If you’re new to this series, welcome! I am a new Evernote user, and decided to create a blog series about how I am using it to rock my business organization! If you’re a small business owner, especially a photographer, I hope this series helps you out! Part One covered the the basics of where I started, the beginner’s resources I loved, and how I have begun to set up Evernote for client workflow. Part Two covered how to use the simple table tool to create a blogging calendar to keep you organized with post ideas so you can stay consistent!
Today I want to share a feature that is a game changer for me. Game. Changer. How Evernote easily works with my email.
After creating your Evernote account, you will see your user name in the top left corner. If you click on your user name, you should see the option for “Account Info” within the drop down menu. In this menu box, there is an email address specifically designated to your Evernote account. Not only can you use this email address to email yourself ANYTHING, but you can actually use the subject line of your email to tell that “note” exactly where you want it to go.
For example. I named my default notebook “@inbox”. If I do not label the email I am sending to Evernote, this the notebook where it will end up. This is really convenient when I am in a hurry, but the point of this system is to stay organized- so if there’s a way to send it to the right place the first time- let’s do that!
There are a few ways in particular I am using this feature:
* Keeping a running emergency todo list. I am a paper todo list girl and found that my Big List in a regular spiral notebook is the best way I keep my list of what needs to be done. But I don’t always have that notebook with me. I used to use the default note app on my iPhone, but found that notes just got buried way too easily. So this email feature allows me to send a quick email to myself and send it right to my Evernote account to my ToDo notebook. (You can also send yourself a VOICE MEMO using the recorder within the Evernote app which I am going to share about next week!)
* Adding Client Email Threads. Within my Evernote account, I have a “stack” of notebooks called “2013 Current Clients”. (When a client’s session workflow is entirely completed I relocate the folder to another stack called “2013 Completed Clients”. Hopefully Evernote will add the ability to “nest” notebooks within stacks soon, but until then this works fine.) Under this stack of Current Clients, every client gets their very own notebook. Within that individual client notebook, I have a note for their workflow checklist, a copy of their signed contract (using Genius Scan for iPhone app), their online payment receipt (using the Evernote web clipper), their contact information, their session details with any visual inspiration boards we have put together (also incredibly easy to organize in Evernote), and now thanks to this email feature I can create an entire note that is the forwarded email thread of our conversations. Attention to detail and planning are really important for my portrait sessions, and finally I have a great way to make sure everything we discuss is quickly accessible.
* Forwarding email subscriptions. I really like to keep my email inbox as clutter free as possible. But there are a few newsletter subscriptions that I get, and there are some that have information I would like to keep. I can easily forward these subscription emails to a designated notebook within Evernote. Depending on the email system you use, you can even set this up where the email is set to forward to your Evernote account automatically.
Once you know which notebook you would like your email to head to, you can send it there a couple of different ways. If you are forwarding the email, you can rename the subject line @chosen notebook, and you can also include your tags like #invoice or #recipe. So for example, I can go into a client folder within my email, and forward the thread to my Evernote email address with the subject line labeled @client name. Within your personal settings, you can also check off that you want Evernote to auto file your emails. This means you don’t have to take the time to adjust the subject line with @chosen notebook. I sent a test email from my phone to my Evernote, with the subject blank, and a client name in the email body. Guess what? It was sent right to her Client Notebook with the subject line “Mailed in Note”.
Evernote…I love you. No really. I feel like Monica Geller.
Ok, ok so maybe not the best picture to illustrate my point. But it’s still awesome.
There, that’s a little better. The wedding planning binder? Remember? Her organization skills are about to be far surpassed by Tiffany Farley my friends.
Coming from the girl who in her first year of business found a client contract in the LAUNDRY HAMPER one afternoon, or the day that I found a missing SOCK hiding under my external hard drive…I would say that I have come a long, long way.
Lesson learned. If you run a business, treat it like one!
Next week in this series of awesomeness, I will share how I have been using Evernote web clipper, the Genius Scan app, and the voice recorder. Hopefully you will find yourself coming up with other fabulous ideas too! And if you do- you better tell me in the comments below! I am still learning the ropes and up for any tips I can get.
Have a great Thursday!!