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Thoughts on using Google Keep with other tools and balancing it with the itch to write on paper. A little bit of context: I've used Keep for over 5 years. Struggled at first. But found a process that works (most of the tips shared apply to other todo apps)
A thread:
Iâll skip the details of how to use Google Keep features like colors, pins, etc. And go straight to the big picture of how Google Keep fits because thatâs the most important aspect of any tool.
Letâs get straight to it.
Letâs get straight to it.
Single source of truthI use Google Keep as my single source of truth that feeds into other tools. This makes it my 1st stop 90% of the time.
I use it to capture floating thoughts, grocery, project ideas, journaling, workouts, bills, ideas for relationship, friends & family.
All of these go under their respective labels. My labels have been set up over time so capturing things usually takes a few taps on my phone or three clicks on a chrome tab dedicated to Keep.
Feeding into other tools
From there I move to Calendar for fixed appointments.
Then Trello for tracking team collaborations.
Then I switch between Notes for personal writing or Google docs for collaborations.
Whatâs interesting is that most of my writeups start in Keep on my phone. Including this post.
When it starts getting longer I switch to my laptop and copy out the content from Google Keep on the web into Notes or Google Doc.
When it starts getting longer I switch to my laptop and copy out the content from Google Keep on the web into Notes or Google Doc.
Any time it feels like I need special formatting or I want to write in my favorite font âMontserratâ, itâs a sign that I need to switch to a bigger writing tool like Google Doc. This is not necessarily a bad thing to *not* have one app that does everything.
An everything appA lot of people try to hack Google Keep or their todo app to become a writing app, a doodling app, a collaboration tool, a calendar app, an EVERYTHING tool.
The fact is that no one tool will address everything.
I made this mistake for so long. Youâre better off choosing a tool as your single source of truth and then building other tools around it.
Feeling guiltyThis sounds weird but in the past, I felt like I was betraying a todo app by using other tools. I mean in recent years, Iâve stopped feeling this way. Itâs not only silly but itâs a tad-bit ridiculous -- no one tool deserves your loyalty.
Itâs fine to use Keep & Trello.
Itâs fine to use a todo reminder & calendar.
Itâs perfectly fine to combine tools.
One doesnât replace the other; they complement each other. But again, pick your single source of truth not multiple sources.
Just one. Then let it feed others.
Itâs fine to use a todo reminder & calendar.
Itâs perfectly fine to combine tools.
One doesnât replace the other; they complement each other. But again, pick your single source of truth not multiple sources.
Just one. Then let it feed others.
The paper itchOnce in a while I get the itch to write on paper. That feeling is especially strong when Iâm planning big goals or starting a new adventure. For these kinds of things, I just jump straight into paper. Thereâs something magical about writing...
...and drawing weird arrows, rectangles and circles. It. Just. Feels. Good. And writing with my favorite pen keeps the ideas flowing. When this itch starts, I donât dismiss it. I still donât understand why some swear theyâll never use paper. You can have both digital and paper.
In paper itch situations, I scribble all on a blank A4 sheet then when I get done, I take a screenshot and add it under the relevant label in Keep.
If you saw my âbig-tinzâ label in Google Keep, youâd see a lot of screenshots in there. I just peeked in there and saw a note on âradio show for relationshipsâ. I donât believe in that anymore 
Paper also comes in handy when I brainstorm with colleagues on a coding project, research, or team organization. Beyond paper, is white-boarding. Same premise.
I sometimes get an itch to write on a big board when itâs available. This was particularly useful in grad school where I did a lot of white-boarding with colleagues. I get done. Take pictures. Add to label.
When it comes to paper, you should trash it immediately you're done.
After multiple years of trying this approach, I realized that paper only feels good in the moment. A few weeks later and it looks like Iâve got paper trash all over the place. So Iâve learned to screenshot and trash ASAP.
If I have a follow-up conversation or meeting that references the brainstorming session, three taps in Keep gets me to the screenshot.
This paper-digital process satisfies both my need for a digital access to my planner (beats carrying small notebooks any day); and my occasional strong itch to write on paper.
Finally, routinesEvery morning on weekdays I go through my Keep on my laptop to see things that should be top of mind that day.
During the day, I add things to Keep either from my phone or laptop. This cycle continues until Friday.
Every Friday, I go through my Keep to clean up any tasks that fell through or that should move into other tools.
Then repeat.
The End.
Then repeat.
The End.
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