As part of my system reboot, I’ve been adding pictures to show how it all fits together. To choose a system that works well, we have to learn if we prefer computer based systems or paper, or a combination. As I try new things and make changes, my system has been continuously evolving. It’s still not perfect, but works pretty well for me.
My system relies heavily on Google. I use Google Calendar, Google Tasks (plus some apps) and Google Drive.
For my To Do List, I use a combination of Google Tasks (for repeating tasks) plus GTasks and Google Tasks Taskary. I can add tasks in Google Calendar when I’m at my computer, or in Taskary with my tablet. Taskary is an Android app I’ve been using for awhile now, and I like it a lot. You can create subtasks for projects, set reminders, and it syncs with Google.
Combination: I send myself an email of my to do list from Taskary to print out as part of the weekly review process. This could be done more frequently if needed. I keep it in a leather index card holder inside a cut-down plastic project file. Blank index cards to capture notes are in the back pocket of the holder.
To Do List
Check out the Free Tools page for paper forms and read more about possibilities for a To Do list here. There’s a free printable set of a weekly planning form plus five daily planning forms (pdf). I previously used these with the portable gtd mini system, and a Mead pocket calendar.
Desktop Action Files
The three front files are essential to my bill paying system: Checkbook, Bills, and To File. The files after that either are for idea capture or ones I refer to frequently. I keep two yellow legal pads in front of this file: 1) ideas and notes, 2) project planning.
My Project Files are in a wire step folder holder, and in front of that is a plastic folder that holds my value statement and an outline of what I do, why I do it, and the features and benefits of each project. See Also: Files.
I use a yellow legal pad for planning projects, with a list of projects down the left side, and the next step on the right side. I also keep a Project Master List in Google Drive and print out a copy for the paper planner tool for the weekly review. There’s a free printable Project Master List (pdf) too.
More in-depth about evaluating projects, with a free printable Project Evaluation form (pdf)
The Paper Planner Tool for the Weekly Review contains printed information for the process, and Day Runner slash pockets for frequently changing lists printed out from Google Drive.
Paper Planner Tool for the Weekly Review
My desk consists of a table with a printer on one end, and a rolling computer cart for my laptop. For many years I worked in a much smaller space, and I love being able to spread out now! Here’s what it looks like when I’m deeply into a project.
Desk and computer cart
My desktop Action and Project Files are on top of a microwave cart within reach but off to the side of my desk. I discuss these and other files here. A four drawer file cabinet and binders, including my Household Notebook, are also important elements of my workspace.
Desktop Action and Project Files
The ideal workspace helps us engage with both creativity and productivity. It can be challenging to find tools that help us accomplish our work effectively. That wraps up what it looks like here at the Daily PlanIt. Maybe there are some helpful ideas, but choices about systems and workspaces are very personal. May you find the tools that work for you!