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Use Your Mobile Phone to Stay Organized On the Go

Use Your Mobile Phone to Stay Organized On the Go

Use Your Mobile Phone to say Organized On the Go

    Like my geek ancestors before me, I am deeply devoted to my Moleskine notebook. I keep one in my backpack or in my back pocket at all times, with a range of suitable pens that make writing a joy (I’m a fan of the fine-tipped pigment pens favored by illustrators). For quick notes and thinking time, there’s nothing better.

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    But I’m also a big fan of doing things efficiently, which means not handling anything — a note, an address, a reminder — more than once. A lot of the thoughts I need to capture on the go won’t end up staying in my notebook forever — they need to be transferred, eventually, to the computer where I’ll actually be using them.

    Over the last couple of years, a number of new services have emerged that make the cell phone a particularly useful part of my productivity toolkit when I’m away from home. Most of these services take advantage of the phone’s mobile messaging service — the ability to send short text messages, with or without attached images. Increasingly, it is possible to send information, ideas, and even documents directly to the services and programs I use to stay organized.

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    Which means I don’t have to copy that appointment I jotted into my notebook into my calendar when I get home. And I don’t have to madly scribble notes from a whiteboard, only to type them up again when I get home. And I don’t have to remind myself to copy the reminders from my Moleskine into my todo list!

    10 Ways to Stay Organized with SMS/MMS

    1. Send tasks to your todo list. Many online task managers accept tasks via SMS, usually indirectly (using an intermediate service to “translate”, although Gubb allows tasks to be added directly). For example, I use Twitter to send tasks to my Toodledo list, using a special format: d toodledo [Task] #[Due date] *[Folder]. (E.g. “d toodledo Write a post for Lifehack #5/27 *Lifehack”)
    2. Add events to your calendar. Google Calendar allows you to add events via tet message using it’s “natural language” entry method. So you send a text to “GVENT” (48368) saying “Meet Andy at Joe’s Cafe tomorrow at 2:30pm” and Google parses it out and puts it into your calendar. 30 Boxes is also supposed to do this, but I don’t use it enough to be familiar with how. (If you know, tell us how in the comments!)
    3. Check your calendar. Using the same “GVENT” number, you can get a summary of your next appointment, your schedule for the day, or tomorrow’s schedule from your Google Calendar, no matter where you are. To get your next event, text “next” to “GVENT”; to get your schedule for the day, text “day”; for tomorrow’s schedule, text “nday”. A text message will be returned with the information you requested.
    4. Track your expenses. Everyone knows the key to good budgeting is keeping track of what you spend. This is easier said than done, though, and it’s not helped by the fact that expense tracking is pretty boring. Enter Xpenser, a web-based expense tracker that allows you to submit expenses on the fly via text message. Send the amount, a short description, a keyword for the type of expense, and you’re done. (Note: Users outside of the US and Canada can’t do this directly, but can use Twitter as an intermediary.)
    5. Track how you use your time. If you bill by the hour, or if you just recognize that as with money budgeting, time budgeting needs good record-keeping, you can keep track of your time away from the office with text messaging, too. Harvest is an online time  tracking service that allows time records to be sent via SMS, using Twitter. You just send a (private) direct message using the following format: d harvest t duration notes. Check out Harvest’s instructions for more details. Incidentally, if Xpensr doesn’t turn you on, Harvest also does expense tracking.
    6. Keep a food diary. Whether you’re trying to lose a few pounds or just want to eat a healthier diet, a food diary can be a useful tool. Tweet What You Eat uses Twitter to track your food intake: eat, tweet, move on with your life.
    7. Track gas usage and mileage. I don’t know if you’ve noticed, but gasoline prices are up a bit this year. Tracking your mileage is a good way to identify problems that are making your car run less efficiently. Two new services allow you to record mileage at the pump: My Milemarker and FuelFrog both let you use Twitter to send reports from the pump. For FuelFrog, send an “@” message to @fuelfrog with the miles driven, price, and gallons (in either Imperial or metric); for My Milemarker, you send a direct message like this: “D mymm [miles] [gallons] [price]”.
    8. Scan documents and whiteboards. Two services — ScanR and Qipit — will take photos sent via MMS from your phone, clean them up, and send you nicely formatted PDF documents. If your phone’s camera is high enough resolution (over 2 megapixels), ScanR will even run OCR (optical character recognition) to pull out the text!
    9. Get directions. Feeling lost? Send the address of your start point and destination to “GOOGLE” (466453) and Google will send you directions! Note: You may receive more than one text message in return, depending on the length of your trip.
    10. Send email. That you can send text messages to email addresses is often forgotten. Just replace the phone number with an email address. There are a lot of services that don’t take text messages but will accept emails. How about sending article ideas to your Google Docs account? Sending notes and even pictures to Evernote? Sending an address to yourself to cut-and-paste into your contact manager? Or telling your cell-phone-phobic mom that you love her (awwww…)?

    These are just a few ways to get and stay more organized using text messages. As more and more companies realize the power of text and media messaging, we can expect to see even more creative uses for our mobile phones — all without opening a browser.

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    One word of caution, though: As you discover more things you can do with mobile messaging, you are likely to find yourself sending more and more messages each day. Make sure you have either an unlimited plan or a plan with a very large number of free messages — even at 5-cents a piece, text message charges can add up fast, and some providers charge 10, 20, 25 cents and more per message.

    Do you have any mobile messaging tricks of your own? Share them with Lifehack’s readers in the comments!

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    More by this author

    Building Relationships: 11 Rules for Self-Promotion How to Become an Expert (And Spot out One Nearby) The Importance of Reminders (And How to Make a Reminder That Works) Is Procrastination Bad? The Truth About Procrastination Revealed Back to Basics: Your Calendar

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    Last Updated on March 13, 2019

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    Have you gotten into a rut before? Or are you in a rut right now?

    You know you’re in a rut when you run out of ideas and inspiration. I personally see a rut as a productivity vacuum. It might very well be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. While I’m normally productive, I get into occasional ruts (especially when I’ve been working back-to-back without rest). During those times, I can spend an entire day in front of the computer and get nothing done. It can be quite frustrating.

    Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, a student or other work, you will find these useful. Here are 12 of my personal tips to get out of ruts:

    1. Work on the small tasks.

    When you are in a rut, tackle it by starting small. Clear away your smaller tasks which have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

    Whenever I finish doing that, I generate a positive momentum which I bring forward to my work.

    2. Take a break from your work desk.

    Get yourself away from your desk and go take a walk. Go to the washroom, walk around the office, go out and get a snack.

    Your mind is too bogged down and needs some airing. Sometimes I get new ideas right after I walk away from my computer.

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    3. Upgrade yourself

    Take the down time to upgrade yourself. Go to a seminar. Read up on new materials (#7). Pick up a new language. Or any of the 42 ways here to improve yourself.

    The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college. How’s that for inspiration?

    4. Talk to a friend.

    Talk to someone and get your mind off work for a while.

    Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

    5. Forget about trying to be perfect.

    If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies.

    Just start small. Do what you can, at your own pace. Let yourself make mistakes.

    Soon, a little trickle of inspiration will come. And then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

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    6. Paint a vision to work towards.

    If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

    Think about why you are doing this, and what you are doing it for. What is the end vision in mind?

    Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action.

    7. Read a book (or blog).

    The things we read are like food to our brain. If you are out of ideas, it’s time to feed your brain with great materials.

    Here’s a list of 40 books you can start off with. Stock your browser with only the feeds of high quality blogs, such as Lifehack.org, DumbLittleMan, Seth Godin’s Blog, Tim Ferris’ Blog, Zen Habits or The Personal Excellence Blog.

    Check out the best selling books; those are generally packed with great wisdom.

    8. Have a quick nap.

    If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep.

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    9. Remember why you are doing this.

    Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

    What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall why you are doing this. Then reconnect with your muse.

    10. Find some competition.

    Nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

    Colleagues at work, competitors in the industry, competitors’ products and websites, networking conventions.. you get the drill.

    11. Go exercise.

    Since you are not making headway at work, might as well spend the time shaping yourself up.

    Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, whichever exercise you prefer.

    As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

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    Here’re 15 Tips to Restart the Exercise Habit (and How to Keep It).

    12. Take a good break.

    Ruts are usually signs that you have been working too long and too hard. It’s time to get a break.

    Beyond the quick tips above, arrange for a 1-day or 2-days of break from your work. Don’t check your (work) emails or do anything work-related. Relax and do your favorite activities. You will return to your work recharged and ready to start.

    Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest. My best ideas and inspiration always hit me whenever I’m away from my work.

    Take a look at this to learn the importance of rest: The Importance of Scheduling Downtime

    More Resources About Getting out of a Rut

    Featured photo credit: Joshua Earle via unsplash.com

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