Ask HN: How do you organize everything you want to do?

[mezod]

I keep categorizing ideas that I really want to execute into groups like work, personal life, projects etc, and then try to allocate time to them. But even when I try to focus and narrow the list of things I want to do, life still gets in between. So how do you go about it?

In the end I spend more time reorganizing my ideas than working on them >.<

[lovelearning]

4 text files that go from vague life goals down to concrete hourly tasks:

- todo-year.txt : all goals for the year

- todo-month.txt : track subset of annual goals to finish this month

- todo-week.txt : track all monthly high-level tasks to finish this week

- todo.txt : daily task plan based on weekly plan. Switch tasks every 1 hour. In a day, I plan for about 4 tasks, so each task ends up getting about 2 hours.

Self-employed consultant here who has suffered from chronic procrastination after my daily routine became disorganized and unsupervised for some years. If I focus on only one thing for days on end, I feel I'm not doing much. The system above has helped me reduce (but not eliminate) both procrastination and distractions, and given me some satisfaction that I'm being relatively more productive.

[klenwell]

I do something very similar but I use a Trello board with columns like these. Specifically:

- Daily

- Weekly

- Monthly

- [YEAR] Completed

I like Trello because the cards support checklists, due dates, and comments which are great features for promoting habits associated with getting stuff done. Some cards are recurring (getting moved from monthly or weekly to daily column), others are finishable. I take a small but real pleasure in moving cards between columns and especially getting things over into the annual completed column.

One note on the due dates: I don't use due dates as deadlines. I use them as "check in on this no later than" dates. For me, the distinction is critical.

[rodolphoarruda]

I use a 4 file system as well. I keep them in Evernote for easy access.

- health: things I need to do to improve my health. It goes from food recipes to medical appointments to exam results.

- future: I'm in my mid-forties, so I look ahead with more pragmatism in my eyes. In this file I put the kind of work (or projects) I want to be involved with until retirement (included). Info here serves as directives for all the things I need/want to do.

- want!: here I list the things I want to buy in order to "settle down" as a consumer. I put a total cost of things in the bottom line of the file. It shows $ 12,000 as of today.

- tasks: my consolidated to-do list.

[graeme]

Hoe do you review and decide what to move between places? And, how do you handle smaller todos: get milk, register domain, clean fridge, call dentist, etc

Do those go in the list, or are they handled elsewhere?

Review and menial tasks are the two things that trip up my efforts at a system.

Also, where do you keep working notes for tasks in these lists: in the list or elsewhere?

I'm very interested, it sounds like a good system.

[juvoni]

I do something similar.

It's similar to reverse engineering the year starting from the year end goals, although I personally think more in terms of building personal systems instead of setting annual goals.

The book "The One Thing" talks a bit more about that concept of breaking down the year into, quarters, then from quarters into months and then into weekly sprints and daily tasks.

I also wrote a little bit about my high level process here: https://juvoni.com/you-are-a-rocketship/

[dorfsmay]

I have tried all sorts of methods and software, but in the end always ended up with a single "today.txt" file.

This year I have started to the same thing, split into today/this_week/this_month but also buy, sell, and for repetitive events, monthly (change passwords, upgrade comps, lubricate all the things), spring and autumn.

I try to review most weekly, with a special focus on this_week, this_month, buy and sell.

[rsync]

"4 text files that go from vague life goals down to concrete hourly tasks ..."

I do the same thing but I keep all of them in a single text file and hide sections with the "fold" feature of vim.

I tried last year to dive deep into markdown and emacs and evil mode, blah blah blah, but in the end the only thing I really needed was the folding feature of vim.

What makes it work for me is folding based on any kind of indent (tab or space) and fold-toggle with the 'tab' key.

The indent folding I use is at 0xRKTFUG[1] and the tab-as-fold-toggle (along with a few other folding items) is at 0x3HS2RD.

[1] https://0x.co/RKTFUG ... and so on ...

[MarsAscendant]

The tiering of goals in the way you've done it is brilliant.

Do you consult upper-tier lists when making lower-tier assignments?

[charlesju]

Me too! At least with the single TODO.txt.

Here are some other tips:

-- I sync my TODO.txt with Google Drive so when I switch computers, or I want to check on my phone it's sync'd.

-- I don't do weekly or monthly goals, but I do yearly check-ins with myself and every few weeks after I feel like I'm not as focused as I want to be. I keep those goals in Google Docs since those are things that I want a more permanent place.

[Sir_Cmpwn]

I don't use these tiers, but in terms of tooling simple text files is definitely the way to go.

[gyvastis]

This is brilliant! Thanks!

[wrkronmiller]

How do you deal with dependencies and blockers?

Edit: for example if you are waiting on an update to a library or a new version of iOS/Xcode?

[billfruit]

What if you are traveling, and can't access your pc?

[baxtr]

4 columns in Trello wouldn’t do the job?

[dharmapure]

I had an epiphany of sorts about this when working on a freelance project with a client who was particularly organized. They had a kanban board split up into Inbox (ideas and incoming features and bugs), Backlog (accepted tasks), In Progress (doing right now), Review (for others to look at), and Complete columns.

At the beginning of a sprint, the project manager sat down for about 10 minutes and looked at all the cards in the inbox and decided if any should be moved to the backlog. He then rearranged the cards from most to least important.

This prevented the need to think at all when working on the project - I just took the top card from the backlog and put it into in progress until it was done.

I realized, why don't I do this for my own projects too? Since my own projects aren't paid, I for some reason think they should just be able to be done without organization. I've implemented this same system in Trello for arbitrary projects and it seems to work well when I use it. Also nice that it makes it easy to collaborate if relevant but that isn't required.

It's a hard problem though - figuring out how to "Just Get Things DoneTM" is a skill that requires trial and error to figure out what you'll actually stick to, but in some ways is the most important thing to figure out.

I also highly recommend the book The One Thing - my coach recommended it to me and though it started a little fluffy the second and third sections were solid. In short, doing less helps a lot.

The Twelve Week Year is another book with some good ideas - instead of planning long into the future, plan only on a quarterly basis, and have that quarter align with your grand vision for the future.

Happy to chat more about this, as it's a problem I've wrasseled with a lot too as a self-employed freelancer. My email's in my profile.

[mezod]

Thanks for this David.

Funnily, 5 years ago I developed my own personal kanban tool. It's still running on http://multikanban.com Of course Trello is a thousand times more powerful and polished. I was just sharing to show that I had my "personal kanban" phase in the past. It worked for some time... but for some reason I stopped really benefiting from it. The idea was to have multiple kanban boards easily accessible, where each board would be a project. "Todos", "Money", "Family", "Refurbish motorcycle", "Code projext X", etc. Of course it worked nicely for specific projects since it helps you be very critical about what gets done and what doesn't. But I think the problem I experienced there is that basically I ended up working on a single project, two at best. Like they were top priority and they never got finished, so I missed on everything else. I still have this problem now, that's why I try something different like having specific times of the day/week allocated to "main project", "sideproject", "money", etc. I just feel that the more thought I put into it, the more complex the system becomes, the less likely is it for me to follow it through.

I did https://everyday.app to sort of define a schedule of habits I want to follow through every day, and so I feel progress in all directions I want to work on.

Thanks for the book recommendations :)

[davidscolgan]

Another thought I once realized - I think early on in my career I heard about Agile and thought it meant "not planning at all". This seems to _not_ be true at all but I think it made me subtly opposed to planning. I now see that it is more about shorter iterations, and The Twelve Week Year talks a lot about effective "just in time" planning, on a day, week, and quarterly basis.

[taurath]

Second the ideas of a 12 week year - I find a lot of my “really want to do” ends up being a “this year” thing, which ends up becoming a “next year” thing. If you are not likely to work on something in the next 12 weeks, for me at least it should be on a long term list and not expected to be done at all.

[j45]

A personal / small project Kanban is useful. When I'm doing well with it, I let my GTD refer me to the project's Kanban, and sometimes I have even organized my GTD list as Kanban.

Appreciate the other books you recommended. I have posted the books that helped me in this thread too.

[b_b]

I would recommend for you to read and implement the organization/productivity system from Getting Things Done by David Allen [0]. It discusses essentially your main problems of dividing up your life into projects and timing yourself. The system also includes sections for putting some of your ideas in an 'Incubate', basically putting it off for another day once you get through what you have. Having a running list of all your commitments and projects like the system does I think will help you to analyze your time usage and realistic expectations for your productivity and stuff you want to engage in.

[0] = https://www.amazon.com/Getting-Things-Done-Stress-Free-Produ...

[slsii]

I second this recommendation with a suggestion that has hugely helped me. I have more or less copied the approach to to-do lists described in that book into a Trello board and then – importantly – made it my home page on Chrome.

This accomplishes two things for me: 1) any time I open a new tab, I get a reminder of what needs to be done 2) adding an item or recording an idea to be processed later is just a cmd-t away.

This approach (combined with the Trello mobile app) has made the list so easy to maintain it's almost hard not to use it. YMMV, of course.

[elliotec]

I’m really very surprised that so many people recommend GTD. I absolutely hated the book. It felt like he was trying to sell the book for half of it. The techniques are very outdated and manual. It requires a huge amount of categorization to the point of way too much. I tried it, and really strongly do not recommend it in any way. It’s like Org Mode in emacs. Feels like most people just recommend it because they bought into it so heavily and hive-minded around it. Sorry but I really wanted to balance out the positive comments about GTD.

[TarpitCarnivore]

My one caution with this: It's pretty easy to OVER categorize your life and never get anything done either. I had a former co-worker who read GTD and began to impliment it for everything. It felt like he was perpetually planning and never actually doing.

Additionally it became rather humorous to see how the most minute things became 'projects'. Sometimes it's worth just stepping back and observing what you're considering to be 'projects' or 'tasks' and ask if you're over doing it.

[JunkDNA]

I agree completely. This book was recommended to me as “life changing”. I was skeptical given that my experience is that 90% of self help books are a rehash of “How to win Friends and Influence People”.

As I have moved into professional roles with progressively more responsibility, the tools and techniques in this book are what have allowed me to scale myself out in a way that my prior ways of working would not have enabled. Many productivity tips (such as inbox zero) have their roots in this book.

[BeetleB]

After trying GTD for about 7-8 years, I gave up.

I mean, I kept using it, thinking it was working, but I'd look back and ask myself key questions:

1. How often do I stop looking at my lists, because I felt overwhelmed?

2. How often do I need to spend a large amount of time cleaning up the lists?

3. How often are things getting missed? How often am I doing things not in my GTD lists because I couldn't figure out how to put it in there?

4. How often do I tweak my GTD system to fix the above?

And so on - I realized that while GTD was of some help, it was not really working.

It did have some useful things/ideas, and as such it was not at all a waste. However, it really didn't do a good job of the fact that my lists were huge. I think he recommends looking at your Someday/Maybe in the weekly (or monthly?) review. That list is huge.

Even the TODO list can be large with his system. I don't think he addresses granularity well. Should my TODOs be the mundane small things, or just the big picture project (he leans towards the former). In reality, the potential Next Action on a project could be multiple things, so I would have multiple TODOs (it's not always clear which one I can do first due to external constraints).

His system is mostly priority agnostic. He does address it a little (10000 ft view, etc), but it was very vague.

No clear guidance on how to know if you're trying to do too much. Especially needed with GTD, because as a system, it makes it easy to try to do too much.

I think if someone could write a book with all the stuff GTD is poor at or doesn't address, with solutions, then GTD + that system may actually be great.

It's a good book, but don't beat yourself up if it doesn't work well for you. Try to tweak it to your needs, and if that doesn't work, look for something else.

[maire]

I used to use GTD. I still use it for reactive tasks. It is not good at proactive tasks. I use evernote as a GTD repository, but I only act on it occasionally.

Since I retired my tasks are by nature proactive (since they come from me). I tend to organize by long term goals. I start a goal by defining the success criteria for that goal then each long term goal is a "project" in an outline text file. Each morning I look at my long term goals and decide what I want to make progress on today. That turns into a backlog for today.

Since one of my long term goals was to learn swift - I wrote an iphone app to parse the file for items marked "@today" and turn that into a todo list that I can carry with me. Apple made this convenient when they added an icloud file system for the iphone.

[j45]

I second Getting Things Done. This book is a little engine of productivity. It was responsible for a good chunk of any special productivity I've been perceived to have.

The book is easy to start with as your read it because it ties together skills you already have with creating an air tight system that enables your brain to trust you trust you not to forget anything - lowering your mental and cognitive load so you can focus in the present by taking a unique approach..

It literally lets you collect every random thought that has no relevance to the moment, capture it in a "someday/maybe" pile and put it away for future review. The brain, one emptied is ready to focus.

The new edition is updated for digital life too, which is great, I try to read it every year or two as well to keep sharp, the current read has been a nice refresher.

Currently using the newest 2Do app between Android/MacOS/Windows /iOS. It's really decent inter platform tool. If you're all Mac a lot of people like omnifocus too. I found other apps (things, toodle, rtm) lack the ability to break apart projects into super detail when needed but otherwise are great.

There are a few other books that help build a car around this engine (Mindset, Focal Point, So good they can't ignore you, Deep Work), but a car without an engine isn't a car.

[davidscolgan]

Second reading this book at some point. I think what originally hung me up about it was that it isn't really prescribing an exact system, just a series of general ideas that you can use in whatever system you are using. It can be used with Trello or Asana or Omnifocus or pen and paper. But generally the idea of projects and an inbox and the someday maybe list are great. In short, get things out of your brain taking up cycles and into a system you trust.

[JackMcMack]

I can also recommend GTD, it was definitely an eye opener.

A few takeaways for me:

* There is no (need for) 1 list to rule them all. I'm using Google Inbox, Calendar, Keep, Post-it notes in the house on doors & walls, and a handwritten notebook for my day job.

* Inbox helped me organize a lot better. Snooze is great for getting an empty inbox. It used to have "snooze to someday" to incubate, but unfortunately that's not an option anymore. I still have 50+ items in there that I review a few times a year. I'm sad inbox is getting killed. Gmail has most of the functionality, but the UI is waaaay to busy.

* Keep is nice for simple lists. Grocery shopping has become a lot faster and easier. I will try to order the list so I can pick up everything in one pass. The kids & wife are joining the shopping trip? We can split up, see the list update instantly, and be done in half the time.

* GTD defines 5 phases: collect, process, organize, review, do. I wasn't used to having collect as a separate phase, but a lot of sites make this easy. Inbox has reminders, and a browser extension to save any page, Reddit has a save button, Inoreader has starred items. HN even has a favorite button, but does a very good job of hiding it. Seriously, I have to click on the post/comment age to favorite it?

[justadudeama]

I agree with this as well. Reading this book really helped me get organized.

Some of the information on it is getting a _little_ bit dated. In particular, it talks a lot about the different 'contexts' you have your tasks to complete, like at home, at work, at a coffee shop, etc. I feel like this holds up a little bit less nowadays, because almost the entirety of all my work can be done if I have my laptop with me.

This book is a great foundation for you to build off of and make your own 'system'.

[organsnyder]

I've come to terms with the fact that I'm never going to have enough time in life to do everything I want to do. And I'm okay with that—I always have something on the list that I feel is worth doing, so it's hard to lose a sense of purpose.

When I'm overwhelmed with must-dos (rather than just want-to-dos), I try to remind myself that I just need to be doing something. It might not be the perfectly optimal thing to be doing at that particular time (though often it is), but it is indisputably better than paralysis.

[ivanmaeder]

"It might not be the perfectly optimal…"

Indeed.

I recently discovered Pomodoro helps me stop worrying about doing the most optimal thing: it gives me an "excuse" to just do one thing for 25 minutes at a time. What's the harm!

An interesting side effect of doing something/anything is that soon enough the real priorities become clearer.

[enibundo]

Yes

[ArtWomb]

Over organization can kill the spirit. Especially in creative endeavors. Let's say you are working in independent game development. And you alone are responsible for all design, tech, art, music and distribution. Allocating hourly intervals for each task at a set time each day can breed monotony. Rather, when you feel that inner fire to work on the music. Focus solely on that one task for an uninterrupted period of 4 hours. And always with the tools of reinforcement to show steady progress, such as documenting everything and visualizing milestones.

I thought it was really interesting to hear about Ninja, the fabled Fortnite streamer, talk about his work ethic. Which was basically to have two 4 hour chunks of livestreaming per day. One in the morning, and one at night. Separated by a 4 hour slot in the middle to spend with family and friends. He's had the discipline to keep it up for a decade, even when few people were watching. But having that accountability of an audience to livestream to, provides the impetus for daily progress.

Best of luck ;)

[taurath]

I find that for tasks that I already know what to do with low ambiguity scheduling works best, while tasks that have high ambiguity I might need to find the right time to expend a bunch of energy.

[burtonator]

I've been working on a project for the last 4-6 months around managing your books:

https://getpolarized.io/

You guys loved it:

https://news.ycombinator.com/item?id=18219960

... but I'm sure not all of you have seen it yet.

Basically you can keep all your books and web pages in one central repository, tag them, flag them or archive them and read them while keeping track of your reading.

It also supports highlights, annotations, etc.

It's also Open Source and free so have at it!

[Memosyne]

Every couple of months I open a text file, insert headers denoting the coming months, and write down things I have to accomplish under those headers. Whenever I progress an objective, I jot down the task that helped me progress in the past tense. For instance, under January I could add "Spend time with family" and under that I would include "Went snow boarding with siblings".

I do this because I'm not prescient; I don't know how unforeseen circumstances might affect my ability to complete my objectives. By only writing down things that I have completed, I'm not discouraging myself if/when I can't finish something.

Here is an example of what I mean:

# January

    # Work on personal projects

    # Study Graph Theory

        # Algorithms

            - Implemented Dijkstra's algorithm

        # Books

            - Read "Introduction to Graph Theory" by Richard J Trudeau

In short, I just organize my ideas into broad categories and then when I think I've progressed, I further categorize it.

[mondo9000]

Realize that this behavior is just fancy procrastination. I can collect recipes all day, but it won't make me a better cook.

[confounded]

The advice on this thread is generally great.

Without explaining my whole process, here are some general tips from trying to do this various ways over the last few years:

- Regularly review your TODOs, and keep them up-to-date. This is way more important than the tool you pick. Pick a slot in your calendar, fight to protect that time, and stick to it. Ultimately all these systems are just a UI veneer on you regularly deciding what’s important. It’s easy to focus on tools and not sticking to a regular process.

- Start small It’s very easy to barf everything you want to do into a system and then be completely overwhelmed by it. If this is a problem, use the review process so that you always have a list of what you actually expect to do in the next day, week, and month. Be realistic.

- Have goals at different time horizons, and have reviews for them. The GTD system of daily, weekly, monthly and annual reviews works well for me.

- Become comfortable with putting complex multidimensional things into coarse little buckets. E.g. this is a task, this is a goal; this is kinda for project A and B, but I’ll put it here; this deadline is self-imposed, this one is for a release, etc. etc. There’s no trick here apart from keep doing it, realize that these are only abstractions which are supposed to be useful to you. You’ll change them over time, but...

- Aggressively separate doing your review system, and improving it. It can be easy to sit down to review what you want to do in the next week/month/year, and end up fiddling around with how your system works. Both are neccessary, but the reviews must happen, and improving your system is a separate activity which you can schedule when appropriate!

Finally...

- Dont sweat it. It takes work, and everyone’s system is more of a mess when you look at it vs. hear them explain it. The most important thing is regularly dedicate time to thinking about how you want to spend time.

[elorant]

I have a rather meticulous program. For starters, I write everything down on a daily log. Thoughts, notes, tasks, everything. I do it with pen and paper because I like writing and it helps me thinking things more thoroughly. Then at the end of the day I move actionable tasks to a different journal which has to-do lists by project. At the beginning of each week I peruse the projects lists and choose tasks to move to a weekly to-do list. This way I have a planned-ahead weekly schedule which keeps me from procrastinating.

I suppose if you can focus on a single project you don't need to go into such lengths of detailed logging. But for me it's imperative to keep detailed notes because I work on multiple projects simultaneously, and I can also keep track of older ideas that might get lost in the mayhem that goes around in my head. The best way to stop procrastinating is to break down projects to single tasks. Then I don't feel overwhelmed by the variety of tasks I have to accomplish. I only need to do a single task each time. I've adopted this system in the last couple of years and my productivity has increased at least 100%.

[mourner]

I love the Bullet Journal system [1], writing yearly/monthly/daily goals in an old-fashioned paper notebook. Somehow it makes it much easier to reason about compared to keeping digital to-do lists.

[1] https://bulletjournal.com

[crabl]

I wrote my own task management application that I use to organize long-term goals (and different aspects of my life) into high-level categories (represented by sections on the page like “work” vs. “home” vs. “personal”), and more granular categories (represented by cards of tasks) as they become more well-defined, or if i want to group tasks into a “project”. I can break cards into tasks and schedule them within the same UI. The important distinction between this and most “GTD” systems is that I schedule at a much less granular level (days) than most systems and I can very easily move tasks around between “scheduled” and “unscheduled” states while maintaining a link to their corresponding category. The system is extremely adaptable because it’s not very prescriptive. I tweeted about it here: https://twitter.com/crabl/status/1073248575612542976?s=20

[runjake]

I use a simplified form of GTD as a form of survival.

I don't know the ins and outs of GTD. I skimmed through the book enough to get started. I periodically look things up when I have a question.

I literally have this flowchart [1] printed out and at my desks at home and work to serve as a constant reminder when I feel overwhelmed.

I AVOID READING GTD-RELATED TOPICS AND TRYING NEW APPS AND TOOLS. This is crucial, otherwise I will get sidetracked into new methodologies and reinventions.

What I have now, works, and I want to avoid the productivity porn trap. Pick something that works well enough and make small iterations[2] to reduce frictions.

Other important points:

- Identify all of your inboxes and work to keep on them. And maintain a single physical inbox at home and work. - Perform a weekly review of your tasks and make adjustments as necessary.

1. https://lifedev.net/wp-content/uploads/2007/02/gtd-workflow....

2. This is critical. No major changes at once.

[burnt_toast]

I once read in an biography on the Beatles that they would often hold off on writing down songs till the next day. Their theory was that if their song truly was "that good" they would have no trouble recollecting it the next day. And if they forgot it, then it clearly wasn't worth doing.

I like to apply this principle to a lot of the ideas I choose to work on. It's easy to think that every idea is the cat's pajamas, but sometimes it's best to let the concept cook for a bit. I find that after a few days or so the idea will have either fizzled out, and I'll have forgotten about it, or I'll be itching to really work on it.

This is just my 2 cents.

[rcarmo]

I use e-mail as a task list (only file threads when the work is done), and OneNote checklists for the rest (it irks me a bit that not all platforms have proper strikeout formatting for denoting cancelled tasks, but it works).

I also use my calendar for timekeeping (I’ll toggle over to it and move time slots around to plan when I’ll get to the next task on my plate). My priorities are fairly fluid, and I will often move a longer task later in the week and fish out smaller things from my e-mail backlog or checklists to fill that gap.

I just _do_ stuff, and focus on clearing out my inbox and checking out those lists afterwards as part of the cleaning up/re-focusing in between tasks. I also don’t worry too much about not getting something done, because if it doesn’t happen at all, there were certainly more important things that got done in the meantime.

For checklists, OneNote works mostly fine offline (it’s been years since I had trouble with syncing, and was hesitant to move to it because of that) and on all platforms I carry around with me.

I do think about going back to a pure text file set up now and then, but the closest I get is using GitHub flavored Markdown for checklists and roadmaps (most of my READMEs on GitHub have a checklist of what needs to be done, and of late I’ve taken to adding similar lists to my Azure portal for projects).

Again, do stuff. Document it. Plan next steps. Iterate.

[alfonsodev]

I’ve created a Slack account with just one user, me. I have a private channel for every project, every category of problem and every interest I have. It’s not just about pasting links in the channel, you can leave messages in the channel(obviously) create documents, threads, todo lists, the search and the automations even sometimes I chat to myself in private to clarify my mind. All this is registered and can be revised later.

It might seem a bit weird but it works for me, problably because the familiarity with the tool and the versatility of Slack.

Also it helps to have this place to quickly dump ideas in the right channel and move on so you are not distracted at work, you can come back to the channel when you have the time for it.

[tunesmith]

I created a life goal of a happy and fulfilling life, and then attempted to identify the 3-5 necessary subgoals that were sufficient for that, and continued down the chain until I got to day-to-day activities.

I have a whole system for that, but the upshot is that if you find yourself doing something that isn't on the graph, then you have a choice - either update your graph to justify why it's necessary, or... consider not doing it anymore.

Kind of an anti-todo list. Because when I had earlier only used todo lists, my completist nature led me to get overwhelmed with list items. This other system helps prevent that.

[anujsharmax]

As a tool, I use Org mode in Spacemacs (Emacs) with a variation of the following setup.

http://doc.norang.ca/org-mode.html

This is the most comprehensive setup I found, and I have modified it to suit my workflow.

I use dropbox to save all the Org files, which I can open (view/edit) on my phone with Orgzly.

As a philosophy, I don't do everything I write in the task list. It is just there to keep my mind empty to think clearly. I actively find tasks to take off the list - by delegating it, by paying someone else to do it, or by just saying no to those tasks.

[adrianvoica]

I use my own system dubbed NL0 (N = Now, L = Later, 0 = Never). I keep a Trello board online with these 3 columns, and once in a while I clean it up (maybe once every month, but it's not a rule - whenever I feel like it). I also write things and ideas on paper, but, eventually, I sync it all up in the Trello board (I also have Trello on my phone, so, it's usually around when I need it). The [Now] column is for things I need to do / learn now (highest priority); the [Later] column is for things that I need or would like to do / learn later, in the medium-term future; the [0 (never)] column is for things that I am sure I won't do / need, or things that represent no meaningful value (for me) anymore, including things from the other 2 columns. It's been working for me for years now.

P.S.: I keep talking about things that you need to "learn" / "do". Actually that sums up everything we do in our lives. We either learn something or we use what we already learned. Keep learning, keep doing!

NL0 4ever! :)

[D4RKH0R53]

I was in the same situation from the last 7-8 year, I read so many self-help books, watched countless motivational videos and other activities to stop procrastination. And the most important thing which I learned is 'Focus in one thing at a time' I will recommend you to read this https://www.briantracy.com/blog/time-management/the-truth-ab...

Hope it will help you...