Organization! Tools we love

some afternoon video with an awesome

special guest i'll explain more in just

a minute let's go

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hello everybody my name is rob this is

ultra universe everyday heroes this

series that covers more of the

educational themed topics

today

this one was pulled right out of my mom

so who better to talk about it than her

let's welcome her back you might

remember her from such episodes as well

that wasn't rewarded

um

so

uh yeah so when i did this one yesterday

because i read them afternoon videos the

day before i figured you know you do

this i do this

why not share our series why not

so organizing your workspace workplace

whatever you want to call it um is not

just the physical so i have done videos

before about you know cleaning your desk

area making everything nice and tidy

only keeping what you need

but the other part of it are the actual

um

things or products or in this case

online products that you use

to talk about them so we have a few each

i figure maybe we'll go back and forth

i'll read off when you do one and we'll

kind of just bounce

um so all of mine just for a heads up or

online because and i think many of yours

are too mainly because for me the online

works better less paper less things

um and the first thing are actually to

my iphone apps

my calendar app and my reminders so

my calendar app not just for my personal

chores and stuff like that

but it also saves my ideas

as to

video topics as to event topics uh posts

blogs

whatever

um and that's

it helps me

spread them out so instead of just

having back to back to back i can kind

of put a couple this month put a couple

this month and for my reminders app

that's where i get a lot of my titles

from after your research so let's say i

come across a full youtube video where i

come across a full article i'll go to my

reminders i'll write down kind of what

the article was called or what the video

was about

change it to my

thing

and go about doing that um

i always wondered what the apps are

really for now i know the calendar app

was always for people to get your stuff

together um if you have an appointment

what not but i never really got what the

reminders one was for so to change up my

mindset also helped me

make it work so for an example you know

we try to do meditation daily so i'll

write down you know maybe look up a new

meditation video once a week so we don't

do the same one over and over again

right that would be for personal but

i'll also have okay you know let's set

up a there's something called blind date

with a book where you basically do a

book club but you don't know what the

title is so i'll write that down because

let's say i don't want to do it right

then but i want to do it

a couple months i'll have it set to go

um but yeah the reminders app to me just

kind of seem useless because i didn't

really get what it was for but now that

i have a purpose

it's now

i can't do anything without it now like

it's my

and really to be honest my phone is good

for a couple things i'll play a game on

it i'll do that

but really

that's kind of the limitation of my

phone you know other than making a call

sending a text doing whatever

so

i'm curious to see what you're gonna

know a lot of yours are computer not

phone so what's one of your well

i i'm gonna piggyback on on the um

calendar uh specifically because

everything i use in terms of my

communication and things are the google

set of products so i use a gmail account

i have a a google calendar that lives on

my phone as well as on my desktop

why is that important because yes you're

right i sit in front of my desktop all

day long and i will put in my calendar

events but it won't do me any good if

i'm walking around and i have no way to

access it so i love the idea that i can

sync

all of my appointments or and create

appointments that will sync over to my

desktop

and the thing i don't use a reminder app

what i use is something called keep

i don't know if you've heard of that

that is actually a google product as

well and it works sort of like evernote

or onenote it's a clipper service so if

you for let's say you saw an idea you

said date night or whatever you know

activity

what you would do is you would save it

okay your keep account and you can tag

it and you can coordinate it by

categories and stuff so i tend to want

to i clip recipes because because you

know because

but i also clip ideas just like you and

what's really cool about it it is all

goes into one place and it is already

built in to my phone it's those three

little dots that you click on and it

will say share and then it will say

where do you want to share it so i share

it over to my keep

interesting okay it's a fun cool app a

very cool app yeah i mean i will give

apple credit for always have coming up

with some sort of your arcs in this case

google i should say but yeah it's

interesting to see because i i will

admit i will keep an app for maybe a

week and delete it because more often

than not

whether it's on the computer or the

phone i'll use it and then go

i can do this with a pen and a paper

and not take up the storage on my

whatever and it's so much easier so i'll

give them the credit whether it's apple

whether it's google whatever but at the

same time i feel like they do push out a

bunch of apps that maybe just kind of

hurt

try deals random

but you have to pick you have to pick

the ones that work

for you and i do the same thing you know

clearly we're mother and son so i will i

will download a bunch of apps because

that looks really interesting and i'll

go and then i'll go okay this is dumb

and i will literally

write delete it but keep isn't one of

them and ever and so it's i don't know

if you've ever used evernote before but

evernote is similar so you it's a it's a

app that you have on your phone and your

computer both of those places whether

it's a mac

or pc it doesn't really matter i'm one

of those girls that has a mac computer

but my phone is an android and so for me

i have to have i have to find things

which is why i don't use a lot of apple

apps

because it doesn't talk to the android

so i tend to use google apps which also

is very friendly for you know apple

macintoshes as well

that makes sense so if you guys are just

popping on we are giving you some tips

and tricks to organize your workspace

but apparently also our life because you

know everything works in harmony

together so the next thing on my list uh

goes from uh phone to computer it's the

simple computer notepad you'll notice

that there's a theme on mine it's the

very obvious thing that come with your

system right so for me the notepad is

one and one thing only uh where to put

my script where to put my thoughts and

if i need a quick reminder what i'm

talking about i can glance over without

you really knowing it's magic maybe

um and that's really important to do so

for instance when you and i are doing

one i'm doing one when i'm on with

somebody else

it's a great way to write them down you

don't have to write down the whole

sentence um you know for instance our

gardening one i kind of just wrote down

you know when to start the importance of

stuff like that you just put down a

couple words that make sense and you're

good

exactly so it's similar to the reminder

on the phone but this one literally is

the notepad now again i will say

i never really got the point of having

this because i didn't have any notes to

write down and then i did have to write

down would be like okay get milk on the

grocery list and you know click it on

your fridge

yes that sounds very old i know but

um it's a matter of thinking about it

now obviously these are the things that

comes with computers so when you buy a

new pc or mac you get you know notepad

you get

um

there's i can literally open the thing

up and there's all these things that

come with it right so

that one to me you know it might be over

obvious but i would say for cleanliness

and clearness and especially for those

who like the you know the ocd thing the

online notepad is so much nicer because

instead of having all and i'm rubbing my

hands across my desk now all the things

across your table

you can have them on your computer and

then if you are running out of room

delete them put them somewhere else do

whatever because most of the time the

notes i have are not long term they're

just right

well what you're talking about is a

structure it's organ and it goes along

with the title of the show organizing

organizing your thoughts organizing your

workspace organizing your phone

organizing your computer so it talks to

your phone everything is is and and i

we've talked about this a lot when we

are organized we feel better

correct right yes um

because we know where every pl where

everything is in its place and and we

know where to find things now i don't

use notepad

um i

i tend to

um type out a script onto a document

which also then will i'll just you know

open up on my computer and it is like

magic you don't even know i'm looking at

it

because it's there but i also tend to

keep everything as well i tend to keep

everything because they become templates

work smarter not harder and therefore

right

absolutely but i do have a task

list program

and the task list is also a google

program however you can open it on

either one and literally i do it by

category so i have my to-do's for the

shows and i have my to-do's personal

to-do's and i have you know health

things that i have to take care of and

it lives on my phone and my computer and

again it sinks there is a theme here is

if you can find programs that will sink

from one place to the other you don't

have to worry about things falling

through the cracks and that that is i

think really the message here right

well and i was going to say because

since i have the new computer thanks to

you

um i

was you know i didn't realize how

quickly it went together so i go on my

phone and then i come up here and

literally what i was doing there pops up

on my screen because i keep forgetting

it's now one so i'm going wait i never

searched this up here why is it here and

i realized oh

exactly so it's it's weird but it is

cool once you figure out what you're

doing with it it makes more sense if you

have no idea what's happening you're

going to go what the hell is going on

but

you're right

the ability to click it together right

makes life so much easier makes as you

said makes you feel better makes you

feel better and also just backing up for

a second with the calendar you know a

calendar especially the google calendars

and i think that the mac calendars do

the same thing but not as

much of a deep dive when you are in a

google calendar you can color code

things

you can identify

um

regular things that are going to happen

you can actually when you put your tasks

on the google task list it will pop up

on your calendar so now you have alerts

that will show up again everything is

connected but i i mean if somebody saw

my calendar i think they would either do

one of two things they would throw up

um or they would say wow this is really

cool or somewhere in between um

everything's or both everything is

color-coded all my personal things are

blue and all of my business stuff is

green so that i can with a glance know

exactly

where my stuff is and what i was gonna

ask because for me and i think i told

you this i have only one son on my phone

because i had it were like you know

birthdays popped up stuff like that but

it literally annoyed the hell out of me

because i i didn't know where things

were coming from and i didn't

it was it was like a oh a 80d overload

so i know because you similarly have

some things that i do so i'm wondering

how

what do you think the difference is

between how why i only use one per se

but how you're okay with the multiple is

it because you know the difference or is

it just

i think first of all we're talking

notification you're talking specifically

about getting notifications and things

popping up if you don't make if you

don't say in your calendar invite or the

calendar event that you that you don't

want to be notified you won't be

notified what i so so you can literally

set the notifications what i like is be

able to open my phone or open my

calendar on the computer and just with a

glance either say oh my god i have so

much work this week or wow this is going

to be a free this is going to be pretty

much a free week um which never happens

but

but i can add a glance so it's we're

talking i think two different things

notifications versus what we visually

see when we look at it if you don't look

at if i don't look at my calendar um i'm

not going to get those notifications

unless i said like for instance i needed

to be on the show with you today i put a

notification in my phone that said this

is important i have to be somewhere so

it's just that but you can just do

notifications for one thing if you want

yeah and that's what and that's why i

asked because on mine what i do is i

have it set i think i just called it

rob's calendar and i took off you know

the national holidays i took all the

other stuff because honestly you know i

have a calendar there if i need to know

what day's coming right three

but for me since i already have so many

things on one

adding three more calendars

is going to be a little much for me to

do i can see

i can see where that would be

right but i do i do agree yeah if you

want to turn off the notifications and i

think

i would say most of us probably do i

think the annoyance of having things pop

up so much i would say 90 percent of us

probably just say nope no and just never

look at it

because they know they're going to look

at the app anyway so if they do they're

not going to miss the notification it's

just not going to be

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all right so my last one finally goes

well actually it stays on the computer

here and you like this one and i like

this one for one reason the google drive

all the whole thing but i like it for

the reason of

um connecting to others so for instance

krista's on it so she can check i think

you're on some of them online as well

so for me it's not actually the

organization personally for me but it's

knowing that if something needs to get

fixed or corrected or done right i can

have somebody overlook it

and not have to worry about it myself

now obviously you can change it so you

can say only share this don't share this

right but i like the fact that google

drive kind of already automatically said

do you want to share it because i think

they kind of know that you're working as

a team

at the same time i think there's other

things you could do on there making you

can save the photos do graphs stuff like

that so it's like a storage on top of

your computer

cloud it's a cloud storage we hear about

the apple cloud and we hear about

onedrive and we hear about dropbox

google drive is just another one of

those products however the google drive

also connects to all of again all of the

rest of your uh google products so you

know again everything in one place

and it's in the cloud and again for the

same reason when you drop something in

the google drive on your phone it's

going to be in your google drive on your

computer

so let's say you don't have your phone

on you you can pop on the computer

that's it from anywhere anybody's

computer now i use the google drive all

the time for storage because i also

believe that you should always keep a

copy of everything you create

on your own computer or on your own

drive and the reason for that is a lot

of us feel that oh well it's on social

media and there and there it is and

that's where we keep our stuff well the

thing is we don't own social media and

in any moment

they can check you could shut you down

um just because and so

it's always a good idea to keep things

somewhere else now that my

favorite my favorite online

organizational tool is trello

i saved that one for you because i like

it but i know

and you just recently have gotten into

it because i made you but but not really

i mean again it's a project management

tool now there's lots of programs out

there basecamp does it asana does that i

mean there's a lot of programs i like

trello because it works like post-it

notes and you can literally move a card

from or a note from one column to the

next so when we're creating shows we can

start here and identify all the things

we need and when the show is done it

moves over here it's a way to visually

see everything um and that it's free and

that's the other thing all of the things

that we're talking about here are free

apps now some of them have upgrades and

that you can you know get the bells and

whistles or whatever but most of these

things can be used completely

free

and i like that

and honestly it's not that often anymore

that you get it for free i think online

just to have extra storage i think 99

cents a month you can get on right

um

but even still i mean i i don't have

nearly enough to really worry so i don't

have that i don't i don't have it

anymore but you know it

the the additions are fairly cheap but

if you don't have a billion things on

there you probably won't ever have to

you know worry about

or here's the hack you divvy it up

because dropbox is free as well to a

certain amount of data

one drive drop one drive is free to a

certain amount of data

google drive is apple so

you really unless you are and then if

you have that kind of stuff then you are

rolling in the money and it doesn't

matter you can pay your you know extra

20 for the year to have extra space um

but i could be it out i literally go

okay i'm going to put

this stuff over here the problem is you

got to remember where you put everything

so you know there is that yeah i can't

do that very well uh no i know i was

just going to add a trello too it's

pretty cool i remember i used it a while

back uh when i was helping out too

it is cool i mean i would say the only

thing is for me and maybe just how my

mind is it all looks kind of exactly the

same now i know like you know trello

looks like the post-its other ones look

different so what i think the main

question for the organizing is

what would you look at

to pick the things you want to use

that you know will help so like for

instance when you're getting organized

how do you decide okay we're going to

use these three programs and that's it

because those three work well i think

you start with you begin with the end in

mind what is it that you're attempting

to do

right what is it that you need to do if

you need to take better notes or keep a

better now i still mold school i'm old

school i do write notes in here but at

the end at the end of each day i go in

them and i curate them and say okay

these are the ones that were important

because it's chicken scratch and then

i'll put them somewhere else you got to

figure out what works for you i i like

the whole idea of having the paper

because there's something about the

writing and there's something about you

know all of that i think there's some

educational things with that that when

you write things you internalize it

better

but you got to pick the things that are

going to work for you if you don't take

notes on a regular basis well then don't

get the notepad but if you have a lot of

activities that go on in your life i

would say the very first thing that you

should do is get it is decide on what

calendar you want to use yeah because in

that calendar you can also put a couple

of notes for that event that you're

going to

or or um

you know link it to something else you

can link your zoom to your calendars if

you were so inclined so i would think

that would be my choice what would be

your choice is the very first

i would think i'd probably have to say i

would need something calendar or

calendar like to write it down so at

least no so like for instance at home we

have some of those magnetic fridge

boards and it's a calendar and that's

for like the the upcoming stuff so we

have one that has the day-to-day well

let's say two weeks from now like for

instance when i'm recording with you

i'll write it on the big one because

that has more more

volume

but i would say

something that would give me

a seven days a week whether it's monday

through sunday or just one two three

four five six seven right

and that would keep me there and then

secondarily just to piggyback then i

would have my notepad to go okay so

on day one what's the first three things

i have to do

and then i can kind of fill in the rest

or leave it blank

what you're saying rob that is very

important what you're saying is that i'm

sure we all have that humongous master

list of things to do right it's like it

goes on for hours

but from that master list every day

i do i will pick those items that i know

i need to get done and i don't say i'm

going to get all hundred done i said

these are the top two things that i need

to get done just like you and i might

not put on the notepad but i will make

sure to put it in the calendar because i

can't bear to go to the next day and see

things that were not done but that's you

know that's me but so again going back

to what what works for you figure out

what works for you and then do it and

then if it doesn't work

no harm no foul say okay that didn't

work i'm gonna go try something else i

mean after all is technology and

technology is changing every single day

so it may have worked for you last week

yeah well and that's one i think i would

say the one key i would say is make sure

you have it on a paper make sure you

have it in a book because no matter what

if the computer shuts down at least you

have something to look at uh even if

it's a pencil and pen

you can still look at it there or like

you have the reminder on the on the

fridge so yeah technology is good but i

always say have the backup

right in case

exactly now there's i there is one more

thing that i think that everyone should

have on their on their digital devices

and that is a passport keeper a password

keeper rather

so

i use dashlane and the reason again that

i use dashlane is that it's on my phone

and it's on my computer and it's sync so

if i um

change my password somewhere it will let

my phone know so when i log into my

phone and i'm trying to log into

something we were talking yesterday

about logging in and we couldn't find

the password it will save your passwords

and it is unbreakable the dashlane

particular program that i use because

it's a master password and if you forget

your master password they don't have it

you have to start all over again

it is very very secure it is also

they search the dark web and all that

other stuff now that i do pay a premium

for and the reason why i do that is that

i do want to have it on my phone and i

do want it how frustrating is it to be

out and

not even out and about to be on your

phone and be asked to do something and

you cannot remember the freaking

password you can't log in and you know

it's somewhere

you know it's somewhere um

we got it we got krista there

oh speaking of let's see where she's

i get that too

well because i know a lot because i

don't you two have that the same uh

journal calendar thing so i know you you

know and she she'll show me hers and i

do

but it's true and but yeah i mean but on

the password thing you're right

for me the thing is because the computer

will hold it and i don't necessarily

have to remember because it's logged in

so like for instance my my video

streaming my whatever it's logged in now

on my phone i have like i think the

seven top ones that i need so if i do

get locked out i can do that

uh there you go she wants the password

um type it so um

i can't type in the chat i do not think

but if you want to type in it's called

dashlane d-a-s-a

there are lots of different ones out

there but if you do your research and

find out the reviews on it this one is

listed at the very very top

followed by last pass i think lastpass

is the other one that people use but i

am

i am a huge fan of dashlane huge fan it

will change your passwords for you if

you need to you can literally go into

the program and it will tell you if

you've used a password too many times

and we'll say you need to change this i

mean how cool is that it's a pain in the

butt but how cool is that is that it

will tell you what needs to be done so

obviously i'm a geek i love this stuff

and that's why you're on the show for

this that's why i love it i mean it's

true and there's so many things to do

and i think it is a mix of both so i

think you know the first thing is when

you want to get organized get your space

ready so you know your your uh

your clean desk you know yeah i have

some some things on here i got my little

little guy that i sit with and i have

you know photography i have wonder woman

who i sit with

i do honestly

very different than mine

i have a couple little calendars and

such in here but i definitely limited to

maybe under six or seven items not

including the actual computer mouse and

keyboard but secondarily i think that

this is kind of part two to my video for

a few months ago is what we're talking

about now it's

programs or or journals or whatever it

is to keep it uh to keep you

up to date on what you have to do and

like you said it works for everybody so

i would i think i agree first thing i

would do is pick some sort of calendar

thing

to have for your your month secondarily

passwords and any important login info

and then third just find maybe one or

two apps that you want to use to keep

your your notification so whether it's

google drive whether it's notepad

whether it's uh

anything like that so i think you know

and and like you said a minute ago

everything's switching up so

we're actually going to talk about this

on our next video on our show the social

media thing one reason why i commit to

what i'm doing using social media is

because the less you have to remember of

the change the easier it is so for me i

basically have my twitter and my youtube

twitch i'm slowly working on but it's

that's a whole another space right here

but really only having to worry about

what twitter's doing and what youtube is

doing is a lot easier for me than

worrying about every other social media

exactly and you know what we are going

to talk about that but but very briefly

you know anyone who says to you you need

to be on everything

don't listen to them

pick

pick the platforms that work for what

you are doing if you are using social

media just

to stay in touch with people maybe

facebook is a good place for you because

you just want to show your pictures and

things like that i think of facebook

like a picnic um twitter is more of a

conversation but more like being in a

bar right there's conversations going on

all around you and it doesn't work for a

lot of people um you know i'm on twitter

but i'm on twitter more just to see what

you're doing and to see what other

people are doing i don't do a lot of

engaging but i like to see the

conversation it for my add it's too much

there's just too much going on

um but i like instagram i like tick tock

but but when people need to pick the one

that works for them or the two that

works for them and nobody's gonna think

poorly of them if they don't do

everything truly

just pick me up yeah and and if you guys

want to know more you will have to tune

in in a couple weeks because it's good

right

um but no we had a good time and as i

said i love having you on because we you

know we're doing the other shows we're

doing stuff and whether we're talking

about healthy that healthy food that's

what we were talking about the other day

so whether it's healthy food or

organizing your home office and

everything in between

um we just want to kind of give you some

ideas and as i always mentioned we're

not you know i'm not the professional

olive organization this is more of

opinion based but it's stuff that works

and when i have some you know proof like

a guest that does it too

i sound a little bit better right so

we appreciate you watching this we have

a few watchers today i've always

appreciate the comments we get um if you

guys aren't able to watch it live you

can catch it on replay on youtube

twitter and twitch while you're there

hit the subscribe hit the bell and i

will just appear like magic magic as

always you can find my mom anywhere the

podcasts are sold you can find her on

youtube a little bit on twitter and

everything else in the world facebook

um but as for um for everybody here and

for her thank you so much for joining us

and as i said stay tuned uh we had our

first uh

launch

video which was really cool uh i still

think i sound so weird when i'm

listening to myself i'm like you watch

it on your phone i'll listen from before

but anyway so we hope you enjoyed the

video if you want more obviously

subscribe we'll be back tomorrow with

more videos and until then have a

wonderful afternoon morning or night

depending on where you are watching