any bugs or key follow-up items to my to-do list). Now, it's time to tackle the to-do items. Like Pocket and Gmail, Todoist runs on my phone, my tablets, and on my desktop in a browser window. It even runs on my Apple Watch. So I can organize and manage my to-do items from anywhere. The very first thing I do is go down the list and move items around. Some items are no longer a today priority, while some have increased in priority. I have some repeating tasks (like grading students for each of my sections) that pop up when they need to. Before I go on to the rest of my day, which is doing my to-do tasks and slowly migrating into project time, I'll tell you my newest secret weapon for managing to-do items: Notion. I used to use Trello to do this, but hit a couple of walls. Notion, which is a bit new and a bit weird, has a whole pile of possibilities. Also: Notion app review: Why (and how) I rely on this powerful productivity toolNotion solves a classic to-do list problem: Too many items on the to-do lists. We all suffer from this practice, where anything that might have to be done, even someday items and \"I'll get to it when I can\" items, future project ideas, and all the rest all wind up on the to-do list as low-priority items that fill the list to the brim. Some days are spent merely taking all those items that were previously scheduled for the, say, 15th of next month, and moving them to the following month once again. I gave this problem a lot of thought and realized there are items I need to do, that are actionable in the near term, and items that just need to be on a list somewhere, that have no specific priority. Notion is a combination whiteboard, list manager, project manager, app engine, and database. It's actually quite odd and quite wonderful. It takes a while to get your arms around all it can do, but once you do, it's incredibly helpful. Unfortunately, it's got a silly name, a relatively uninspiring icon and marketing site, so I worry about its survivability. That said, it does have some serious funding behind it, so I'm hoping for the best.You can create boards of certain categories, and inside those boards, you can make lists. Each list item is a card on a board, and you can write notes and interact with other members of a team on the back of each card. It sounds complex, but it's amazingly intuitive. Notion is also available on Android and iOS as well as web platforms, so once again, I can work on my work from anywhere. I've set up a bunch of Notion pages and all the items that \"should be on the list\" but aren't actionable this week or next go onto a Notion. I regularly dig into those pages, particularly when I'm working on a corresponding project, and pull items from the page and assign them to Todoist -- but only if I intend to work on them right away, that week. That, by the way, is the entire key to keeping your to-do list under control. If you actually intend to do an item within a reasonably short period of time, put it on your to-do list. If you expect to do it someday, it's not a to-do list item, not an actionable item, and you should write them on another list somewhere. I use Trello for that. I've also set up Notion pages for each 3D printer, and for managing and tracking my reviews and video projects. It's great as a catch-all for lots of details, but unlike previous catch-alls like Evernote, Notion allows you to assign some structure and layout to the stuff you're working with. Blocking out time for my projectsI use Notion for managing the details of my projects, but I visualize them using Google Calendar. I have three special calendars I set up: DG Planner, Planner Tentative, and Project Due. I start with Project Due. Each deadline is placed on the calendar in a full-day appointment. Those deadlines are displayed in red, so I can't miss them. These calendar items represent the day I need to turn in a deliverable of one kind or another.Next is DG Planner. I use this to block out a set of days for everything that has a Project Due entry. If a project will take me four days, I use four full-day appointments. If three days, I use three, and so on. This way, I can see how busy I'll get, and I can make sure I don't double or triple-book any of my busiest production times.Finally, there's Planner Tentative. This is where I block out the approximate time a project I may or may not be working on will probably take. That way, if I'm taking with my team about a bunch of projects, I can block out some tentative time and see how my month is shaping up.With this system, I rarely lose track of projects and also rarely overbook myself. It's worked quite well for a bunch of years now.Rethinking your flowEvery few years, I rethink my productivity flow, usually when I find myself getting too far behind, or getting that baaaad feeling that I'm letting things slip through the cracks. This latest optimization, where I added Notion, has been working for a few months now, and so far it's the most effective flow I've used. Most of the elements, particularly how I use Gmail and Pocket, have been productive processes for years. As I mentioned earlier, your flow will be different, but I strongly recommend you think about your work processes and optimize your daily activities. You'll find you're more effective and also that your days are more pleasant. That's pretty much a nice win-win, isn't it? P.S. Surprisingly enough, there's no Microsoft software in my daily tools, still. Used to be, I lived in Outlook. I still use PowerPoint heavily for presentations, but my daily productivity is now completely non-Microsoft. That wasn't a political decision or statement. I rather like Microsoft. I just looked for and found the best tools for doing my job. If I were at Microsoft, I'd think long and hard about that. You can follow my day-to-day project updates on social media. Be sure to follow me on Twitter at @DavidGewirtz, on Facebook at Facebook.com/DavidGewirtz, on Instagram at Instagram.com/DavidGewirtz, and on YouTube at YouTube.com/DavidGewirtzTV.","articleSection":["Cloud","Business"],"author":{"@type":"Person","name":"David Gewirtz","url":"https://web.archive.org/web/20220715044452/https://www.zdnet.com/meet-the-team/US/david-gewirtz","sameAs":"https://web.archive.org/web/20220715044452/https://twitter.com/DavidGewirtz"},"creator":{"@type":"Person","name":"David Gewirtz","url":"https://web.archive.org/web/20220715044452/https://www.zdnet.com/meet-the-team/US/david-gewirtz","sameAs":"https://web.archive.org/web/20220715044452/https://twitter.com/DavidGewirtz"},"description":"Do you have too many items on your todo list or in your email inbox? 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When you buy through our links, we may earn a commission.</span> <a>Our process</a> </span> <div class="c-globalModal c-globalDisclosure_modal g-color-primary"><div class="c-globalModal_backdrop"></div> <div class="c-globalModal_contentWrapper"><div class="c-globalModal_content"><a class="c-globalModal_close"><svg><use xlink:href="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/#close"></use></svg></a> <p class="c-globalDisclosure_modal-header g-text-medium-bold">'ZDNet Recommends': What exactly does it mean?</p> <div class="c-globalDisclosure_copy"><p>ZDNet's recommendations are based on many hours of testing, research, and comparison shopping. We gather data from the best available sources, including vendor and retailer listings as well as other relevant and independent reviews sites. And we pore over customer reviews to find out what matters to real people who already own and use the products and services we’re assessing.</p><p>When you click through from our site to a retailer and buy a product or service, we may earn affiliate commissions. This helps support our work, but does not affect what we cover or how, and it does not affect the price you pay. Neither ZDNet nor the author are compensated for these independent reviews. Indeed, we follow strict guidelines that ensure our editorial content is never influenced by advertisers.</p><p>ZDNet's editorial team writes on behalf of you, our reader. Our goal is to deliver the most accurate information and the most knowledgeable advice possible in order to help you make smarter buying decisions on tech gear and a wide array of products and services. Our editors thoroughly review and fact-check every article to ensure that our content meets the highest standards. If we have made an error or published misleading information, we will correct or clarify the article. If you see inaccuracies in our content, please report the mistake via <a href="https://web.archive.org/web/20220715044452/https://zdnet.zendesk.com/hc/en-us/requests/new">this form</a>.</p></div> <a class="c-globalDisclosure_modal-close c-button-secondary-medium g-inner-spacing-left-medium g-inner-spacing-right-medium">Close</a></div></div></div> </div> <div class="c-contentBreadcrumb g-text-xsmall g-outer-spacing-bottom-medium g-outer-spacing-top-medium"><span class="c-contentBreadcrumb_item"><a href="/web/20220715044452/https://www.zdnet.com/" rel="follow" class="c-contentBreadcrumb_link"> Home </a></span><span class="c-contentBreadcrumb_item"><a href="/web/20220715044452/https://www.zdnet.com/topic/business/" rel="follow" class="c-contentBreadcrumb_link"> Business </a></span><span class="c-contentBreadcrumb_item"><a href="/web/20220715044452/https://www.zdnet.com/topic/cloud/" rel="follow" class="c-contentBreadcrumb_link"> Cloud </a></span></div> <div class="c-contentHeader_divider"></div> <h1 class="c-contentHeader_headline g-outer-spacing-top-medium g-outer-spacing-bottom-medium"> My top productivity tools and tricks for managing my daily workflow (2022 edition) </h1> <div class="c-contentHeader_dek g-outer-spacing-top-medium g-outer-spacing-bottom-medium"> Do you have too many items on your todo list or in your email inbox? If so, you might want to learn some of the insider techniques and tools our own David Gewirtz has put into practice to keep his very busy schedule under control. </div> <div class="c-globalAuthor"><div class="c-globalAuthor_image"><div><picture class="c-cmsImage c-cmsImage_loaded"> <img src="https://web.archive.org/web/20220715044452im_/https://www.zdnet.com/a/img/resize/653b5f6f2c2c093294c7c3e7fed93460024d8f77/2014/07/22/53b0592a-1175-11e4-9732-00505685119a/david-gewirtz.jpg?auto=webp&fit=crop&height=84&width=84" alt="david-gewirtz.jpg" height="84" width="84"></picture></div></div> <div class="c-globalAuthor_meta"><span class="c-globalAuthor_metaItem"><span>Written by</span></span> <a on="tap:author-modal-david-gewirtz.show" class="c-globalAuthor_metaItem"><span class="c-globalAuthor_link"> David Gewirtz, Distinguished Lecturer</span></a>   <span class="c-globalAuthor_metaItem"> on <time class="c-globalAuthor_time">May 9, 2022</time></span></div> <div class="c-globalModal c-globalAuthor_modal"><div class="c-globalModal_backdrop"></div> <div class="c-globalModal_contentWrapper"><div class="c-globalModal_content"><a class="c-globalModal_close"><svg><use xlink:href="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/#close"></use></svg></a> </div></div></div> </div> <div class="c-contentHeader_divider"></div> <div class="c-socialSharebar g-outer-spacing-right-small g-outer-spacing-bottom-medium g-outer-spacing-top-medium"><ul class="c-socialSharebar_container"><li class="c-socialSharebar_button c-socialSharebar_button-comments"><div><svg class="c-socialSharebar_icon"><use xlink:href="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/#comment-bubble"></use></svg></div></li><li class="c-socialSharebar_button c-socialSharebar_button-linkedin"><div><svg class="c-socialSharebar_icon"><use xlink:href="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/#linkedin"></use></svg></div></li><li class="c-socialSharebar_button c-socialSharebar_button-flipboard"><div><svg class="c-socialSharebar_icon"><use xlink:href="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/#flipboard"></use></svg></div></li><li class="c-socialSharebar_button c-socialSharebar_button-facebook"><div><svg class="c-socialSharebar_icon"><use xlink:href="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/#facebook"></use></svg></div></li><li class="c-socialSharebar_button c-socialSharebar_button-twitter"><div><svg class="c-socialSharebar_icon"><use xlink:href="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/#twitter"></use></svg></div></li></ul>  </div></div> </div></div> <div class="u-grid-columns c-pageArticleSingle_grid g-outer-spacing-bottom-large"><div class="c-pageArticleSingle_leftRail sm:u-col-2 md:u-col-6 lg:u-col-2 lg:u-col-start-2"></div> <div class="c-pageArticleSingle_body sm:u-col-2 md:u-col-6 lg:u-col-6"> <div class="c-CmsContent c-articleContent"><p><em>This article was originally published in October 2014. It has been updated every year or so since then to reflect new tools and workflows.</em></p><p>Remember the old productivity and office suites we all used to use? I don't know about you, but my mix of productivity tools has certainly changed over the years. What I use today is vastly different from my daily productivity "suite" of years past.</p><p><strong>Also: </strong><a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/article/office-365-vs-g-suite-which-productivity-suite-is-best-for-your-business/" rel="follow"><strong>Office 365 vs Google Workspace: Which productivity suite is best</strong></a></p><p>Before I take you through both the tools and my "process," let me point out that this stuff is different for everyone. My work these days consists far more of educating and communicating, and far less time spent living in spreadsheets than back in the days when I ran startups. </p><div class="g-outer-spacing-bottom-large"></div><div class="c-shortcodePinbox c-shortcodePinbox-single g-border-thin-light-top g-border-thin-light-bottom g-outer-spacing-top-medium g-outer-spacing-bottom-medium g-inner-spacing-bottom-small"><h3 class="c-sectionHeading"> See also </h3> <div><a href="/web/20220715044452/https://www.zdnet.com/article/best-to-do-list-app/"><div><picture class="c-cmsImage c-cmsImage_loaded"> <img src="https://web.archive.org/web/20220715044452im_/https://www.zdnet.com/a/img/resize/6d473c709e2acef1fa9f4e5d2c77b4bfbd5c9c44/2022/04/15/e11edd14-0212-4b13-90b7-ce1eebbe8bab/image.jpg?auto=webp&fit=crop&height=238.5&width=459" alt="Any.do-best-to-do-list-app-2.jpg" height="238.5" width="459"></picture></div> <h3>The 6 best to-do list apps: Get organized</h3> <p>What is the best to-do list app? Any.do! But ZDNet reviewed all the top picks to help you organize and liberate your life.</p> <span class="g-text-xsmall"> Read now <svg><use xlink:href="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/#rightArrow"></use></svg></span></a></div></div><p>Today, I coordinate with teams, rather than manage them. I have students rather than employees. I research projects rather than launch products. My daily productivity flow reflects the changes in career as I've evolved from founder to advisor, manager to professor, and publisher to columnist. </p><div class="c-myFinance_container"><div id="myfinance-top"></div></div><p>I use a tremendous number of tools for my projects, and they often change from project to project. But what I'm going to discuss here are the tools I use on a daily basis to manage my "flow". </p><h2>What do I mean by my flow? </h2><p>I divide my work day into two main chunks of time: Communications and knowledge gathering time, and project time. Every day has pretty much the same communications and knowledge gathering activities, which follows a relatively consistent pattern that has proven to be highly productive for me. These are the daily productivity activities I've been talking about. </p><p>In my case, morning to mid-afternoon is that daily productivity time. That's when I connect with and follow-up with all my constituents, students, editors, producers, etc., when I do my daily reading to keep up with both news and new technology, and when I manage my schedule, schedule my tasks, make calls, and write and respond to email. </p><div class="g-outer-spacing-bottom-large c-adDisplay_container c-adDisplay_container_incontent-all-top blank"></div><div class="g-outer-spacing-bottom-large"></div><p><strong>Also: </strong><a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/article/can-a-smart-office-make-your-team-more-productive-too/" rel="follow"><strong>Can a smart office make your team more productive too?</strong></a></p><p>That whole process is my flow. Over my many various iterations, I've managed to optimize this process so I'm able to get a tremendous amount done in a relatively short amount of time.</p><p>The other half of my day is project time. This is when I work on everything from academic papers to the presentations, white papers, and webcasts I do for ZDNet to developing code to most of the projects I write about for DIY-IT. I tend to work on projects in the late afternoon and the late evening, with a break in the early evening for family time and lunch or dinner. </p><h2>Changes due to the pandemic</h2><p>The last time I updated this guide was in early 2019. Obviously, a few things have happened since then. In terms of my daily productivity, I go out a lot less than I used to. Back then, I was often running from place to place and had to build up an everyday carry (EDC) that could allow me to dive into any project or work with any team no matter where I was. I had EDC kits for a coffee shop programming run and EDC kits for week long conference work. I even built an EDC for <a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/article/road-tech-how-i-left-florida-to-escape-irma-and-never-went-back/" rel="follow">emergency evacuation of an indeterminate time</a>.</p><div class="g-outer-spacing-bottom-large"></div><p><strong>Also: </strong><a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/article/whats-inside-gewirtzs-home-office-20-years-of-refinement-and-evolution/" rel="follow"><strong>What's inside Gewirtz's home office? 20 years of refinement and evolution</strong></a></p><p>Now, <a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/article/whats-inside-gewirtzs-home-office-20-years-of-refinement-and-evolution/" rel="follow">mostly I'm home</a>. If I'm out, it's a dedicated out-and-back with a specific purpose. There is no meandering, browsing, or schmoozing. Yes, I know other people may feel comfortable going back to the pre-pandemic normal, but I have reasons for playing it a bit more safe than most might.</p><div class="g-outer-spacing-bottom-large c-adDisplay_container c-adDisplay_container_incontent-ad-plus-billboard-middle blank"></div><p>In any case, what that means is that instead of my escalating ranking of phones, tablets, Chromebooks and laptops, I just carry my <a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/article/dont-buy-that-expensive-new-iphone-13-how-used-iphones-can-deliver-huge-savings/" rel="follow">iPhone 12 Pro Max</a>. It will keep me up to speed until I get back home and can pick up where I left off.</p><h2>Tools for my daily flow</h2><p>Now that you understand how my working environment has changed and how I structure my work day, let's discuss the tools I use in my daily flow. It all starts with Gmail... </p><div class="g-outer-spacing-bottom-large"></div><h2>First morning Gmail</h2><p>It's been quite a while since <span><a href="/web/20220715044452/https://www.zdnet.com/article/why-i-bit-the-bullet-and-finally-switched-from-outlook-to-gmail/" class="c-shortcodeLink c-shortcodeLink-active"><span>I made the switch from Outlook to Gmail</span></a></span>, and I have to tell you, my productivity has improved tremendously, and after more than half a decade of use, I don't regret the move one bit. Having the exact same email interface on all my machines, with tight integration into my iPhone, iPad, and computers, has made all the difference. </p><p>I no longer have thousands of unruly items filling my inbox. In fact, that's a big part of what this daily productivity process is all about. </p><p><strong>Also: </strong><a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/article/help-i-have-100000-unread-messages-in-my-gmail-inbox-where-do-i-even-start-ask-zdnet/" rel="follow"><strong>Help! I have 100,000 unread messages in my Gmail inbox. How do I get to Inbox Zero?</strong></a></p><p>My day starts with my alarm going off. From under the covers, I usually reach over to my phone, painfully crack one eye open, tap the Gmail app, and scan to see if there's anything on fire. </p><div class="g-outer-spacing-bottom-large c-adDisplay_container c-adDisplay_container_incontent-ad-plus-billboard-middle blank"></div><div class="g-outer-spacing-bottom-large"></div><p>Actually, scratch that. I no longer take my iPhone to bed with me. Instead, I wear my <a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/article/what-is-apple-fitness-and-how-to-use-it/" rel="follow">Apple Watch</a>. When I wake up, I can still glance at my notifications, but by leaving the tiny computers outside of the bedroom, I'm not tempted to check on work, read my mail, or play Wordle when I should be sleeping.</p><figure class="c-shortcodeImage u-clearfix c-shortcodeImage-large c-shortcodeImage-hasCaption"><div class="c-shortcodeImage_imageContainer"><div class="c-shortcodeImage_image"><picture class="c-cmsImage"> <img src="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/" alt="img-4712.jpg" height="705" width="1200"></picture></div>  </div>  <figcaption><div class="c-CmsContent c-shortcodeImage_caption g-inner-spacing-right-small g-text-medium g-color-black"><p>The boy</p></div> </figcaption></figure><p>The way I have Gmail set up, only the most important messages show up on my watch. Same with Slack notifications. Basically, unless there's something urgent from one of my editors, I can start my day in peace. If there's nothing urgent, I hit the snooze button. After repeating this ritual two or three times, I get up, do my morning necessaries, and zombie-walk to the coffee maker. </p><div class="c-shortcodePinbox c-shortcodePinbox-single g-border-thin-light-top g-border-thin-light-bottom g-outer-spacing-top-medium g-outer-spacing-bottom-medium g-inner-spacing-bottom-small"><h3 class="c-sectionHeading"> ZDNet Recommends </h3> <div><a href="/web/20220715044452/https://www.zdnet.com/article/best-smartwatch/"><div><picture class="c-cmsImage c-cmsImage_loaded"> <img src="https://web.archive.org/web/20220715044452im_/https://www.zdnet.com/a/img/resize/47e5fd7d9c6efdf7cdbfe7dffd97ffa04b13dcef/2021/05/14/34aa36b6-e6f0-44d3-b8ad-87b8f603bf23/best-smartwatch.jpg?auto=webp&fit=crop&height=238.5&width=459" alt="best-smartwatch.jpg" height="238.5" width="459"></picture></div> <h3>The best smartwatches</h3> <p>Apple, Samsung, and others battle for your wrist.</p> <span class="g-text-xsmall"> Read now <svg><use xlink:href="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/#rightArrow"></use></svg></span></a></div></div><p>Once I have coffee in hand, I navigate <span><a href="/web/20220715044452/https://www.zdnet.com/article/how-i-crowdsourced-my-puppys-name/" class="c-shortcodeLink c-shortcodeLink-active"><span>the puppy's</span></a></span> tower defense strategy for the morning, trying not to get my toes bit, spill my coffee, or step on one of his well-chewed stuffed animal friends. Eventually, I reach the couch, flip on my couch-side monitor, and once again check my email. </p><p>At this point, I tend to take note of what's in my inbox, but I neither process it, nor respond to it. I want to let the coffee take hold. </p><p>I also take a quick look at my calendar and my to-do list to make sure I know what's on deck for the day. </p><h2>Daily must-reads with Pocket</h2><p>Next up, I hit my daily most-reads. Of course, this starts with <a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/" rel="follow"><em>ZDNet</em></a>, then usually <a href="https://web.archive.org/web/20220715044452/http://www.drudgereport.com/" target="_blank" rel="noopener noreferrer nofollow"><em>Drudge</em></a><em></em>and <a href="https://web.archive.org/web/20220715044452/http://www.techmeme.com/" target="_blank" rel="noopener noreferrer nofollow"><em>Techmeme</em></a>. I do a quick headline scan and anything that seems worth reading, I right-click and save to <a href="https://web.archive.org/web/20220715044452/http://getpocket.com/" target="_blank" rel="noopener noreferrer nofollow">Pocket</a>. </p><div class="g-outer-spacing-bottom-large c-adDisplay_container c-adDisplay_container_incontent-ad-plus-billboard-middle blank"></div><figure class="c-shortcodeImage u-clearfix c-shortcodeImage-large c-shortcodeImage-hasCaption"><div class="c-shortcodeImage_imageContainer"><div class="c-shortcodeImage_image"><picture class="c-cmsImage"> <img src="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/" alt="pocket-2022-05-09-06-11-17.jpg" height="858.7532023911187" width="1200"></picture></div>  </div>  <figcaption><div class="c-CmsContent c-shortcodeImage_caption g-inner-spacing-right-small g-text-medium g-color-black"><p>Some of my reads for later today.</p></div> </figcaption></figure><p>Before I used Pocket, I used to open all the interesting headlines as new tabs. My browser was often overwhelmed with browser tabs, sometimes to the point of crashing. If I switched computers, I had to try to figure out what tabs I had open, and otherwise somehow coordinate 10-50 open tabs. It was a mess. </p><p>Now, I just save everything into Pocket, for later review. I actually do this in two phases. I use <em>ZDNet</em>, <em>Drudge</em>, and <em>Techmeme</em> as a quick way to find out what the big news of the day is. Later in the morning, I'll open up <a href="https://web.archive.org/web/20220715044452/http://feedly.com/" target="_blank" rel="noopener noreferrer nofollow">Feedly</a>, and tackle as many sites as I feel I have time for, from my big list of feeds. Or, I might dig into a story that's interesting and trending, and look for more content, which I'll also save into Pocket. </p><p>The nice part about this is I can easily do this while drinking coffee. I can get a feel for the day from the headlines, but I don't need to have all my brain cells online quite so early. Then I go and make my oatmeal. I now eat oatmeal for breakfast every day. Why didn't I do this when I was younger. It's <em>so</em> good for you.</p><p>By this point, I'm somewhere between 30 and 60 minutes into my day, I've had one or two cups of coffee, and I have a pretty solid feel for both what's going on in my own various domains as well as what's going on in the rest of the world. It's a very good, very quick way to come up to speed while waking up.</p><p>Depending on the importance and urgency of the messages in my Gmail inbox, I'll either go straight into my morning email cycle or begin my morning reading. I prefer to do morning reading before email, so I'll discuss that next. </p><h2>The Pocket-read-post-archive cycle</h2><p>I read. A lot. I need to keep up to date on a tremendous amount of information, both breaking news related and deep technical or academic information. As a result, a good percentage of my morning is spent reading. I also watch a lot of YouTube videos. I'm almost always learning about new stuff, and many YouTube videos provide great introductions to both how those things work and what they do. Without YouTube, I never would have <a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/article/hands-on-building-the-next-generation-x-carve-cnc-build-log/" rel="follow">gotten my CNC up and running</a> and done <a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/article/my-first-big-cnc-project-a-parts-organizer-rack/" rel="follow">my first successful build</a>.</p><div class="g-outer-spacing-bottom-large c-adDisplay_container c-adDisplay_container_incontent-ad-plus-billboard-middle blank"></div><p>Because I've already selected the articles from my top sources, I can open up Pocket and start reading. I like this a lot, because I now have all my content in one location. </p><p>What's particularly nice about Pocket is that it runs on not only my couch-side web browser and on Chrome, but there are versions of Pocket for iOS and Android. As a result, I can read articles anywhere -- even in the <em>necessarium</em> or when I'm out and about. </p><p>Part of my morning flow is posting to the social networks. Unfortunately, this has changed. It used to be that whenever I found an article that was interesting in my Pocket collection, I tapped the Share icon in Pocket and then selected <a href="https://web.archive.org/web/20220715044452/http://bufferapp.com/" target="_blank" rel="noopener noreferrer nofollow">Buffer</a>. Buffer then took the article, scheduled it, and posted it to Twitter, Facebook, and LinkedIn. Two clicks and I used to be able shared something interesting.</p><p>But Facebook broke that. Facebook no longer allows tools like Buffer and <a href="https://web.archive.org/web/20220715044452/https://hootsuite.com/" target="_blank" rel="noopener noreferrer nofollow">Hootsuite</a> to to post to personal Facebook pages. I've spent years building up my personal Facebook page following and don't want to start a corporate page (or orphan all my followers), so when Facebook broke auto-posting, it hurt. Now, I hand post to Twitter and then do it again on Facebook. LinkedIn gets a lot less attention, and, frankly, I post less frequently. </p><div class="c-shortcodePinbox-textList c-shortcodePinbox-textList_floating g-border-thin-light-bottom g-outer-spacing-top-medium g-outer-spacing-bottom-medium"><h3 class="c-sectionHeading"> Featured reviews </h3> <ul><li><a href="/web/20220715044452/https://www.zdnet.com/article/sony-inzone-h9-review-the-xm5-of-gaming-headphones/"> Sony INZONE H9 review: The XM5 of gaming headphones </a></li><li><a href="/web/20220715044452/https://www.zdnet.com/article/apple-watch-se-vs-apple-watch-series-7/"> Apple Watch SE vs Series 7: Which should you buy? </a></li><li><a href="/web/20220715044452/https://www.zdnet.com/article/pulsar-xlite-v2-mini-wireless-review/"> Pulsar Xlite V2 Mini Wireless review: This mouse made me a believer </a></li><li><a href="/web/20220715044452/https://www.zdnet.com/article/zendure-superbase-pro-2000-hands-on/"> Zendure SuperBase Pro 2000 hands-on: All the power you need </a></li><li><a href="/web/20220715044452/https://www.zdnet.com/article/why-you-need-an-android-smartphone-with-a-thermal-and-ir-camera/"> Why you need an Android smartphone with a thermal and IR camera </a></li></ul></div><p>Another aspect of my morning reading that's changed is I no longer save articles to Evernote. I used to save off articles that would serve me for either projects I'm working on or general research resources. While I use <a href="https://web.archive.org/web/20220715044452/http://evernote.com/" target="_blank" rel="noopener noreferrer nofollow">Evernote</a> to write articles, I no longer use Evernote as my hub of everything. Pocket handles archived articles just fine. And Notion (more on that later) handles notes.</p><p>Rinse, wash, repeat. </p><p>I'm relatively holistic about my morning reading process. I do it until I'm bored or hungry, or feel like switching gears and moving on to managing my email and schedule. </p><p>The key point to all of this is that ever since I moved to this Pocket-read-post-archive cycle for my daily reading, my productivity and flexibility has gone up tremendously. I'm getting more done, and the quality of the process is far more pleasant. I'm no longer tied to my desktop browser, because all of these tools work on all my devices. </p><h2>Connecting and scheduling</h2><p>Assuming there's nothing on fire that I've had to handle first thing, at some point during the morning, I'll switch from reading to communicating. I'll switch out of Pocket and into Gmail and work my way through my email. </p><p>Gmail does a great job of filtering out spam, but I'll go through the Updates and Promotions tabs and delete or mark-as-spam anything that's not necessary. This is usually a pretty fast cleanup. </p><p>Sometimes, there's something in my Updates section that indicates there's an action item. For example, if one of my websites has pushed out a security warning, depending on the severity I'll either go right to work fixing the problem or sending the email to Todoist as a to-do item. </p><p>This is where the integration of <span class="c-commerceLink"><a href="https://web.archive.org/web/20220715044452/https://todoist.com/" rel="noopener noreferrer nofollow" target="_blank"><span>Todoist</span></a></span> and Gmail is so nice. All I need to do is tap the Todoist icon, and I can turn the email message into a to-do item, complete with a link back to the original email message. Once I've scheduled it as a to-do item (either for that day or a later date), I can then archive the message and it's out of my inbox. </p><p><strong>Also: </strong><a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/article/microsoft-to-do-vs-google-tasks-the-best-list-manager-app-for-you/" rel="follow"><strong>Microsoft To Do vs Google Tasks: The best list manager app for you</strong></a></p><p>I use the same process for the rest of my email. If I can reply immediately to a query from someone mailing me, I do. If not (for example, if it will require additional research or it's really an action item disguised as an email message), I'll send it over to Todoist as a to-do item and clear it out of my inbox. </p><p>I do the same with calendar-related items. For example, I'm on the Information Systems and Management Certificate Advisory Board at the UC Berkeley extension, and when I get an email that there's a scheduled meeting, I can right-click on the date right in the middle of the email message and schedule it to the calendar. Once again, the original email is available as a link, so I can remove it from my inbox and archive it. </p><p>In this way, I can power through my inbox, responding, assigning to to-do items, or to calendar. Within a very short time, I have my inbox cleared. </p><p>Now, to be fair, I have a slight email fetish, so I do check back in to my inbox, once or twice (or 20 or 30 times) a day. But now that my inbox is generally clean and empty, that practice doesn't have much to grab onto, and it's only a waste of a second or two. </p><p>In fact, now that I have email notifications integrated into my watch, I'm finding I'm actually breaking myself of the habit, because unless I hear the notification tone, I don't have any important emails coming in. I have actually gone a few hours without checking my email inbox, which is something of a record for me. </p><h2>Managing my daily teaching opportunities</h2><p>As it turns out, supporting users is a lot like teaching online students.</p><p>Some years ago, I adopted a bunch of WordPress plugins as <a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/article/why-i-code-how-to-think-about-side-projects/" rel="follow">a side-project that helps me keep my coding skills sharp</a>. One of the (unexpected) side-effects of that is that I now have users to support. Yep, even free plugins require some amount of support time.</p><p>The way I manage this is I've added a support ticketing system to my lab notes website. I use a cloud service called <a href="https://web.archive.org/web/20220715044452/https://www.helpscout.com/" target="_blank" rel="noopener noreferrer nofollow">Help Scout</a>. Users post their questions and I get an email notification. All the details for each users' situation is kept in one thread on the site, so when I go back to the conversation days or weeks later, I can see what previously transpired, all in one place. </p><figure class="c-shortcodeImage u-clearfix c-shortcodeImage-large c-shortcodeImage-hasCaption"><div class="c-shortcodeImage_imageContainer"><div class="c-shortcodeImage_image"><picture class="c-cmsImage"> <img src="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/" alt="help-scout-2022-05-09-06-12-35.jpg" height="443.90591589451174" width="1200"></picture></div>  </div>  <figcaption><div class="c-CmsContent c-shortcodeImage_caption g-inner-spacing-right-small g-text-medium g-color-black"><p>Help Scout also has great team features, but I'm a programming army of one.</p></div> </figcaption></figure><p>I just think of those users like more of my students. If any questions show up in my inbox, I go into the ticketing system and answer questions. I'm not assigning users letter grades, but otherwise the process is pretty much the same. </p><p>By the way, this is also a great way to think about users, which I initially was a bit unhappy about adding to my daily workload. But the reframe is this: I'm an educator and these are more people in need of assistance while they're learning to use these plugins. So, rather than thinking about providing user support as an added workload, I think of the users as more of my students and their questions as simply more teaching opportunities. It's also a great way to keep up on what people are doing out there, and gives me a much more "on the street" dialog with users, which is invaluable as a tech journalist.</p><div class="c-shortcodePinbox-textList c-shortcodePinbox-textList_floating g-border-thin-light-bottom g-outer-spacing-top-medium g-outer-spacing-bottom-medium"><h3 class="c-sectionHeading"> Featured </h3> <ul><li><a href="/web/20220715044452/https://www.zdnet.com/article/return-to-office-realities-4-things-employees-say-theyre-struggling-with/"> Return to office realities: 4 things employees say they're struggling with </a></li><li><a href="/web/20220715044452/https://www.zdnet.com/article/planning-to-quit-your-job-3-key-things-think-about-first/"> Planning to quit your job? 3 key things to think about first </a></li><li><a href="/web/20220715044452/https://www.zdnet.com/article/ipad-air-amazon-prime-day-deal/"> This $379 iPad Air deal from Prime Day is still available at Walmart </a></li><li><a href="/web/20220715044452/https://www.zdnet.com/article/weve-seen-the-first-astounding-pictures-from-the-webb-telescope-heres-what-comes-next/"> We've seen the first astounding pictures from the Webb space telescope. Here's what comes next </a></li></ul></div><p>Here's another little trick I use: I get a lot of feature requests (which I call "cool feature ideas") from the plugin users. The go into <a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/article/notion-app-review/" rel="follow">the bug tracking system I manage in Notion</a>.</p><h2>To-doing my to-do list</h2><p>By this point, I'm usually most of the way through the morning. My email has been processed and actions have been moved to my to-do list and schedule items to my calendar. I've done a considerable amount of reading, and I'm up to speed on the various issues I'm responsible for following. I've graded students and supported users (and added any bugs or key follow-up items to my to-do list). </p><p>Now, it's time to tackle the to-do items. Like Pocket and Gmail, Todoist runs on my phone, my tablets, and on my desktop in a browser window. It even runs on my Apple Watch. So I can organize and manage my to-do items from anywhere. </p><p>The very first thing I do is go down the list and move items around. Some items are no longer a today priority, while some have increased in priority. I have some repeating tasks (like grading students for each of my sections) that pop up when they need to. </p><p>Before I go on to the rest of my day, which is doing my to-do tasks and slowly migrating into project time, I'll tell you my newest secret weapon for managing to-do items: <a href="https://web.archive.org/web/20220715044452/https://notion.so/" target="_blank" rel="noopener noreferrer nofollow">Notion</a>. I used to use <a href="https://web.archive.org/web/20220715044452/https://trello.com/" target="_blank" rel="noopener noreferrer nofollow">Trello</a> to do this, but hit a couple of walls. Notion, which is a bit new and a bit weird, has a whole pile of possibilities. </p><p><strong>Also: </strong><a href="https://web.archive.org/web/20220715044452/https://www.zdnet.com/article/notion-app-review/" rel="follow"><strong>Notion app review: Why (and how) I rely on this powerful productivity tool</strong></a></p><p>Notion solves a classic to-do list problem: Too many items on the to-do lists. We all suffer from this practice, where anything that might have to be done, even someday items and "I'll get to it when I can" items, future project ideas, and all the rest all wind up on the to-do list as low-priority items that fill the list to the brim. </p><p>Some days are spent merely taking all those items that were previously scheduled for the, say, 15th of next month, and moving them to the following month once again. </p><p>I gave this problem a lot of thought and realized there are items I need to do, that are actionable in the near term, and items that just need to be on a list somewhere, that have no specific priority. </p><figure class="c-shortcodeImage u-clearfix c-shortcodeImage-large c-shortcodeImage-hasCaption"><div class="c-shortcodeImage_imageContainer"><div class="c-shortcodeImage_image"><picture class="c-cmsImage"> <img src="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/" alt="rvzdnet-projects-2022-04-29-03-26-25.jpg" height="446.90431519699814" width="1200"></picture></div>  </div>  <figcaption><div class="c-CmsContent c-shortcodeImage_caption g-inner-spacing-right-small g-text-medium g-color-black"><p>Managing projects in Notion</p></div> </figcaption></figure><p>Notion is a combination whiteboard, list manager, project manager, app engine, and database. It's actually quite odd and quite wonderful. It takes a while to get your arms around all it can do, but once you do, it's incredibly helpful. Unfortunately, it's got a silly name, a relatively uninspiring icon and marketing site, so I worry about its survivability. That said, it does have some serious funding behind it, so I'm hoping for the best.</p><p>You can create boards of certain categories, and inside those boards, you can make lists. Each list item is a card on a board, and you can write notes and interact with other members of a team on the back of each card. It sounds complex, but it's amazingly intuitive. </p><p>Notion is also available on Android and iOS as well as web platforms, so once again, I can work on my work from anywhere. </p><p>I've set up a bunch of Notion pages and all the items that "should be on the list" but aren't actionable this week or next go onto a Notion. I regularly dig into those pages, particularly when I'm working on a corresponding project, and pull items from the page and assign them to Todoist -- but only if I intend to work on them right away, that week. </p><p>That, by the way, is the entire key to keeping your to-do list under control. If you actually intend to do an item within a reasonably short period of time, put it on your to-do list. If you expect to do it someday, it's not a to-do list item, not an actionable item, and you should write them on another list somewhere. I use Trello for that. </p><div class="c-shortcodePinbox c-shortcodePinbox-single g-border-thin-light-top g-border-thin-light-bottom g-outer-spacing-top-medium g-outer-spacing-bottom-medium g-inner-spacing-bottom-small"><h3 class="c-sectionHeading"> ZDNet Recommends </h3> <div><a href="/web/20220715044452/https://www.zdnet.com/article/best-3d-printer/"><div><picture class="c-cmsImage c-cmsImage_loaded"> <img src="https://web.archive.org/web/20220715044452im_/https://www.zdnet.com/a/img/resize/6080a4ac043bb14ca0e50338f98614f97bfb17d0/2020/02/13/eceeb22c-eecc-4464-84bf-808e902fabd8/ultimaker-s5.jpg?auto=webp&fit=crop&height=238.5&width=459" alt="ultimaker-s5.jpg" height="238.5" width="459"></picture></div> <h3>The best 3D printers</h3> <p>If you're in the market for a 3D printer, you'll find one here that fits your needs.</p> <span class="g-text-xsmall"> Read now <svg><use xlink:href="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/#rightArrow"></use></svg></span></a></div></div><p>I've also set up Notion pages for each 3D printer, and for managing and tracking my reviews and video projects. It's great as a catch-all for lots of details, but unlike previous catch-alls like Evernote, Notion allows you to assign some structure and layout to the stuff you're working with. </p><h2>Blocking out time for my projects</h2><p>I use Notion for managing the details of my projects, but I visualize them using Google Calendar. I have three special calendars I set up: DG Planner, Planner Tentative, and Project Due.</p><figure class="c-shortcodeImage u-clearfix c-shortcodeImage-large c-shortcodeImage-hasCaption"><div class="c-shortcodeImage_imageContainer"><div class="c-shortcodeImage_image"><picture class="c-cmsImage"> <img src="/web/20220715044452im_/https://www.zdnet.com/article/my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow/" alt="google-calendar-february-2022-2022-05-09-06-15-01.jpg" height="784.0677966101695" width="1200"></picture></div>  </div>  <figcaption><div class="c-CmsContent c-shortcodeImage_caption g-inner-spacing-right-small g-text-medium g-color-black"><p>I turned off my regular appointments so you can see how I block out chunks of time. This is a busy month.</p></div> </figcaption></figure><p>I start with Project Due. Each deadline is placed on the calendar in a full-day appointment. Those deadlines are displayed in red, so I can't miss them. These calendar items represent the day I need to turn in a deliverable of one kind or another.</p><p>Next is DG Planner. I use this to block out a set of days for everything that has a Project Due entry. If a project will take me four days, I use four full-day appointments. If three days, I use three, and so on. This way, I can see how busy I'll get, and I can make sure I don't double or triple-book any of my busiest production times.</p><p>Finally, there's Planner Tentative. This is where I block out the approximate time a project I may or may not be working on will probably take. That way, if I'm taking with my team about a bunch of projects, I can block out some tentative time and see how my month is shaping up.</p><p>With this system, I rarely lose track of projects and also rarely overbook myself. It's worked quite well for a bunch of years now.</p><h2>Rethinking your flow</h2><p>Every few years, I rethink my productivity flow, usually when I find myself getting too far behind, or getting that <em>baaaad</em> feeling that I'm letting things slip through the cracks. This latest optimization, where I added Notion, has been working for a few months now, and so far it's the most effective flow I've used. Most of the elements, particularly how I use Gmail and Pocket, have been productive processes for years. </p><p>As I mentioned earlier, your flow will be different, but I strongly recommend you think about your work processes and optimize your daily activities. You'll find you're more effective and also that your days are more pleasant. </p><p>That's pretty much a nice win-win, isn't it? </p><p>P.S. Surprisingly enough, there's no Microsoft software in my daily tools, still. Used to be, I lived in Outlook. I still use PowerPoint heavily for presentations, but my daily productivity is now completely non-Microsoft. That wasn't a political decision or statement. I rather like Microsoft. I just looked for and found the best tools for doing my job. If I were at Microsoft, I'd think long and hard about that. </p><hr><p><em>You can follow my day-to-day project updates on social media. Be sure to follow me on Twitter at <a href="https://web.archive.org/web/20220715044452/https://twitter.com/davidgewirtz" target="_blank" rel="noopener noreferrer nofollow">@DavidGewirtz</a>, on Facebook at <a href="https://web.archive.org/web/20220715044452/https://www.facebook.com/davidgewirtz" target="_blank" rel="noopener noreferrer nofollow">Facebook.com/DavidGewirtz</a>, on Instagram at <a href="https://web.archive.org/web/20220715044452/https://www.instagram.com/DavidGewirtz/" target="_blank" rel="noopener noreferrer nofollow">Instagram.com/DavidGewirtz</a>, and on YouTube at <a href="https://web.archive.org/web/20220715044452/https://www.youtube.com/user/DavidGewirtzTV" target="_blank" rel="noopener noreferrer nofollow">YouTube.com/DavidGewirtzTV</a>.</em></p></div> <div class="c-socialComments u-text-center g-outer-spacing-bottom-large"><div class="c-button-secondary-large g-outer-spacing-top-xlarge c-socialComments_toggleButton"><span>Show Comments</span></div> <div 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finance","frugal living"],csig:[l]},author:{id:"9a23272b-10d6-11e4-9732-00505685119a",username:"David Gewirtz",profileUrl:c,email:c,firstName:"David",lastName:"Gewirtz",jobTitle:c,dateCreated:{created:c,date:c,timezone:c,updated:c,published:c},image:{id:"53b0592a-1175-11e4-9732-00505685119a",filename:"david-gewirtz.jpg",dateCreated:{created:c,date:"2014-07-22 07:53:54",timezone:"UTC",updated:c,published:c},alt:"david-gewirtz.jpg",credits:c,caption:c,path:"https:\u002F\u002Fweb.archive.org\u002Fweb\u002F20220715044452\u002Fhttps:\u002F\u002Fwww.zdnet.com\u002Fa\u002Fimg\u002F2014\u002F07\u002F22\u002F53b0592a-1175-11e4-9732-00505685119a\u002Fdavid-gewirtz.jpg",cropGravity:c,crop:c,typeName:"content_image",imageUrl:c,width:350,height:250,bucketPath:c,bucketType:c},socialProfileIds:{twitter:"DavidGewirtz",facebookProfile:c,facebookPage:c,instagram:c},authorBio:c,profile:{authorBio:"In addition to hosting the ZDNet Government and ZDNet DIY-IT blogs, Distinguished Lecturer David Gewirtz is an author, U.S. policy advisor, and computer scientist. He is featured in The History Channel special The President's Book of Secrets, is one of America's foremost cyber-security experts, and is a top expert on saving and creating jobs. He is also director of the U.S. Strategic Perspective Institute as well as the founder of ZATZ Publishing.\r\n\r\nDavid is a member of FBI InfraGard, the Cyberwarfare Advisor for the International Association for Counterterrorism & Security Professionals, a columnist for The Journal of Counterterrorism and Homeland Security, and has been a regular CNN contributor, and a guest commentator for the Nieman Watchdog of the Nieman Foundation for Journalism at Harvard University. He is the author of Where Have All the Emails Gone?, the definitive study of email in the White House, as well as How To Save Jobs and The Flexible Enterprise, the classic book that served as a foundation for today's agile business movement.",authorDisclosure:"David Gewirtz is CBS Interactive's Distinguished Lecturer and writes the ZDNet Government and DIY-IT columns. On behalf of CBSi, its readers, and its partners, David produces and delivers webcasts, lectures, briefing papers, advisory statements, opinion pieces, and detailed analysis.\r\n\r\nDavid has relationships with a variety of professional associations and nonprofit organizations. He is the executive director of U.S. Strategic Perspective Institute, a nonprofit research and policy organization. He is the cyberwarfare advisor for the International Association for Counterterrorism and Security Professionals. He is the IT advisor for the Florida Public Health Association, and an advisory board member for the Technical Communications and Management Certificate program at the University of California, Berkeley extension.\r\n\r\nDavid is a member of the FBI's InfraGard program, the security partnership between the FBI and industry. David is also a member of the U.S. Naval Institute and the National Defense Industrial Association, the leading defense industry association promoting national security.\r\n\r\nTechnically, David is a government employee. He is employed by the State of California on behalf of the University of California, Berkeley extension, where he is a member of the instructional faculty and teaches object-oriented programming.\r\n\r\nMany of David's projects find their way into ZDNet DIY-IT articles and are shared with readers worldwide. As part of David's project work, various vendors supply David with products, services, advice, and support. Whenever he discusses an offering from one of these vendors in ZDNet editoral, David makes sure to disclose any support he's received.\r\n\r\nAside from his equity stake in Component Enterprises, Inc., the firm that manages David's contracts and financial affairs, David holds no stock in any other entities. From time-to-time, David's holdings may include mutual funds or other financial instruments, but he has no direct visibility into the components of those funds or the companies they may invest in.\r\n\r\nComponent Enterprises also owns ZATZ Publishing, one of the first technology magazine publishers on the Internet. Today, more than 15 years of ZATZ archives remain online and the ZATZ technology sites update automatically with relevant news items of the day.\r\n\r\nZATZ is also home to David's research projects, where he has developed breakthrough technologies like the ZENPRESS enterprise content management system and the AI Editor, a dynamic content analysis and editing system based on innovative artificial intelligence algorithms and heuristics.\r\n\r\nDavid is the author of a number of books, and receives royalties on books sales from a number of entities, including Amazon. David also provides his books free in digital form, as part of a grant to the U.S. Strategic Perspective Institute. When he mentions his books in editorial, he always provides a link to the free download location.\r\n\r\nDavid believes strongly in disclosure and transparency, and if he establishes any further relationships or partnerships with parties relevant to ZDNet editorial, he will make sure to disclose them to his editors, and in his columns and here, in this document.",awardsAndCredentials:c,bureau:"US",education:c,expertise:c,id:"9a2a67c3-10d6-11e4-9732-00505685119a",title:"Distinguished Lecturer"},bureau:"US",authorDisclosure:"David Gewirtz is CBS Interactive's Distinguished Lecturer and writes the ZDNet Government and DIY-IT columns. On behalf of CBSi, its readers, and its partners, David produces and delivers webcasts, lectures, briefing papers, advisory statements, opinion pieces, and detailed analysis.\r\n\r\nDavid has relationships with a variety of professional associations and nonprofit organizations. He is the executive director of U.S. Strategic Perspective Institute, a nonprofit research and policy organization. He is the cyberwarfare advisor for the International Association for Counterterrorism and Security Professionals. He is the IT advisor for the Florida Public Health Association, and an advisory board member for the Technical Communications and Management Certificate program at the University of California, Berkeley extension.\r\n\r\nDavid is a member of the FBI's InfraGard program, the security partnership between the FBI and industry. David is also a member of the U.S. Naval Institute and the National Defense Industrial Association, the leading defense industry association promoting national security.\r\n\r\nTechnically, David is a government employee. He is employed by the State of California on behalf of the University of California, Berkeley extension, where he is a member of the instructional faculty and teaches object-oriented programming.\r\n\r\nMany of David's projects find their way into ZDNet DIY-IT articles and are shared with readers worldwide. As part of David's project work, various vendors supply David with products, services, advice, and support. Whenever he discusses an offering from one of these vendors in ZDNet editoral, David makes sure to disclose any support he's received.\r\n\r\nAside from his equity stake in Component Enterprises, Inc., the firm that manages David's contracts and financial affairs, David holds no stock in any other entities. From time-to-time, David's holdings may include mutual funds or other financial instruments, but he has no direct visibility into the components of those funds or the companies they may invest in.\r\n\r\nComponent Enterprises also owns ZATZ Publishing, one of the first technology magazine publishers on the Internet. Today, more than 15 years of ZATZ archives remain online and the ZATZ technology sites update automatically with relevant news items of the day.\r\n\r\nZATZ is also home to David's research projects, where he has developed breakthrough technologies like the ZENPRESS enterprise content management system and the AI Editor, a dynamic content analysis and editing system based on innovative artificial intelligence algorithms and heuristics.\r\n\r\nDavid is the author of a number of books, and receives royalties on books sales from a number of entities, including Amazon. David also provides his books free in digital form, as part of a grant to the U.S. Strategic Perspective Institute. When he mentions his books in editorial, he always provides a link to the free download location.\r\n\r\nDavid believes strongly in disclosure and transparency, and if he establishes any further relationships or partnerships with parties relevant to ZDNet editorial, he will make sure to disclose them to his editors, and in his columns and here, in this document."},buyingCycle:l,datePublished:{created:c,date:"2022-05-09 14:15:00",timezone:"UTC",updated:c,published:c},dateUpdated:{created:c,date:"2022-05-09 14:15:59",timezone:"UTC",updated:c,published:c},displayDatePublished:{created:c,date:"2022-05-09 14:15:00",timezone:"UTC",updated:c,published:c},displayDateUpdated:{created:c,date:"2022-05-09 14:15:00",timezone:"UTC",updated:c,published:c},edition:i,headline:"My top productivity tools and tricks for managing my daily workflow (2022 edition)",id:s,collections:c,image:{id:"2d9668d8-5829-11e4-b6a0-d4ae52e95e57",filename:"my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow.jpg",dateCreated:{created:c,date:"2014-10-20 07:17:41",timezone:"UTC",updated:c,published:c},alt:"my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow.jpg",credits:c,caption:c,path:"https:\u002F\u002Fweb.archive.org\u002Fweb\u002F20220715044452\u002Fhttps:\u002F\u002Fwww.zdnet.com\u002Fa\u002Fimg\u002F2014\u002F10\u002F20\u002F2d9668d8-5829-11e4-b6a0-d4ae52e95e57\u002Fmy-top-productivity-tools-and-tricks-for-managing-my-daily-workflow.jpg",cropGravity:c,crop:c,typeName:"content_image",imageUrl:c,width:300,height:265,bucketPath:c,bucketType:c},primaryCollection:{id:c,image:c,primary:a,title:b,slug:c,hide:d,description:c,threads:[],typeSlug:c,collectionType:c},promoImage:{id:"51ecc831-060e-4c74-b556-cd3375635893",filename:"andrew-neel-308138-unsplash.jpg",dateCreated:{created:c,date:"2019-01-18 16:13:34",timezone:"UTC",updated:c,published:c},alt:"my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow.jpg",credits:c,caption:c,path:"https:\u002F\u002Fweb.archive.org\u002Fweb\u002F20220715044452\u002Fhttps:\u002F\u002Fwww.zdnet.com\u002Fa\u002Fimg\u002F2019\u002F01\u002F18\u002F51ecc831-060e-4c74-b556-cd3375635893\u002Fandrew-neel-308138-unsplash.jpg",cropGravity:c,crop:c,typeName:"content_image",imageUrl:c,width:c,height:c,bucketPath:c,bucketType:c},section:j,slug:"my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow",subType:q,tags:[],title:c,topics:[{id:"101518dd-ec91-11e3-95d2-02911863765e",slug:h,name:"Cloud",typeName:b,uuid:b,primary:a,topicPath:[{id:"57b89c3b-5b67-4357-bd53-58c9f516a044",slug:"business",name:"Business",typeName:b,uuid:b}]},{id:"0fbd54d0-ec91-11e3-95d2-02911863765e",slug:t,name:"Apple",typeName:b,uuid:b,primary:d,topicPath:[{id:"57b89c3b-5b67-4357-bd53-58c9f516a044",slug:"business",name:"Business",typeName:b,uuid:b},{id:"d17ddd02-232e-4fbe-84af-201e48b9b852",slug:"companies",name:"Companies",typeName:b,uuid:b}]},{id:"1048432a-ec91-11e3-95d2-02911863765e",slug:"enterprise-software",name:"Enterprise Software",typeName:b,uuid:b,primary:d,topicPath:[{id:"57b89c3b-5b67-4357-bd53-58c9f516a044",slug:"business",name:"Business",typeName:b,uuid:b}]},{id:"1050fa4d-ec91-11e3-95d2-02911863765e",slug:u,name:"Google",typeName:b,uuid:b,primary:d,topicPath:[{id:"57b89c3b-5b67-4357-bd53-58c9f516a044",slug:"business",name:"Business",typeName:b,uuid:b},{id:"d17ddd02-232e-4fbe-84af-201e48b9b852",slug:"companies",name:"Companies",typeName:b,uuid:b}]},{id:"10d0341c-ec91-11e3-95d2-02911863765e",slug:v,name:"Mobility",typeName:b,uuid:b,primary:d,topicPath:[{id:"9d3e6108-0023-11e4-95d2-02911863765e",slug:"innovation",name:"Innovation",typeName:b,uuid:b},{id:"1147b242-ec91-11e3-95d2-02911863765e",slug:"smartphones",name:"Smartphones",typeName:b,uuid:b}]},{id:"114a15be-ec91-11e3-95d2-02911863765e",slug:o,name:"SMB",typeName:b,uuid:b,primary:d,topicPath:[{id:"57b89c3b-5b67-4357-bd53-58c9f516a044",slug:"business",name:"Business",typeName:b,uuid:b}]}],typeName:n,body:"\u003Cp\u003E\u003Cem\u003EThis article was originally published in October 2014. It has been updated every year or so since then to reflect new tools and workflows.\u003C\u002Fem\u003E\u003C\u002Fp\u003E\u003Cp\u003ERemember the old productivity and office suites we all used to use? I don't know about you, but my mix of productivity tools has certainly changed over the years. What I use today is vastly different from my daily productivity \"suite\" of years past.\u003C\u002Fp\u003E\u003Cp\u003E\u003Cstrong\u003EAlso: \u003C\u002Fstrong\u003E\u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002Farticle\u002Foffice-365-vs-g-suite-which-productivity-suite-is-best-for-your-business\u002F\" target=\"_blank\"\u003E\u003Cstrong\u003EOffice 365 vs Google Workspace: Which productivity suite is best\u003C\u002Fstrong\u003E\u003C\u002Fa\u003E\u003C\u002Fp\u003E\u003Cp\u003EBefore I take you through both the tools and my \"process,\" let me point out that this stuff is different for everyone. My work these days consists far more of educating and communicating, and far less time spent living in spreadsheets than back in the days when I ran startups. \u003C\u002Fp\u003E\u003Cshortcode shortcode=\"pinbox\" uuid=\"ac4ad187-9d85-4737-96a8-6caf951dcecf\" uri=\"\u002Fapi\u002Fcomponent\u002Feditorial\u002Fac4ad187-9d85-4737-96a8-6caf951dcecf\" float=\"right\" data-key=\"pinbox__6c6f01f8-b137-5c09-9eb1-7e986a59b710\" api=\"{"content":[{"body":null,"dek":"What is the best to-do list app? Any.do! But ZDNet reviewed all the top picks to help you organize and liberate your life.","description":"What is the best to-do list app? Any.do! But ZDNet reviewed all the top picks to help you organize and liberate your life.","edition":{"key":"us","label":"US","prefix":"","lang":"en","translationLocale":"en_US","locales":["en-us"],"timezone":"America\u002FLos_Angeles","dateFormat":"MMMM d, yyyy -- HH:mm z LOCALTIME","metadata":{"nav_label":"US Edition","currency_name":"USD","short_date":"MMM d, YYYY","long_date":"MMMM d, YYYY"}},"image":{"id":"e11edd14-0212-4b13-90b7-ce1eebbe8bab","title":"Any.do-best-to-do-list-app-2","filename":"image.jpg","path":"https:\u002F\u002Fweb.archive.org\u002Fweb\u002F20220715044452\u002Fhttps:\u002F\u002Fwww.zdnet.com\u002Fa\u002Fhub\u002Fi\u002F2022\u002F04\u002F15\u002Fe11edd14-0212-4b13-90b7-ce1eebbe8bab\u002Fimage.jpg","caption":"<p><\u002Fp>","tags":[],"size":424525,"width":1600,"height":1069,"author":{"id":"781a4b26-f4ec-4df5-84ed-c2775cdfd86f","username":"ebetters","email":"epicaro@redventures.com","firstName":"Elyse","middleName":null,"lastName":"Betters Picaro","dateCreated":{"date":"2016-06-21 00:00:00","timezone":"UTC","timezone_type":3},"dateUpdated":{"date":"2020-12-07 15:47:59","timezone":"UTC","timezone_type":3},"ursId":"27051783234840286590268119258902","roles":[{"name":"CMS User","role":"ROLE_CMS_USER"},{"name":"Contributor","role":"ROLE_CONTRIBUTOR"},{"name":"Editor","role":"ROLE_EDITOR"},{"name":"Super Admin","role":"ROLE_SUPER_ADMIN"},{"name":"Super User","role":"ROLE_SUPER_USER"}],"profiles":{"data":[{"id":"84c775b4-26e4-4285-a0cb-ab642b885442","dateCreated":{"date":"2016-06-21 15:54:31","timezone":"UTC","timezone_type":3},"dateUpdated":{"date":"2021-12-07 19:36:20","timezone":"UTC","timezone_type":3},"language":"en","title":"Senior Editor","byline":"Elyse Betters Picaro is an editor based in New York.","bureau":"US","authorBio":"Elyse Betters Picaro is an editor based in New York. 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YYYY","long_date":"MMMM d, YYYY"}},"id":"7d3a86ae-28f1-4a8e-a870-d7eca3d0d3d1","typeName":"content_topic_edition"},{"topic":"926c7fe3-bac7-46e3-b421-bf633d90ee73","edition":{"key":"as","label":"Asia","prefix":"as\u002F","lang":"en","translationLocale":"en_SG","locales":["fa-af","hy-am","az-az","bn-bd","dz-bt","ms-bn","zh-cn","km-kh","en-hk","zh-hk","in-id","ja-jp","kk-kz","ky-kg","lo-la","ms-my","dv-mv","mm-mn","my-mm","ne-np","kr-kp","en-pk","en-ph","en-sg","si-lk","ko-kr","tg-tj","zh-tw","th-th","pt-tl","tk-tm","uz-uz","vi-vn"],"timezone":"Asia\u002FSingapore","dateFormat":"MMMM d, yyyy -- HH:mm z LOCALTIME","metadata":{"nav_label":"Asia Edition","currency_name":"USD","short_date":"MMM d, YYYY","long_date":"MMMM d, YYYY"}},"id":"e2424d69-eff9-4581-b7b0-f96afb5aefab","typeName":"content_topic_edition"},{"topic":"926c7fe3-bac7-46e3-b421-bf633d90ee73","edition":{"key":"in","label":"India","prefix":"in\u002F","lang":"en","translationLocale":"en_IN","locales":["en-in"],"timezone":"Asia\u002FKolkata","dateFormat":"MMMM d, yyyy -- HH:mm z LOCALTIME","metadata":{"nav_label":"India Edition","currency_name":"USD","short_date":"MMM d, YYYY","long_date":"MMMM d, YYYY"}},"id":"e2735467-5c7d-4745-9ab3-568c1f62fc59","typeName":"content_topic_edition"}],"paging":{"total":6,"limit":15,"offset":0}},"languages":{"data":[{"canonicalUrl":null,"suppressSearch":false,"titleTag":null,"excludeFromRivers":false,"noIndex":false,"seoHeadline":null,"seoMetaDescription":null,"seoNewsKeywords":null,"relAlternate":null,"relHreflang":null,"relNext":null,"relPrev":null,"seoTwitterCreator":null,"seoTwitterTitle":null,"seoTwitterImage":null,"seoTwitterDescription":null,"seoOgDescription":null,"seoOgImage":null,"seoOgTitle":null,"siteSearchBoostKeywords":null,"tweetText":null,"id":"f8524c54-7fb9-43a0-bad7-2af8fe40ca98","name":"Productivity","description":"Maximizing productivity: The goal -- achieving ever greater efficiency and profits - may not change, but the tools and best practices rarely stand still.","language":"en","slug":"productivity","vanityUrl":null,"typeName":"content_topic_language"}],"paging":{"total":1,"limit":15,"offset":0}},"name":"Productivity","description":"Maximizing productivity: The goal -- achieving ever greater efficiency and profits - may not change, but the tools and best practices rarely stand still.","slug":"productivity","landingPage":null,"listingPage":null,"typeName":"content_topic"},"typeName":"content_article"}],"title":null,"view":"pinbox_single"}\"\u003E \u003C\u002Fshortcode\u003E\u003Cp\u003EToday, I coordinate with teams, rather than manage them. I have students rather than employees. I research projects rather than launch products. My daily productivity flow reflects the changes in career as I've evolved from founder to advisor, manager to professor, and publisher to columnist. \u003C\u002Fp\u003E\u003Cp\u003EI use a tremendous number of tools for my projects, and they often change from project to project. But what I'm going to discuss here are the tools I use on a daily basis to manage my \"flow\". \u003C\u002Fp\u003E\u003Ch2\u003EWhat do I mean by my flow? \u003C\u002Fh2\u003E\u003Cp\u003EI divide my work day into two main chunks of time: Communications and knowledge gathering time, and project time. Every day has pretty much the same communications and knowledge gathering activities, which follows a relatively consistent pattern that has proven to be highly productive for me. These are the daily productivity activities I've been talking about. \u003C\u002Fp\u003E\u003Cp\u003EIn my case, morning to mid-afternoon is that daily productivity time. That's when I connect with and follow-up with all my constituents, students, editors, producers, etc., when I do my daily reading to keep up with both news and new technology, and when I manage my schedule, schedule my tasks, make calls, and write and respond to email. \u003C\u002Fp\u003E\u003Cp\u003E\u003Cstrong\u003EAlso: \u003C\u002Fstrong\u003E\u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002Farticle\u002Fcan-a-smart-office-make-your-team-more-productive-too\u002F\" target=\"_blank\"\u003E\u003Cstrong\u003ECan a smart office make your team more productive too?\u003C\u002Fstrong\u003E\u003C\u002Fa\u003E\u003C\u002Fp\u003E\u003Cp\u003EThat whole process is my flow. Over my many various iterations, I've managed to optimize this process so I'm able to get a tremendous amount done in a relatively short amount of time.\u003C\u002Fp\u003E\u003Cp\u003EThe other half of my day is project time. This is when I work on everything from academic papers to the presentations, white papers, and webcasts I do for ZDNet to developing code to most of the projects I write about for DIY-IT. I tend to work on projects in the late afternoon and the late evening, with a break in the early evening for family time and lunch or dinner. \u003C\u002Fp\u003E\u003Ch2\u003EChanges due to the pandemic\u003C\u002Fh2\u003E\u003Cp\u003EThe last time I updated this guide was in early 2019. Obviously, a few things have happened since then. In terms of my daily productivity, I go out a lot less than I used to. Back then, I was often running from place to place and had to build up an everyday carry (EDC) that could allow me to dive into any project or work with any team no matter where I was. I had EDC kits for a coffee shop programming run and EDC kits for week long conference work. I even built an EDC for \u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002Farticle\u002Froad-tech-how-i-left-florida-to-escape-irma-and-never-went-back\u002F\" target=\"_blank\"\u003Eemergency evacuation of an indeterminate time\u003C\u002Fa\u003E.\u003C\u002Fp\u003E\u003Cp\u003E\u003Cstrong\u003EAlso: \u003C\u002Fstrong\u003E\u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002Farticle\u002Fwhats-inside-gewirtzs-home-office-20-years-of-refinement-and-evolution\u002F\" target=\"_blank\"\u003E\u003Cstrong\u003EWhat's inside Gewirtz's home office? 20 years of refinement and evolution\u003C\u002Fstrong\u003E\u003C\u002Fa\u003E\u003C\u002Fp\u003E\u003Cp\u003ENow, \u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002Farticle\u002Fwhats-inside-gewirtzs-home-office-20-years-of-refinement-and-evolution\u002F\" target=\"_blank\"\u003Emostly I'm home\u003C\u002Fa\u003E. If I'm out, it's a dedicated out-and-back with a specific purpose. There is no meandering, browsing, or schmoozing. Yes, I know other people may feel comfortable going back to the pre-pandemic normal, but I have reasons for playing it a bit more safe than most might.\u003C\u002Fp\u003E\u003Cp\u003EIn any case, what that means is that instead of my escalating ranking of phones, tablets, Chromebooks and laptops, I just carry my \u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002Farticle\u002Fdont-buy-that-expensive-new-iphone-13-how-used-iphones-can-deliver-huge-savings\u002F\" target=\"_blank\"\u003EiPhone 12 Pro Max\u003C\u002Fa\u003E. It will keep me up to speed until I get back home and can pick up where I left off.\u003C\u002Fp\u003E\u003Ch2\u003ETools for my daily flow\u003C\u002Fh2\u003E\u003Cp\u003ENow that you understand how my working environment has changed and how I structure my work day, let's discuss the tools I use in my daily flow. It all starts with Gmail... \u003C\u002Fp\u003E\u003Ch2\u003EFirst morning Gmail\u003C\u002Fh2\u003E\u003Cp\u003EIt's been quite a while since \u003Cshortcode shortcode=\"link\" asset-type=\"article\" uuid=\"33872aff-1ed9-11e4-8c7f-00505685119a\" slug=\"why-i-bit-the-bullet-and-finally-switched-from-outlook-to-gmail\" link-text=\"I made the switch from Outlook to Gmail\"\u003E \u003C\u002Fshortcode\u003E, and I have to tell you, my productivity has improved tremendously, and after more than half a decade of use, I don't regret the move one bit. Having the exact same email interface on all my machines, with tight integration into my iPhone, iPad, and computers, has made all the difference. \u003C\u002Fp\u003E\u003Cp\u003EI no longer have thousands of unruly items filling my inbox. In fact, that's a big part of what this daily productivity process is all about. \u003C\u002Fp\u003E\u003Cp\u003E\u003Cstrong\u003EAlso: \u003C\u002Fstrong\u003E\u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002Farticle\u002Fhelp-i-have-100000-unread-messages-in-my-gmail-inbox-where-do-i-even-start-ask-zdnet\u002F\" target=\"_blank\"\u003E\u003Cstrong\u003EHelp! I have 100,000 unread messages in my Gmail inbox. How do I get to Inbox Zero?\u003C\u002Fstrong\u003E\u003C\u002Fa\u003E\u003C\u002Fp\u003E\u003Cp\u003EMy day starts with my alarm going off. From under the covers, I usually reach over to my phone, painfully crack one eye open, tap the Gmail app, and scan to see if there's anything on fire. \u003C\u002Fp\u003E\u003Cp\u003EActually, scratch that. I no longer take my iPhone to bed with me. Instead, I wear my \u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002Farticle\u002Fwhat-is-apple-fitness-and-how-to-use-it\u002F\" target=\"_blank\"\u003EApple Watch\u003C\u002Fa\u003E. When I wake up, I can still glance at my notifications, but by leaving the tiny computers outside of the bedroom, I'm not tempted to check on work, read my mail, or play Wordle when I should be sleeping.\u003C\u002Fp\u003E\u003Cshortcode shortcode=\"image\" uuid=\"0f1152c8-9dbd-4342-aff1-4026e55272df\" size=\"original\" float=\"none\" image-caption=\"\u003Cp\u003EThe boy\u003C\u002Fp\u003E\" image-alt-text=\"img-4712.jpg\" image-filename=\"thumbnail-img-6788.jpg\" image-date-created=\"2022\u002F05\u002F09\" image-width=\"1280\" image-height=\"752\" image-do-not-crop=\"false\" image-do-not-resize=\"false\" image-watermark=\"false\" lightbox=\"false\"\u003E \u003C\u002Fshortcode\u003E\u003Cp\u003EThe way I have Gmail set up, only the most important messages show up on my watch. Same with Slack notifications. Basically, unless there's something urgent from one of my editors, I can start my day in peace. If there's nothing urgent, I hit the snooze button. After repeating this ritual two or three times, I get up, do my morning necessaries, and zombie-walk to the coffee maker. \u003C\u002Fp\u003E\u003Cshortcode shortcode=\"pinbox\" uuid=\"d0d6e607-0e26-4d83-9863-a20084f953f8\" uri=\"\u002Fapi\u002Fcomponent\u002Feditorial\u002Fd0d6e607-0e26-4d83-9863-a20084f953f8\" float=\"right\" data-key=\"pinbox__5700f6e1-fb64-57f5-a2d5-4e261c26a8b6\" api=\"{"content":[{"body":null,"dek":"Apple, Samsung, and others battle for your wrist.","description":"Apple, Samsung, and others battle for your wrist.","edition":{"key":"us","label":"US","prefix":"","lang":"en","translationLocale":"en_US","locales":["en-us"],"timezone":"America\u002FLos_Angeles","dateFormat":"MMMM d, yyyy -- HH:mm z LOCALTIME","metadata":{"nav_label":"US Edition","currency_name":"USD","short_date":"MMM d, YYYY","long_date":"MMMM d, YYYY"}},"image":{"id":"34aa36b6-e6f0-44d3-b8ad-87b8f603bf23","title":"best-smartwatch","filename":"best-smartwatch.jpg","path":"https:\u002F\u002Fweb.archive.org\u002Fweb\u002F20220715044452\u002Fhttps:\u002F\u002Fimage-resizer.prod.zdnet.com\u002Fi\u002F2021\u002F05\u002F14\u002F34aa36b6-e6f0-44d3-b8ad-87b8f603bf23\u002Fbest-smartwatch.jpg","caption":"<p><\u002Fp>","tags":[],"size":741880,"width":1600,"height":1069,"author":{"id":"781a4b26-f4ec-4df5-84ed-c2775cdfd86f","username":"ebetters","email":"epicaro@redventures.com","firstName":"Elyse","middleName":null,"lastName":"Betters Picaro","dateCreated":{"date":"2016-06-21 00:00:00","timezone":"UTC","timezone_type":3},"dateUpdated":{"date":"2020-12-07 15:47:59","timezone":"UTC","timezone_type":3},"ursId":"27051783234840286590268119258902","roles":[{"name":"CMS User","role":"ROLE_CMS_USER"},{"name":"Contributor","role":"ROLE_CONTRIBUTOR"},{"name":"Editor","role":"ROLE_EDITOR"},{"name":"Super Admin","role":"ROLE_SUPER_ADMIN"},{"name":"Super User","role":"ROLE_SUPER_USER"}],"profiles":{"data":[{"id":"84c775b4-26e4-4285-a0cb-ab642b885442","dateCreated":{"date":"2016-06-21 15:54:31","timezone":"UTC","timezone_type":3},"dateUpdated":{"date":"2021-12-07 19:36:20","timezone":"UTC","timezone_type":3},"language":"en","title":"Senior Editor","byline":"Elyse Betters Picaro is an editor based in New York.","bureau":"US","authorBio":"Elyse Betters Picaro is an editor based in New York. Previously, she was an editor at 9to5Mac, 9to5Google, and Pocket-lint. She has an MFA from The New School in Manhattan and a BA from the University of Massachusetts at Amherst.","authorDisclosure":"Elyse Betters Picaro has nothing to disclose.","typeName":"user_user_profile"}],"paging":{"total":1,"limit":15,"offset":0}},"profile":{"id":"84c775b4-26e4-4285-a0cb-ab642b885442","dateCreated":{"date":"2016-06-21 15:54:31","timezone":"UTC","timezone_type":3},"dateUpdated":{"date":"2021-12-07 19:36:20","timezone":"UTC","timezone_type":3},"language":"en","title":"Senior Editor","byline":"Elyse Betters Picaro is an editor based in New York.","bureau":"US","authorBio":"Elyse Betters Picaro is an editor based in New York. Previously, she was an editor at 9to5Mac, 9to5Google, and Pocket-lint. She has an MFA from The New School in Manhattan and a BA from the University of Massachusetts at Amherst.","authorDisclosure":"Elyse Betters Picaro has nothing to disclose.","typeName":"user_user_profile"},"socialProfileIds":{"facebookProfile":null,"facebookPage":null,"twitter":"elysebetters","googlePlus":null,"instagram":"elysebetters"},"suppressProfile":false,"editions":[],"defaultTimezone":"America\u002FNew_York","cmsDisplayName":"Elyse Betters Picaro","authorBlogs":[{"title":"Business Bargain Hunter","slug":"business-bargain-hunter"}],"language":"en","title":"Senior Editor","byline":"Elyse Betters Picaro is an editor based in New York.","bureau":"US","authorBio":"Elyse Betters Picaro is an editor based in New York. Previously, she was an editor at 9to5Mac, 9to5Google, and Pocket-lint. She has an MFA from The New School in Manhattan and a BA from the University of Massachusetts at Amherst.","authorDisclosure":"Elyse Betters Picaro has nothing to disclose."},"dateCreated":{"date":"2021-05-14 16:10:11","timezone":"UTC","timezone_type":3},"dateUpdated":{"date":"2021-05-14 16:10:13","timezone":"UTC","timezone_type":3},"needsModeration":false,"mimeType":"image\u002Fjpeg","deleted":false,"credits":null,"alt":"best-smartwatch.jpg","restricted":false,"startDate":null,"endDate":null,"preferred":false,"watermark":false,"doNotCrop":false,"doNotResize":false,"primaryCollection":null,"vanityUrl":null,"notes":null,"crop":null,"cropGravity":0,"preservedRegion":null,"isNew":false,"keywords":[],"primeColor":null,"hasWarning":false,"typeName":"content_image"},"label":null,"linkText":null,"linkUrl":null,"preferredProductName":null,"promoDek":"Apple, Samsung, and others battle for your wrist.","promoTitle":null,"slug":"best-smartwatch","title":"The best 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the best business and technology ideas emerging from around the globe and how they are promising to shape our future.","language":"en","slug":"innovation","vanityUrl":null,"typeName":"content_topic_language"}]},{"id":"eca19898-12cf-4e3a-bca9-73b9d72c405c","name":"Wearables","typeName":"content_topic","slug":"wearables","languages":[{"canonicalUrl":null,"suppressSearch":false,"titleTag":null,"excludeFromRivers":false,"noIndex":false,"seoHeadline":null,"seoMetaDescription":null,"seoNewsKeywords":null,"relAlternate":null,"relHreflang":null,"relNext":null,"relPrev":null,"seoTwitterCreator":null,"seoTwitterTitle":null,"seoTwitterImage":null,"seoTwitterDescription":null,"seoOgDescription":null,"seoOgImage":null,"seoOgTitle":null,"siteSearchBoostKeywords":null,"tweetText":null,"id":"624617d7-b7e8-46a9-b69f-a795303e5fd6","name":"Wearables","description":"Not just for fitness geeks anymore, wearable tech is enhancing and extending our heath, security, productivity and entertainment 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Watches","description":null,"slug":"smart-watches","landingPage":null,"listingPage":null,"typeName":"content_topic"},"typeName":"content_article"}],"title":"ZDNet Recommends","view":"pinbox_single"}\"\u003E \u003C\u002Fshortcode\u003E\u003Cp\u003EOnce I have coffee in hand, I navigate \u003Cshortcode shortcode=\"link\" asset-type=\"article\" uuid=\"f952355c-34cd-11e4-9e6a-00505685119a\" slug=\"how-i-crowdsourced-my-puppys-name\" link-text=\"the puppy's\"\u003E \u003C\u002Fshortcode\u003E tower defense strategy for the morning, trying not to get my toes bit, spill my coffee, or step on one of his well-chewed stuffed animal friends. Eventually, I reach the couch, flip on my couch-side monitor, and once again check my email. \u003C\u002Fp\u003E\u003Cp\u003EAt this point, I tend to take note of what's in my inbox, but I neither process it, nor respond to it. I want to let the coffee take hold. \u003C\u002Fp\u003E\u003Cp\u003EI also take a quick look at my calendar and my to-do list to make sure I know what's on deck for the day. \u003C\u002Fp\u003E\u003Ch2\u003EDaily must-reads with Pocket\u003C\u002Fh2\u003E\u003Cp\u003ENext up, I hit my daily most-reads. Of course, this starts with \u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002F\"\u003E\u003Cem\u003EZDNet\u003C\u002Fem\u003E\u003C\u002Fa\u003E, then usually \u003Ca href=\"http:\u002F\u002Fwww.drudgereport.com\u002F\"\u003E\u003Cem\u003EDrudge\u003C\u002Fem\u003E\u003C\u002Fa\u003E\u003Cem\u003E \u003C\u002Fem\u003Eand \u003Ca href=\"http:\u002F\u002Fwww.techmeme.com\u002F\"\u003E\u003Cem\u003ETechmeme\u003C\u002Fem\u003E\u003C\u002Fa\u003E. I do a quick headline scan and anything that seems worth reading, I right-click and save to \u003Ca href=\"http:\u002F\u002Fgetpocket.com\u002F\"\u003EPocket\u003C\u002Fa\u003E. \u003C\u002Fp\u003E\u003Cshortcode shortcode=\"image\" uuid=\"91b0c8c8-826d-4236-8774-ca813d9493ff\" size=\"original\" float=\"none\" image-caption=\"\u003Cp\u003ESome of my reads for later today.\u003C\u002Fp\u003E\" image-alt-text=\"pocket-2022-05-09-06-11-17.jpg\" image-filename=\"pocket-2022-05-09-06-11-17.jpg\" image-date-created=\"2022\u002F05\u002F09\" image-width=\"1171\" image-height=\"838\" image-do-not-crop=\"false\" image-do-not-resize=\"false\" image-watermark=\"false\" lightbox=\"false\"\u003E \u003C\u002Fshortcode\u003E\u003Cp\u003EBefore I used Pocket, I used to open all the interesting headlines as new tabs. My browser was often overwhelmed with browser tabs, sometimes to the point of crashing. If I switched computers, I had to try to figure out what tabs I had open, and otherwise somehow coordinate 10-50 open tabs. It was a mess. \u003C\u002Fp\u003E\u003Cp\u003ENow, I just save everything into Pocket, for later review. I actually do this in two phases. I use \u003Cem\u003EZDNet\u003C\u002Fem\u003E, \u003Cem\u003EDrudge\u003C\u002Fem\u003E, and \u003Cem\u003ETechmeme\u003C\u002Fem\u003E as a quick way to find out what the big news of the day is. Later in the morning, I'll open up \u003Ca href=\"http:\u002F\u002Ffeedly.com\u002F\"\u003EFeedly\u003C\u002Fa\u003E, and tackle as many sites as I feel I have time for, from my big list of feeds. Or, I might dig into a story that's interesting and trending, and look for more content, which I'll also save into Pocket. \u003C\u002Fp\u003E\u003Cp\u003EThe nice part about this is I can easily do this while drinking coffee. I can get a feel for the day from the headlines, but I don't need to have all my brain cells online quite so early. Then I go and make my oatmeal. I now eat oatmeal for breakfast every day. Why didn't I do this when I was younger. It's \u003Cem\u003Eso\u003C\u002Fem\u003E good for you.\u003C\u002Fp\u003E\u003Cp\u003EBy this point, I'm somewhere between 30 and 60 minutes into my day, I've had one or two cups of coffee, and I have a pretty solid feel for both what's going on in my own various domains as well as what's going on in the rest of the world. It's a very good, very quick way to come up to speed while waking up.\u003C\u002Fp\u003E\u003Cp\u003EDepending on the importance and urgency of the messages in my Gmail inbox, I'll either go straight into my morning email cycle or begin my morning reading. I prefer to do morning reading before email, so I'll discuss that next. \u003C\u002Fp\u003E\u003Ch2\u003EThe Pocket-read-post-archive cycle\u003C\u002Fh2\u003E\u003Cp\u003EI read. A lot. I need to keep up to date on a tremendous amount of information, both breaking news related and deep technical or academic information. As a result, a good percentage of my morning is spent reading. I also watch a lot of YouTube videos. I'm almost always learning about new stuff, and many YouTube videos provide great introductions to both how those things work and what they do. Without YouTube, I never would have \u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002Farticle\u002Fhands-on-building-the-next-generation-x-carve-cnc-build-log\u002F\" target=\"_blank\"\u003Egotten my CNC up and running\u003C\u002Fa\u003E and done \u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002Farticle\u002Fmy-first-big-cnc-project-a-parts-organizer-rack\u002F\" target=\"_blank\"\u003Emy first successful build\u003C\u002Fa\u003E.\u003C\u002Fp\u003E\u003Cp\u003EBecause I've already selected the articles from my top sources, I can open up Pocket and start reading. I like this a lot, because I now have all my content in one location. \u003C\u002Fp\u003E\u003Cp\u003EWhat's particularly nice about Pocket is that it runs on not only my couch-side web browser and on Chrome, but there are versions of Pocket for iOS and Android. As a result, I can read articles anywhere -- even in the \u003Cem\u003Enecessarium\u003C\u002Fem\u003E or when I'm out and about. \u003C\u002Fp\u003E\u003Cp\u003EPart of my morning flow is posting to the social networks. Unfortunately, this has changed. It used to be that whenever I found an article that was interesting in my Pocket collection, I tapped the Share icon in Pocket and then selected \u003Ca href=\"http:\u002F\u002Fbufferapp.com\"\u003EBuffer\u003C\u002Fa\u003E. Buffer then took the article, scheduled it, and posted it to Twitter, Facebook, and LinkedIn. Two clicks and I used to be able shared something interesting.\u003C\u002Fp\u003E\u003Cp\u003EBut Facebook broke that. Facebook no longer allows tools like Buffer and \u003Ca href=\"https:\u002F\u002Fhootsuite.com\u002F\" target=\"_blank\"\u003EHootsuite\u003C\u002Fa\u003E to to post to personal Facebook pages. I've spent years building up my personal Facebook page following and don't want to start a corporate page (or orphan all my followers), so when Facebook broke auto-posting, it hurt. Now, I hand post to Twitter and then do it again on Facebook. 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I used to save off articles that would serve me for either projects I'm working on or general research resources. While I use \u003Ca href=\"http:\u002F\u002Fevernote.com\"\u003EEvernote\u003C\u002Fa\u003E to write articles, I no longer use Evernote as my hub of everything. Pocket handles archived articles just fine. And Notion (more on that later) handles notes.\u003C\u002Fp\u003E\u003Cp\u003ERinse, wash, repeat. \u003C\u002Fp\u003E\u003Cp\u003EI'm relatively holistic about my morning reading process. I do it until I'm bored or hungry, or feel like switching gears and moving on to managing my email and schedule. \u003C\u002Fp\u003E\u003Cp\u003EThe key point to all of this is that ever since I moved to this Pocket-read-post-archive cycle for my daily reading, my productivity and flexibility has gone up tremendously. I'm getting more done, and the quality of the process is far more pleasant. I'm no longer tied to my desktop browser, because all of these tools work on all my devices. \u003C\u002Fp\u003E\u003Ch2\u003EConnecting and scheduling\u003C\u002Fh2\u003E\u003Cp\u003EAssuming there's nothing on fire that I've had to handle first thing, at some point during the morning, I'll switch from reading to communicating. I'll switch out of Pocket and into Gmail and work my way through my email. \u003C\u002Fp\u003E\u003Cp\u003EGmail does a great job of filtering out spam, but I'll go through the Updates and Promotions tabs and delete or mark-as-spam anything that's not necessary. This is usually a pretty fast cleanup. \u003C\u002Fp\u003E\u003Cp\u003ESometimes, there's something in my Updates section that indicates there's an action item. For example, if one of my websites has pushed out a security warning, depending on the severity I'll either go right to work fixing the problem or sending the email to Todoist as a to-do item. \u003C\u002Fp\u003E\u003Cp\u003EThis is where the integration of \u003Cshortcode shortcode=\"commercelinkshortcode\" id=\"b3e6f6a4-3113-48a0-a580-47cdd28301c7\" raw-url=\"https:\u002F\u002Ftodoist.com\u002F\" link-shortcode-text=\"Todoist\" use-monetization=\"true\" edition=\"us\" data-key=\"commercelinkshortcode_b3e6f6a4-3113-48a0-a580-47cdd28301c7\" position=\"NaN\" url=\"https:\u002F\u002Ftodoist.com\u002F\" api=\"{"_id":{"$oid":"62790af237bd9527a14f0e00"},"newParentVersionId":"602dc3d0-d392-4efd-9747-e1b6ab055044","uuid":"b3e6f6a4-3113-48a0-a580-47cdd28301c7","linkShortcodeText":"Todoist","metadata":{"parentId":"2d6c1b6b-5829-11e4-b6a0-d4ae52e95e57","parentContentType":"content_article","slug":"my-top-productivity-tools-and-tricks-for-managing-my-daily-workflow","dateUpdated":{"date":"2022-05-09 14:15:58.966374","timezone_type":3,"timezone":"UTC"},"timestamp":1652105758000,"lastUpdatedBy":"25524844979454957457847746312360","edition":"us"},"monetizedUrl":null,"rawUrl":"https:\u002F\u002Fweb.archive.org\u002Fweb\u002F20220715044452\u002Fhttps:\u002F\u002Ftodoist.com\u002F","shortcodeType":"commercelink","siteId":5,"useMonetization":true,"url":"https:\u002F\u002Fweb.archive.org\u002Fweb\u002F20220715044452\u002Fhttps:\u002F\u002Ftodoist.com\u002F"}\"\u003E \u003C\u002Fshortcode\u003E and Gmail is so nice. All I need to do is tap the Todoist icon, and I can turn the email message into a to-do item, complete with a link back to the original email message. Once I've scheduled it as a to-do item (either for that day or a later date), I can then archive the message and it's out of my inbox. \u003C\u002Fp\u003E\u003Cp\u003E\u003Cstrong\u003EAlso: \u003C\u002Fstrong\u003E\u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002Farticle\u002Fmicrosoft-to-do-vs-google-tasks-the-best-list-manager-app-for-you\u002F\" target=\"_blank\"\u003E\u003Cstrong\u003EMicrosoft To Do vs Google Tasks: The best list manager app for you\u003C\u002Fstrong\u003E\u003C\u002Fa\u003E\u003C\u002Fp\u003E\u003Cp\u003EI use the same process for the rest of my email. If I can reply immediately to a query from someone mailing me, I do. If not (for example, if it will require additional research or it's really an action item disguised as an email message), I'll send it over to Todoist as a to-do item and clear it out of my inbox. \u003C\u002Fp\u003E\u003Cp\u003EI do the same with calendar-related items. For example, I'm on the Information Systems and Management Certificate Advisory Board at the UC Berkeley extension, and when I get an email that there's a scheduled meeting, I can right-click on the date right in the middle of the email message and schedule it to the calendar. Once again, the original email is available as a link, so I can remove it from my inbox and archive it. \u003C\u002Fp\u003E\u003Cp\u003EIn this way, I can power through my inbox, responding, assigning to to-do items, or to calendar. Within a very short time, I have my inbox cleared. \u003C\u002Fp\u003E\u003Cp\u003ENow, to be fair, I have a slight email fetish, so I do check back in to my inbox, once or twice (or 20 or 30 times) a day. But now that my inbox is generally clean and empty, that practice doesn't have much to grab onto, and it's only a waste of a second or two. \u003C\u002Fp\u003E\u003Cp\u003EIn fact, now that I have email notifications integrated into my watch, I'm finding I'm actually breaking myself of the habit, because unless I hear the notification tone, I don't have any important emails coming in. I have actually gone a few hours without checking my email inbox, which is something of a record for me. \u003C\u002Fp\u003E\u003Ch2\u003EManaging my daily teaching opportunities\u003C\u002Fh2\u003E\u003Cp\u003EAs it turns out, supporting users is a lot like teaching online students.\u003C\u002Fp\u003E\u003Cp\u003ESome years ago, I adopted a bunch of WordPress plugins as \u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002Farticle\u002Fwhy-i-code-how-to-think-about-side-projects\u002F\"\u003Ea side-project that helps me keep my coding skills sharp\u003C\u002Fa\u003E. One of the (unexpected) side-effects of that is that I now have users to support. Yep, even free plugins require some amount of support time.\u003C\u002Fp\u003E\u003Cp\u003EThe way I manage this is I've added a support ticketing system to my lab notes website. I use a cloud service called \u003Ca href=\"https:\u002F\u002Fwww.helpscout.com\u002F\" target=\"_blank\"\u003EHelp Scout\u003C\u002Fa\u003E. Users post their questions and I get an email notification. All the details for each users' situation is kept in one thread on the site, so when I go back to the conversation days or weeks later, I can see what previously transpired, all in one place. \u003C\u002Fp\u003E\u003Cshortcode shortcode=\"image\" uuid=\"0c40097b-2bec-4619-8e73-f7aba6cdd27e\" size=\"original\" float=\"none\" image-caption=\"\u003Cp\u003EHelp Scout also has great team features, but I'm a programming army of one.\u003C\u002Fp\u003E\" image-alt-text=\"help-scout-2022-05-09-06-12-35.jpg\" image-filename=\"help-scout-2022-05-09-06-12-35.jpg\" image-date-created=\"2022\u002F05\u002F09\" image-width=\"1403\" image-height=\"519\" image-do-not-crop=\"false\" image-do-not-resize=\"false\" image-watermark=\"false\" lightbox=\"false\"\u003E \u003C\u002Fshortcode\u003E\u003Cp\u003EI just think of those users like more of my students. If any questions show up in my inbox, I go into the ticketing system and answer questions. I'm not assigning users letter grades, but otherwise the process is pretty much the same. \u003C\u002Fp\u003E\u003Cp\u003EBy the way, this is also a great way to think about users, which I initially was a bit unhappy about adding to my daily workload. But the reframe is this: I'm an educator and these are more people in need of assistance while they're learning to use these plugins. So, rather than thinking about providing user support as an added workload, I think of the users as more of my students and their questions as simply more teaching opportunities. 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\u003C\u002Fshortcode\u003E\u003Cp\u003EHere's another little trick I use: I get a lot of feature requests (which I call \"cool feature ideas\") from the plugin users. The go into \u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002Farticle\u002Fnotion-app-review\u002F\" target=\"_blank\"\u003Ethe bug tracking system I manage in Notion\u003C\u002Fa\u003E.\u003C\u002Fp\u003E\u003Ch2\u003ETo-doing my to-do list\u003C\u002Fh2\u003E\u003Cp\u003EBy this point, I'm usually most of the way through the morning. My email has been processed and actions have been moved to my to-do list and schedule items to my calendar. I've done a considerable amount of reading, and I'm up to speed on the various issues I'm responsible for following. I've graded students and supported users (and added any bugs or key follow-up items to my to-do list). \u003C\u002Fp\u003E\u003Cp\u003ENow, it's time to tackle the to-do items. Like Pocket and Gmail, Todoist runs on my phone, my tablets, and on my desktop in a browser window. It even runs on my Apple Watch. So I can organize and manage my to-do items from anywhere. \u003C\u002Fp\u003E\u003Cp\u003EThe very first thing I do is go down the list and move items around. Some items are no longer a today priority, while some have increased in priority. I have some repeating tasks (like grading students for each of my sections) that pop up when they need to. \u003C\u002Fp\u003E\u003Cp\u003EBefore I go on to the rest of my day, which is doing my to-do tasks and slowly migrating into project time, I'll tell you my newest secret weapon for managing to-do items: \u003Ca href=\"https:\u002F\u002Fnotion.so\" target=\"_blank\"\u003ENotion\u003C\u002Fa\u003E. I used to use \u003Ca href=\"https:\u002F\u002Ftrello.com\u002F\" target=\"_blank\"\u003ETrello\u003C\u002Fa\u003E to do this, but hit a couple of walls. Notion, which is a bit new and a bit weird, has a whole pile of possibilities. \u003C\u002Fp\u003E\u003Cp\u003E\u003Cstrong\u003EAlso: \u003C\u002Fstrong\u003E\u003Ca href=\"https:\u002F\u002Fwww.zdnet.com\u002Farticle\u002Fnotion-app-review\u002F\" target=\"_blank\"\u003E\u003Cstrong\u003ENotion app review: Why (and how) I rely on this powerful productivity tool\u003C\u002Fstrong\u003E\u003C\u002Fa\u003E\u003C\u002Fp\u003E\u003Cp\u003ENotion solves a classic to-do list problem: Too many items on the to-do lists. We all suffer from this practice, where anything that might have to be done, even someday items and \"I'll get to it when I can\" items, future project ideas, and all the rest all wind up on the to-do list as low-priority items that fill the list to the brim. \u003C\u002Fp\u003E\u003Cp\u003ESome days are spent merely taking all those items that were previously scheduled for the, say, 15th of next month, and moving them to the following month once again. \u003C\u002Fp\u003E\u003Cp\u003EI gave this problem a lot of thought and realized there are items I need to do, that are actionable in the near term, and items that just need to be on a list somewhere, that have no specific priority. \u003C\u002Fp\u003E\u003Cshortcode shortcode=\"image\" uuid=\"33290891-6956-44b9-bc64-4a2c95fe85d3\" size=\"original\" float=\"none\" image-caption=\"\u003Cp\u003EManaging projects in Notion\u003C\u002Fp\u003E\" image-alt-text=\"rvzdnet-projects-2022-04-29-03-26-25.jpg\" image-filename=\"rvzdnet-projects-2022-04-29-03-26-25.jpg\" image-date-created=\"2022\u002F05\u002F09\" image-width=\"1066\" image-height=\"397\" image-do-not-crop=\"false\" image-do-not-resize=\"false\" image-watermark=\"false\" lightbox=\"false\"\u003E \u003C\u002Fshortcode\u003E\u003Cp\u003ENotion is a combination whiteboard, list manager, project manager, app engine, and database. It's actually quite odd and quite wonderful. It takes a while to get your arms around all it can do, but once you do, it's incredibly helpful. Unfortunately, it's got a silly name, a relatively uninspiring icon and marketing site, so I worry about its survivability. That said, it does have some serious funding behind it, so I'm hoping for the best.\u003C\u002Fp\u003E\u003Cp\u003EYou can create boards of certain categories, and inside those boards, you can make lists. Each list item is a card on a board, and you can write notes and interact with other members of a team on the back of each card. It sounds complex, but it's amazingly intuitive. \u003C\u002Fp\u003E\u003Cp\u003ENotion is also available on Android and iOS as well as web platforms, so once again, I can work on my work from anywhere. \u003C\u002Fp\u003E\u003Cp\u003EI've set up a bunch of Notion pages and all the items that \"should be on the list\" but aren't actionable this week or next go onto a Notion. I regularly dig into those pages, particularly when I'm working on a corresponding project, and pull items from the page and assign them to Todoist -- but only if I intend to work on them right away, that week. \u003C\u002Fp\u003E\u003Cp\u003EThat, by the way, is the entire key to keeping your to-do list under control. If you actually intend to do an item within a reasonably short period of time, put it on your to-do list. If you expect to do it someday, it's not a to-do list item, not an actionable item, and you should write them on another list somewhere. 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Printing","description":"Perhaps no technology has been overhyped more than 3D printing in recent years, but that doesn't mean it isn't delivering real disruption.","slug":"3d-printing","landingPage":null,"listingPage":null,"typeName":"content_topic"},"typeName":"content_article"}],"title":"ZDNet Recommends","view":"pinbox_single"}\"\u003E \u003C\u002Fshortcode\u003E\u003Cp\u003EI've also set up Notion pages for each 3D printer, and for managing and tracking my reviews and video projects. It's great as a catch-all for lots of details, but unlike previous catch-alls like Evernote, Notion allows you to assign some structure and layout to the stuff you're working with. \u003C\u002Fp\u003E\u003Ch2\u003EBlocking out time for my projects\u003C\u002Fh2\u003E\u003Cp\u003EI use Notion for managing the details of my projects, but I visualize them using Google Calendar. I have three special calendars I set up: DG Planner, Planner Tentative, and Project Due.\u003C\u002Fp\u003E\u003Cshortcode shortcode=\"image\" uuid=\"937f5b56-b15b-45b2-8f2d-3968645539be\" size=\"original\" float=\"none\" image-caption=\"\u003Cp\u003EI turned off my regular appointments so you can see how I block out chunks of time. This is a busy month.\u003C\u002Fp\u003E\" image-alt-text=\"google-calendar-february-2022-2022-05-09-06-15-01.jpg\" image-filename=\"google-calendar-february-2022-2022-05-09-06-15-01.jpg\" image-date-created=\"2022\u002F05\u002F09\" image-width=\"1180\" image-height=\"771\" image-do-not-crop=\"false\" image-do-not-resize=\"false\" image-watermark=\"false\" lightbox=\"false\"\u003E \u003C\u002Fshortcode\u003E\u003Cp\u003EI start with Project Due. Each deadline is placed on the calendar in a full-day appointment. Those deadlines are displayed in red, so I can't miss them. These calendar items represent the day I need to turn in a deliverable of one kind or another.\u003C\u002Fp\u003E\u003Cp\u003ENext is DG Planner. I use this to block out a set of days for everything that has a Project Due entry. If a project will take me four days, I use four full-day appointments. If three days, I use three, and so on. This way, I can see how busy I'll get, and I can make sure I don't double or triple-book any of my busiest production times.\u003C\u002Fp\u003E\u003Cp\u003EFinally, there's Planner Tentative. This is where I block out the approximate time a project I may or may not be working on will probably take. That way, if I'm taking with my team about a bunch of projects, I can block out some tentative time and see how my month is shaping up.\u003C\u002Fp\u003E\u003Cp\u003EWith this system, I rarely lose track of projects and also rarely overbook myself. It's worked quite well for a bunch of years now.\u003C\u002Fp\u003E\u003Ch2\u003ERethinking your flow\u003C\u002Fh2\u003E\u003Cp\u003EEvery few years, I rethink my productivity flow, usually when I find myself getting too far behind, or getting that \u003Cem\u003Ebaaaad\u003C\u002Fem\u003E feeling that I'm letting things slip through the cracks. This latest optimization, where I added Notion, has been working for a few months now, and so far it's the most effective flow I've used. Most of the elements, particularly how I use Gmail and Pocket, have been productive processes for years. \u003C\u002Fp\u003E\u003Cp\u003EAs I mentioned earlier, your flow will be different, but I strongly recommend you think about your work processes and optimize your daily activities. You'll find you're more effective and also that your days are more pleasant. \u003C\u002Fp\u003E\u003Cp\u003EThat's pretty much a nice win-win, isn't it? \u003C\u002Fp\u003E\u003Cp\u003EP.S. Surprisingly enough, there's no Microsoft software in my daily tools, still. Used to be, I lived in Outlook. I still use PowerPoint heavily for presentations, but my daily productivity is now completely non-Microsoft. That wasn't a political decision or statement. I rather like Microsoft. I just looked for and found the best tools for doing my job. If I were at Microsoft, I'd think long and hard about that. \u003C\u002Fp\u003E\u003Chr\u003E\u003Cp\u003E\u003Cem\u003EYou can follow my day-to-day project updates on social media. Be sure to follow me on Twitter at \u003Ca href=\"https:\u002F\u002Ftwitter.com\u002Fdavidgewirtz\"\u003E@DavidGewirtz\u003C\u002Fa\u003E, on Facebook at \u003Ca href=\"https:\u002F\u002Fwww.facebook.com\u002Fdavidgewirtz\"\u003EFacebook.com\u002FDavidGewirtz\u003C\u002Fa\u003E, on Instagram at \u003Ca href=\"https:\u002F\u002Fwww.instagram.com\u002FDavidGewirtz\u002F\"\u003EInstagram.com\u002FDavidGewirtz\u003C\u002Fa\u003E, and on YouTube at \u003Ca href=\"https:\u002F\u002Fwww.youtube.com\u002Fuser\u002FDavidGewirtzTV\"\u003EYouTube.com\u002FDavidGewirtzTV\u003C\u002Fa\u003E.\u003C\u002Fem\u003E\u003C\u002Fp\u003E\u003C\u002Fhr\u003E",dek:"Do you have too many items on your todo list or in your email inbox? 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