Today, while thinking about the best way to handle collaborative projects, I realized I needed to make a minor change to my GTD with Evernote system (I have edited the post on Notebooks, the post on Saved Searches, and the third post on Projects to reflect the changes). It’s easy to share a particular project notebook with other Evernote users. Simply right-click and select “Share Notebook”. You will be presented with this screen:
Select “Invite individuals to access this notebook” and fill out the fields on the next screen.
If you are a Premium user you can allow other users to modify the notebook (view, create, edit, and delete notes). This situation is ideal for collaborative projects. If, however, you are not a Premium user, other users can only view the notes inside the notebook, which may or may not suit your needs. If you plan on collaborating on a lot of projects, I’d suggest you go Premium.
What was wrong with the system? Well, although the other users would have access to the Project Support Materials, they wouldn’t have access to the project template note inside the *Projects List notebook. As a result, they wouldn’t be able to see the next action, purpose, outcome, and brainstorming ideas associated with the project, which is an essential component of the project.
The solution: Tag all the project template notes with the tag “*Project”. Move all the project template notes to the individual project notebooks that they pertain to. Delete the *Projects List notebook. Now, instead of accessing your projects list from the *Projects List notebook, create a saved search that looks for any note tagged with “*Project”.
Click on this saved search anytime you need to access your projects list. Other users will now be able to view and, if you are a Premium user, modify the project template note because it is inside of the notebook you shared with them. This change should take less than 5 minutes to complete. If you have a lot of project template notes in the *Projects List notebook, create the *Project tag first. Then select all the notes in that notebook and drag and drop the *Project tag onto the notes to tag all the notes in one shot.