Meeting and Note-Taking: Recommended Apps

Evernote has been the dominant app for meeting and note-taking. It has a streamlined interface and interacts with other programs such as Microsoft Outlook. There are competitors to Evernote recognizing that everyone needs a place to track meeting notes, tasks, ideas, recommendations and other pieces of information. Below are some other recommended applications for note-taking.

Google Keep is a simple platform to iStock_000007485287_Smalltake notes. Google Keep integrates with a user’s Google platform and notes can sync with Google Drive. Users can make unlimited lists, add photos and graphics to notes and also color code notes. Although the functionality for Google Keep is fairly basic, knowing Google it probably will get enhancements in the coming year.

Microsoft OneNote is part of the Microsoft Office suite and an alternative to Evernote. OneNote was specifically designed as a meeting note application and does a great job of organizing meeting notes by type and date of meeting. The integration with Outlook is also a key feature as it allows users to import emails and tasks between the applications. OneNote has an app and notes can sync to mobile devices. However, attached files such as Word, Excel or email documents may not open depending on your platform. The free version of OneNote is limited to 500 notes, with unlimited use available for $4.99 via an in-app purchase.

SpringPad is a free app that allows users to save ideas, notes, project tasks, photos, products, checklists and recommendations. SpringPad has a very nice visual interface that provides photos and images to note topics. It works with multiple device platforms.

Task Management: Recommended Apps

task list 1Most productivity applications like Outlook, Gmail and Lotus Notes have task list capabilities within their programs. However, some users may not like the task functionality and/or want a cloud-based task tool that can be seen from any device. Below are a few new suggestions for task list applications. Also see a prior blog post from 2012 called “Recommended Task Management Apps”.

 

OmniFocus can track tasks by project, place, person or date. Tasks can be organized by goals or large projects and sub-tasks affiliated with them.

Wunderlist 2 lets users manage and share to-do lists. It includes features such as; reminders, recurring tasks, subtasks, and detailed notes. This cloud-based app does sync across all of your devices. This is a free app.

Clear is a task app that was designed to use gestures. For example, to create a new to-do list simply go to the main list overview page and touch and drag a list and a new task list will appear. Marking an item complete just takes a left-to-right swipe. Every list is color-coded to assign a bolder color to identify more priority items. To change priorities, simply drag an item to a new place in the list. To view a demo go to YouTube.

And if you want more options, check out this blog post “10 of the Best iPhone Apps for Creating To-Do Lists”.

Online Reading: Recommended Apps

iStock_000012816202MediumMany professionals want to stay on top of trends, research and new products and services for their industry. Often we don’t have time at the moment we receive the email to read every interesting article that comes through. The following are two online reading applications that essentially allow users to tag and save articles and web-pages for later viewing via multiple devices.

Pocket is an online reading app, that lets you tag articles and sites to read at a later. It auto syncs with all mobile devices so that users can tag an article on their computer, go to a meeting, and read it from their tablet or smartphone. This app is free.

Instapaper allows you to save Web pages for reading offline later including posts on Facebook, Twitter or Tumblr. This app also provides the ability to view on mobile devices and will optimize the content for best readability. The app costs $3.99.

Renaming Multiple Documents in the Shared Drive

In Windows Explorer you can rename multiple files at one time, however it will the same file name with a sequential number at the end. To do this highlight or select all the files you want to rename in Windows Explorer, then right-click the first one and select Rename. Type your desired base file name and press Enter. All the files that were highlighted will be renamed to that exact same file name with a sequential number at the end. This is useful especially if you have pictures or graphics that are similar.  Here are more details to do this function that applies to Windows XP, Vista and Windows 7 and 8,  How to Rename Multiple Documents in Windows XP.

All File Renamer, File Renamer and Rename are free renamerapplications that allow renaming of files, folders and documents in a batch mode and offer a lot more functionality. These tools actually allow you to change multiple files with only a partial change and not a full change. For instance, let’s say you have a client file and want to add to all the documents, the client name in the name of the document without changing the original file names, these utilities will do it.

To learn how to organize electronic files on the shared drive, download the report How to Organize Electronic Documents on Shared Drive Networks. Or you are welcome to contact us and we can assist you.

 

Recommended File Manager Applications

File manager software programs are intended to replace Windows Explorer. They essentially provide a window to manipulate file directories and access documents. Here are a few recommended file managers if you would prefer to have additional functionality than Windows Explorer offers.

Universal Explorer: This is a free software tool computer filesdesigned for use on PCs to replace Windows Explorer. It offers the capability to view documents without opening them and to compress documents/ files into ZIP folders.

 PowerDesk: PowerDesk provides the capability to simultaneously search over multiple drives. It will also customize file folders, such as color coding, labeling, and icon images.

Speedy Organizer: A simple document management system that essentially replaces Windows Explorer and offers good search functionality. Mainly for small- to medium-sized businesses.

Otixo: A file manager app specifically designed for cloud-based applications such as Dropbox, Google Docs, SkyDrive, Picasa, etc.