This is the second post about my GTD system. Now that everything is safely captured in Todoist and Evernote, what do I do? It’s time for the organize step – sorting through everything you captured and getting the important things into your agenda – Google Calendar in my case.
I do this during a weekly review, usually on Friday (at work) or Saturday (at home). I am quite strict with not doing personal projects at work and not working during the weekend, but the weekly review – which covers both types of projects – is something I can’t get around. Since my inboxes (Todoist and Evernote) are combined, it’s not logical to go through the process I describe below twice.
Evernote Inbox Zero
The first thing I do is sort through everything in the Evernote inbox, where all notes were captured. The whole structure of my notebooks looks roughly like this:
- Inbox – notebook where everything goes by default and which will get emptied out in this section
- Ideas – “maybe/later” notebook
- Work – notebook stack
- Blog – notebook stack
- Personal – notebook stack
- Snooze – notebook stack
Inbox and Ideas are single notebooks, while all others are are notebook stacks, containing several notebooks related to a context or area of responsibility. In Work, I have notebooks for papers and classes I’m teaching (current projects), but also a reference notebook with checklists and templates. In Blog, I have the notebooks “Drafts”, “Published posts” and “Shared content”. The “Drafts” is the only notebook where I actively create notes. The other two are reference notebooks, where I drag and drop other notes to, and which I review if I’m searching for something.
In Work, I have notebooks for papers and classes I’m teaching (current projects), but also a reference notebook with checklists and templates. In Blog, I have the notebooks “Drafts”, “Published posts” and “Shared content”. The “Drafts” is the only notebook where I actually create notes. The other two are reference notebooks, where I drag and drop other notes to, and which I review if I’m searching for something. In Personal, I have a “Mean plan” notebook and notebooks for different types of recipes, with drag-and-drop in between.
The Snooze stack if for notebooks that I don’t use very often. For example long-term projects, such as assembling a portfolio for my teaching qualification. This is something I need to pay attention to, but not every week. I also have a true Reference notebook, with things like manuals for appliances.
All other notes (“maybe”) go into the giant Ideas notebook. Since this is a single notebook, I add as many tags as possible, to maximize the chance of finding the note when I might need it. A recent revelation was that I shouldn’t use only topics (academia, health, AI) but also the type of note (article, Twitter thread, website) and what I would use it for (advice to share on Twitter, example to use as inspiration). I fail to do this consistently, but I try not to think about it too much, and use too many tags rather than too few. Over time, patterns in which tags I’m using more are starting to emerge, so I can merge and delete tags as needed.
What this accomplishes is that the things I might want to, but don’t have to do, are out of sight in the Ideas notebook, and I can focus my attention on current projects. But these ideas are not lost forever! For example, if for a blog post I’m looking for content to include, I will search through the Ideas notebook, and process the relevant notes, which I will afterwards move to “Blog: shared content”.
I’ve reorganized my Evernote structure a couple of times now and am still not entirely happy with it. Here are a few other ones I tried and why I changed things again: