My current organization system
A few weeks ago, I wrote about my new Notion Task System. There, I wrote an overview of productivity apps like Obsidian, Apple Notes, and Notion. It was breadth, not depth. While a back-and-forth conversation is still best for depth, you wanted to read about my daily system, so I’m writing a critique of my organization system.
Note: It’s pointless to spend much time on your productivity system. When I’m unproductive and trying to get out of a rut, building a good organization system is worth it because I become productive and stop using it!
When I was busiest in the Spring semester working on our Search engine final project, I didn’t need any organization system. It was clear what code needed to be written and immediately too. When you’re doing your best work, a system may only get in your way. But you need to have one in case you lose focus, motivation, or whatever.
The Goal
What needs do I want the system to address?
Creating summaries from videos and books
Tracking the tasks to be done
Planning and Journaling daily
Email
This system involves a different app for each need, but you can use fewer apps if you’re willing to compromise. The apps are Apple Notes, Notion, Google Calendar, and Superhuman.
Creating summaries from videos and books
Apple Notes.
When I read or consume content, it’s in different contexts. Sometimes I read an article on my phone while taking the bus. Sometimes I’m in my bed on my laptop. Notes has the easiest access and seamless syncing. It’s an obvious choice.
Right now, I use Notion and not Apple Notes. Though Notion has similar access and syncing advantages, it’s more difficult to transfer your information out of Notion.
This keeps me locked in and isn’t a good long-term strategy. I am compromising here, so I can use fewer applications.
An underrated option is Google Docs. It seems like a safe bet that Docs will be stable for the next 15 years, at least by applying the quasi-scientific lindy effect — Docs was launched 15 years ago, so it’ll be around for 15 more.
Check out Obsidian if you like to link your notes to each other.
Tracking the tasks to be done
Notion.
It’s the best choice depending on how much organization you like. If you want insane task management with calendar integration and more, you might be better off with ClickUp, Monday.com, or Asana.
I found those apps to be very featureful, but I wanted something simple. The Notion template I use has a task queue where each task has a due date and priority tag. These are the typical use cases:
Retention: When I think of a task, I can immediately add it to the inbox of tasks. This way, there’s less chance I forget what I need to do.
Motivation: Because I can see what tasks I have coming up in the week and which ones I have completed recently, I can generate free inspiration from seeing that I am making progress on my goals.
Focus: When I am stressed about all the tasks I have to do, I write them down, which makes me calmer. I can see everything, pick the most important, and just execute.
Planning and Journaling daily
It’s hard to be consistent with journaling.
When I implemented the Notion system, I asked myself what I would like to read if I already had a journal. Working backward from your own needs may also clarify how you should journal so that you’re consistent.
I realized I didn’t care about the nitty-gritty of what happened each day. I just cared about peering into my older mind to see how I planned each day and what were the results of that planning.
The best option for me is Google Calendar, so it’s visually represented and colorful. You might enjoy spontaneity and more free-flowing writing. Let your journalling approach reflect that.
The best email application is Superhuman.
If the goal is to get through email in less time, yes, it’s the best. Superhuman applies the philosophy of Inbox zero — zero items in your inbox.
You onboard with them for 15 minutes to get to zero emails in your inbox. Then you can stay at Inbox zero because of their life-changing shortcuts.
You can even apply the shortcuts to the 4 Ds of Time Management. Do, Delegate, Defer, Delete.
Do: Take action immediately
Reply right there in your inbox by pressing R or Enter. And then Cmd + Enter to send.
Delegate: Send to someone else
Pressing F forwards the email.
Defer: Send to future you
Press H and type in the reminder time in normal language. “Fri 4pm“ or “next wednesday“
Delete: The fastest way to end a task is to not do it.
Press E, and it’s out of your inbox, out of your mind.
That said, it does cost $10/month for students, so it’s only worth it if you send many emails.
That’s it, my entire organization system, except I left out a few details. I still have older notes in Google Drive. I pin the chat with myself in iMessage, which makes it easy to text myself reminders and follow up on ideas. And the Notion template lives here!
Did I miss any major applications? Let me know!
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I write about what I learn from books, building things, and studying at Penn.