In order to survive modern college, both students and professors need tools that will help to deal with a huge amount of tasks and responsibilities. Luckily there are many applications designed to keep us organized, productive, and sane.
As many of students and academics, I rely heavily on my calendar. Setting it up and building up necessary habits took me years. Now, I can hardly imagine being able to function without its constant help. But calendar, despite being an essential tool, is not suitable for other things I have to take care of. That is becasue academic work also involves collecting and storing information, managing tasks and projects, outlining ideas and papers, and communicating with the team. Over time I simplified my toolbox down to five essential applications that help me to organize the whole process. Today I am gonna share with you the apps at the core of my workflow.
I need to mention that, as a long time Mac user, the software I rely upon is often exclusive to this particular platform. Still, you should be able to find suitable replacements on other platforms. Windows in particular offers many alternatives.
Collect and organize information
Evernote is the most powerful note-taking application I know. I’ve been its user since the very beginning and there is no real alternative. Yes, there are a few other competing , but no one offers such complete set of features that include (among many others) advanced search syntax, handwriting recognition (images!), and PDF annotation. Unfortunately, some features belong to the paid premium version.
Evernote is available on many different platforms and offers minimalistic web inferface. It is very easy to share notes with your colleagues or students. Very handy.
Despite being quite versatile, Evernote is not really optimized to be a literature manager for researchers. It can be used in such way, but is just not desinged to store thousands of academic papers in orderly manner. It is not only about notes. Academics need citation infomation, journal information, relation to other papers, ability to generate LaTeX citations, etc. All this can be done manually in Evernote, but there are better alternatives available. Personally, I use Mendeley. Thanks to its relationship with Elsevier, related papers search is fast and convenient. Mendeley allows me to manage a collection of few thousand research papers. Unfortunately, it started to evolve form a simple resource management system towards a communication platform similar to Research Gate. Nevertheless, Mendeley is the one resource manager I use for work.
OmniFocus is a task manager that is designed along the lines of the well known productivity system Getting Things Done, better known as GTD. The methodology created by David Allen, the world wide known productivity guru, is build on the idea of moving projects and tasks out of the mind to “the external brain”. Having handy and trusted list of projects and tasks takes burden out of our conscious. It allows to focus on the next necessary action instead of being overwhelmed by whole bunch of priorities and problems.
OmniFocus has been designed to be such trusted companion for your mind. Decade of development changed the application into a productivity monster. It is very intuitive tool for GTD enthusiasts, as it closely follows the main concepts from the book. OmniFocus comes in two versions: simple and professional. The killer feature that will make you longing for the professional edition is the ability to create custom prespectives. This is were OmniFocus truly shines as the GTD powerhouse.
The program works natively on Macs, so some of you might not be able to enjoy its features. Mac users are here for a treat, but it comes at a significant price. Good news is that there is substantial discount available for students and academics. There is no better choice for hardcore GTD practitioners.
Plan projects and write drafts
If you write or plan anything you need some kind of outliner. In another post I mentioned the importance of outlining before actual writing. Outlining application should allow you to create complex lists of things and then move them, edit them, collapse and group them. There are many applications that can do exactly that, including many free ones. So, if you want to try if the concept of outlining suits you, you can have a test run with Workflowy. It is a free outlining app that works in your browser (pro features come at price).
The application of my choice is OmniOutliner, very elegant and flexible. As it is in case of OmniFocus, OmniOutliner is native to Mac. Again, it comes in two versions: simple and professional. There are significant discounts for academics and students. Recently it became my main writing tool and the simple version is just enough for my needs. At least for now. The outline and the draft of this post were also written in OmniOutliner.
If there is one tool that substantially changed the way we communicate within our team, you guessed it, it is Slack. I grew up using IRC, so now having Slack as our main communication tool brings back memories. We just use is for communication, and it allowed us to get rid of internal emails. You can integrate Slack with almost all modern work tools, including almost all known cloud services. For example, it can be connected to Evernote and allow you to create or share notes with simple commands.
There is one handy application that does not belong to my essential five, but I use it so much that is deserves honorable mention. It is called TextExpander and its sole purpose it to automate writing process. There are many recurring things that we have to write over and over. Try to think how many times you wrote you name and surname last week. TextExpander allows you to create a handy shortcuts (called snippets). Every time you write these few predefined sets of letters the application will substitute the correct long text in their place.
I started using TextExpander few weeks ago (the older standalone version), so there is a long way before I develop proper writing habits. Still, I already feel the difference, and so will you if you try this usefull little tool. As in case of almost all software for Mac, the conviniece comes at price. So, next time you plan to treat yourself (upcoming birthday?), you might want to consider TextExpander.