There are 12 apps (a full folder) of productivity apps on my iPhone. Most of those I downloaded, opened once, and never really used; I keep them for comparison. I actually use four of those apps. I have a bookmarking app where I save and track things I find online and on Twitter (Pocket). I have an outstanding calendar app with a really deep task-management system (Pocket Informant). I have a simple Google Tasks app where I track simple to-dos (GoTasks). I have a time tracking app that gets me on task during the day while also scheduling brain breaks for me - very important (30/30). I'm always trying new stuff out because productivity really interests me. As a procrastinator by nature, and as a stereotypical male with limited multitasking capabilities, I need productivity tools that work and work well for me specifically. But as I discovered yesterday at 6PM, those tools are only a part of the issue, and they can't actually make you productive.
Productivity is a big, buzz-word-type concept, but I think it means getting things done when they're supposed to be done in the most efficient manner possible. And there's the itch, isn't it? All the tech tools in the world can't actually get things done for you - not yet anyway. Productivity at work, home, or play still involves an integral human component. So ultimately, productivity is a mindset, not just a list of apps. If my mind isn't focused on being productive, all the apps and reminders and calendars in the world won't help me. This is exactly what happened in my recent productivity debacle. I talked with friends of mine, and they asked me for help on a project. I said I was glad to help. The failure occurred when I treated that conversation like any normal conversation rather than one that involved my need to actually do something. Mindset, see what I mean?
Now if you want productivity tools, they're a dime a dozen. I'm fairly partial to the four I mentioned previously, but there are tons of apps, calendars, time trackers, and even high-end project/task management programs out there. You just have to find the tool that matches up with what you need. But if you want to actually be productive, you've got to develop a productivity mindset. For me, there are two major ways to obtain and maintain this mindset.
Notate
Start by notating everything. I say "notate" instead of "write" because voice notes are a huge help. I regularly use Siri on my iPhone to simply remind myself to schedule an appointment later in the day. I rarely have Siri schedule actual event reminders for me because I've found I remember events better if I physically schedule the event myself. It takes a little more time, but remembering key events/meetings is really important. The key is to make some kind of notation for every event or project/task you have before you. Don't assume you'll remember it later when it's more convenient to make a note. Note it immediately.
Review
The next big key is to make it a point to review pending tasks/events on a regular basis. I have five review points throughout the day. For some that would be overkill, but again, I easily forget things. I also have a large amount of stuff to do from day to day. The only way to keep it all straight is to regularly review what's coming up and when. I do an early morning review basically as soon as I can see after getting out of the bed. I do another review once I get set up in the office. This is important because it gives me a chance to jive my to-dos with the other people/projects I work with. I'll have another review after lunch. This review is as much for me as it is for my project teams. This is a chance to do a mid-day checkup and see if any task changes need to be made. I do an end-of day check as well, before I leave the office for the day, and then I do a final check at night because I almost always try to get a little work (personal and/or professional) done before I shut down for the day.
Ultimately, I need a productivity mindset as much as I need productivity tools. With the mindset alone, I get off balance and things aren't done in the right order or the right way. With the tools alone, they aren't properly utilized because my head isn't in the game. Technology has a huge place in making us a more effective society, but it can't do all the work by itself. And I really don't think we want it to, do we?