354: Middle of Horizons

How do you manage the big stuff that sits between your projects and your higher horizons? We kicked around initiatives, job searches, and whether you really need more hierarchy in your system or just a clearer view of the one you have. We share what works for us, from simplified areas of focus to a flower exercise. Enjoy!

Resources from the call:

• Making It All Work: Winning the Game of Work and the Business of Life by David Allen (Amazon)

• What Color Is Your Parachute? by Richard N. Bolles (the source of the flower exercise) (Amazon)

• OmniFocus

• ChatGPT

• Evernote

Download the podcast here!

351: In Case Of Emergency

Life happens, and sometimes it happens to a coworker. When one of us had to step in and cover a colleague's projects with no notes to go on, it got us talking about how to set up our systems so someone else could pick up where we left off. We dug into checklists, handoff docs, holding our boundaries on weekends and vacations, and that sneaky feeling of being indispensable. Enjoy!

Resources from the call:

• Time Off by John Fitch and Max Frenzel

• Becoming Supernatural by Dr. Joe Dispenza

• OmniFocus

• Asana

• Trello

• Basecamp

• Smartsheet

Download the podcast here!

350: Integrating Task Management Systems

What happens when a client wants the same work tracked in their system, a consultant's app, and your own? Denise brought us this one, and we dug into the friction of living in other people's tools, the case for a single source of truth, and where the line falls between managing your work and reporting on it. Enjoy!

Resources from the call:

• Smartsheet

• Trello

• Todoist

• OmniFocus

• Asana

• Full Focus Planner

• SharePoint

• Microsoft Dynamics 365

• ChatGPT

• Universal Control

Download the podcast here!

346: Centralizing Capture

So much comes at us all day, emails, chats, screenshots, sticky notes, that keeping capture centralized can feel like a full-time job. In this episode we dig into how we each corral our inboxes down to a manageable few, and the automations (think Hazel, IFTTT, LaunchBar, and Krisp) that move things along without adding more thinking to our day. Enjoy!

Resources from the call:

• Cornell Notes

• Krisp (noise cancellation with meeting transcription and summaries)

• Dropbox Dash (cross-cloud search across all your drives and apps)

• LaunchBar (Mac quick-launch and file finder)

• Alfred (Mac productivity launcher, mentioned as an alternative)

• Hazel (Mac file automation and renaming)

• File Juggler (Hazel's Windows equivalent)

• IFTTT (automation for screenshot capture and follow-ups)

• Evernote (in-tray for capturing almost any data type)

• OmniFocus (task inbox)

• Trello (card capture via keyboard shortcut)

• TextExpander (template snippets for recurring emails)

• FoldingText (plain-text, markup-based note taking)

• Claude (pulling text and action items out of screenshots)

Download the podcast here!

341: Digital Reference - Engagement on Projects of Different Sizes

How do you keep your digital reference straight when some projects are just you and others involve a whole team? John brought us this one, and we dug into where reference should live, the hard lines between project and general reference, and how to keep everyone in the loop without doing the work twice. Enjoy!

Resources from the call:

• Team: Getting Things Done with Others

• Evernote

• Todoist

• OmniFocus

• NotePlan

• Dropbox

• Google Drive, Google Docs, and Google Sheets

• Microsoft 365 (OneDrive and SharePoint)

• Smartsheet

• FastTrack Schedule (AEC Software)

• Microsoft Project

• Basecamp

• Jira and Confluence

• Asana

• Teamwork

• Apple Universal Control (the "continuity" trick for sharing a keyboard and mouse between Mac and iPad)

• Zapier or IFTTT (for the automation logging completed tasks to a Google Sheet)

Download the podcast here!

338: Quality Tools

Tools matter. Ever have a part of your workflow be changed, and then all of a sudden things don't go as smoothly as they normally do? The struggle with a change in workflow is real! We've experienced it when our favorite tools shut down, or make some major overhaul changes, or when we change jobs and have to use a different OS.

Resources from the call:

• I'm a Mac vs I'm a PC

• traveler notebook

• OmniFocus

• TodoIst

• Things

• Microsoft Office

• Sal Soghoian

• Mac Power Users

• Parker Quick Gel pens

• Bullet Journal

Download the podcast here!

330: Tech Tools

Today we decided to dive into a bunch of tech tools and discuss what works and doesn't work for us for our workflows.

Resources from the call:

• Evernote

• Notion

• Obsidian

• One Note

• Microsoft Power Automate

• Pleexy

• Microsoft Teams

• Para Method for filing - Tiago Forte

• Building a Second Brain by Tiago Forte

• gettingthingsdone.com one-sheeters

• GTD® Workflow Diagram

• GTD® Setup Guides

• Control Your Day by Jim McCullen

• Microsoft Access

• Day One Journal App

• Javelin PDF readers

• Basecamp

• Hey

• AirTable

Download the podcast here!

308: Finding Your Joy with GTD®

Is your system sparking joy? Do you feel inspired by it? In this episode we look at our systems from that perspective. How can we inject more joy and inspiration into our systems, and by extension, into our lives? Such a great chat! Enjoy!

Resources from the call:

• The Life-Changing Magic of Tidying Up by Marie Kondo

• Tidying Up with Marie Kondo

• Remember The Milk

• Todoist

• Someday / Maybe Lists

• Tiny Habits, The Small Changes That Change Everything by BJ Fogg

• Time Off by John Fitch & Max Frenzel

Download the podcast here !

304: Deep Dive - Omnifocus & Todoist

This episode started out as a pros and cons of task management apps. We ended up really focusing on looking at Omnifocus and Todoist, with some other things thrown in there as well. Enjoy the conversation!

Resources from the call:

• OmniFocus

• Todoist

Download the podcast here!

302: Play & GTD®

We all experience friction in our systems from time to time. One way to look at this is as an opportunity to make some improvements to our systems and workflows. In this episode, we talk about what that looks like and some things we've discovered over time... as well as, some tools that might be useful. Enjoy!

Resources from the call:

• Jeff Su - You Tube Channel

• Pleexy - Evernote & Todoist integration

• Office 365

• IFTTT

• Zapier

• Evernote

• PDFCombo

• PDFExploder

• 1Password

• Last Pass

• Roboform

• MsgFiler for Apple Mail

• Microsoft Project

• Smartsheet

• Launchbar

• Alfred for Mac

Download the podcast here!