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Editing To-Do Lists On the Go: Integrate Toodledo With Captio

Editing To-Do Lists On the Go: Integrate Toodledo With Captio
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    One of the biggest problems with to-do lists is a system. How are you updating your lists and how do you keep track of them? For this problem I have found a solution, which I will share below.

    First: we all know the potential of to-do lists. We all (should) use them and we all probably know enough about GTD to use them effectively. If not, I will explain a couple of concepts quickly. After each concept there is a link you can follow to read more about it.

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    • Systems. You need a system to keep track of your to-dos. You simply can’t remember to remember what you should do and when. Therefore, there are multiple systems which can help you keep track! More on productivity systems.
    • Batching. If you want to get really productive, you should tackle your to-dos in batches. For instance, when you are out and about you should not only get your groceries, but go to the post-office as well. The same with email. Don’t respond all day to every email you get, but take care of them twice a day, all in a row. You will get in the flow and you will be able to do your tasks much faster. More on batching.
    • Prioritizing. Which is the most important task on your list? Now you need to make that your priority over the other tasks. The thing with a busy work-day is that you are distracted all day. By getting a phone-call or responding to an email you will feel busy, but you aren’t, because you didn’t have the time to actually get some work done. Read more: Mastering the Art of Prioritization

    Now that we tackled the basics of to-do systems, keep in mind how it works while I explain a system I personally use which works great for me. After that I am going to guide you step-to-step on how to set it up.

    Using Your Smartphone To Manage Your Tasks

    I currently use two simple iPhone apps to submit tasks and to keep track of them. The first is Captio – a note-taking app (and nothing more). You write down whatever you want and it will be sent to an email address. For Android users there is Jotter in the Android Market.

    The second app is Toodledo for iPhone. For Android users: there isn’t a native Android app, but the third party apps will work just as well.

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    The beautiful thing about Toodledo is that it gives you an email address where tasks can be mailed to. These emails get processed by Toodledo and will pop-up in your task list when you open up the app. What we are going to do is set up Captio with this email address, to enable yourself to send to-dos very quickly to your to-do lists.

    Of course, doing this by email is possible as well, but in the settings we put in the Toodledo email, so you don’t need to remember it.

    Now, with a couple of quick shortcuts you will have everything you need for optimum to-do list control!

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    How To Set Up The System

    Actually it is really easy. Log in at toodledo.com and navigate to this page. Copy the email address you find there and fill that in at the Captio settings. Now when you send a note from Captio it will go immediately to your to-do list.

    Now it’s gonna get fun. Why? Because you can set values within this note, which you can all find here. You can set priorities, due-dates, folders and contexts all with special syntax. A couple of examples I personally use:

    • Read Martin Luther King’s speech %read – The “read Martin Luther King speech” is the task. The %reading is the tag I gave it. Tags enable you to differentiate tasks from each other without a lot of hassle. Now when I open up Toodledo I can sort tasks by the tags and I can batch things. I use tags like %email, %checkout and %pay.
    • Pay phone bill %pay #today – Again, the tag. But now I added a due-date as well, which is today. By setting a due-date on that day you will get a reminder and it will be on the hotlist within the app, so you know you have to do something quick.
    • Call Tom for our meeting #tomorrow =4:00pm :1 hour – This is for a meeting tomorrow, at 4 pm. I need to remind Tom 1 hour ahead, because he will be late otherwise!

    If there is need for editing you can always open up the Toodledo app and edit it from within the app, the only thing Captio does is enable you to send out tasks as fast as the wind. It might seem a lot of work to set up at first, but after using it for 3 tasks you will understand the of effectiveness of this system. You only need two actions  (booting up Captio and sending the task) instead of over ten tasks from within any to-do application.

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    Now, by using this system you’ve created a bulletproof way for getting your to-do’s in place. Will this work for you? Have you created a better system yourself already? Share it in the comments!

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    Editing To-Do Lists On the Go: Integrate Toodledo With Captio

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    Last Updated on July 21, 2021

    The Importance of Reminders (And How to Make a Reminder Work)

    The Importance of Reminders (And How to Make a Reminder Work)
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    No matter how well you set up your todo list and calendar, you aren’t going to get things done unless you have a reliable way of reminding yourself to actually do them.

    Anyone who’s spent an hour writing up the perfect grocery list only to realize at the store that they forgot to bring the list understands the importance of reminders.

    Reminders of some sort or another are what turn a collection of paper goods or web services into what David Allen calls a “trusted system.”[1]

    A lot of people resist getting better organized. No matter what kind of chaotic mess, their lives are on a day-to-day basis because they know themselves well enough to know that there’s after all that work they’ll probably forget to take their lists with them when it matters most.

    Fortunately, there are ways to make sure we remember to check our lists — and to remember to do the things we need to do, whether they’re on a list or not.

    In most cases, we need a lot of pushing at first, for example by making a reminder, but eventually we build up enough momentum that doing what needs doing becomes a habit — not an exception.

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    From Creating Reminders to Building Habits

    A habit is any act we engage in automatically without thinking about it.

    For example, when you brush your teeth, you don’t have to think about every single step from start to finish; once you stagger up to the sink, habit takes over (and, really, habit got you to the sink in the first place) and you find yourself putting toothpaste on your toothbrush, putting the toothbrush in your mouth (and never your ear!), spitting, rinsing, and so on without any conscious effort at all.

    This is a good thing because if you’re anything like me, you’re not even capable of conscious thought when you’re brushing your teeth.

    The good news is you already have a whole set of productivity habits you’ve built up over the course of your life. The bad news is, a lot of them aren’t very good habits.

    That quick game Frogger to “loosen you up” before you get working, that always ends up being 6 hours of Frogger –– that’s a habit. And as you know, habits like that can be hard to break — which is one of the reasons why habits are so important in the first place.

    Once you’ve replaced an unproductive habit with a more productive one, the new habit will be just as hard to break as the old one was. Getting there, though, can be a chore!

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    The old saw about anything you do for 21 days becoming a habit has been pretty much discredited, but there is a kernel of truth there — anything you do long enough becomes an ingrained behavior, a habit. Some people pick up habits quickly, others over a longer time span, but eventually, the behaviors become automatic.

    Building productive habits, then, is a matter of repeating a desired behavior over a long enough period of time that you start doing it without thinking.

    But how do you remember to do that? And what about the things that don’t need to be habits — the one-off events, like taking your paycheck stubs to your mortgage banker or making a particular phone call?

    The trick to reminding yourself often enough for something to become a habit, or just that one time that you need to do something, is to interrupt yourself in some way in a way that triggers the desired behavior.

    The Wonderful Thing About Triggers — Reminders

    A trigger is anything that you put “in your way” to remind you to do something. The best triggers are related in some way to the behavior you want to produce.

    For instance, if you want to remember to take something to work that you wouldn’t normally take, you might place it in front of the door so you have to pick it up to get out of your house.

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    But anything that catches your attention and reminds you to do something can be a trigger. An alarm clock or kitchen timer is a perfect example — when the bell rings, you know to wake up or take the quiche out of the oven. (Hopefully you remember which trigger goes with which behavior!)

    If you want to instill a habit, the thing to do is to place a trigger in your path to remind you to do whatever it is you’re trying to make into a habit — and keep it there until you realize that you’ve already done the thing it’s supposed to remind you of.

    For instance, a post-it saying “count your calories” placed on the refrigerator door (or maybe on your favorite sugary snack itself)  can help you remember that you’re supposed to be cutting back — until one day you realize that you don’t need to be reminded anymore.

    These triggers all require a lot of forethought, though — you have to remember that you need to remember something in the first place.

    For a lot of tasks, the best reminder is one that’s completely automated — you set it up and then forget about it, trusting the trigger to pop up when you need it.

    How to Make a Reminder Works for You

    Computers and ubiquity of mobile Internet-connected devices make it possible to set up automatic triggers for just about anything.

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    Desktop software like Outlook will pop up reminders on your desktop screen, and most online services go an extra step and send reminders via email or SMS text message — just the thing to keep you on track. Sandy, for example, just does automatic reminders.

    Automated reminders can help you build habits — but it can also help you remember things that are too important to be trusted even to habit. Diabetics who need to take their insulin, HIV patients whose medication must be taken at an exact time in a precise order, phone calls that have to be made exactly on time, and other crucial events require triggers even when the habit is already in place.

    My advice is to set reminders for just about everything — have them sent to your mobile phone in some way (either through a built-in calendar or an online service that sends updates) so you never have to think about it — and never have to worry about forgetting.

    Your weekly review is a good time to enter new reminders for the coming weeks or months. I simply don’t want to think about what I’m supposed to be doing; I want to be reminded so I can think just about actually doing it.

    I tend to use my calendar for reminders, mostly, though I do like Sandy quite a bit.

    More on Building Habits

    Featured photo credit: Unsplash via unsplash.com

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    Reference

    [1] Getting Things Done: Trusted System

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