Mastering Evernote with System X Methodology | Jan Zavrel | Skillshare

Mastering Evernote with System X Methodology

Jan Zavrel, Developer, Author, Consultant

Mastering Evernote with System X Methodology

Jan Zavrel, Developer, Author, Consultant

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25 Lessons (59m)
    • 1. Introduction

    • 2. Getting Evernote

    • 3. System X Basics

    • 4. Notebooks

    • 5. Notes

    • 6. Task template

    • 7. Saved searches

    • 8. Reminders

    • 9. Tags

    • 10. [email protected]: Document

    • 11. [email protected]: Realm

    • 12. [email protected]: Location

    • 13. [email protected]: Project

    • 14. [email protected]: Subject

    • 15. Status tags

    • 16. Status tags: !URGENT

    • 17. Status tags: ?SOMEDAY

    • 18. Status tags: !BLOCKING & ?WAITING-ON

    • 19. Status tags: ->CP

    • 20. Capturing stuff

    • 21. Sorting

    • 22. Workflow example

    • 23. Task progress

    • 24. Dependencies

    • 25. Keeping tags tidy

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About This Class


Hi, my name is Jan and I am an Evernote Certified Consultant. I've been using Evernote since 2011 and for the first few months, I didn't know how to use it properly.

As a multiple-project infopreneur, online teacher and author who focuses on iOS and web development, fitness, productivity, and passive income, I'm constantly trying to hack my life to get the most bang for the buck.

Unlike many regular Evernote users, and even Evernote Certified Consultants who simply treat Evernote as a digital storage while using some other products and services for task management, I am wholeheartedly convinced that Evernote is a unique service, that can successfully play both of these roles when used with the right methodology.

It can be great digital content storage and, it can be an even better task management system at the same time without going back and forth between different solutions.

In 2017, I published my unique methodology for using Evernote as a task management system which I called The System2. I continued to revise and polish this methodology to make it even simpler to understand and easier to use.

I'm very excited to present to you the results of this improved version of The System2, which I managed to transform to a whole different, more intuitive and straightforward productivity solution which I call System X.

System X is based on the same principles as The System2, yet it makes the whole journey to productivity less grinding and more fun, which is especially important at the beginning when you need to turn your time management into everyday habit and ritual.

If you're tired of constantly trying to find yet another new productivity system, this is the right course for you. I'm positive that System X will allow you to truly appreciate the hidden power of Evernote you've never even thought about.

In this course, you'll learn about:

  • why there are only two notebooks, SORT and CABINET

  • reference notes and task notes

  • a brand new universal task template

  • how to create and use saved searches

  • how to use reminders with due dates

  • how to use tags properly

  • [email protected], a unique tagging system

  • status tags like !URGENT, ?SOMEDAY and others

  • how to capture stuff to Evernote

  • how to sort notes

  • specific workflow example

  • how to properly use task progress

  • how to work with dependencies

  • how to keep your tags tidy

Meet Your Teacher

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Jan Zavrel

Developer, Author, Consultant


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1. Introduction: Hi, my name is on, and I am ever know, certified consultant. I've been using Evernote since 2011 and for the first few months I didn't really know how to use it properly. Most productivity focused people have a similar initial experience with Evernote. That's because there is no right or wrong way to use it, and you actually need to find your own methodology. This is where some of us fail and either use Evernote as general digital storage or write some note here and there without any meaningful system. I am a productive. It'd freak as a multiple project. Infra pron er, online teacher and author who focuses on IOS and vab development, fitness, productivity and passive income. I'm constantly trying to heck my life to get the most bang for the buck. Unlike many regular Evernote users and even Evernote certified consultants who simply treat Evernote is a digital storage while using some other products and services for task management. I am wholeheartedly convinced that Evernote is a unique service that can successfully play both of these rows when used correctly, that is, with the right matar ology. It could be great digital content, storage and it can be an even better task management system at the same time without going back and forth between different solutions. In 2000 and 17 I published my unique methodology for using Evernote as task management, which I called the system to. I published a book and even created an online course where I explained the nuts and boards of its correct usage. But I didn't stop there. I continued to revise and polish this matar oh ji to make it even simple to understand and easier to use. I wasn't afraid to dump some useless aspect or to simplify some steps that I found too complicated or playing a stupid because primarily I wanted to have a system that serves me as a too to achieve more in areas I care about. And today I'm very excited to present you the results off this relentless drive to excellence. After four years of improving and hacking the system to, I managed to transform it to a whole different, more intuitive and straightforward productivity solution which I call system X System Ax is based on the same principles as the system to which I still consider alleged methodology for anyone into stating getting the most out of every note. Yet System X makes the whole journey less grinding and more fun, which is especially important at the beginning of your productivity journey, when you need to turn your time management into everyday habit and ritual. In the end, System X is still just the tool, but I'm positive that if you master it, you'll hardly find anything even remotely similar. Little more powerful, yet easier to use If you're tired of constantly trying to find yet another new productivity system, this is the right course for you. I'm positive that System X will allow you to truly appreciate the hidden power off Evernote you've never even thought about. Let's begin in row in this course now and take your productivity to the next level. 2. Getting Evernote: thank you for enrolling in his course. I'm truly happy to have you on board. Let's get to it first. You need to download and install Evernote. Obviously currently system Ex works the best on Windows and Mac OS flavors off Evernote. However, you can easily use it on mobile platforms as well. Every road is currently working on some pretty major updates to tax management, a little spoiler from the Insider. So I hope that in not so far future using system Exxon Mobile devices will be even more present than it currently is. With that said, I still believe that any serious work must be done with proper machine. And I still treat phones as something rather superficial when it comes to real and focused work. That's why I suggest you get to really, ever know software the way it's meant to be that it's Windows or Mac OS version. In this course, I'll be demonstrating everything on Windows, and the only reason is numbers I use both meco is and Windows versions simultaneously, but I guess more of us still Windows based. So it made more sense for me to make this course on Windows to cover more potential users, as I want to help as many off Evernote users as possible to get more productive instead of a note on both platforms is pretty straightforward. So I won't spend much time with demonstrating this as I'm sure you're either already have Evernote installed or you're able to figure it out pretty quickly. Once you'll have your Evernote ready, we can move on. In case you knew to ever wrote, I suggest you use my Evernote Certify consultant link to create your cult. I can't promise anything concrete as of now, but it seems that users coming through US consultants might get some nice bonuses in the future. So it won't hurt you when he had a hand. It's really up to you as it has nothing to do with using System Max methodology. 3. System X Basics: System X is probably the easiest Matar o Jodar. I've spent many years to strip down everything unnecessary, and the current version can't get much simple. I'm positive that your system must be easy to use or you'll never actually use it. Evernote itself is a very broad tool, and that freedom might be frightening as well as the lack of any meaningful structure, but only at a hand. Tools like quick up are almost too complicated, at least for me. Okay, enough talking. Let's get to work. When you install and sign into your Evernote account on Windows, you see something like this. Don't worry about personal and business taps at the top of the left pain. You probably won't see them unless you have ever owned business prime. If your layout looks different, go to view in the main menu and make sure the DEA's options are checked. Shortcuts show in left panel left panel. No placed note panel search information and editing toolbar to change the icons in the top menu, go to tools customized to bar and drank and drugged the Aikens so it looks as what you see in mile out. These are the most important buttons you need. Anything else is just a distraction. So hided by dragon it out of the toolbar 4. Notebooks: first you need to notebooks, sword and cabinet placed in the left pane under shortcuts. Since there's already one default notebook available, go to notebooks, right click it or use F turkey and Renee mates to sort next greater new notebook by clicking the baked green button at the top right corner and name it cabinet. Finally, quickly. Three. That icon next to the sort notebook and select add to short cuts from the pop up menu. When you click the small arrow next to shortcuts in the left pane, you should see the sort notebook there sort is your primary notebook for everything you throw in Evernote before you decide what will happen with it. Next Cabinet is the final destination for all your nose, regardless of their type. 5. Notes: you use two kinds of notes, reference notes and task notes. Both of these must be proper attacked in order to be able to quickly find them when they're needed. Reference notes are anything you say WTO ever Noto like documents, photos, emails, vet clips. And so for most people, this is the only way they use Evernote as a place to refer to their story information. Evernote is great at finding inside dose notes as it can search inside a content of photos and PdF documents. Task notes are unique to Sister Max methodology. They're based on a special note template we're about to create together, and they are the centerpiece of the whole task management workflow you're about to learn, create a new note, name it task and plays this content. Inside, we'll create five sections. First is called Next Action Question Mark. Make it Roberto 14 or any other form of your choice and make it bold. Let's place to dividers below. Perfect. Now copy and pasted, build and rename mates to description are not a copy below this time. Enrichments Next, dependencies and finally progress. Now, inside a dependency section, we'll have two more subsections, exclamation mark blocking and question Mark waiting. Dash on. Okay, Once you have this done, click the triple that I can in the top right corner. Choose safest template and name it. Task now, creating you note and created a template button to select our newly created template. Perfect. Your new note will be created from the template, so you have the very same structure available. 6. Task template: Let's walk through our task. Temporary together. Next action. This is where you have check boxes with short description off. What is the next actionable thing you'll do in the test description? This is a description of the task itself. What needs to be done. Managements. This one is also self explanatory. Anything you need to have attached to the task is here. Usually some initial proposal or some important progress related milestone dependencies. Sometimes you can't continue on a task before something else is done. It's usually some other task, and most often you find out that you are wearing on somebody else. Because thanks to System X, you have everything sorted out while the people around you will be stuck in their mass. No kidding. Progress keeping track of progress is crucial when it comes to disputes. It's not always easy to dake in the mailbox or go through paper mail, but referring to this section will get you back in the game in no time. Sure, people hate you for your razor precision when it comes to know who and when, said exactly what or should do what be prepared to be extremely unpopular and feared because you know everything. If you stick with this methodology, 7. Saved searches: Evernote. Safe searches are basically saved. Queries You store for raider Repetitive use in System X. Those saved queries help you build your task management system around reminders. Reminders are crucial Evernote feature, which basically turned to rather simple digital warehouse into full blown management system . Let's create a most important queries and save them for later use. Then I will explain how to use them on a daily basis in your productivity ritual. Go to file new safe search, throw the name tasks dot over you and fill out a query reminder order. Kahlan Asterix Dash reminded Time Colin Day Dash reminded Done Time Colon Asterix Craig The Okay button Now quickly Small arrow next to safe searches section in the left pane to reveal its contents, as you can see are safe. Surge is here, right click it and select. Add to short cuts from the apartment. Now click the safe search to see that Evernote tries to search all your notes that match our criteria. Unfortunately, it can't find anything yet, since we have just two template notes. But debt will change soon, now that you know how to save custom queries and place them in shortcuts Let's create three more 1st 1 is tasks dot active dot do dot today, and the quarries remind the time day remind the Time, Day plus one and Reminder Don time as to risk next one is tasks that active dot dude up next remind. The time is day plus one and reminded Done time is just risk. And finally, tasks that active dot all, which reminder order is as risk and reminder. Done. Time is as risk as well. Once you have them defined. Praise them all in shortcuts below tasks that overdue. So it looks like this. As you can see, they are ordered chronologically and as a good reason for this, I want you to slowly start cultivating your daily ritual, and the order of shortcuts will help you with that. First, you'll check the sort notebook and aim to make it empty by defining and categorizing everything that ended up there. Next, you take a look at overdue tasks and decide what to do with them. Then you check tasks that are you today. That's what you should do each and every day. Once you have this work done, you can check what's coming next and Finally, from time to time, you might want to check all active tasks. So remember that sort tasks that overdue and tasks that active dad do today are three shortcuts you'll use the most. That's why they have this prominent place in your left pain. 8. Reminders: Evernote, you can set reminders to note and dust. You can create four different states of a note. No reminder set reminders set without due date reminders set with due date and finally, reminder set with Donna. To better understand these states, click View options I can or hit control plus F eight Key to get decide list view. Next, right, click the table header and select or three reminder columns. Your Evernote window should look like this lamp. Let's play for a while with our note to see how the reminders will change based on our actions when you click Reminder. But Don't said the date only reminder column will be filled out. So go ahead and click the alarm. I can next to denote. If you can't see the are Michael, it's hidden under three icon, and you can move it out by clicking customize button at the bottom and dragon drop Reminder out of the list Off icons. I like to have only reminder and info out off the list. Now click the arm I can again select Add date and creek tomorrow. Now notice these important changes first to remind the Time column is filled out and second , there's a tomorrow text next to the alarm. I can change of you to snippet view now and then. Select tasks that active dot do dot next from the left pain, as expected, are note will appear in the list. But if you choose tasks that overdue or tasks that active that Judah today, the list will be empty. Okay, this works fine. Change of you to the side list again. Creek. There are Michael and Select Mark has done in the menu and select the sword notebook again . Two things happen. First, there's 1/3 column filled out now in the list, and second, there still Moreau text with Strike through next to the alarm icon, which is no great. Finally, let's test the last state of Reminder Creek, Dear, I'm Michael and select clear reminder. As expected, all three columns are empty again. 9. Tags: Tex our one and only feature. The truly sets Evernote apart from any other task management solution out there. And it's actually quite striking that even after 10 years of research for the best tool, I wasn't able to find any other product that implements tax in such a way. I considered many alternatives like Asana Rodeo Quick up, one note tourist. But when it comes to tax, even in 2020 I can still say what have been saying for 10 years now that Emma wrote IHS still at the top of the game. And the only reason is the unique implementation off tax. Well, that's that. It's strange that Evernote itself apparently didn't appreciate his go to nugget yet as it tries to sell its service on notebooks instead. But system axes here to make the most of tax, so let's see how to implement them properly. First and foremost, every note must have at least one tack to be considered processed and ready to be moved from Source code Book to Cabinet notebook. We don't at least one tech. You must rely on the content of the note when searching for a note, which is not 100% bulletproof approach. I developed a system off five different groups, and you should always be able to pick a relevant tack from a least one of them. These groups are Document realm, location, project and subject. I call it drops because it's an easy to remember acronym, and it will help you identify tax you should assigned to your new note. Just go for drops and you'll know if you can identify what kind of document that note represents, if any, what kind of realm it belongs to. What is it's relevant? Location. What project is it? Part off, and what subject it's connected with drops is a result of more than six years of trial. And ever when I tried to identify the optimal way to describe my notes, I realized that most of the time I can easily remember the subject connected with that specific note. Regardless off if it's a task or some document like contract or proposals, we humans are social creatures, and we remember stories. It is therefore easier for us to come up with something like person's name or occasion. Then, with specifics like numbers, Trust me. I tried both approaches and Even now, with more than 7000 notes in my Cabinet and 130 active tasks, I can find what I'm looking for the quickest when focusing on people and locations. This obviously depends a lot on your specific line of work, but I consider it a safe back to start with these groups, and if you realize later that something else would suit, you better go ahead and change it. After all, System X is first and foremost about system. You have less so about its nitty gritty details and specifics. To put it bluntly, if everything you will learn about System X is the need to store everything in one place and refer to it regularly, then my job is done and you'll improve your life system X in its full potential who shoot you, do the stars and make you productive. It is superhuman. Okay, enough talking that's built the drops to get enough 10. [email protected]: Document: go to tax by clicking the link in the left pane and click the plus new tack button at the top type documents and click OK. This is not a tech itself, but a name of the first group of D tax in Evernote tax can be nested and will use this feature to make it easier for us to manage tax. Trust me, this will make more sense once you have few dozens of tax, so move along now for searching purposes. Every check from a specific group starts with the leading initial letter, so every tech inside documents group will start with D dot prefix. This way, you'll be able to quickly filter just documents tax later, just by typing the D dot and everything outside his group will be immediately hidden. You see how grade this is when you search for a specific note by assigned tax? Okay, so create a new tech and name it D dot contract. Now drag and drop it into documents, so it looks like this great job. Now let's get some more types of document invoice license proposal report muck up script, table and photo. After many years of using document tax. I realized that this is an extremely useful group because I tend to search for stuff based on its character. It's also proved by the most famous questions like, Do you remember that table I sent you with all ideas for the upcoming years table from you ? Okay, that's easy enough to find. I say, However, don't overdo it. Please. I saw it many times. Tags give you power unlike any kind of directory structure. But that parrot comes with great responsibility because you can assign as many tax, too. One note as you like doesn't mean that you should usually do less is more, and it's even more so when it comes to tax. One tech per note is almost always enough. Assigning the whole Drops group is perfect, but never tried to squeeze a new tag just to have it, because you won't use it for searching anyway, and you end up with lots of dormant tax. I fell victim to this approach and at least twice performed the tax sweep when I removed deliberately every tech used less than 20 times. Evernote will help you with this exercise as it shows you how many nodes have a specific tag assigned, so you'll see immediately how popular it is and how frequently you use it with document tax . Start really slowly and carefully. You are quite unique when it comes to the documents you work with. If your accountant d dot invoices your safe bet if your lawyer you guessed it, just don't overdo it. 11. [email protected]: Realm: realms are very individual, but most of us will probably find it useful to have at least these two r dot brief, which stands for private stuff and our dot work, which stands for job related errands. If you feel more adventurous, you can divide to private and job aerated stuff further into sub categories. But always start with the same question. Will I actually use it as an example? Here are some of my private realms when it comes to work rounds. Icij is the following, but it's ultimately up to you. Make sure you don't mistake realms for projects. Unlike realms, projects are group of tasks, and they usually have some deadline or due date as a whole. If you're not sure, always ask for the next action. If you're not able to specify the next section, it's not a project. On the other hand, creating an online course about per activity is a project, and it consists off specific, more detailed tasks, while each of them should have some kind of next action. But we'll get to dead later now go ahead. Greater new tack named realms and place few tax inside, at least are that work and are dot brief. If you can't come up with anything more specific now, don't push it. You can add more tax later, but still remember that less is more. 12. [email protected]: Location: the location group is for physical occasions. Don't confuse it with rounds At home is a physical occasion, but the more specific physical occasion would be someplace defined by address street or GPS coordinates. Location techs are very handy because you can refer to nodes based on where you currently are, or two notes that are somehow connected with a specific building. For example, make sure to understand the difference between the private realm are that brave and home location at home? The realm is about what you do rather than where you do it. You can work on some private errands, like learning a new programming language in your favorite coffee shop. In such case, your task would be tacked with our that pray for that education and at coffee shop, for example, go ahead and create a new group location and play some tax in it. If you can't come up with anything, don't sweat it and create just at home location, which we should all find useful. You can always at some more occasions later. Obviously, this heavily depends on your walk of life. Here are some more locations for inspiration at home At a coffee shop at Shopping Mall Parking Lord what Garden garage sh at school and job 13. [email protected]: Project: as already pointed out, projects are groups of related tasks. If there's a multiple steps you need to take in order to finish the task, you tend to group them all under one project. For me, there are three main project related categories which are used for my online entrepreneurship. These are books, maps and courses. Because of that, I have created the following structure P book P. Course P VEP again. You should start slowly and remembered at one task in Evernote can hold a lot of information in a single haute, especially when you use the template I introduced you to at the beginning. So there's no rush to define projects only when you find out that there are multiple tests that you should group or when there's a huge task with many different sub tasks which might even depend on each other. Then it's time to consider creating a project for such a task. If you already have something like this in mind, go ahead. Great. Project sec and place your projects inside like this 14. [email protected]: Subject: this will be probably the largest group of tax as it will hold the names off people, companies, products and services. All of these tend to be unique, so my everyone currently holds more than 700 tax off subject. This is also group where it's quite fine to have a tag assigns to only one note. Subjects are, for example, as that Apple as Duck Microsoft as that Evernote as that Smith Dash John as the jobs that Steve as that cooked dish Tim as the gates, that bill as Ducker as Linux, First Street drug books and one dry. As you can see, this group can grow pretty large very quickly, But I must say that it's also the one I use the most frequently when searching for something as it manages to narrow down what I'm looking for very fast. Go ahead, great subject tack and play some subjects inside. Fine. Now you have a basic drop. Structure it some tax. I hope you're sorry getting used to it because drops should become your second nature. Whenever you attempt to tag a note, you should be able to drop some drops on it. Document realm, location, project and subject. Repeat it. Remember it 15. Status tags: unlike drops that can be used both for reference and task notes, status tax are only used for active tasks as they represent. Well, the current status of the task, but more specifically day define whether the task is delegated and who is currently working on the task. The nature of my work dictates that I'm not the sole person working on the task all the time. More awful, I just manage it, and I need to delegate attached to a specific person. Keep track of its progress. That's what progress section of the task temper it is good for and eventually concluded by marking the reminder off the task has done over time. I came up with these status tax exclamation mark. Urgent question marks someday exclamation mark blocking question Mark waiting, Dash own and Arrow CP. Let's see what those are and why you might consider them useful 16. Status tags: !URGENT: urgent. You see later that by providing task notes would reminder and sort them. By date, you end up with a pretty sophisticated list of tasks you're about to work on any given day . An ideal world. You would just follow the list and work on tasks in their order. But sometimes you need to phase the situation where your day has only 24 hours and there's too many tasks to cope with. You know you can process them all, but some are just more important than others. That's what the urgent status is for On top of the drops and reminder, you assign a task the urgent tack, which tells you that you need to drop everything and focus on this. Otherwise, all hell will lose break. It goes without saying that this tag should be used only occasionally in very rare circumstances, and it should be empty. Most of the time. You're just constantly 10 or more tasks with this terrace. He'll be abusing its purpose, and your system won't work as it meant to remember that the basic two for assigning time priority for your tasks are reminders. The urgent status is something different and should be treated that way. Go ahead and create a status group in tax and plays the urgent tag in sight. Also, Dragon, drop it to the left pane in shortcuts right above the sort tech. So is the first tech in your dashboard debts, right? Urgent means that it's even more important than your soaring ritual makes sense. 17. Status tags: ?SOMEDAY: someday in accordance to GT D, there might be tasks for which you're not able to specify due date. Maybe it's just an idea. You want to keep Britain down for later when you have nothing else to do, or you're waiting for something else to be done first, or you're not sure where you actually want to do it or not. But you don't want to forget the idea, either. In such gays, you won't assign a task. A reminder. Instead, you just assign it a someday tax. Such task won't regularly body you with its presence in the list of upcoming tasks, as it will have its own place where you can always find it. My some days are usually stuff I want to buy in the future, but I don't really need it articles. I want to read topics I want to learn more about and so on. I tried to review these tasks only on a monthly basis, and I try to limit their number. It's a good idea to have a good look at everything that's in there for a year or longer. Without any development, such tasks might be good candidates for deletion 18. Status tags: !BLOCKING & ?WAITING-ON: blocking blocking task is a regular test with Jude eight, which needs to be completed so another task can be done usually in the middle of task progress. Something comes up that causes that task to stop such task is blocking the first task and it's a good idea to have a quick overview off everything that is broken. Your work. Your job is to unblock other tasks, So if it's in your power, you should focus on blocking tasks and solve them with the highest priority. Waiting on tasks that are waiting for some other tasks to be finished are on the waiting list. They can't be solved before some other tasks are finished. First. If you can see there is a mutual relationship between blocking and waiting on tasks. If Teske A is blocking test, be Dantas B is waiting on task A to be finished. That's why we have a dependencies section in our task template were replaced links to blocking and waiting on tasks. One task can be off course, blocked by multiple other tasks, and it can itself be blocking other tasks as well 19. Status tags: ->CP: CP C B stands for Counter Party and is the first arrow tack you're going to use. I found out that I'm constantly waiting for someone. This is the inevitable outcome when you have System Max and you start dealing with people without any kind of productivity principles baked in their work. You're just more organized and you are waiting for Does who are less organized? CP is any kind of person or company you are referring to without the need for better specification. It's more like an answer to the question. Who am I waiting for today than some kind of specific subject related inquiry? If you want to be more specific, you can create your own personalized aero tax like Smith, Cook Williams or whoever colleague or business partner you want to track. It's immensely powerful stuff. When you bumped into Smith and a corridor, and after small talk, you reach for your phone, fire up Evernote and click the Smith tax shortcut to remind him off everything he didn't do yet for you. You feel I got and he'll be amazed or frightened by a sheer power over him, so use it wisely. 20. Capturing stuff: Now that you have the basic structure of system acts, it's time to describe the process of capturing everything. I have a demonstrated tools I use, but I'm sure you can come up with some mawr or you can modify would have show you based on your specific needs. But before we jump in, it's important to say the depending on your plan. You are limited with how much stuff you can get into Evernote on monthly basis and how many devices you can use with three. Basic plan. You're quite limited as you can upload only 60 megabytes of data each month, and you can use only two devices. Also, maximum notes. Size is just 25 megabytes, and you can't access it content offline on mobile devices, which is not a big deal, as were almost all connected all the time. What's more important is that you can't search inside PDS and you can't forward emails. And this is probably the biggest limitation for these features and some. Or you'd need the premium plan, which is 6 $99 per month. I don't want to push you into paying for evidence. I'm just saying that with free plan. A lot of features I would describe below won't be applicable if you're on free plan, so keep that in mind, please. Skinning. I used two types of scanning devices. A physical Skinner scan Snap I X 500 scan a pro app for iPhone. These two solutions allow me to create an OCR PdF format, which is the best output for my work for the physical scanner offers better results, and it's easier to use when you deal with multiple pages. But the iPhone is obviously more convenient. I suggest you decide where do you need both solutions, depending on your work. For if you work in an environment where printing is a necessity, you'll find a physical scanner with a feeder very useful. If you're standing paper documents only occasionally and yep, with OCR capabilities will do the trick. Make sure that in any case, you have the sort notebook set as default. So everything ends up there sending email. Email forwarding is a great feature. When you deal with digital documents, I find it the most straightforward way to get stuff into Evernote. There are a lot of different ways to get digital stuff in every road, but emailing to yourself is still no brainer and easiest solution for me. I just have my own Evernote emails saved in contacts. So it's a breeze to forward what I need to deal with later. This way I can keep my inbox clean, knowing that everything I need to work on will wait for me in the sort notebook import folder on Windows, You can set a folder that will automatically push anything you throw in it into Evernote. This is quite handy if you just need to move something you already have stored on your computer to Evernote. Setting up Import folder is very easy. First Great a new folder in the location of your choice, for example, on desktop, so you can easily access it and name it to dash Evernote. Next, go to tools import folders, create the add button and select to dash Evernote folder. Once it's at it, click the service column and change the value from keep to delete. This way, anything you throw in this water will be deleted. Once it's pushed toe Evernote. Make sure that the selected notebook it's sort. Finally, he dok button and Euro set 21. Sorting: Okay, let's say you have your stuff captured in Evernote, and it's happily waiting for you in the sword notebook circuit. Sign eight relevant tax and move it to the Cabinet notebook. Let's take a look at this process in details. First, you need to decide whether the note is actionable or not. If it's not actionable, it's a reference note. You'll sign it relevant drops tax and move it to the Cabinet notebook. If it's actionable, it's a task notes, and you need to first decide whether you can complete the task in two minutes or not. It is dribble in two minutes. You should just do it. The reason for days is obvious. It usually takes more than two minutes to Asan tax and allocate time for the task in the future. That's why it's better to just complete such tasks right away. If you can complete the task in two minutes, you need to decide whether you can specify a due date or not. If you can't specify the due date, you just assigned someday tack and move the task to the cabinets. Notable. Otherwise, you'll add a reminder with the due date and move the task to the Cabinet notebook 22. Workflow example: okay. Before we will move on, click the all Notes link in the left pane and change the view from Silas to step it with next move. Both notes we have created so far to trash as we won't need them anymore. There's no need to empty trash as you get a new upload allowance each month, and emptying the trash would give you any upload islands back anyway. On the other hand, I never know if I won't need to look into something I moved to trash later. Some quite fine would affect the dare stuff in there. No, it's add some content to the sort notebook I want you to at two pdf files. One should be some reference. For example, confirmation. The 2nd 1 should contain some information you need to work with later. Go ahead and put them into your to dish Evernote folder to test the importing feature or just great and you node for each of them and add them as an attachment. I have two notes in my sort notebook that I need to process. The 1st 1 is just some confirmation in pdf. That's a reference note right there, so I just add subject and document from drugs groups, so it's as dot Amazon and d dot confirmation. Now I can move it to the Cabinet notebook. I'll be always able to find it with either company name. We are S Tech or with confirmation VR detail. That's cool. Now the second note is a pdf with a proposal I want to further work with, so I'll select it Hit Control X to cut it in the crib board. Next, I'll select the task template and plays the PdF inside the attachments section. Now I'll add s tech and detect, and my next section is to read a proposal and reply. Finally, I'll make it actionable by adding reminder with due date set to next week. So there we have it. My first task. Notice that in the snippet view, you immediately see the reminder, along with the due date, with one task. It's pretty straightforward, but that's the Pro Bowl. With any system with few records, everything seems easy and logical until you start using it and realize that few 100 nodes are not easy to navigate debts. Why System X comes with furthers. This means that now I can click the safe searches, and this task will appear in the list of active tasks that I do next. You won't be bothered with it. If you check over two tasks or tasks that I do today again, it might be hard to appreciate it now. But wait until you have dozens effective tasks with different due dates debts. When you truly appreciate the set up to demonstrate its just duplicate its task five times and set a different due date for each of them. Let's a to do dates to the past to two today and to in the future when you Craig the All Notes link, you should see them all nice, assorted by due date. If not, hit the COCKERILLE next due to Reminders list and select sword reminders by date from the pop up menu. Now when you want to see what's over you, you just click. The tasks dot over Dooling from the left Pain and boom. There are just two tasks that have a due date set in the past. Similarly, you'll get easily what you need to focus on today. Actually, when it comes to task management in System X, these are two filters you should use the most frequently toe. Always know where you're behind the schedule and what you're up to today. Okay, let's read all those copies of the original task so we can move on. You can easily select them all and move them to trash. Now, you should have only one task in the Cabinet. 23. Task progress: E. I like to think about tasks as projects whenever there are more than one action needed to complete it. You probably won't need to use every wrote, let alone system acts, to write down that you need to buy the milk on your way home. Yes, you can do it. But in such gays, System X is a working, on the other hand, for tasks with multiple steps that tend to take longer to complete. System X offers very sophisticated approach with progress. Tracking each new progress entry should contain date of the entry and the so called aero notation that keeps track of delegation. Let's say that I'm not able to complete the task myself, and I need some help from my colleague John Doe. After reading a proposal out sanded to John, asking him to give me some more information, I need to reply. Once I sent him the email, I'll modify the task like this. First, I'll update the next action section with Node, and I'm waiting for John Doe. Second, I'll add a new tack to the note. In this case, it's a road. Oh, and finally, I'll add a new entry to the progress section on Windows. It's very easy to add the current date and time, which shift out D shortcut below. You can quickly air a separator or ruelas. Arrgh cause it with typing three times the EQ aside and hitting enter so it's shift out d enter three times. Ecos ein Enter Learned this combo. Make it your second nature. It will save you tons of time. Next, you'll add a lower case last name of the person with the so called a rotation, which is basically double arrows in front of it. If you ask somebody for something or dedicate some task, you will use the right arrows, which means that something is going toward that person where that person tells you something. You used the opposite direction, but you keep Double Arrow in front of the name. Trust me, it has meaning. If you search later for some specific progress regarding the person, it's easy. If you know that it's name is always lower case, and it's proceeded with double arrows with specific direction. Fewer combinations mean easier searching. When I meet John Doe, I can just click hysteria, stack in every road, and I know not only with tasks I need to discuss with him. But thanks to the progress tracking, I also know exactly what was our communication regarding each task. So when I mean Joan, I can say, Let me see what we are up to on 30 of generally at 12 46. I asked you for more info about that CVR proposal. Did you have a chance to get to it? It, And if John said working on it or send it to you next week, I can immediately updated task like this first updated due date to the next week. Second, updated progress of the task by adding new entry with a current date and time and with the opposite. A rotation forward by the message from John Works on it will send it next week and you're done. You know that on dead date, you find this task in your safe search and you'll see in a progress section. Was the current development of the task. You don't need to remember it. It's all neatly recorded in your external brain. But unlike paper, note bet or any other task management system, you can always quickly find it by does steadiest, stack and refresh his memory. Next time you meet him frightening. Can you see how powerful you'll become it? System X The longer it will take to complete a task, the more you appreciate progress, tracking and the ability toe always know who should do what and who you are waiting for. 24. Dependencies: Let's take a look. A task dependencies and how to utilize waiting on and blocking tax, as I already pointed out, Sometimes you have to postpone the completion of one task because you waiting on another task that must be completed before you can continue with the 1st 1 In such case, you were creating internal ing to the task you're waiting on and place dealing in the dependency section under waiting on label Next Ukraine linked to this blocked task, go to the task that's broken it and place the link under the blocking label. This way, both tasks are connected. Let's demonstrate its on the example. Create two new notes in the sort notebook and use our task. Temperate name. The 1st 1 This task can be completed, and the 2nd 1 this task is booking another task. Now let's state the obvious that the first task can't be completed before the 2nd 1 is done . So, like the second task that's blocking the 1st 1 and hold control out Ella to create an Internet your link to that task. Now back in the first dusk, use Contrave to pays the link below the wedding on label and assigned this task The wedding on attack Similarly, with the first test selected, hit the control out L to create an internal ing to this task, go to the second task and pays dealing blowed, blocking labor. Also assign it the blocking tack now clearly internal links in the tasks to see how easily ever Noto take you from blocking two blocked task. This is how those two tasks are now interconnected. Finally, let's place both waiting on and broken tax in short cuts at the very bottom of the list. Now the blocking task should always have a reminder with due date set because that's the one we are waiting on to continue without a tasks. So said it due date sometime in the future and move the task to Cabinet. On the other hand, the task that is blocked can't have a reminder because we have no idea when we'll be able to continue working on it, let alone when it will be finished. So move this task to Cabinet without any reminder. Now we're broken and waiting on tax in shortcuts. You immediately see how many tasks are blocked and how many tasks are blocking other tasks and when you check the block tasks, you can see what tasks you are waiting on. This is a very powerful feature. 25. Keeping tags tidy: when you create a new tack on the fly by signing a new tack to the note, it will end up in the root of the list. That's why it's important to check this list from time to time and moved attacks to dare respective sections. As you can see, I need to move the dough tack under status the D confirmation take under documents and both s dot Amazon and as that CVR on the subject. Now it's nice and tidy. The more frequently you do this, the less time it takes. Okay, that's all. I hope. Youll enjoy the scores, and I hope you'll give system eggs the chance. After almost a decade of using the system to and now System X, I have yet to find anything better, but I'm totally open minded. So if you discovered something better, let me know. It can be another software or just a metrology. I'll be happy to look into it. Until then, I'll stick with ever wrote and System X, thank you and stay productive