Archives for April 2016

April 29, 2016 By Kim Hughes Leave a Comment

How Does Evernote Compare to the Competition?

On any given day, you sort through dozens of emails, stacks of paper, and pull up hundreds of websites. Businesses today rely on large amounts of information. You find yourself juggling client files, documents, correspondence, financial reports, stacks of research, notes, and more. The sheer amount of data you process each day is staggering.

In order to keep everything manageable, you must rely on organizational programs and apps. Nowadays everyone carries multiple devices, so you also must have the ability to sync data and save files in the cloud.

There are so many programs available that making the choice between them becomes overwhelming. Do you look for job specific applications or are you better off using an all-encompassing tool such as Evernote?

In an effort to answer this question, we compare the features of Evernote against some of the most popular applications out there.

Managing Tasks

One of the most popular task managers available is Any.do. Available as a mobile or pc application, this handy little program can manage several lists at one time. Multiple lists allow for easy separation of personal and business tasks. For collaborative projects, lists can be shared and updated between large groups of people.

Associates you connect with through Any.do, can request to add items to your “To Do” list. You have the option of accepting or declining. Notes can be attached to those tasks, clarifying the request.

With a bit of tweaking, Evernote performs all the functions of Any.do. First, you need to create a master “To Do” list. Evernote even includes a convenient checkbox feature, that makes your list look nice and official. At the beginning of the week, open the master file, copy it and customize for the week ahead. You can have as many lists as you wish, thus separating home and business.

You have the ability to share your files with anyone using Evernote, thus duplicating the shared feature of Any.do. Annotations and files can be attached using Evernote, the same as the other program.

As a task manager, Any.do seems less cumbersome than Evernote. It’s a simpler and more straightforward program for this application; however, Evernote will get the job done and coupled with its other functions, may make it a better choice for your needs.

Organizing and Sharing Files

Dropbox is a cloud storage system that allows you to share files easily with others. Once you upload the file, anyone with a link can access the information. You can choose which files you wish to share and which you want to keep private.

All of your files can be organized in folders, similar to the classic file system found on your PC. You have the option of sharing a folder, or sub-folder, along with single files.

Organizing files in Evernote requires the use of notebooks and stacks. For example, you might assign each of your clients their own stack of notebooks. Within that stack, create a master notebook with pertinent information, such as client information, a picture of their business card, a link to their website, and contact notes. Each of your client’s projects should also be assigned a notebook. Within each notebook, you can file all sorts of related files. Like Dropbox, you can share files with other users.

Evernote and Dropbox both allow you to link files together using tags. By assigning these keywords, you can search through “piles” of information quickly. Since it is sometimes difficult to remember where you filed a bit of information, this feature makes both programs very desirable as file management tools.

Neither program seems to excel over the other when it comes to managing files. The difference between the two, is that Dropbox only functions as a file-management system, while Evernote brings a lot more to the table.

Taking Notes

Microsoft’s OneNote appears to be king of the note-taking apps. This program has tools for drawing, the ability to record both sound and video, and the ability to embed spreadsheets. The options for note-taking with OneNote far outshine the note-taking capabilities of Evernote.

OneNote, like Evernote, allows you to organize your data in a logical manner with multiple file tiers.

Where OneNote fails to measure up against Evernote or even the popular app, Pocket, is as a web clipper. If what you are looking for is a file management system with superb note-taking ability, then OneNote is for you, but if you desire more, then you best take a good look at Evernote.

Web Clipping

Web clipping tools are becoming more and more popular. In case you haven’t made the most of this handy tool, here are some ways you can use a web-clipper:

Keep track of confirmation numbers
Ad-Free Reading
Organize Research
Read Online Material Offline

No longer is there a need to print every confirmation page generated as you shop your way across the Internet. Evernote’s Web Clipper allows you to take a screenshot of your confirmation page and save it to a “Stack” of folders, which you might label “Confirmations.” Within that stack, you can create notebooks for “Business,” “Personal,” and “Travel.” Each screenshot goes to its appropriate place, and not only keeps track of your orders, and confirmations, but doubles as a receipt. Evernote allows you to annotate the picture, so you can add notes if you like.

Pocket, a dedicated web-clipping tool, does something similar, but instead of saving your “clips” to folders, you assign them tags. Tags allow you to search through information quickly, and are more versatile than folders, because you can tag with multiple phrases, making it easy to find items that apply to multiple projects.

Evernote also allows tagging, in addition to its folder system. For small applications, Pocket seems faster, and easier to navigate, but for involved projects and long-term storage, the more detailed filing system of Evernote handles large amounts of data more efficiently.

Both programs save web-clippings as simplified articles, stripping them of ads and pictures. This means smaller files, and less “junk” to sift through.

It’s interesting to note that Pocket allows you to send information directly to Evernote. Since pocket only works as a clipper, it seems that the programmers realized that even though it is a very handy tool, Evernote still commands greater respect as a more versatile program.

Comparing Evernote to the Competition

The answer to the question How Does Evernote Compare to the Competition? basically, has two answers. As a task specific program, it cannot claim to be the best task manager, note taker, nor does it blow away the competition as a file management system. The only area where Evernote shows itself superior to all others is as a web-clipper; however, it definitely performs all the mentioned tasks well, if not as well as the task-specific programs, and that web-clipping application pretty much cinches it.

While it may not be the best at most things, it is definitely the best for everything.

Ready to create the changes that will help you move towards living the life you REALLY want? Now is the time to take control of your personal development by eliminating self-doubt. Give your confidence a boost so you can value the life as well as the business you have dreamed of. Contact Kim Hughes when you are ready to Bring Clarity, Balance, and Confidence to your business. Visit KimHughesCoaching.com for details!

Image courtesy of Ian Lamont/Flickr.com

April 20, 2016 By Kim Hughes Leave a Comment

Controlling Negativity

Much time and discussion is directed towards eliminating negative thoughts and behavior – but what is the real psychology of negativity? What is the actual cause and the actual remedy?

Life presents plenty of stumbling blocks for everybody, no doubt. It’s how we view them and deal with them that matters. Because how we view life and allow it to affect us, or our egocentricity, is what determines our behavior. Behavior arising from negativity then creates a circle that encloses our thinking and our views of life. Basically, this means our negative thinking has become global, and then, instead of reacting to actual events, we are, in reality, creating them ourselves. Here are some concepts that we may consider about our personal outlook and how we may control how our ego responds.

Determine your global attitude – is it positive or negative? If you really can’t, your family and those around you certainly can. Negative thoughts occur naturally, but if they occur constantly, your global view is negative. Break the cycle after the first negative thought by recognizing it, and stop what follows, catch the next negative thought and identify it realistically. Stop the globalization of negative thought – everything that happens in life is not negative unless we make it so.

When events occur that elicit a negative reaction immediately, stop the labeling and judging of events as “good” or “bad” – simply postpone judgment as “too soon to tell”. Then respond by taking positive action to remedy the “negative” event. Take control.

Don’t allow yourself to think in extremes, that is, don’t embrace a negative thought and “run with it”. Stop. You can’t foresee the future, but you can surely contribute to it negatively or positively. Consciously choose the positive view and break the negative cycle.

Isolate yourself from constant negative input from media. Distance yourself from social media with sensational negative information. Turn off provocative radio shows. Divest yourself from news that highlights conflict.

And lastly, get to work. Create your own positive. Negativity drains our energy and initiative and perpetuates negative outcomes. The best remedy is to spend time creating possibilities that break the cycle of negativity by contributing instead to positive outcomes, in other words, work hard to give yourself nothing to be negative about – hard work creates positive outcomes.

April 5, 2016 By Kim Hughes Leave a Comment

Tidy-Up Your Business this Spring

Tidy Up Your Business

Spring-time puts us in the mood to clean up, clear out and beautify our business spaces, not only our physical space, but our virtual spaces as well. Much like spring cleaning in our personal home space, business cleaning will employ the same approaches, but will allow you to have a clear mind as we approach a beautiful time of year. A new quarter is starting so let’s start off with a clean, organized business.

Begin with whatever physical space you conduct most of your business in – office, home office – where ever you call “work”. Clearing and cleaning out is infectious, the more you do, the more you will want to do. It brings you a sense of accomplishment and helps you recognize areas in your business that you need to give more attention to. By beginning in the physical space, our progress will be continually in our sight. Start with your desk, first the surface, then the interior.

The exterior of your office space should be one that is functional for you. And, only you. This has to be the place you think, work, plan, dream, so look at your desk – what works for you – what doesn’t?

What inspired me to reorganize my office was knowing it always has room for improvement – and I love seeing what others do to get inspired.

Do you have a filing system – yes a paper filing system? What is that system? Does it work for you? How can it be better? I have drawers that I keep files in with information. I need to know where this information is and may touch if occasionally, but not daily, so I don’t need to have it right in front of me. That is the great thing about a filing drawer, right? There are some files I need to touch daily. So, I have this great little office organizer sitting on my desk, that has the folders I need at my finger touches daily. It has to be pretty, but also function for me. My BFF came for a visit, and because she works from home, she was able to bring her office so we could work side by side during the day and visit, work, then play at night. It was fabulous! She pulled out the amazing little file organizers, which are called

Image courtesy MyThirtyOne.com

Fold and File organizers. I was like WHAT? It was so cool to see such a great idea that helps us stay organized and mobile! So off I went to get mine. These sit right on my desk and I can move them from room to room or when I travel, I just take it with me.

Now for my project planner – this is a blog of it’s own, but I have to have a daily planner that works for my brain. I am in the process of reviewing planners now and I think I have every one on the market so I will keep you up-to-date on what I decide, but just know you need something to put pen to paper to. If you don’t then have an app that works well for you. Something like Microsoft OneNote, Google Keep, Evernote, whatever you like – just make sure to use it. Do not store all that information in your head as to avoid overload.

Make sure you have a system in place and dedicated space for each category of physical material used, file it according to your use, and discard whatever is already completed and recorded, or needs no further attention. Clean out and organize supplies and then actually clean surfaces and environment just as you would in home cleaning.

The next step is more important – virtual cleaning and organizing. This will most likely take a good deal of time but will make your business run much faster and smoother. Don’t get overwhelmed…if you need to break it down into time slots – then do that, but devote at least 30 minutes a day to organizing.

First, clear out your email inbox – either save to read later if needed, forward, file or delete until you’re at zero.

Keep your planner near by so you can write down your daily tasks – cleaning your inbox daily is a must. If you can’t do daily then schedule time in your planner to do 30 minutes every Tuesday and Friday. This also means your SENT BOX – move those sent emails to the appropriate folder to find quickly as well as the string of emails regarding that topic with that recipient.

Clean up your computer desktop, just as you cleaned your physical desktop. Create folders to organize, save or delete. Clear out subscribed mailing lists no longer needed or of interest. A good tip here is to create a bogus email, so when you see or need to subscribe to something you can use this email address and check it once a week, in your leisure to read. When I did this my world and inbox became free of inbox clutter. When I am the passenger in the car or I waiting on an appointment, having lunch alone, I will jump over to read newsletters, see what stores sent me coupons, what other “stuff” is in there that I want to read, but not necessary or time sensitive.

Examine your auto-pay statements for services you no longer use or need and remove. Organize passwords, perhaps with a password service, then do a backup. I also keep a little planner notebook to write my passwords down or you can create an excel spreadsheet – update it every week and print then put in that cute little planner or file system from Thirty Something.

Next, update social contacts and networks. Review who you are connected to – do you really need all those connections? NO! You should have a great list of connections, but by organic methods only. Know who you are connecting with. Review and update those social profiles every month or at least quarterly. And, another little tip – you may be amazed at how much faster your computer runs!

And last, beautify all that wonderful clean and organized space! Whatever appeals to your sense of color, texture and décor, be it flowers, artwork, containers, organizers, or new furnishings, indulge in new and soothing or inspiring elements that lend stimulation or composure to your work space. You may find that your productivity increases and you also may enjoy working more. You invest a lot of time and energy at work, why not make it easier, faster and happier!

This is a topic I could talk about all day, but these few tips should help you get going in the right direction and stay tuned as I will be writing more about great tips to organize your business and life by just tweaking a few things here and there.

Image courtesy of Fotownetrza/Pixabay.com