My GTD Inboxes with Todoist, Notion & Evernote

My GTD Inboxes with Todoist, Notion & Evernote

Hello everyone and welcome back to the Keep productive YouTube channel so on today’s feature What if it do is guide you through money different GTD inboxes now? I’ve been utilizing the getting things done method by David Allen for a while now and whilst I don’t I guess Follow it pretty to the point I actually use it and sort of use the aspects of it like inboxes, you know, the two-minute roll There’s actually a video we did about the five key takeaways that I found valuable from it That might be helpful but what I want to do today is focus in on how they interact with the applications I use so I’m going to talk about the likes a notion Evernote todoist and even some of the different locations, I haven’t ideas applications and Reducing inboxes as well as well as physical inboxes too before we dive into this video guys You can check out woven. It’s a sponsor. I wanted to do a short introduction to it. So here’s a little bit about its features so guys this month sponsor is Woven now woven is a all-in-one Calendar with powerful scheduling tools now I discovered it back in November last year and I’ve been using it for the last three months to manage my podcast meetings festive plans and Much more now woven builds on existing calendar systems and gives you scheduling superpowers Now first off woven has plenty of scheduling tools baked in Send shuttling links to book one-to-one meetings with clients Create group polls to plan an after work event Or use smart templates to quickly time block your calendar Secondly the powerful maps feature allows you to port and plan your commute organized where your next meeting is and get a sense of Direction in your day quite literally my favorite feature has to be the scheduling tools I’ve been using them for the podcast arranging meetings and also collaborations on the YouTube channel And I found it really easy to use the design has to be shouted out to wovens attractive desktop app screams easy to use edge willing and helps you to get comfortable with your calendar and Woven isn’t just on desktop. You can get it on web and iOS too with an Android app on the horizon Now I made a bold statement a few months ago woven is a new sunrise and they’re heading into a bright future So try out this powerful calendar application today by visiting Woven comm slash keep productive for more details. Thanks to woven for sponsoring key productive this month so guys as you can imagine, I want to set the starting point as notion because I think notions one of these applications that a lot of people are wondering how people capture stuff into them and I would say for at least the last Nine months I’ve been capturing reading material in the form of articles into notion now I’m in a bit of a Transition phase because I’m actually changing the way that I’ve sets this up because I want it to be a little bit more fine-tuned But I very simply use the Web Clipper whenever I discover an article that I find suitable now the reason I do this is because at the moment It seems to be the best place to actually go in and read or be able to sort of clear stuff And I sort of wanted to be kept in a relatively similar place and so I’m I’m clipping stuff through notion mainly articles and Useful reading material now. The other way that I’m using notion is really for some of the most recent stuff with the baby We’re obviously planning to have a baby in in May. So it’s like being able to work out whether we’re getting all the stuff together You know, like all the things we want well including like prams in And all the sort of buying materials, so I’m just literally in the evenings. We all look at stuff and we’ll save it into a Database called everything that we have dedicated for the baby so we can literally go around that Soon and be able to sort of process it and find the stuff We actually want to buy so there’s obviously a few sort of fine-tuning ways But that’s a really simple way of the way that we capture in using GTD inside of notion It’s not really I’d say a very fixed way because you’re not adding like dates and information like that So again, it’s very similar to the way that I’m using Evernote So in terms of Evernote, I have a main inbox Notebook, which is a default notebook. So everything goes into there And essentially what I’ll do is whenever I have a new document, I will literally clip it in there the other day was like a TSB Bank document and then there was like a British Gas document so all these sort of like household documents and you know Health documents finance documents etc. And literally just clipping them using the camera application To be able to add into the system and the goal is not necessarily to Sort of sort them straight away what I try and do is like a monthly process So I’ll dump everything in there because I know that the search is fabulous And I also know that my I guess in the last couple of months, my naming has been pretty well wood files and then what I did is the end a month to sort of process that inbox so I have anywhere between Fifty and sixty items in that inbox Which I can then clear out and into the relevant areas now that they’re sort of in there So I mainly snow sort of documents in there. Whereas notion was more like articles more like web-based stuff This is more like physical said I can store it and manage it on the go so looking at todoist um I do the majority of my GTD work here so Literally throughout the day I’m using the future quick and which is probably the biggest lifesaver for me. It’s Shift command. I I believe I set it up as you can change that on the Mac settings and obviously on desktop and Literally do that for everything. Like if I have an idea I’m gonna have a thing that I need to buy for the shops if I’m answering an email and I’ll touch on the email side of stuff and when it comes to tasks But anything that is just something that’s popping into my head I will just dump it in there for me to process later now task capture is really easy inside of the application so I’m very simple with it, I guess so what I’ll do is I’ll pretty much just add everything to inbox and if anything is Relevant to the week review I know that I’m going to be looking in the next week in terms of like I guess a mast only thing like it could Be like look to reduce the amount of work I’m doing on the podcast Then I can instantly add it to the week review project so that it’s not in my inbox and the same goes to shopping to some extent if there’s a shopping item that I Know that I’m going to be shopping later anyway Like I’m finishing a coffee shop, and I’m going shopping and then going home to do carry on work Then I add it straight to shopping and I know that automatically there’s all going to be stuff relevant there Now only recently I have looked to add the todoist Google assistant on the home And I must say it’s been actually fairly There’s a little bit of a learning curve with it, but I’m actually pretty impressed. You you say Ok, Google. I don’t activate it now and you literally you know say let me speak to todoist and then You’ll sort of met with the prompts on how to get started in I am now saying and you know X to my list and it’ll go Naturally on to the inbox area, which is perfect. So that’s really all I need The goal is to capture stuff without any hands Said I can just be just before bed if I want to get something out of my mind Then I could just dump it Inside of there without having to even go out for my phone sort of get a little bit of light distraction So obviously that’s how I capture most things throughout my day. I also do this on the go I’m a massive clipper of things as I’m walking home whether it’s an idea when I want to run or in the gym I will just add it to do a stim box and the 3d touch works. Really Well, actually if you’ve got a phone that’s above 6s You can push down on the app and actually open up this mini menu and you can quickly add new items there So when it comes to emails emails are fairly easy, like for example, what I’ll do is I’ll go off a system called Its Merlin man’s inbox zero. So the concept is to get your inbox to zero every time you start processing them So obviously if there’s one or two quick responses, I’ll do that then in there, but for example, I’ll get that inbox to zero Using a multitude of methods snoozing and things like that But the concept is really very simple if I have a task and I get it So for example, someone like assigns me a course to develop Then I’m like, okay, there’s a task. So I’ll quick add that to to-do list I’ll obviously reply if it needs to and I’ll get an extra option as well. And then I’ll archive that email straight away If I happily responded to that person But that’s really easy because I just use a command shift. I Again to open to do this and be able to add that in the background So the good thing is it overlays you don’t have to switch to another application. These keyboard shortcuts can save you tons of time. So That’s the way I’m doing it now and I find it really beneficial and never really use quick add to actually plan Tasks in that’s more of a dedicated session on say Wednesday or Thursday But email inboxes very simply sessions two times a day The goal is to get to inbox zero I try and clear it in the morning Before I start the day just so that I sort of caught up on what’s needed and at the end of the day best I can and if I miss any of those I’ll just skip to the next session I won’t necessarily do or and one in say the mid day So that’s just how I work Now there was the obviously loads of physical in trays that you’ll get during your day I’ve talked about having a Documents draw is in the middle drawer of my desk, which is really handy But the thing that I you know typically get is receipts when I go to the shops paper or post So whenever post comes in it goes straight in the in tray and then I’ll do a clear out every single week And also the same width sort of like stuff that I’ll cap You know, for example like your bank, you’ve also got your your pockets and your jeans or whatever your trousers But you also have your bag and I have a pocket in my bank that I’ll store like anything else It’ll go there so I’ll make sure I just check those two in boxes in case I picked up a letter a receipt a document or maybe take some notes myself so that I could be able to sort of save them – I Don’t really use any notebooks that are specifically for task capture So I do the majority of my task capture on todoist And if I have any sort of project capture, it goes into notion, but that’s all done in contained soda sessions So guys, I don’t know whether this was interesting to you I actually was a bit, you know wondering when they actually do this video in terms of offering some value But please do let me know what you think. You know GTD is a really Fixed process and I mean really go around the edges with it So it’s not really necessarily pure GTD, but it’s something they’re definitely I can see the framework continuing to assist my life But yeah, I mean a big thanks for following this year This will be a little bit of a break before we start the new year, but I just wanted to say a big Thank you, and I really hope You have a marvelous Christmas and every guys a big. Thank you. Talk to you guys very very soon. Cheers, everyone. Bye You

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  1. 🗂 How do you use GTD to capture your work?


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  2. Definitely like videos like these. Would have liked a little bit more of a deeper dive though. Perhaps showing some examples more inside the apps, showing the email app that you use and how you get that to Todoist and when you use Notion vs. Evernote. And how all of these apps interact with each other. Which may bleed over to your “My Entire Apps & Workflow” video. But, it is always good to have an insight of how it all works (visual displaying the apps as you are talking and showing examples of you working inside the app, etc). For example, it started off that way in Notion (showing your examples) which was great. But then, it tapered off and no other app was really shown that much. Email wasn’t displayed at all and examples were not given. Great video! Just wanted to see a little more on the app side of things. 👍🏻

  3. I recently dropped Todoist for Things 3. Only thing I miss is the compatibility/cross platform. But I figured I could pay once rather than per month and it ends up being cheaper over the long run. It’s rather cool as I’ve built Things 3 out to mirror exactly how I had Todoist. I’m using Things 3 for task management, iOS Notes app for quick notes etc, Notion for dee diving and second brain stuff. You’ve helped tremendously in my thinking process over the years and I appreciate all that you do. Thank you!

  4. Good stuff but seems you changed how you use Notion now? Seemed like you had a lot more on it before, are you starting to use evernote more now

  5. Thanks for this peek into your systems and apps. I've set up an easier way to use voice commands with Todoist via Google Assistant using IFTT applets connected to some of my most-used projects in Todoist. It allows me to bypass the clunky "Let me talk to Todoist" stuff. The downside is that I can't add due dates, flags, etc., but I use the voice integration mainly to quick-add stuff to my Inbox and my shopping list, which don't have dates attached. Particularly handy for when I think of stuff while I'm driving (I use an Android phone, so I have Google Assistant in the car.)

  6. Thank you for this video. For GTD I use Notion, thanks to this amazing GTD dashboard template that allows a quicker processing and context sorting.
    Keep up with the videos!

  7. I use Notion for project planning, Evernote for Notes and a physical diary as my calendar. Considering having a look at Todoist for a quick task manager.

  8. Thanks for this video. It was very useful. I am still setting up and refining my GTD setup. I live in the Microsoft ecosphere so I am using MS To Do for my action items and Outlook for Calendar. I created a default section in OneNote which works as my intray. I send everything there – Ideas, reminders, actions items, interesting articles, etc. I clean it out every couple of days and send those items to where they should go: Action – MS To Do; Reference – OneNote; Date and Time Specific Items – Outlook; Reminders – MS To Do (I created a "tickler" list.) I also have a physical inbox and an inbox in my OneDrive where I process incoming documents. I go all digital except for documents that I need to have physically such as birth certificate, passport, etc.

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