Hey ever an it is Francesco here welcome back to another video
Here on the key productive YouTube channel if you're brand new welcome, and if your regular welcome back so in today's video
I am actually going to be doing something something. I don't normally do I'm gonna be doing a full workflow video
I'm gonna show you every single
Major productivity app that I use across my day. I want to share how I use them
How I use them together if I do and also a bit more detail into some of the other
Micro resources I use across my day
And the main reason I wanted to do this video
It's because I've been putting up setup videos for a while now around like notion todoist in heaven out
and how I'm actually using them in context my everyday and
That's brilliant, and I get a lot of comments that are like for Jess go go deeper
Into that and I'm like okay, oh, actually I need to I know I need to UM so today's video
Hopefully will clear up a lot of that and hopefully pull together
How I'm using them in everyday practice now of course some I'll include everything inscription below
So you guys can go away and check all that stuff out
I'll probably do some sort of article as well if I can manage to get out early
I'll put it in description so you guys can go and actually see a website of all this stuff, and how I use it
So let's start off with the tools that I actually use and kick things off and for those who don't know
to do this is my to do this application of choice I
actually used to do this as basically a
Window of my 30 days of actionable tasks so what I'm going to do is you tend to find like
Most important tasks of the day just daily items
And I need to get done things that are really tangible and actionable now. I have as my
calendar application Google Calendar
I also use calendars 5 on iOS because I find that
It distills Google Calendar in a bit of a slightly nicer light
And I use that for planning event and activities so nothing too complicated there now Evernote is my chosen
Note-taking resource I use it to store and it's no important information and take notes across my day
and that can be any bit of detail a
Notion is as I've talked a lot of you guys in comments
It's almost like making 30,000 feet view of all of my projects almost like goal setting planning
Almost how I used Trello to some extent which I'll come unto in a moment, and I'm also gonna mention today
how I'm using Google Drive to use Google Drive Mini for client work and document creation so it's really a
supporting tool
and doesn't really conflict with the likes of Evernote so just a note I
Actually, I wanted to talk about Trello because obviously you guys know time used Trollied quite a lot in the past I used it
actually for most of the time
in my sort of university years
And even afterwards like the first year and a bit of freelance and was that but in about two months away, okay?
I sort of moved away from it, and I'm using it solely and for project management resources at work and also for a few
Outlining things so I'll go into more detail on that when I talk about notion
But it's just something to be aware of and it's actually taken me a really long period of time to fully
transition and confirm my transition, so I actually started using notion in June time last year and
and then Trello was
You know slowly being replaced in the sense, but I didn't actually know
I didn't actually make the full commitment so it took me about six months to say actually six to eight months to fully transition
So let's start with todoist
I wanted to talk about my sort of process as I go across my day
Now introduced tends to be open most of the time on my day
I used the Mac version mainly I have the iOS version which I use as I go about my day to capture D
So there might tasks
I guess that come in so what I do is I capture most of my stuff in my inbox and a lot of time
that's using the
Control L. I believe it is I've set up on Mac as so I sexually saved tasks while i'm in other browsers
And i'll demonstrate a few of the ways i'm using that in a moment, but yet
It's really it a nice way to quickly capture tasks
And then what I do is if i'm out about I will actually capture stuff to the inbox
And that could be anything from shopping lists, but the application was great offline
So I'm always just adding stuff in there ideas as I'm going about my day now
I don't use the Siri integration
But it's something I definitely will look to do when I get a bit of a faster phone now
I'm using the day section so I actually plot all of the tasks for my week using day
So I click day and when I'm doing my full overview with using notion
Which I'll talk about a little in a bit. I put in all of the actionable items for the week ahead now
I would use comments to add context to tasks so you guys may have seen that I use comments
But I have already talked a great deal about it
I'll include links and sometimes even checklists of items that I need to actually get done and
sometimes even like up to seven to ten different tasks inside a
Checklist and the district this just provides me with a nice view and doesn't necessarily
Push me to use the subtasks function
I like the sub task function
But I just prefer using it with client activity because it makes it more actionable whereas if I've got admin tasks
I like to just list them using a simple checklist one two three four inside of to do as comments now
I'll include links in there as well all the time to Evernote links and things like that but no real direct
automation or Evernote
Workflow there, and I also use these later
Which used to be called plan to capture things for late in you're probably wondering. What exactly is that well
It's pretty much items that are like things for the weekend
Or I would say anything three days plus
That I know I'm gonna go go there and check in that inbox when I do my weekly overview
So I know I'm gonna get now there, but actually it really does help
Because they're like just things for later and things I can come to in the future again
That's sort of like replicated of GTD but not really
That's something that I think
you guys can sort of take with a pinch of salt debt now in terms of
sort of changes we might to doest I used to have that morning routine tab I sort of got a bit annoyed at it because
I actually knew my morning routine. I was just ticking off something just to tick it off for the the sake of starting my day
So what I have actually started doing is any admin periods of time in the day
I will basically
slot in like an admin tasks in the day
And then add a bunch of small items so for example with my kick off my day
I would want to start doing a few things like one two three four okay
I've done all of these micro actions so for example, maybe like you know clear email update client board updated
So things that take between five ten minutes to do
but just a really a good way to do it now in terms of viewing my week ahead my week is basically a
Timeline so it breaks through the skull per day on actions, and I use a sort of theming to some extent
I only really change my todoist every once a day, and that's just
Dependent on if there's something that's changed based on an event or based on other items
Now Google Calendar now. This is quite interesting as we move on to another one
Events and activities tend to get organized here
I open it in my morning and using the calendars five out of my phone
Just to double-check what meetings I have but a lot of the time. I tend to know what's coming up
I would use the Google home integration
In the morning sometimes it's back is out the room. I'll just go hey
You know what have I got on the calendar today, and it tends to tell me
But I pretty much store. Just all static events here. There's not really a great deal of
I'm gonna say like detail at some extent
There's always like something happening everyday, and I will use the timings and details of each thing now
I've started actually recently theming the days using the calendar. I never used to do this
She was inspired by Mike Vardy in that video when he was talking a lot about it
I previously did this but tend to be in my head
I knew that Monday would be content day or Tuesday would be content day and sort of flip it about
but
Using this theming for the old a function in Google Calendar. It's actually very very useful now
I only use the calendar for meetings and things so you'll see a fairly bare
Open space, but I actually used it quite aggressively before so it's actually
Been such a upgrade
Since that one now moving on to Evernote, and you're probably wondering what sort of things do I store in my Evernote account?
And I actually store a range of things ideas
Meeting notes and just general notes
projects
And you're probably wondering you know that sound like a generalized amount, but you've got to remember. I've been using Evernote for like
Five six seven years now, so I've got like this array of notes like I've literally got my history of
money career progression and even things like that in there so it's important for me to
Note that I am involving with my Evernote
I used to put all of that sort of stuff in there a lot of time and now I don't know it's not as much
And you should use it for journaling
But now I don't use it at all for journaling so it's always going to be changing
But my sort of general wolf Evernote is anything that is really focused on lesson two pages goes into Evernote
So for example if I'm like creating a document, and it's like I know it's gonna be like a proposal or something like that
I'm like or more than two pages. I'm like no it's it's not
Gonna go into Evernote. It's gonna go into Google Drive, which I'll talk about in a bit
But ever do provides me basically a hub of all of my data
And I wouldn't store stuff in Google Drive
Like for example I wouldn't store a
Quick note in Google Drive, because it's not ideal for search, and it's not ideal for quick access either
I tend to open Google Drive on my
Desktop and Evernote on my mobile device now Evernote does give me
What a new one comes to making speedy notes, but also detail detailed rich now
As you see one myself, I am using Evernote for fast pipeline planning opened
Projects is and that's something that I've only recently been doing
So for example if I'm looking to visualize what's coming up or even a proposal for a client on a piece of work
That is very brief like project based and will actually use Evernote tables and a combination of multimedia features
so it's something that has taken me time to use, but it's almost like a
Like a mid grained. It's sort of like a baby Google Drive to some extent almost at a time
But it just provides me a bit more flexibility than Google Drive does now notion probably the biggest thing that
People are nudging me about many people are asking me how I'm using notion. It's pretty much my new Trello to some extent
I previously used Trello for long term planning
And I recommend it so much deal, but notion has taken top spot for me
But do remember that it has taken me like eight months to fully transition
just because I've been confident on the resources and I need to use in there and
And I previously use Trello for like four or five years, and I still do on a daily basis
So it's not something that I've taken lightly and now I would say my notion use is really weak
I'm looking to go drop our hard core on it because it's not even touching the surface what I need to do and
Optimize there are so many features. It's almost like
It's really hard to explain. It's almost like when you're using Evernote only for just scribbling up checklists
And that's it like there's so many features in the advanced abilities that you can go into detail with and if you don't it's sort
Of like you're losing out on it because of that so I'm using it at the moment really for like high
Planning so I will use a visualize all of my my roadmap my long-term goals
Some of my client projections and sales activity is a freelancer and also a few of the key productive projects
Which helps me just to manage
The thing that I really like about motion is it's so flexible and I can make it into a dashboard however
I like and it's like ever evolving as a tool so I'm using it more and more often
I would say on a daily basis. Just because it gives me this higher level of view now
I think in the future. It's gonna have integrations with like Evernote and todoist so I can
Actually weirdly see it. I'll probably talk about this in another future as a
Potential tool that I could run everything in notion so imagine you've got
The ability to panel in and see your todoist tasks
And a panel win to see your Evernote now. Just a note here. I would not use notion as my task manager
I'm not sure why but the resource really doesn't if for me be suitable for it to do this checklist
Yeah, it's not speedy enough, but that's just my honest opinion so far now Google Drive
And you're probably wondering because I don't speak about Google Drive that often. I see it as a tool. They use for work
It's very similar to Trello to some extent now. It's a tool that I will use for projects and activities
I use it to store files images videos documents
Anything really and also create documents for clients now documents are more than they are in Evernote
In evolute they're more notes whereas documents. They're more proposals more meaningful chunky documents. I need for work
and I would use Evernote to write documents and articles I
used to but now I fall in love with Google Docs as that and that's mainly due to the commenting and
editing share abilities
I probably did Evernote for solely in the past because I was a student
And it was maybe less important
and now it's it's very much important to have that clarity with comment and sharing abilities so I use my
Notebook layout that is inside Evernote
Into the Google Drive although right now
It's pretty messy
And that's just due to a Mac transfer and a few projects that have gone on
Doesn't need a little refresh at the end of this week now you're probably wondering
Francesco how do you use all of these in one day?
and
You know that's I think there's quite a good question and they all serve a different purpose
One provides task management to do us one provides note-taking Evernote one provides event management Google cow
One provides life or long-term planning which is notion and one provides
Document and file storage now you're probably wondering as well
Integrations how do you connect all of these up together? I really don't I don't use any major connections
Neither have very like a fully optimized APA or one of the leading automation tools like workflow
To actually help me to craft a personal workflow, but my workflow works
for me, I'm looking to do in the future but
Let me take you through a full scenario of how they work together in a very simple structure
So here's a sort of simple work week planning session, so I'll start by actually started with notion
I'll go into my notion and view my
3-month roadmap, which is basically like all of the end?
Month goals, what do I need to deliver like? What are the deliverables?
I need to get done, and they could range across all projects or clients
and then normally
Pretty actionable - um and what time what I'll do is so for example
Let's say it's like March the second week of March, which it is. I will go okay
How I'll go down list now go how far am I away from all of these?
and what I'll do is I'll tend to use the ctrl L to to-do list and
Save tasks into the duyst from that and it's just a neat way for me to just
Like pull actions out of those so for example less
They had like Gro Facebook group to a thousand seven hundred. I could then go
Okay, actually. I probably need to
Adapt the Facebook questions when people enter I probably need to make few more people admin. I probably need to do this
I probably need to do that and I just host all of those stuff in using ctrl L into todoist you probably wondering
That's mad like oh, then see
a lot of stuff in my inbox
and that's what I do at the end of my week because it then gives me all of my tasks for the next week and
Helps me to keep focus towards my goal
And that's in monthly so it's very useful now when it comes to the calendar side of stuff
I'll leave that to do is the inbox ready for in a moment
I'll go to my calendar and plot my focus days so for example those all-day themes and I'll view all of my next week's
Activities in my calendar. I'll then go over to to do this once
I've made that pretty happy, and I'm happy with the days I've chosen in the event activities that I've gone on
And then I'll plot all of those tasks relevant to that and this might sound a little bit complicated
But really isn't so I'll just go okay
You know I've actually chosen Tuesday as my filming day. Okay now
I know that all of my film related or recording related items go into Tuesday for example
So todoist I'll go into the day view
And I won't go to inbox straightaway. I'm going to day view and plot all of the tasks
I need to get done for the week
And I'll use these sub tasks inside of most of the client stuff and also just plot everything out
And then I pretty much have a tile on in my week
that's then when I go to the inbox and start plotting out those other major items or adding them to the
Existing pieces inside of there if that makes sense
now
let's use a couple of worked examples and this I told you this guys this would be long guys a
worked example of this in a specific situation so for example Evernote Google Drive
And Trello don't usually play a part in this
But let's take used to assert a few scenarios in which I've used them
So for example client asks me for the end of months report or something like this
I would use Google Drive all day and every day because it's a really nice way to make a professional proposal in document format
Maybe a client asked me for an outline of a part of a project
I probably use Evernote because it's quite speedy decend provides you with short notes and comments
Maybe a client asked me Francesco. Can you start to organize our content? I would probably go to Trello a lot of time
And if they don't already use a resource like Basecamp, or a sauna
I'll probably in trouble
Now another one is a client gives me a list of tasks to get on with after meeting and I'll type them up into
Evernote and then copy and paste them into todoist plopped in so for example
In Evernote, I'll create a meeting note, and then I have an agenda view of the specific meeting
And then I'll type in meeting notes at the end
I'm copy and paste them into inbox into there and process them for later, so it's actually a really neat process
So that's a little bit about how?
Those other tools come into play with the workflow
But as I was saying like all of that process is pretty much ever growing and sort of
It grows every single month. I would say in develops, but you may see me talk backup of other apps
And I'm only gonna mention three here
But they're sort of micro situations so bear I use solely for scripting. I love it for scripting
I don't know why it is such a beautiful occasion doing that so I'm actually using it for that
for example now using it for the script or the general outline of the videos that I'm talking about and
Fantastic how to I previously use this on Mac, but not so much anymore
I have it on Mac and use it as a way to
Visualize all of my tasks, but not so much anymore
And finally soon is an application on my iPhone that are used to track things. I want to go and do it
Oh, it's not really a vent bass is not task based
It's just a bucket list app and just make things look a lot easier to view so guys that was my workflow
Really long and hopefully that gave you a nice outline into the method of my madness
As I said, I'm using lots of different applications, but in a very sleek way, I'm not using overly too many
I don't think
And let me know in the comments whether what you think of my workflow
But the general community comment today if you want to put in how you use tools. I'm gonna be reading them
I'd love to hear how you're going through your work process
Maybe list the five or three or whatever
You use it doesn't matter how many you use the work you get done in the comments, and I'll happily have a good
I'll read I loved reading how other people use stuff
So guys, I hope that was useful. Hope it cleared up a few loose ends
But as you can imagine it's something that I'm growing and continually improving every single day anyway guys
thank you so much for stopping by I hope you enjoyed this video hit the thumbs up if you enjoyed it hit subscribe if you're
Brand new and feel free to join the new Facebook group, and you'll love it. I'm sure anyway guys
Thank you so much for stopping by make sure have a great week key productive, and I'll see you guys very very soon
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