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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

    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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    Published on April 16, 2019

    How Self Care Can Help You Live Your Best Life

    How Self Care Can Help You Live Your Best Life

    When was the last time you did something for yourself?

    Whether it was deciding to treat yourself with a little something or travel for some R&R, how often do you practice self-care?

    Well, as good as above sounds, there’s a common misconception that many of us have about self-care: that it’s only about indulgence and enjoyment.

    However, self-care goes far beyond indulgence. It’s actually about respecting your mind and body, understanding its limits, and being able to take care of every part of yourself, in a holistic way.

    And, you really don’t have to go to extreme measures or do anything specific–like meditating or following a plant based diet–in order to practice self-care. You just have to make sure that what you’re doing is in your best interests.

    So how can you make that happen?

    Below are a few proven methods that will help you become a better version of you. Follow through with these regularly and you’ll be well on your way to living your very best life.

    Listen to Yourself

    The bulk of self-care is knowing yourself.

    This means knowing your body’s limitations, and being in tune with your feelings, emotions and thoughts. So it’s important, then, to know who you are and what you want to do in life, in order to truly say that you know yourself. 

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    What is your purpose?

    Have you ever thought about this question?

    Your purpose doesn’t have to remain the same throughout your life. What you found a purpose in at age 19 would likely be different at age 49.

    In your current situation, think about the different roles that you have – as a working professional, a spouse, a partner, a parent, etc.

    Do you feel like you are fulfilling your purpose through any of these roles?

    All you have to do is ensure that what you’re chasing is meaningful to you; this will bring focus and motivation as you strive to achieve your goals.

    If you have your purpose defined, then that’s awesome! You know what drives you and why.

    But, if you don’t feel like you have a purpose nailed down, it’s good to start by asking why.

    For example, why are you working in your particular job or industry? If the reason is vague or unclear, then your motivational energy will be the same. In which case, you may find yourself not having a direction for where you’re headed in life.

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    If you’d like to learn more about finding your purpose, then I recommend you check out this article:

    How to Get Motivated and Be Happy Every Day When You Wake Up

    Seek Out Continuous Education

    Now, this may seem less common when you think of self-care, but lifelong learning is incredibly useful and an important component of taking care of yourself.

    It’s Super Practical

    Lifelong learning is extremely practical these days and does not require as much effort as it may have in the past. Long gone are the days when you could only find information on something by visiting a library. In this day of the internet, anything you can imagine is at your fingertips.

    You don’t need to physically go to a learning institution to learn. You can watch Youtube videos to learn new skills, take online courses to earn a degree, and scroll through an endless amount of articles, books and journals from reputable news and informative sites.

    When you’re constantly pushing yourself to learn and take up new things, your mental health also improves. Research shows that an active and engaged mind is responsible for diminishing age-related memory loss and improves overall cognitive abilities.

    Your Confidence Will Skyrocket

    You’ll also have improved self worth as it teaches you to step outside of your comfort zone, which will undoubtedly improve your confidence.

    You’ll also connect better with others by expanding your knowledge base. Learning exposes you to a multitude of new ideas and perspectives that you may have otherwise never considered. This also increases your adaptability. Whether it’s at work or just wanting to adapt to society, your peers, and loved ones, life long learning prepares you to take on new challenges.

    You’ll Be More Desired in the Job Market

    Another obvious reason for continuous education, is that your employability will also increase.

    With the ever changing economy, and huge influences from technology, social media, science etc., job descriptions today are moving targets. Assignments and roles change so quickly in response to changing business demands, it becomes a Herculean task to keep a job description database current.

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    In years past, stability was a characteristic of the world of work. Procedures, information, jobs, and organizations were established and provided continuity. Education was completed in the first 14 to 22 years of one’s life, followed by a long career occasionally punctuated by short-term job training.

    Today, however, jobs, companies, and technology are disappearing and being created simultaneously. To remain current and maintain a competitive advantage in the human capital marketplace, an individual is challenged to continually learn.

    People return to school at every age to enrich their skills and knowledge for their current positions. Some even prepare themselves for new jobs or career changes, moving them forward into new opportunities and technology.

    We can be assured that we will be challenged to continue to learn new tasks and information throughout our lives. Successful careers belong to flexible, curious learners who are prepared for opportunities because they know themselves and where they make their best contribution. As Peter Drucker, the father of modern management stated,

    “Knowledge is choice.”

    Lifelong learning also increases social awareness and perspective. To genuinely understand and empathize with others, increase social awareness, and foster strong interpersonal relationships, it’s important to seek out new perspectives. Enhancing the skills that positively impact emotional intelligence can bring even greater happiness and success, both personally and at work; and, this is all part of self-care.

    Improve Your Habits (Both at Work and at Home)

    Now, the last piece of advice I want to introduce to your self-care regimen, is to improve your habits.

    Habits define who you are, and are built up over time. You are what you eat is a great example of this. If you make it a habit to eat foods that nourish your body, rather than make your body feel bad, then you will be much healthier overall.

    Good Habits Allow You to Reach Your Goals

    Since habits dictate your days and nights, such as waking up every morning to get to work before a certain time, or brushing your teeth before bedtime every night, they play a major role in whether we do or do not reach our goals.

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    When you form habits that allow you to progress towards your goals, you’re automatically living a purposeful day, everyday.

    Habits Make Your Time a Priority

    How do you spend your free time? Do you opt to lounge on the couch watching Netflix passively, or do you engage in activities that support your purpose in life?

    It’s natural to waste a lot of time during the day, but fostering good habits will make you set a pattern for how you spend your time and give you the choice of what you choose to spend your time on. By improving your habits, you’ll find that you can be a LOT more productive. When you create good habits, you become more efficient with your time and a lot less is wasted.

    This in essence creates an overall positive influence on your life, allowing you to treat your mind and body well, which is why improving your habits are so important to self-care.

    Your Well Being Comes First

    We live in such a fast-paced society, where we are often so caught up in our work, families, maintaining our social lives, our studies and everything in between. It’s an understatement to say that life can get a little overwhelming at times.

    If you’ve ever watched the safety video onboard a plane, you’ll know that they always ask for a parent or adult to put on the safety mask first, before tending to the child. This may sound selfish, but the fact is that if you truly want to ensure the child’s safety, then your safety needs to come first so that you can protect and care for the child without complications from your end.

    The same goes for self-care. We need to ensure that our well being is priority, so that we can be the best for the people around us.

    Listening to yourself, practicing lifelong learning and improving your habits are steps that you can take to ensure you’re constantly in the best state of mind, alongside the indulgence and rest that you reward yourself with.

    Featured photo credit: Photo by Raychan on Unsplash via unsplash.com

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