FULL WORKFLOW

The full productivity workflow is up! 

Here's all of the applications I use to get things done, combined with the reasons to why I'm using all of these in tandem. It's an ever-evolving process, but something I think you'll see grow out! 

APPS MENTIONED: 

  • Notion 
  • Todoist
  • Evernote
  • Google Calendar
  • Calendars 5 by Readdle 
  • Google Drive

WHAT DO I USE ALL OF THESE FOR?! 

  • Todoist is my 30-days of actionable tasks, to get done. 
  • Google Calendar is for planning all of my activities and events. 
  • Calendars 5 by Readdle is a iOS view for my Google Calendar. 
  • Evernote is notes central, ideas, agendas + short note-taking. 
  • Notion provides me with my 30,000 ft view of projects + plans. 
  • Google Drive is my proposals, document and file storage bay. 

WHAT HAPPENED TO TRELLO? 

Trello evolved out for me. 

Trello is used on a daily basis still, but mainly for client work or activities only. Previously, I used Trello for a host of long-term planning and activities to plot out what's up next. But Notion has replaced this use. I will use Trello for client work + my Video Calendar, thanks to the fluid nature of the application, that Notion doesn't yet have. 

Bear in mind, I started using Notion in June 2017. So it's taken me a full 8-9 months to transition out of Trello and it's workflow for long-term planning. 

TODOIST: HOW I USE?! 

My Todoist is primarily used for the following: 

  • Capturing into the INBOX 
  • Using DAY project view to plot my week's tasks 
  • Setting actionable tasks for my TODAY view to get done 
  • Adding comments to add context to each task (if relevant) 
  • Using LATER to capture things for later. 
  • Setting between 7-10 tasks to get done, per day. 

GOOGLE CALENDAR: HOW I USE?! 

My Google Calendar use is simply for events, meetings and activities: 

  • Used to add new events and plot meetings 
  • Adding context like event details, timings, location etc. 
  • Plot my week themes: eg. Monday = Content Day etc. 

Using Google Calendar sign-in with Calendars 5 by Readdle to use Calendars 5 as my almost viewer and editor for events on iOS. 

EVERNOTE: HOW I USE?! 

Evernote is a tricky one. 

Things I tend to store inside of Evernote are: 

  • Ideas 
  • Meeting Agendas
  • Meeting Notes 
  • Email Conversations 
  • Pipeline proposals for projects 
  • Outlines of profiles 
  • Short research pieces 
  • Personal history 
  • Career progression items 
  • Musings 
  • Receipts/PDFs for document storage 

It's basically a hub of all my data. 

NOTION: HOW I USE?! 


Many people are asking me, how I’m using Notion
It’s my new Trello to some extent. I previously used Trello for my long-term planning and recommend it still as one of the best, but Notion has taken the top spot. Remember guys, the things I show you are like 1-2 months out, so the decisions I make are over a long time period. I’ve been using Notion since last June, casually and proving away at it. 

Notion is my 30,000 ft view
It helps me to see what’s on.

I’m not even touching the surface with what I need to add and maximise, but easy does it. 

The resource I drive into once a day to view my 3-month roadmap and a few project based items. Very similar to Evernote, I have lists and checklists inside of Notion, that are related to projects around personal brand. Yes this could appear messy, as I do use the likes of Trello to put all my editorial calendar into Trello, very true. 

I’m not sure why I do this, but having all my client projections + a few KP projects in this space helps me to manage. Notion is so flexible, I can make my dashboard however I like and it’s ever evolving as the tool I’m using more and more often. Integrations with services like Evernote, Todoist would be so helpful, imagine, I could run everything from Notion, mad! 

I wouldn’t use Notion as my task manager. I think the to-do list checklist tool its great, but nope. It’s not speedy enough yet, my honest vote here. 


GOOGLE DRIVE: HOW I USE?! 


I don’t speak about Drive often. It’s because like Trello, it’s a tool in my day. 
I use it to store files (images, videos, documents, files) + create documents. 

Documents are more than Evernote, they are proposals + more meaningful/chunky documents needed for work. I would use Evernote to write documents/articles, I used to, but have fallen in love with Docs + the commenting + editing share abilities . 

I use my notebook layout into Evernote, although right now it’s pretty messy. 

HOW AM I USING ALL TOGETHER?! 

Now, I know what you’re thinking, Francesco how do use all of these in your day. They all serve very much a different purpose. 

  • * 1 provides — task management — Todoist
  • * 1 provides — note-taking —  Evernote
  • * 1 provides — event management — Google Cal
  • * 1 provides — life planning — Notion
  • * 1 provides — document and file storage — Drive 

 

HOW DO I USE THEM IN TANDEM? 


I don’t use any major connection tools, neither have I fully optimised Zapier or one of the leading automation tools to help me to craft my personal workflow. But my workflow works. Let me take you into a full scenario of how they work together. 

Sit with me during a week planning session. 

  • START — Notion — 3-months Roadmap > Add Tasks using CTRL + L into
  • MIDDLE — Calendar — Plot my focus days + view next week’s events > Cal
  • END — Todoist — DAY view, plot all the tasks I need to get done for the week

That’s a worked example of my use in that specific situation. 
Evernote, Drive & Trello don’t usually play a part in this.

But let’s take you through scenarios in which I’d use them. 

  • A client asks for an end of month report — Google Drive, all day everyday. 
  • A client asks for an outline of a part of a project — Evernote — provides short notes/comments
  • A client asks me Francesco, can we start to organise our content — I go Trello a lot of the time, if they don’t already use a resource like Basecamp or Asana. 
  • A client gives me a list of tasks to get on with after a meeting, I type them up in Evernote, then copy and paste them into Todoist to plot in.  Evernote agenda view + meeting notes + tasks. 

OTHER APPS


You’ve seen me talk about a few other resources. Yes, I do use other tools for micro-situations. 

BEAR — used solely for scripts, I love using this for that only
FANTASTICAL 2 — Used to use for Mac Calendar view, not so much. 
SOON - Capturing things to go do. Not event based, bucket list. 

 

HOST VIDEO 

This video will give you an outline of all of the productivity apps and tools I use everyday. 

FRANCESCO'S LAYOUT

Untitled design.png

Enjoy the selection I've put together here, and any questions email me: francesco@keepproductive.com. 

MY WORKFLOW SCORE:

Workflow score

73/100 | Workflow score. 

  • There's lots to improve. 
  • Notion use is not up to scratch. 
  • Using Google Calendar on Web can be very limited. 
  • Todoist needs more structure and focus for the DAY project view and process. 

ALL PRODUCTIVITY APPS MENTIONED: 

Productivity Full Workflow