lite

Version 1.01
 For more seasoned Nozbe users, the second excerpt from Chapter 4 -
Introduction Workflows that Work, will show you how I use Nozbe effectively
and efficiently.
The lite book of Nozbe Of course, there is a lot more to the full book!

Chapter 1 - The Nozbe Basics, continues with Inbox Processing and

Extra Bits...

Chapter 2 - External Apps. How to use Nozbe with apps like Email,
Evernote, Google Calendar and Cloud Storage Providers like Dropbox /
Google Drive / Box.

Chapter 3 - How to Work with Others. Sharing projects and task

with other users in Nozbe is a great way to get things done faster. No
one person is an island, make the most of your second free account
included with every Nozbe Pro subscription.

The obvious goal of an e-book excerpt is to give you, the reader, a Chapter 4 - Workflows That Work. Now you have the Nozbe ba-
taste of what the full book holds. This usually equates to the first few sics under control and all of your external apps integrated, its time to
pages of content, as an author hopes it’s enough to impress you to push on! This chapter will help you enhance your Nozbe setup with
buy the full version. clever workflows, tips and setups.

However, for me, that offers no real value for the reader. I’d like to of- Chapter 5 - Final Words, recaps on the important points of the book
fer a little more. So, this is a larger than usual excerpt to give you a and offers you some more valuable Nozbe resources.
real taste of the full version.
Head over to ProductiveWizard.com to read more, purchase the full
If you are a new Nozbe user, the first excerpt from Chapter 1 - The version and ultimately, learn to use Nozbe like a Pro!
Nozbe Basics, contains three key sections to help you on your Nozbe
journey.

Section 1 - Inbox. Marcus - @Marcus_Platt

Section 2 - Projects & Labels.
Section 3 - Categories.

i

Foreword
GTD (Getting Things Done), TRO (Total Relaxed Organization), ZTD
(Zen To Done) and MYN (Master Your Now) are just a few of the pro-
ductivity systems that have appeared over the last few years. Each
one teaches you workflows and strategies to help you keep on top of
your tasks. The one thing they all have in common is that they require
a trusted system to keep track of all of your tasks and Projects.
It all started with humble pen and paper, the original ubiquitous pro-
ductivity tool. As technology moved forward software was developed
to replace analog tools. Lotus Notes and Microsoft Outlook were two of
the first mass market corporate applications that included task manage-
ment.
Then came the rise of portable devices - the Pocket PC and Palm pilots
of this world that allowed you to plug your device into your PC and
sync your tasks when you reached home or office.
Next came the Web and mobile devices. The number of solutions
grew again, many apps appeared offering task management from any
internet connected device. Your tasks are now stored in the cloud, us-
ing 4G connected smartphones and tablets, syncing to the same data
held on our desktops and laptops.
So here we are today. Lots of productivity tools to choose from, each
with its own strengths and weaknesses. Some web based, some on
Windows, some on Mac. Some on iPhone, some on Android. Some of-
fering features not available on others. It’s a crowded market place.
Eventually, everyone needs to place their flag in the sand and commit
to one of the many productivity products available. I chose Nozbe as
my productivity tool as it’s available on numerous devices with features
rich enough to cope with whatever I throw at it.
Nozbe, for me, is the most universal productivity tool of the last few
years.
There are no right or wrong ways to use Nozbe. The only measure of
your Nozbe system is how it helps you achieve the results you want.
With that in mind I present my own take on achieving ‘Nozbe’
“to BE Naturally OrganiZed” – N-OZ-BE
“If you don't pay appropriate attention to what has
your attention, it will take more of your attention than
it deserves.” - David Allen, Getting Things Done
ii

Notes to the reader
When I first had the idea to create a guidebook to Nozbe I was using
the ‘olive green classic’ version. The look and feel of Nozbe changed
considerably with the release of the Nozbe 2.5 version we use today.
However the workflows of the two versions remained constant.
The web and desktop applications provide the framework for all Nozbe
workflows. Thankfully the mobile versions are very aligned making it
easy to apply the same principles across all platforms. Where there are
differences I will try to point them out.
Nozbe's development is on-going with frequent updates, which is why
you may see discrepancies between the contents of this guide versus
the current version of Nozbe you are using.
I will endeavor to update this guide with any major Nozbe changes as
they happen, but there may be a period where the Nozbe applications
outpace my ability to update the guide.
If you do find any problems, please let me know at
marcus@productivewizard.com so I can make changes for future read-
ers or anyone that downloads an updated copy.
Deeper Productivity reading.
This Nozbe guide book will teach you some use-
ful productivity techniques. In addition, I would
encourage anyone interested in productivity to
read David Allen’s book ‘Getting Things Done’ to
get a fuller picture of how the GTD method
works. Recently updated in 2015, David’s book
provides the groundwork for many productivity
systems. The best way I can recommend 'Get-
ting Things Done’ to you is to advise that many
productivity principles I describe in this book are
based on David Allen’s work.
‘How to be a Productivity Ninja’ (Graham All-
cott) is also a great book that teaches a num-
ber of productivity methods for many areas of
your life. It’s great for the beginner and full of
some useful insights into wider productivity ar-
eas.
Both books are software application agnostic, and the principles they
teach can easily be applied within Nozbe.
iii
Copyright

© Marcus Platt 2015 - Marcus@ProductiveWizard.com

ALL RIGHTS RESERVED. This book contains material protected under International and Federal Copyright Laws and Treaties. Any unauthorised re-
print or use of this material is prohibited. No part of this book may be reproduced or transmitted in any form or by any means, electronic or mechani-
cal, including photocopying, recording, or by any information storage and retrieval system without express written permission from the author / pub-
lisher.
iv
New to Nozbe?
Nozbe is a way for you to store and organize everything you have to
do, and want to do, in your life. By following the steps in this book,
you can have greater peace of mind.

The main principle is Nozbe will remember all of your tasks for you so
you don't have to. Think about everything you have to do in your life
right now. Work things, Family things, things to do at Home, booking
that vacation: Everything you need to do that’s in your head right
now can be stored in Nozbe.

But if you are new to Nozbe or productivity systems in general it can

all seem very confusing! These three basic concepts will hopefully
help remove some confusion before we dig a little deeper.

• Can you complete a task in one step?

If so, it would become a Nozbe Task.

• Does a task require more than one step to complete?

If so it will become a Nozbe Project.
A Nozbe Project is a simply a collection of related tasks.
Together they may complete a much larger objective.

• Nozbe Categories are a way to tag or group single Nozbe Tasks

together. They can be grouped by location, person’s, tools. In fact,
anything you like.

Still confused? Don’t worry, the first chapter covers the Nozbe basics.
C HAPTER 1

The Nozbe
basics

This first chapter will show you the key areas within Nozbe that will
keep you on top of your tasks. The objective is to describe and setup a
simple Nozbe task management system that will help you get things
done.

We will cover the Inbox, Projects, Categories and how to process your
tasks. Lastly we will cover some slightly more advanced features under
the title of 'Extra bits' where we cover Comments, Attachments and a
few other parts of Nozbe.

This chapter is all you need to setup a very robust and simple produc-
tivity system. However, this is only scratching the surface of the power
of Nozbe.
The Nozbe Screen Layout
By design, all of the Nozbe apps including mobile, ‘feel’ the same. Each format is responsive, showing you details only when you need them and
adapting to your window size. The screen can be divided into five main sections, which is how I will refer to them in this book.

Lists Task List The Info section

Navigation

All of your Projects or Categories Your main task list Task detail Filter/Sort

Task Parameters Project details

Task comments Activity History

Project attachments

7
S ECTION 1 Periodically you process (empty) your Nozbe Inbox of tasks, either
completing them, or if you can’t complete them right away, moving

Inbox
them into Project lists or converting them into Projects themselves.

Entering tasks into Nozbe can be accomplished in a number of ways.

The Nozbe applications (Web, Desktop, Mobile), Email, Evernote or
Google Calendar will work. For now we will cover the most basic
method, which is manually entering the tasks directly into the Nozbe
applications.

You will find that it is easy and fast to enter tasks into the Nozbe In-
All good task management systems use an Inbox: a place where you box. But consider this advance tip. If you already have a Project list
log any tasks or project ideas that you have as soon as they come to (see the next chapter), you can actually bypass the Nozbe Inbox and
mind. enter tasks directly into your Project.

You are not committing to doing the

task at that moment. You are just Inbox Tips
storing it somewhere until you can
1. Every task should be logged into Nozbe, either
reference them at a more appropriate
time. This is the primary use of the your Nozbe Inbox or direct to a Nozbe Project
Nozbe Inbox. list. Don't rely on your memory to keep these
For example, you are at your desk details.
and a task rears its head from your
2. Start your task with a ‘verb’ if possible, this
boss that needs to be done by the
end of the week. You can quickly helps define the tasks outcome.
note the task in your Nozbe Inbox
and get back to what you were doing.
3. Desired outcomes (Projects: page 12) can
If you are out and about and see a flyer for a show you’d like to see, start life in your Nozbe Inbox also. It’s not
you can quickly enter the details into the Nozbe mobile app (or take a reserved for single tasks.
photo to capture the info) and continue your shopping. The objective
is to not trust your memory to remember tasks as things are all too 4. If the task takes 2 minutes or less and you
easily forgotten. could do it right now… DO IT NOW.

8
Creating a new task Quick add (Web and Desktop)
Getting a task or future project idea It’s also possible to enter a Nozbe task using the keyboard shortcut
into your Nozbe Inbox is very straight- SPACE. Wherever you are within the Nozbe Desktop (Windows or
forward. Linux) or Web app you can press SPACE and the quick add window will
appear. Just type the task and press Enter.
Within the Nozbe application first select
your Nozbe Inbox. This view will show
you any existing tasks already in your
Inbox.

You can then press the + but-

ton in the bottom right of the
Nozbe application.

The task entry box will appear at top of the Nozbe window. You can
now enter your task name and press Enter.

Any tasks you enter here will be stored in your Inbox until you move
them to a Project list or complete them.

9
Quick add task (Mac)
If you use the Nozbe Mac application there is a special global hotkey
combo that will bring up a quick entry box to allow you to enter a task.
Even if you are not in the Nozbe application, you only need to have
the Nozbe application running in the dock for this to work.

First, make sure the desktop Nozbe application has been started. It
can be minimized to the dock, but needs to be running.

Whenever you need to add a task to Nozbe use ‘Ctrl + ⌘ (Cmd) + t’.
A task entry box will appear on your screen where you can enter the
task.

You can change the hotkey settings in

the Nozbe app menu under Native app
settings.

10
 With each letter you type the auto complete list of your choices ap-
The power of the # pears and decreases in size, narrowing down its search of your exist-
ing Projects, Categories and other available parameters.

So far, all of your tasks entered using any of the above methods will
appear in your Inbox for you to process into Project lists and assign
Categories later. It is possible to process any task as you enter it using
the # to assign Projects, Categories or other Nozbe parameters.

Having an understanding of this from the start will help you master
Nozbe much quicker.

Once you have setup some Projects (next section) and Categories (Sec-
tion 3) you can use the # when entering tasks using any of the meth-
ods covered earlier.

When entering your

task, type the # sym-
bol at the end to tell In the example, as I start to type #birthday the choices reduce to any
Nozbe you want to add Category or Projects with the word ‘bi’ in it.
some extra task de-
If the first choice is the Project / Category what you want, simply
tails. Then type any of
press tab to select that item. You can also select the correct entry if
your existing Projects
given multiple choices.
and Category names.
Yo u c a n a l s o a d d The relevant Project/Category/Parameter is then added to your task
Nozbe parameters like entry. You can then use # again to assign more parameters to the task
Due Date, Time to finally create a fully formed task with all parameters assigned.
needed and even add
text comments by us- If you are presented with a number of choices, you can use the key-
ing ## then your comment. board arrow down key to scroll through multiple selections to the cor-
rect entry and then press tab to select the parameter. Or you could use
Note: you cannot create Project or Category names in this way, you the mouse to select the desired entry. Sometimes the quickest method
can only select pre-existing ones. is to keep typing until you are left with one choice!

11
Remember that it’s possible to chain more than one of these # actions
to fully populate your tasks details. Just type another # and add the More Nozbe # Parameters
next detail if needed.

Once you have added as many # parameters as needed, press enter
to create the task. If you specified a Nozbe Project using a # your
Task will be created directly in the Project, bypassing the Inbox. One
less task to process later!
Your Projects and Categories are not the only thing you can add using
this # method when entering your tasks.
It is also possible to add a number of Nozbe parameters to your tasks
including Due Dates, time to complete and even if the task should re-
peat.

P ARAMETER TYPE E XAMPLE

Priority (Star) #Priority or #!

Any of your Projects #Birthday

Any of your Categories #computer

Time to Complete #1 h

Due day #tomorrow

With a small amount of practice it becomes a very efficient way to as- Due day #Sunday
sign your tasks Projects, Categories, Comments and Nozbe parameters
Due Month (defaults first day of Month) #October
right from the task creation box, removing the need to process your
Inbox at all. (Section 4 covers processing of tasks) Recurrence #every week

Comment (Text only) ##This is a comment

Later sections will cover all of these parameters in detail. For now the
objective is to bring the # to your awareness. Using it just to assign
Projects, Categories and comments alone can be a huge time saver.

12
B ONUS MATERIAL !

To accompany this book I have also created a little reference guide to

Nozbe which you can download free from the ProductiveWizard.com
website. It’s a handy guide to remind you how to use some of Nozbe’s
features including all of the # parameters.

13
S ECTION 2 Projects can be given the Nozbe Label ‘Personal’. They are just an ex-
tra layer of organization you can apply to your Nozbe Project structure.

Projects and
Labels
A project in its most simplistic terms
within GTD principles is ‘an outcome
that needs two or more actions to Project Tips
complete’

A Nozbe Project list can be viewed

1. A Project is an outcome that needs two or
as a way of breaking down large more steps to complete.
tasks into smaller more manageable
tasks. For example ‘Arrange a Birth-
2. A Project can also be used to list associated
day party’ will possibly be made of a number of smaller tasks, such as, things together.
find a venue, buy a gift, order some food and send invitations. Once
all tasks are complete, the Project can be marked complete. 3. Name your Project with its desired outcome if
applicable.
Nozbe Project lists can also be used as a way of grouping similar tasks
together. This can be useful for things that do not have an actual end- 4. Assign Labels as you create your Project.
ing and will never be completed. Examples could include a list of
‘Books to purchase’ or a ‘Bills to pay’ - both equally valid as Nozbe Pro- 5. Keep Project names short and distinct.
jects.
6. Use caution when selecting Delete Project.
Nozbe Labels can be used to group Projects together. i.e. all of your
Work Projects can be given the Label ‘Work’ and all of your Personal

14
 Give your Project a
Creating a new Project meaningful name, keep-
ing the name short but
using something you will
For every task that you create, you need a be able to associate with
place to store it. Project Lists are a way to in the future.
store related tasks so they stay together.

There are two basic ways to use Nozbe

Projects and I find using a mix of both Family vacation
brings the most benefits. Training course
Clean the Garage
1)Traditional Projects like ‘on-boarding a
new employee’ or ‘planning a vacation’ will Service review
have a number of real tasks that need to Team Meeting
be completed if the desired outcome of Launch Product xyz
the project is to be reached.

You may ask why keep the Project names short? The main reason is
that makes things easier once we start emailing tasks directly into a
2) Using Project lists as a way Nozbe Project in Chapter 2.
of grouping related tasks together into a
more basic list. For example, Project If you want to elaborate on the project and what you hope to accom-
Lists called ‘Music to listen to’ , ‘Bills to plish by completing it, use project descriptions.
pay’ or ‘Household tasks’ can also be
used.

To create a new Nozbe Project, select

the Projects icon in the navigation tab
and press the ‘+’ button at the bottom of
the Project list window.

15
Add a Project Description
Adding a description to a Project is a great way to add extra detail de-
scribing the purpose of the Project list. This should allow you to keep
the Project name shorter.
Describe the intended outcome of the project or what purpose the list
serves. It could help in the future to remind you why you created the
project if you end up with many Projects.
It’s not mandatory to use project descriptions, but they can be useful
when you want to come back to a given project after a while of inactiv-
ity.
Having selected the Project from the Project list click the Pro-
ject settings icon to open the information tab.
Click the Edit button and add a fuller de-
scription of what you will accomplish by
completing this project or, if it’s more of
a basic list, detail what its purpose is.
Project Labels
You can add one or more Labels to each of your Nozbe Projects. This
Label can be used in a number of ways. The most basic place to start
is to Label Projects based on your 'life areas', or your personal and
professional/work life. Just using these two Labels can help you shift
your mind between your life areas when reviewing your Projects.
Let’s imagine you have 20 Project lists,
some work based and some personal. If
you Label each Project appropriately,
you can filter your Project lists by Label
very easily to only display your work
Projects when at work.
Other uses for Labels could be grouping
Projects by client or person. You may
have a number of Projects spread
across different clients. Creating a Label
for each client could be useful, allowing
you to quickly filter on one clients Pro-
jects using the filter Label option.
Nozbe Project lists can have any num-
ber of Labels, it is very easy to Label a
Project 'Work' and 'Reynolds Account' at
the same time.
Look for more ideas on using Labels
throughout the rest of this book.
16
To add a Label to a Project, click on the Project information icon and
select Labels. Color Code your Projects
From here you can assign
your Project list to an existing A useful feature within Nozbe is the ability to color code your Project
Label or click the NEW but- lists to help organize them.
ton and create a new one.
You can set and change the color of your
Are you just starting out with Project folders by selecting the Project
Nozbe? You might want to folder from the project list and pressing
start with only a few Labels. the Info icon to open the Project info
You can always add more La- tab.
b e l s w h e n yo u r P r o j e c t
grows. A selection of project colors is then acces-
sible.
I strive for a simple life and
my Nozbe setup echoes this. It’s 100% up to
I currently only use a small you how to
number of Labels, but I add color code your
and remove more depending on what’s happening in my life. Projects. You
could color
• Work code a group
of related Pro-
• Personal
jects together
• Client names my work revolves around. by using the
same color or
• Vacations (3 next year, I hope!) perhaps by importance (Red = Impor-
tant, Green = No rush)
• Web_Projects

• Nozbe_Book (of course!)

Remember - it is possible to assign your Project lists multiple Labels;

this can also be very useful.

17
Sort Projects - Desktop Sort Projects - Mobile
You can sort your list of Projects by simply dragging and dropping With mobile devices, you are not
them in the Project list on the desktop or Web app. Arrange them in able to drag Projects into a new sort
an order that makes sense to you. For example: put the most impor- order directly from the Project list.
tant or most used projects at the top. First you need to be in Edit mode.

Sort Projects Alphabetically Click the edit button at the

bottom of the Project list win-
It’s also possible to automati- dow. You can then drag the Projects
cally sort your Project list al- into the order you want with the
phabetically. hamburger icon.

Click the Edit button at the

bottom of your Project list. At
the bottom you will see an
AZ button.

When enabled, this feature

automatically sorts your cur-
rent Project list, and any new
Projects you add later, alpha-
betically. To sort Alphabetically it’s exactly
the same as the web and desktop
If you find you would rather versions.
sort your Projects manually,
just click the AZ button again
to turn off the feature.

Click the AZ toggle button while in

edit mode to turn the feature on or
off.

18
 The task capture window will stay open, allowing you to quickly type
Add a task to a Project the next task if you want to add more than one task to this Project

Now that you have some Project lists, you can start storing any rele-
vant tasks within them. In ‘Section 4 - Processing’ we will process any
tasks in your Nozbe Inbox into Project lists. However you may find
yourself in a Project list and want to add a task directly to this list.
This can be really useful if you have a number of tasks you want to en-
ter that all belong in the same Project - rapid entry as you get every-
thing relating to that Project list out of your head!

If you select an existing Project from your Project list and then use the
task add + button in the lower right part of the screen, a task capture
window inside that Project list will appear and you can type your task,
then press enter.

19
Top or Bottom of your List?
Some project tasks may need to be completed in a specific order or
you may prefer newer Tasks to appear at the bottom of your Project
list. Nozbe allows you to choose where your task is created - at the top
or bottom of your list.
You may have noticed a green arrow on the task entry bar when enter-
ing tasks, this shows you where the new task will be entered on the
list.
Complete a Project
Some of your Nozbe Projects will have a defined end point. The Birth-
day party has been thrown, the end-of-year reviews have been com-
pleted or the garage has been cleaned! You will have completed each
individual task in your Project list and you now need to remove it from
your Nozbe Project list and bask in your glory!
Click the Project info button and look towards the bottom of the Pro-
ject info bar for the Complete Project button.

The top -

Or the bottom -

Type the task name, then click the Arrow in the task entry window to
toggle between the top or bottom of your list. Your choice is remem-
bered for the next task entry.

You can still drag tasks into a different order on the desktop/web ver-
sions if you think a task should be between existing tasks.

20
Clicking this will launch a popup window asking if you want to move
this Project to completed Projects? Restore Projects
Once you have completed a pro-
ject successfully, you might be
asked to complete a similar pro-
ject again - a victim of your
Clicking YES will mark your Project complete and move the whole Pro-
own success! Rather than build
ject, all of its completed and uncompleted tasks and Project attach-
a new project with all the same
ments to a hidden part of Nozbe where your completed Projects are
tasks you could use a Project
stored. NOTE: They are not deleted!
Template. (Section 5)

Thankfully, it’s very easy to re-

store any completed Projects
and tasks back into Nozbe.

In your Project list you will see

a Show Completed button. Click-
ing this will reveal all of your
completed Projects below any
currently active Projects.

They are easy to identify. They

are more transparent than your
active Projects and listed by
completion month. Select the
Project you want to restore and
the tasks will appear where you
can browse them if you want
to.

21
To restore that Project, just press the Restore Project button and the
Project. Its tasks and attachments will be moved from ‘completed Pro-
jects’ to your ‘active Projects’ list.

In a similar fashion to the ‘Show Completed’ Projects, you can click the
‘Show Completed’ tasks box in the task list window to reveal all of the
tasks in that Project. You can then un-tick the tasks to make them in-
complete again and they will show up on your restored Project list
ready to be worked on again.
The individual state of each task at the time you completed the Project
will also be restored. Any completed tasks will still be completed and
not visible at first.

22
Project Search Delete a Project
After using Nozbe for some time you will probably end up with a lot of If you really have no more use for
completed and active Projects. Finding a specific Project can be a little one of your Projects, you can perma-
painful if you have to scroll through a long long list of Projects. nently delete it from the Project info
bar by clicking the the Trash Can
At the top of your Pro- icon.
ject list there is a search
box. This search will Select yes if you are sure you want
only search your Project to PERMANENTLY delete that Project
list names not your and all the tasks contained within it.
tasks. As you type, the
search will reduce the
list to only Projects with
the search value.
C AUTION
It is also possible to
search completed Pro- Deleting a Nozbe Project is irreversi-
jects. ble. Your Project cannot be recov-
ered. All tasks, comments and attach-
Click the ‘Show Com-
ments stored in Nozbe are gone.
pleted’ Projects button
Scary stuff!
before you begin your
search to list all of your The old version of Nozbe gave you a
Projects. Then type your search query into the search box to find your fairly good warning of the severity of
results. your actions....

There is no such warning in the lat-

est version of Nozbe, just ‘Are you
sure?’

23
S ECTION 3
Have you ever wondered why some old school GTD’ers

Categories use the @ symbol in front of their contexts? In early

versions of some software it was the easiest way to float
folders that are alphabetically sorted to the top of a list,
the second reason? @ makes sense for many contexts!
@computer - When I’m @ (at) my computer.

With the introduction of Nozbe 2.0,

Contexts became Categories over-
night. There is no difference in how
everything works, Categories are Category Tips
thought of as a more general term
to apply to your tasks. In this book 1. A Category can be a physical location.
both are interchangeable.
2. A Category can be a specific tool.
Assigning Categories to your tasks
helps elevate your productivity sys- 3. A Category can be a mental state.
tem above being just a collection of
4. Keep the number of Categories to a minimum
tasks in Projects lists. They allow
you to group tasks from differing at first, don’t micromanage!
Projects together at another level.
5. Review your Categories regularly. Add and
This GTD idea of contexts is very powerful and helps you refine the remove them as needed.
choice of task you could be working on at any given moment. You can
choose the next task to tackle based on the Category or context you 6. Each person’s Categories will be different.
are currently in. Don’t stress over your own too much - they
will develop over time!

24
Each Nozbe task you create can be assigned a Category/Context. It It’s perfectly feasible to use Nozbe without using Categories, but you
could describe what tool, place or person you need access to in order miss a lot of extra functionality.
to complete that task, or help group tasks together that share some-
thing in common.

Examples;

1) Imagine you are sitting in your office thinking about what

task to complete next. You can simply filter your Nozbe actions accord-
ing to an Office context. This newly filtered list will show you only
things that need to be completed at this location, hiding any tasks you
have assigned Home or Supermarket etc., that you could not complete
at that time.

2) It can be useful to batch process a number of tasks. For example,

you have just completed a task on your Work Laptop, you then
check your Nozbe Work_Laptop Category and find there are other
tasks that need to be completed on your Work Laptop.

Example Categories

Home School
Work Church
Computer Agenda (A specific person)
Supermarket Waiting For
Phone Read/Review
Errands Team
Email Garage

25
Creating a New Category Category, Icons and Color
Adding a new Category is very simi- Once your Category has a name,
lar to adding a new Project. Select you can assign it an individual icon
the Category view in the left panel and a color, which is a useful visual
and then select the + icon. prompt.

A new text entry box appears at the In the Category list, select the Cate-
top of the existing list of Categories. gory you want to change, click the
Type the name of your new Cate- information icon and a new panel
gory. will open.

It will appear towards the bottom of Click the gear icon and
your list and may be slightly greyed you can edit the name
out to indicate there are no tasks of your Category by
assigned within this Category. pressing the Edit button.

Set the icon and its color by select-

ing the relevant buttons.

You can drag your Categories into

any order on web or desktop applica-
tions.

Edit mode works similarly to

the Edit mode on Projects,
allowing you to move Cate-
gories on mobile device, sort by A-Z
or delete multiple Categories.

26
Delete a Category
There are two ways to delete a Category. Using the edit command in
the Category list view, select one or more Categories and press delete.
Alternatively, the Remove Category button in the information view will
remove the Category you are currently viewing.
Rename a Category
You may wish to rename an existing Category, to correct an error. Se-
lect the Category you want to change in the left panel, click the info
icon then press the Edit button to rename.

The important thing to remember is when you remove/delete a Cate-

gory, any tasks assigned to that Category are not deleted. All of the
tasks will remain, but the Category will be removed.

27
S ECTION 4

Inbox Processing

We are now at stage where all of the ground work is done. We have
an Inbox with some tasks, some Projects lists and some Categories. Inbox Processing Tips
The next step is to process each task into a relevant Project and assign
a Category if needed. 1. Process your Inbox to zero everyday. Your
The important takeaway from this section is very simple. You should
tasks should not live in your Inbox.
not leave all of your tasks in one long list in your Inbox. The idea is to
2. If the task takes 2 minutes or less, DO IT
move (process) all of your tasks from the Inbox to somewhere more
logical (a Project list). You will enter some extra details for each task, NOW rather than log it into Nozbe if possible.
and it is these details that elevate your basic task list into a full produc-
3. Assign Contexts to each task from your Inbox.
tivity system.
4. Estimate the amount of time a task will take if
Each task will have some or all of the following information assigned to
it: Project, Category, Time needed, Due Date, if the task repeats and applicable.
who should complete it for shared Projects. Not every task will have a
Due Date and you may find it impractical to assign Time needed to
5. Assign a Due Date if needed.
every task. You may not even use a Category on every task but at a
6. Mark any Priority tasks with a star.
minimum to be effective you must move a task to a Project list.
7. Assign the task to a Project last.

28
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29
S ECTION 5

The Extra bits.....

In the previous sections we explored the basics of Nozbe tasks, how to

get a task into Nozbe: assigning a Category, storing the task in a Pro-
Guidelines
ject list and making the task a Priority if needed.

These are the basic cornerstones of many productivity based systems 1. Converting a recurring Project into a
but there are a number of other options and features within Nozbe we Template is a great timesaver for any Projects that
can utilize to make Nozbe even more powerful. reoccur.

2. The Time Needed field is optional, but do

not discount it completely! It's a handy way to
estimate your Project completion time.

3. Comments are not just a way for you to

chat to other task collaborators. Comments let you
add useful information to your task, helping you
get the task done.

30
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31
C HAPTER 2

External Apps

One of Nozbe’s stand out features has always been its ability to inter-
act with a number of external applications: Evernote, Google Calendar,
Email, Dropbox and others.

While Nozbe works perfectly fine without these applications, adding

one or more of them to your Nozbe workflow will improve your produc-
tivity, guaranteed!
S ECTION 1

Email

Guidelines
Email. Love it or hate it there’s no escaping from it. For many people
email seems to be the number one way they receive requests (tasks 1. If an email is actionable and will take more
and Projects) from colleagues and customers. Thankfully Nozbe makes
than 2 minutes to complete, forward it to your
it really easy to ensure none of these tasks slip through any gaps.
Nozbe Inbox to complete at a later date.
A simple setup needs to be completed to create a unique Nozbe email
address that you can email your tasks to. 2. Do not use your email system to track what
needs to be done. Forward things to Nozbe to
Once completed, you can work through your email Inbox and forward
any emails that could be task based directly into Nozbe. Things like a
track them better.
single task, a project idea or a document you must read are good can-
3. Some emails just need to be read later. Setup
didates for this.
a Read/Review Category to email these types
With Nozbe email setup, you can quickly and easily work through all of of email into and batch them together to read
your emails and achieve the mastery of Inbox zero with all actionable
emails in Nozbe.
when it’s an appropriate time for you.

33
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34
S ECTION 2

Cloud storage Dropbox, Box

& Google Drive

Cloud based file storage is a way to host any of your documents in the
‘cloud’ that are accessible using many devices where you have a con-
nection to the internet. They also allow you to sync copies of your files Note
between your devices.
All three of these services work very similarly. To
When used with Nozbe, these services (Dropbox, Box and Google
avoid repetition, I will us Dropbox in my examples.
Drive) can act as your reference file repository for your tasks and Pro-
jects. However the process applies to all three services.

You will of course need an account with one or more of these provid-
ers. They all offer free tiered accounts with generous storage amounts.
If you haven’t already decided on a cloud storage provider I would sug-
gest Dropbox. It has the easiest learning curve and comes with a gen-
erous 2GB of free space to get you started.
There’s nothing to stop you from setting up all
three services within Nozbe as they will all work
together, but for simplicity I would advise you use
one cloud storage provider.

35
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36
S ECTION 3

Evernote

Evernote is a product designed to collect and store everything digital

and paper. From Web pages you bookmark, to scanned receipts you
want to keep. Once within Evernote it can be found with an easy
search. It’s an excellent product with a very capable free version avail-
able

Sign up for a free account at http://evernote.com/

My personal Evernote contains everything I want to keep; I try to be

as paperless as possible. Car documents, technical manuals, recipes,
travel documents, take-out menus and a lot lot more!

The new version of Nozbe has changed how it interacts with Evernote
in a number of ways. It’s now very much in line with other cloud stor-
age providers that Nozbe supports.

37
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38
S ECTION 4

Google Calendar

Google calendar has become the default calendaring app for many peo-
ple. Wether you use it natively or through a third party app like Sun-
rise or Apple Calendar, it is a great productivity tool for managing your
appointments.

Best of all, Nozbe and Google Calendar work really well together!

When you link Nozbe to GCal (Google Calendar) a new separate calen-
dar is created in your GCal account that only displays Nozbe tasks that
have a Due Date. When you review your Google Calendar, you will also
see any ‘must do’ tasks for that day without having to jump into the
Nozbe application.

Signup for an account https://www.google.com/calendar

39
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40
C HAPTER 3

Working With
Others

Nozbe is not just a single user experience. It can also be used as a

tool to collaborate through tasks with other users.

You have the ability to share Projects with other people, delegate tasks
to individuals, comments to tasks or files to Projects, reducing the
need for email.

It’s even possible to invite someone to work on a Nozbe Project with

them using a free account. There are generous people at Nozbe!
Want to read more?
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42
C HAPTER 4

Workflows that
Work

This chapter will detail some extra tips and workflows as to how I and
others use Nozbe. All the ideas have been part of Nozbe users work-
flows and one or two may fit your own needs.

Remember there is no right or wrong way to use Nozbe. Just find ways
that work for you.

I am sure you will develop or already have your own Nozbe workflows.
Please drop me an email with any interesting ways you use Nozbe as I
would love to incorporate them into future versions of the book for
other users to adopt for their own use.

marcus@ProductiveWizard.com
S ECTION 1

I Did It My Way.....

“Productivity is never an accident. It is always the result

Whenever I am quizzed about Nozbe the top questions always include:
of a commitment to excellence, intelligent planning, and
• What Categories do you use? focused effort.” - Paul J. Meyer

• What do your Daily and Weekly reviews look like?

• How do you prioritize?

• Just how do you use Nozbe?

I always try to make excuses and advise that there is no ‘right’ way to
use Nozbe. Yet there is always an unhealthy interest in other peoples
productivity setups. Yes, I’m just as guilty!

This section describes how I effectively use Nozbe for my own unique
set of circumstances. It’s here as an example, not as a rule for using
Nozbe. Adopt any ideas that resonate with you into your own Nozbe
workflow and explore section 2 for more ideas.

44

My Categories
Building your Nozbe setup for the first time can seem a little daunting
with Categories seemingly giving new users the largest headache.
Don’t worry, setting up your first list of useful Categories can be
straight forward. The main idea to remember is adding and removing
Categories as needed is the way Nozbe is designed to work.
So, as an example, I will walk you through my own real life day-to-day
Categories.
I like to keep things simple in my life and that includes Nozbe. Some
may like to micro-manage their Categories/contexts, having many, but
I prefer a simpler approach.
Computers
I did say I like to keep things simple, yet my
first three Categories are separate PC de-
vices! In my defense, all three Categories are
very different - each with limiting factors due
to my job roles. I would imagine the majority
of users would need only one or maybe two
computer Categories.
Office PC – The only way I communicate with many of my office col-
leagues is via this PC. The same goes for accessing files and doing
work!
Work laptop – Similar to above with access to my employers internal
network. Some tools are available only on this device, such as
timesheets and leave booking requests.
Tech – All of my personal PC devices. Including Mac’s and mobile de-
vices. I don’t differentiate between mobile and PC devices anymore as
they are all fully computing devices. Any can accomplish most of my
computing needs.
Locations.
Just the three locations. I guess there is one
other location I could use: Commute
I could use it as a Category for my daily com-
mute, however, any Tasks I could complete on
my commute are usually covered under the
Tech Category.
Office – My daily office location, used for office tasks that don’t in-
volve an Office_PC.
Home – Guess where this is? Here you may find chores around the
house like the weekly garbage routine and odd jobs.
Errands – Reserved for things I need to do when out and about.
Things like posting letters or things I need to buy. When planning a
trip to a store or when I arrive, I will spend a few seconds to glance at
this Category to see what else I might need to do while out for Er-
rands.
45
The Remainder Temporary Categories
Agenda – For things I need to discuss As I neared the end of this book I cre-
face-to-face with people. This is a general ated a Nozbe Project that was shared
thing which I do change from time to with a number of (amazing!) Nozbe
time to have multiple Agendas to read: users. They kindly helped review the
Agenda-Tom for things I need to discuss contents before release. For this pur-
with Tom. pose I introduced two temporary Cate-
gories specifically for use with this
Phone – Any phone calls I need to make. project.
Rather than being location based, my
phone calls are usually time based. I’m Idea - New ideas for the book that were gathered during feedback.
not going to call my work colleague at
9pm, but I might call my parents. This is usually reflected with a Due Fix this - Any errors found were highlighted as a task and assigned
Date and Time. this Category.

This Week - As covered early in this chapter, my special Category I was then able to filter the shared Nozbe Project by Idea or Fix this
that I use in my Weekly and Daily Reviews. to see what needed to be done.

Read/Review – Anything I plan to read or review gets assigned Once the book is completed I can consider removing them. This is the
here. Usually it’s an Evernote note document with a Reminder added. flexibility of Nozbe Categories.
When in Nozbe, I can actually complete my Read-Review task within
Evernote Reminders - This Category is reserved for Evernote notes
the Nozbe application. Once I’ve reviewed the document, I remove the
with a reminder. It’s a good reminder to clear out outdated reminder
Reminder in Evernote if I want to file it, or I just delete it.
alarms in Evernote.
W/F (Waiting For) – I use this Category if I'm waiting on an action
from other people who I can't share/assign the Nozbe Task. Nozbe ad-
verse users! For reference I add their name to the task’s title and as-
sign the task a W/F Category. During my Daily or Weekly Review I will
have a quick look at this Category and give a gentle reminder to the
person as needed!

46
My Final Category list
My final list is placed into a useful order to my own liking. This just
makes things easier when I assign a Task a Categories from the Inbox
using drag and drop on Web/Desktop.

Computers

Locations

Misc

Each Category is also colored coded in

a very basic way to allow easy identifi-
cation.

Red - Professional

Blue - Personal

Other colors - General

47
Nozbe Labels as ‘Life Areas’ Color code Projects/Labels
This is one idea I have used from day one and recommend new When I create a Project with
Nozbe users also adopt this. a ‘Life Area’ Label, I also set
the color of the Project to re-
At the most basic level, I use three simple Labels/Areas: Work, Per- flect this Label.
sonal and Website.
Work - Red
Any Nozbe Project I create will be assigned one of these Labels / Ar-
eas. Perhaps for you there could be more. A social club you help man-
Personal - Blue
age. A Church group or club. Perhaps you manage a number of blogs.

The idea is to assign each of

Websites - Amber
your Projects a life area Label.
The only reason I do this is
It’s then really easy to view all
to help identify at a glance
related life area Projects within
my current ‘Life Balance’. If
Nozbe.
my Project list is all Red
When I am at my office and (Work Label) I know I could
need to concentrate only on do with some nice personal
Work Projects, in the Nozbe Pro- Projects (Blue) in there also.
ject view I select the tag icon
This also saves me from ap-
and then select Work. My
plying a Label filter to see
list of Projects is then fil-
the area a Project belongs if
tered to just Work Projects,
I’m looking at all of my Pro-
allowing me to quickly re-
jects as a whole.
view all work Projects, and
keep my personal Project of
‘Find a new Job’ hidden on
my Personal Project area
when my boss walks by....

48
This ‘Week Category’ Setting task Priorities
I have a special Category called This Week and its use is primarily I love to keep things simple. Adding priorities to Projects or tasks feels
during my Weekly Review. This helps keep my Priority List to a sharp like over-complicating a system. I prefer just to re-organize Projects
focus. with drag-and-drop in Nozbe.

I always have tasks that are on the horizon that don’t have a fixed Due Nozbe allows you to sort
Date. They don’t need my immediate attention like a Priority Starred your Projects by hand. Sim-
task does. ply drag and drop each task
into an order that reflects
As I review my Projects and tasks, one by one, as part of the Weekly either the priority of a task
Review, I add an extra Category This Week to any tasks that I need (more urgent at the top) or
or want to be complete in the next seven days. This Category does not put the next action at the
replace any Categories that you have already assigned to your task, it top. When I perform my
sits alongside them. Weekly Review I can quickly
scan the top few tasks of a
Project, decide if they need
to be completed soon, add
the ‘Next Week’ Category, or
add a star if it needs my im-
mediate focus.

Any Due Dated tasks get

The idea is to create a Category list called This Week that is made of
dragged to the bottom of a
a list of tasks that I would ideally like to get done in the next 7 days.
Project, as I know once the
This Category is where I go as part of my Daily Review to select the Due Date arrives, the task
tasks I want to tackle next. It’s also my ‘bonus’ list of tasks I will look will appear in the Nozbe
to next if I complete all of my Priority tasks on a particular day. Focus/Next actions list.

My simple rule is: Tasks on the top of a list have a higher priority. Keep-
ing things organized this way helps me keep on top of my Projects.

49
 The reasons I do this:
Priority List = Focus List • I find looking at a long, long list of all the things I have to do can be
overwhelming.

I aim to keep my Priority List as small as possible. This is not always
possible when tasks with Due Dates arrive or team members assign
you tasks that appear in your Priority list, but I try to keep it manage-
able.
My Priority list is reserved for the tasks I am working on that day or
tasks that need to be completed that day only.
• Completing all tasks in your Priority list on daily basis, is a great way
to build momentum.
• Due Dated tasks are by their nature important; so important that
they appear on your Priority list to get your attention each morning.
If your Priority list is already 30+ tasks long it’s far too easy to miss
them!
• Adding a Priority Star to a task from a shared Project generates a
nice update for other team members, telling them you are working
on the task, if they are subscribed to email updates for shared Pro-
jects.

Mentally, I call the Priority list my Focus list.

My Priority list contains only tasks that ‘I want to’ or ‘have to’ work on
that day. I aim for around 3 - 5 tasks at the start of the day.

If I complete these tasks during the day, I can add new tasks to the
Priority list, usually from my This Week Category. If something urgent
comes up I can also add it directly to the priority list if it needs to be
completed today. Otherwise, it goes into the Nozbe Inbox for process-
ing later.

50
My Daily Review
Review the context - This Week.
If my Priority list is looking in good shape, with a minimal number of
tasks, I then head to the Category ‘This Week’. This list contains any
My Daily Review is the way I start each day. It’s a way to check what’s soon to be ‘hot’ / Priority items I selected in my Weekly Review. I then
ahead and to ensure I am prepared. add a Priority star to any task that I want / need to work on today.

1. Check my calendar I try to be realistic and don’t select them all, as I can always come
back to this list if I do complete my priority Actions list during the day.
I check my standard appointment calendar (Google Calendar) to re-
view any appointments or meetings that day, as these can seriously That’s it.
affect the type of tasks I can tackle. I can also review any Nozbe tasks
with Due Dates of today as they will appear here.
Combined with the Weekly Review, a Daily Review should only take me
2. Review Nozbe on any device a few minutes each morning. A quick browse through my Priority List
Review Nozbe Priority list. and one other context This Week should be all I need to stay on top
of my tasks.
What do I need to complete today? Things left over from yesterday
will still be here along with any tasks with a Due Date of today or ear-
lier. Do they demand my focus again today? If not, I remove the Prior-
ity star.

Complete old tasks.

Any tasks I did complete but neglected to update Nozbe.

Consciously acknowledge any new Due Dated / Priority tasks

that have appeared overnight. Note

Consider what implications these tasks already pose on my time as I Sometimes during busy weeks, I find it useful to
move on to the next step. perform a mini Weekly Review at a random time.
In this way, I make sure no tasks have slipped
through my system.

51
My Weekly Review
The Weekly Review is my opportunity to keep my productivity system
in tip-top shape and make sure nothing has slipped through the
cracks. I try to keep it as simple as possible to keep the time it takes
minimal. A small amount of time on Sunday evening or Monday morn-
ing is all that’s needed.
3. Empty my paper Inbox tray into Evernote.
Throughout the week, I place anything that I want to scan or keep
into a old fashioned Inbox tray at home. Bills, applications, takeaway
menus, receipts, etc. These are then scanned into Evernote for safe
keeping.
If anything is going to need an action and scanned into Evernote, I get
it into Nozbe using the reminder function of Evernote.
4. Empty the Nozbe Inbox
If I haven’t been processing my Nozbe Inbox on a regular basis I could
have a number of tasks and project ideas in my Inbox. Today is the
day I process them and, as discussed in Chapter one, the following
rules apply:
Can I do the task in 2 minutes or less right now?
If I can, I do it right now! No excuses!
Assign each task a Category.
The context should reflect what or where you need to be to complete
the task.
Do I need / want to do this task in the next 7 days?
This is the important step for my setup. If you answer YES to this, add
the extra context to the task called ‘This Week’ as we covered earlier.
Does it need a Due Date?
Add a Due Date to the task if it needs to be completed on a specific
date or I think a reminder would be good.
Do I need to do this Task today?
STAR / Priority any tasks I need to do today. Occasionally we all find a
task in our Weekly Review that has slipped through the net and should
have been completed already. Marking it with a star will allow me to
focus on the task.
Assign the Task a Project.
Assign the task a Project or turn the task into a Project if it’s more com-
plex than a single task.
Within a few minutes, my Nozbe Inbox is empty.
5. Review each Nozbe Project.
Now my Nozbe Inbox is empty, I need to review each of my Nozbe Pro-
jects one by one.
I look at each Nozbe Project and scan through each Task and ask my-
self a few mental questions about each Task and the Project as a
52
whole. I use this opportunity to manually sort more important Tasks to
to the top of each Project list as I go.

Is this Project needed anymore?

If the Project list is empty, can it be closed? Is the Project still rele-
vant?

Should this complex Task be a Project on its own?

If yes, I convert the Task into a Project.

Have I completed this Task already?

I close the task and congratulate myself on my awesomeness.

Do I still need to complete this Task?

Things change over time, perhaps this task is no longer needed.

Do I need / want to do this Task in the next 7 days?

This is the important step for my setup. If I answer YES to this, I add
the extra context to the task called ‘This Week’ as we covered earlie

Note

Avoid the urge to tackle any task that will take

more than two minutes to complete. Sometimes
this can be difficult as you come across a task that
would give you pleasure doing it right now.
Perhaps the ‘Find vacation destination’ task calls
you... be strong! :)

53
S ECTION 2

More Workflow Ideas and Tips

The previous section showed you how I use Nozbe myself. This section
gives more examples of how you can use Nozbe to solve specific sce- “If the only tool you have is a hammer, you tend to see
narios to stay organized. every problem as a nail.” - Paul J. Meyer
Studying how other Nozbe users create their own workflows can be
really useful, even if the subject matter is not 100% aligned to your
own needs.

For example: When you see how someone handles lots of clients using
Nozbe Labels, it could trigger an idea as you look at ways to manage
multiple blogs.

This section is designed to grow with each release of the book. Nozbe
users around the globe have there own workflows and tips.

I call upon you all to share them for inclusion in future updates.

Drop me an email marcus@productivewizard.com

54
Want to read more?
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please purchase the full version of The little book of Nozbe.

BUY NOW WITH A 30% DISCOUNT

55
S ECTION 3

Apps and Nozbe

As technology presses ever onwards, Nozbe has always striven to keep

pace. From its first tentative steps with a mobile web version, to the
multiple apps across many platforms we have today.
“The number one benefit of information technology is
that it empowers people to do what they want to do. It
But it’s not just Nozbe that continues to develop. Third party service lets people be creative. It lets people be productive. It
providers change over time, Nozbe has had to adapt to keep things
lets people learn things they didn't think they could
running smoothly and incorporate new services.
learn before, and so in a sense it is all about potential.” -
As Nozbe continues to grow, new features large and small make their Steve Ballmer
way into each new release. Yet as fast as Nozbe grows there is not al-
ways a direct technological answer to be found for some issues.

This section will detail new Nozbe application features as they are re-
leased, some clever workarounds to features not yet developed, and
extra tips to help you get the most out of third party service integra-
tions.

56
Want to read more?
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please purchase the full version of The little book of Nozbe.

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57
C HAPTER 5

Final Words
and Recap

Over the previous pages we have covered a lot of ground. From the
very basics, to more advanced integrations with 3rd party products.

Trying to create a book that is relevant to all experience levels is diffi-

cult. However, whatever your proficiency with Nozbe is, I hope you
found something of use from these pages. If the book helps improve
your productivity even a little I will be very proud.

I am sure Nozbe will continue to change and grow in the future and I
look forward to updating this book as it does.

But before we sign off, let’s recap on some important things and point
you in the direction of other resources of interest.
Want to read more?
To gain access to the remainder of this section and the entire book,
please purchase the full version of The little book of Nozbe.

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59
My Final Thanks

The Nozbe Team and the Nozbe community is amazing.

A simple request for some assistance with this book resulted in more offers of help than I could imagine.

My humble thanks to following Nozbe users: Lori Anderson, Vivian Myers, Bryan Shannon, Andrew Yee, Michael
Koehler, Chris Hunt, Peter M. Beaumont, Michael Grainger, Abby Leonard, Don Allen, Fernando, Kelly, Konrad.

Not forgetting my wonderful wife Louise, who gets everything done without Nozbe. ‘The productivity force is
strong with this one.....’

lx
 If this is the end of our brief relationship, don’t worry. I’m sure it was
End of the Lite version my fault not yours!

No need to struggle on your own though, there’s a wealth of informa-

tion on the Nozbe website to help you use Nozbe better.

Best wishes and good fortune!

Marcus - @Marcus_Platt

The aim of the Lite book of Nozbe was to give you a feel for the full
version. I also hope Nozbe users new and old may have found some
value in these pages.

If you’d like to continue your Nozbe journey and ultimately, learn to

use Nozbe like a Pro. My (unbiased?) suggestion would be to invest in
the full version of The little book of Nozbe of course!

Don’t forget, if you do buy the full version, all updated versions of the
e-book will be free. You will automatically be informed when new ver- BUY NOW WITH A 30% DISCOUNT
sions are available to download.

This is the beauty of an e-book. Just as well really, as the Nozbe devel-
opment team never sleeps it seems!

lxi