Productivity Desktop Apps for Academics, Writers, and Other Procrastinators
These are some of my favorite desktop apps. They help me organize, stop procrastinating, and get work done. Some of them are Mac-only, but some are available for multiple platforms. Hope they help you get some work done.
1. Evernote
I am constantly surprised at how many academics haven’t heard of Evernote. GET EVERNOTE, Y’ALL.
Evernote is a place where you can store your stuff. It holds web clippings, bookmarks, notes to self, photos, and all the random things that you would otherwise scribble on a napkin or the back of a receipt and promptly lose. Your stuff is stored in the cloud, which means that it syncs up and you can access it anywhere. Evernote has a desktop app that you can download and use offline, and a web-based app that you can access through your browser.
I love their web clipper extension for Firefox. When I see something important on a web page, I click the elephant button and save it as a new note in Evernote. Quick, easy, free.
Some specifically academic uses for Evernote:
Track research for articles/papers.
Write down ideas for future articles/papers (the ideas that would slip out of your head otherwise).
Keep track of door/key codes (I have 4-5 different door codes for my U, and they change every year!).
Clip articles for reading later (Evernote has a “plug-in” called Clearly that works well for this).
Clip lesson plans from the web.
Write stuff down to get it out of your head so that you can think about other things.
Academics have lives, too: among other things, I store the measurements of my dining room windows, the paint colors for the exterior of my house, my dad’s shoe size, and the item number for my printer cartridges. When I’m shopping at, say, IKEA, I use my phone to snap a pic of the item & bin number (Billy bookshelves—can I get an amen?) so that I can find it in their warehouse.
I also tend to clip websites into Evernote – yes, I could bookmark them in my browser, but that gets crazy after a while. Do I really need to have this British company who sells cute umbrellas—they call them brollies!—in my browser bookmarks? Probably not, but it doesn’t take up any room in Evernote. I keep my most-used sites (and I have plenty) in my browser menu and bookmarks, and put the rest of the random sites into Evernote.
I use Evernote as a vast receptacle of everything I run across and don’t want to forget. Word to the wise: tag your notes. Use as many tags as you want, but tag them. It helps so much when you are trying to find something later. You can also make groups of notes by making stacks of notes: check out this post from Michael Hyatt for more about using Evernote to the fullest.
*A word about Evernote and GTD (Getting To Done): GTD is a great productivity system/plan/book. I don’t really do everything in the GTD system, but my biggest take-away from it was this: write everything down. You have a limited amount of processing room or RAM in your head, and all of those times that you think “oh, I don’t need to write that down; I’ll remember” mean you are using up your RAM. If you write down the minutiae of life, you free up room in your head to think about more important things. This, for me, has been the best thing about Evernote—it frees up room in my brain. I can write everything down without worrying whether or not I’ll be able to find it later.
For you Harry Potter fans (and who isn’t?), Evernote is like your own personal Penseive; a place where you can put all of your memories and ideas for access at a later time.
Evernote is available for Mac and PC, and they have phone apps for iPhone and Android.
2. Leech Block.
Leech Block is a browser plug-in that is good for those of you who (like me) get distracted by the internet. LeechBlock allows you to set up limits for yourself on how much time you are allowed to spend on certain sites (*cough FACEBOOK cough*) before the program cuts you off. You can also set up certain times of day when the program will limit or prevent your use of the sites you choose. While this may sound like a “nanny” program, keep in mind that YOU set all the parameters. The best thing about Leech Block is that once it cuts you off, it is very difficult to change the settings to reach the blocked site (*cough PINTEREST) until your set time is up.
You can tell Leech Block to allow you five minutes of “distraction” time per hour, for example, from 7-10 pm on weekdays, but no limits on weekends (or whatever combination you choose).
The sites you block are, of course, specific to you—I waste plenty of time on The Hairpin, Zappos, The Blessing of Verity, and even dafont.com. Know thyself.
3. Concentrate:
Concentrate is a paid app, but it has an amazingly long trial period (40 60! hours of active use), so you can try it to see if you like it. Concentrate is a desktop app for Mac that allows you to set up timed work “sprints” in certain programs or documents, with the option of limiting your access to other programs or website if you choose.
For example, if you were using Concentrate for grading, you could set it up an event called “Grading Lit 101.” You could tell Concentrate that whenever you clicked on that event, you want it to open up:
turnitin.com,
your gradebook in Excel,
your rubric in Excel,
change your desktop photo to your school colors,
play your favorite station at Pandora.com,
while setting a timer for 45 minutes.
You could set up a message to appear at the end of the 45 minutes that said “stand up and stretch” or whatever you choose.
If you were writing, you could set up a Concentrate event that:
opened up your dissertation in Word,
your research in Scrivener,
your book list in Zotero,
your favorite writing playlist in iTunes,
your freewriting place in 750words.com,
change your desktop picture to your favorite inspirational image (whether that’s the Swiss Alps or Ryan Gosling)
and blocked Facebook and Tweetdeck (not that those are a problem for me, ahem).
The best thing about Concentrate is the way it gets you right into the task at hand, setting up a visual and auditory workspace that tells our brain “we’re working now.”
Do not discount the power of changing your desktop picture and playing certain music to build a habitual response in your brain that gets you working, fast.
The free trial of Concentrate will keep you going for a while, so give it a whirl.
4. Skitch
Skitch may not seem very useful to academics, but it is one of those all-purpose apps that is great for everyone. Skitch calls itself a “camera for the internet,” but it’s somehow much more than that. Yes, you could use command-shift-4 on your Mac to snap a pic of your screen, but Skitch is better. You can use it to snap a quick picture of whatever is on your screen, then quickly annotate it if needed, and share with others via email, Facebook, Twitter, etc. The image can be saved to your Skitch history for access later, to your Evernote account, to a folder on your computer, or anywhere else you like.
It’s super easy to drag the resulting file (as any file format) to an open Word or Scrivener document on your screen. Skitch can even snap a picture of a few lines from Google Books or a screenshot from a protected DVD, which are things that command-shift-4 can’t always do. I’m not suggesting you infringe on copyright here – this type of snap is, for me, used on my personal Scrivener boards for study, research, and recall.
I started using Skitch waaaay back in the day when it was in beta testing. Then, it was a paid program ($20). Now, it’s been purchased by the Evernote company, and it’s a free download. It’s a very simple but very easy and useful program. Get it.
5. Wren
If you tweet, you know that sometimes you have something to say (”I’m on a roll with this grading/writing/research!”) but when you open up Twitter, you find yourself reading other people’s tweets and then fifteen minutes go by and your roll has, sadly, rolled on. Wren is a very, very simple desktop app that allows you to tweet something without being distracted by reading other tweets. Just open Wren, type, and hit send. That’s it.
I’ll post later about some other helpful apps I use. For now, I need to quit writing about productivity so I can go be productive.


