Google Keep

Discussion in 'PUBLIC: Discuss Tools & Software for GTD' started by hamlett, Jun 1, 2017.

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Anyone else using Google Keep for GTD?

  1. Yes, and this is how...

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  2. No, because...

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  1. hamlett

    hamlett Registered

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    I have been a very long time user of Evernote, and have searched for various task manager front-ends that provide more utility than EN's reminder function. I've tried several, and have been pleased with both Todoist and IQTELL (which integrates very well with EN). I been retired for a few years now and find that both programs -- esp. IQTELL-- have functions and operations a good deal more complex than I require now. Looking for something simpler, I've developed a combination of Evernote and Google Keep (and Google Calendar) that, while simpler, seems quite adequate to my current needs.

    I use EN to create and maintain Master Project notes (collecting all the relevant information connected to a specific project) and Keep for managing all of the tasks those projects, and life in general, generate. Keep's efficient Notes and Reminders functions allow me to manage one-off tasks as well as project tasks and recurring tasks -- paying bills, watering the gardens, heartworming the dog, etc.

    28 projects are managed in Keep by using labels and sub-labels, e.g., generic project "HOME," sub-projects "HOME: Gardens," Home: Maintenance & Repair," etc. All relevant tasks are labeled with both the generic and sub-project labels, so all relevant tasks can be seen on the same screen. Within Keep, and labelled "!PROJECTS," I create a Keep note that contains a "copy note link" to the relevant Master Project notes for each project in EN, so that I can open those EN notes from within Keep.

    Keep tasks that do not have specific date reminders are collected under the label "!Next Actions," and I use a Keep widget to display Next Actions on my Android phone. Another use of the widget displays Keep reminders on my phone in their by-date-due order, while yet a third widget shows the open projects containing the copy note link to the appropriate EN Master Project note.

    All Keep reminders are automatically loaded into Google calendar, too. Because I don't want my calendar cluttered with tasks, I set the hours for all reminders to 11:30pm (unless there's a necessary alternative time required). This creates a viewable list of tasks set for a specific day, but keeps it out of the way. I can check off each task as I complete it, the now completed tasks going to a consolidated list that stays at the top of each calendar day and disappearing from the Keep reminders list. That way, I can look back in the calendar to see what day a specific task was completed.

    All in all, the system seems more than adequate for my admittedly simpler schedule of projects and tasks, as well as allowing me to forego paying for a-for-my-needs overly complex task manager.
     
    Kilroy likes this.
  2. JodieFrancis

    JodieFrancis GTD Novice

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    I like the idea of putting them late in the day - I use 'All day', so my reminders appear at the top of my calendar day and bloat the morning. Thanks for the tip!
     
  3. JodieFrancis

    JodieFrancis GTD Novice

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    I'm happy with Todoist + Evernote, particularly now that Todoist offers full 2-way integration with Google Calendar (and therefore the Calendars5 app I use) :)
     
  4. MrVojta

    MrVojta Registered

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    Google keep question:
    How do you check stuff that is done? Do you swipe it, so it goes into archive or do you delete it?
    Many thanks :)
     
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  5. Tay Boon Siang

    Tay Boon Siang Registered

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    I use Google Keep too, and I want to come back and re-read your post again!
     
  6. ellobogrande

    ellobogrande Registered

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    I used to host my GTD system in Outlook, but I've moved it to the Google ecosystem (which makes sense since I have an Android phone). My calendar resides on Google Calendar, action lists on Google Tasks, and my reference lists (and more) on Google Keep.

    I use Google Keep primarily for Reference Lists (e.g. Might Buy, Might Read, Checklists, etc). Unlike Outlook Notes, in Google Keep you can add line-item check boxes to a note. I use those for things like the Weekly Review Checklist but I still use individual Note objects for my "Might Read" because information about a book usually takes up more than one line.

    I also use it to track recurring reminders with notifications (e.g. time to take vitamins or medications). I create a Note for each such reminder and apply a label called Reminders. These reminders actually appear on my Google Calendar, too. This is much easier than creating an appointment with the same start and end time and a duplicate notification time.

    I even use it as an capture tool. For each item I need to capture I create a Note and apply a label called .Inbox (the period causes the label to sort to the top of the label list). An item in Google Keep can be plain text, a voice recording, a web URL, or even a photograph. Very handy.
     

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