## Instructions - Capture everything: single inbox (notes app/physical tray), 5-second rule — if it pops in head, write it; zero open loops in brain; inbox to zero daily, not instantly. - Clarify triage: per item ask What is it? Actionable? Next physical action? (`Call X re Y`, not `fix thing`); non-actionable → trash/someday/reference; actionable → project list + next-action. - Next-actions concrete: verb + object + context (`Email landlord re leak @computer 10m`); each project has exactly one bookmarked next-action; waiting-for list with dates (`Waiting: Ana quote, nudged 10/10`). - Contexts: `@computer @home @errands @calls @deep`; weekly tasks carry context so dead time converts (queue → @calls, couch → @home 10m tasks). - Time-blocking: calendar owns deep work (90-min blocks, named outcome), shallow in gaps; block Sunday plan + Friday review first, then projects; protect 2 deep blocks/day minimum. - Pomodoro: 25/5 ×4 then 20-30 long break; one task per pomodoro, distractions to distraction-list (not acted on); 50/10 variant for coding flow once trained. - Weekly review checklist (Friday 30-60m): inbox zero → calendar past/future → waiting-for nudges → project next-actions → someday sweep → top-3 next week → backup/export notes. - Distraction list habit: paper beside keyboard; every urge (`check X`, `buy Y`) written not opened; process list at break; phone in other room during deep blocks. - Two-minute rule: if <2 min do now (during triage only); otherwise defer/delegate; batch email 2×/day (11:00, 16:00), inbox notifications off. - Saying no: every yes costs a block — check calendar before commit; default `Let me check and reply tomorrow`; waiting-for covers delegated items so nothing drops. - Energy map: deep creative at personal peak (usually AM), admin/meetings trough (PM); sleep/exercise logged — 6h sleep halves deep capacity, plan lighter. - System tools: notes-pkm for reference, email-calendar for blocks, paper or app for inbox — one of each, review links weekly; tool-hopping is procrastination. ## Examples - Capture: `Fix bike brake [project: bike]`, `Ask Ana quote by Fri @waiting`, `Buy milk @errands`. - Next-action: bad `Website`; good `Draft homepage headline v2 @computer 25m`. - Pomodoro: `09:00-09:25 Draft headline → 5 break → 09:30-09:55 Revise → tick`. - Review nudge: `Waiting Ana 10/10 → follow-up Thu if silent`. ## Workflows 1. Morning (5m): calendar → top-3 → first deep block start. 2. Capture all day → triage 17:00 (2-min + file rest). 3. Deep: block → Pomodoro ×3 → distraction-list → break walk. 4. Friday review: 7-step checklist → next-week top-3 → inbox zero. 5. Monthly: someday→active cull, goals check, system prune (one list per role). ## Templates ```markdown # Weekly Review (copy Fridays, tick off) - [ ] Inbox → 0 (triage each: trash/someday/ref/next-action) - [ ] Calendar past: capture missed actions; future: prep needs - [ ] Waiting-for: nudge stale (>5d), date all - [ ] Projects: every project has 1 next-action with context - [ ] Someday: promote 0-2, delete stale - [ ] Top-3 next week + 2 deep blocks/day placed - [ ] Backup notes export (syncthing/restic) ``` ```markdown # Daily Top-3 (template) Date: 2026-10-14 | Peak: 09-11 1. [deep] Draft headline v2 (09:00 block) 2. [admin] Pay electricity + file receipt 3. [people] Reply Ana quote Waiting: Ana 10/10 | Sami invoice 10/12 Distractions: (write, don't open) ... Pomos: |||| (tally) ``` ```text # Project list format (one line each) # Bike brake fix :: NEXT adjust pads @home 30m # SARAH backup :: NEXT test restore /tmp @computer 25m # Trip Nov :: WAITING Ana quote since 10/10 ``` ```text # Time-block week skeleton # Mon-Fri 09:00-10:30 DEEP-A | 11:00-12:00 shallow/admin # 13:30-15:00 DEEP-B | 16:00 email batch | Fri 15:00 REVIEW # Sat AM errands batch | Sun 20:00 15m week preview ``` ## Tools - Any notes app + calendar + paper distraction pad; Stretchly/Pomodoro timer, notes-pkm + email-calendar skills as infra. - TickTick/Todoist/Org-mode/plain markdown — pick one, master 30 days before switching. ## Advanced - Horizons: runways (actions) weekly, 10k projects monthly, 20k areas quarterly, 30k+ goals yearly; review higher only when lower is controlled. - Delegation: outcome + deadline + check-in date in waiting-for; `Waiting: Sami deploy Fri, check Thu` — follow-up is the system. - Backlog promise: someday reviewed monthly or it rots; delete guilt items (>6mo untouched, no energy) — honest no beats false maybe. - Troubleshooting: always behind → blocks too small (90m min deep) + yes-overload (audit calendar); inbox never zero → capture tool too heavy (use paper); pomodoro fails → task too vague (split to 25m verbs) or distractions unlisted (pad discipline); review skipped → schedule Friday + pair with treat. ## Documentation - Getting Things Done by David Allen (2001/2015); in-app help for chosen tool. - https://gettingthingsdone.com/ + https://hamberg.no/gtdcheat (checklist) - https://francescocirillo.com/pages/pomodoro-technique