# Introduction When it comes to my methods of organization, I use the basic philosophy that there are three spheres of organization. 1. Notes (things to reference later) 2. Tasks (things to do) 3. Events (things to attend) More details on what each of these are later. But first, let's talk about the tools and systems used to manage these spheres. # Using The Right Tool I recommend using different tools (apps) for each sphere. You wouldn't use a drill to hammer in a nail. You shouldn't use a calendar to manage a task list. You wouldn't use a tape measure to strap lumber to a truck. You shouldn't use a sticky note to manage appointments. When items come in, determine which sphere they belong to. An "item" is any incoming information that causes you to consider what to do or how to respond. These items could come in the form of a text message or call, an email, a letter in the mail, an in-person conversation, etc. Here is the first failure for many people: notice that an email is an item, not a sphere. That's because emails have incoming information that then belongs somewhere else once they are processed. When an item like one of the examples above is received, determine whether it is information to be referenced later (a note), a task that needs to be completed (either immediately or in the future), or an event that needs to be attended (or planned). Once you determine which sphere it belongs in, add it in the "tool" you have chosen to manage that sphere, then delete or archive the item. You should _never_ have emails lingering for days... weeks... months... years in your inbox. Sometimes an item may have multiple aspects and may belong in more than one sphere. In that case, still add it into each separate tool, but find a way to link them together. If an item would create both a task and a note, add a task to your task management app, then either enter that note on the task, post a link to the referenced note (most apps support external linking), or simply list where the note can be found. # Choosing The Right Tool A lot of apps will try to sell you on the fact that their app is an all-in-one solution. Many actual tools will try to do this as well. Everyone has walked through the local hardware store and seen the endcaps with the new gimmick tool on sale for Father's Day. How many of these end up in a back drawer somewhere in the garage because they were interesting for a while, but dad started to realize that his other tools actually did the job better. I'd guess only a small minority of these gimmick tools end up actually being useful over the long term. When it comes to apps, I'd say most of them can usually perform well in two spheres, if an effort was put into the design, but almost nothing can do all three. Because of this, try to avoid falling for the all-in-one sales pitches and focus on finding the tools that are built to manage one sphere really, really well. One example of an app that attempts all three spheres is Microsoft Outlook. A user has the ability to manage tasks, a calendar, and notes all in one app. One might think that having everything in one place would make things easier to manage. However, most people I know that use Outlook complain about how bloated the software has become and how their disorganization hasn't been solved, it's just in a different place than it was before. # Easy, Simple, And Complex Systems When developing your own organization system, you have to keep in mind the difference between easy, simple, and complex systems. The best and most ideal system is a one that is simple for you to manage. However, a simple system is not necessarily _easy_. Sticky notes are an easy system, but is it simple for long term information reference? You've probably seen the desks with dozens of sticky notes all around the monitor and any other surface available. Do these folks scream, "I'm completely on top of things?" Leaving things unread in an email inbox is an easy system, but what happens when you end up with 100 unread emails? Do you have a good grasp on what action items need to be prioritized? Apple Notes and Google Keep are easy systems, but again, is it simple in the long term? While writing this, I looked at my Apple Notes app (I use a different system now), and I have information there from months ago that I completely forgot about. I shudder to imagine how I'd manage if I had hundreds of notes to wear my thumb out scrolling through. A simple system may actually be complex to set up and implement, but then it _becomes_ simple to use in the long term, and much more beneficial. Think instant vs. delayed gratification. "I don't have time to respond to this text right now, so I'll just come back to it later," soon becomes, "I should have been prepared for that meeting, but I totally forgot to follow up on that text." Instead, think, "I don't have time to respond to this text right now, so I will take a few seconds to create a task reminding me to follow up tomorrow." Now you're prepared. # The Spheres ## Information Information is an item that is not "actionable," meaning, there is nothing specifically that needs to be "done" with it, it simply needs to be stored. But keep in mind, it needs to be stored in a way that it can easily be found later. I highly recommend digitizing all information. Most digital information storage solutions offer powerful search functionality that makes later reference a breeze. Examples of information could be: 1. An auto insurance declarations page 2. A signed contract 3. A cost report ## Tasks A task is an item that requires you to "do" something. When considering this item, determine if it is a recurring task (something that is done repeatedly at regular intervals), a task due immediately, or a task due in the future. How the task is entered in your task management tool depends on what kind of task it is. If a task is due immediately and takes less than 5 minutes to complete, it is usually a good idea to go ahead and complete it rather than using mental bandwidth to set it up in a task manager. Most task management solutions offer the functionality to create recurring tasks and due dates. **Note:** It is important that tasks are _specific_. For example, instead of saying, "Send report on Friday," say, "Email cost report on Office Supplies to Mr. Boss on Friday." This saves your mental bandwidth by putting all relevant info on the task entry instead of having to remember the details other than the actual thing that needs to be done. Examples of tasks are: 1. Creating and sending a cost report due every Friday 2. Replacing the broken doorknob on the front door 3. Reconcile checking account on the 5th of every month ## Events An event is a thing that _will_ take place on a certain date or time, not a thing that _might_ take place. It can also be a thing that you _have_ to do on a certain date or time, but not a thing that you would _like_ to do. This helps keep the number of events on your calendar limited to concrete items that you know will not change unless specifically revised. Events that you would _like_ to see take place should be either in notes or tasks. **Note:** The calendar is only for _specific_ events that you know will take place. For example, instead of saying, "Try to meet with Mr. Boss on Monday," say, "Meet with Mr. Boss from 9:00am to 10:00eam on Monday." Examples of events are: 1. A meeting with colleagues or clients 2. Dedicated and distraction-free focus time 3. Reminders for all-day events like birthdays or anniversaries # Putting It To Use **Example Scenario:** I receive an email asking me to review a cost report (attached as a pdf), and to respond with my observations within the next two weeks. **Response:** I would download the pdf into a folder that I can access later. Personally, I use cloud storage, so I would pull a share link that points to the file to add to my task. I would then determine when this item would be due. If a _specific_ due date was included in the email, I would use that. Otherwise, I would prioritize it based on my best estimation. Then I would create a task in my task management app with the due date included. I may even create two tasks, one for the date that I want to be finished with the review, and another for when I want to respond with my observations. I would "snooze" the email until the due date to get it out of my inbox (my email app has snooze functionality, in other apps the email could be archived for search later). When I am ready to actually perform the review, I would create a note in my note management app (with a link to the pdf), and write up my observations. I could then either send it immediately, or link it on the response task. When the day comes, I would respond to the email that has been unsnoozed and returned to my inbox (or search the archive), and then mark the task as done. More is written on my daily practice in [[My Standard Operating Procedure for Information Productivity]].