On Routines and Ground Level Productivity

The little notebook is the EXT Notebook, the Journal underneath, and my Time Block Planner in the foreground.

A quote that floored me recently was from Marcus Aurelius on procrastination: 

“In your actions, don’t procrastinate. In your conversations, don’t confuse. In your soul, don’t be passive or aggressive. In your life, don’t be all about business.” 

And this is why I’ve mostly let go of attempting a full Getting Things Done install because honestly–it’s more work than I need. My final, rooted, ground-level productivity comes from a combination of people: Austin Kleon, Ryder Carroll, Elizabeth Eames, Cal Newport, David Allen, and the screenwriter John Rogers

From Kleon, I use two notebooks: I have an EXT notebook that I carry around with me and log notes and tasks and time block out workdays. EXT is screenwriting for EXTERIOR shot. The second notebook is my journal. I log in how much sleep I got the night before, what I did for exercise, and what I’m doing with each of my Deep Life buckets. Then I start rapid logging what I did that day. I’ll do a Reflection that night or the next morning to get clear of yesterday’s business and move onto the present moment. 

For my personal and family work, I have an Inbox, which I got from Elizabeth Eames’ book Life Admin, and from Allen’s GTD method, but less so since he’s mostly concerned with business and not family life. All the family stuff goes in there, like bills, agendas for family meetings, and things Meggan needs me to handle. 

From Allen, I set a 2-5 minute rule. If a task takes a maximum of five minutes to complete, I’ll do it right then and there. I also use his Horizons of Focus to provide a framework for each step in the Deep Life. 

If I can’t do it right then and there in five minutes, and it’s a project, I’ll control it by breaking it into 25-minute blocks (or Pomodoros). If it requires more than one step, I’ll put it in my EXT notebook to do it later. If the task or one-off project is uncompleted at the end of the day, I will file it into my Todoist. I’ll give it a scheduled date that I can dedicate to doing it, or I’ll tag it “someday” if there is no date. Usually, though, I’ll file it as a reference in my Bear notes app if there’s no action to do with it. For example, the stack of Book Notes I have to do that I haven’t made time to do yet, or figure out how I’m going to manage to do it in a reasonable amount of time. 

Finally, I’ll control it all by time-blocking out my workday, add a due date, or file it in Bear, and batch related tasks together like errands. I’ll review it all weekly, monthly, and seasonally. 

Now this doesn’t sound significantly idle. Well, no. Hodgkinson says that it’s critical for the Idler to be effective at doing the things they must do (like cleaning the house, dishes, manage day-to-day activities) to spend more time idling. Allen even calls himself a pretty lazy guy, and that’s why he developed the GTD system. 

That said, I’m going to take a nap and read. 

Below is what my crazy workflow looks like:

My crazy workflow. Sorry.

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