How to Manage Multiple GTD Projects using Evernote and the Secret Weapon

HOW TO MANAGE MULTIPLE GTD PROJECTS USING AND

THE "SECRET WEAPON"Getting Things Done

1

The Secret Weaponis a free

organizational technique for both

© Your Keen & Crisp VP | KevChavez.com | All Rights Reserved

2

professional and personal phases of life


3

that re-organizes emails, ideas, and every


4

BIG & small things to-do into one system that


5

stays synchronized across your computers


6

as well as your smartphones and tablets


7

Let’s BEGIN!


8

Installing the Secret Weapon


9

is a freemium, note taking app that syncs

across devices© Your Keen & Crisp VP | KevChavez.com | All Rights Reserved

10

You can install in all your devices


11

To learn more about how to install


12

Visit my previous presentation


13

Let’s start by setting up a Notebook


14

that can be used to contain notes


15

On your desktop, double-click thiss


16

Click File


17

then click New Notebook…


18

Type “Action Pending”


19

then click OK


20

Right click on Action Pending


21

click Add to Stack


22

then click New Stack


23

Action Pending notebook will now belong


24

under Notebook Stack


25

Now, right click on Notebook Stack


26

then click Rename


27

Type “Tasks”


28

Now, right click on Tasks


29

click on Create Notebook in “Tasks”


30

Type “Completed”


31

then click OK


32

Next, click on Action Pending notebook


33

Let's add a New Note by clicking here


34

This window will appear


35

Click on Title bar to name it


36

To name your first note, type “First Note”


37

To add tags, click Add tag…


38

Type “!Daily” then press Enter


39

Add another tag…


40

Type “.Active Projects” then press Enter


41

Add another tag…


42

Type “.Inactive Projects” then press Enter


43

Add another tag…


44

Type “.What” then press Enter


45

Add another tag…


46

Type “.When” then press Enter


47

Add another tag…


48

Type “.Where” then press Enter


49

Add another tag…


50

Type “.Who” then press Enter


51

Add another tag…


52

Type “1-Now” then press Enter


53

Add another tag…


54

Type “2-Next” then press Enter


55

Add another tag…


56

Type “3-Soon” then press Enter


57

Add another tag…


58

Type “4-Later” then press Enter


59

Add another tag…


60

Type “5-Someday” then press Enter


61

Add another tag…


62

Type “6-Waiting” then press Enter


63

Close the note for now


64

Click Tags to see all your tags


65

You can see all your tags here


66

Arranging .What context to its appropriate tags


67

Right click on .What


68

Click Create Tag in “.What”…


69

Type “Distribution”


70

Then click OK


71



72



73

Type “Marketing”


74

Then click OK


75



76



77

Type “Sales”


78

Then click OK


79



80



81

Type “Ideas”


82

Then click OK


83

Next, nest one tag into another tag


84

to group the context where they belong


85

Drag .Active Projects under .What


86

Drag .Inactive Projects under .What


87

.Active Projects, .Inactive Projects, Distribution, Ideas, Marketing & Sales are now nested under .What


88

Arranging .When context to its appropriate tags


89

Drag !Daily under .When


90

Drag 1-Now under .When


91

Drag 2-Next under .When


92

Drag 3-Soon under .When


93

Drag 4-Later under .When


94

Drag 5-Someday under .When


95

Drag 6-Waiting under .When


96

!Daily, 1-Now, 2-Next, 3-Soon, 4-Later, 5-Someday & 6-Waiting are now nested under .When


97

Arranging .Where context to its appropriate tags


98

Right click on .Where


99

Click Create Tag in “.Where”…


100

Type “@Home”


101

Then click OK


102



103



104

Type “@Outside”


105

Then click OK


106



107



108

Type “@Work”


109

Then click OK


110

@Home, @Outside & @Work are now nested under .Where


111

Arranging .Who context to its appropriate tags


112

Right click on .Who


113

Click Create Tag in “.Who”…


114

Type “Arvin”


115

Then click OK


116

Right click on .Who


117

Click Create Tag in “.Who”…


118

Type “Kevin”


119

Then click OK


120

Arvin & Kevin are now nested under .Who


121

You can compress each tags by clicking these


122

When compressed it will look like this


123

To expand, click these again


124

Your set-up is now finished and


125

you can now use the Secret Weapon to collect,


126

organize & review all the action pending in your life.


127

THE "SECRET WEAPON“ TO DECLUTTERING YOUR EMAIL INBOX

Setting up IMAP


128

Setting upaccount

inMicrosoft® Outlooksss


129

First, open a browser by clicking it.


130

Type www.gmail.com on then click Enter


http://www.gmail.com/

131

Type in your email address


132

Click Next


133

Type in your password


134

then click Sign in


135

Click on Settings icon


136

Select Settings


137

Click Forwarding and POP/IMAP


138

Select Enable POP for all mail


139

Click Save Changes


140

then click Minimize


141

On your desktop, open Microsoft Outlook


142

Click Next >


143

Select Yes then click Next >


144

Type your name here


145

Type your Email Address here


146

Type your Password here


147

Type the exact same Password here


148

Select Manual setup or additional server types


149

Then click Next >


150

Select POP or IMAP


151

Then click Next >


152

Type in your Name:


153

Type in your Email Address:


154

For this tutorial we’ll be using POP3


155

Type pop.gmail.com on Incoming mail server:


156

Type same email on Outgoing mail server (SMTP):


157

Type in your User Name:


158

Type in your Password


159

Click More Settings …


160

Click Outgoing Server tab


161

Click this box


162

then click OK


163

Click Advanced tab


164

Click the box of Incoming server (IMAP):


165

Type “995”


166

Check this box


167

Click the box of Outgoing server (SMTP):


168

Type “587”


169

Click here


170

Select TLS


171

Uncheck this box


172

then click OK


173

Click Next >


174

Click Finish


175

Wait for all your messages in


176

to be synced in


177

Still catching up?


178

Yes?


179

Good!


180

Here’s the FUN part!


181

Let’s get started!


182

Select a bunch of your emails


183

then click Save to Evernote


184

Click Add Notes


185

The selected emails that are saved to Evernote


186

are now added to default Action Pending


187

Remember this?


188

You can now drag the selected emails


189

to these following tags


190

according to their use, priority, and to


191

where or whom they are addressed to.


192

You can add multiple tags to

your email© Your Keen & Crisp VP | KevChavez.com | All Rights Reserved

193

Make sure all your emails has

corresponding© Your Keen & Crisp VP | KevChavez.com | All Rights Reserved

194

tags especially the .When context


195

For emails/tasks that you can't act upon


196

immediately, drag it to 6-Waiting tag


197

For idle emails/tasks that you consider doing


198

but are not your top priorities


199

drag it to 3-Soon tag


200

For emails/tasks that you are not committed


201

to, but are not yet ready to delete


202

drag it to 5-Someday tag


203

There you have it


204

Thank you for investing on yourself


205

Apply what you have

learned© Your Keen & Crisp VP | KevChavez.com | All Rights Reserved

206

and…© Your Keen & Crisp VP | KevChavez.com | All Rights Reserved

207© Your Keen & Crisp VP | KevChavez.com | All Rights Reserved

http://kevchavez.com/index.php/contact/

http://kevchavez.com/index.php/contact/

http://kevchavez.com/

http://kevchavez.com/

Self Improvement

How to Manage Multiple GTD Projects using Evernote and the Secret Weapon