The Swiss Army Knife for text

Introduction

Hi all and welcome to another episode from Productivity Matters. 

In this series I've been looking at apps that are designed to help you be more productive; to get things done as efficiently as possible.

I'm Julian, and on this episode I'm going to tell you about Drafts 5 - an app that lets you decide what to do with your text AFTER you've written it down..

Drafts 5

So, what is Drafts 5 and where can you use it?  Well, firstly, it's only available on iOS (via iPhone and iPad).  There is a Mac version coming, but it's not here yet.  It's not available on Android, Windows or the web.  It's a shame it's not everywhere, because, when you get under the bonnet (hood) and take a look, this is a very clever piece of software.

Imagine you are needing to take some notes.  They're not tasks, and they're not something you're going to do anything with immediately.  What do you do?  Fire up ToDoIst?  Open Evernote? Get a notepad?

Drafts 5 is an app that lets you type what you want, and just holds on to it, until you decide what you want to do with it.

Functionality

The application for Drafts 5 is immense.  In fact, at first look, it can do so much, it's scary.   In fact, on their website, they state that Drafts 5 is like the Swiss Army knife of text.

It's possible to create entire fully formatted, documents

When you launch the app, you are presented with an empty page, along with some navigation icons.

• Show existing documents
• Open a new document
• Get the information for the current documents
• Tags
• A character and word count
• Action button

At the bottom of the screen:

• Focus mode
• Navigation between documents
• Arrangement button
• Link
• Appearance
• General settings

Formatting and Dictation

I'll begin with the built in functionality.

• Text formatting
• Bullet points
• Bold/Italics
• Task lists
• Add web links
• Dictation - without the normal Siri limit

This last one is amazing.  You can quite literally speak, and Drafts 5 will capture it all.  You need to use grammatical words to punctuate the text, like, period or comma, but, of course, you can always go back over the text when you've finished, to format it and correct any words that were misheard.

There is also support for Apple Watch, Siri integration, iCloud sync, version history, custom app icons, different themes - yes, dark theme is available.  You can use iOS widgets for quick access to documents and more.

You can set up a text editing experience that's just how you want to use it.  There are tons of adjustments, like custom fonts, control ver spacing, line height and margins.

There are also extended options in a row above the keyboard, giving you easy access to the functionality.

If you write long-form articles, Drafts 5 gives you the ability to re-arrange complete blocks or individual lines - just by drag and dropping.  It's a great, simple, way to edit an article.

There are workspaces, which allows you to keep related documents together, and there is also tagging; helping to keep everything organised.

The power of Drafts 5 comes from the Actions catalogue.  There are so many integrations; too many to list here, that you can use to enhance the Drafts 5 capabilities.

Having said all that, let me give you some real-life examples of how I use Drafts 5.  I'm no power-user, but the way it helps me is fantastic.

Drafts 5 is available on iPhone, iPad and Apple Watch

Examples

Basic

First and foremost, I use drafts to capture thoughts.  It's an app in my iPhone dock, and therefore can be reached quickly.  I just type and type and that's it.  Later, I can review and decide what to do.

ToDoIst

I also use Drafts to add to my To Do list, in ToDoIst.  Entering the task details, I then run an action to create a task directly.  I can also enter multiple tasks, one per line, and use a slightly different action to create multiple tasks in ToDoIst - that's a real time-saver.

Fantastical2

There are times when I'll receive and email with lots of different dates for various meetings.  In Drafts, I will enter each one on a separate line, along with the date and time.  I then run an action called Fantastically Good Event Parser. 

This bit is really clever - it will take each line and create a separate event in Fantasical 2, using the natural language ability of the app.  This has saved tons of time.

Automation

Those are a couple of basic applications; but it's possible to take the automation to another level.

I also use Drafts 5 to update a Google Sheet.  When I take a payment from a parent at my Cub group; I have a pre-formatted page, where I enter the date, amount and reason - I then run an action, which in turn calls a Zap from Zapier; and the sheet is updated.

How about creating an invoice?  Again, using a similar page to the one I just mentioned; I enter the date and number of days to be invoiced; and when I run the action, a Zap will enter this onto a new line in Sheets.  Another Zap then picks this up and creates the invoice inside my invoicing software.  Brilliant.

One final example - returning to the Cub pack; if I want to send a group message, I can write it in advance in Drafts, and when it's time, I'll send it directly via WhatsApp, to the group.  It means I can create the message without fear of sending it in error; and if I have a task in ToDoIst to remind me to send it - then, job done!

More

I have only scraped the surface of what Drafts 5 can do once a Draft has been created.  Other functionality includes; saving to online storage services, like Google Drive, OneDrive, Dropbox etc, or saving locally, to Files.

You can even integrate Drafts 5 into a Shortcut workflow, so you can retrieve a Draft document, do something with it and continue.

Cost

Almost every developer offers a free version of the app, that gives you the chance to try it before you buy.  Others have free use forever, but without the full feature set available.  Drafts 5 falls into this second category.  

You get one week of the full application, to try everything, then either pay £1.79 per month, or sign up for the annual subscription for £17.49 to get all the features.

Drafts Pro gives you the ability to edit Actions, different themes, Workspaces and more.  

Do you NEED all this?  

Many users can get by with the basic version, and quite rightly, the developer hasn't held back on the necessities; but if you feel you'll want workspaces to better organise your texts, you want the dark theme, or you'll be making use of Actions and need to edit them, then it's definitely worth the investment.

Thank You

You may have gathered that I enjoy using Drafts and I hope you’ve found this episode interesting.

Find out more about Drafts 5 at their website

If you have any questions about Drafts 5 or anything else, then please get in touch via Twitter @prodmatters

Don’t forget to subscribe where you normally listen to your podcasts and until next time, remember, Productivity Matters.

Equipment I use to make my podcasts:
Blue Yeti Microphone - https://amzn.to/2R2am1N
Pop Filter - https://amzn.to/2OVMbQP
Microphone Suspension Boom Arm - https://amzn.to/2KBOVlM

If you purchase from these links then I may receive a commission.  This does not affect the price you will pay.  Thank you.

Being Productive

Introduction

Hello and welcome to episode 15 of my Productivity Matters Podcast. 

What does being productive mean to you?  It’s all very well having some great apps to help you organise, but if they don't help you to actually be productive, then what's the point.

I’m Julian and on this episode I'm going to look what it actually means to be productive.

Coming up on Productivity Matters.

What is Productivity?

We need to get to the heart of productivity, if we're to understand how the tools and methods can help.

Productivity means different things to each of us; but one thing I think we can all agree on is that it’s the means to getting things done in the most efficient manner. 

It may be that the easiest way to do this is using good old-fashioned pen and paper.  A chart on the wall to track tasks.

However, as we know, and the main reason for this podcast, the tech world has been overtaken with software and apps to help you do something better.  Throughout business there are tons of methods designed to help navigate the swathes of red tape and challenges of project work. 

Tools

If you've heard previous episodes, then you’ll know that I’m a proponent of using the tools available. 

They’ve helped me to get organised and they should help you too. 

However, using apps is a habit forming process. Sometimes we actually need to remember that we have them; and with all the options available it can sometimes be easier to not bother. 

On the other hand. Do you actually need the app?

Does having an app make you more productive or does it, in reality, slow you down?  Until you have used the app or software for a while, it can seem to take longer to do something.

Consider you have a big task to complete.  Alongside it, there are smaller pieces of work that also need to get finished. 

What do you do first?

Well, and remember this is my opinion, what you should do is focus on that one big task. The one that looks hard. Get it done and out of the way!

You’ll feel a great sense of achievement once it’s complete, knowing that, finally, you’ve got it done. 

Now you can work on all the smaller tasks. 

ToDoIst

Let’s look at the apps that I use that help me. Now, these aren’t in a particular order, because what comes first? Is it the note-taking or the information?

I use ToDoIst for managing individual tasks. Now, admittedly, it took me some time to get into the habit; but now everything I need to do goes in there. 

There are quick entry methods to capture them and it takes little to no time to record what I need to do. I even forward emails to ToDoIst so the info is there.

In my ToDoIst, I have a number of projects; from work to personal and the Cubs group.  I have a project called ‘Routines’, which is broken further to Daily, Weekly and Monthly - this is for all the recurring tasks.  

Now that I’m in the habit, absolutely everything I need to do is entered, and it sits in the default ‘Inbox’ until I review them.  I have recurring task to review everything at the end of each day.  Whether that’s to prioritise them, categorise them or simply delete them, because they’re no longer relevant.

I use dates and reminders, so that I can stay on top of what needs to be done.

Evernote

Next, there’s Evernote. I’ve recorded a couple of podcasts about Evernote and it’s my number one choice for taking notes and capturing info for later use. I scan pretty much every official letter or document that comes through the post and I collate clippings from the web; using their Web Clipper; which is just brilliant.

It’s a terrific app for storing notes and thoughts and important information - instantly available. 

I can set reminders for notes, to pop-up at a certain time; and I have also created a Zap (through Zapier) that has that reminder appear in ToDoIst!

Email

Using a good email client will help manage the mail; I use Spark at the moment; on my phone and MacBook.  The Smart Inbox means I always have a Zero inbox - since I clear messages almost immediately.  

Then I use Fantastical 2 as my calendar; also on my phone and MacBook. I like the natural way that events can be created. 

Feedly and Pocket

For news I use Feedly and I use a recipe on IFTTT to add items to Pocket for reading later. 

Does that class as being productive? Well, it may not help to get things done, but it streamlines some of my workflow. 

Thank You

And there you have it.  A quick look at some of the apps I use.  

Being productive to me means getting the best result in the most efficient way. The tools I’ve mentioned help me to do that. 

What does being productive mean to you? What motivates you to get things done? Get in touch via Twitter @prodmatters

I hope you’ve found this episode interesting.

Don’t forget to subscribe where you normally listen to your podcasts and until next time, remember, Productivity Matters.

Equipment I use to make my podcasts:
Blue Yeti Microphone - https://amzn.to/2R2am1N
Pop Filter - https://amzn.to/2OVMbQP
Professional Microphone Boom Arm - https://amzn.to/2P4EIio

If you purchase from these links then I may receive a commission.  This does not affect the price you will pay.  Thank you.

Pocket Casts

Introduction

Hi all, it's Julian here again, and welcome to another episode from Productivity Matters.   If you're new here, then welcome.  If you're a regular listener, welcome back.

In this series I've been looking at apps that are designed to help you be more productive; to get things done as efficiently as possible.

I'm not sure that listening to podcasts actually counts as being productive.  I mean, listening to the radio or music isn't actually productive, although it can lead to being more productive.  Podcasts, on the other hand, are less about the music and more about the information.

There are many apps out there to consume podcasts, and today I'm going to take a look at one in particular. Pocket Casts has been around a while, available on iOS and Android (and a web player too) and they have now released version 7.  I couldn't let the opportunity slip by to take a closer look.

So - buckle up, here we go.

What is a Podcast?

This might seem like a strange way to start this episode, but let's look at what a podcast actually is?

It's strange, because that's how you are here right now.  Listening to this podcast.  

The straight definition is "A digital audio file made available on the Internet for downloading to a computer or mobile device, typically available as a series, new instalments of which can be received by subscribers automatically."

Podcasting has become very popular in recent years, allowing many people to get involved - including yours truly!

It's a mechanism for anyone to speak their mind, investigate issues, tell stories and more, using the audio medium.   The way to access these podcasts is usually via a podcast app; of which there are many.  Some are basic and some offer a wealth of functionality.

One such app is Pocket Casts; it's been my app for listening to podcasts for the last few years, and it's brilliant.

Pocket Casts

Over the years, they have made changes and updates to improve the experience, but today they launched version 7 - and it's beautiful.

I use the iOS version, although it's also available on Android and the web, and there's a  Windows and Mac version too.

The look and feel is fresh, with icons along the bottom of the screen leading you to what you want to do.  Starting with the Podcast icon, which takes you to a list (or grid) of the podcasts you've subscribed to.  Next, the filters.

You can create quick filters, similar to channels - call them what you like, literally; and then add podcasts to them so you can get to them easily.  This is helpful if you have bucket loads of podcasts.

The Discover section leads with the Featured podcasts, then a selection of Trending.  Scroll down to find other sections that will highlight podcasts you might be interested in.  Alternatively, towards the bottom of the list, you can search by networks, or categories.

The search bar at the top of the page will allow you to enter the name for finding a specific podcast quickly.

The final icon is Profile.  This will tell you how many podcasts you've subscribed to, and then how many days you've listened for.  Depending on your settings; which I'll talk about soon, it will also tell you how much time you've saved.

Further down the Profile page is a link to all your stats, downloaded podcasts, those you have starred and finally, your listening history.  This is new and it's great to be able to find a previous episode of a series.

Right at the top of the screen, on your Profile, is the Settings icon.  In here, you have completely granular control over each part of the app.

Playback gives you control over how far you want to skip forward or back, in seconds.  You can set the screen to say awake and more.

The Notifications section sets the global setting for getting notified of new episodes; you can then set each podcast individually.  The App badge allows you a number of options for being off; showing the total unplayed, new releases, or a specific filter count.

Under Appearance, you can set to dark mode (or extra dark!) and also the colour of the app icon that appears on your home screen.

Storage and Data use is as the name suggests, and you can set it to warn you before downloading over mobile data.

Finished a podcast?  Then auto-archive an episode.  You can set this to happen after a set period.

Auto download - one of my favourite settings. Set to download only when connected to Wifi, only specific podcasts and more.

There are now even Siri shortcuts to make accessing and playback easier, using your voice.

Things get really interesting when you look at the settings for each individual podcast.  Just open up the podcast and click on the settings icon.

You can set the auto-download and whether you want to be notified when a new episode is available.  You can automatically add the new episode to your playlist, so it will appear in the ‘Up Next’ section of the app; and you can decide if you want it to appear at the top or the bottom of that section.

For example, you may have some news podcasts, which are time-sensitive, due to the very nature of the content, so you want to prioritise them over an entertainment podcast, which you could listen to at any time.

When you select the Playback Effects, you can set the speed for the playback; which is useful for speech only podcasts; and you can trim the silence - this means that pauses are skipped, to let you listen more quickly.

Remember I mentioned the statistics about time saved?  This is where the figure about how much time you’ve saved comes in.  On my app, it tells me I’ve saved over 20 hours through skipping pauses.

The final setting is called ’Skip First..’ and it means you can set the episode to start a pre-determined number of seconds from the beginning.  This is useful if you know there will be a ’sponsored’ section, and want to skip it to get to the content.

New in Version 7, you can now listen to the episode without subscribing first.  This is something that used to annoy me a little - having to subscribe to a podcast before knowing whether I want to commit.  So now I can try it beforehand.

The ‘up next’ syncing is great to set it all up once, and then listen on your PC or tablet.

There are new archiving features, enhanced Apple Watch support, and you can also view your listening history.

Thank You

So, there you have it.  A completely fully-featured podcast app, that gives you full control over how you want to listen. It’s completely free to download and use on your mobile device.  If you want to listen via the web, then there is a one-off cost of £8.40.

Does listening to podcasts make me more productive?  Not really; but Pocket Casts makes it a breeze to download and manage the podcasts I like to listen to.

If you have any questions about Pocket Casts, then please get in touch via Twitter @prodmatters

Don’t forget to subscribe where you normally listen to your podcasts and until next time, remember, Productivity Matters.

Equipment I use to make my podcasts:
Blue Yeti Microphone - https://amzn.to/2R2am1N
Pop Filter - https://amzn.to/2OVMbQP
Professional Microphone Boom Arm - https://amzn.to/2P4EIio

If you purchase from these links then I may receive a commission.  This does not affect the price you will pay.  Thank you.