Evernote Bugs … or bad Evernote weather … or an uninitialized variable (file name?)

Introduction

In the past week I’ve noticed problems with Evernote capturing from Web Clipper and Clearly. For example, go to this WIRED article on an artist who did a self portrait with GPS equipment and DHL taking the equipment around the world.

Artist_Admits_He_Didn_t_Actually_Use_GPS__DHL_to_Create__Biggest_Drawing_in_the_World____WIRED

Wired

When I opened the article in Chrome for Mac, Evernote Web Clipper, and clicked Save:

Artist_Admits_He_Didn_t_Actually_Use_GPS__DHL_to_Create__Biggest_Drawing_in_the_World____WIRED_and_Skype

Evernote said that it saved the clip:

Artist_Admits_He_Didn_t_Actually_Use_GPS__DHL_to_Create__Biggest_Drawing_in_the_World____WIRED_and_Evernote_Premium But … the clip did not appear in Evernote on my Mac after I synchronized.

WARNING!!!

GTD Evernote users, *might* want to check that web clippings are actually being captured. Just to be sure.

Fast Ways To Double-Check-Web Clipper:

  • When Web Clipper displays the confirmation that your note has been captured:
    Artist_Admits_He_Didn_t_Actually_Use_GPS__DHL_to_Create__Biggest_Drawing_in_the_World____WIRED_and_Evernote_PremiumClick on the title of the article to open the note in Evernote, to make sure the note is there.
  • Or, instead of using Web Clipper, capture the note with Clearly. I’ve had no trouble with Clearly capturing notes this week.
  • Open Evernote on your computer, click the Sync icon
    Evernote_PremiumAnd then click on the “All Notes” (or “Clear” icon if you have run a search) and then scroll to the top of your notes to make sure the note Clearly or Web Clipper says it captured, is there.

This might be a problem of capture (from Web Clipper or Clearly) or it might be a problem of synchronizing. I’m using Evernote Mac 5.6.0 which I think is a beta release.

ScanSnap GTD Tricks #1: Next Action Stamp

Getting_Started_with_GETTING_THINGS_DONE_–_2014_–_in_27_steps___RestartGTD

As I was depositing a check with my ScanSnap this morning, I had the idea that I should post a few ScanSnap GTD tricks. Then Joe Terrana posted a comment to the 2014 Getting Started with Getting Things Done post, with a cool *new* trick.

Amazon_com___Ideal_4912__3_4__x_2__Custom_Self-Inking_Rubber_Stamp___Business_Stamps_And_Print_Kits___Office_Products

Source: Amazon.com

Go to Amazon, then order this custom rubber stamp, and then follow the instructions to “Contact Seller” and send them “Next Action” as the message for the stamp.

Then once the scanner arrives, you can stamp paper with “Next Action” scan the paper into Evernote (Click here to subscribe to Evernote), and then after Evernote does optical character recognition (OCR) on the stamped part of the note, you can search for “Next actions” and find all of your scanned next actions.

Very slick.

Very Simple!

Thank you Joe for the ScanSnap GTD Trick #1.

bill meade

p.s., I had the idea, since Evernote also attempts to recognize hand-written characters, that I could scan a note card with “Next Action” on it, and perhaps achieve the same result as using a custom rubber stamp. Here is what the card looks like:

Evernote_Premium

Expecting Evernote to be able to read my handwriting is not a fair test, I know. But, it seemed like a fun trial. Evernote’s explanation of how OCR works says that it take a “few minutes.” I’ve always assumed that Evernote takes “over night” to complete OCR operations, so we’ll see how long it takes for this note:

  • 1st check on indexing status: 20 minutes later … not indexed.
  • 2nd check on indexing status: 11 hours later … not indexed.
  • 3rd check on indexing status: 23:10 later … not indexed.
  • 4th check on indexing status: 33 hours later … INDEXED!!!!

However long it takes, I’ll update this post after Evernote indexes the card to see if it is possible to simply write “Next Action” and have OCR recover the magic GTD words.

You can tell if an Evernote note has been indexed by clicking on the i at the upper right of the note:

Fullscreen_2014_09_17__8_01_PM

And then looking at “Attachment Status” 3/4 of the way down the dialog box (red arrow).

While it is true that GTD indexing can be measured in minutes 33 * 60 = 1,980 minutes. It is not a safe workflow to depend on Evernote scanning documents immediately.

Success … kind of

After my index card was OCR’d by Evernote, I am able to search for the word “Next” but alas, “action” in my hand writing was not recognized. :-(

Evernote_Premium

I was not able to determine precisely how long it took for Evernote to do the text recognition.

Lesson Learned:

You can buy a self inking stamp, and Evernote will read it. Thanks again Joe Terrana for giving me the stamp idea, so I could have the stepping stone idea of just writing “next action” on the card.

It would be smart to create a sample card for yourself, scan it, and then see if Evernote can recognize your hand writing. In fact, if you’ve already written “next action” on a 3×5 card that you scanned into Evernote, you might be able to test this out today. Just search on the GTD Magic Words! 

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Featured

Best GETTING THINGS DONE Scanner Alternatives

Alternatives

The dominant alternative scanners if you are looking to use Evernote as your GETTING THINGS DONE reference filing system are:

  1. ScanSnap Evernote Edition $495 (*Note* that you get a year of Evernote worth $45)
  2. ScanSnap iX 500 $448
  3. Epson WorkForce DS-510 USB ($279) or WiFi ($399)
  4. Brother ImageCenter ADS-2000 $308
  5. NeatDesk Desktop Scanner $339
  6. HP ScanJet 3000s2 $350
  7. ScanSnaps on Craigslist

Which one should you buy to get GTD off the ground? Any of them! Even though they cost real money, the incredible lightness of being you will get from being paperless will more than compensate. Do it, click a link and order. Do it now!

Having purchased a scanner (ScanSnap iX 500) recently, my fourth Fujitsu ScanSnap, here is the decision process I went through.

Came out just after I purchased. I missed my chance to have all the drugs. This scanner today, is a great first choice for an Evernote person. There is a scanner control panel for the Evernote ScanSnap edition that looks like this on a mac:

Preferences

When the ScanSnap Evernote Edition came out, it was featured prominently on Evernote’s web site. It is much less prominent today. In fact, I had to Google to find the direct link to it. So this *might* be a white elephant that gets abandoned by the green elephant in the future. Still, it is a ScanSnap so you probably can’t go wrong.

And which routes documents, business cards, receipts, and photos automatically to Evernote notebooks that you specify. If automatic routing of documents to folders is something you are looking for, stop reading and buy the ScanSnap Evernote edition.

The reason to buy this scanner is that it is top rated. It has the highest satisfaction rating in document scanners on Amazon.com. When I’m buying a product on Amazon.com I look for as high a proportion of ratings as possible in 5 stars. And, the distribution of ratings has to be at least a triangle. Draw a line from upper right to lower left in the ratings bars, and if there is a bar over the line, I won’t buy that product. Look at the iX 500’s ratings:

Amazon_com__Fujitsu_ScanSnap_iX500_Scanner_for_PC_and_Mac__PA03656-B005___ElectronicsFullscreen_2014_09_09__9_13_PM

The iX 500 has the questions and most answered questions, and it is the best seller. Great machine, neutral price (because it is wicked good), and as you push click, you will think of the machine’s price for the last time. Having four successful ScanSnap purchases, this is what I bought last time around.

I looked at the Epson last time around. But it has less traffic, fewer ratings, fewer answered question. And is 1/2 star lower rated by Amazon customers.

Fullscreen_2014_09_09__9_12_PM

Still, this would be a better buy than the $250 ScanSnap scanner. The automatic document feeder on the lower level Fujitsu scanners is … um … not strong. I’ve owned two of the 300ish ScanSnaps and I’d rather gamble my money on the Epson DS-510 than re-buy a 300ish. Also, I like that there is a USB-only option for $120 less. Wireless connections are demon possessed by definition. I tried wireless on my ScanSnap iX 500 to make sure it works. And even got scan to phone working over wireless. But for everyday trouble free scanning, wireless can’t compete with USB.

If you go for the DS-560, you are just $50 away from the price of the defacto standard iX 500. So knowing I was going to like the iX 500, I just paid the extra money. Buy the best only cry once. But, I bet the DS-510 is a great product.

Like the Epson scanner, the Brother unit looks good. But again, fewer reviews, and less highly rated.

Fullscreen_2014_09_09__9_10_PM

Again I thought hard about this, but for $150 less, the 150 customers giving it 5 stars vs. the 1,070 giving the iX 500 5 stars, might give me pause.  Still, saving $150 bucks could be done. Amazon.com has great return privileges I hear. But I’m old and lazy so I did not go there.

NeatDesk does the most advertising, so many people see this as THE scanner to get. Until they check out the Amazon.com customer ratings:

Fullscreen_2014_09_09__9_21_PM

NeatDesk flunks my “triangle rule” as the number of 5 star reviews is actually lower than the number of 1 star reviews. Too bad, the slots that this scanner has for receipts of different sizes might be a great feature. Anyway, when I looked at the ratings, I knew this was not what I was looking for. Also, NeatDesk has separate versions of the scanner for Mac and PC which is always a bad omen.

Having worked at HP with HP’s Digital Sender 9200, I would like to love this scanner. The 9200 was the first product I ever saw scan to PDF and email the PDF. It was a network only device. An amazing work of art from HP Bergamo (may it rest in peace) and a software artist section manager.

A quick look at the Amazon.com feedback is instructive:

Fullscreen_2014_09_09__9_28_PM

Only eight 5 star ratings. And very few customer reviews. HP’s entry is a poor bet just because there is so much less user information about it.

  • Craigslist ScanSnaps

If you are no-money-down GTD person, Craigslist is for you! Yes, you can find ScanSnap scanners locally. Here are three that are available in Portland OR near me.

portland_for_sale___wanted__scansnap__-_craigslist

I’ve had students buy ScanSnap S1500 scanners for $100 and be very happy with them. I’ve also found ScanSnap S1500 in liquidation shops. New-in-box ready to get you on the GTD wagon for good!

Hope this helps you pull the trigger! Order the scanner of your choice, and then go to my Getting Started with GTD 2014 post and start at the top of the list.

bill

Getting Started with GETTING THINGS DONE – 2014 – in 28 steps

DSC_9660

Amendment:

Getting started with GTD is much easier if you have a buddy. Preferably, two buddies, and experienced GTDer buddy, and someone who is at the same experience level as you in implementing GTD. See GTD buddy system for more details.

How To:

If you asked me how to get started with GTD today (see What is GTD before embarking on this journey), this is the advice I would give. Step zero, take a picture of your desk. If you follow this guide, and get GTD to stick, starting point chaos, will be a valuable data point to refer back to. Here’s my initial desk before embarking on GTD

GTDBefore01D3M_2516.jpg

  1. Order GETTING THINGS DONE and 1,000 3×5 cards
    a. Buy the unabridged audible version of GTD and listen to it while you are driving.
    b. And, buy a Kindle or paper version so you can highlight passages, when you circle back to re-read GTD.
  2. Order a Fujitsu ScanSnap iX500
  3. Go to CostCo and get 4 large (free) boxes in which to triage documents
  4. Subscribe to Evernote
    a. Go to Evernote.com and click on “Sign Up”
    b. Get you your credit card and pay the $45 a year
    c. Get your email confirmation that you account is set up. Write down your username and password for evernote on a 3×5 card.
  5. Download Evernote and install the client on the computer you use most
    a. Download Evernote
    b. Install Evernote
    c. Connect the installed software on your computer, to your evernote account (use the username and password you wrote down in Step 4 c.
  6. Install Evernote Clearly into the web browser you use most
    a. Clearly is a browser add-in, separate from the software you installed above. Evernote = database. Browser add-in = on-ramp to database.
    b. Go to a favorite web page of yours, then click Clearly (a Luxo Lamp Icon) and watch as Clearly removes the clutter from the web page, allows you to highlight text. And most importantly, allows you to save the page to Evernote when you highlight or click sae. You are done for day 1. Time to walk your dog. Your dog will feel stress lifting off you as Millie demonstrates in the picture at the top of this post.
  7. Practice with Evernote (open it up, see the pages you have captured, add manual notes, create notebooks, etc.) each day as you wait for GETTING THINGS DONE and your ScanSnap to arrive.
  8. Practice with Clearly every day as you wait for GTD and your scanner. You might want to read the RestartGTD post where the capstone line is: “Clearly all by itself makes Evernote worth it!” towards the bottom. Then go back and play with Clearly and Evernote.
  9. When the ScanSnap arrives, unbox it immediately, and install it on your computer with the included DVD. This will take you about 20 minutes. Do not read GETTING THINGS DONE until instructed to do so in Step 12. If you procrastinate on installing the ScanSnap to save 20 minutes now, it will take you 20 months or never, to get the ScanSnap installed. Do it. Do it now! (31 seconds in)
  10. After the ScanSnap is installed, get it working so you can Scan-To-Evernote with one click.
    a. Start the installed ScanSnap software by clicking on its icon at the bottom of your screen
    b. Left-click once on the ScanSnap software icon after it is running
    c. Look for “Evernote” in the pop-up list, and left-click once on it
    d. Put a page in the ScanSnap, push the blue button, and watch as the page appears in Evernote. Cool!
  11. Once you have steps 1 through 10 accomplished, then …
  12. Read the first three chapters of GTD.
  13. Read only the first three chapters of GTD. Don’t give in to temporary energy and enthusiasm, and read the entire book. Just chapters 1-3.
  14. Energized by your first wave of hope after reading …
    Mark the 4 boxes you brought home from CostCo as
    “Recycle”
    “To Scan”
    “IN” and
    “Precious”
  15. Next put all your papers into the “IN” box. Don’t worry about making a mess. Just put each document in as a document. You will process and re-organize these documents later.
  16. After “IN” is full, then stop. Take the rest of the day off. I know you are eager to sprint to GTD nirvana. But, you need to pace expectations. Expecting to do a single good block of work at a time to implement GTD is a maximum. If you try to do more than a single block of work, you set yourself up for failure, self recrimination, and external ridicule. 83% of people who attempt to implement GTD fail. And they fail because they try to do too many things, too quickly, while tired. You did not make your organization a mess in a day. And you can’t transform it to a masterpiece in a day. One good thing a day is enough. If you want to see an organizational mess, check out the RestartGTD post on GTD Time Lapse at the top for before pictures.
  17. Next day, approach the “IN” CostCo box, and pull the first document from “IN” box, hold it up. Look at it, suppress any feelings about it, and ask yourself:”Will this ever have a next action?”
    a. If the answer is “Yes” put the document into “To Scan” and then go back to “IN” and repeat this step.
    b. If the answer is “Maybe” then put the document into “To Scan” and then go back to “IN” and repeat this step.
    c. If the answer is “No” then put the document in “Recycle” and then go back to “IN” and repeat this step.
  18. Once your “IN” box is empty, or your “To Scan” box is full (whichever comes first) then take another rest. At least 90 minutes to let your brain reset.
  19. When you come back, move the “To Scan” box next to your ScanSnap. Take each document out one at a time. Put the document into the ScanSnap, push the blue button. When the document is finished scanning, either put it in the box labeled “Recycle” or the box labeled “Precious” if the document needs to be saved.
    1. Once your “To Scan” box is empty, take the rest of the day off. Manage your expectations. One block of GTD work. One day. P-a-c-e yourself.
  20. Go back to Step 15 if you have more papers to process. And repeat Steps 15-20 until all the paper in your life has been recycled or captured in the box marked “Precious”
  21. Take the rest of the day off. Manage your expectations. One block of GTD work. One day.
  22. Once you have all the paper in your life captured in Evernote, the next step is to get your desk clear. Everything off. No pictures. No teddy bears. No momentos. Nothing on your desk in your field of view as you work. In particular, no pictures of faces in front of you where you work. Your brain will work processing faces without ever shutting off. One student has commented to me that this HUGELY reduced her fatigue.
    a. If you don’t have a real desk. Get a real desk. No substitutions, kitchen tables do not count. Floors do not count. You need a big space where you feel pleasure when you work. Go to IKEA’s “As Is” department and buy returned legs, tabletops, panels, conference tables. And modify to taste.
    b. Go to Amazon and get a monitor arm, wireless keyboard, and wireless trackpad or wireless mouse, to transform your desk back from being a giant monitor stand cluttered with paper, into being a brain’s desk that facilitates work. This is the most disregarded step in my instructions. But, it REALLY HELPS. So give yourself a leg up and try investing in your desk.
  23. Once you have a clear desk, and all your paper captured in Evernote, it is time to take your first “After GTD” desk picture. Put the “Before GTD” desk picture into Powerpoint on the left. And the “After GTD” desk picture on the right. Then save the PowerPoint slide where you won’t lose it. Here is my before/after PowerPoint slide:BeforeAfterDesk_pptxBefore/after pictures are important. Before/after pictures are hope. Elephant food if you are a Heath & Heath SWITCH: How to change when change is hard fan.
  24. Next step is time to clear your mind. Most people have 300+ projects in their minds when they start GTD. Sitting down to scrape these out of your head and on to paper, is terrifying. But once you start, you won’t believe how it lightens your mind, and how the time flies.
    a. Sit down and write down every open loop you can think of on 3×5 cards. Go for 100 at your first sitting.
    b. Once you get to 100, take the rest of the day off. Manage your expectations. One block of GTD work. One day.
  25. Repeat step 23 until you don’t have anything else on your mind.
  26. Once your mind is clear, then lay the cards out on your desk. The bigger the desk, the easier this is. Then
    a. group the cards together in clumps of similar stuff.
    b. These clumps are your projects.
    c. Organize each project’s clump into a neat stack on your desk. Once you have all the cards into their natural clumps
    d. put rubber bands around each stack of cards/clump.
    e. Take the rest of the day off. One block of GTD work. One day.
  27. At this point, your mind is clear. You have all your ideas where your brain knows they won’t be lost. Now you have to decide how you want to move forward with GTD.
    a. Whether you will go all analog, using manila folders – one for each project – with 3×5 cards in them, and keeping a master project list by hand.
    TrustedSystemgenerations01_pptx 2
    Or …
    b. Go digital OneNote to organize your projects. Creating project lists with [[projectname]] and then transcribing your 3×5 card notes for each project, into next actions. *Note* your 3×5 cards are likely not Next Actions in the David Allen sense. The step of taking a thought on your mind that you are feeling guilty about, and then compiling it into next actions as you transcribe the card into OneNote is not wasted effort.
    c. Using Evernote to manage your projects as well as your reference files. Create a “Projects” folder in Evernote. Then, create a sub folder for each project. And then either transcribe your 3×5 card into next actions as in b. above with OneNote. Or, by scanning your 3×5 cards into Evernote.
    d. Using OmniFocus (if you are a Mac person). OmniFocus is powerful … and dangerous. OmniFocus is probably the highest fidelity GTD software system. But you may experience over-organization from OmniFocus with the consequence your brain refuses to use the system … as I did. However, if you are a sales person, think hard (try) OmniFocus because David Allen has refined the GTD system to work for sales people. Nobody works harder than sales people, you will need all the system you can get to do your job well.
    TrustedSystemgenerations01_pptx 4
    e. Some kind of hybrid system. My GTD trusted system is broken up across paper and electronic tools. This is less simple to explain. But, my brain will use it. I tried OmniFocus in a monolithic trusted system (27 d.), but I hated sitting down to my desk. So I had to retreat to paper.
    TrustedSystemgenerations01_pptx

The Goal

The above 28 steps are the process that I’ve seen work the best for the about 200 people I’ve helped boot-up GTD. Personally, I’ve stayed on the GTD wagon because I have a ScanSnap and Evernote. These tools make it easier to capture information correctly, than to live in a mass of disorganized papers. My love of 3×5 cards and manila folders gradually gives way to electronic project organizing as a project lifts off. The cards and folders are early stage capture tools for my projects.

Your mileage will vary. My tools will not be perfect for you. I’ve changed my tools so many times (except Evernote and the ScanSnap) that I’m proof that one size does not fit all.  Single design does not even fit one person all the time. But the point is to build your system gradually, experimenting, testing, reflecting on how it *feels* to your brain. Does it allow you to swing, to stop constantly worrying you’ll forget something? Does it *feel* fun to work with? Does your system cut your procrastination and guilt? Are you trying to do too much, too fast?

Incompleteness

This process will not get you 100% to the way David Allen’s system. But, it will get you to the nearest local maxima of GTD productivity and GTD swing. Once you go paperless you will discover what a drag paper is. Your Evernote reference filing system will allow you to find everything … in 15 seconds. Evernote *secret* = Evernote does text recognition on all your documents. All you have to do is think of two words that would only be on the document you need, type them into Evernote and *zap* the document is at your finger tips.

Once you have all your projects in some kind of place (manila folder, OneNote folder, Evernote folder) you will feel release of stress. An emergency department doctor who I dragged kicking and screaming to Evernote and a clear desk said to me “I can’t believe how much less stress I’m feeling now.” After my first week of GTD my wife said “Why are you so happy?”

Notes

  • When doing a mind sweep, I do not follow David Allen’s two-minute rule. This is the only time in my GTD life, that I don’t DO anything that can be done in 2 minutes, and instead, just write down the 2 minute tasks. After my mind is empty, it is easy to take the 2 minute pile, and burn through it. And, it gives you quick wins to keep expectations at bay.
  • I’ve found that three steps in the above process are sticking points:
    a. Getting the scanner out of the box and functioning. I’ve had to drive to people’s desks and make the scanner go for them because of this “out of box” sticking point. See RestartGTD post abomination of deskolation for case study.
    b. Getting the desk clear. Again, I’ve found it easier to drive to desks and show people what their desk looks like REALLY EMPTY. If you contact me (wkmeade@gmail.com) for advice. The first thing I will say is “Tell me about your desk?” and what you need to say back is “I got EVERYTHING off it.”
    c. P-a-c-i-n-g yourself. Manage your own expectations. Do not change everything in your organizing, all at once. Know that change will take t-i-m-e. Match building your GTD system, to when you have blocks of fresh energy. Energy is temporary. Read that sentence again!
  • This step-by-step puts getting your computer infrastructure working as a pre-cursor to reading GTD. If you don’t put infrastructure first, you will try to get Evernote and your ScanSnap working while you are tired. Not a good strategy.  
  • When starting out, keep two separate kinds of files: (a) Project Files, and (b) Reference Files. Consciously separating the two kinds of files can prevents confusion. *Aside* I suspect that I *resist* using Evernote for project files because my brain likes having physically separate project and reference files.
  • Reference filing is a capstone skill of getting into and staying with GTD.
  • Having a real desk is a capstone skill of getting into and staying with GTD. Clutter is the enemy, and there is more clutter on desks than everywhere else in your life. Win the battle against clutter, GTD will work.
  • Managing expectations is a capstone skill of GTD. One block of GTD work. One day. Is the rule.
  • Experimenting with new tools, selectively, is a capstone skill of staying with GTD.

Four Steps to OneNote without Crazy

Bill’s *Trick* for using OneNote Like Evernote to GTD

In my previous review of OneNote I mentioned that Evernote’s canvas was superior to OneNote because I could just insert objects (pictures mostly) and the canvas would make space for the object. I discovered last week, that OneNote does the same thing … as long as you do not get carried away. This post is a four step tutorial on how to make a OneNote page, behave.

Step 1: Create the page

From a GTD perspective, it is SO EASY to create a OneNote “Project” page, and start new projects from there, I’ve become pretty GTD-addicted to creating pages from m project list. Start with a blank project list like this: Project_List

Then type in the project name beginning with [[ and ending with ]]:

Project_List

When you enter the 2nd ] your linked project page will be created and will look like this:

Project_List

Step 2: Go to the project page

Go to the project page and click at the end of the project name so your cursor thinks you are going to modify the end of the project name:

Put_Down_Wd_Mat_

The trick is to hit *enter* at this point. Cursor will jump down below the title of the project, and will wait for you to type something. Should look like this:

Put_Down_Wd_Mat

Step 3: Type Something

Type something like a Next Action (or my Next Action post), the text box will resize automatically. Or, you can drag the text box to be as wide as you want. Will look something like this:

Fullscreen_2014_08_31__10_13_AM

Step 4: Stay inside the text box

Now all you have to do to have an Evernote-like OneNote, is to NEVER ENTER ANY DATA OUTSIDE THE TEXT BOX. For example, maybe you want to put a picture of the weed mat after one of the next actions. Just create a new line in the list, and then drag the picture to the new line.

Put_Down_Wd_Mat

Summary:

If you use a text box inside OneNote notes, you can make the OneNote canvas behave just like Evernote’s canvas. New insertions add their own new rows, and you don’t have to use one note’s “add space” tool.

bill

Killer Shortcuts for Evernote Mac

Evernote-Quick-Tips2

Source: CloudProductivity.net

While I was searching for a keyboard shortcut to highlight text in an Evernote note (which is control-command-h on a Mac and ctrl-shift-h on Windows reportedly) I stumbled upon a jewel of an Evernote post at Jeremy Roberts’ CloudProductivity.net. 

My 16 Most Commonly Used Evernote Shortcuts

The shortcuts for highlighting text are not in Jeremy’s article, but they are in the comments!

Enjoy!

bill meade

Evernote Clearly vs. Evernote Web Clipper … a quick comparison

Screenshot_2014_04_26__9_00_AM

Explanation:

Above is a side by side comparison of Evernote Clearly with Evernote Web Clipper. 11 features are compared: Web Clipper-only features (6 rows) at the top, Features both products have (2 rows) in the middle, and Clearly-only features (3 rows) at the bottom.

  • Article vs. Simplified Article

When you tell Clearly to remove clutter, it goes for broke and attempts to rip out everything it identifies as clutter. This will either work, or … not. Today, the biggest problem with Clearly is that when you invoke it, images that you wish to have included in your note, are ripped out. But, there are pages that Clearly can not decode.

Web Clipper has two degrees of clutter removal, the “go for broke” mode which Web Clipper calls “Simplified Article” and a lesser degree of removal called “Article” which removes top, left, and bottom clutter, but leaves some clutter on the right of the web page in your note.

  • Set Document Notebook and Document Tagging

These two capabilities are a big deal for me. More and more I’m using notebooks and tags. If I capture a web page with Clearly, I have to remember to go back to that page, and set it’s notebook and add tags. If I use Web Clipper, I can do both tasks with the page in front of me and not have extra todo steps.

  • Skitch Annotations

I should write a post about Evernote Skitch! Skitch is a screen capture and annotation tool that Evernote bought about two years ago. I’m a Skitch fan boy, and had a paid subscription to Skitch before Evernote bought the program. The long and short of Skitch annotations is that Clearly does not, and Web Clipper does, provide them.

  • Share Note While Capturing

I do not use this today. But, … I’m getting closer and closer to incorporating note sharing while I’m capturing. Why? Because there are images that I capture for other people. For example, I’m a Boxer dog fan boy. Knowing other boxer fans, I’m likely to capture funny boxer pictures and immediately send them. So, I get this, and am glad to have it, so I can incorporate it into my workflow.

  • Automatic Notebook Assignment

I LOVE LOVE LOVE automatic notebook assignment in Evernote. But … it does not always work. And, the logic of automatic assignment is different for Clearly and Web Clipper. I could once again lapse into my “I got your back” dueling software team monologue, but I won’t. I just wish that Clearly and Web Clipper used the same logic. And maybe, that I could control the logic (for example “bookporn clips always go into graphics notebook”).

  • Highlighting

Both programs do a great job of highlighting text in captured web pages. I just wish I could highlight in multiple colors like on Kindle for iPad. And, I wish that I had a “write notes in the margins” of pages without having the pages turn into jpg files.

  • Text to Speech, Print, and Set Document Theme

All three of these are capabilities I don’t use. Nice to have, but I wish I could trade them in for some other features. :-)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Number 2 Reason GTDers Don’t Use Evernote After Installing Evernote

Photo Library - 07572

Reason #2: De-Stress Inebriation

OK, you implemented GTD and emerged from the cut-over. You changed everything and somehow, you are out the other side, now you’ve entered into the GTD honeymoon.

Murder on a honeymoon … happens, surprisingly … often.

In the movies. But, also by brides, and grooms. While you are enjoying your GTD honeymoon, stress relief is fantastic: “Why did I not do this before now?” repeats endlessly.

*News* *Flash*

Honeymoons end, even if you are not murdered. And your GTD honeymoon is going to end this Friday.

Why this Friday? Because this Friday will be the first time you “forget” to do your weekly review.  On Monday you will realize: “Oh, yeah. I needed to do a weekly review last Friday.”

No Weekly Review: What is the big deal?

  1. By skipping your weekly review you break the GTD contract with your subconscious.You remember, the GTD “trusted system contract” right?
    1. “I (conscious me) agree write everything down, and take conscious control of reviewing projects and next actions. And,”
    2. “You, my subconscious agree to ‘let go’ of remembering everything, which frees up my (conscious me’s) creative capacity take credit for the subconscious doing breakthrough work.”
  2. And, more fundamentally you did not skip the weekly review because you “forgot.” You skipped your weekly review because you listened to a demon.See if you recognize the voice:”You feel so good, why spoil feeling good, with the drudgery of a weekly review.””If you do a weekly review, you know you will find something that will turn in to an emergency. Do you have the energy to deal with an emergency right now? So … don’t weekly review.”

    “You did a such a great job setting up all these projects and next actions, no need to review this week, you still remember everything.”

    Sound familiar?

Reason #2: Why people GTDers Don’t Use Evernote After Installing Evernote

De-stress inebriation. 

You’ve implemented GTD, you’ve got Evernote up and swallowing massive quantities of paper. Stress to remember everything, is gone. Stress to intuitively preempt emergencies is gone. Your subconscious for the first time, is cutting you slack about forgetting.

Your spouse says to you “Why are you so happy?” (as mine did on the first Friday after implementing GTD).

This is telling you that you are inebriated. That is, de-stress inebriation is going to kill your use of Evernote and … GTD.

De-Stress Inebriation:

If, like me, you were under a lot of stress before discovering GTD, the initial “honeymoon high” of de-stress inebriation, can trick you into taking a “vacation” from work in the guise of “being more organized.”

Wait, think!

“I implemented GTD so that I could get more done. But, the first week of GTD while I’m getting organized made me feel so good, I (somehow) decided not to do my weekly review.”

Which, leads, to me doing nothing, while I enjoy being de-stressed.

What am I avoiding?

A weekly review does three things: (1) Gets you clear on what just came in, (2) Gets you current on everything going on, and (3) Gets you creative.

Screenshot_2014_04_20__5_27_PM

Source: After p. 27 of David Allen “Mastering Workflow”

Why am I avoiding this? Because it is too hard? Was the excuse in the work, or in dread your head?

Consequences:

If you implemented GTD in Evernote, you won’t be able to sit down and do GTD.

There it is, you’ve just stopped using Evernote for the second most common reason. You got drunk on the release of stress from implementing GTD.

bill meade
bill@basicip.com

What is Evernote Clearly?

Evernote-Quick-Tips2

Clearly it is … not all that clear … what Clearly is …

Evernote has a web page at: https://evernote.com/clearly/guide/ that shows you how Clearly works and what you can do with it.

WTGTD?

Given that Web Clipper exists … why does Clearly exist? And do I really need Clearly?

Q. Why does clearly exist?

A. I don’t know.

I *speculate* however, that there is a technology industry programming story novella behind why Clearly exists in parallel to Web Clipper. So, here we go …

In the big inning, was Web Clipper. Evernote *intuitively* understood that they needed an on ramp from the internet. So Web Clipper was developed. I *hypothesize* that Evernote whipped the slaves (in as much as Evernote can whip slaves who the company pays to have employee houses cleaned twice a month) to get Web Clipper done quickly.

This is not that big a deal except, creating Web Clipper created a team with a common bond of being whipped slaves (who have their houses cleaned for free). Programmers anywhere in near approximation to the word TEAM require me to point out the mother of all knowledge-worker-team books PEOPLEWARE by DeMarco and Lister. Because software teams are special, awesome, and if they release a product, powerful in nerd culture.

Then someone not on the Web Clipper team had an idea of making a “more pure” tool to bridge from the internet into user databases.

*Aside*

No. I do not have any leaked proprietary information Evernote. I’ve just seen this happen many times, at so many companies, that the finger prints of this kind of bifurcating product effort, do not even belong to the individual perpetrators. They belong to class events.

For example, I worked for a general manager at HP who built a high performance team around his product. The high performance team got their product (a not-HP3000) to out-perform the HP3000.

Unforgivable.

Sin.

/*Aside*

So, in our novella, the *insiders* are the Web Clipp-istas. And, the outsiders are the Clearly-purists. Once you have true outsiders within a company’s software ecology, you have evolved a new species of team that defines itself in being “not” the defacto internet-to-Evernote team. The result of two software teams doing similar but-politically-separate things is …

yts3hd2

Source: Cafe Press Your Team Sucks

For example … IBM’s “black” team (DeMarco & Lister Kindle Book L1849 Chapter 19). A gelled team inside IBM that delighted in making other software teams cry.

Think of the Web Clip-istas as Bill Clinton, and the Clearly-purists as the Republican party. As the republican party develops TRUE differentiation, Bill Clinton would shift to “the middle” and suck out the differentiation’s soul like a dementor … 

I_got_your_back-600x500
Source: PrestigeDetail.Ca

So, now we know the ecology of two teams running in parallel inside Evernote, why does Clearly exist? Well … initially, it was because Clearly did something that Web Clipper did not do (stripping out useless screen elements). Today, however, Clearly exists as the reading-R&D function for the Web Clipper team.

Wait, what?

Web Clipper has moved to incorporate the functionality developed by the Clearly team. So now with clearly you have A LOT OF OPTIONS (see red arrows) about what to capture …

Sandboxed_applications_for_GNOME__part_2_and_Microsoft_Word

… and, Clearly, has few options.  When you use Clearly, it is cleaner than using Web Clipper because Clearly takes you right into the “simplified article” view (2nd red arrow above). Usually this works. Sometimes not. When “simplified article” does not work, Web Clipper is head and shoulders above Clearly in functionality.

So, Web Clipper by having Clearly’s “back” is the superset of functionality. And clearly, is the cutting edge.

Back to the question: And do I really need Clearly?

The simple answer is “no.” All a GTD person needs is Evernote Web Clipper. Evernote Clearly though awesome, though powerful, though it be ahead of Web Clipper, is the product of the marginalized software team.

Web Clipper in its myriad options (red arrows in image above) has more capabilities than Clearly. More to learn in the short run, but more simplicity in the long run because you only have to learn one tool.

Web Clipper folk, time to find something more cutting edge to do at Evernote.com! Web Clipper’s product manager is the “Bill Clinton of Evernote” and resistance is futile. Bill will assimilate you.

Bottom Line for GTD people:

Install Evernote Web Clipper, and ignore Evernote Clearly.

bill meade