simple life habits

My Simple Task Management Evernote System

by Jonathan on August 2, 2012

Many of you know how much I love using Evernote. I have been an avid Evernote user since its inception. Over the years I have changed my system to better adapt to my workflow. Who knows. In the future it could even begin to evolve some more. I thought I would share with you my simple task management Evernote System.

If anything, it might help you in developing something similar for yourself. In the future, I may share my entire workflow in Evernote, but we will focus only on task management in this post.

My Simple Task Management Evernote System

I have tried many different to do apps and all of them have their advantages and disadvantages. My ultimate desire to have one central collection bucket where I process and do my tasks. That was the goal in setting up my system.

Here are a few rules to my simple system:

  1. Each task gets its own note.
  2. I drag and drop notes along my workflow.

Inbox

I have a default notebook called INBOX. Just about everything starts in this inbox. From there I will determine whether it is a TASK or a REFERENCE item. Much of what ends up in my inbox folder comes from my email. I am a big believer in clearing out my to dos out of my email.

Tasks (Notebook Stack)

Evernote offers you the ability to create a stack of notebooks. One of my stacks is called “Tasks.” Under it I have 6 folders, which I will explain as we go along.

Simple Task Management Evernote System

Daily (folder)

In this folder are “repeated” tasks I need to either accomplish daily or once a week. You can also include checklists here as well. Each individual note can be labelled daily, weekly, etc. I start here because there are certain tasks I want to do over and over again. Items I have are writing blog posts, exercise, journaling, Bible reading, etc. I use the checkbox feature as a way to track my progress for the week. See the picture below.

Checkbox feature in Evernote

TODAY (folder)

Each task gets its own note. I use the “list” view in Evernote so my tasks look like a to do list. At the beginning of the day, I will decide what gets placed in the Today folder. Anything I place in the Today folder is a high priority for me. I put all my energy on moving these tasks forward. Below is a picture of the list view of my Today folder.

List View in Evernote

Next (folder)

My “Next” folder serves as a holding area to all the various tasks that I want to accomplish in a reasonable amount of time. While this list can be long, I am reviewing this folder and the list of tasks daily. Those I want to get done today get dragged into the Today folder for completion. If I come across a task that I want to remember but it is not important for now, I drag it into my Someday folder.

Someday (folder)

This is a holding tank for items I want to review weekly or monthly. I see them as “down the road” type of tasks. I even have tasks that I am really excited about, but I am just not able to get to them for now.

Completed (folder)

When I complete a task, I drag it into this folder. Honestly, sometime I just delete the note. However, some tasks may have additional information I want to keep so I will place it into the completed folder.

There you have it! I have been using this system for a little while and I am enjoying it. It has helped me to become more productive. Probably the area that has helped me the most is the Daily folder. Having various checklists can help to keep you focused on following habits you have set up for yourself.

Let me know if you have any questions. I’d be happy to share more details. Just comment below. 

Article by Jonathan

Jonathan has been blogging since 2009 and is still in awe that the Creator of the Universe desires to have a relationship with him. His passions include spending time with his kids, reading, March Madness, surprise get-a-way trips with his wife, and watching funny YouTube videos.

  • Nilesh Karhade

    Just Activated Evernote account on my vaio after reading this Posting.
    Thanks..!

    • Jonathan Milligan

      Awesome. You will find many uses I promise.

      • a.b

        Did you ever share your entire workflow? I’ve started using this and I like it a lot, but there are many things missing. I’m completing them myself but would love to read what your entire workflow is to get a head start.

        • Jonathan Milligan

          To be honest, it is constantly evolving as I learn more about myself. For me it is much more about personality & attention management then it is about time management. Last February I did a 30 day productivity challenge. That would be a great place to start. It is free to take. Just look in the sidebar at the top of the page —————>>>>

          • a.b

            I know what you mean about it constantly evolving. I actually didn’t say anything about time management? and I agree it is about attention management. I’m trying to make sure that things are organised in a manageable way (i.e. not loosing track of things)

          • a.b

            So I’ve started the challenge and the first part is about decluttering your work space which actually conflicts with: http://www.dailymail.co.uk/sciencetech/article-2088359/Messy-desks-office-actually-lead-employees-think-clearly-say-researchers.html
            What do you think?

          • Jonathan Milligan

            I have two thoughts on this. One, I think it is an excuse. Common sense says that you are more productive if you are spending less time searching for things that are hidden in a pile. Two, I think your personality does play into this. I do agree that you shouldn’t clean your desk to avoid working. However, getting the right mindset of productivity is important.

          • rich

            Did you give up on workflowy in favor of EN? I was just checking out your task management in workflowy video. I’ve actually moved away from EN because I can’t stand the ipad app.

          • Jonathan Milligan

            I too wish the iPad app was a bit better. Although, the latest update has some better features (in case you have not tried it.) I havent given up on Evernote as a task manager. I do wish they would improve in this area. My process is still very similar but I am currently experimenting with the Kanban Method for my projects and re-peating tasks and really enjoying it. Plan on writing more about this soon.

          • Jonathan Milligan

            In my opinion, the best way to not lose track of things is Evernote. I use it religiously. If I am in a meeting and someone hands me paper notes. First thing I do at the end of the meeting is snap a photo and store in evernote. I do the same thing when I am reading a book. I go back to all of the highlights and photo capture for Evernote. I like to be as paperless as possible. I’m thinking about using the new SmartCapture Evernote Moleskin Notebook as well.

  • Tami Taylor

    Thanks for all the good information on Evernote. Where/how does Wunderlist come into play for your tasks, if you wouldn’t mind sharing?

    • Jonathan Milligan

      Hi Tami, I love Wunderlist. It is a great app. Over the last few months I have focused all my attention on trying to make Evernote a one-stop shop for me. I don’t like trying to work in too many places.

  • Yamini Sharma

    Great info on how to use Evernote as a Task Management app. I’ve used evernote before and I like it more for storing articles, notes etc but not as a PM tool. Also I find it to be too generic for work (I’m a marketer). I now use Brightpod (http://brightpod.com). It’s clean and is built for marketing teams.

    • Jonathan Milligan

      Awesome Yamini. Thanks for letting me know.