The Reveille can be perceived as a cumbersome process, but I can do this in 30 minutes per day because of the contextual set up I use and the iOS Shortcuts I crafted, while drinking my first cup of coffee. The steps in the Reveille are focussed on the following:

1. Inbox(es) empty!
2. Be prepared for …!
3. What is on your mind?
4. Get actual!
5. Plan your day!

Below I will explain step by step how it is set up with short videos and links to downloadable Shortcuts and or Perspectives in OmniFocus and or Keyboard Maestro macros.

In general, I use OmniFocus (iOS/ macOS/ iPadOS/ iWatch versions) for the tasks in the Routine. However the same setup can be used in Reminders, Things, MS To Do etc. Please find below the general principles for the Reveille list:

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1. Inboxes empty

I am not using one Inbox (unfortunately). Documents are stored in DevonThink (several Inboxes due to multiple database setups), mails in the mailbox Inbox, tasks are in the Inbox of OmniFocus, and notes are in the Drafts 5 Inbox. So I have to clear out several Inboxes. If it takes just a minute, I tackle it head-on, right here, right now. But if it’s a bit more involved, I swiftly channel it into my OmniFocus tasks. Efficiency is key, and every task gets its due attention.

01.1a Process handwritten notes to zero

Rediscovering the timeless allure of pen and paper, I’ve embarked on a journey with my trusty Moleskine once again. But this time, it’s the ingenious Smart Notebook, seamlessly blending the tactile satisfaction of handwriting with the convenience of digitalization.

For me, there’s a magic in the act of writing that transcends mere convenience; it’s a potent tool for memory retention, a secret weapon against forgetfulness. Perhaps it’s the tactile connection or the rhythmic dance of pen on paper, but I find myself effortlessly recalling every word penned down, a phenomenon that seems to defy age’s grasp.

I try to embrace the future of note-taking with the Moleskine Smart Notebook—where the past meets the present, and innovation knows no bounds. Here you can find more information

The link in the Task notes opens the Moleskine Note app, which holds all my handwritten notes digitally and can be transcribed to characters (if my handwriting is decent enough).

01.1b Process notes inbox to zero (part of meeting workflow)

I (or my assistant) process all meeting notes from yesterday (if any is not processed yet) to tasks and decisions and distribute, if not yet done immediately after the meeting, the meeting minutes to the participants. The link in the notes field opens the Inbox of Drafts 5 (drafts://x-callback-url/workspace?name=default). I use in Drafts 5 the following Action group: here to swiftly process meeting notes.

01.1c Process Reference materials to zero

01.2 Process Linkedin inbox to zero

Process received message in Linkedin/ Process the notification. I try to send everybody in my network “best wishes” if they have a birthday or new job/ Looking how can maintain my professional network/ Looking for new assignments

I check my new messages, look at notifications and news on people whom I am connected to, and “jobs” for possible new interim assignments for me or my colleagues.

The links in the notes field of the task are:

• Messages: https://www.linkedin.com/messaging/?lipi=urn%3Ali%3Apage%3Ad_flagship3_messaging%3BiVCBfRKKTwuk9YqQPijerg%3D%3D
• https://www.linkedin.com/notifications/?filter=all
• https://www.linkedin.com/mynetwork/
• https://www.linkedin.com/jobs/

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01.3 Process MS Teams feeds to zero

Due to the pandemic, the use of MS Teams has signfically increased for me, and created a couple of more inputs to process. In my email workflow, I collect all mail notifications regarding MS Teams feeds/ chats/ calls/ MS Planner actions in separate folders. Here you can find my mail setup. I handle all (unread feeds/ chats/ unanswered calls/ actions) in the Reveille Routine.

I assess what to do with these inputs. The links in the notes field open the Feeds via an IOS Shortcut (shortcuts://x-callback-url/run-shortcut?name=Feeds), which you can download here.=. For missed calls via Teams, I use an IOS Shortcut (shortcuts://x-callback-url/run-shortcut?name=Calls) link in the notes field, which you can download here. It is using this KeyBoard Maestro Macro here, when I am working on a Mac.

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01.4 Process Calendar management tasks/ issues

Calendar Management opens an iOS Shortcut (link shortcuts://x-callback-url/run-shortcut?name=Go%20To%20Mailbox%20-%20Take%20off%20-%20Calendar%20management), which you can find here. In my mail setup, I collect all calendar invites, declines, and acceptances in one folder (see below for the mail setup). I process every event until the folder is empty. Most of the time, my assistant handles this mail folder. What is left over, I handle in the Reveille Routine.

Meeting hygiëne is an iOS Shortcut (link: shortcuts://x-callback-url/run-shortcut?name=Show%20no%20response%20or%20maybe’s%20for%20next%20week%20meetings), which you can download here, This iOS Shortcut checks the status of every meeting who has responded or not, so we can assess of the meeting is “still worthwhile to continue” and discipline the persons who did not react yet or worse responded with “maybe.” The output of the iOS Shortcut is put in the Inbox of Drafts 5 for ease of handling.

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01.5 Stopped or broken communication

Progress can be stopped if you think you have reached somebody but receive an “Out of the Office” or similar message.

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01.6 Process Invoicing

All invoices come via post or email. Post is scanned in and processed to DevonThink’s Inbox. Mail, I downloaded the invoice to the folder monitored by Hazel. Every day, I book these invoices directly into my accounting software. The link in the notes is to the web-based URL of my accounting software.

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01.7 Process bank payments

On a daily basis, during the Reveille routine, I process all bank payments into my ledger. This could be linked to the above-mentioned/ processed invoices. The link goes to the URL of my accounting software.

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01.8 Process Time Entries

Some meetings need to be prepared, like reading the previous minutes, checking the progress on actions, reading the documents, etc. I do not prepare for meetings myself during the Reveile routine but schedule actions in OmniFocus for this. The link in the note field is starting an iOS Shortcut. This is how it works with the end result:

I use the Timingapp to record my spending time per day and process yesterday’s entries, which the app has not automatically processed yet. I also use the Roles-Based setup from OmniFocus and an Applescript syncing between OmniFocus Folders/ Projects and Time. You can download this script here.

On the left side, you see a synchronized copy of the folder structure in Timingapp from OmniFocus setup (daily updated at 05:00 automatically). On the right side, you see what the app is recording (apps you have used, your iPhone usage, your calendar). The trick is not to move all these entries manually to your roles but to create rules (learning by doing so using the Option key). For example, if I am working on my accounting software, Timingapp has been trained to register this on Reliable Human -> Project [Workflow Administration], etc.

You get nice reports so you can evaluate how you are doing with your time spent (Work and Private time are recorded):

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02. Be prepared

I firmly believe that a crucial aspect of professionalism lies in anticipating what lies ahead. For instance, I make it my mission to enter every meeting fully prepared. This commitment is woven into my daily routine, ensuring I’m always ahead of the game, which is not always the case. Anyway, an aspiration is good to have.

02.1. Select a meeting which you want to prepare and add preparation tasks for this meeting to OmniFocus inbox

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02.2. Prepare for travel – book time in your agenda and or create a travelplan

Traveling is part of my role and requires a lot of preparation and time. Therefore, in the Reveille process, I consider the traveling aspect of my work, plan travel time, and prepare for traveling trips.

The Shortcut Plan travel time will add “travel blocks” to my agenda for traveling to or back from the selected meeting. Apple Maps will calculate/ estimate the needed travel time (if a valid location is added to the meeting).

See the short video on how it works, with the end result, time reserved in the calendar accordingly. The iOS Short Plan travel time (link: shortcuts://x-callback-url/run-shortcut?name=Travel%20Time%20alle%20agenda&x-success=omnifocus://) can be downloaded here.

The Shortcut Travel plan will create a task list for a specific travel event by walking through a questionnaire. Below is a video of how it works with the end result. The iOS Shortcut link in the note field is shortcuts://x-callback-url/run-shortcut?name=OF:%20Travel%20Plans and can be downloaded for your own use here.

The output in OmniFocus Inbox is as follows:

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02.3 Prepare Meeting notes

Meetings consume a significant portion of my time, necessitating a focus on maximizing efficiency. To this end, I have dedicated substantial effort to leveraging various tools aimed at enhancing meeting hygiene and effectiveness. For further insights into my approach to meetings, please refer to my documented Meeting Protocol [link].

The below video shows how this works:

One such tool is an iOS Shortcut designed to streamline meeting management by automating several key processes:

1. Attendee Management: Upon selection of a meeting, the Shortcut retrieves a list of attendees, indicating their acceptance or decline of the invitation.
2. Meeting Classification: Users are prompted to classify the meeting as regular, periodic, or project-based. Integration with OmniFocus allows for the selection of specific meetings for note preparation.
3. Agenda Customization: Within OmniFocus, users can tailor their meeting agenda by opting to display agenda points, action items, or both or omit them entirely.
4. Language Preferences: The Shortcut offers the flexibility to generate meeting minutes in either Dutch or English, accommodating diverse language preferences.
5. Template Selection: Users are presented with a choice between two templates: one focusing on action items and decisions and the other offering a more comprehensive overview.

This streamlined process enhances productivity and ensures that meetings are conducted with clarity and purpose.

The link in OmniFocus’s notes field is shortcuts://x-callback-url/run-shortcut?name=Notes%20in%20Drafts%20for%20today%20(Calendar). You can download the iOS Shortcut here.

See below the output of this iOS Shortcut (because of confidentiality, I cannot show the actual content)

03. Clear your mind

This section is about clearing your mind and putting it in your trusted and enabling system.

03.1 Get things out of your head and put in the Inbox and review all available actions and flag those who needs to be done today

I try to collect by memory and/ or looking at the “clear the list” perspective in OmniFocus if there are any commitments or stuff to do. I use the Schedule tool (Omni Automation Script made by Kaitlin Salzke) to schedule the task for today. Or if “something new,” I add it to the OmniFocus Inbox.

The URL in the note of this task for “Clear the list” is OmniFocus:///perspective/Clear, and for Add, is omnifocus:///add?name. The Add link simply opens the Add to Inbox dialogue to be able to put “stuff” out of your head into OmniFocus.

The perspective Clear the list shows you all the first available actions. The setup of this perspective is explained here.

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03.2. Are there any interactions you want/ need to do this day? Put it in your Inbox or schedule a call with somebody.

I try to remember if there are any interaction I want to do or prioritize from the “Clear the list“. The first link is the same as above (03.1) and gives the possibility to enter directly into the Inbox of OmniFocus. The same for “Clearing the list”. The “Call to contact” is a link to an iOS Shortcut. The link for this in the note field is: shortcuts://x-callback-url/run-shortcut?name=OF:%20Call%20To%20Contact&x-success=omnifocus://. The link to the used iOS Shortcut is here.

The iOS Shortcut will ask you which contact to contact and which communication channel to use. Ask you if it is part of a specific project and if you want to do this at a specific time, and put the actions in the Inbox with all linkable contact info.

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03.3 Which meetings to plan or calls to make

I already have a specific meeting schedule with “routine meetings.” This check is to see if I need to organize any additional meetings or communications to move projects/initiatives forward.

The Calls link is the same as above (in 3.2). If I want to send a Text Message, I simply use an iOS Shortcut to initiate the making of this Text Message. The link in the notes section for “Text Message” is: shortcuts://x-callback-url/run-shortcut?name=OF:%20SMS2OF&xsuccess=omnifocus://. It starts with an iOS Shortcut you can download here. It has the same functionality as “Calls” but now will plan to send an SMS. Only use this if you cannot send now a Text Message (too early/ too late); otherwise, do it immediately.

The “Add meeting topic” starts a workflow to add a specific Agenda topic to the OmniFocus Project of Meeting. The link in the notes field is: shortcuts://x-callback-url/run-shortcut?name=Add%20OF:%20agenda%20topic&xsuccess=omnifocus://. It triggers an iOS Shortcut you can download here. Basically asking you for the topic, who will address this topic, for which project for which periodic meeting, how long the topic takes in minutes, and finally will add this to the chosen project/ meeting.

The “Open Communication menu” gives you several options to communicate further. The link in the notes field is: shortcuts://x-callback-url/run-shortcut?name=Communications%20menu&xsuccess=omnifocus://. It opens an iOS Shortcut, which you can download here. The following menu options are available, which are self-explaining what these will do:

An example of how this can work:

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03.4 Distraction/ needs to do which impact the Today Next Actions list

During this step I will think about if I could face any discration today, meaning I have to clear my schedule anyway. I am using now mostly the list “Today next action list”. The link in the notes field in the task is: Omnifocus:///perspective/Today%20-%20next%20actions. As you can see it is a Perspective in OmniFocus showing all available actions. The setup of this perspective is explained here. By using the Omni Automation Script “Schedule” I move tasks to different dates to make room for any anticipated “need to do distractions”.

Clearing the list is the same action as desribed in step 3.2, but now listing all remaining tasks available and not available (Remaining).

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03.5 Any new ideas I want to pursue

The add to Inbox dialog is the same as above and puts “stuff” directly into your Inbox.

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04.1.1 Get actual and become realistic

During this step, I clean up the Inbox and become actual on my “Today next action list”. I start with “Avaible and not ready to handle”. The link in the notes field is as follows: Omnifocus:///perspective/Prepare%20for%20flight. It is a Perspective showing all tasks without a Project and/ or Tag and or Estimation of time. The setup of the Perspective can be found here.

Just for hygiene reasons, I check if the OmniFocus Inbox is really empty (it is sometimes not). The link is “Omnifocus:///perspective/Inbox”.

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04.1.2 Wating for..

In this crucial phase, I meticulously pursue every outstanding action item that I’ve entrusted to others yet remains overdue despite our agreed-upon deadlines. I employ various communication channels—be it a call, email, WhatsApp message, or SMS—to fervently urge individuals to honor their commitments. The indispensable link provided in the notes section directs you to the heart of the matter: ‘Actions awaiting completion with agreed-upon due dates’ is: omnifocus:///perspective/Waiting%20for%20due. It’s more than just a link; it’s a portal to accountability. Dive into the Perspective setup details here and witness the seamless orchestration of flow.

For easy and quick processing, I put the reminder in the note in the task and use an Omni Automation Script, “Mail from notes.” In this way, I see the history of reminders in the delegated task. The script can be downloaded here.

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04.2.1 Get real on how much time you have today to do other “stuff” than meetings

Through the meticulous execution of each step in the Reveille routine, I’ve diligently added and rearranged tasks, ensuring each is assigned a precise duration. Now, as the dust settles, it’s time for the pivotal moment: making the tough decisions on what truly deserves my focus and what must be set aside. It’s the moment of truth where prioritization becomes paramount, shaping the path to unparalleled productivity and “success”.

Step 1. I click on the link “How much time to fly today” and via this link: shortcuts://x-callback-url/run-shortcut?name=Time%20In%20Flight&x-success=omnifocus:// it will run an iOS Shortcut, which you can download here. Please note that I use the Action iOS Shortcut add-on functionality, which you can download here. For graphs, I am using Charty, which you can download here. The outcome is a note in Drafts 5 and a Graph as below:

💡 Astute readers may notice a variance in the available time depicted between the report and the graph. This variation arises from the disparate times at which these iOS Shortcuts were executed. Additionally, for privacy considerations, a significant number of available actions have been concealed.

Step 2 and Step 3. Access the Today Next Action Perspective effortlessly by clicking the link provided in the notes field: omnifocus:///perspective/Today%20-%20next%20actions. Detailed instructions for configuring this Perspective are available here. Sometimes I also work from the list in Drafts 5, with links to the OmniFocus tasks.

Utilizing the Omni Automation script Schedule, I orchestrate the creation and scheduling of a workload tailored to accommodate the day’s opportunities. This proactive approach ensures optimal productivity and maximizes the utilization of available time.

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4.2.2. Final check on the Today Next action

Once again, and for the last time, I look at the Today Next action list.

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05. Plan your day

This part in the Reveille process is about selecting and deciding the Tasks you need/ want to work on today based on “available time for flight. The result will be a list called Do and will contain all actionable tasks for today.

Here is my, due to privacy reasons collapsed Do list:

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05.1 Move the tasks to do today to your calendar

1. The first step is opening the Do perspective. The link in the notes field is: Omnifocus:///perspective/Do. I put this to the right of the screen and check if the planing (the order) is correct;
2. I run the iOS Short Plan tasks from Do list in OF. The link in the notes field is: shortcuts://x-callback-url/run-shortcut?name=Plan%20tasks%20from%20Do%20list%20in%20OF. What this does if picking up the items from my Do-list and offers me the options which tasks I would like to plan. It than automatically finds free slots (non-committed time from my Calendar/ outside real appointments and puts these tasks in my Calendar, if not enough time it will report what was not scheduled. You can download the 4 needed iOS Shortcuts here -1/ here -2/ here 3/ here -4;
3. I will check if the automatic scheduling is correctly done.

I use Fantastical for Calendar Management. Fantastical is also setup role-based, meaning every role has its own calendar:

05.2 Create a Daystart journal in DayOne

The link in the notes Field is: shortcuts://x-callback-url/run-shortcut?name=Create%20Day%20Start%20Entry opens a shortcut. This will run an iOS Shortcut which you can download here. It will create, based on template “daystart” a journal entry for today and will show this, to enter text. I use DayOne for my journaling app.

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05.3 End of routine – Update Dashboard

The last step in the Reveille routine is to update my Dashboards. The link in the note of the task is: shortcuts://x-callback-url/run-shortcut?name=OmniDay%20Rings%20-%20Silent%20Run&x-success=omnifocus://. It will run an iOS Shortcut which updates a widget. You can download this iOS Shortcut here. It will create the progress of your work during the day.

This iOS Shortcut is part of the hourly automation run in iOS Shortcuts. (See here for more Dashboarding tips and downloads).

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