Caplan Digital Toolkit 2018

 

  1. Google Drive for documents | Slack for team communication

  2. Google Calendar for meetings

  3. Dropbox / Crashplan for backup

  4. Google Keep / Apple Reminders/ Toodledo for to-do items

  5. Google Voice/Contacts for contacts and calls

  6. Instapaper for saving items to read later

  7. Tweetdeck/Hootsuite/Buffer as a social media dashboard

  8. Trello for managing projects and goals / 

  9. Adobe Spark Suite/Canva for designing graphics

  10.  Evernote for loose tidbits of info / Calendly for managing appointments

  11.  Gmail for unified communication 

  12. MixMax for email efficiency

  13. Mediagazer and Techmeme for keeping up with media & tech

  14. Nuzzel for socially-curated news

  15. Castro/Overcast/Downcast/Radio Public for podcasts

  16. Snapseed/Layout for mobile photo editing/collage

  17. Quik/Adobe Clip/Legend/ for creating quick mobile videos

  18. Waterlogue/Prisma/Pikazo/Lucid/ for foto illustrations

  19. Lynda for learning on your own

  20. ProductHunt for keeping up with new stuff




Bonus Resources: 

  1. bit.ly/medianext18 for summary of new trends 

  2. bit.ly/smarterphone18 for more mobile links

  3. bit.ly/cooltools17 for seven social media toolsets and bit.ly/wondertools for tools

  4. bit.ly/ninjasanity and bit.ly/jcninja for notes and more links from this talk

  5. bit.ly/storytools17 for new tools for storytelling

  6. bit.ly/ejlinks for entrepreneurial journalism resources

More Links:

Streamline

Be an Email Ninja

Sharpen Your Phone

Update Your Toolkit

What’s Next

… and 15 BONUS Tools for 2018 (bit.ly/jtoolkit16)

Scan this QR code using the Barcode Scanner app on your mobile or tablet

  1. Dropbox Paper

  2. Unroll.Me

  3. Anymail finder

  4. Presentation Software | Online Presentation Tools | Haiku Deck

  5. Atavist: Publishing & Storytelling Platform – Make Your Story

  6. Creative Commons Search

  7. Unsplash | High-Resolution Photos

  8. Pablo by Buffer – Design engaging images for your social media posts in under 30 seconds

  9. Buffer – A Smarter Way to Share on Social Media

  10. KnowReddit – Google Sheets

  11. Quora

  12. IFTTT – Make Your Work Flow

  13. Typorama – Typography Generator and Instant Creative Text 

  14. The 1000 Club – Cool products w/ > 1000 Product Hunt upvotes

  15. Crystal | Communicate with anyone, based on personality


ADDITIONAL TOOLS FOR TRANSCRIPTION:

  1. Transcribe your own audio: oTranscribe  and transcribe.wreally.com 

  2. trint.com  and producthunt.com/posts/cassette-for-ios and Steno App

  3. recordly.io/ and happyscribe.co/

  4. popuparchive.com and NoNotes.com 

  5. TapeaCall.com  AND Olympus TP8 for recording a live phone call 

  6. Mechanical Turk for cheap human-powered transcription

  7. Google Voice for transcription of voice messages

  8. Google Docs Voice Typing for quality, free, easy browser-based dictation 

  9. Nuance Dictation App for easy, free mobile dictation

  10. autoedit.io/ 

  11. speechlogger.appspot.com/en/

  12. scaleapi.com/audio-transcription?ref=producthunt


MAKING USE OF THESE TOOLS PART 1: SIMPLIFY

PICK. STICK AND DIG. Unify Tools. Use whatever system works for you, just stick to it and learn its features well. 

Pick a few tools, dig in and get to know them well. 

  • Use Evernote for all loose info

    • Desktop: Store and Find Notes

    • Web: Clip and Save Anything

    • Email: Forward Key Messages

    • Mobile: Collect on the Go

  • Google Docs for documents

    • Never lose a document

    • Collaborate with others

    • Live access from anywhere

    • Publish instantly, revise in real time (“Google Blogging”)

    • Search and access any document easily

  • Gmail for all email in one place

    • Unify multiple inboxes from various addresses easily

    • Access from any mobile device

    • Plug-in any number of useful apps (Rapportive, Boomerang) 

    • Fantastic search using simple operators (has:attachment)

    • Fast, flexible, reliable

  • Toodledo for all your to-do items (or whatever to-do app you prefer)

    • Easy to add from email (send to an email address)

    • Access from Web or mobile device

    • Simple, though customizable if you want it to be

    • Add notes if you want to

    • Free (or very cheap for the mobile app)

    • Other useful apps: Wunderlist, Remember the Milk

  • Google Calendar for all dates

    • Share calendar with partner or colleagues

    • Subscribe to public calendars (company, events, sports, TV, etc)

    • Access calendar from any device, sync automatically

    • Automatically backed up, you can also print

    • Easy, customizable reminders and invites

  • Google Voice for all voice numbers

    • Go from having 3 numbers to one

    • Forward calls to whatever number you want

    • Cheap international calls, free domestic calls

    • Record calls with touch of a button

    • Keep track of contact numbers easily

  • Social Media Dashboard (Hootsuite/Tweetdeck)

    • 4 Primary Streams: Home, Direct Messages (In & Out) & Mentions

    • 4 Aids: Scheduled Messages, Sent Messages, Drafts, Favorites 

    • 4 Search Terms (i.e. Hashtags, Topic, Person, Self)

    • 4 Lists (i.e. Experts, Colleagues, Quality Curators, Competitors)

    • 4 Key Accounts (i.e. Job, Mentor, Key Source, Competitor)

    • Optional: 4 Other Networks (Facebook, LinkedIn, Instagram)

PART ONE: SITE LIST

  1. Evernote | Remember everything with Evernote, Skitch and our other great apps.

  2. My Drive – Google Drive

  3. Dropbox 

  4. Social Media Management Dashboard – HootSuite

  5. TweetDeck / Hootsuite

  6. Google Calendar

  7. Trello  

  8. Toodledo : Your To-Do List

PART TWO: BE AN EMAIL NINJA

The most crucial way to work more efficiently is to use email more efficiently.

  • Visit bit.ly/ninjagmail for my full list of 21 email tips; 3 top tips here 

  • Search, Don’t File: Searching is far more efficient, filing wastes time

  • Batch, Don’t Squirrel: Sked regular email sessions, don’t check constantly

  • Act, Don’t Postpone: That means either Do, Defer/Delegate or Dump

  • Use new email apps & services to enhance what email can do. 

  1. Sentenc.es – A Disciplined Way To Deal With Email

  2. Unroll.me

  3. Rapportive

  4. MixMax.com

  5. Scheduled sending and email reminders | Boomerang for Gmail

  6. WiseStamp Email Signatures ? The Best Email Apps for You!

  7. Contactually |

  8. NudgeMail | Use Easy Email Reminders to Achieve Inbox Zero!

  9. FollowUp.cc | Schedule Email Reminders From Any Inbox

  10. Super.cc 

  11. INBOX PAUSE

Question: What’s an email trick/tip you like?


PART THREE: SHARPEN YOUR PHONE

  • Pick 10 apps that work well for you, learn them well and reap benefits

  • Here are my 10:

  • Instapaper  = reading

  • Evernote = notes 

  • Overcast/Downcast  = podcasts

  • Typorama/Adobe Spark Post = social posts

  • NYT Now = news summary

  • Snapseed = photo editing

Others:

  • Nuzzel  = social curation

  • Quik/Magisto/Adobe Clip = automagic video

  • Instagram = social photos

  • Twitter = social media

Question: Favorite app?


PART THREE: SITE LIST

  1. Downcast

  2. Instapaper

  3. Evernote | Remember everything with Evernote, Skitch and our other great apps.

  4. Snapseed – Android Apps on Google Play

  5. Camera+ …the ultimate photo app

  6. Toodledo : Your To-Do List

  7. Video Editing By Magisto | An Automatic Online Video Editor

  8. Make videos, faster than ever – Quik App

  9. STELLER

  10. Phoster – Make your Own Poster

  11. Presentation Software that Inspires | Haiku Deck 


PART FOUR: UPDATE YOUR TOOLKIT

Find little ways of doing things more efficiently by using a range of sites/apps/tools that can help you get things done quickly, easily and at very little or no cost. 

Backup Everything 

Save major headaches and heartache

  • Dropbox works seamlessly, easily; also try Sugarsync; Google Drive

  • Apple users can use Time Machine – works simply, easily, automatically

  • Online backups with Crashplan, Mozy, or Carbonite

  • Weekly seems like a reasonable time frame for backups for most people

Question: Do you have a crash story?

PART FOUR: SITE LIST

  1. oTranscribe

  2. Photo editor | PicMonkey: Free Online Photo Editing

  3. Buffer

  4. QuickCast. Make. Publish. Share. 3 Minute Screencasts – Free screencasting software. 

  5. INBOX PAUSE

  6. Cropp.me | The easiest and smartest online crop tool

  7. Typeform

  8. TagCrowd: make your own tag cloud from any text

  9. Design flyers to spread the word online | Smore

  10. Online video tutorials & training | lynda.com

  11. Lifehacker – Tips and downloads for getting things done

  12. Coursera

  13. Journalism Tools on Pinterest

  14. Product Hunt

  15. Discover and get early access to tomorrow's startups – Beta List

  16. EmailFuture.com – The best way to send emails to yourself in the future.


PART FIVE: CREATE TIME


Automate Repetitive Tasks

Save your brain for when you need it. Let computers manage mindless tasks.

  • IFTTT (ifttt.com triggers and action)

  • Email filters (Gmail or unroll.me)

  • Auto bill-pay (your bank or credit card company)

  • Budget tracking (Mint)

  • Breaks (Time Out Free)

  • Fitness tracking (Fitbit, Jawbone Up, Nike Pulse)

  • Digital backups (i.e. Time Machine, Dropbox)

Question: What mindless task do you dread the most?

Question: What’s your favorite tool?


Consistent Learning

  • We live in an era when it’s easier than ever to learn wherever, whenever, and however we want to. Online, in-person, with books, one-hour sessions, semester classes, free, premium, whatever works for you.

  • A few that I like:

    • Lynda.com

    • Netted.net

    • Lifehacker.com

    • Quora

    • ProductHunt/ReadWriteWeb/TheNextWeb/MakeUseOf/Mashable

    • Google

    • Coursera

Question: Favorite way to learn? 

Draw a Life Map

 Think through what matters to you

  • People spend more time planning vacations than mapping out life

  • On the first of every month, review these 6 boxes and see where you stand

  • 3 Key Areas of the Map

    • 4 Areas of Focus [distinct areas in your life]

    • 10 Projects [requires more than one step]

    • 20 Tasks Per Project [specific to-do items]

    • On a weekly basis, review your calendar, projects and tasks 

    • For more on this subject, look into #GTD, ie. “Getting Things Done” 

  • 3 Goal Areas

    • big life goals [tombstone]

    • 5 long-term goals [3 years]

    • 5 short-term goals [3 months]

Question: When’s the last time you mapped out your priorities? 

Establish Rituals

“We each have one reservoir of will and discipline, and it gets progressively depleted by any act of conscious self-regulation.” – Tony Schwartz, bit.ly/rituals101

  • Pick simple habits that work for you, i.e a walk/run when you wake up

  • When working, focus on bigger, more challenging projects/tasks first

  • Train yourself w/ triggers, i.e. if you pass kitchen, drink water (BJ Fogg)

  • After repeating something for 3 weeks, it becomes a positive habit “train yourself like a dog” – Burton Kaplan

Take a Tech Sabbath

Turn everything off, turn your soul on

  • Pick mornings, before bed, or half a weekend day

  • Do something creative – drawing, game playing, singing

  • Talk to someone with no distractions – reconnect to people

  • Think about something big – not day-to-day tasks or projects

  • Stimulate your brain with puzzles, remembering names, etc

Question: When do you unplug? 

Question: What’s one ritual you have or would like to have?


PART FIVE: SITE LIST

  1. RescueTime : Time management software for staying productive and happy in the modern workplace

  2. Free Time Tracking Software – Toggl

  3. Dashboard – IFTTT

  4. Mint – Personal Finance, Budgeting, Money Management, Financial Management, Money Manager, Budget Planner, Free Budget Software, Online Banking | Mint.com

  5. TextExpander: Mac Typing Shortcut Utility Saves You Time

  6. Autotext – Text Expander for Windows – Snippets Organizer

  7. Clipboard History. The Mac application for Copying and Pasting without limits!

  8. Chrome Web Store – StayFocusd

  9. SelfControl

  10. Dejal – Time Out

  11. The Only Way to Get Important Things Done – Tony Schwartz – Harvard Business Review 

  12. Quora – Your Best Source for Knowledge

  13. Netted by the Webbys |

  14. Apps Gone Free (Best Daily Top App Deals) on the App Store on iTunes

  15. MakeUseOf

  16. Web Apps, Web Technology Trends, Social Networking and Social Media – ReadWrite

  17. Product Hunt

  18. Discover and get early access to tomorrow's startups – Beta List

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