Keeping Track of Everything

Goals

  1. Describe this skill.
  2. Describe effective systems and tools for keeping track of evertthing.
  3. Effectively keep track of everything.

What?

Keeping track of everything means capturing, organizing, and reviewing all the things that matter—tasks, appointments, ideas, and goals—so you can focus on doing, not remembering.

Why?

Systems and Tools

capture

Immediately write down or record tasks, ideas, and commitments in a trusted inbox (not in your head).

calendar

Track time-specific events like meetings and deadlines using a digital calendar.

task manager

Organize to-dos in an app with features like due dates, recurring tasks, and tags.

weekly review

Every week, review completed tasks, update goals, and re-prioritize. This is the linchpin of long-term success.

project folders

Organize related tasks and notes by project. Keep all materials in one place.

tags and links

Use consistent tags (like #work, #personal) and link related notes to maintain context.

single source of truth

Choose one place (e.g., Obsidian, Notion, Todoist) to manage your tasks and notes.

templates

Use reusable structures for meetings, daily planning, habits, and reflections.

automation

Use tools like Keyboard Maestro or Shortcuts to streamline recurring tasks.

Getting Things Done (GTD)

This is a highly regarded system describe by David Allen.

Bullet Journal

This is a highly regarded system

Keeping Track of Everything (How To)

Principles

  1. Cannot get to perfect, but can get a system that is pretty good.

Framework.

  1. Figure out what everything means to you.
  2. Organize these items into categories: roles, projects, habits,
  3. Design a system that works for you. Build it.
  4. Apply your system and pay attention to what is working and what is not.
  5. Reflective Thinking. Figure our how to make your system better and implement this.

Tips