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If you're not using the Trello mobile app as a part of your project management experience, you may be missing out. Hello everyone, Scott Friesen here at Simpletivity, helping you to get more done and enjoy less stress.

And in today's video I'm gonna show you a number of tips so you can get really, really comfortable

with the mobile version of Trello.

Create a New Board

And we're gonna get things started off with remembering that we can create new boards directly here from within the app.

Now, I realize that most people do not start their journey with Trello in the mobile version. There's a good chance that you first signed up and use much of the Trello services and features from a desktop computer.

But when you need to start a new board, don't forget that you've got this green button here in the lower right-hand corner.

When you're viewing your boards, when you're in the default view here on the main page, you can select that green button and start by creating a new board. I'm just gonna call this one New Board 2 Sample there. I can select and I can assign it to a particular team if I want, or I can just say No Team and select Create. And there we go. We've got a brand-new board.

So when I've got a new project or I want to dump some notes into Trello, often I'll start off with a fresh board depending on what that project will entail.

Now, that brings me to my second tip here and that is the importance of selecting an appropriate background, and also starring our boards as well.

Let's start with by picking an appropriate background. As I scroll through my large collection of boards and you might have a large collection of boards as well, it's important that you pick either a color or a distinctive image so that you can easily access this.

So if I go back to this new board which I just created, I've got the default Trello blue here. But you know what, very quickly I'm gonna be adding a number of lists and a large number of cards. The blue background isn't going to matter so much.

But on this screen, it is going to matter when I want to go and find it.

Board Settings

So, when you're within your board in the top right-hand corner, we've got the three dots, which are gonna open up the menu, and about halfway down we want to select our board settings.

And here, about the fourth option down, we have background. So I'm gonna select Background and I can either choose a distinct color on the left, or I can select a stock photo. And in many cases I encourage people to select a stock photo.

Now, you can search for something up in the top right-hand corner. You can search for a particular image. In this example, I'm just gonna pick something. Now, this is kind of interesting here. What is this, jelly fish? I'm gonna select this jelly fish one here. And then I can go back. It will be applied here to my board.

Again, I'm probably not gonna see much of this image when I'm working on the board but when I come to the front here, it's gonna make it stand out a little bit more.

The second thing I want to encourage you to do is don't forget to star certain boards. When we go to our home screen here, here you can see I've got about seven boards that I've starred which essentially pins them to the top. So these are gonna be my most frequently used boards, the ones I want to be able to access all the time.

So when I open up this New Board 2 Sample, I'm gonna select Menu once again and just below Board settings we have Star board. I'm gonna select Star board and if we go back to the home screen, there you see New Board 2 Sample is now as a part of this collection.

So don't forget to star the boards that you need access to most quickly and picking a unique color or a unique image so that you can quickly and easily grab those boards. Just for example, you'll notice I've got a home improvement board here and the image I've chosen is a hand with a bunch of color swatches. It's pretty self-evident that that's a renovation or a home improvement board. I don't even have to look at the label anymore, I know which one I want to select.

Filtering Cards

All right, now let's go into another one of my sample boards here, and I want to give you a tip about searching and filtering cards on mobile because you can do the same things that you do on the desktop version here in mobile.

If I select the magnifying glass in the top portion of the screen, I can enter in a keyword, such as task, and now I can see all of the items that have task in their card title or somewhere within the card. It even helps me out by giving me a number to the left. So in this case it's telling me there are a total of three cards with the word task in them.

But you can also filter cards by other ways. One of the ways I'd like to do it is by member. So if I type in the at symbol here, in this case I'm the only one who is assigned to this board so I'm the only member that comes up. But if I had other members a part of this board, they would also come up as well and I can find them. So I'm gonna select myself in this case and I can see that there're seven assigned to me. Let me just hide my keyboard and I can scroll over. Now I'm only viewing the cards that are assigned to me.

So, I use this a lot filtering cards down so I can only focus on the things that I want to. Let me close that for a second or I should say cancel that particular filter.

The other one I use quite frequently is filtering by label. And to do that you want to enter in the number sign. And here everything, all of the labels that are applicable to this board are gonna be presented to me, and let's say I just want to look at urgent cards. I just want to work with urgent cards right now. I'm gonna select urgent. It's telling me that there's only five, I'm gonna hide my keyboard again, and now I am just dealing with those cards that have the urgent label attached.

So, beyond just a text search don't forget that you can also filter by members, you can also filter by labels. All right.

Attaching Images

Now, the next tip I want to show you is how to take a picture and attach it directly to a card.

Because let's be honest, our mobile phones tend to be more of a camera more so than anything else, and when you're away from the office, you're away from your desk, you still might want to take a picture or grab an image of something and put it within a Trello card.

So, I'm gonna open up an existing card. You can obviously add a picture to a new or an existing card. Once I'm within the card itself in the bottom right-hand corner we want to select the green button here.

And we're given two choices. We can either add a checklist at this point, or we can add an attachment. We want to select Attachment. And the very first option here is Take photo. We can do other things, such as attach a file from our phone, link it to things like Google Drive or another link, but in this case we want to say Take a photo.

I'm gonna select that option. It's gonna open up my camera. I'm just gonna pull back for a second, take a picture of my microphone, and Trello is gonna say hey, does this look okay or do you want to retry it? I'm gonna say that's fine. That's fine for this example. Let's say okay.

And now you can see it's attached that image directly to this card. If I want to tap on the attachment itself I can click on it and see a bit of a bigger image if I want. And if I have Card Covered Images enabled, you can see now that I'm in the board level view I can see that image on the front as well.

So don't forget that you can take pictures and add them directly to any card. It's quick and it's very, very simple.

Last but not least, I want to show you how to get information into Trello from another area of your phone, such as a web browser or maybe some other application that allows you to share information.

Sharing Cards

So let me just exit here for a second. I'm gonna open up my browser here. And let's say I've come across an article. I've come across a blog article and I'd like to reference this for later. I'd like to come back to this, so I'd like to add it to a particular Trello board.

Well, in the top right-hand corner of my browser, I've got three dots and it's gonna give me some other options. And the one that you're looking for is Share, whether it's a web browser or perhaps some other application. So here you see Share about halfway down. I'm gonna select that option and on my phone, it gives me a few different options. The first row are some of the people that I've texted with recently so maybe it assumes I want to share this with them. But I've got many other options down below including to share it via social media, Gmail, or a variety of other apps.

But the one we want of course is Add Card to Trello. I'm gonna select that option and what it's gonna do, it's gonna give me two choices here. It says well, first of all, which board do you want to add it to? And I want to add it to the one that we're in, my Scott's Tasks and Projects. And then the second dropdown is which list within that board do you want to add it to? And in this case I am going to say To Do.

And now, last but not least, I'm gonna select Create in the top right-hand corner. It's gonna bring me back to where I was, which is great, 'cause maybe I do want to read some of this article right now.

But let's go back to Trello and let's go back to that board, for example. And if I go to the bottom of my To Do list, there you will see that article, How to Find a Trustworthy VPN, and it's got the link there so I can click on the link and go directly to that webpage.

So yes, you can easily share and get information directly into a card, into a Trello board when you're browsing or doing other things within your mobile device. I hope you enjoyed today's tips on getting the most out of the Trello mobile app. But I'd love to hear from you next. What do you think? And how do you use the Trello app to be more productive? Be sure to leave your comments down below in the description.

I want to thank you so much for watching today's video. I hope you subscribed right here to the Simpletivity channel. Give this video a thumbs-up, and don't forget to leave me a question or a comment down below. Remember, being productive does not need to be difficult. In fact, it's very simple.

Let's get so much more out of using checklists within Google Keep. Hello everyone, Scott Friesen here at Simpletivity, helping you to get more done and enjoy less stress.

Convert Notes to Checklists

And I know for many of you, using Google Keep is one of your preferred tools because it is so simple. It's quick and easy to get those ideas out of your head and put them in a place where you can review and you can organize them for later.

Well, in today's video, I want to show you how to get the most out of checklists here within Google Keep. And we're gonna start things off by taking a first note or an initial note, where maybe you're just writing down a bunch of things at a time, right. You're just a stream of consciousness. You're writing down a few ideas, just a few bullet points here and there.

And at some point you may be saying to yourself, you know what, I'd actually prefer if I could check these things off. Or if I could create a checklist. Uh oh, do I have to go back again? Do I have to close this one out or delete this note and start a new one by selecting new list?

No, no you certainly do not. Let's open up this initial one right here, and if we come down here, to the more options, the little three dots here, you can see that there's an option that says show check boxes. If I select this, it's going to instantly convert the notes that I have here into a checklist.

And so now I can start checking things off as I go down this list. I can revert them, I can bring them back. I can instantly change any text-based note into a checklist format.

Now if I change my mind, no worry, I simply go back here again down to the more, and I say hide check boxes. And now I'm just back to my regular text-based list. But if you're just quickly writing down a number of things and you want to quickly convert them into a checklist, don't forget, you can always do that. You can select show check boxes, and convert anything into a checkable list.

Start a New List

Now, the next thing I want to show you here is how to quickly start a new list.

Now I know it's already pretty quick if you just select new list here. It's gonna open up a new list for you to start with.

But let's say you're playing around, you're opening up this thing, you're opening up that thing, and suddenly it dawns on you, you know, I need a new list.

Well, there's actually a shortcut key on your computer, and that is L for list.

And if you select L on your keyboard, it's immediately going to open up a new note and the list mode is going to be enabled.

So let's say in this case, I want to start a shopping list.

I'm going to say I need to get some bread. I need to get some buns here. I need some fruit so I'm going to get some apples. And I'm going to get some bananas as well.

So I've got this list here but then it dawns on me, you know what, there's actually a few other things I need to get as well. Fish, let's get some fish and let's get some chicken.

You know what, I'd like to break these out into subcategories. You know it's something that a lot of us are needing or requesting that we can have sub-tasks within our task list or in our note-taking tool.

Well, Google Keep has you covered there as well.

In fact, it's even given you a helpful reminder here to indent, drag the items on your list, or use the shortcut control plus.

I'm just going to say got it to hide that for a second.

So in this case, I've got some things from a bakery, right?

So let me put in something, let's say bakery here. Let's say under this one, I'm going to put produce. Let's not forget the P.

And let's say down here I'm going to say meat.

So those are the different areas that I want to go in. But I still have just a single list.

Well, all I have to do is select this option here to the left of the checkbox and drag it over.

And not, oops I don't want to check it off, hit the checkbox there, I want to drag it over.

Now I've got a nice sub-list under bread.

I'm going to do the same thing for my fruit here, under produce. I'm going to put my fish and chicken, I'm going to nest it underneath meat.

So now you can have true sub-tasks or an indented checklist here within your Google Keep note.

And the great thing is that it will always keep it together.

Let's say that produce is first in my grocery store so I want to put it ahead of bread.

All I need to do is drag produce up to the top and it's going to keep everything that's nested within it together, right?

So it's not going to break things up. I can move meat here in front of bread. It's going to keep everything nice and together here.

Now, the way that the checkmark function works in this mode, if I check chicken, you can see chicken goes off, fish goes off, but if I check both of them it's still not going to check off the parent or the high-level checklist there.

This is only going to go away if I check this one off completely. However, I'm going to uncheck those for a second.

Let's say I have gotten these two items. All I need to do is select the top level and it's going to check everything off. Here you see that both fish and chicken were checked off.

So it does make it convenient in that respect as well so, play around with indenting your checklists here within Google Keep.

Don't forget the L shortcut on your keyboard if you want to start a brand new note, and of course, you can also convert your notes back and forth from a checklisted item, even if you want to go back to just a text-based item you can do so as well.

Well, I'd love to hear from you next.

What other tips or tricks would you like me to share here on the Simpletivity channel?

Be sure to let me know down in the comments.

I want to thank you so much for watching today's video. I hope you subscribe right here to Simpletivity.

Give this video a thumbs up, and don't forget to leave me a comment or a question down below.

Remember, being productive does not need to be difficult. In fact, it's very simple.

How to Share Drive Files with a Single Link

Do you need to share the same files or folder with a variety of different clients? Well, in today's video, I'm gonna show you how to do exactly that right here in Google Drive.

Hello everyone, Scott Friesen here at Simpletivity, helping you to get more done and enjoy less stress. Today, I'm going to show you exactly how I use Google Drive for my own business, how I can just share one single link with a variety of clients and make sure that they're always getting the most recent or most up-to-date files.

But first, I'd like to thank today's sponsor, Icecream PDF Editor. If you're looking for an easy way to edit your PDF documents, you should try Icecream PDF Editor. It's 100% free and it will allow you to edit your text, edit your objects, and perhaps one of my favorite features is rearranging and managing multiple PDF pages. So, if you'd like to try Icecream PDF Editor for yourself, be sure to click the link in the description below.

So, let me show you exactly how I use Google Drive to share certain files and folders with my clients.

Example of Why Sharing Publicly is Valuable

First, let me give you my use case. I'm a speaker, and a big portion of my business involves speaking at conferences, giving keynotes, and delivering workshops. After I engage with an event planner or someone who has hired me, I want to share particular documents with them.

If we go back to Google Drive, I've got this folder called "Folder for Client Resources," and when I click on that, I've got a few things that I share with everyone who hires me. I've got things like my headshot, a few pictures that they might want to include in their marketing. I've got my bio, which will usually be included in a printout, handout, or on their website. And maybe a few different things that I include in the workshops themselves, such as exercises that they may need to have access to so that they can print them off in advance.

This collection of information needs to be shared with a wide variety of people, but it's not exactly private. I really don't care if you have access to this or if someone else stumbles upon it. There's nothing secure or private here, but I don't like including this information on my website because I'd rather not have someone just stumble upon that site and wonder what it is and what its purpose is. I also don't want to manage an extra webpage on my website. So, instead, I've created this folder here within Google Drive.

Opening the Share Settings for a Drive Folder

Here is the text with the sentences separated:

Now, if we go up here to the folder name, we can right click and select share.

Now, you might be familiar with this pop-up that comes here and probably you're used to entering in a name or an email address of the people that you want to share with.

And of course, I could do this as well.

I could just keep a long list, just keep adding people who need access to these files, but that's gonna be very tedious.

I'm gonna have to come in here each and every time, find the email address and in many cases, I'm dealing with just one individual and they want to be able to share this with other members of their team, so then they need to ask for additional access and that type of thing.

So, in this case, instead of entering any email addresses,

How to use a Drive Shareable Link

Here is the text with the sentences separated:

What I'm gonna do is I'm gonna click up here and say get the shareable link.

And what that's gonna do is that anyone with the link, this is the default option that comes up, anyone with the link can view.

So, it's generated a unique link here.

All I have to do is copy that link.

I can copy that link, I can hit done down below.

Now, again, you wanna make sure that it says only can view.

We're not giving people access to edit.

The default choice is view, so let's make sure that we continue with that option there.

But I've got my link now.

I've copied it already, I'm gonna say done.

And then just to show you what the guest or what my client will receive, let me open up a new incognito window here and I'm gonna paste that link in the window, in the URL.

This is exactly what they will see on their end when they click on the link, they're gonna have access to these files and they can open them up, they can click on my bio, they can download it, they can print it out if they want.

Of course, they can't edit it, they can download my pictures.

Here are all the resources that I need.

And remember, I've just got the one link.

This is just the one link available here.

I just need to remember or copy this link and use it multiple times pretty much as how long.

Managing a Publicly Shared Folder in Drive

Here is the text with the sentences separated:

I would like to, for the next coming years, if I want to.

Now, the great thing is that whatever I do within this folder, it's going to automatically update and anyone who has access to this is gonna have the latest information.

For example, maybe I no longer want this file, for example, available.

I'm just gonna hit delete on that.

I'm gonna put that in the trash can and maybe in the future, I'm gonna update my headshot.

So, I don't have to go out and email a variety of people and say, by the way, could you please now use my updated headshot or can you put this in the program.

If they have this link that I've given to them in advance, they're always gonna have that updated information available.

4o

How to Share a Shareable Link in Email or Website

To them.

Now, you might be saying to yourself, Scott, I don't wanna share that big long nasty link.

That looks intimidating, it looks very ugly and yes, it is very, very long.

Well, no, I don't recommend that you share the link in its natural state either.

I'm gonna copy that link one more time, so when I'm dealing with a client, I might share it in the following way.

Here I am, I'm sending an email. Please use the link below to access my speaker resources and I'm just gonna call this Scott Freisen Folder, something like that.

All you need to do within Gmail or almost any other online editor is just highlight the text.

I'm gonna come down here to the bottom and select insert link and it's here that I'm gonna paste in that Google Drive link.

This is the folder that I'm gonna send them to.

I'm gonna hit okay and now I've got a nice clean looking link.

It looks straightforward, it tells them exactly what it is and when they click on this link, they can get all of my resources.

So, do you have a need for such an open shared folder?

Remember, I only recommend this for documents or for files that you really don't mind the rest of the world gaining access to.

Maybe there's a particular questionnaire that you send out to clients.

Maybe there's some other documents or data that you like to share and it's alright if other people have access to it, but they don't really need access to it, until they become a client or at some step in the relationship.

This is a great use for this type of shared folder within Google Drive.

Well, I'd love to hear from you next. What other tips would you like to learn how to do right here within Google Drive?

Be sure to tell me down below in the comments.

Thank you so much for watching today's video.

I hope you subscribe right here to the Simpletivity Channel.

Give this video a thumbs up and don't forget to leave me a comment down below.

Remember, being productive does not need to be difficult.

In fact, it's very simple.

Todoist remains the most popular task manager on both the Google Play Store and also the Apple App Store. But, over the last two years it has faced a strong competitor in TickTick.

So today I'm gonna go over some of my favorite features within TickTick, the ways that TickTick differentiates itself from Todoist in both the desktop and mobile versions.

Hello everyone, Scott Friesen here at Simpletivity, helping you to get more done and enjoy less stress, and I'm doing today's video precisely because you asked for it. So I'm gonna start off by asking you another question, what app would you like me to review next? What's something that you are currently using, or maybe something that you are thinking of using that you'd like me to feature here on the Simpletivity channel? Be sure to let me know in the comments down below.

Alright, so let's get things kicked off here within the desktop version of TickTick.

So TickTick has decided to choose sort of a three-column format for displaying its information, and you know, at first glance it looks very, very similar to Todoist. On the left-hand side we've got different filters, if we just want to look at today, the next seven days, or maybe our inbox as a whole. Down below we can take a look at all of our lists, and of course we can add tags and do some other fun features which I'll get to in just a moment.

In the middle of the screen we have the tasks themselves. So we can easily, quickly add new tasks, we can edit and check things off. But what I really like is the third and final column that as I'm selecting and clicking on these different tasks, I get to see all of the details here on the right-hand side.

So here you see I've got an attachment, I've got a comment I can see immediately. And for someone who makes heavy use of the description area here, this is something that I really, really like, that I can see that at a glance. So here you see I've got some subtasks. Well, I want to see that immediately, I don't want to have to dive deeper into this particular task.

The other thing that I really like is that you can easily convert a subtask or a checklist like we see here back and forth. In fact, this is how I started to enter in these sort of bullet point notes, and then I decided why don't I just make this sort of a subtask of this build a new website? And you can do that here just by selecting this option here, immediately go into subtask mode. And it doesn't have to be part of a project like in Todoist in order for you to have this functionality.

Of course as I'm checking things off here, I can see my progress on the front as well. But let's go back, let's go back to sort of the first column here, the menu here. Now, lists is pretty straightforward, this would be similar to projects within Todoist. But here's another feature that Todoist does not have, at least not as of yet, is that you can have folders for your lists, or folders for your projects.

Here you see I've got both a personal and a business folder, I've got a few different lists in here, and I can have different lists in personal. So if I want to add a new list I can give it a name, choose a color, and then I can say do I want it to be in a folder? It can stand alone if I want, I can put it in one of my existing folders or I can create a new folder and I think that's something that a lot of you might be looking forward to as you organize your various lists. I hear quite often people complain about all of the lists, all the various projects, and they have one huge line that they have to scroll through. TickTick makes it nice and easy for you to minimize that by creating folders together.

Tags, pretty straightforward here. I've just got a few examples here, so I've created an errand tag and an email tag, if you happen to follow the GTD philosophy tags can be a great use for that, so no matter where that project, no matter where this task may be attached to, to various projects, you could have multiple projects here, you can quickly and easily use tags to focus down into these particular tasks.

Now down near the very end I want to show you something really interesting here, as someone who uses the Pomodoro technique or a Pomodoro timer, TickTick actually has one built in. You see there's a 25-minute timer here and I can just hit the play button and it's gonna go. It's gonna do its thing, I can go and do my work. And as long as you allow TickTick to send you desktop notifications, you will get an alarm when this timer is finished.

Now let me just stop it here for a second cuz of course you don't have to stick with the 25-minute default, you can check on your own Pomo Timer settings here and they've actually got quite a few options here as to the types of breaks and durations and the different goals that you may have in a particular day. So I really like that, you don't have to go search for another timer, you can use the one that's built right in here.

Now the last thing I want to show you before we head on over to the desktop version, sorry, the mobile version of TickTick is that some of the features that are still a premium feature in Todoist come built in with the freemium version here within TickTick. Most notably are attachments, as you can see here, and comments, so you can easily add comments and add attachments to your tasks. This is not an advanced feature, this is part of the free or the basic version within TickTick.

So now let's transition and take a look at some of the mobile features and functionality within TickTick.

So just before I open the app here on my mobile device, I want to take a look at widgets, and you'll see that I've got one widget installed right here. That's a frequent question I get when it comes to new apps, does it have a widget so I can see relevant information before getting into the app? And TickTick actually has nine different widgets for you to choose from. So in this case I can actually activate and look at some things here within this widget. If I just want to see today, I can do that. If I want to click and see my inbox, I can do that as well. And of course if I just select the widget itself, it's gonna take me right into TickTick.

Now on this initial screen, it's really hard to differentiate a lot of to do list apps because a lot of them look very much the same. You've got a smaller screen, so in most cases you're gonna be viewing them in sort of this vertical format as we see here. But one of the things that I want to show off here is some of the swipe features for individual tasks. This isn't anything new, Todoist has some swipe features as well, right?

So if I swipe here to the right I can quickly check this off, instead of hitting the checkbox maybe I prefer swipe functionality, I can check it off there, but watch this. If I pull it over even more I can actually change the priority. If I let go at this point, maybe I can make this a high priority. I like how you can have dual functionality here. Remember, halfway across or a third of the way across complete, all the way over, and I can change its priority. I'm gonna change it to low.

Now that means I've got two other swipe features if I want to swipe in the other direction. So about a third of the way across I can change the due date, and I can move this to any of the presets or pick my own date as you see here. But again, I've got additional functionality. If I go all the way over I can choose to move this to another list, and here you see the folders that we saw in the desktop version and I can pick where I want to put that particular task.

So I know swipe functionality isn't for everyone, but as we keep progressing we want to make it easier and easier so we don't have to actually click on the task and get into that view, that we can do more of the functionality right here from the main screen. So that is certainly one of the features that I love here in the mobile version of TickTick.

And even things like what we see down here at the bottom, you can see there is the search functionality, the task list view, we've got sort of this calendar view here which is something that I particularly use most often is seeing my calendar in combination, or the days of the week with how I'm planning out my tasks. You can choose which of these buttons you want to see or not, in fact there's quite a few features, that's the tab bar feature here, in terms of turning on what you want to see. Once again you can see we can turn on that Pomodoro timer if we want, if we want to have that at the bottom of the screen. There's actually quite a few adjustments you can make for the mobile version. I know a lot of times I'm disappointed that the mobile version has very few options that we can tweak, but not so much with TickTick.

So there you have it, some of my favorite features within TickTick. Now I'd love to hear from you next. Are you currently a TickTick user or are you a Todoist user, and which one are you going to stick with? Or maybe you have a story to share, some additional functionality that you'd like to highlight and share with others. If so, please be sure to include it in the comments below.

Thank you so much for watching today's video, I hope you subscribe right here to the Simpletivity channel, give this video a thumbs up, and don't forget to leave me a comment down below. Remember, being productive does not need to be difficult. In fact, it's very simple.

Finding the right time to meet with someone else can be so frustrating, all of the back and forth communication, finding an opening, finding the ideal time for you and others to meet.

Well in today's video I wanna share with you five of my favorite meeting schedulers to help make booking your next meeting so much easier.

Hello everyone, Scott Friesen here at Simpletivity, helping you to get more done and enjoy less stress. And today I'm handing out a few awards in the following five categories, we're gonna look at everything from best public meeting scheduler, to best Gmail plugin, all the way to something extra special that uses artificial intelligence.

Public Meeting Scheduler

But let's get things kicked off right now, and we're gonna start with Calendly, my pick for the best public meeting scheduler.

So what exactly do I mean by that? Well I think the graphic that Calendly has on its homepage is very fitting. This is exactly what we're trying to avoid, all of this back and forth. Can you meet at this time? No, how about this? No, that doesn't work for me. Well, I can't meet on this date. Back and forth and back and forth it goes.

So what does Calendly do? Well, it does a number of things but what I think Calendly does best is it allows you to set up a few simple rules, you tell Calendly when you are available and it will allow you to share that time, either via link, via embedding it into your website. And that probably where you've seen or even used Calendly before, is where you've gone to someone's website and they say, "Yeah, I'd love to talk, want to set up a meeting with me, just click this link and I'll share with you my availability."

And of course, the great thing with this tool, and many of the others that we're looking at today, is that it will adjust the time zone accordingly. It doesn't matter where the other person is in the world, they can view it in their own local time zone. So this is ideal for coaches, this is ideal if you want to start a conversation. Maybe this is the first part of your sales funnel, and you want to allow people to book their own time. Again, dependent on your own rules. You tell it what hours or what days of the week that you would like to be available and Calendly makes it so much easier.

But maybe you need something with a few more features. Let's take a look next at Doodle, and Doodle, I'm gonna give the award for best group meeting scheduler.

You can see what I mean right here from this opening image on the Doodle website. Here you can see a variety of people have had the opportunity to vote for the days of the weeks or the times they would like to schedule a meeting together, and Doodle helps you find that out and then book the meeting for you. So this is ideal for those of you who maybe are working with a small team, whether you want to use this internally, or you can do it with other members externally, as well. If you want to give a variety of people an option to vote or select the ideal time.

So again, I think Doodle is best when you're working with multiple people, right, these are meetings with more than just the two of you, more than just yourself and one other person that you can allow them to schedule things and communicate that across multiple individuals.

Alright, next on my list is something I use personally, each and every day, and in fact, I would say that Assistant.to has become a pretty strategic, a pretty central component of my own business. And I'm gonna give Assistant.to the award for best Gmail plugin.

Now it is only for Gmail at this point in time, but the great thing is that it's free. And I don't just mean free to try, I mean absolutely free.

So how does Assistant.to work? Well as you can see from this screenshot here, in each and every one of your emails, once you install the Assistant plugin you're gonna see this little icon in the bottom right-hand corner of every email that you compose. And if you'd like to give the recipient some options as to when you can meet, you just simply select this little icon, and it's gonna allow you to pick the days of the week, the times that you would possibly like to meet with that individual.

And as you can see here, now this is just an example, there's quite a few times here in this three-day stretch, you can pick as many or as few as you like, and then the user receives this in their email and all they have to do is select which one that works for them. And that's the final step, it immediately books a meeting on your calendar and also their calendar. The only thing you have to do next is show up for the meeting.

You can include meeting details and just like we've seen before with Doodle and Calendly, you can view this in your own time zone, so it makes it very easy, very convenient for the user. One last thing I'll point out here with Assistant.to is that if none of these times work they can either say, show more times or say none of these times work, and offer their own suggestions. So they don't even have to have Assistant.to installed or be a user it can provide you with additional suggestions.

This has been again, very crucial for my own business, it's something that I use on a daily basis. Ideal for one-on-one meetings, although it can be used with multiple users, as well.

Now, maybe you need something a little more full-featured

Cutie Scheduling

than what we've seen so far, so the next award I'm gonna hand out here is for the best scheduler that also has a variety of payment options.

And for that title, I have to give it to Acuity Scheduling. Now Acuity has many of the same features that we've seen already with Calendly and Doodle. A lot of these features, in terms of one-touch scheduling, and appointment, and reducing "the drudgery," as Acuity says here, of going back and forth between individuals, but I think where Acuity stands out a little bit more than its competitors is the variety of additional features that it has.

And one of them has to do with payments. In fact, you can see here that you can sell gift certificates, subscriptions, set up packages, and even memberships within the Acuity system. Now you can accept payments with some of the other tools that we've already seen including Calendly and Doodle, but Acuity just gives you so many more options.

So if you need a few more advanced options, it also gives you a little more customization as well, within the interface, so if you need to match your website, match your branding, etc., Acuity does a very good job for that as well. So if you're needing something a little more full-featured you might be looking at Acuity.

Xdot AI

Now last but not least, I've maybe saved something very special for the end here, and that is making use of artificial intelligence.

And you're going to remember this one because it's right in the domain name, X.ai. It might be one of the shortest domains you've ever come across, X.ai. And I'd have to agree with them, that scheduling does suck. But they've done something pretty unique to help you avoid meetings being such a distraction, and such a time suck as you go back and forth with your prospective attendees.

So X.ai is artificial intelligence, and one of the bonuses of X.ai is that you can use it across multiple areas, so not just in email but you can use it within Slack. You can use it on your web page, we've seen that before as well, and of course it syncs with your calendar as well. But I know a number of you are Slack users, and that's the nice thing is that this does integrate directly with Slack, as well.

So how does it work? I'm gonna click on this little link here because there's a really good example that I think explains how it works. So here's a trial, or sorry, a hypothetical email here, and you've got sort of a back and forth going on that yes I'd like to set up a meeting. Well what X.ai does is that it has two AI assistants here and the default one is Amy. You can see that it's bolded here. So Anita, in this example, is a real person, right? I'm chatting or this person is chatting with Anita. I'd like to set up a meeting, and at the end of the email, he CCs amy@x.ai and says, "Amy, please schedule a 20-minute phone call with Anita sometime next week, and title it this, I'll call her."

Now again, this is just bolded so you can see the key points you do not have to bold this in your email, you can just write it naturally, right. You can say schedule a meeting next Monday with Anita, you don't have to say what the title is, that's not necessary, but they've decided to include it here as well. And again, Anita, this is the real person, has no idea that Amy is actually just artificial intelligence, it's not this person's assistant or secretary, but it might make you look like you've got a secretary or an assistant even if you don't have so as well.

So let's go on to step two here. So on step two, the person replies and says, or this is sorry, this is Amy now, this is the AI saying, "Hi, Anita, happy to find a time for you, will this work? But you know, Tyrik is also available at this time, what's the best number for him to call you at?"

And in step three the real person, remember this is Anita, says, "Oh, Tuesday at 2:00 works for me and my number is this." The very next step, Amy the AI agent, creates the calendar for both of you.

So from this first email nothing else was done from the originator, right, from Tyrik in this example. Nothing else was done, he let Amy, his artificial intelligence assistant, take care of everything else.

So this is maybe you could say, a little more advanced but something worth trying out, something that might pique your interest if you want an assistant to help you out schedule your meetings.

Well with that I would love to hear from you, number one do you use a meeting scheduler, and if so did I leave something off of this list? Is there something else I should have included? Maybe there's a whole other category that I should have included in this roundup of my top five.

Thank you so much for watching today's video. I hope you give this video a big thumbs up. Be sure to subscribe right here to Simpletivity and be sure to leave me a comment down below. Remember, being productive does not need to be difficult, in fact, it's very simple.

What you'll learn in this video

Can Google Calendar be used as an effective to-do list? Absolutely and in today's video, I'm gonna show you how.

Hello, everyone, Scott Friesen here at Simpletivity, helping you to get more done and enjoy less stress. And in today's video, I'm gonna show you how to set up Google Calendar to be a very effective to-do list.

I'm also gonna show you how to use this on the mobile version of Google Calendar and last but not least, I'm gonna cover the pros and cons of using Google Calendar as your to-do list but I think what you're gonna find out is that the pros far outweigh the cons.

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Let me show you three different ways on how you can set this up within your calendar.

How to use All Day Events as Tasks

The first one that we're looking at here is pretty basic and that is using the All-Day Events area to create new tasks.

So I'm just gonna create a simple sample task here. New task 1 and I'm just gonna hit save. It's going to appear here in my All Tasks area. I can see that I want to do this tomorrow on Tuesday, but I can quickly and easily drag it and move it to some other day.

What I love about this technique, about using it here on my calendar is I can see the relationship between this task and all of my tasks alongside my other appointments and where I need to be. So, for example, maybe I'm having a heavy day today. I'm not sure if I can get through all of these tasks and I'm saying to myself, "I don't want to really review this resume that I have to." I'd like to move that out to maybe Thursday or Friday. But then wait a minute, I'm actually interviewing someone on Wednesday. I can't push it out that far. Maybe I can put it out until Tuesday. I can see that relationship and make decisions based on that.

So, again, what we want to do is, using the all-day events area, simply click on that area and you can start adding a new task right away and whatever it is, it's going to appear in that all-day task area. And even if you think that you can't add all the same details as you would in another to-do list, well, hold on just a second. By hitting the edit button in any of these tasks, you can add not just a location, but of course, use this description area to add bullet points, to add an attachment. You can even change the color of this task if you want to highlight it in some other way.

How to use a separate calendar for tasks

That brings me to the second method that we can use for managing our tasks within the calendar, and that is creating a separate calendar just for your tasks.

So, here I've created one called "To-Do List." I'm going to enable that, and what you can see here is that I've added a few other tasks. For example, recording this new video, which I need to make sure happens Thursday morning. But here's another example that I have up above. It's labeled in this green shade or color, which I've selected, so I can separate out my tasks from everything else.

That's a second method if you want to keep your tasks on a separate calendar. Google Calendar makes this very easy to do. All you need to do is click "Add New Calendar," and then you can add as many calendars as you want. Of course, you can toggle through those calendars on the left-hand side to view or hide them as needed.

How to use Google Calendar Tasks feature

Now, the third way to implement a to-do list within Google Calendar is to use the built-in Tasks function.

You'll notice on the right-hand side of Google Calendar, there's a Tasks feature where you can create tasks and check them off directly from this side menu. To see these tasks on your calendar, just enable Tasks on the left-hand side.

For example, you might have a few tasks aligned with your week that appear on your calendar. If you drag a task to a different day, it will reflect the change on the right side as well. However, be aware that on the mobile version of Google Calendar, tasks do not integrate directly. You'll need to manage them within the Google Tasks app. So, keep this in mind when using the Tasks function across different devices.

How to use Reminders in Google Calendar

You may or may not like that as a part of your workflow.

Now one other thing that you can always add to enhance your to-do list here within Google Calendar is the reminders feature.

So I'm gonna enable the reminders feature and here you see I've got a couple that appear.

Now, what is the difference between reminders and tasks and the all day event tasks which we have created here?

Well, reminders will always carry over. So if I don't complete this particular reminder on Monday, it is going to carry over to Tuesday. I'm gonna have to address it eventually and check things off.

Reminders can be day specific or time specific, as you see down below here.

If you don't know how to create a reminder, let me show you how to do so.

If I wanna create a reminder here, let's say nine AM on Wednesday, all I need to do is click on that space and instead of starting to add the title of this event, I'm gonna first click reminder. You can see just below the title, event is the default selection, but I'm gonna select reminder.

So now, I can add in a new reminder here. I can just hit enter on my screen and there, I've got that reminder.

Now if I wanna change this reminder to an all day reminder, I can so so as well. All I need to do is select it, hit the Edit button, and now I can select the all day option.

Here you can see that that reminder now appears here at the top of my list.

Now, one caveat I'm gonna talk about a little bit later on in the video is one of the things that you need to watch for.

How to use to-do list on the mobile calendar app

Before I do that, let's jump to the mobile version of Google Calendar.

Alright, so here we are within Google Calendar on our mobile device.

As you can see, at the top of the screen, I have my all day tasks. Technically they're all day events, but I'm using them as tasks at the top of my screen.

What I love about this is that whether it's early in the morning or if I scroll all the way to the end of the day, those tasks always remain visible. They're always at the forefront.

If I scroll over here to the next day, you see I have a combination of tasks, appointments, and a couple of reminders as well.

So if you wanna add a new task within Google Calendar, we're gonna hit the plus button in the bottom right hand corner of the screen and we're gonna select event because remember, we're using all day events.

So here, I'm just gonna call this one Task 2. The only thing you need to keep in mind at this point is that we wanna hit the all day toggle. Unless you want this task to appear at a specific time, you wanna select all day and hit save. Now that task will appear at the top of your screen.

Now if we wanna add a reminder, again, we're gonna start with that plus button but this time we're gonna select the reminder option.

Let me just type in a quick reminder. Let's call this one Reminder 3. If I wanted it at a specific time, I can select that here. I can select this to be at 8:30, for example, or I can hit the all day option and again, it will be all day as well.

Now, don't forget, you may need to hit the down arrow here to reveal all of your tasks. Now, this will stay sticky, meaning that the last time you've selected it or chosen that option, it's gonna remain that way.

So, here you can see I have a few reminders that I need to look at along with all of my tasks.

Now this is one of the, I guess, both pro and con of using reminders. Here you can see that it will never combine your all day events. We can see them listed out individually but you will notice here that it has combined my reminders. I've got two here. If I select it, I can now read and see those two, but you cannot, by default, expand those reminders.

Pros & Cons of using Google Calendar as a To-Do List

Lastly, I wanna cover some of the pros and cons of using Google Calendar as your to-do list.

Now I've already highlighted the pros of seeing your tasks up above and always having them stay in the forefront as you go about your day.

But one of the things that you wanna watch out for is that of course, these all day events which we are using as tasks will not roll over. At the end of today, these two green tasks will not roll over to Tuesday like this reminder will.

Now, this is a con, but in some ways, psychologically, it is also a pro. What I mean by that is that it forces you to engage with your calendar and specifically with your to-do list. Too many of us don't engage with our to-do list often enough and then after a day or two, we end up deferring a large number of tasks to the never next day.

Well in this case, this sort of forces you at the end of your workday or at the very end of your day to review what is leftover and have it move over. Drag it over to a more appropriate day where you can accomplish that task.

I hope you enjoyed today's overview of using Google Calendar as a to-do list and I would love to hear your experience as well. So be sure to leave me a comment down below.

Thank you so much for watching. Make sure to subscribe right here to the Simpletivity channel, give this video a thumbs up, and don't forget to leave me a comment down below. Remember, being productive does not need to be difficult. In fact, it's very simple.

What is all the commotion about Notion and how do you create a template within the Notion application? Well, in today's video, I'm gonna show you just that. Hello everyone, Scott Friesen here at Simpletivity, helping you to get more done, and enjoy less stress,

Notion

and without question, Notion has gotten an awful lot of attention over the past year.

Now, if you haven't tried out Notion, I encourage you to do so. Notion advertises itself as being a bit of a, all in one productivity system, and here you can see I've opened up their template gallery. They've got a notes and document section here. They've got a knowledge base section here.

They also tote themselves as being an excellent project management tool, and even a light database, or spreadsheet tool, and I'm just sort of sifting through a couple of their examples here, which are all editable.

These are all templates, or you can start from scratch. Now I think Notion can be an excellent personal, or team note-taking tool. I also think it's gonna function as a fantastic knowledge base. I'm not exactly sold how great it is as a project management tool, or a light database, or a spreadsheet,

Templates

But today we're gonna take a look at how we can use it to create templates.

So let me get over to my team home screen here, and of course, one of the great things about Notion is that you can edit absolutely anything on your page. If I want to change the cover here, I'm just a click away. If I want to change the title of this team homepage, I can do so.

So here I've got a very, very simple template. I've got some basic information about the company here, and Notion works under the premise of subpages. I can always go back to the high level here. I've got an office calendar, actually a pretty powerful calendar here within Notion, but you always have this breadcrumb trail up at the top of the screen.

But what I want to focus on is a section I've created called "Meetings," and you can see here I've got a couple of meeting agendas for upcoming meetings. Let's say that I would like my team to follow a standard format.

So what I've created is a "Create a Meeting Agenda" button, and this is a template I'm gonna show you how to use. We're using the meeting agenda as our example, but you can create a template for absolutely anything within Notion. So let's quickly first take a look at this example.

Let's say I want people to create their own agenda and follow a few different guidelines immediately, right? I have a certain way that I want the team to conduct their meetings. I also want to give them a few reference tools as they're planning ahead. So with just a single click, it's going to create this meeting agenda here. Like I said, I've got some checklisted items—here are some things I want them to always do—and here they can quickly type in that we're going to talk about a new product at that meeting, and we're also going to talk about late payments from customers. Whatever it is. If I just hit enter, I get a nice new checklist here. I can keep adding to this meeting agenda.

You can edit almost anything in this list here. Maybe one of the first things I'll want my team to do is to add a date or maybe to add what we are talking about in this particular agenda. I'm just gonna add a date in this particular case.

But the other great thing is that you can have subpages within subpages. So here I've got a section called "Follow-Up." Perhaps as we're going through this particular meeting, right? As we're going through these agenda items, we've got some action items. Well, to keep it nice and clean and separate from this page, I can click on "Action Items," and you can list them out here. I can keep that on a separate page.

Let's go back to the meeting agenda. I've got another one called "Remaining Questions." Maybe there are some things that we don't have assigned, but we've got some questions from this meeting. I can keep that nice and clean and separate on another page.

Last but not least, you can add links to any page within Notion. Maybe for some new members of my team who aren't exactly sure why we're using this format, or how they can make their meetings more effective, I've got some live links here down below to some articles I think will be helpful to them.

Now if I go back to my team home, this is my top level. You can see here is the meeting agenda that we just created, so now the entire team can have access to it. I can share it. I can add more notes or add more details to this as well.

But how exactly did I create this template button? Well, let's do this together. I'm gonna use the "Operations" section here just for our example, and all you need to do is hit this plus button here. This plus button is going to allow you to add a variety of things, and if you haven't toyed with Notion, if you haven't tested it out, this may feel a little overwhelming, but this is the full list of all the types of content you can add to a Notion page.

Now we want to go all the way down to the bottom here, and select "Template Button." But just before I do so, I forgot something. I wanted to actually change the template for this new example, so I'm gonna go into this meeting agenda here because we had to use this as our template, and just so we can identify it easily, I'm going to call it "Template." There we go. Okay, so now we've got this. It's got all the action items, everything that I want to see here. The reason why I came in here is I wanted to remove a little date field that I had, and I didn't want that in my new template button or my template agenda.

So let's go back to the team home, and again we're gonna hit the plus button, and we're gonna scroll all the way down to this list, and select "Template Button." Now here, this may sound or look a little intimidating, but all you need to do is first, start off by selecting the button name. That's what I suggest. What are you going to do? And let's say we said "create" last time. Let's say "Add a Meeting Agenda" in this case. Where'd my cursor go? "Add Meeting Agenda." That's what we're gonna call this button.

And down below, what they'll usually do is input what was above, or in this case, they've just input like a to-do list. But we don't want that. So I'm gonna select this option here, the little six dots, and we can say "Delete." So now we've got a blank space here where we can drop in a block or drop in another page. So let's go all the way over here to the left-hand side, and under "Team Home," this is where I have my meeting agendas, and here you can see the templated one, right? This is the one that we just renamed. I'm just gonna click and drag, and I'm gonna drop it right here.

Okay, I'm gonna drop it right here. So when we click this button, we are going to create this meeting agenda. I can click anywhere that I want outside. Now, I could add more things if I wanted to. I'm gonna hit the close button here.

Okay, so now we've got this button. It's gonna function essentially the same as what we did here, but I just created this one so you could see how it was done. So when I select it, when I click this option, it's just like we saw before: here is this new meeting agenda template. And now I can come in here and say this is our "Sales Meeting for Q2," let's say that's what we're gonna call it. And again, I can go in and add the action items that I want, the things that we want to talk about. I can review some of the things here if I want to get some hints on how to run a more effective meeting.

And when I go back to the team home, there is my new meeting agenda, which I can reference, pull up, and use. And again, I can use this template over and over again. Make sure that other people within my team are using it.

And that's just one example. In this case, a meeting agenda example, but you could use this for a calendar. You could use it for a to-do list. If you want someone, you know, under "Office Health and Benefits," to submit a particular form, or to answer a certain set of questions, you could create a template button for that as well. This was just a sliver of some of the functionality here within Notion, but again, if you haven't tested or tried out Notion, I would encourage you to do so and explore. There are many different templates to help you get started.

Now, I'd love to hear from you next. Are you already a Notion user, and if so, what are you using Notion for? I would love to know how you are using Notion, and what you think Notion is best suited for. Be sure to leave your answer in the comments below.

Thank you so much for watching today's video. I hope you subscribe right here to the Simpletivity channel. Give this video a thumbs up, and don't forget to leave me a comment down below.

Remember, being productive does not need to be difficult. In fact, it's very simple.

Oh my goodness, so many emails in my Inbox. How am I gonna get this under control? Well, in today's video I wanna show you a simple, yet very powerful and effective way to help you get all of your emails under control within Gmail.

Overview

Hello, everyone. Scott Friesen here at Simpletivity, helping you to get more done and enjoy less stress. And today, I want to show you a technique using labels so you can easily identify which emails you should be dealing with right now. So let's get started.

On the left-hand side of my screen, you will see the labels area. We've got a few different folders—standard ones like Inbox, Snoozed, Sent, and Drafts—but you will notice I have three color-coded labels: Action Required, Complete, and Waiting for Response. This is really the key to this system—using a few particular labels to help you identify which emails you should be dealing with.

Sometimes, as we're perusing through our Inbox, we have a mix of both read and unread emails, and we're wondering, "Which ones do I need to reply to? Which ones have I dealt with already?" These labels are going to help us keep on track.

Now, two things I want to point out here. First, I'm not going to get into the details of how you create labels within Gmail. If you'd like to learn more, I'm going to leave a link to my video showing you everything you need to know about labels and filters within Gmail.

But here you will see that I've got an asterisk at the beginning of these labels. Now, this could be very important. The reason being is that we want these labels to show up at the top of our label list. We don't want them to get missed or lost, especially if you're using a large collection of labels or other labels as part of your email system.

Example

Let me just open up this email as an example.

So if I go up to the top and I select the labels, here you can see my three Action Required, Complete, and Waiting for Response are always gonna show up at the top, even though I've got a variety of other labels that I can apply down below.

Now, you don't have to use an asterisk, you could use a period, you could use some other special character or even add numbers, but I just like the asterisks because it sort of stands out and it looks like a bit of a star here.

So more on that in just a second.

The second thing you will notice is that I've added some particular colors. And this is important as well, because I wanna be able to easily see when I'm in my Inbox, when I see a variety of emails, which ones, which label is corresponding to these particular titles.

Alright, so here I am in an email, and let's just say for this example that I need to do something with this, maybe I need to go and shop here, maybe I need to ask someone about this.

So what I'm gonna do is I'm gonna go up to my labels, and I'm gonna say Action Required, I'm gonna apply that label.

So now when I go back to my Inbox, it's very, very easy for me to see that I need to do something with this particular email.

Now, you don't have to go into every email to do this, sometimes when you're scanning you already know that okay maybe I need to do something with that, and I need to do something with that, and, oh, I need to do something with this as well.

Remember, you can always apply multiple labels at a time.

So now I've got all three of those labels, or sorry, the same label applied to three additional emails.

Now, you're probably thinking, okay, this is a little bit helpful, I can see these emails among my vast amount of additional emails here.

But it gets even better.

If I go over here to the left-hand side and select Action Required, now all I see are those four emails.

I know that these are my Action Required emails, so I can sort of hide my Inbox for a few minutes and just focus on the emails that I need to do.

Now, how do the other two labels come into play?

Well, let's start with Waiting for Response.

I'm gonna go back to my Inbox here.

And let's say this very first message here, I've actually forwarded it on to someone else, I'd like to get their input on it, so I'm asking them a question, "Do you agree with this article?"

Now, if I just leave it as is, this might get lost in the mix here.

So what I'm going to do is I'm going to apply the Waiting for Response label.

Now there's one additional thing I wanna show you here, and that is you don't always have to be clicking the label here.

If you select L on your keyboard, that's going to immediately bring up the label list.

So I can select Waiting for Response, I've applied that label, I can go back to my Inbox, and now I can easily see that I am waiting for a reply on that email.

And just as we saw before, if I select Waiting for Response here, you might have a collection of seven, or 10, or maybe more emails that you're waiting for a reply.

You can quickly and easily see which of those emails should you maybe need to poke them again, give them another gentle reminder if they haven't answered you in a certain period of time.

And that L shortcut that I mentioned, that actually applies to your main Inbox view here as well.

So let's say I've got a few more that I'm waiting for, I'm gonna select just three here.

I've selected three, I'm gonna hit L on my keyboard, and, again, that's gonna immediately bring up my label, I can select Waiting for Response, and now I've applied it to multiple emails here.

Now, the last label that I've included in this system is called Complete.

And this may not necessarily, this may not be necessary for everyone, but if you don't have the habit of archiving your emails or moving them out of your Inbox, this may be helpful to you.

So let's say that I open up this one again, this one that said Action Required.

And let's say that I've done the action on this.

I've replied, or I've purchased, whatever it is, I'm gonna go back to my labels, I am gonna uncheck Action Required, and I'm gonna select Complete.

So now I've got my red Complete label.

When I go back to my Inbox, it's easy for me to see that that is done with.

I no longer need to open this up or come back to it, this particular email is complete.

Like I said, I generally recommend that you use the Archive function within your email, that's this little icon here, instead of the label, because archiving it is gonna take it right outside of your Inbox, so you don't have to see it here in your Inbox at all.

But I know everyone works a little bit differently, so you may prefer using the Complete label.

Now, just before we wrap up today's video, I wanna give you one additional tip that sometimes gets overlooked here within Gmail, and this feature has only been added within the last year, and that is the ability to snooze a message.

This is very powerful when you're trying to get your Inbox under control as well.

So let me open up this email here that doesn't have a label on it, and let's say that you know what, I need to do something with this or I'd like to review this email again, I just don't wanna deal with it now, and I don't want it clogging up my Inbox.

Well, what you can do is select this little clock icon, which is the Snooze icon, and when you select that, it has a few different defaults here, right?

I can say Snooze Later today, Tomorrow, Later this week, This weekend, Next weekend, or I can pick a particular time.

I can be very specific as to when I want it to come back.

Let's just say that I don't wanna deal with it today, so I'm gonna select Tomorrow.

I'm gonna select Tomorrow, it brings me back to my Inbox and that email is gone.

It's not here anymore, but it will return tomorrow.

It will return tomorrow, 'cause I told it to.

Gmail's gonna bring it back and I can deal with it then.

Now, if I wanna go and look at all of these emails that are snoozed, I can simply select that label here on the left-hand side, and I can quickly and easily see it, I can reply to it, I can do whatever I want with it here, even when it's in that snoozed state, but if I leave it alone, it's gonna come back to me tomorrow.

In fact, it's even telling me it has the date there in red, January 22nd, that is when it's gonna return to my Inbox.

I hope you found this video helpful.

I would love to know how do you better manage your emails, specifically your emails here within Gmail.

Be sure to let me know in the comments below.

Thank you so much for watching today's video.

I hope you subscribe right here to the Simpletivity channel, give this video a thumbs up, and don't forget to leave me a comment down below.

Remember, being productive does not need to be difficult.

In fact, it's very simple.

Google Keep is one of my favorite tools to help me stay on track. It's such an easy app to capture those quick notes, those ideas, all those things that bounce around

in your head each and everyday. Now here on the Simpletivity Channel, I usually focus most of my videos on the desktop version of Keep, but today I wanted to focus on five of my favorite mobile tips when using Google Keep. So, let's dive in, and we're gonna start with images. Now, you can add an image to an existing note,

Adding Images & Pictures

or you can even start off with an image. If you have an existing note, like this blank one that I'm starting, you can always hit the plus button down below and choose

take photo or choose image, but even when you're not within a note, in the the bottom right hand corner you have the little picture icon and again, you can choose to take a photo. I can grab a photo right here on my phone, or I can choose that option again, and choose an image, and in this case, it's gonna open up your gallery.

I'm gonna choose this one here, and now I've got my image ready to go. I can add multiple images if I want. They're always going to appear at the top of your note.

But that leads me to my second tip, or the second thing that I love to do on my mobile app, and that is annotating images, something that often gets overlooked.

Annotating Images

So if I click on the image itself, it's gonna open up a new screen, and you'll see in the top right-hand corner I've got a little paintbrush icon.

When I select that paintbrush icon, what I can do is start to make drawings, little swirly things on my image.

Now, I've got a few options down below. That was sort of the pen option. I've got one here that's more of a marker, and the one on the far right is like a highlighter option, but the great thing is that you've got a lot more options if you actually click and hold.

So, if I click and hold for a second on the pen, I can change the color of the pen. I can change the width of that pen. So, now I've got a red, it's slightly narrower than the one I had before, and you can do that with all of these options, including the highlighter.

If I hold on that for just a second, I'll just hold on that, it's gonna bring up more options down below.

Now, if I choose the eraser, one of the things that I like here is that I don't have to drag my finger across the screen, I can just select the different annotations that I want to erase, and in fact, if I hold down on the eraser option, I even have the choice to clear the canvas.

So if I had other annotations, let me just show you an example of that. If I draw here, if I draw there, if I go here and say, hold down on it, and say clear canvas, it's gonna get rid of absolutely everything.

The last one I wanted to show you here, let me just put a little red S on my image, is the selection tool.

So what this allows me to do is I can select that annotation, and I can drag it. It keeps the annotation, the exact size and color and everything, and I can put it where I want it to be.

So, actually a lot more options here when it comes to annotating your images than you may have already thought.

And of course, those annotations are going to save. You can even see it here on the front screen, on the preview screen. So you can keep those annotations. You can continue to edit them as you go.

Now let's stick with images for just one more second for my next tip, and that has to do with converting images into text.

Convert Image to Text

So, here I've got a note which is actually an image. It's something that I've captured from my website, but let's say I'd like to extract that text. Let's say you've taken a picture of a poster, or a label or anything with text. Again, we're gonna select the image itself. That's gonna bring up this view where we see the little paintbrush icon,

but this time we're gonna select those little three dots, and you can see our very first option here is to grab image text. If I select that option, almost immediately down

below it has grabbed all of the text in this image, and it's brought it into the note itself.

Now I can cut and paste this into an email, into a document, wherever I would like to use this text. Now, it's not always perfect. You can see down here, I've got like a capital S on the end of less, but the rest of it looks pretty good to me; it almost looks like it's got it almost perfect from what it is above. And sometimes it may even keep the layout, the spacing, so you might need to adjust that,

depending on sentence structure, but a great way to grab text, if you're taking a picture of something, you can immediately pull it into your note. Now the next tip I want to share with you has to do with a feature that I use quite a bit here on the mobile version. When I'm out running around, sometimes I want to take an audio note. That is often the quickest way that I can

Record & Transpose Audio

Get my thoughts and ideas into Google Keep, but I don't just want an audio recording, I want a transcript of what I had to say.

On the bottom right-hand corner, you can see that there is a microphone app. When you select that, immediately you can start recording what you are saying, and Google Keep will do its very best to convert your text into words so you can use them later.

Alright, so here you can see it immediately started to record everything that I just said, and it did a very, very good job of doing so, as well.

But what I love about this feature is that it is twofold. Not only has it converted my words into text so I can copy and paste this somewhere else, but it's actually also kept the audio file. You see there's a little play button there, so I can actually listen to it.

Now I really use this feature, but maybe you would like to use it. You know, maybe you're practicing a part, maybe you want to practice how you're delivering a speech or something like that. Maybe it's important that you get the different cadences and the volume for your recording.

So, what you can do is you can keep both the audio and the text itself.

Now, sometimes you don't need both. You'll see there's a little X button here. So, I can actually delete the voice recording. I can delete that but I've kept all of that good text which I can use later.

So, if you haven't tried it out, be sure to check out the recording audio notes feature.

Now, the very last tip I want to give you today with the mobile version of Keep has to do with reminders. Now you may be familiar with reminders already.

Time & Place Reminders

Let's see here, I've got a simple checklist.

Let's suppose that this is a grocery list here and so I want to remind myself to pick up those groceries before I run out of milk.

So, here in the top right-hand corner, you'll notice that there's a little bell icon. If I select that, I can select the exact time, maybe I'm gonna choose tomorrow during my lunch break, and I can choose if I want this reminder to repeat or not, which can be very, very helpful.

If I hit save, there you can see it's gonna show me when the reminder is set. I can still see that on the front of the note, and the additional bonus is that this will also appear on my Google Calendar. So, I can see this, I can even access this directly from Google Calendar.

But what I wanna do is I wanna show you the alternative way of setting a reminder which can be very powerful, and that is a location-based reminder.

So, at the top, you see by default time is selected, but I can select place. So, in this case, I can either enter in a specific address or a specific store or location.

So in this case, again, let's suppose that this is a grocery list, so I'm gonna select a local grocery store. It's gonna input the name but it's already saved that specific location that I just chose.

I'm gonna hit save, there I can see what that location is and how this is going to work is that when I'm in close proximity to that particular location, I'm gonna get a notification. I'm gonna get a reminder.

Now, I'm not exactly sure of the distance or the proximity, I'm not sure if it's a half mile, if it's a full mile, I'm not exactly sure what the proximity is, but when I'm nearby, it's gonna give me an alert telling me that, hey, maybe you should check this one off of your to-do list, or pick up these items because you're nearby.

So, something that can be really, really powerful. I mean, how many times have you driven past a store that you needed to get something from, but you just weren't thinking about it at that time. Now you can have Google Keep give you that reminder when you are walking or when you are driving by.

So, there you have it, my five favorite tips for the mobile version of Google Keep.

Now what I'd love to hear next is which one of these five were your favorites, or did I miss something completely. Do you have an additional tip that you would like to share with others? Be sure to leave your answers, and include your comments down below.

Thank you so much, everyone, for watching today's video. I hope you give this video a like, and if you haven't yet subscribed, be sure to do so. We release new videos each and every week.

Remember, being productive does not need to be difficult. In fact, it's very simple.

How should you set up a brand new Trello board?

Well in today's video I'm gonna give you a seven-part checklist, the seven things that I do for almost each and every Trello board.

Hello everyone, Scott Friesen here at Simpletivity helping you to get more done and enjoy less stress.

Today I thought I would take you through a full walk-through from a brand new board.

Here I've created a new board setup.

I haven't done anything with this board just yet and I want to walk you through the different steps that I take to set up a board, to not only set myself up for success but especially if I'm gonna be collaborating with others.

Changing the Trello Board Background

So let's dive in and start with something that you may be surprised with, and that is the board background.

Now of course the board background is so much more than just what you see here in the background, and you want something that represents the board that you're using.

But the reason why I think selecting an appropriate board background is so important is that it makes it easier, so much easier, for yourself but also other people as they go and look and find that board.

Here you can see a collection of some of the recent boards which I have been using, and look at this one with this sort of pinkish color, how it just sort of stands out, it sort of jumps out; and the ones that I have images on, that might make it that much easier for me to find that board in the future, especially if I have a number of boards which are named in a similar fashion.

Or maybe I want to purposely use the same color or the same background for multiple boards.

And remember, this is even more apparent when you start using Trello on your mobile device such as your phone.

So make sure that you choose an appropriate background.

From the menu we can select change background.

We can either choose a static color, we can choose one of the photos which Trello provides, or if you are a business class user you can upload your own picture, your own custom background.

So be sure to start with the background.

Create your Trello Lists

Alright, next up we want to get into our lists, and of course, this is going to vary depending on what you want your board to do.

I'm just gonna create a very, very simple workflow here.

Idea, confirmed, let's say doing, and then complete.

Compete? No, we're not gonna compete. (laughs) Complete, alright.

So just a very, very simple, straightforward, we're gonna move things from the left to the right.

Of course, that's not the only way in which you can use Trello, but in most cases, people are using a Kanban method, moving from left to right.

But before you start adding any cards, make sure that you take the appropriate time to make sure that you have enough lists for your particular workflow, that things make sense before you start adding pieces of information.

Now at this phase, you may be thinking...

Add List description cards in Trello

that I'm probably gonna start adding cards immediately.

Well, I am going to start adding cards, but maybe not in the way that you think.

Something that often gets overlooked is that as we share this board with others, are they gonna understand the differences between these lists and how they should be using them?

Now, in today's example, this is pretty straightforward, but you may have a process that has 10 lists involved in it, and maybe some of the lists are very, very similar.

So what I often recommend is that the very first card is a description card where you actually take the time, and I don't mean just write the word description, but you write a little bit of detail such as "place tasks which we have committed to doing this quarter."

Alright, so that you've actually got something to tell people what should be going on within this particular card.

You can add this for each and every one here. Now again, complete might be pretty straightforward and doing, but you can add just a very short paragraph at the top of every one of your lists.

Now Trello doesn't give you the opportunity to pin this card at the very top; it's true, someone could drag it down somewhere else within this list.

But what I usually recommend is that you pick a particular colored label. Now I like blue for a couple of reasons, not only is it the Trello default color in terms of the Trello blue, but it's also the last one in this list, so I find often we don't use this color as often as the other ones above.

So I'll often pick something like blue, and I'll put that for each and every one of the top cards here; so if I'm adding a description at the very beginning of each of my lists.

And remember, this can be a full paragraph, it can be a lot longer than just what we see here. Again, let's go into maybe a little bit more detail here.

For description, I can say "add a detailed description of what you want to do." Alright, that adds a little more detail there.

Doing, "place tasks which you (laughs) are engaged with currently," how about that?

Okay, and then "cards that have been finished" or something along those lines. Again, what I'm gonna do here is I'm just gonna add that blue label to each of these areas here.

So again, these are intended to be things that remain here, they're just adding a little bit of further description to what's going on in this list.

As we start adding other things within these lists, everything down below is going to adjust, are going to move, are going to move between lists, and they might be dragged up or down in that particular list.

But the idea here is that this label always remains at the very top.

It looks like I had the expanded function on there. If you click on the label, for those who don't know, you can get not just a bigger view, but you can actually start to see the text which is very next in my checklist.

Define your Trello Labels

Once I've designed my list, once I've added some descriptions, even before I start adding my cards, the very next step I will do is start editing those labels.

So what I mean by that is actually adding some text examples here.

For example, for the blue that we just created as the description, I might just add that in, right?

I might just say, well, that's a description label so people realize why I chose that color.

Green may mean approved, green may mean that things are good, green may mean go in this particular example. So I'm gonna start adding that label.

Yellow may mean wait for approval, for example, in this particular case; and red means, let's say it means urgent in this particular case.

You're not limited to just these six colors. You can have more labels and actually duplicate these colors; so you can have multiple green for example, and each of them can have a different label.

I think this is especially important before you start adding team members or before you start adding other individuals to this board that you have designed the labels appropriately.

Again, you're giving them that much more information so as they start engaging with this board, they know what the labels mean and how to start using those labels.

So don't forget to take a look at the labels.

Review Email Settings for Trello Board

Next on my list has to do with email, and something that I may not do for every single one of my boards, but especially if it's a board that is crucial to my work, if it's something I'm gonna be using on a daily basis, I want to take a look at the email to board settings.

Now in order to do that, you want to select menu and then select more, and about halfway down we have our email to board settings. I'm gonna click this and what you can see is that I have this unique email address for this board.

Now, probably one of the easiest things you can do is select this option to email that address to you so you immediately will have it in your inbox, and for many cases many of our email clients will automatically add it to our contact list. Then of course, you can give it a more appropriate name such as maybe Trello New Board Setup or whatever the name of this board is.

But the next important step here is to determine when you forward or send an email to this particular address where do you want it to appear?

Now in many cases it's often the first list, so yeah, I'm gonna stick with idea, that's where I want it to be; but maybe I don't want it to be at the bottom of the list, maybe I want it to be at the top of the list.

Now, I want to be careful because with these description cards here, of course, a new card is gonna go above it there, so you know what? On second thought, I'm gonna say bottom in this case.

But remember, the choice is yours. You can determine which list these emails go to and what position, whether it's going to be top or bottom.

Enable Trello Power-Ups

Now while we're here in the menu settings, the next thing on my checklist is power-ups, and I am never complete, I am never finished setting up a Trello board without looking at power-ups. Now depending on which version of Trello you have,

whether you have the basic version, whether you have business class, for example,

you may be limited on how many power-ups you can use at a time.

But there is one that I use almost every single board, on every single board, and that is the custom fields power-up so I'm gonna add that right away here. This is a great opportunity for me to go in here and what I can do, if I select edit power-up settings,

is I can start adding my fields, right? So maybe there's a checkbox here and I want to

just give it a name here, so I'm gonna start adding a checkbox. Maybe there's a start date, I don't just want the due date which is default. A variety of options here in custom fields. I'm not gonna go into the details, if you'd like to learn more about Trello custom fields I'll leave a link to another one of my videos in the description below.

But whether it's custom fields, whether it's calendar, whether it's some other integration that you need, now is the time to set that up, especially before you start inviting other members to your board.

Invite Team Members to Trello Board

So, once we've set up our appropriate background, we've designed our lists, we've added a few descriptions, a few helpful pieces of information at the top of the cards, we've decided what labels we are going to use, our email settings, and yes, our power-ups.

And if you don't want to see, oh, there's my custom fields button right there so there's my power-ups.

The very last thing is to start inviting other people to participate with us.

The quickest and easiest way to do that is to use this invite to board link at the top of the screen. You can either paste in email addresses or use their Trello username, but perhaps the easiest one of all, especially if you're adding a large group of people, is just to send them a link, and you can select this create link button.

Here I can copy this link that they're giving me and then I can just paste that into an email. I can just send that directly to the 12 or the 20 or whoever it is that I want to join and participate here in this board.

Well, there you have it, my checklist of how I set up a brand new Trello board from scratch.

I would love to hear from you next. Are there certain things that you do when you first set up a Trello board? Was there something that was missing from my particular list?

Please be sure to leave your answer in the comments below.

Thank you so much for watching, I hope you subscribe right here to the Simpletivity channel. Be sure to give this video a thumbs up and leave me a question or a comment down below.

Remember, being productive does not need to be difficult. In fact, it's very simple.