Hi Friends,

A few weeks ago I filmed a video about how I use Notion for Project Management. At the time, we just started building a strong project management system within Notion and we had about 5 clients with 3 types of projects to choose from.

Now, we have about 30 current clients with about 7 types of projects. And it's all managed nicely in the software, just as we want it to be!

This isn't a post about how great Notion is (though I do love it). This is a post about that satisfying feeling when software can help you accomplish more & simplify your cognitive load with easy-to-use systems. When software can fulfilled the 3-5 key things you need it to do and fulfill them with ease, that my friends is a win in productivity.

How I Assess Software

I developed a new, simple way to evaluate software as there are a lot of ways to waste time 'looking' for the right solutions. Three steps:

1. Define what you need: Get out a piece of paper and make a list of your time needs. Sometimes finding new software is amazing because it opens your mind to new possibilities and options. But before you begin looking at software, it's good to define what you are looking to accomplish with the software before you review all the bells and whistles it offers. Make a list of the top 3-5 key items you are looking for the software to accomplish. I found that when I make a list and send it to possible software companies, I save a ton of time as I don't schedule demos with companies that are not a good fit. It also helps you see how they deal with support. It can even be good to have separate lists of items that are essential and a list that are 'nice-to-haves'. (Remember: keep it simple)
2. Look for key, intuitive features over endless features... and try them out: Once you have your list of your top 3-5 things, as in any good relationship, there will be a bit of give and take. Get into the software and see what it can do. If it can simplify your process - and it's not overly complicated to update and change (in other words: you don't need a professional to work features together for you), then you found a winner. Try it out, even if you have to pay for it. Spending $49 (or even $149) to test software is better than never trying it at all and always wondering if it will work. Keep your list of essentials close but by this point, get your hands on it.
3. See if it can offer more value overtime: This will make the software a definite winner. The reason I love Notion is that it went from just a note-taking app, to a project management software for my team, to a content roadmap for all the ideas in my head. It keeps evolving. If the software has purpose similar to your needs it will evolve and have features that are intuitive and tools that you never imagined. A few companies I love that do this are: Notion, Loom, and SendFox.

A few tips

• Try one to three systems before you fully commit
• Sometimes it takes 1-2 software apps to accomplish what you need. Think of your favorite fusion meal - it blends the best of both worlds together.
• Ask people around you about software they love (favorite apps, programs, and the ways they stay organized)
• And as in any good system: keep it simple!
• When setting it up, start with a 30-60min session to begin. New software is always unfamiliar and takes a bit to get use to. That's normal.
• Watch YouTube videos of people using the software

Final Note: Intuitive Simplicity

One of the main reasons I like Notion as an overall platform is that it is very customizable annnnnnd simple. This week I reviewed one possible CRM system and they had a beautiful brand and website but overall the tool was customizable but not simple. When I think of simple, I am really thinking intuitive.

Intuitive solutions (especially in software) is a tool that works the way the user expects it to. Like the roads, lanes don't just end, they merge. Find software that merges.

My favorite finds this week

• Quote: “When information became more widely disseminated, it became a lot easier to be broader than a specialist, to start combining things in new ways.” - from Range by David Epstein
• Article: Willpower Doesn’t Work. Here’s How to Actually Change Your Life. This is a great article about environment design.
• Video: How To Always Increase Your Confidence — Multiplier Mindset | This is a great 8min video about the Multiplier Mindset

All in,

David

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By David Iskander

I'm David, a search specialist, and beginner YouTuber from Orange County, CA. My motto is: Whatever you do, do it beautifully. I enjoy making YouTube videos about website design, tech, productivity, and faith.