There are many productivity apps out there and this post won\u2019t focus on the intricacies of each one. I want to present a system that you can use with any productivity app. However, before you begin to use a productivity app make SURE you complete the prior 8 steps<\/a> if you want to use a productivity app effectively. <\/p>\n\n\n\n *I do NOT get any compensation for any of the apps I refer to on this post. These are just my opinions from my own personal experiences with these apps. <\/em><\/p>\n\n\n\n What do I use? I used OmniFocus<\/a> for many years before switching to Todoist<\/a>. The main reason I switched to Todoist was because it can be universally used across all platforms. Todoist can be used on Macs, PCs, iPhone, Androids, Apple watch, etc. So when I take screenshots or make tutorials it would benefit the most amount of readers. Also, Todoist is simple and easy to start using. I will use screenshots from Todoist in this post. <\/p>\n\n\n\n OmniFocus is a productivity app based Here is a list of some of the more popular productivity apps: Todoist, OmniFocus, Evernote, Things, Wunderlist. <\/p>\n\n\n\n When people ask me what productivity system I use. I start talking to them about organizing my workspaces (physical, digital, email) and listing projects\/next actions ( They just want to know what productivity app I use on my phone so they can start becoming \u201cproductive.\u201d I will reluctantly tell them the productivity app I use. I will talk with them a few weeks later and they say they are using the productivity app. <\/p>\n\n\n\n When I look at what they are doing, the app is basically used as a glorified checklist with no true purpose of advancing their projects. This is probably how most people are using productivity apps. Without proper foresight and planning, these apps will unlikely contribute significantly to your life. <\/p>\n\n\n\n By explicitly defining all of your projects and next actions in the previous step (Step 8<\/a>), this will allow you to easily organize your productivity app shown below. <\/p>\n\n\n\n Also, by clearing and organizing your workspaces (physical, digital, email)- Steps 1-7, this will allow you to most efficiently complete actions you place in your productivity app. <\/p>\n\n\n\n When I first started trying to integrate my projects, I would separate them by Personal, Work, Career, Family, etc. I found however that it was difficult for me to review all of my active projects effectively relative to one another. Finding a good way to organize projects was not easy or intuitive. <\/p>\n\n\n\n For example, if I have a work-related project due in 3 days and a personal project due in 2 days. It would be nice to be able to see how these two relate to each other even though they are in different general categories. <\/p>\n\n\n\n Therefore, I started to just group projects and tasks using the following categories:<\/p>\n\n\n\n Here is a screen shot using Todoist:<\/p>\n\n\n\n The nice thing about this system is that you can see projects throughout your life, irrespective of personal, work, career, etc. Below, we will go over how to organize each category and the reasoning behind its use. <\/p>\n\n\n\n Most productivity apps will have an inbox where you can quickly put in a next action or project that you think of so that it immediately clears your mind. I use this on a daily basis when I have a new idea or project that I may act on later. I review the Inbox every day and see if I want to toss it or organize into one of the categories described above. <\/p>\n\n\n\n So, for each project with a deadline I create the name using the following system:<\/p>\n\n\n\n Year.Month.Day Title of Project. <\/p>\n\n\n\n For example, if I have a lecture I need to present on \u201cUse of Ultrasound in Shock\u201d on March, 5th<\/sup>, 2020. I would label it \u201c2020.03.05 Lecture on Ultrasound in Shock.\u201d<\/p>\n\n\n\n I would do that for all of my projects and place them under the general category Projects-Deadlines with the project due soonest on top and latest on the bottom. <\/p>\n\n\n\n This way when I review all of my projects with Deadlines, I don\u2019t just make sure each one has a next action, I can also spatially see which one\u2019s will need to be completed sooner or later. <\/p>\n\n\n\n After you have listed your projects with deadlines, input the next actions that you have defined in Step 8<\/a> for each project along with a date for completion. <\/p>\n\n\n\n So projects placed into this category are projects with no specific deadlines such as job titles, general life areas, etc.<\/p>\n\n\n\n For me this includes things like Ultrasound Director, Physician Zen Website, Productivity, Finances, Health, etc. <\/p>\n\n\n\nCaution! Do NOT Proceed without going through Steps 1-8<\/strong><\/h3>\n\n\n\n
Create General Categories in your Productivity App<\/strong><\/h3>\n\n\n\n
![\"\"](\"https:\/\/www.physicianzen.com\/wp-content\/uploads\/2019\/07\/Screen-Shot-2019-07-26-at-11.39.26.png\")
<\/figure><\/div>\n\n\n\nInbox (Pending Review)<\/strong><\/h3>\n\n\n\n
Organizing Projects with Deadlines<\/strong><\/h3>\n\n\n\n
See sample below: <\/p>\n\n\n\n![\"\"](\"https:\/\/www.physicianzen.com\/wp-content\/uploads\/2019\/07\/Screen-Shot-2019-07-26-at-11.39.53.png\")
<\/figure><\/div>\n\n\n\nOrganizing Projects with No Deadlines<\/strong><\/h3>\n\n\n\n