Every once in awhile I have to stop and look at all of the different applications and groups I belong to online and make sure I am using them as effectively as possible. Since I just got a new phone (LG Voyager with a QWERTY keyboard!) this was a perfect time. Here is my setup:
Email
I use Gmail to manage all of my email via Google Apps. If you aren’t familiar with Google Apps, basically it allows me to use my personal domain, enseygroup.com, to access my email, calendar, docs, homepage, etc. I have six different emails addresses plus my enseygroup.com address, all of which I manage through Gmail using GTDInbox. I add filters to add labels to incoming email; Active for all new email and then Client labels. After reading an email I remove the Active label and further lable it with a Project label, if necessary. Mailing lists with posts that are really interesting I label with Reference.
Another tip - I don’t want to pay to have email on my phone, so I have a filter set up so when the phrase “DUrgent” appears in an email subject it gets forwarded via SMS to my phone. That way clients and family know I’ll see it right away. Well, actually, only one client knows and my husband - everyone else just calls or SMS me.
Gmail’s search feature is what makes this work. Once I archive a message, I can find it again in a matter of seconds using search. Ideally, I would use Gmail as a kind of database for all the stuff floating around in my head, but I can’t seem to do it. For that I use:
Evernote
Easy, easy, easy. Just a list of notes that you can tag and search. I cut and paste programming code, technique directions for artwork, passwords, seriously, everything goes into Evernote. It is backed up online so I don’t have to worry about losing it. So far I’m just using the free service, but if I ever hit the max for online storage, I’ll just pony up the cash - it is that valuable to me.
Calendar
I use Google Calendar, but with a twist. I also use I Want Sandy (Sandy) to keep track of reminders, so I added a calendar to GCal for Sandy and I can see everything in one place. Why Sandy? First, I can IM or SMS reminders - everything from appointments to shopping lists. Second, I can get the reminders on my phone by SMS, in my email in a daily digest and see it on my calendar. Third, it works with Jott.
Jott
Jott is a phone app that lets you dial a number, speak a note, to-do or reminder and have it show up as text in your email, calendar or at I Want Sandy. Very cool, especially now that I have a bluetooth headset and can just speak the number I want dialed. I don’t even have to take the phone out of my purse. I just say “Call Jott” and then blab away.
Blog Reader
I use Google Reader, which is not yet integrated with Google Apps (Booo!), but is a perfect feed reader for me. I have a handful of categories and assign each new feed I add to a category so I can pick which ones I want to spend time reading. Oh, let’s tell the truth - I actually go through all new posts quickly, pausing to read the interesting ones and starring posts I want to come back to for some reason. The categories aren’t used a whole lot. But they look nice in the sidebar.
Social Apps
I belong to a large number of social applications, but the ones I pay attention to are Twitter, Flickr, FriendFeed and Facebook. The others (Plaxo, LinkedIn, etc.) just aren’t as important to me. Flickr and Twitter both feed into FriendFeed and Facebook. My Facebook friends are usually friends or people I know socially (feel free to friend me!). FriendFeed people are more tech-related and professional contacts.
I use Twitter for “micro-mini blogging”; ie, asking questions, funny quotes or observations, participating in group activities (World Cup!) that sort of thing. Flickr is, of course, for my photos. I also have a Tumblr blog which is for “micro-blogging” - stuff that I don’t want in my main blog. I can also blog from my phone to Tumblr (and sent photos to Flickr from my phone too).
Home Page
I use the Google Apps home page, which is similar to iGoogle. On it I have widgets for my email, calendar, Facebook, Twitter, FriendFeed, Google Docs, the weather and GTalk (IM). So, on one page I can see everything and click through to what I need to pay attention to. Cool.
Finally, as much as possible I am using IM and SMS for notifications from various services instead of my email. This clears out a lot of the junk in my inbox and also moves it to where I pay appropriate attention to it. I’m also encouraging people to IM me with quick questions instead of emailing - saves us both time and easier than a call where you have to make small talk….
So, there it is. How are you organized?