I’ve got some big news for you…
It’s not your brain’s job to remember things!
When you lead such a busy life and you’re always spinning tonnes of plates, it’s easy to let things slip from time to time (and that’s ok).
About a year ago I accepted that technology has a more reliable memory than I do.
Since then, I’ve found a few apps that work for me and hold all the important information my brain is likely to forget.
I promise I’m not being dramatic when I say this new way of thinking has made my life easier.
It’s helped me do better work for my clients, be a better business owner and manager, and it’s improved my mental health.
So here are the 5 apps I think you should try… you never know, you might love them as much as I do!
1. Todoist
If you’re going to outsource your memory, the first thing you need is a to do list of some form. I’ve tried dozens of them and the one that works with my way of thinking is Todoist.
What I love about Todoist is how intuitive it is. Natural language processing means you can easily add due dates, recurrences, priority levels, projects and labels in one text box (no need to fill out multiple fields).
A dedicated inbox means you can easily dump passing thoughts, reminding you of all the things you need to do, people you need to talk to and ideas you want to look further into.
Having a to-do list that syncs across devices means you can get ideas out of your brain as soon as they pop in. Even when I’m driving I ask Siri to add things that have popped into my head!
The best part… you can do everything you need to in the free version.
If Todoist doesn’t work for you, there are plenty of others to try that put a paper to do list to shame.
2. Notion
Once you’ve got your to do list sorted, you’re going to need a home for all the other information you usually keep in your brain.
There are loads of note-taking apps out there, but the one I’ve landed on is Notion.
The capabilities of Notion go deep. There are so many uses including simple documents, Kanban boards and databases.
I use it to plan and draft my newsletters, track my team’s workload, and store links to useful insight and articles I might want to use later.
When you first get started there is a steep learning curve and it can be a bit of a time sink to set up. For new users, there are loads of online resources and a plethora of templates for different use cases. I even do my weekly meal planning using a template I found online.
Unbelievably… you can do everything you need to (as an individual) in the free version.
3. Clockify
I started using Clockify as a way to keep track of the time I spent on each of my client projects.
Over time, I’ve found it a super useful resource for how I spend my workdays. Because I’ve clocked my working day by client, project and other areas (e.g. writing newsletters and finance admin), I now have all the data I need to figure out how I’m using my time and how to make improvements.
Once again… the free version is all you need.
There is one downside, which is that adding your hours is a manual process. It’s easy to forget and it feels a bit like filling out a painful time sheet.
However, I overcame this issue when I discovered…
4. Memtime
Until very recently, this app was called timeBro.
Memtime takes some of the human error out of keeping Clockify up to date.
Alongside a view of your diary and the apps you’ve had open that day, you can assign a project linked to your Clockify (or similar app) and export.
Boom! What used to take me 20 minutes and relied on my memory now takes me 2 minutes at the end of each day.
It gives me a much more accurate view of how I’ve really been spending my time and I don’t have to strain myself to remember.
5. MileIQ
Anyone who regularly drives for work knows that 45 per mile adds up. When it comes to claiming back your mileage you have to remember to capture your drives (and check Google Maps for a view of distance).
This is where MileIQ helps. It's an app on your phone that tracks your movements and captures all your drives.
All you have to do is go through your drives, swiping left for personal and swiping right for work. Then you get an Excel report at the end of each month telling you what to claim back.
You only get 40 drives a month in the free version, and it’s not smart enough to distinguish trains (or even running sometimes), so you can work through them quite quickly.
So there are 5 apps that will make your life easier, which ones are you excited to give a whirl?
If you’re keen to ‘Build a Second Brain’ and free up space for more creative pursuits, this video is a great place to start.
Do you know any more apps to make life easier? Let me know your faves, I’d love to try them!
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