Within days of saying “yes” a year ago, I created my “Wedding” notebook in Evernote for our big day this September. It has been absolutely essential! How do people plan weddings (let alone anything) without Evernote! It not only keeps my head straight, but allows me to seamlessly share information with my sister and sister-in-law to be who are helping with planning. Here is a sampling of my 62 notes in my Wedding notebook:Read More
A past client of mine recently asked me for some bookkeeper referrals. This is common, and I’m happy to do it. It’s also common for me to share referrals for graphic designers, virtual assistants, and freelance resources. I finally learned that if I have them all in one note, I can simply copy and paste the sources into an email within seconds, instead of reinventing the wheel each time I’m asked.Read More
Folks who are new to Evernote always want to know the difference between notebooks and tags. Next aways comes questions of how to optimize notebooks:
How many notebooks do I need?
How do I know which notebook to assign if I can see more than one option?
hen do I use notebooks vs. tags?
Oftentimes my clients and I find wonderful scraps of inspiration in the dusty old boxes. Last week we found many of these in one particular box. Two of which my client invited me to photograph since we spent some time chatting about them.Read More
I’m very specific about the kitchen gloves that I use. Recently I went to order a new pair and couldn’t remember what size I buy. I had predicted this moment though; last time I bought kitchen gloves I had Evernoted a snapshot of the tag, indicating I wear a size small.Read More
Last week my client asked, “Kacy, how did you come up with your business name?” In the middle of an Evernote tutorial, it was appropriate that I turned to my Evernote for a visual to my story. I’ve been an organizer since 2001. In 2008 I defined my niche as a paper and office organizer.Read More
When I saved this note to Evernote this week, I couldn’t believe that I didn’t already have a “Vision Board” tag in my “Personal” notebook. My sister forwarded me an email announcing new homes for sale in our favorite American vacation town, Alys Beach on the Gulf of Mexico on Florida’s panhandle.Read More
The question I am most asked about Evernote is some version of, “How safe is my data?” It’s a question worth asking, considering for many, Evernote has become a bottomless container for proprietary, sensitive, and irreplaceable data. My entire life is on Evernote. I shudder to think of the repercussions for my business should everything vanish.Read More
I practice Ashtanga yoga. In Ashtanga, we practice the same sequence of poses class after class, with essentially no departure from the “Primary Series". Up until recently, I was only attending classes led by the teacher. The past few weeks have found me at a “Mysore” class, meaning I practice at my own pace in a room full of others doing the same.Read More
Keeping tabs on my newsletter subscribers list is pretty uneventful, though this past week something jumped out at me in a sea of email lists. One smart subscriber had entered their Evernote email address instead of their personal email address! Brilliant!Read More
It’s pretty simple: I received a piece of mail from the county Board of Elections notifying me of a change in polling place. I captured it with my camera via the Evernote app and tossed the document. Here’s why this ultra simple act is something I have to share: this is exactly the type of document that stumps my clients. It doesn’t really warrant its own file.Read More
If you’re self-employed too, it’s that time of year again when you’re asked to provide your W9 over and over again. I keep a pdf of my signed W9 in Evernote for easy access. Folks ask for it, and I can send it over within seconds - just drag and drop from Evernote.Read More
Most of what we keep in files are “peace of mind” documents, not actually anything we will need to access. One of the many benefits to Evernote is that it can help you digitize hard copy files (via camera phone or scanner), allowing you to toss the original. This is exactly what I did this weekend when trying to cut my files in half. I succeeded. Full disclosure - I went from about 2’ of files down to 14” of files. Now, instead of a file cart, I just have two small flle boxes that sit on my closet floor! Here is exactly what I Evernoted (after trashing quite a bit):
- A very thick folder of contact info from talk attendees. I didn’t capture each contact slip, but rather checked my bundles (clipped and labeled by talk venue and date) against my public speaking resume that lives in Evernote. Once that note was updated, the 3’ folder was shredded.
- My last credit report.
- My folder of leases from tenants from when I rented a room in my condo.
- A stack of notes from an old consulting gig.
- Copy of an old security clearance.
- Created a master note of bank account numbers (some mystery ones I need to ask about), allowing me to shred a small pile of old deposit slips and checks.
Now each of these lives in Evernote, meaning I can access this info from anywhere, confident that I can find it when I need it (though highly unlikely). In essence, I Evernoted many of the “I don’t need this anymore, but am nervous to toss it" items. I didn’t use a scanner (and never do), just my camera phone! I’m always chipping away at my files, but feel like this was the final push.
What hard copy files of yours are many years old that you feel you should keep, though you know you’ll never need to access them? Please share in the comments the documents and folders that Evernote can zap!
I amended my annual “Christmas Cards & Gifts” note! In my “Personal” notebook, it's simply entitled “Christmas Cards & Gifts.” I keep lists of all card and gift recipients dating back to 2013, with 2015 now at the top. This is where I begin to fill in gift ideas. Also listed are names of folks who have sent me Christmas cards so I can hopefully reciprocate based on last year.
Nic and I just spent an outrageously fun week in Portland, OR. We stayed a night on the coast last-minute, and were pleasantly surprised at how inexpensive and lovely our hotel was. Wanting to return in the spring to that exact hotel room, I keep detailed photo notes, with the room number, welcome binder, panorama of the room, and breathtaking view (that doesn’t quite convey). This was just so much more descriptive than simply jotting down the hotel name. Click here to see the note.
This weekend I'm going to Jamaica for a short trip to celebrate my best friend's mom's birthday! As with any trip, nearly all of the details arrive via email: flight itineraries, activity schedules from the family, shuttle confirmations, etc. I have forwarded each of those into my Evernote "Travel" notebook. I've edited the subject line of each note (defaulting to the email subject) with "Jamaica | _________.” To quickly access any email or note on the trip, I simply search “Jamaica” and this is what I see! Since I might not be on wifi when I need a note, I’ll take my “Travel” notebook offline before I leave home.
I had my blood pressure taken last week and added the reading to my “My Blood Pressure” note in my “Medical” Evernote notebook. It’s helpful to see a history like this laid out so clearly. Other notes in this notebook are an old eyeglass prescription, dentist’s records, and medical bills.
This past long weekend found Nic, my fiancé, and me on a surf and turf Mid-Atlantic adventure. We spent two days on Maryland's Chesapeake Bay and one day hiking in Virginia’s Shenandoah mountains. In Evernote I have a guide for biking Tilghman Island on the Bay and another for hiking Whiteoak Canyon. Accurately expecting to not have cell service in either destination, I was glad that I had remembered to take my “Hiking and Biking” notebook offline, allowing me to access maps off the beaten path. Taking notebooks offline does take up storage space on your device, so you won’t want to do it for all notebooks - just those that you need to access away from cell service and wifi. Click here for directions on taking notebooks offline.
Last week I bought a new MacBook Air. The first thing I did was Evernote the sticker with the serial number on the back of the box. I just photographed it in with my phone. Then - you guessed it - I tossed the box! This is a perfect example of how Evernote can help you to let go of physical clutter. Many people who don’t fully understand the full capacity of digital organizing think it’s just for organizing digital information. Not the case! Not only do I have one less box now, but I can access all pertinent details regarding my computer much quicker than if I had to dig that box out of a closet. Office Organizing Expert Kacy Paide loves to do what most people hate: organize offices & paper. She works with folks who are desperate for a more functional, more beautiful, more inspiring office. Kacy has been a Professional Organizer since 2001 and has worked with over 500 clients. Call her crazy, but she loves a good mess and wants to fix yours. Based in Silver Spring, MD, Kacy is nationally available for consulting & speaking. Reach her at 202.262.1207 and firstname.lastname@example.org. Watch video lessons on office organizing here. Subscribe to the weekly newsletter & receive your free list of 100 Ways to Organize Your Office at www.theinspiredoffice.com/subscribe.