I write down all tasks so I can free up my working memory to focus strictly on the current task. I trust that my system will remind me to review other tasks periodically. This approach is heavily inspired by David Allen’s book, Getting Things Done.
I use Google Keep for notes because it is seamlessly convenient to edit on both my laptop and phone. I maintain several core lists:
Inbox: Lists unprioritized tasks and raw ideas. For example, if I have an idea outside of working hours or during a meeting, it goes straight to the Inbox.
Next: Tasks ordered by priority. These can include extra context such as deadlines, what is blocking the task, and by which date I should recheck it.
Recurring (Daily / Weekly / Monthly): Routines and tasks I must do every day, week, or month.
Project Lists: Individual projects get their own Inbox and Next lists. For some collaborative projects, I use Google Docs for these lists (better for collaboration, though slightly less convenient on mobile).
My Daily Workflow:
I start every workday going over the Daily list.
Next, I process the Inbox: I do the quick items immediately, and move the rest to prioritized spots in the Next list.
Finally, I work through the Next list. If a task requires working on a specific project, I shift over to that project’s specific Inbox/Next lists.
(Note: I use an analogous list system for my personal life on my personal Google account.)
I read my e-mail inbox only on my phone and only once per day. I classify e-mails so I can deal directly with the important ones when I’m back at my laptop.
I use 3 simple Gmail labels:
๐ด u (Urgent): For e-mails I want to address as soon as I get to my laptop. Processing these is a dedicated task on my Daily list.
๐ก w (Waiting): For e-mails I send that need an answer. Reviewing these is on my Weekly list to decide if I should follow up or give up.
๐ต n (Next/Later): For e-mails I want to address later (e.g., watching a video of a tech talk). Processing these is a task on my Monthly list.
Pro-tip: On my laptop, I keep a single browser tab open with label:u Gmail search results to see when someone replies to an important thread. I avoid looking at the main Inbox from my laptop to preserve that time for more important tasks.
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