Due to my nomadic status, I have officially embraced a primarily digital workflow in 2023. I wouldn’t say I’ve gone “paper free,” but being able to check up on the status of a project from anywhere has become critical. Having key documents in the cloud makes it easy for me to keep tabs on what I’m up to, no matter where I am in the world.
All that to say, my productivity tool stack has evolved a little since last year. Here’s what I’m now using.
iPhone 13 Pro Max
I stuck with my Samsung Galaxy S7 since 2016. But in May 2022, I finally decided to upgrade.
I wasn’t sure which phone I’d ultimately pick, but I was leaning towards the iPhone because of its camera. And, in the end, the iPhone won.
So far, I couldn’t be any happier with this choice. Adapting to the workflow didn’t take long, and since it is a brand-new phone, it’s a lot faster and smoother than my previous device, and it has a bigger screen too.
From social media and Kindle to Notes and Gmail, I find I’m able to do a lot more on my phone than I was previously able, whether scheduling meetings, documenting ideas, or reading Kindles.
My iPhone is my go-to tool for capturing video too.
iPad & Apple Pencil
Hard to believe – my iPad & Apple Pencil have been with me since 2019. But somehow, they still feel new to me.
I have used this combo extensively for journaling and digital art. I like to read Kindles on my iPad as well.
I like that I can sync up my iPad with my new iPhone, and even my older MacBook Pro. Make no mistake, though – I’m still a hybrid PC / Mac user.
Evernote is out and ClickUp is in.
Not that I don’t like Evernote, but for some reason it has fallen off my radar more times than I can count. If it doesn’t stay in my workflow, it usually means there is too much friction to using it.
ClickUp is a thorough project management tool, but I basically use it as my digital to-do list.
As with ClickUp, Notion can be used as a comprehensive project management tool (though I think ClickUp does to-do lists better).
I find Notion works best as a central, communal holding place for project related information. If I have any collaborative projects, my first instinct is to set up a new teamspace inside Notion, complete with mission, objectives, deadlines, stats, meeting times and Zoom links, links to relevant documents, and the like.
I think I’ve said it before, but at this point, my workflow is so enmeshed with Dropbox that I barely even notice it’s there. But I would certainly notice if it wasn’t there, as I have multiple book projects stored inside.
Gmail, Drive, and Calendar. Honestly, I’m not sure what I’d do without them.
Last year, I got to discover the utility of the Updates tab in Gmail. I love it because it moves a lot of emails I only want to check occasionally into a separate tab.
My LifeSheet, of course, exists in Drive, and my Calendar is timeboxed.
I still do most if not all my writing inside Word. I know there are a lot of other great tools out there, but because I’m used to Word and all its quirks, I’m better able to adapt to changes. I even layout my books in Word.
Excel comes in handy around tax time.
If you want to be as productive as you can possibly be in 2023, ensure that you’ve got the right structures in place. Using the right tools can make a difference, but you’ve got to create processes for all the tools you use too. I suggest keeping your workflow as simple as possible.
If you need any guidance setting up systems for your career or business, feel free to get in touch for personalized coaching. I don’t come cheaply, but I always deliver value.
Time management and productivity go hand in hand.
To manage your time, though, you’re going to need to utilize a set of tools.
These tools don’t necessarily need to be the latest, whiz-bang, sophisticated, THICC 3D mobile apps. Personally, I find simple is better.
What matters is that you experiment, pick the tools that make sense to you, and then stick with your processes. Constantly reinventing the wheel will tend to have the opposite effect of killing your productivity.
For some inspiration, here are the four productivity tools I rely on.
1. Yellow Legal Pad
I use a yellow legal pad to organize my to-do list.
I’ll usually start by writing down everything I know I need to do for the week, and then make note of which items to prioritize.
(I don’t mean to glance over it, but prioritizing is critical for a successful week – just so you know.)
Having gone about this process in a variety of ways, I usually find it best to make a new to-do list weekly.
After a while, it gets altogether too easy to miss unchecked items on your list, because they are surrounded by items that have been checked or crossed off. Best recycle your old list and make a new one weekly.
2. Desktop Calendar Pad
I started using a desktop calendar pad several years ago, and it so much a part of my ecosystem now that I feel naked without it.
The main way I use the calendar pad is to add upcoming podcast interviews, meetings, and events, whether they are business related, social, personal, or otherwise. I find it much easier to get a mile high overview of the month (or coming months) using the desktop calendar pad versus a digital calendar.
On my calendar pad, there is a “notes” section on the righthand side, and I use this to track income sources. And that’s how I’ve done it for years now.
I will also consciously black out the dates where I know I will be on break or vacation.
Best to plan your breaks well in advance so they become non-negotiables. We can all be guilted into working more, so schedule your off days and commit to them no matter what.
I’ve created my LifeSheet using Google Sheets, so it lives inside Google Drive.
I make it a point to create a new LifeSheet annually, since a lot of things can change in a year, and my LifeSheet can start to look like a complete mess after accumulating a year’s worth of data.
I have tabs for a variety of things, but the main ones I keep going back to are “Projects,” “Post Ideas,” and “Medium Publications.”
Projects is where I can get a bird’s eye view of everything I’m working on right now and mark projects complete once they’re finished.
Post Ideas is critical since I publish daily. This is where all my article ideas, as well as the ideas others have share with me, are stored.
Medium Publications is relatively self-explanatory. I use this register to match up my stories with the right publications.
Suffice it to say, these tabs (and others) save me a lot of time as I’m going about my daily tasks.
You can use your LifeSheet as a register for whatever matters to you – affiliate relationships, travel, book recommendations, and more.
4. iPad & Apple Pencil
The iPad and Apple Pencil have not been in my ecosystem for long. I literally bought them before leaving Calgary in fall 2019.
But I now use these tools weekly if not daily, to journal, to log ideas, and to track my #StrategySunday minutes.
I don’t use any fancy apps. I just use Notes and handwrite all my entries using the Apple Pencil.
I also do a lot of reading on my iPad, though. The Kindle app is great.
I’ve used a variety of other tools through the years, even to see if going fully digital would make more sense. Nothing stuck. My current system has become habit, and it works.
The only honorary mention here would be Google Calendar, which is perfect for time blocking (Apple’s Calendar app works just as well). But I’m not a rigorous time blocker, and the habit has never stuck with me long-term. Which is fine.
Again, the key would be to find what works for you and to keep doing it. After a point, you probably won’t need anymore productivity tools. But to get there, you’ve got to experiment and work out your processes.
For more inspiration, be sure to sign up for my email list.