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Being Productive With Siri, Your New Personal Assistant

Being Productive With Siri, Your New Personal Assistant

    The other day we detailed some of our favorite iOS 5 tips and tricks. Today we are going to look at the awesome things that you can do with Siri on the iPhone 4S (or if you are a hacker type, on the iPhone 4, too).

    Siri is very much a beta product, but can give the user some handy ways to do things quickly while not interrupting their workflow. First we will outline some of the quick things that you can do with Siri to get things done.

    Sending messages and emails

      It’s super easy to send messages and emails with Siri. First, activate Siri and say “Send email to” or “Send message to Rutherford, I will be late for the party”. Siri will understand this natural type of language and will respond with something like,

      “Here is your messages to Rutherford. It says, “I will be late for the party”. Ready to send it?”

      From here you can do a number of things. You can respond by saying “modify it” or “change it” to wipe out the message portion and start over. You can say “no” or “cancel” to cancel the message entirely. Or you can simply reply “yes”, “send it”, or “confirm” to send the message.

        One of my favorite ways to send text messages with Siri is to say, “tell Amy that I will be home in about 15 minutes”. The fact that I can say “tell Amy” is so natural that it reduces the friction between me and my productivity tool allowing me to simply use it.

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        Calling businesses and other things

        To call a business or place that isn’t in your address book simply say, “Call Big Daddy’s Steak House.” Siri will respond, “I don’t see Big Daddy’s steak house in your address book. Should I look for businesses by that name?”

        Respond “yes” or “no”. If Siri finds it she will ask you if she should call the business. Simply respond “yes” or “no”.

        You can also find businesses and places in different towns or cities (only in the US for now) by saying, “Call ‘some business name’ in Houston, Texas.”

        Calling a number is as simple as dialing it out loud. “Call 8675309.”

        Taking notes on the go

          I don’t use the stock Notes app on the iPhone much (read: not at all) as I am a plain text kind of guy, but with the addition of Siri to the iPhone 4S, the notes app may deserve another look.

          To make a note with Siri simply say, “Note, this is a really important note!” A note will be created with that said text. To create a note with a “title” say, “Create a ‘inbox items’ note”. Siri will know that this is the “inbox items” note and then you can use that name to add to it with “Add, think about what to buy mom for her birthday to my ‘inbox items’ note”.

          Siri will “tend to” add this to your note that has already been started. I’ve had trouble with this one but when it does work (I’d say 8 times out of 10) it is extremely useful.

          Setting appointments, timers, alarms and reminders

          If you have noticed yet, I love just how conversational Siri can be. With that, setting appointments, timers, alarms, and reminders is one of the easiest things you can do with Siri. In fact, you may not even need to know the exact “syntax” to these things as just saying something like, “set a timer for 4 minutes” will produce a running timer.

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          Calendar appointments

          Say, “Set up an appointment (or meeting) at 6pm next Monday with my wife.” You can even say something like, “set up a meeting with Mike Vardy every Friday at 3:00am”. This will make a recurring appointment in your calendar as well as invite Mike Vardy (as long as he is in your address book) to the meeting when you confirm it.

          Timers and alarms

          I use these all the time at work because they are so easy to do. Say, “setup a timer for 25 minutes”. Done.

          For alarms say, “set an alarm for tomorrow at 4:45AM”. You can even say something like “set an alarm for every Monday, Wednesday, and Friday at 6AM”.

          Reminders

            We covered reminders in the last iOS 5 guide, and even though that Apple’s implementation of tasks is pretty great for a first stab, Reminders won’t be replacing my GTD system of choice any time soon. But, reminders gets much, much more useful now that I can create them with Siri.

            Setting up reminders for when I leave my house or when I arrive at work feels like I’m living in the 2000’s finally.

            To setup a reminder say something like, “set a reminder for when I leave home to remember to grag the TPS reports.” Or “set a reminder for 6PM tonight to stop and get my wife roses.”

            The “Hacks”

            OK, so all of the cool things you can do with Siri are awesome. But what about some things that aren’t supported out of the box? Take a look below for some of our favorites.

            Add a task to your favorite todo list app, notes app, etc.

              Adding tasks to services like Toodledo, RTM, or even OmniFocus requires a little setup, but is pretty easy to do. In fact, on the RTM blog they just posted a way to add tasks to the native Reminders app and have it sync with RTM. We are going to show you a more generic way to do this though that you can do with any service that allows email or text input.

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              There are a bunch of web services that allow you to add items over email or even text message. Some of the ones that come to mind are Twitter, Toodledo, Evernote, OmniFocus, Remember the Milk, Springpad, etc.

              Let’s take Evernote for example:

              To send a note to Evernote from Siri setup a contact in your iPhone’s address book called Evernote. An even better thing to do is to setup two contacts. One with the First Name ‘Evernote’ and another with the first name ‘Ever’ and the last name ‘Note’. This will ensure that Siri won’t screw up recognizing when you say “Evernote”. Next, put your “send to Evernote” email into your Evernote’s contact info.

              After this activate Siri and say “Tell Evernote that I have to rethink the way that we are going to launch the site”. Siri will read it back to you and then you can confirm the send.

              This proves to be one of the most powerful things that I can get my iPhone 4S to do.

              Setting up Twitter

                It seems like a total misstep that Apple didn’t add Twitter support out of box. What’s even weirder is that Siri knows what Twitter is but just won’t help you out in Tweeting.

                Bad Siri.

                But there is a way to get around this. Make a contact called “Twitter” in your address book with the standard SMS number of ‘40404’. Also, you have to setup Tweeting by SMS on Twitter.com or over your phone by sending your password. After the initial setup, say, “tell Twitter that sending messages from Siri is awesome”. Siri should reply with her familiar “Here’s your message to Twitter. Ready to send it?”

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                Set up adding to OmniFocus inbox with Siri

                  For you OmniFocus nerds out there, here is how you can send to your inbox with Siri (that is until the geniuses at The OmniGroup bring us something better). You need OmniFocus for your Mac with the Mail.app rules setup. Refer to this OmniGroup forum posting to set that up.

                  Next, set up an OmniFocus contact like I outlined above for Evernote. For your email address, use one that is set up in your Mail.app but instead of the regular email address, add ‘+omnifocus’ before the ‘@’ symbol. For example:

                  Your email is “my_email@example.com”. Use the email “my_email+omnifocus@example.com” for your OmniFocus contact info.

                  Now use Siri by saying “tell OminFocus that I need to grab some coffee when I go to the store”. The next time you sync with your OF database you should see your new inbox item.

                  Siri on productivity

                  Since we have only had a limited time with Siri, there will of course be more and more neat tricks uncovered as time goes on. But, I can already tell just how important this way of interacting with your iPhone will change productivity in the coming years.

                  I had a huge realization the other day when I had my earbuds in listening to music and programming. Something came to mind that was totally unrelated. I always have paper next to me to jot quick notes and reminders down and then come back to them to process. Instead, I long held my headset button and said, “tell OmniFocus ‘such and such that I needed to remember’”. Then I went back to listening to music and working. Later, when I was processing my inbox I realized that I captured something into my system with the least amount of resistance that I have ever experienced.

                  Now, I’m not saying that Siri is perfect. Not by any means. I’m also not saying that Apple has invented voice recognition and we should blindly follow and worship them. What I am saying is that Apple has provided consumers with the first accessible voice recognition and, dare I say, artificial intelligence that normal people can use. There can be a bit of a learning curve to get Siri to do exactly what you want it to do, but for the most part it is intuitive and extremely useful.

                  Good productivity tools are the ones that are useful and can stay out of your way. Siri accomplishes this task and I can’t wait to use it more and more in my everyday workflows.

                  More by this author

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                  Published on October 16, 2018

                  7 Clever Goal Tracker Apps to Help You Make the Most of Your Business

                  7 Clever Goal Tracker Apps to Help You Make the Most of Your Business

                  There’s nothing more fulfilling than the sense of accomplishment you get by achieving your business goals.

                  Gone are the days when you used pen and paper to take notes and manage your work day. As millennials are relying heavily on technology to manage almost everything from finances to their personal fitness, goal tracking apps are also becoming increasingly popular.[1]

                  In this piece, we will shed some light on 7 such goal tracking apps that you can use to streamline your operations.

                  I have handpicked these apps from a software rating web services site Best Online Reviews. Industry experts review software on these websites and help businesses to find the right solutions to meet their various, unique business requirements.

                  1. Aha!

                    Aha! is a California-based roadmap software provider and offers excellent goal tracking app that lets you define goals and objectives for projects. The app also lets you list out primary tasks and allows you to focus on them.

                    Hosted securely on the cloud, the app offers enhanced communication tools for sharing updates through emails with select colleagues or the entire organization.

                    Aha! is available on multiple platforms such as the web, Android, iOS, Windows, etc. and starts from $59 per month per user.

                    Available for Web

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                    2. Asana

                      Asana is one of the more popular project management apps available for businesses. It lets you organize all your team’s work, such as setting up and tracking goals, creating tasks, sharing files and notes, etc.

                      Asana also allows your team to organize all their tasks and focus on urgent priorities. Moreover, the app offers a delightful user experience that makes task management simple and easy.

                      Asana is available on multiple platforms from PCs and Mac to iOS and Android. Multi-channel adaptability makes Asana the perfect choice to track your goals anytime, from anywhere.

                      Available for iOS | Android | Web

                      3. Basecamp

                        Basecamp is an excellent tool to manage all your team’s projects and keep your activities organized. It opens a new thread for every task and that task is visible by the whole team.

                        With Basecamp, you can schedule tasks, add to-dos, discuss tasks by adding comments, add files and attachments, and much more.

                        The app is available on both mobile and desktop platforms and costs $99 per month. It is available on the web, Android, and iOS platforms and offers excellent multi-channel access.

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                        Available for iOS | Android | Web

                        4. Forecast

                          An efficient tool for successful task management, Forecast is also a popular goal tracking app. Apart from effective milestone tracking, the app also offers convenient status reporting.

                          Forecast uses project history to let you know the status of your current work. Moreover, it uses the power of artificial intelligence (AI) to provide high-quality assistance. It is a robust app for small teams to track goals and time.

                          Forecast is available for free and comes with Android and iOS app support. The premium version of the app starts from $19 per month per user.

                          Available for Web

                          5. Wrike

                            Wrike is a cloud-based collaboration and project management app that successfully manages projects from start to finish. It lets you create tasks, track work progress and retrieve reports with ease.

                            The app also gives real-time work updates and helps team members to understand their work priorities. A custom report builder helps you to generate in-depth reporting.

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                            Wrike’s premium version is available from $9.80 per month per user and is available on multiple platforms.

                            Available for iOS | Android | Web

                            6. Todo.vu

                              Todo.vu is a unique platform that delivers enhanced customer relationship management (CRM), task management, time tracking, and billing functionality in a single app.

                              According to Capterra, it’s an ideal app for freelancers and consultants, who are looking for tools to improve efficiency and transparency.

                              Although the app is free to use with basic features, the premium plan starts from $5 per month per user. The app also comes with calendar sync and task reminder functionality to keep you on track, always.

                              Available for Web

                              7. Flock

                                Looking for a tool to simplify task management? Try out Flock.

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                                Flock comes with enhanced goal tracking and additional features like instant messaging.

                                Moreover, Flock offers tons of integrations with tools such as Google, MailChimp, Jira, Dropbox, etc. It is a powerful tool that’s packed with robust features such as reminders, notes, polls and to-dos.

                                Even though you can use the tool for free, the paid version of Flock is available from $4.50 per month per user.

                                Available for iOS | Android | Web

                                Conclusion

                                Businesses need high-quality project management tools to streamline collaboration and operations. Enhanced goal tracking apps make it easy for your team to improve productivity by keeping its tasks organized.

                                But it’s essential that you choose an app that meets your unique business requirements. You can choose from the above-mentioned apps to streamline operations and improve the productivity of your team.

                                Featured photo credit: Alvaro Reyes via unsplash.com

                                Reference

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