# How I turned my Mac into a productivity machine  ## Summary [(00:00:00)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=0s) - This video covers how to set up a [[MacOS | Mac]] to maximize productivity and efficiency, ensuring the device is used effectively. [(00:00:00)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=0s) - The Mac is the core device used for various tasks such as creating [[YouTube]] videos, managing finances, organizing life, and taking notes. [(00:00:09)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=9s) - Over the years, several shortcuts, applications, and methods have been discovered to optimize the Mac setup, reduce friction, minimize distractions, and get the most out of the device. [(00:00:18)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=18s) - The video creator's name is Miles, and he makes videos about his experiences navigating life in his mid-20s, sharing tactics, tools, and insights that have helped him. [(00:00:30)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=30s) - Viewers are encouraged to subscribe to see more videos like this one. [(00:00:41)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=41s) ## File Structure [(00:00:44)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=44s) - A well-organized file structure is crucial for maintaining a clutter-free desktop and ensuring files don't get lost, with a clear understanding of where everything is located [(00:00:44)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=44s). - The approach to file organization is similar to other productivity systems, where files are organized by different aspects of life [(00:00:59)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=59s). - The master folder, named "miles," is divided into two main categories: personal and professional, which represent the two main areas of life [(00:01:20)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=80s). - Within each category, there are subfolders created as needed, depending on the computer's usage and the main areas of life [(00:01:26)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=86s). - Having a simple and intuitive file structure is essential to prevent clutter, storage issues, and confusion about what's important and where files are located [(00:01:34)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=94s). - The favorites bar is utilized to quickly access frequently used folders, such as active projects, by dragging them onto the bar for easy navigation [(00:01:51)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=111s). - Folders can be added to and removed from the favorites bar as needed, depending on the current projects and files being accessed [(00:02:33)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=153s). ## Downloads Inbox [(00:02:37)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=157s) - Maintaining perfect file organization on a computer at all times is unrealistic, especially during deep work sessions when focus is crucial [(00:02:38)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=158s). - A downloads folder can act as an inbox for the computer, allowing users to quickly capture and store files without interrupting their workflow [(00:02:54)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=174s). - The downloads folder is used for files that don't need to be organized immediately, providing easy access when needed [(00:03:13)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=193s). - The concept of a downloads inbox is similar to having an inbox for notes or task managers, where tasks are quickly captured to focus on the day's work [(00:03:02)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=182s). - At the end of the week, during a weekly review, the downloads folder is cleaned up by deleting unnecessary files and organizing the remaining files into a proper structure [(00:03:26)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=206s). ## Cloud Storage [(00:03:36)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=216s) - Signing up for a cloud service is highly recommended for management purposes, with popular options including [[Google Drive]], [[Dropbox]], iCloud Drive, and [[OneDrive]] [(00:03:38)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=218s). - The choice of cloud service depends on individual needs, but it's suggested to stick with the one already being used, as transferring files between services can be a huge pain [(00:04:05)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=245s). - Using a cloud service that integrates well with existing applications is recommended, such as using Google Drive for [[Google Sheets]] and applications [(00:04:13)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=253s). - iCloud Drive is a good option for storing photos, offering a large amount of storage at a relatively cheap rate, with options for up to 12 terabytes [(00:04:32)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=272s). - Installing the cloud service app on a computer is recommended, allowing for integration with the Finder and easy access to cloud files [(00:04:43)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=283s). - Having the cloud service app installed enables users to access and download files directly from the Finder window, without needing to visit the website [(00:05:01)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=301s). - This setup is particularly useful for tasks such as editing [[YouTube]] videos, allowing for easy access to files stored in the cloud [(00:05:22)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=322s). ## External Hard Drive [(00:05:47)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=347s) - A key tool for file management is an external hard drive, specifically the [[Samsung Electronics | Samsung]] [[Solid-state drive | SSD]], which is separate from the computer itself [(00:05:48)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=348s). - The Samsung SSD models used include the T7 and older T5 models, which are super-fast external hard drives [(00:05:53)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=353s). - These external hard drives allow users to run entire applications, video files, and project files at normal speeds as if they were on the computer [(00:06:09)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=369s). - The reason for using an external hard drive is that [[Apple Inc. | Apple]] charges a significant amount of money for additional storage on MacBooks, with upgrades costing up to $800 or more [(00:06:22)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=382s). - In contrast, the Samsung SSD costs around $100 to $150 for an extra 2 terabytes of storage [(00:06:34)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=394s). - The external hard drive can be plugged into other devices, including [[IPad | iPads]], [[IPhone | iPhones]], and other computers, making it a useful and must-have tool for those running out of storage or using large files [(00:06:39)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=399s). ## CleanMyMac X [(00:06:52)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=412s) - A weekly review of the desktop and downloads folder is conducted to clean up accumulated files, keeping the digital workspace organized and clutter-free to maintain focus and productivity [(00:06:53)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=413s). - CleanMyMac X is a software that helps organize large amounts of files and keeps the [[MacOS | Mac]] performing at its best, offering more than just scanning for files clogging up the hard drive [(00:07:15)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=435s). - The app features a menu that provides real-time updates on Mac performance, including storage, memory usage, CPU load, temperature, Wi-Fi speeds, battery health, and more [(00:07:29)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=449s). - The battery monitor displays the percentage, actual time left on the battery, temperature, and health, which is helpful when working on the go without access to outlets [(00:07:44)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=464s). - The app also monitors Wi-Fi speeds and allows for quick speed tests, as well as CPU and memory usage, showing which apps are using up the most resources [(00:08:02)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=482s). - CleanMyMac X offers additional features, including updating and managing applications, scanning for large unused files, and detecting malware and system junk [(00:08:31)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=511s). - The software is an all-in-one application for managing files and performance, helping to practice digital minimalism and keep the Mac running at peak performance [(00:08:49)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=529s). - A free 7-Day trial of CleanMyMac X is available, and a 20% discount can be applied using the code "miles" [(00:09:17)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=557s). ## Raycast vs Alfred [(00:09:25)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=565s) - To optimize workflows and productivity on a [[MacOS | Mac]], it is essential to have either Alfred or [[Raycast (software) | Raycast]] installed, as they serve the same purpose but with some differences in features and intuitiveness [(00:09:26)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=566s). - Both Alfred and Raycast replace the Spotlight search function on a Mac, allowing users to quickly access files, applications, and other items by pressing a global key command, such as Command + Space [(00:10:03)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=603s). - These tools enable users to search across their entire Mac and open items quickly, making it faster than navigating with a mouse [(00:10:19)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=619s). - By using keyboard shortcuts, users can improve their efficiency and reduce friction on their Mac, and Raycast makes it easy to navigate with a keyboard [(00:11:23)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=683s). - With Raycast or Alfred, users can open applications, files, and other items by typing a few characters and pressing Enter, such as opening [[Google Chrome | Chrome]] by typing "CHR" and pressing Enter [(00:10:38)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=638s). - The use of keyboard shortcuts with Raycast or Alfred eliminates the need to move between the keyboard and mouse, making it a faster way to access items on a Mac [(00:11:21)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=681s). ## Hotkeys & Shorcuts [(00:11:36)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=696s) - Specific hotkeys can be assigned to open frequently used apps, such as [[Arc (web browser) | Arc]], calendar, Finder, and [[Spotify]], allowing for instant access with a key command, eliminating the need to navigate to the dock or type the app's name [(00:11:38)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=698s). - Keyboard shortcuts can be assigned not only to open apps but also to perform various commands, such as searching for emojis with control command space, or opening the clipboard history with a custom hotkey [(00:12:20)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=740s). - The clipboard history feature is useful for accessing previously copied links, images, and text, allowing users to scroll back and access them later [(00:12:29)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=749s). - Regular [[Apple Inc. | Apple]] shortcuts can be used to perform tasks, such as adding a new reminder to Apple Reminders with shift command R, or putting the [[MacOS | Mac]] to sleep with shift command Escape [(00:12:52)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=772s). - Custom keyboard shortcuts can be set up to quickly resize windows, allowing users to easily move and arrange windows without having to drag them, making it a more efficient feature than the one implemented in the Mac OS Sequoia update [(00:13:21)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=801s). ## Extensions [(00:14:15)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=855s) - [[Raycast (software) | Raycast]] has a feature that allows users to install extensions, making it easier to set up than Alfred, with various extensions available for different tasks [(00:14:15)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=855s). - One installed extension is a password generator, which can be activated by typing "GE" and allows users to set the password length, use numbers, and special characters, and even copy the generated password to the clipboard [(00:14:28)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=868s). - The password generator also allows users to quickly paste the generated password into websites, and the password is stored in the clipboard history [(00:14:49)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=889s). - Other available extensions include [[Google Translate]], [[Arc (web browser) | Arc]] integration, [[ChatGPT]], [[Spotify]], [[Slack (software) | Slack]], [[Notion (productivity software) | Notion]], and [[Obsidian (software) | Obsidian]], although not all have been fully explored [(00:14:57)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=897s). - A timer extension is also available, which can be used to start a timer for a specific period, such as a 90-minute deep work session, and displays the remaining time at the top of the screen [(00:15:08)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=908s). - All of these features are available with the free plan, and it is not necessary to pay for the paid plan to access them, unlike with Alfred [(00:15:21)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=921s). ## Keyboard Shortcuts [(00:15:37)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=937s) - Using keyboard shortcuts can make workflow more efficient and frictionless on a [[MacOS | Mac]], and they are built-in, so no additional software is required [(00:15:38)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=938s). - Command Shift 4 allows for quickly creating a screenshot by drawing a box around the desired area [(00:16:00)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=960s). - Command Shift 5 opens up options for different types of screen captures and screen recording, and also allows for selecting where screenshots are saved by default [(00:16:09)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=969s). - It is recommended to change the default screenshot save location to the clipboard or downloads folder for easier file management [(00:16:43)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1003s). - Command Tab opens a window to quickly cycle between open applications, and holding Shift allows for navigating backwards [(00:16:55)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1015s). - While holding Command, pressing Q will quit the selected application, allowing for quickly closing multiple applications [(00:17:40)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1060s). - Command Tilda (or the squiggly line) cycles between windows within the same application [(00:18:01)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1081s). - Command W quickly closes a window, and Option Command W closes all Finder windows [(00:18:28)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1108s). - Command M minimizes a window, sending it to the dock [(00:18:45)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1125s). ## Settings to Change [(00:18:52)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1132s) - To increase productivity on a [[MacOS | Mac]], it is recommended to change some settings, starting with the System Settings, where searching for "Dock" allows for the option to automatically hide and show the dock to be turned on [(00:18:59)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1139s). - Turning on the "automatically hide and show the dock" setting provides more screen real estate, as the dock only appears when the mouse is hovered over the area where it is hidden [(00:19:01)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1141s). - Using tools like [[Raycast (software) | Raycast]] and Alfred allows for quickly opening applications by typing their names, making the dock less necessary [(00:19:11)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1151s). - Turning off all notifications on the Mac is also recommended for productivity purposes, as it helps minimize distractions and maintain focus [(00:19:29)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1169s). - Notifications can be received on other devices, such as a phone or [[Apple Inc. | Apple]] Watch, or set as alarms, eliminating the need for notifications on the Mac [(00:19:46)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1186s). ## App Recommendations [(00:19:59)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1199s) - Flux is a recommended app that helps improve productivity by ensuring better sleep through its ability to adjust the screen's color temperature, reducing blue light emission and minimizing disruption to the user's circadian rhythm, and it is completely free to install [(00:20:01)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1201s). - Flux works by automatically adjusting the screen's color temperature to a warmer tone at sunset and an even darker tone at night, which can be set to turn on automatically [(00:20:46)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1246s). - Dropover is another recommended app that simplifies the process of moving files between folders by allowing users to drag and drop files onto a temporary platform, making it easier to navigate and organize files without cluttering the screen with multiple windows [(00:21:06)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1266s). ## Best Web Browser [(00:21:52)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1312s) - A switch has been made from [[Google Chrome | Chrome]] to [[Arc (web browser) | Arc]], a new browser that utilizes AI and offers a clean interface with vertical tabs, allowing users to add folders, favorites, and manage extensions, with the option to hide the sidebar by pressing command s [(00:21:53)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1313s). - The browser features a full-screen window, enabling users to see more content on the page, and can be used as an AI search by pressing shift enter, which searches the web and finds relevant results [(00:22:22)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1342s). - Arc's AI search function is particularly useful as it can browse the internet and find the perfect webpage to answer a search query, saving time and effort [(00:22:52)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1372s). - When downloading files within Arc, the browser intelligently renames the file to a more readable and descriptive name, making it easier to identify and organize files [(00:23:00)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1380s). - This feature is especially useful when cleaning out the downloads folder, as it eliminates the need to sift through files with random or unclear names [(00:23:23)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1403s). - Overall, Arc's innovative features and quality of life improvements have made it a preferred browser choice [(00:23:40)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1420s). ## ChatGPT Workflow [(00:23:45)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1425s) - A [[MacOS | Mac]] app is used for [[ChatGPT]], which can be opened using the shortcut shift command space, and allows users to ask questions and receive answers in a side window [(00:23:47)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1427s). - The ChatGPT window can be dragged to the side and kept open for reference, or clicked to open the full ChatGPT interface [(00:24:06)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1446s). - The ChatGPT app is used frequently for various tasks in the workflow, such as generating a meal plan [(00:24:15)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1455s). ## How I Research/Learn [(00:24:20)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1460s) - Multiple apps are used simultaneously for in-depth reading and researching a particular topic, including the [[Amazon Kindle | Kindle]] app, [[Apple Inc. | Apple]] Notes, and occasionally [[Spotify]] [(00:24:21)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1461s). - The workflow involves reading a book on the Kindle app while simultaneously playing the audiobook, making the reading process more enjoyable and improving information retention through multiple input channels [(00:24:35)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1475s). - Notes are taken while reading, especially for non-fiction books where learning is the primary goal, using Apple Notes in addition to reading for pleasure [(00:24:55)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1495s). - The use of multiple input channels, such as reading and listening to the audiobook, helps to retain information better [(00:24:49)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1489s). ## Apple Productivity System [(00:25:07)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1507s) - Apple's productivity app suite is utilized, which includes [[Apple Inc. | Apple]] Calendar and Apple Reminders, due to their simplicity, clean design, offline functionality, and seamless syncing between devices [(00:25:13)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1513s). - The Apple productivity apps are considered super simple and clean, making them effective tools for organization and time management [(00:25:16)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1516s). - The apps work well offline and sync nicely between devices, allowing for easy access to information across multiple platforms [(00:25:18)](https://www.youtube.com/watch?v=Ew4VBHvg2vA&t=1518s).