A Look at My System and Workspace

I developed the Daily PlanIt Keep It Super Simple (K.I.S.S.) System to combine the best features of electronic systems with the ability to print a paper copy. These pictures show how it fits together with my files and workspace. 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 Tasks & To-do for Google Tasks. I can add tasks in Google Calendar when I’m at my computer, or in Tasks & To-do for Google Tasks with my tablet. Tasks & To-do for Google Tasks 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.

Google Tasks, To-do - Taskary - screenshot

Tasks & To-do for Google Tasks

Combination: I send myself an email of my to do list from GTasks 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.

mini system

To Do ListCheck 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.

Action File Headings

Project Files

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.

Project File

Project File

Project Planning

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.

Project Planning

Project Planning

Project Evaluation

More in-depth about evaluating projects, with a free printable Project Evaluation form (pdf)

Project Evaluation

Project Evaluation

Weekly Review

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

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

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 Files

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!

Learn more about productivity at the free Time Management 101 Tutorial.

I seek to create order from the chaos of complex information. Join me at the Daily PlanIt to gain insights, inspiration, and information to increase skills for a better life. I unlock the power of teaching reading with phonics in the pursuit of literacy at www.phonicspow.com. In my spare time I explore books and movies, often choosing titles available on both screen and page.

Tagged with: , , , , , ,
Posted in productivity
8 comments on “A Look at My System and Workspace
  1. […] I haven’t found an app for goal setting that I love. In my system, I include steps toward projects in my to-do lists and keep lists of goals and projects in Google […]

  2. […] A Look at My System and Workspace for an […]

  3. […] each method. You can read the article “Paper vs Electronic” here. Personally, I like a combination of the two methods. She also talks about the HUG criteria for time management […]

  4. […] Schedule repeating tasks in Google Calendar, for automatic reminders on your computer and/or smart phone. I also keep a list of repeating tasks in Google Tasks, and sync with the apps GTasks and Google Tasks Taskary. Here’s an inside look at my system and workspace. […]

  5. […] is my go-to productivity tool. My system relies on Google Calendar and Tasks, plus a few Android […]

  6. […] Wunderlist and Evernote are two that are popular. I use Google Drive for most of the lists in my system. A combination of the Taskary app, Google Tasks, and GTasks works for my To Do list. The following […]

  7. […] use a system that relies heavily on Google (plus a few apps) that can be accessed across platforms (computer, […]

  8. […] The Daily PlanIt Keep It Super Simple System (mostly Google based) and how I set up my workspace […]

Comments are closed.


Enter your email address to follow this blog and receive notifications of new posts by email.

Sign up for the free 10 week productivity Challenge
Flipboard Review
Blog Stats
  • 679,542 hits
%d bloggers like this: