Ultra-simple framework to organize your life.
Boost productivity and reduce stress by organizing your documents, workflow and personal budget with an ultra-simple system loosely inspired in GTD, Todo.txt, OBTF (One Big Text File), Bullet journal (notes on paper), spreadsheets, index cards, inbox zero and desktop zero.
'Every document belongs to a project'.
root folder: YOUR NAME
First of all create a folder in a partition of your disk. ALL your stuff will be stored here.
main folders: PROJECT STATUS
Inside your root folder there are 2 folders:
INBOX (folder to store your active projects) ARCHIVE (folder to store your inactive projects - often organized in bundles)
[bundle] #project @subproject -folders
bundle of projects: [ ]
Inside ARCHIVE folder you put [bundles of projects]: e.g: [large investor]
project (derived from twitter hashtag): #
Inside INBOX, ARCHIVE or [bundle] folders you put #projects: e.g: #house in portugal
subproject (derived from twitter mention): @
Inside #project folders you put @subprojects: e.g: @building permit
storage folder: -
Inside @subprojects you put -storage folders: e.g: -drawings
when reasonable reduce unnecessary nesting by merging folders. Hints:
Prefer: #[email protected] Instead of: #project / @onlyOneSubproject
Prefer: -drawings-details-wall Instead of: -drawings / -details / -wall
use a system that fits your needs 1. Some hints:
Use a prefix for template / boilerplate files: $ e.g: $curriculum
Use a prefix for folders where you keep stuff temporarly: _ e.g: _standby
Use a prefix for folders where you keep old versions of files: +
version files by using a modification date suffix 6: modification date
e.g: yourfile-2019-10-18 e.g: yourfile+20191018
great free tool for batch renaming.
you only need one permanent desktop shortcut to navigate through your documents:
Shortcut to INBOX folder
A shortcut to ARCHIVE is optional - only inactive projects are there.
and/or a launcher-file finder 2.
'Manage a collection of inputs'.
One text file 3 and a paper notebook collect all inputs:
non-actionable inputs are managed in a text file. Hints:
One long file is easier to manage than many short files. See it as a *flat wiki* and use text editor's built-in search for navigation.
This file is not write-only: review and tree-shake it each time you iterate your notes and make an effort to progressively summarize them. You'll leverage your excitement instead of forcing discipline.
Notes organized by purpose, not by category. It can be a catalyst for action and reviews.
Only store things that surprise you, not stuff you already know.
Todos listed in the Calendar section of the text file have a due date: [ ]
Dates are inserted before the task description (allowing chronological sorting):
e.g. inserting a scheduled date: [year-month-day=hour] [2020-11-29=9h] Doctor appointment
e.g. inserting a trigger/fuzzy date: [date >>] [2020-10-10 >>] Waiting for client feedback after this date
e.g. inserting a deadline date: [date <
Resuming (check also screenshots):
on a paper notebook: TODOS (collection of todos to be done ASAP)
on a text file with 2 sections: Calendar (collection of todos that can/must wait) Notes (collection of thoughts and bookmarks)
'You may not need a personal budget'.
Does it worth to spend cognitive bandwidth to know that last month you spent €312,23 on groceries? I already know that I spend around €300. What I crave is to feel in control of my finances.
How to do it in a practical way? Track your net worth in a spreadsheet:
hamster folder: organize your (digital) documents
hamster flow: organize your workflow
hamster budget: organize your money
This system is not smartphone oriented. That's not even an issue for me but it might be for you. My strategy - when a paper notebook is not enough - is to email myself the new stuff and take care of it later.
Probably not but I don't know nothing that works better. I test new options and 'tree shake' existent ones agressively.
1 - e.g: relevant naming system for architects. ↩
2 - after having tried most options for Windows (win+type, Keypirinha, Everything, Cerebro, Wox, Zazu, Launchy, FARR), I'm using Listary Lite.
Pros: Launch and file search without external software, low memory usage (less than 40k on win7), fast and configurable. Cons: No calculator function. ↩
3 - Hosted in a cloud (Google Drive, Dropbox, etc) if possible. ↩
4 - Try to keep it under 2K lines. If you can't, it means that some excerpts should live independently or even in a more suitable format (e.g. spreadsheet) ↩
5 - hint: on Sublime press F9 (or F5 on Mac) to sort dates. ↩
6 - After a long trial, "builds" were deprecated. "Modification dates" are more practical and descriptive. ↩
7 - A full featured calendar (Google calendar, Apple calendar, etc) might pay off in certain cases. ↩
Hamster-System by Enio Ferreira is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License.