I would agree with ruudhein. Generally if there is a program that is specifically designed to deal with a process (for example, task managers and email), I’ll use those programs and link specific items to TheBrain. In effect, I’m using TheBrain as a summary or overview of the important information I need, and let the individual tools handle the details. Otherwise I’m doubling the work I need to do to stay on top of things.
Overall I find TheBrain most useful when it acts as an information repository. I try to distill what is useful for my workflow/job/project/research and arrange it in such a way that I can activate the area that deals with that topic and it will show me all the information at a glance, as well as the reference documentation and links to the details or resources should I need to go further. This was hard to do when I started, but becomes second nature and makes TheBrain an invaluable resource for me, rather than just a bucket I put stuff in that I don’t want to forget. Although to be honest, I sometimes do this too… 😃 It helped me to think about each thought as a representation of something. To this representation I can add files, pictures and notes, or all of them. Most other information software can’t do this, it’s either a file, a picture or a note. So for notes I generally use them as my notes about what the thought is I’m representing. This may be a summary of the attached file, my thoughts about it, or just the status and things I’ve worked on for this thing (this ends up being very useful if I date stamp and note the progress).