The Evernote Fix I Only Do Twice a Year

Semiannual Evernote Cleanout [00:01]

• The video introduces a semiannual process for cleaning out Evernote, timed around the end of the year and July 1st.
• This cleanout is presented as a method to keep the system running smoothly and to avoid falling into the trap of constant, distracting fine-tuning.
• The goal is to make adjustments that enhance productivity throughout the year.

"So, I want to show you how I do it, the decisions I make, and how you can adapt this for your own system."

Notebook and Stack Review [01:08]

• This step involves going through all collected notebooks and tags to ensure they remain relevant.
• Stacks are evaluated for continued relevance; notebooks within stacks may be allowed to stand alone if the stack itself is no longer necessary.
• Decisions are made about whether to archive or trash irrelevant notebooks. More often than not, items are archived.

"Are these stacks uh still relevant to me? Uh do I need this stack anymore or should I allow these notebooks to stand on their own outside of a stack?"

Archive Management [02:03]

• The "Zarchive" notebook is used to keep archived items at the bottom of the list alphabetically.
• The archive is reviewed to see if separate notebooks are needed for different categories (e.g., a separate hobby archive within the personal archive).
• The speaker tends to avoid creating too many individual archive notebooks, relying on the search feature to find items within a general archive.
• Entries are assessed for continued relevance, such as whether a client is still active.
• Old projects or files are moved into the archive.
• Receipts, whether for work or personal activities, are also managed through this archival process, particularly in preparation for tax filing.

"So, I have a work archive and a personal archive, but you know, should I maybe say,"Well, you know what? I've got a lot going on here in my personal archive. Should I create a separate archive notebook for my hobbies?""

Tag Review and Maintenance [03:31]

• Similar to notebooks, tags are reviewed for relevance.
• The process includes deciding whether to delete unused tags or add new ones.
• This is an opportunity to remove tags for contacts or projects that are no longer active.

"Are these tags still relevant? Do I need to delete some of them? Do I need to add some tags?"

Deep Archive System [03:53]

• For items that are probably never going to be used again, a "deep archive" system is employed, separate from the main Evernote archive.
• This is illustrated by the example of files from a retired 9-to-5 job that are no longer searchable within Evernote but might be needed for reference.
• Services like Dropbox or external hard drives can be used for this deep archive.
• These deep archives are organized similarly to the Evernote archive.

"Uh, I had a 9-to-5 job that I retired from a number of years ago. all of the files that I had in Evernote uh related to that job really are no longer relevant to me."

Trash Bin Management [05:12]

• The trash bin is a key area to review during the cleanout.
• Items in the trash bin are reviewed to confirm they are truly meant to be deleted permanently.
• Emptying the trash bin is done a couple of times a year.

"Uh, this is a good time to open up your trash bin and delete what's in there because obviously you've deleted a number of items and now it's your chance to kind of go through this and say,"All right, do I really want to get rid of this or do I just really want to let it uh accumulate here until Evernote deletes it?""

Someday/Maybe List Review [05:48]

• Following the "Getting Things Done" methodology, a "someday/maybe" list is maintained for items not currently on the task list but that might be pursued in the future.
• As part of the annual clear-out, this list is reviewed to make changes, add new ideas, or delete outdated ones.

"Uh things that are not on my task list, but things that maybe I'd like to do someday go on a separate someday maybe list."

Template and Daily Note Review [06:27]

• The template feature in Evernote is also reviewed.
• For users who create daily notes via templates, this is a good time to check if they are still keeping up with them or if Evernote is just generating new ones that go unused.
• If daily notes are not being used, the feature can be disabled in settings.
• Other templates are assessed for their importance and continued use; unused templates can be deleted or modified.

"So then clear it out of your someday maybe list templates is a feature that some people use and one of the things that you can use it for is the creation of a daily note."

Paper Files and Viewer Question [07:24]

• The speaker notes that this organizational process is also applied to physical paper files, mirroring the digital cleanout.
• A viewer question from Barbara asks how to share a note without sending a link.
• Solutions offered include copy-pasting the note into an email or document, or exporting the note as a PDF.

"Well, Barbara, you could just cut and paste your note into an email or a word document, but that can be kind of messy. You could also export the note as a PDF and then share that."

Evernote Coaching Services [08:19]

• The video concludes by promoting one-on-one coaching services for setting up ideal productivity systems in Evernote.
• The coaching approach is described as non-cookie-cutter, focusing on individual user goals.
• It involves screen sharing to help clients design a system that works for them, making Evernote efficient and easy to use.
• Information about these services, including a free 30-minute get-acquainted call, is available on davewardsmedia.com/evernote.

"If you have an Evernote question for me, post them below or email me at Dave Edwardsoutlook.com. And in case you want more help with setting up the ideal productivity system in Evernote, I do one-on-one coaching."