Use a Kanbanote dashboard to filter Evernotes

If you use Evernote as your GTD inbox, you may find this system useful. It uses a Kanbanote dashboard to filter and sort content to drive next actions in Evernote.

Functional Requirement

The functional GTD requirement is to have a way of sorting out all the data captured. If you’re like me, you capture questions, issues and observations in Evernote. But when you’re trying to turn that into content, you may have to regroup Evernotes from many different places.

Systems to Drive Action

These systems are intended to drive action, but the challenge is to present the data in an actionable format.

Kanbanote dashboard

The idea is to use Evernote as a document library with a Kanbanote dashboard as a top-level filter. This helps you focus on a limited number of subjects out of the morass of captured data.

Filter and Sort Evernotes

You can group notes by tag and folder and play around with them in a kanban view using an overlay to Evernote called Kanbanote. The objective here is to have an organized set of notes.

Kanbanote allows you to organize your Evernotes into a kanban grid. I use columns current, next, soon and waiting, but columns can use any Evernote tag or folder.

The columns in the Kanbanote dashboard display the Evernotes tagged current, next, soon and waiting either overall or in specific project folders.

All notes for action use the same tags. This enables you to create an overall dashboard with all tagged notes or to have individual project dashboards displaying just selected project folders.

The overall dashboard displays Evernotes tagged with those tags from any folder. And each project then uses the same column organization, different projects are in different folders. This enables me to create a board per project, and have a board for all projects.

Kanbanote – a level above Evernote

The Kanbanote dashboard is the funnel to help moving new ideas into action. This approach discusses the elements that come into your work and personal life and the idea that you need to focus down on a limited number of them. This is despite capturing a large number of observations, ideas and opportunities into Evernote.

I’ve set up boards for each project family tree, webmaster, core translation content and technical translation. Each board has columns now, next, soon, and waiting which correspond to the tags on each Evernote.

Waiting can mean something that is on hold (I’m waiting to do the job) or where I’m waiting for someone else to do something or provide me with something.

Overall dashboard view

The overall dashboard view filters on any notes tagged now, next, soon or waiting in any folder.

Individual project view

An individual project view filters on any notes tagged now, next, soon or waiting in a specific project folder.

Configuring Kanbanote dashboards

You could use another tag for anything above the soon horizon. However, you may wish to question whether it’s feasible to think about very long-term items if you’re focusing on the short to medium term.

There seems to be a column I might add for things I don’t know what to do with, above the soon horizon, things I’m thinking about. But if I’m thinking about them now then they could go into the now column and if they’re not current, tag them ‘soon’.

Saved searches in Evernote

I may not always want to go through the Kanbanote dashboard to find my notes, I can just create saved searches in Evernote which will then effectively bring up my project notes and the overall dashboard.

How to filter Evernotes to match Kanbanote dashboards

Capture and Organize

This system, therefore, allows you to capture everything into Evernote freely and then to organize Evernotes so as to focus on things that you should be doing, can do and want to do.

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