Because of the changes brought about by COVID-19, many people have had to find healthy and productive ways of working remotely.

由于COVID-19帶來的變化，許多人不得不尋找健康有效的遠程工作方式。

Some have been sent home and can continue doing their work from there, but the "art" of remote work is not just about staying at home and trying to be as productive as possible. There is a whole range of techniques and best practices that can make you super productive without getting tired or exhausted.

有些人已經被送回家中并可以從那里繼續工作，但是遠程工作的“藝術”不僅僅在于呆在家里，要盡可能地提高生產力。 各種各樣的技術和最佳實踐可以使您的工作效率超高，而不會感到疲勞或疲憊。

The idea for this article came up when people asked me how I get organized and don't freak out creating articles and publishing content weekly (in addition to dealing with other issues like communities and events).

當人們問我如何組織工作并且不怕每周創建文章和發布內容(除了處理社區和事件等其他問題)時，這篇文章的想法就出現了。

At first I didn't understand what the big deal was, as I didn't see it the same way – until more people started asking questions, as well. So I realized that this was a topic of interest to the community at large. That's when I decided to write about what I do with the hope of helping everyone who reads this.

起初，我不明白有什么大不了的，因為我沒有以相同的方式看待它-直到更多的人也開始提出問題。 因此，我意識到這是整個社區感興趣的話題。 從那時起，我決定寫自己的作品，希望能幫助每個閱讀本書的人。

目的 (Objective)

This article isn't necessarily the be-all-end-all resource, but is rather intended to be a set of best practices and tips that I've collected and organized over the years.

本文并不一定是必經之路，而是旨在作為我多年來收集和組織的一組最佳實踐和技巧。

Note: This article is totally based on my individual experiences, so I may be missing or leaving out some things because I just haven't lived them.

注意 ：本文完全基于我的個人經驗，因此我可能會遺失或遺漏一些東西，因為我還沒有過。

In addition, all the tools that I mention throughout and the opinions about them are completely mine, based on my use and my experience.

此外，根據我的使用和經驗，我從頭至尾提到的所有工具和對它們的看法完全是我的。

If you have had different experiences or have a different view on personal organization, I would love to read about it in another article or on social media.

如果您對個人組織有不同的經歷或看法，我很樂意在另一篇文章或社交媒體上閱讀有關它的信息。

That said, let's move on to the content!

也就是說，讓我們繼續內容吧！

我的個人組織歷史 (My History with Personal Organization)

For those who don't know me, my name is Lucas Santos. I currently work at Microsoft as a Cloud Advocate, but I've been working with technology and development for almost 9 years.

對于那些不認識我的人，我叫盧卡斯·桑托斯 。 我目前在Microsoft擔任Cloud Advocate ，但從事技術和開發工作已近9年。

But why am I telling you all this? Because I want to show where my ideas about personal organization come from and why I think they're particularly important.

但是我為什么要告訴你這一切？ 因為我想展示我關于個人組織的想法來自何處以及為什么我認為它們特別重要。

During my career I have held various positions in various areas, from support to leadership. And throughout all my experience I have never worked only with development.

在我的職業生涯中，我曾在各個領域擔任過各種職位，從支持到領導。 在我的所有經歷中，我從未只從事過開發工作。

In other words, my work was never my only job – I've always been very involved with development communities, events, meetups, teaching programming, writing articles, making videos and podcasts...all while trying to manage my personal life.

換句話說，我的工作從來都不是我唯一的工作–我一直非常參與開發社區， 活動 ，聚會，教學編程，撰寫文章，制作視頻和播客……所有這些都試圖管理我的個人生活。

Since I was little I was always a very anxious person. I was always very curious to find out how things worked and I always wanted to have control of everything. I had to know the whole process of things to be sure of what they did. It gave me a feeling of security, of knowing where I stood.

從小我就一直是一個非常焦慮的人。 我總是很想知道事情是如何工作的，我一直想控制一切。 我必須知道事情的整個過程，才能確定它們做了什么。 這讓我感到安全，知道我站在那里。

During elementary and high school, this was never a problem. But when I got to the job market and college, it started to prove quite impracticable. It is easy for you to know everything in a small company, but when things start getting big, it is out of your control. Trying to regain full control of everything is like trying to hold back a moving train with your own bare hands.

在小學和高中期間，這從來都不是問題。 但是，當我進入就業市場和大學時，這開始變得不切實際。 您很容易了解小型公司中的所有內容，但是當事情開始變得越來越大時，它便失去了控制。 試圖重新獲得對一切事物的完全控制，就像試圖用自己的雙手阻止正在行駛的火車。

And, of course, I believed I could hold the train...

而且，當然，我相信我可以乘火車...

So, 2016 and 2017 were some of the most stressful years I've ever had in my entire life. I had to manage my college (at that time studying UFABC) and also my job, which had recently moved to a location in S?o Paulo called "Vila Olímpia". It was far away from my home and public transportation to get there was a pain.

因此，2016年和2017年是我一生中經歷過的最緊張的一年。 我必須管理我的大學(當時在學習UFABC)和我的工作，最近搬到了圣保羅的一個名為“ VilaOlímpia”的地方。 離我的家和公共交通很遠，到那里很難受。

This was one of the most difficult tests I had to pass. It took me almost 2 hours to get to work, so I woke up every day at 5:40 am and went straight from work to college returning at 11 pm.

這是我必須通過的最困難的測試之一。 我花了將近2個小時才上班，所以我每天早上5:40醒來，然后從工作地點直接去大學，晚上11點返回。

Needless to say, I needed to find a way to organize everything I had to do – study for exams and my hours of sleep and leisure. But I failed miserably. In the same year, I had several health problems and several anxiety attacks. I still take an anti-anxiety pill every day.

不用說，我需要找到一種方法來組織我要做的一切-學習考試以及我的睡眠和休閑時間。 但是我失敗了。 在同一年，我遇到了一些健康問題和焦慮癥。 我仍然每天服用抗焦慮藥。

From that point on I started to realize that it wasn't the volume of things I did or didn't do, but what I thought of them. I always thought I wasn't doing enough and that I wasn't getting where I wanted to go.

從那時起，我開始意識到這不是我做或不做的事情的數量，而是我對它們的想法。 我一直以為我做得不夠，沒有到達想要去的地方。

That's where that I realized that the problem was not me, but my lack of organization. And since then I have tried to evangelize personal organization to as many people as I can so that no one must go through the same problems that I went through.

在那兒，我意識到問題不是我，而是我缺乏組織。 從那時起，我就盡力向盡可能多的人宣傳個人組織，以使任何人都不必經歷同樣的問題。

為什么個人組織很重要 (Why Personal Organization Matters)

Firstly, being organized matters because it helps to reduce (if not eliminate) your anxiety about seeing things get done - but we'll talk a little more about that in another section.

首先，組織起來很重要，因為它有助于減少(如果不能消除的話)看到事情完成的焦慮-但我們將在另一部分中對此進行更多討論。

This is great for your health because it helps you avoid a lot of problems that anxiety can cause. You know that you can relax because things are planned and, if you follow your plan, everything will be ready when it should be.

這對您的健康很有好處，因為它可以幫助您避免焦慮可能引起的許多問題。 您知道您可以放松，因為事情已經計劃好了，如果您按照計劃進行，一切都會準備就緒。

Everything in life requires organization and planning, from the smallest things like your hamster's birthday to large and complex problems like distributed systems using Kubernetes with AKS.

生活中的一切都需要組織和計劃，從最小的事情(例如倉鼠的生日)到大而復雜的問題(例如，使用帶有Kubernetes和AKS的分布式系統)。

You might be wondering - do you have to organize yourself to do everything in your life, is it an obligation? No, you can just go through the tasks one by one and do them in the order you want, storing everything in your mind. But eventually, it will end up weighing on you.

您可能想知道-您是否必須組織自己去做生活中的所有事情 ，這是義務嗎？ 不，您可以一個接一個地完成任務，并按需要的順序執行它們，將所有內容存儲在您的腦海中。 但是最終，它最終會給您帶來壓力。

Last but not least, getting organized is a way of doing more things in less time. So it could be that those 5 things you were planning to do during the week could all be resolved in parallel in 2 days. Then you would have 3 days to do other things.

最后但并非最不重要的一點是，組織起來是一種在更少的時間內完成更多事情的方法。 因此，您計劃在一周內完成的5件事可以在2天內同時解決。 然后，您將有3天的時間做其他事情。

Also, getting organized includes not only having your work organized but also your personal life and your leisure time. Yes! Leisure is as important as any article or project you are going to do in your life. It needs to have time in your agenda at any cost. But if you do not plan for it, you'll always end up pushing it to the last priority and then your anxiety will come back again.

此外，組織起來不僅包括組織工作，還包括個人生活和休閑時間。 是! 休閑與您一生中要做的任何文章或項目一樣重要。 它需要不惜一切代價將時間留在您的議程中。 但是，如果您不為此計劃，總會把它推到最后一個優先級，然后您的焦慮就會再次出現。

個人組織的優勢 (Advantages of Personal Organization)

Let's summarize what we talked about in small topics. What are the advantages of personal organization?

讓我們總結一下我們在小主題中討論的內容。 個人組織的優勢是什么？

• Reduces anxiety and stress caused by not having control of things
  減輕因無法控制事物而引起的焦慮和壓力

• Creates a growing organization mindset that allows you to extend your organization psychology to other areas and other people

  創建不斷發展的組織心態 ，使您可以將組織心理擴展到其他領域和其他人

• Increases your efficiency, enabling you to do more things in less time
  提高效率，使您可以在更短的時間內完成更多的工作
• Frees up time to accomplish more things and, consequently, gives you more time for yourself
  騰出時間來完成更多的事情，從而為您提供更多的時間
• Creates healthy organization and filing habits that allow you to search for and find things much faster
  建立健康的組織和歸檔習慣，使您可以更快地進行搜索和查找
• Generates responsibility
  產生責任
• Induces self-control and discipline
  引發自我控制和紀律

個人組織的困難 (Difficulties of Personal Organization)

Getting organized is not a simple task and therefore takes a long time. Personal organization goes far beyond calendars and task lists – we have to create habits. And it has already been proven that a new habit takes at least 21 days to be formed.

組織起來并非易事，因此需要很長時間。 個人組織遠遠超出了日歷和任務列表–我們必須養成習慣。 并且已經證明 ，形成一個新習慣至少需要21天。

We also need to create discipline, avoid procrastination, and do a lot of other things that involve not only a mental but also a physical change.

我們還需要建立紀律，避免拖延，并做很多其他事情，這些事情不僅涉及精神上的改變，還涉及身體上的改變。

Many things can undermine our personal organization that we don't even notice, for example:

許多事情可能會破壞我們甚至沒有注意到的個人組織，例如：

• Procrastination, the act of leaving something to be done later when there is no punishment for not performing a task
  拖延癥，在沒有因不執行任務而受到懲罰的情況下，留點時間做事的行為
• Mental tiredness
  精神疲勞
• Physical tiredness
  身體疲勞
• Lack of prioritization
  缺乏優先次序
• Lack of definition in tasks
  任務中缺乏定義
• Problems with self-discipline (after all, not all people can organize themselves to the point of creating discipline and taking people seriously)
  自律的問題(畢竟，并非所有人都能組織起來以建立紀律并認真對待人們)

And a lot of other stuff.

還有很多其他的東西。

Let's make it scientific and see how our brain works.

讓我們科學起來，看看我們的大腦是如何工作的。

個人組織背后的心理 (The Psychology Behind Personal Organization)

The brain is an impressively complex computer full of secrets that we have yet to discover. However, we have managed to create analogies very similar to computers.

大腦是一臺令人印象深刻的復雜計算機，里面充滿了我們尚未發現的秘密。 但是，我們設法創建了與計算機非常相似的類比。

Just like you often have a series of tasks running at the same time on your personal computer – mine, for example, now has a browser, the editor where I am writing this article, and some communication apps - everything seems to be running at the same time. But in fact, the processor is switching between tasks very quickly, that is, essentially it is running only one task at a time.

就像您經常在個人計算機上同時運行一系列任務(例如，我的現在擁有一個瀏覽 器 ，我在撰寫本文的編輯器以及一些通訊應用程序一樣)，所有內容似乎都在運行同時。 但是實際上，處理器可以非常快速地在任務之間切換 ，也就是說，實際上它一次只運行一個任務。

The same is true of our brain. Although it appears that we can perform several tasks at the same time, the brain can only perform two cognitively complex tasks simultaneously.

我們的大腦也是如此。 盡管看起來我們可以同時執行多個任務，但大腦只能同時執行兩個認知上復雜的任務 。

So many people think that the act of multitasking is beneficial and efficient when, in fact, it is more harmful than beneficial. A classic example is trying to talk on the phone while typing something different. Or writing an email while talking to someone about another subject. This is because the channels that process speech are the same and there is only one of them.

許多人認為， 多任務的行為實際上是有害的，而不是有益的。 一個經典的例子是嘗試在打電話時輸入不同的內容。 或在與某人談論另一個主題時寫一封電子郵件。 這是因為處理語音的通道是相同的，并且只有一個。

And that explains why we can tie a knot or play a song and sing at the same time: the voice and the motor channels that are responsible for the movement of the strings are different.

這就解釋了為什么我們可以打結或同時播放歌曲和唱歌：負責弦運動的聲音和馬達通道是不同的。

When we do this unconsciously, we call it task switching, otherwise, we call it cognitive shifting.

當我們無意識地執行此操作時，我們將其稱為任務轉換 ，否則，我們將其稱為認知轉換 。

Besides, there is this concept called your attention span which is the measure of time that a human being remains focused on a particular task. Microsoft Canada published a study in 2015 which says that the average time that a human being remains attentive to a task is about 8 seconds. And this is super important for what we are going to talk about next.

除此之外，還有一個稱為“ 注意力跨度”的概念，它是人們專注于特定任務的時間量度。 加拿大微軟公司 在2015年發布了一項研究，該研究報告指出，一個人專注于一項任務的平均時間約為8秒。 這對于我們接下來要討論的內容非常重要。

Of course, this can change according to the type of task we are doing. Apparently, when a task is motivating or pleasant, we can have up to 20 minutes of attention.

當然，這可以根據我們正在執行的任務類型而改變。 顯然，當一項任務激勵人或令人愉快時，我們最多可以有20分鐘的注意力。

And why is this important? Simply because we now have a time limit in which we must accomplish our tasks to stay efficient and organized. That is, we cannot create tasks that exceed 20 minutes.

為什么這很重要？ 僅僅因為我們現在有一個時間限制，我們必須完成任務以保持高效和有條理。 也就是說，我們不能創建超過20分鐘的任務。

This forces us to break larger tasks into smaller tasks. And that by itself forces us to detail everything we do, creating a better description of what we need to do. It also makes us eliminate useless tasks or ridiculous items that may seem important at first glance.

這迫使我們將較大的任務分解為較小的任務。 而這本身迫使我們詳細說明我們所做的每一件事，從而更好地描述了我們需要做的事情。 這也使我們消除了乍一看似乎很重要的無用任務或荒謬的項目。

And that is the first step towards personal organization: Know exactly what you need to do.

這是邁向個人組織的第一步： 確切地知道您需要做什么。

When you have a cloudy task or one that does not seem very explicit, you simply cannot develop that task on time. So you need to create another task just to be able to think better about this first one. This means you have a task for the planning of the next task, which was exactly what I did when writing this article.

當您的任務繁重或看起來不太明確時，您根本無法按時完成該任務。 因此，您需要創建另一個任務，以便能夠更好地考慮第一個任務。 這意味著您有一個計劃下一個任務的任務，這正是我寫本文時所做的。

I wanted to write content about personal organization, but I didn't know where to start. So for two weeks, I leaned over it and researched possible topics I could talk about and write about, always taking notes.

我想寫有關個人組織的內容，但我不知道從哪里開始。 因此，我花了兩個星期的時間仔細研究，研究可能會談論和寫的話題，并經常做筆記。

Since I'm Brazilian, my organization notes are in Portuguese, but you get the point...

由于我是巴西人，所以我的組織筆記是葡萄牙語，但您明白了...

初步提示 (Initial Tips)

For this part of the article, I will focus more on the discipline you should develop throughout this process. We'll work on organizing ourselves as people, so I'll leave the discussion of specific tools and methodologies to the next part.

對于本文的這一部分，我將更多地關注在此過程中應發展的學科。 我們將致力于以人為單位進行組織，因此，下一部分將討論具體工具和方法。

Everything I will talk about here is based on what I have experienced throughout the years.

我將在這里談論的一切都基于我多年來的經驗。

避免半詞和開放上下文。 始終確切地知道需要做什么 (Avoid half words and open contexts. Always know exactly what needs to be done)

Make sure your tasks are very well defined to the smallest detail. "Talk to John" is not a well-defined task – you need to make extremely clear everything you need to do, with as much detail as possible.

確保將您的任務很好地定義為最小的細節。 “與John交談”并不是一項明確的任務-您需要盡可能詳細地闡明您需要做的一切。

For example, "Talk to John about the insurance policy and ask for the payment to be sent on the 23rd" is much more specific and clear.

例如， “與John討論保險政策，并要求在23日發送付款”更為明確和明確。

您的大腦不是硬盤，也不可靠 (Your brain is not a hard drive, it is not reliable)

Do you remember what you were doing at this very moment 3 years ago? No? Of course you don't. Our memory is unreliable, so always note down everything AT THE MOMENT YOU THINK OF IT. Do not wait until later, and never say the phrase "Later I'll write this down".

您還記得3年前的這一刻嗎？ 沒有？ 當然不會。 我們的記憶是不可靠的，因此請始終 在您想到的那一刻記下所有內容。 不要等到以后，再也不要說“以后我要寫下來” 。

Always write everything down in as much detail as possible somewhere to get it out of your brain.

始終在某處盡可能詳細地寫下所有內容，以使它們從您的大腦中消失。

One day I talked to a friend, William "PotHix" Molinari - who is also a developer on one of the organization tools I like most. He gave me one of the coolest tips:

有一天，我與一位朋友William“ PotHix” Molinari進行了交談-他還是我最喜歡的一種組織工具的開發人員。 他給了我最酷的提示之一：

"Your brain is made to process, not to memorize, so take everything you need to remember it and put it in another more reliable channel, like paper".

“您的大腦是經過處理而不是背誦的，因此請記住它，并把它放到另一個更可靠的渠道(如紙張)中，以備不時之需” 。

被紀律處分 (Be Disciplined)

Personal organization is highly guided by self-discipline and responsibility, so you need to take it as part of your job.

個人組織受到自律和責任的高度指導，因此您需要將其作為工作的一部分。

Some people have a hard time turning something personal into a responsibility. Because, after all, nobody is going to fight with you or pull your hair out because you missed or delayed a personal task. You are your own manager.

有些人很難將個人化變成責任。 因為畢竟，沒有人會因為錯過或延遲個人任務而與您吵架或拉扯頭發。 你是你自己的經理。

But this is both good and bad, mainly because you need to be a little hard on yourself to be productive and efficient. Remember, the only person to blame for your failures is you and no one else.

但這既有好處也有壞處，主要是因為您需要為提高生產率和效率而努力一點。 請記住，唯一會為您的失敗負責的人是您，沒有其他人。

Therefore, the responsibility of building up discipline – for both large and small tasks – is yours and only yours. So create consequences for yourself if you fail to meet your expectations: "I will not watch my series today because I have not completed my tasks", or "I will turn off the Internet because I delayed this task ".

因此，無論是大小任務，建立紀律的責任都是你的，而且只有你自己。 因此，如果您沒有達到您的期望，請為自己造成后果：“我今天不會看我的電視劇，因為我尚未完成任務”，或者“我將關閉互聯網，因為我延遲了此任務”。

一切都是任務 (EVERYTHING is a task)

We'll talk about this later, but everything can be considered a task, from cleaning up the leaves in the garden to working towards world peace. So write down everything you need to do and make extreme use of to do lists.

我們稍后再討論，但是從清理花園的葉子到努力實現世界和平， 一切都可以視為一項任務。 因此，寫下您需要做的所有事情，并充分利用待辦事項列表。

Don't be ashamed to ask friends to send invites for that Sunday barbecue, and live by the principle: "If it's not on my calendar or in my to-do list, it doesn't exist."

不要為邀請朋友發送星期天燒烤邀請而感到羞恥，并遵守以下原則： “如果不在我的日歷或待辦事項列表中，則不存在。”

把事情簡單化 (Keep it Simple)

We just talked about writing it all down. But there's no use in just putting down a task with the title "Achieve world peace". That's too big and vague. We will talk more about this below, but always try to break big tasks into small tasks – remember, 20 minutes or less. This way you'll always know what to do.

我們只是談論將其全部寫下來。 但是，僅僅以“實現世界和平”為標題的任務是沒有用的。 那太大又模糊了。 我們將在下文中詳細討論這一點，但請始終嘗試將大任務分解為小任務-記住，請在20分鐘以內。 這樣，您將永遠知道該怎么做。

一切都有最后期限 (Everything has a deadline)

I'm a programmer, and I hate working with deadlines because I want my system even more robust and more perfect. But unfortunately, in our lives, everything needs an end date.

我是一名程序員，并且我討厭按時完成工作，因為我希望我的系統更加強大和完善。 但是不幸的是，在我們的生活中，一切都需要結束日期。

All tasks you create need to have a date and/or time to finish. If you don't finish by then, you have failed your plan and need to rethink how you are organizing yourself.

您創建的所有任務都需要有日期和/或時間才能完成。 如果到那時還沒有完成，則說明您的計劃失敗了，需要重新考慮如何組織自己。

It takes a while to understand your rhythm. For example, I am a human amoeba before 9 am, so I know I will not be able to complete anything very complex before this time. So I plan the most complicated and demanding tasks with greater cognitive load for after midday.

需要一段時間來了解您的節奏。 例如，我是上午9點之前的人類變形蟲，所以我知道在這段時間之前我將無法完成任何非常復雜的事情。 因此，我計劃在午后安排最復雜，要求最高的任務，并增加認知負擔。

Before that I perform minor tasks such as: replying to emails, reading some articles I have on my read list, watching some YouTube lesson, organizing folders and files, and so on.

在此之前，我執行一些次要任務，例如：回復電子郵件，閱讀已閱讀列表中的一些文章，觀看一些YouTube課程，整理文件夾和文件等等。

超越對未來的恐懼 (Grow beyond your fear of the future)

This goes beyond the personal organization of tasks. But the big problem is that we think we will use something in the future and we end up keeping it – for example, I have a folder full of floppy disks here, which I keep only because of sheer nostalgia.

這超出了任務的個人組織。 但是最大的問題是，我們認為我們將來會使用某些東西，最終會保留它–例如，我在這里有一個充滿軟盤的文件夾，之所以保留它是因為懷舊。

But professional organizer Mia Lotringer showed in this excellent article a very interesting way to organize yourself physically and virtually with your files:

但是專業組織者Mia Lotringer 在這篇出色的文章中展示了一種非常有趣的方式，可以通過文件實際和虛擬地組織自己：

Overcome your fear of throwing things away or deleting files.

克服您擔心丟東西或刪除文件的恐懼。

Put everything you think you will need in the future in a box with a destruction date, usually 6 months from the current date.

將您認為將來需要使用的所有物品放到有銷毀日期的盒子中，該日期通常是從當前日期算起的6個月。

If you need to take something out of there and use it before this final period, take that thing out of the box and put it in another box with a longer destruction period, 1 year for example.

如果您需要從該物品中取出并在此最后期限之前使用它，請將該物品從包裝箱中取出并放入另一個具有較長銷毀期限(例如1年)的包裝箱中。

If you need to take this item out of the 1-year-box again, then keep it, because you are using it for real.

如果您需要再次從1年包裝盒中取出該物品，請保留該物品，因為您是在實際使用它。

If not, when the date arrives, throw everything in the boxes away.

如果沒有，則在日期到來時，將所有物品丟掉。

確實有地方組織您的任務 (Do have a place to organize your tasks)

We will talk about tools and software in a bit, but for now, always have a place to write down and get your tasks ready, with dates and descriptions. It can be a notebook, a calendar, a planner (which I never understood how to use), whatever. The most important thing is not the medium, but the habit.

我們將稍微討論一下工具和軟件，但是到目前為止， 總是有一個地方可以寫下并準備好您的任務以及日期和描述。 它可以是筆記本，日歷，計劃器(我從不了解如何使用)等。 最重要的不是媒介，而是習慣 。

You can write everything down on scratch paper, as long as you look at it daily. That is, as long as you create the habit of looking at and completing your tasks every day, no matter where you leave them, that's fine. But remember that we take at least 21 days to create habits.

您可以每天在便簽紙上寫下所有內容。 也就是說，只要您養成每天查看和完成任務的習慣，無論您將它們放在哪里，都可以。 但是請記住，我們至少需要21天來養成習慣。

身體組織 (Organize Physically)

Everything I'm talking about here seems to be linked to tasks and things to do, but your workplace and your physical space must be organized. Nobody can do anything in a very cluttered environment because it creates a lot of visual pollution that ends up distracting your mind.

我在這里談論的一切似乎都與任務和要做的事情相關，但是您的工作場所和物理空間必須井井有條。 在非常混亂的環境中，任何人都無法做任何事情，因為它會造成很多視覺污染，最終分散您的注意力。

專注，力量和信念。 但主要是重點 (Focus, strength, and faith. But mainly focus)

Have focus on the things you are doing. For focus, I say: Do only one thing at a time. Don't try to embrace the world and do five things at the same time, choose one task, do it to the end, then go on to another.

專注于您正在做的事情。 為了重點，我說：一次只做一件事 。 不要試圖擁抱世界，同時做五件事，選擇一項任務，做到最后，然后繼續另一項。

立即完成小任務！ (Small tasks right away!)

If you have a task that takes 2 minutes or less – like sending an email, answering a person, asking for information, changing something – do it instantly. These tasks don't even have to be on your to-do list, just do them as soon as you think about them.

如果您的任務需要2分鐘或更短的時間(例如發送電子郵件，答復某人，詢問信息，更改某些內容)，請立即執行。 這些任務甚至不必放在您的待辦事項列表中，只要一想到它們就立即執行。

This is an exception to the previous note where I put that everything should be on the list. Because the time it'd take for you to write a small task on the list is the same amount of time you would spend finishing said task.

這是前一個注釋的例外，在前一個注釋中，我將所有內容都放在列表中。 因為您在列表上編寫一個小任務所需的時間與完成該任務所花費的時間相同。

貿易工具 (Tools of The Trade)

Since we've now covered a bit about what personal organization is, now we're going to talk about how to get organized – in detail! It's all about the tools you choose to make your life easier, and about your own self-discipline.

由于我們現在已經討論了什么是個人組織，所以現在我們將詳細討論如何組織起來！ 這與您選擇的使生活更輕松的工具以及您自己的自律有關。

我應該組織什么？ (What Should I Organize?)

We are always saying "Ah, we need to organize" but what needs to be organized? Your life. Okay... But what makes up your life?

我們一直在說：“啊，我們需要組織”，但需要組織什么呢？ 你的生命。 好吧...但是什么構成了你的生活？

This will vary from person to person, but try to do an interesting reflection exercise: Sit (or stand) and list all the things you usually do for a whole day. After that, try to list with what you interact to accomplish such a task, for example:

這因人而異，但是請嘗試進行有趣的反思練習：坐(或站立)并列出您一整天通常要做的所有事情。 之后，嘗試列出與您進行互動以完成此任務的內容，例如：

• Answer emails (the interaction here would be with email)

  回答電子郵件( 此處的交互將通過電子郵件進行 )

• Fix the calendar (The interaction here would be with the agenda)

  修正日歷( 此處的互動將與議程相關 )

• Pay bills (The bills would be the interaction)

  支付賬單( 賬單將是交互 )

And so on...

等等...

You will find that, in general, a person does not need to organize more than three things: e-mails, Calendar and Tasks.

通常，您會發現一個人不需要組織三件事：電子郵件，日歷和任務。

However, it is important to say that within these items we can have a series of different categories where we can create other items that should be treated differently.

但是，重要的是要說在這些項目中我們可以有一系列不同的類別，在這里我們可以創建其他項目，這些項目應該區別對待。

For example, I am constantly involved with events, articles, publications and code, so the tools that I use the most are the calendar, e-mails and text editors. But I can't just categorize everything as an event on the agenda – I have several categories that need to be treated differently.

例如，我經常參與事件，文章，出版物和代碼，因此我最常使用的工具是日歷，電子郵件和文本編輯器。 但是，我不能將所有事情都歸類為議程中的一個事件–我有幾個類別需要區別對待。

In this way I prefer to say that the items that need to be organized are:

這樣，我更愿意說需要組織的項目是：

任務 (Tasks)

• E-mails
  電郵
• Notes and documents
  注釋和文件

時間表 (Schedule)

• In-person events
  面對面的事件
• Online events
  在線活動
• External work (freelance)
  外部工作(自由職業)
• Daily tasks (personal or work-related)
  日常任務(個人或與工作有關)
• Bills
  賬單
• Personal commitments
  個人承諾
• Rest times (leisure, hobbies)
  休息時間(休閑，愛好)

• Neutral time (free time)

  中立時間( 空閑時間 )

So, we've arrived at the biggest controversy on the agenda: Should we organize and plan for our leisure time? Yes! It is free time like any other, and we will talk more about it in the following paragraphs. But the idea is that your agenda should not have "empty" slots. Everything should be occupied with something you would like to do.

因此，我們已經在議程上引起了最大的爭議：我們應該為休閑時間組織和計劃嗎？ 是! 就像其他時間一樣，這是業余時間，我們將在以下段落中詳細討論。 但想法是您的議程不應有“空”位。 一切都應該由您想做的事情占據。

And then we have another super valid question: But if I plan my leisure time will it stop being leisure time?

然后，我們還有另一個超級有效的問題： 但是，如果我計劃自己的休閑時間，它將不再是休閑時間嗎？

Well, why would it? Just because you put your free time on the agenda to do what you want, does not mean that you are methodically transforming it into a formal work-time that must be followed to the letter.

好吧，為什么呢？ 僅僅因為您將空閑時間放在議程上可以做自己想做的事情，并不意味著您正在有條不紊地將其轉換為正式工作時間，必須緊隨其后。

You see, the idea of ??personal organization is not only valid for work tasks – it is just the opposite. Personal organization means taking control of your time so that you know exactly how to make the best use of it. All your time must be contained in your personal organization methods.

您會看到，個人組織的想法不僅對工作任務有效-恰恰相反。 個人組織意味著控制您的時間，以便您確切地知道如何充分利用它。 您所有的時間都必須包含在您的個人組織方法中。

You can only take control of your time if all of it is being planned, otherwise you will have planning gaps and this will impact your life.

只有計劃好所有時間，您才可以控制自己的時間，否則您將有計劃上的差距，這會影響您的生活。

We will now dissect these most important topics.

現在，我們將剖析這些最重要的主題。

時間表 (Schedule)

The agenda is your best friend in personal organization. Remember organization's biggest motto:

日程安排是您個人組織中最好的朋友。 記住組織的最大座右銘：

If it is not on the agenda, it does not exist

如果不在議程中，則不存在

You just can't forget to add something to the agenda, because otherwise you will have an increasing number of things that "don't exist" and you will often forget things.

您只是不會忘記在議程中添加一些內容，因為否則您將擁有越來越多的“不存在”的內容，并且您常常會忘記這些內容。

This will make it feel like the methodology you are using is not working, but it's nothing like that. It's all about habits, which we'll talk about later.

這會讓您感覺所使用的方法不起作用，但事實并非如此。 一切都與習慣有關，我們將在后面討論。

工具類 (Tools)

The work you do is as good as the tools you have, so let's talk a little bit about the scheduling tools we have available to us:

您所做的工作與所擁有的工具一樣好，所以讓我們來談談我們可用的調度工具：

• Google Calendar: This is my choice for the sake of convenience. Calendar is already integrated with Gmail email accounts (which I use as my primary account), so it’s extremely comfortable to use

  Google日歷 ：為方便起見，這是我的選擇。 日歷已經與Gmail電子郵件帳戶(我用作主帳戶)集成在一起，因此使用起來非常方便

• Outlook Calendar: The same thing as Google Calendar for Outlook users as your primary email account

  Outlook日歷 ：與用于Outlook用戶的Google日歷相同的是您的主要電子郵件帳戶

• Apple Calendar: Again, the exact same thing for users of Apple accounts as main email accounts

  Apple Calendar ：同樣，Apple帳戶的用戶與主電子郵件帳戶完全一樣

For these tools, I really recommend that you stick to one of these three for a few reasons:

對于這些工具，出于某些原因，我真的建議您堅持使用這三個工具之一：

• All are linked to an email account, which makes management easier. Remember: always try to use the smallest possible number of tools.

  所有這些都鏈接到一個電子郵件帳戶，這使管理更加容易。 切記：始終嘗試使用盡可能少的工具。

• They are all synchronized in the cloud, so it is very difficult for you to lose any of your data. Also, it is much easier to migrate from one device to another.
  它們都在云中同步，因此丟失任何數據非常困難。 而且，從一臺設備遷移到另一臺設備要容易得多。
• All of them have web clients.
  他們都有Web客戶端。

And now we come to the most important point: All the calendars support the import of external calendars. This is important because, most of the time, you will have a personal agenda and a work schedule. I also recommend that you have an agenda for each type of task that you do.

現在，我們來談談最重要的一點： 所有日歷都支持導入外部日歷 。 這很重要，因為在大多數情況下，您將擁有個人議程和工作時間表。 我還建議您對所執行的每種任務都有一個議程。

This means it's important that you center all your schedules in one single place. This makes management easier as long as the schedules are synchronized. This means that if I change, for example, my work schedule from my personal schedule it propagates the change to the original schedule.

這意味著將所有計劃集中在一個地方很重要。 只要時間表同步，這將使管理更加容易。 這意味著，例如，如果我從個人日程表中更改了工作日程表，它會將更改傳播到原始日程表。

Sounds complicated? Let's look at an example:

聽起來復雜嗎？ 讓我們看一個例子：

Let's say I change an event on my work schedule from my personal schedule. For example, from my personal schedule I change my RSVP from "yes" to "no" for a work meeting. This change must be propagated to the work agenda where the event must say that I will no longer be present.

假設我從個人日程表中更改了工作日程表中的一個事件。 例如，根據我的個人日程安排，我將工作會議的RSVP從“是”更改為“否”。 這種改變必須傳播到工作議程上，在那里活動必須說我將不再出席。

This is possible because most calendars use the CalDAV protocol, which is a standard communication protocol for remote calendars.

這是可能的，因為大多數日歷都使用CalDAV協議，該協議是遠程日歷的標準通信協議。

If you are not happy with the default views of your chosen calendar you can always download a client that you can modify. You can even include other options and features.

如果您對所選日歷的默認視圖不滿意，則可以隨時下載可以修改的客戶端。 您甚至可以包括其他選項和功能。

For example, if you do not like to access via the web, Outlook has an excellent PWA (see how to do it here). It is also possible, through Chrome's web apps, to turn any website into a desktop application.

例如，如果您不喜歡通過Web訪問，則Outlook具有出色的PWA (請參閱此處的操作方法 )。 還可以通過Chrome的網絡應用程序將任何網站變成桌面應用程序。

安排議程 (Organizing the agenda)

Organizing your agenda is very important, as it will be from there that you get all of your own personal organization. Therefore, the agenda is the main point of all our "theory" here.

組織議程非常重要，因為從那里您將擁有自己的個人組織。 因此，議程是這里所有“理論”的重點。

每次活動都有不同的時間表 (Have a different schedule for each activity)

When we create a calendar in any of the tools described above, we automatically get a calendar called "Calendar". However, this does not mean that we must stick to a single calendar on the same agenda, and we shouldn't.

當我們使用上述任何一種工具創建日歷時，我們都會自動獲得一個名為“ Calendar”的日歷。 但是，這并不意味著我們必須在同一議程上堅持一個日歷，并且不應該這樣做。

It is good practice to create a new calendar – or a new agenda, depending on your platform – for each type of activity you participate in. See how I organize my agendas:

優良作法是為參與的每種活動類型創建新的日歷或新的議程，具體取決于您的平臺。請參閱我如何組織議程：

Since the calendar is in Portuguese, I'll be putting the translated names in the list, and the original names in parentheses:

由于日歷是葡萄牙語，因此我將翻譯后的名稱放在列表中，并將原始名稱放在括號中：

• Personal (Pessoal): This is the standard calendar that I renamed to be my personal calendar. In it I mark all my personal commitments and those that do not fit in any other agenda.

  個人日歷(Pessoal)：這是我重新命名為個人日歷的標準日歷。 在其中，我標出了我的所有個人承諾以及不符合任何其他議程的承諾。

• Confirmed Events (Eventos confirmados): In this calendar I mark the events that I am sure I will participate in, such as meetups, lectures, conferences, webinars, podcasts...

  已確認的事件(Eventos confirmados)：在此日歷中，我標記了我確定會參加的事件，例如聚會，演講，會議，網絡研討會，播客...

• Unconfirmed events (Eventos n?o confirmados): Here are the "Save the date" for the events that I have submitted proposals for lectures or that I am on the verge of participating in, but are not yet fully confirmed.

  未確認的事件(Eventosn?oConfirmados)：這是我已提交演講建議或即將參加但尚未完全確認的事件的“保存日期” 。

• SP Events (Eventos SP): In this calendar I mark other events that I will participate but not as a speaker or staff, just as a listener. This is a shared agenda among several people who organize events in S?o Paulo, so it serves more as a guide for avoid scheduling events on the same days.

  SP事件(Eventos SP) ：在此日歷中，我標記了我將參加的其他事件，但沒有以演講者或工作人員的身份參加，而是以聽眾的身份參加。 這是在圣保羅組織活動的幾個人之間的共同議程，因此它可作為避免在同一天安排活動的指南。

• Family (Família): This is an agenda that I share with my parents and other people in my family so that we can know the days that everyone is busy.

  家庭(家庭)：這是我與父母和家人其他人共享的議程，這樣我們就可以知道每個人都很忙的日子。

• Freelance (Freelas): Here is an agenda to schedule delivery dates for side projects and also important meetings with clients.

  自由職業者(Freelas)：這是安排副項目交付日期以及與客戶進行重要會議的時間表。

• Tasks (Tarefas): This is undoubtedly the most important agenda, as this is where I synchronize my tasks with my to-do list.

  任務 (Tarefas) ：毫無疑問，這是最重要的議程，因為這是我將任務與待辦事項同步的地方。

添加一些顏色 (Add some color)

It's much easier to identify and check what's going on when you add color to your calendars and tasks. This way it is possible to see much more clearly what is taking up more of your time.

在為日歷和任務添加顏色時，識別和檢查正在發生的事情要容易得多。 這樣，可以更清楚地看到占用您更多時間的內容。

It is possible to see through the colors of my calendars what belongs to which category:

通過日歷的顏色可以看到什么屬于哪個類別：

Note that there are tasks to the left of other tasks – this is because they are items originally added to the calendar that have the color of this category. You can see that those items that have a gray border have been added to the "tasks" calendar. But I colored it myself with another color. I usually color each of these items by category, so I know right away what I will need to do on certain days.

請注意，其他任務左側還有一些任務–這是因為它們是最初添加到日歷中且具有此類別顏色的項目。 您可以看到那些帶有灰色邊框的項目已添加到“任務”日歷中。 但是我自己給它涂了另一種顏色。 我通常會按類別為這些項目上色，所以我馬上就知道在某些日子里需要做什么。

In addition, coloring the items in your calendar helps you understand where you are spending the most time. For example, the light green items that are very present in the calendar are part of my agenda for work meetings (so you can see that my days are almost all permeated by meetings).

此外，為日歷中的項目著色可以幫助您了解花費最多的時間。 例如，日歷中經常出現的淺綠色項目是我的工作會議議程的一部分(因此您可以看到我的日子幾乎都被會議充斥)。

Outlook also allows you to add icons to your events to make them even easier to find.

Outlook還允許您向事件中添加圖標 ，以使它們更易于查找。

超越任務 (Go beyond the task)

Planning tasks on your calendar doesn't just include creating the item and putting it on your calendar. There are other factors that need to be considered:

在日歷上計劃任務不僅包括創建項目并將其放在日歷上。 還需要考慮其他因素：

• Travel time
  旅行時間
• Unforeseen
  意外
• Ease of getting to the location
  輕松到達地點
• Distance
  距離

All this needs to be considered so that your planning is efficient. H ere are some important topics on how to think beyond what you need to do:

所有這些都需要考慮，以便您的計劃高效。 這里有一些重要的主題，涉及如何超越您需要做的事情思考：

• Measure travel time: Some calendars (such as Apple's iCalendar) have the ability to add a travel time, so the event is filled with a bit of extra time that makes up the travel time to the location. If you don't have that in your agenda, create another travel schedule or try to always take into account that all tasks that are outside your home require some time until you reach the place.

  測量旅行時間：某些日歷(例如Apple的iCalendar)具有添加旅行時間的功能，因此該事件充滿了一些額外的時間，從而構成了到達該位置的旅行時間。 如果您的日程安排中沒有此內容，請創建另一個旅行計劃，或者嘗試始終考慮到您家外的所有任務都需要一些時間才能到達該地方。

• Make use of the address: Whenever you can, include the address where the event will be taking place. This way most schedules can already let you know how long it takes to arrive at the place in advance.

  利用地址：只要有可能，就包括事件發生的地址。 這樣，大多數時間表都可以讓您知道提前到達該位置需要多長時間。

• The 15-minute rule: Always mark items on your calendar as starting 15 or so minutes before the actual start time, so you will never be late for an appointment.

  15分鐘規則：始終將日歷上的項目標記為在實際開始時間之前15分鐘左右開始，這樣您就不會遲到約會。

• Make use of notifications: Add notifications when the event is coming, and always more than one! This can be configured by schedule as a default and by event.

  充分利用通知：活動即將到來時添加通知，并且總是多個！ 可以按計劃將其配置為默認值，也可以按事件進行配置。

不可預見的事件發生 (Unforeseen events happen)

Always be ready to revisit your schedule to reorganize your tasks daily. Unforeseen events happen, plans change, so the agenda can never be written in stone. You need to have a certain flexibility in everything you can do.

始終準備好重新查看您的時間表以每天重新組織您的任務。 不可預見的事件發生，計劃改變，因此議程永遠不可能一成不變。 您需要在所有操作中都具有一定的靈活性。

It is not a lack of planning to change your agenda. On the contrary, the ability to adapt to what is happening shows a remarkably high level of personal organization.

改變計劃并不缺乏計劃。 相反，適應所發生的事情的能力顯示出很高的個人組織水平。

往下看 (Look down the road)

Do not stick to scheduling only events that will happen in the next week. Plan and schedule ALL the events that will happen and that already have a date, including events that will happen the following year.

不要只安排下周要發生的事件。 計劃和安排將要發生的，已經有日期的所有事件，包括第二年將要發生的事件。

沒有不好的時間表 (There is no bad schedule)

There is no task that cannot be scheduled. Always put ALL of them on your agenda, from your least favorites to the biggest conferences. Remember: "If it's not on the agenda, it doesn't exist"

沒有無法安排的任務。 從最不喜歡的會議到最大的會議，始終將所有會議議程都放在您的議程中。 記住： “如果不在議程中，就不存在”

安排您的空閑時間 (Schedule your free time)

As we said before, it is super important to schedule the time you have for you. So enjoy and schedule free time so that you do not schedule other things over it.

正如我們之前所說，安排好自己的時間是非常重要的。 因此，請享受并安排空閑時間，這樣您就不會再安排其他時間了。

Also, always schedule your lunch time in your personal and company calendar. That way other people (and even yourself) are unable to schedule things at these times.

此外，請始終在個人日歷和公司日歷中安排午餐時間。 這樣，其他人(甚至您自己)就無法在這些時間安排事情。

對時間表明智 (Be sensible with schedules)

That meeting never starts at 10 am sharp...how frustrating. It's always complicated to work with other people and schedules, so try your hardest to stick to the time you planned for things.

那次會議從凌晨10點開始……真令人沮喪。 與其他人和時間表一起工作總是很復雜，因此要盡最大努力堅持計劃好的時間。

But always try to give yourself some time between your tasks so that you don't get overwhelmed.

但是，請務必在執行任務之間給自己一些時間，以免使您不知所措。

聚焦時間 (Focus time)

Every day, try to schedule some time just to focus. During this time, only dedicate yourself to what is scheduled. That is, don't respond to messages, don't answer emails (unless, of course, these are your focus tasks).

每天嘗試安排一些時間來集中精力。 在這段時間里，只專注于預定的時間。 也就是說，不要回復消息，不要回復電子郵件(當然，除非這些是您的重點任務)。

Outlook has an extension called Insights which, among other very cool things, allows you to schedule focus time weekly. In addition to it, there are other programs like RescueTime that allow you to analyze your daily productivity:

Outlook有一個名為Insights 的擴展程序 ，它除了其他非常酷的功能外，還可以讓您每周安排焦點時間。 除此之外，還有RescueTime之類的其他程序，可讓您分析您的日常工作效率：

And this brings us to another important topic.

這將我們帶到另一個重要的話題。

尋找可以幫助您的工具 (Look for tools that help you)

The most important mantra I bring to life is that we must keep things simple. This means we should only use a small, but efficient, number of tools.

我賦予生命的最重要的口頭禪是，我們必須保持簡單。 這意味著我們應該只使用少量但有效的工具。

For several months I searched for and tested several tools, some of which did not give me much benefit. But I found others, such as Insights and RescueTime, that showed me super interesting things.

幾個月來，我一直在搜索和測試幾種工具，其中一些工具并沒有給我帶來太多好處。 但是我發現其他一些東西，例如Insights和RescueTime ，向我展示了非常有趣的東西。

了解你的時間 (Understand your time)

In addition to having insights, seeing the bigger picture is very important. Other tools like WakaTime allow you to have exact control over what you are doing and where you spend most of your time (and what you’re doing in the meantime).

除了有見識之外，看到更大的圖景非常重要。 WakaTime等其他工具可讓您完全控制自己的工作以及大部分時間(以及與此同時所做的事情)所花費的時間。

Tools like this can help you get ideas on how to improve your personal organization on your own.

這樣的工具可以幫助您獲得有關如何自行改善個人組織的想法。

In the case of RescueTime, it has extensions for your computer, cell phone, and tablet that analyze the types of thing you do and classify them as productive time or not.

就RescueTime而言 ，它具有計算機，手機和平板電腦的擴展程序，用于分析您做的事情的類型并將其分類為生產時間。

It's all configurable, and can show, for example, how many times have you taken your cell phone out to look at it during the day. It also helps you set goals that you can strive to follow during the week.

這都是可配置的，并且可以顯示，例如，您白天拿出手機看過多少次了。 它還可以幫助您設定一周內可以遵循的目標。

It is important to note that these tools work based on data, so you need to use them for a long time (at least two months) before deciding if they really work or not. So, give them time to adjust.

重要的是要注意，這些工具基于數據工作，因此您需要長時間(至少兩個月)使用它們，然后才能確定它們是否真正起作用。 因此，請給他們時間進行調整。

電郵 (Emails)

One of the great villains of personal organization? Emails. In the past 20 years, email has become one of the most popular forms of communication. However, they also fill not only your inbox but also your time. After all, they are many...

個人組織的偉大反派之一？ 電子郵件。 在過去的20年中，電子郵件已成為最流行的通信形式之一 。 但是，它們不僅填充您的收件箱，還填充您的時間。 畢竟他們很多...

Time and necessity has led us to develop a methodology for dealing with e-mails called inbox zero in addition to other important techniques.

時間和必要性促使我們開發了一種用于處理電子郵件的方法，除其他重要技術外，該方法稱為收件箱零 。

收件箱零 (Inbox Zero)

All emails are tasks that require action. Writer and podcaster Merlin Mann created the inbox zero model a long time ago and, to this day, it is one of the most efficient ways to deal with e-mails.

所有電子郵件都是需要采取措施的任務。 Writer and podcaster Merlin Mann created the inbox zero model a long time ago and, to this day, it is one of the most efficient ways to deal with e-mails.

The goal of this methodology is simple: to zero out your inbox every day so that you don't have any pending issues.

The goal of this methodology is simple: to zero out your inbox every day so that you don't have any pending issues.

For this, all e-mail can have four actions that can be taken:

For this, all e-mail can have four actions that can be taken:

• Exclude: Is there nothing you can do? Doesn't it concern you? Will you never need to return to this email again? Delete or archive it – always remember to never leave an email read in your inbox.

  Exclude: Is there nothing you can do? Doesn't it concern you? Will you never need to return to this email again? Delete or archive it – always remember to never leave an email read in your inbox .

• Delegate: If the email came to you, but you are not the best person to resolve the demand, then forward this email to someone else who can resolve it. This does not mean that you automatically become the manager. In this 2016 article personal organizer Mia Lotringer says it is especially important to pass the ball over to the neighbor as you're able, avoid having pending issues.

  Delegate: If the email came to you, but you are not the best person to resolve the demand, then forward this email to someone else who can resolve it. This does not mean that you automatically become the manager. In this 2016 article personal organizer Mia Lotringer says it is especially important to pass the ball over to the neighbor as you're able, avoid having pending issues.

• Send/Plan: The postponement - or, as I like to call, planning - of email is one of the coolest features that existed in the old (but gold) Google Inbox, which applied the inbox zero technique perfectly! If the email takes more than two minutes to respond, then it is best that you postpone it to a specific date where you can respond calmly and pick up all the items needed for a decent response. Today, both Gmail and new Outlook have e-mail postponement functionality. I like to go deeper than that, though – in addition to postponing the email, I also add a task for it in my favorite task system (both Gmail and Outlook Web).

  Send/Plan: The postponement - or, as I like to call, planning - of email is one of the coolest features that existed in the old (but gold) Google Inbox, which applied the inbox zero technique perfectly! If the email takes more than two minutes to respond, then it is best that you postpone it to a specific date where you can respond calmly and pick up all the items needed for a decent response. Today, both Gmail and new Outlook have e-mail postponement functionality. I like to go deeper than that, though – in addition to postponing the email, I also add a task for it in my favorite task system (both Gmail and Outlook Web ).

• Do: Otherwise, if the email takes less than two minutes to answer or it can be answered right away, don't waste time moving it, just reply and file.

  Do: Otherwise, if the email takes less than two minutes to answer or it can be answered right away, don't waste time moving it, just reply and file.

Schedule your inbox zero (Schedule your inbox zero)

Like any task, inbox zero is a daily action that needs to be performed. But most people have a habit of checking e-mails several times during the day. It's been proven by researchers at Columbia University, that checking e-mail just three times a day can greatly decrease your stress level.

Like any task, inbox zero is a daily action that needs to be performed. But most people have a habit of checking e-mails several times during the day. It's been proven by researchers at Columbia University, that checking e-mail just three times a day can greatly decrease your stress level.

In my case, I usually check e-mail once at nine in the morning, when I start to work. The whole process takes no more than 30 minutes, so at 9:30 am I'm already free. After that I check again after lunch, around 1 pm and, finally, in the late afternoon at 5:30 pm before marking the day as finished.

In my case, I usually check e-mail once at nine in the morning, when I start to work. The whole process takes no more than 30 minutes, so at 9:30 am I'm already free. After that I check again after lunch, around 1 pm and, finally, in the late afternoon at 5:30 pm before marking the day as finished.

Emails are tasks (Emails are tasks)

Do not forget that every email asks for an action. This action can be quick or time consuming. If the action takes time it becomes a task that must be scheduled in your task system and placed on your agenda.

Do not forget that every email asks for an action. This action can be quick or time consuming. If the action takes time it becomes a task that must be scheduled in your task system and placed on your agenda .

任務 (Tasks)

We've now arrived where everyone thinks the problem lies: the task list! There are several very well-tested methodologies that'll help you make your personal organization work.

We've now arrived where everyone thinks the problem lies: the task list! There are several very well-tested methodologies that'll help you make your personal organization work.

Initially we can say that task lists are very necessary, because humans adapt better when we have a list of objective and concrete things that we need to do. This way we don't always need to be thinking.

Initially we can say that task lists are very necessary, because humans adapt better when we have a list of objective and concrete things that we need to do. This way we don't always need to be thinking.

Your tasks should be:

Your tasks should be:

• Simple
  簡單
• Concise
  Concise
• Straightforward
  Straightforward

Choosing your tool (Choosing your tool)

Here are a series of tools that exist to organize tasks. As I said earlier, the secret to finding efficiency is to use as few tools as possible that you use well. And this efficiency comes from integrating your tools so that they all work as one.

Here are a series of tools that exist to organize tasks. As I said earlier, the secret to finding efficiency is to use as few tools as possible that you use well. And this efficiency comes from integrating your tools so that they all work as one.

Let's start with the native tools of the calendar systems we mentioned before.

Let's start with the native tools of the calendar systems we mentioned before.

• The first is Microsoft To Do which is already integrated with Outlook and, consequently, to the calendar. It also has mobile applications, in addition to integrating very well with Insights.

  The first is Microsoft To Do which is already integrated with Outlook and, consequently, to the calendar. It also has mobile applications, in addition to integrating very well with Insights .

• Then we have Google Tasks, which is also integrated with both Gmail and Google Calendar and has mobile apps.

  Then we have Google Tasks , which is also integrated with both Gmail and Google Calendar and has mobile apps.

• Finally, we have Apple's Reminders, which perform the same functions. While it is not directly integrated with calendar, it is synchronized and native to all Apple devices.

  Finally, we have Apple's Reminders , which perform the same functions. While it is not directly integrated with calendar, it is synchronized and native to all Apple devices.

These three tools make up the simplest integrations that can be done, as they are native to the platforms themselves. If you are a beginner (or even have been organizing for a while), I recommend starting here.

These three tools make up the simplest integrations that can be done, as they are native to the platforms themselves. If you are a beginner (or even have been organizing for a while), I recommend starting here.

There are other options for those who want to follow a more Kanban-like model, such as Trello. Check it out.

There are other options for those who want to follow a more Kanban-like model, such as Trello . 看看這個。

However, when I first started working on personal organization these apps did not exist yet. So I ended up going to another tool, which is still one of the tools I like the most: Todoist.

However, when I first started working on personal organization these apps did not exist yet. So I ended up going to another tool, which is still one of the tools I like the most: Todoist .

For me, Todoist was the right choice because it is quite simple. It's just a task list that allows you to include some type of tags and create several categories, which are called projects:

For me, Todoist was the right choice because it is quite simple. It's just a task list that allows you to include some type of tags and create several categories, which are called projects:

I was looking for a system where I could write down all my tasks, as well as set deadlines and be reminded of them. Todoist gave me much more than I needed.

I was looking for a system where I could write down all my tasks, as well as set deadlines and be reminded of them. Todoist gave me much more than I needed.

In addition to having excellent applications for web, desktop and mobile, it also has integrations with Google Calendar. This means that all events I create on a private calendar become tasks in Todoist and all tasks in Todoist become items in my calendar.

In addition to having excellent applications for web, desktop and mobile, it also has integrations with Google Calendar. This means that all events I create on a private calendar become tasks in Todoist and all tasks in Todoist become items in my calendar.

In addition, it allows you to tag your tasks to find them more easily later on. Also, if you are on a project with multiple people, it is possible to share one or more projects with other users for everyone to use.

In addition, it allows you to tag your tasks to find them more easily later on. Also, if you are on a project with multiple people, it is possible to share one or more projects with other users for everyone to use.

Small tips about tools (Small tips about tools)

Here are some small tips I picked up while using various task management apps.

Here are some small tips I picked up while using various task management apps.

You have a limit (You have a limit)

We all have a limit on the number of tasks we can do each day, be it a time limit or a cognitive one. We cannot force ourselves to do too many complex tasks at once in a single day.

We all have a limit on the number of tasks we can do each day, be it a time limit or a cognitive one. We cannot force ourselves to do too many complex tasks at once in a single day.

And this limit is defined by each one of us, there is no magic number. Do not try to include twenty-five tasks in one day, as you won't end up completing all of them. This will give the you the false impression that you have not organized yourself properly.

And this limit is defined by each one of us, there is no magic number. Do not try to include twenty-five tasks in one day, as you won't end up completing all of them. This will give the you the false impression that you have not organized yourself properly.

To try to find out what your daily limit is, try applying the Scrum point technique of applying tags to each task according to their difficulty. At the end of the week count the points for the full tasks and write them down. At the end of the month make an average of the number of points you tallied and you will have your estimated number.

To try to find out what your daily limit is, try applying the Scrum point technique of applying tags to each task according to their difficulty. At the end of the week count the points for the full tasks and write them down. At the end of the month make an average of the number of points you tallied and you will have your estimated number.

Measure time (Measure time)

One of the most helpful things we can do for our own personal organization is measure the amount of time we spend on each task. We can do this with tools like Toggl - which, by the way, has a blog full of amazing comics - and measure exactly how much time we spend on each of the tasks we perform. You can also integrate the tool with Todoist or others.

One of the most helpful things we can do for our own personal organization is measure the amount of time we spend on each task. We can do this with tools like Toggl - which, by the way, has a blog full of amazing comics - and measure exactly how much time we spend on each of the tasks we perform. You can also integrate the tool with Todoist or others.

However, from my point of view, time measurement is a bit too extreme when we are doing personal organization. This is because, at least for me, it didn't give me any interesting insights, and I often forgot to start the timer.

However, from my point of view, time measurement is a bit too extreme when we are doing personal organization. This is because, at least for me, it didn't give me any interesting insights, and I often forgot to start the timer.

The more detailed the better (The more detailed the better)

As we said earlier, your tasks should be simple, but at the same time concise. So try to make your to-do titles very descriptive without writing too much. ?Then you can comment on the tasks and attach everything you need to carry them out.

As we said earlier, your tasks should be simple, but at the same time concise. So try to make your to-do titles very descriptive without writing too much. Then you can comment on the tasks and attach everything you need to carry them out.

I can't say much about the other task management tools, as I've never used them much, but Todoist allows us to add comments and attach files to our tasks.

I can't say much about the other task management tools, as I've never used them much, but Todoist allows us to add comments and attach files to our tasks.

So, when creating a task, describe it with a quick and concise title, but leave a comment with as much detail as possible. Also attach any files that are needed, even if these files are already elsewhere.

So, when creating a task, describe it with a quick and concise title, but leave a comment with as much detail as possible. Also attach any files that are needed, even if these files are already elsewhere.

Let's jump to one example: I received an email about a document that I needed to review and return to the sender. But I needed to ask someone else to also review the document after my review. So what would my task flow be?

Let's jump to one example: I received an email about a document that I needed to review and return to the sender. But I needed to ask someone else to also review the document after my review. So what would my task flow be?

Create a task "Analyze documents from email X" with a scheduled date and time

Create a task "Analyze documents from email X" with a scheduled date and time

I would add the task in a project in Todoist

I would add the task in a project in Todoist

I would comment out the context for the task – that way I can return to it at any time and I'd know what was happening and what the context was that I have to follow

I would comment out the context for the task – that way I can return to it at any time and I'd know what was happening and what the context was that I have to follow

Attach the document and email to the task

Attach the document and email to the task

Create another task "Send the document to Y" and comment on the context of that task by writing down the email and the person I must send the answer to in this same comment

Create another task "Send the document to Y" and comment on the context of that task by writing down the email and the person I must send the answer to in this same comment

Divide and conquer (Divide and conquer)

As we saw in the beginning, the human attention span is approximately 20 minutes, so we can't create tasks that are too long. To help with this, most tools offer us a sub task system, where we can include a larger task and several small tasks.

As we saw in the beginning, the human attention span is approximately 20 minutes, so we can't create tasks that are too long. To help with this, most tools offer us a sub task system, where we can include a larger task and several small tasks.

Let's take the previous example and do it in a more organized way:

Let's take the previous example and do it in a more organized way:

Create a task "Analyze documents from the email X" with a scheduled date and time

Create a task "Analyze documents from the email X" with a scheduled date and time

I would add the task in a Todoist project

I would add the task in a Todoist project

I would comment on a context for the task, that way I can return to it at any time that I will know what was happening and what is the context that I have to follow

I would comment on a context for the task, that way I can return to it at any time that I will know what was happening and what is the context that I have to follow

Attachment the email in the task

Attachment the email in the task

I create a sub-task "Analyze document Z"

I create a sub-task "Analyze document Z"

Attach the document to the task

Attach the document to the task

I create another sub task "Send the document to Y" and comment on the context of that task by writing the email and the person I have to send the answer to in this same comment

I create another sub task "Send the document to Y" and comment on the context of that task by writing the email and the person I have to send the answer to in this same comment

We could create another sub task to follow-up with the person after a certain time or even another one to re-analyze and respond. All with scheduled date-time and included in the same project.

We could create another sub task to follow-up with the person after a certain time or even another one to re-analyze and respond. All with scheduled date-time and included in the same project.

Notes and anything else (Notes and anything else)

In addition to what we must do, it is important to know what we are currently doing and take notes. And, even more important than taking notes, we should keep these notes simply and efficiently so we can return to them later.

In addition to what we must do, it is important to know what we are currently doing and take notes. And, even more important than taking notes, we should keep these notes simply and efficiently so we can return to them later.

In this section I will just leave a list of tools that I have used, but you'll have to choose what works best for you.

In this section I will just leave a list of tools that I have used, but you'll have to choose what works best for you.

Github (Github)

If you have study notes or anything that is public, or even private, you can keep them in a GitHub repository - like I do - and they will be secure and versioned.

If you have study notes or anything that is public, or even private, you can keep them in a GitHub repository - like I do - and they will be secure and versioned.

Google Keep (Google Keep)

Keep is an excellent tool for organizing your notes on the post-its model – and it even supports to-dos! I personally used it for a long time before migrating to another tool that suited me better.

Keep is an excellent tool for organizing your notes on the post-its model – and it even supports to-dos! I personally used it for a long time before migrating to another tool that suited me better.

From my point of view, Keep is the balance between functionality and simplicity. The problem is that it is a bit heavy and does not have that many features.

From my point of view, Keep is the balance between functionality and simplicity. The problem is that it is a bit heavy and does not have that many features.

Notion (Notion)

I used Google Keep for many years until I discovered Notion. This is essentially a tool that includes everything. You can make tables, calendars, plan projects and everything. It is really an excellent tool and today it is my tool of choice for anything I need to keep. And it has apps for any platform.

I used Google Keep for many years until I discovered Notion. This is essentially a tool that includes everything. You can make tables, calendars, plan projects and everything. It is really an excellent tool and today it is my tool of choice for anything I need to keep. And it has apps for any platform.

I use this app today to organize my list of content that I am writing (including this article) and also that I will write in the future. I keep lists of talks and ideas for talks I have, streams, songs I want to practice, other important notes, and so on.

I use this app today to organize my list of content that I am writing (including this article) and also that I will write in the future. I keep lists of talks and ideas for talks I have, streams, songs I want to practice, other important notes, and so on.

No, this article is unfortunately not sponsored by Notion 😢No, this article is unfortunately not sponsored by Notion 😢

Another nice thing about Notion is that you can import content from other tools natively, and you can also count on a series of templates to create what you want without having to think too much:

Another nice thing about Notion is that you can import content from other tools natively, and you can also count on a series of templates to create what you want without having to think too much:

It also has many forms of customization, including dynamic organization filters:

It also has many forms of customization, including dynamic organization filters:

Yes, I delayed the publication of this article... But unforeseen events happen, and you need to be prepared for them.

Yes, I delayed the publication of this article... But unforeseen events happen, and you need to be prepared for them.

Native Notes (Native Notes)

You can also use the native notes application on your computer/cell phone. In the case of Apple we are talking about Notes, but all cellphones have a native notes application.

You can also use the native notes application on your computer/cell phone. In the case of Apple we are talking about Notes, but all cellphones have a native notes application.

Methodologies (Methodologies)

Now that we've talked about tooling, best practices, tips and tricks, let's jump into the methods of organizing yourself.

Now that we've talked about tooling, best practices, tips and tricks, let's jump into the methods of organizing yourself.

Methodology is the study of a method, or a study of ways to reach a final goal. Methodologies help us follow a path in a more organized and concrete way instead of trial and error. After all, they are precisely the study of these attempts.

Methodology is the study of a method, or a study of ways to reach a final goal. Methodologies help us follow a path in a more organized and concrete way instead of trial and error. After all, they are precisely the study of these attempts.

It is important to say that if a methodology fits perfectly with what you are doing, then you are probably doing it wrong. This is because the methodologies were created to give us a guide on how to behave, but not to dictate how we should carry out our tasks. In most cases a methodology will need to be adapted or even modified according to your needs.

It is important to say that if a methodology fits perfectly with what you are doing, then you are probably doing it wrong. This is because the methodologies were created to give us a guide on how to behave, but not to dictate how we should carry out our tasks. In most cases a methodology will need to be adapted or even modified according to your needs.

Why to use a methodology? (Why to use a methodology?)

Over all the years I tried to organize myself, I tried to create methods and activities that would make me more efficient in personal organization. But this is not always the best way to go about it – we often discover very efficient methods, but impractical, and vice versa.

Over all the years I tried to organize myself, I tried to create methods and activities that would make me more efficient in personal organization. But this is not always the best way to go about it – we often discover very efficient methods, but impractical, and vice versa.

After a while, I found out that other people had the same problems as I did, and had different ideas on how to treat them. So I started to learn a little more about methodologies.

After a while, I found out that other people had the same problems as I did, and had different ideas on how to treat them. So I started to learn a little more about methodologies.

Methods of organization (Methods of organization)

In general, anyone working with software development is quite used to the agile development method, Agile, Scrum, Kanban, and other famous methodologies. And these Agile methods can also make your life very, well... agile.

In general, anyone working with software development is quite used to the agile development method , Agile , Scrum , Kanban, and other famous methodologies. And these Agile methods can also make your life very, well... agile.

That is why, many times, personal organization "borrows" productivity techniques from these methods that were created to help people accomplish a lot in a brief time. The most successful methods, I think, are:

That is why, many times, personal organization "borrows" productivity techniques from these methods that were created to help people accomplish a lot in a brief time. The most successful methods, I think, are:

• Scrum

  Scrum

• Kanban

  Kanban

However, over time, people began to take Agile methods, which were originally created for complete teams, and turn them into individual methodologies for managing and fulfilling tasks. Hence other methodologies emerged, the best known being GTD (Get Things Done).

However, over time, people began to take Agile methods, which were originally created for complete teams, and turn them into individual methodologies for managing and fulfilling tasks. Hence other methodologies emerged, the best known being GTD ( Get Things Done ) .

In addition, several techniques such as using a Pomodoro clock have been developed and can be combined with methodologies to obtain an even more effective result.

In addition, several techniques such as using a Pomodoro clock have been developed and can be combined with methodologies to obtain an even more effective result.

Let's talk a little about each one and how they can be applied.

Let's talk a little about each one and how they can be applied.

Scrum in personal organization (Scrum in personal organization)

Scrum is an agile continuous feedback methodology. In it, a Product Owner, a Scrum Master and a development team perform evolutionary iterations about a product so that it is developed together with the client's participation in each process. This is unlike the older waterfall model that was based on a step to step process.

Scrum is an agile continuous feedback methodology. In it, a Product Owner, a Scrum Master and a development team perform evolutionary iterations about a product so that it is developed together with the client's participation in each process. This is unlike the older waterfall model that was based on a step to step process.

The team is organized into sprints, which can last 7, 14 or more days. In these sprints all tasks to be performed within that timeframe are already described and nothing else can be changed until the next sprint.

The team is organized into sprints, which can last 7, 14 or more days. In these sprints all tasks to be performed within that timeframe are already described and nothing else can be changed until the next sprint.

Every day the team holds a 15-minute daily standup and at the end of the sprint the team performs a review and a retrospective.

Every day the team holds a 15-minute daily standup and at the end of the sprint the team performs a review and a retrospective.

Of course we have no way to incorporate team meetings into our personal organization methodology unless you have a talent for discussing things with yourself. But the sprint model is widely used (with some facilitations) to help us further improve the way we can organize our time.

Of course we have no way to incorporate team meetings into our personal organization methodology unless you have a talent for discussing things with yourself. But the sprint model is widely used (with some facilitations) to help us further improve the way we can organize our time.

Below are some points that we can think about when developing our methodology:

Below are some points that we can think about when developing our methodology:

• Use 7-day sprints. Meaning, plan your entire week on Sunday
  Use 7-day sprints. Meaning, plan your entire week on Sunday
• Use sprint points (which we talked about in the previous paragraphs) to measure the number of tasks you do per sprint. This way you will know when you exceed your limit.
  Use sprint points (which we talked about in the previous paragraphs) to measure the number of tasks you do per sprint. This way you will know when you exceed your limit.

• Remember: Unforeseen events happen, so relax the rule of not changing anything in the sprint so that it allows additions and removals during the week.

  Remember: Unforeseen events happen , so relax the rule of not changing anything in the sprint so that it allows additions and removals during the week.

• Optionally at the end of the sprint do a retrospective checking what you did well or not that week so that you don't repeat the mistake the following week.
  Optionally at the end of the sprint do a retrospective checking what you did well or not that week so that you don't repeat the mistake the following week.

Kanban in personal organization (Kanban in personal organization)

Kanban is another interesting model that is often mixed with Scrum. In this model, visualization is the key, so we have the so-called Kanban Boards, as follows:

Kanban is another interesting model that is often mixed with Scrum. In this model, visualization is the key, so we have the so-called Kanban Boards , as follows:

The entire Kanban methodology is based on flow control. So instead of having someone telling you what to do, people put their needs in a backlog and the team will take and perform the tasks as there are slots available.

The entire Kanban methodology is based on flow control. So instead of having someone telling you what to do, people put their needs in a backlog and the team will take and perform the tasks as there are slots available.

This is because, in Kanban, we have a limit of work that can be done at a time, and usually one person cannot do more than two tasks at the same time.

This is because, in Kanban, we have a limit of work that can be done at a time, and usually one person cannot do more than two tasks at the same time.

That is why the board is necessary. Having a view of what is blocked, what is being done, and what needs to be done gives interesting insights for those who are managing the project.

That is why the board is necessary. Having a view of what is blocked, what is being done, and what needs to be done gives interesting insights for those who are managing the project.

Again, if it's just you, you're not working on a team, so some parts of the methodology, like having someone producing and asking for tasks that are added to the backlog, must be done manually. So here are some other tips:

Again, if it's just you, you're not working on a team, so some parts of the methodology, like having someone producing and asking for tasks that are added to the backlog, must be done manually. So here are some other tips:

• Use a board to organize your tasks
  Use a board to organize your tasks
• List everything that needs to be done and add the tasks as they arrive
  List everything that needs to be done and add the tasks as they arrive
• Reprioritize the backlog whenever a new task is added to it
  Reprioritize the backlog whenever a new task is added to it
• Use work limitation to focus
  Use work limitation to focus

GTD (GTD)

The GTD (Get Things Done) was created by David Allen, an American who dedicated his work to discovering how to be more productive. In my opinion, GTD combined with other methods can be an extremely effective way of making things, in fact, happen.

The GTD (Get Things Done) was created by David Allen, an American who dedicated his work to discovering how to be more productive. In my opinion, GTD combined with other methods can be an extremely effective way of making things, in fact, happen.

The GTD is divided into a few steps:

The GTD is divided into a few steps:

Capture: Get the task or action that needs to be done and write it down in a more reliable way, as we talked about in the previous paragraphs.

Capture : Get the task or action that needs to be done and write it down in a more reliable way, as we talked about in the previous paragraphs.

Clarify: The time you take to define and describe all tasks.

Clarify : The time you take to define and describe all tasks.

Organize: Keep the list always organized and easily accessible

Organize : Keep the list always organized and easily accessible

Reflect: Review of tasks and setting priorities

Reflect : Review of tasks and setting priorities

Engage: Get to work

Engage : Get to work

You don't have to follow all the steps to the letter. I, for example, do not have a moment in my day when I clarify all tasks, because I will never remember everything. So, I capture and clarify at the same time. Organization and reflection are also done the moment I add a task to the list (something I borrowed from Kanban).

You don't have to follow all the steps to the letter. I, for example, do not have a moment in my day when I clarify all tasks, because I will never remember everything. So, I capture and clarify at the same time. Organization and reflection are also done the moment I add a task to the list (something I borrowed from Kanban).

The entire methodology is well explained with the following diagram:

The entire methodology is well explained with the following diagram:

We are constantly receiving input from the environment, both new tasks and everyday items. As soon as we receive one of these inputs we have to think: "Is there anything I can do with this?", If the answer is "no", then you have three options:

We are constantly receiving input from the environment, both new tasks and everyday items. As soon as we receive one of these inputs we have to think: "Is there anything I can do with this?", If the answer is "no", then you have three options:

• Throw Away: You will never use this (a spam email or something like that)

  Throw Away : You will never use this (a spam email or something like that)

• Reminder: You will probably use this at some point and already know the date. So, you can defer this task to when you believe you will be using it

  Reminder : You will probably use this at some point and already know the date. So, you can defer this task to when you believe you will be using it

• Reference: If you believe that this item will be reference material (a document, certificate), store it in a very well-organized place so that you can find it super-fast.

  Reference : If you believe that this item will be reference material (a document, certificate), store it in a very well-organized place so that you can find it super-fast.

If you have an action that can be performed on the task, let's go back to the previous article, where we can perform three types of actions on that task:

If you have an action that can be performed on the task, let's go back to the previous article, where we can perform three types of actions on that task:

• If it takes less than 2 minutes, do it!

  If it takes less than 2 minutes, do it!

• Delegate: And, as soon as you delegate, create another follow-up task for a future date

  Delegate : And, as soon as you delegate, create another follow-up task for a future date

• Postpone: When we don't need to take immediate action, but we know that we will need it in the future

  Postpone : When we don't need to take immediate action, but we know that we will need it in the future

See that we are applying the inbox zero techniques that we saw in the beginning with the techniques of this methodology. That is, we are adapting the techniques of each one so that they work better as a whole.

See that we are applying the inbox zero techniques that we saw in the beginning with the techniques of this methodology. That is, we are adapting the techniques of each one so that they work better as a whole.

Another interesting concept of GTD is that of "projects". Any task that requires more than one step to complete is called a project. These projects are groups of tasks that need to have all the necessary information at hand.

Another interesting concept of GTD is that of "projects". Any task that requires more than one step to complete is called a project. These projects are groups of tasks that need to have all the necessary information at hand.

Pomodoro (Pomodoro)

Finally, we are not going to talk about a methodology, but a technique. Pomodoro was created by Francesco Cirilo in the 80s.

Finally, we are not going to talk about a methodology, but a technique. Pomodoro was created by Francesco Cirilo in the 80s.

This is a somewhat radical technique: it requires that you will have to do your tasks in timeframes of 25 minutes each. That is, for each task you need to be completely free of distractions for 25 minutes, at least. This timeframe is called a pomodoro.

This is a somewhat radical technique: it requires that you will have to do your tasks in timeframes of 25 minutes each. That is, for each task you need to be completely free of distractions for 25 minutes, at least. This timeframe is called a pomodoro .

After a pomodoro, you take a five minute break. And after four pomodoros, a 30-minute break. This technique can be combined with any of the previous methodologies to complete your productivity, since it avoids procrastination.

After a pomodoro, you take a five minute break. And after four pomodoros, a 30-minute break. This technique can be combined with any of the previous methodologies to complete your productivity, since it avoids procrastination.

Whenever you finish a task, write down how many pomodoros you took and cross it off the list. This, over time, helps to understand how long it takes you to complete your tasks.

Whenever you finish a task, write down how many pomodoros you took and cross it off the list. This, over time, helps to understand how long it takes you to complete your tasks.

However, like any methodology, it has pros and cons. One of the biggest cons is that if you are in a "flow" state, where everything is flowing and you are producing continuously, the timer can end right in the middle of your productivity. Then it can take you longer to get back to where you were or even completely lose the idea.

However, like any methodology, it has pros and cons. One of the biggest cons is that if you are in a "flow" state, where everything is flowing and you are producing continuously, the timer can end right in the middle of your productivity. Then it can take you longer to get back to where you were or even completely lose the idea.

In these cases, the ideal is to adjust the time of a pomodoro to a longer span, so that you can concentrate without any interruption.

In these cases, the ideal is to adjust the time of a pomodoro to a longer span, so that you can concentrate without any interruption.

Habits (Habits)

As has been made clear since the beginning of this article, habits are very important. There is no point in having the best organizational methodology but not having the habit of looking at lists.

As has been made clear since the beginning of this article, habits are very important. There is no point in having the best organizational methodology but not having the habit of looking at lists.

A habit takes about 21 days to create, and cannot be removed, just replaced by another habit. So, to create habits we can use our own willpower and force ourselves to do the same things that we want to keep, for 21 days in a row, without interruptions. But this is very difficult for everyone, so we can all use a little help.

A habit takes about 21 days to create, and cannot be removed, just replaced by another habit. So, to create habits we can use our own willpower and force ourselves to do the same things that we want to keep, for 21 days in a row, without interruptions. But this is very difficult for everyone, so we can all use a little help.

There are several tools that can help us with creating habits, one of which is Habitica, which turns your life into an RPG adventure.

There are several tools that can help us with creating habits, one of which is Habitica , which turns your life into an RPG adventure.

It also has a board that allows you to define your habits, your tasks, and also what you want to do daily:

It also has a board that allows you to define your habits, your tasks, and also what you want to do daily:

Create your own methodology (Create your own methodology)

In the end, it will all come down to creating your own way of working. Do not worry about strictly following the ideas of all methodologies because that will not work. The ideal is that you adapt each one of them and look for parts that make you organize better and feel good as you apply your own methodology.

In the end, it will all come down to creating your own way of working. Do not worry about strictly following the ideas of all methodologies because that will not work. The ideal is that you adapt each one of them and look for parts that make you organize better and feel good as you apply your own methodology.

In my case, I try to follow the GTD methodology. So whenever I'm working on something very important, I turn off all electronic devices and focus until I finish the task. It's more or less like the pomodoro, but without the timer – because I've used that technique and I didn't adapt very well to the breaks.

In my case, I try to follow the GTD methodology. So whenever I'm working on something very important, I turn off all electronic devices and focus until I finish the task. It's more or less like the pomodoro, but without the timer – because I've used that technique and I didn't adapt very well to the breaks.

Whenever I have a new task or a new email, I go through the process described by the infographic, but I don't have an "incubator" for tasks. I can simply do it or not do it, and tasks that are not done end up going in the waste bin.

Whenever I have a new task or a new email, I go through the process described by the infographic, but I don't have an "incubator" for tasks. I can simply do it or not do it, and tasks that are not done end up going in the waste bin.

In addition, all my tasks have a time and date set – I never put a task in "as soon as possible". If the task is urgent, it must be done right after this task or right now.

In addition, all my tasks have a time and date set – I never put a task in "as soon as possible". If the task is urgent, it must be done right after this task or right now.

To organize myself, I usually make constant revisions to my calendar to adjust to any changes and I am always working to improve it. This hasn't been very productive lately, so I'm going to make a change so that I can apply a quantitative assessment (like sprint points) weekly and review it every Sunday, which is when I plan the next sprint.

To organize myself, I usually make constant revisions to my calendar to adjust to any changes and I am always working to improve it. This hasn't been very productive lately, so I'm going to make a change so that I can apply a quantitative assessment (like sprint points) weekly and review it every Sunday, which is when I plan the next sprint.

I don't like the "projects" in the GTD because it doesn't make a lot of sense to me. So, in Todoist, I end up using projects as categories to define what kind of work I'm dedicated to, such as: Studies, Personal, Articles, and so on.

I don't like the "projects" in the GTD because it doesn't make a lot of sense to me. So, in Todoist, I end up using projects as categories to define what kind of work I'm dedicated to, such as: Studies, Personal, Articles, and so on.

Finally, I like to keep the idea of ??Kanban, so I organize all the tasks in a single "inbox" that would be my backlog. After that, I search and take the tasks one by one and organize them all into categories until there is no new task in the box.

Finally, I like to keep the idea of ??Kanban, so I organize all the tasks in a single "inbox" that would be my backlog. After that, I search and take the tasks one by one and organize them all into categories until there is no new task in the box.

Besides, I don't plan a single week at a time. I try to organize the tasks so that they fill up at least two to three weeks. I always fill in a concise description and an expressive title that help me to remember what I need to do every moment.

Besides, I don't plan a single week at a time. I try to organize the tasks so that they fill up at least two to three weeks. I always fill in a concise description and an expressive title that help me to remember what I need to do every moment.

結論 (Conclusion)

There is no best methodology, because the best one is the one that suits you. Try to mix a little of each one to create what works best, and don't be afraid to test and make mistakes. After all, you are in control.

There is no best methodology, because the best one is the one that suits you. Try to mix a little of each one to create what works best, and don't be afraid to test and make mistakes. After all, you are in control.

Once you have reached your ideal level of personal organization, you will know that your whole life is organized. And, no matter what, as long as you get on with your tasks, you will know that everything will work out, because you planned it! This is the ultimate goal.

Once you have reached your ideal level of personal organization, you will know that your whole life is organized. And, no matter what, as long as you get on with your tasks, you will know that everything will work out, because you planned it! This is the ultimate goal.

I hope my story and tips have helped some of you get organized. If you have other tips, let me know. Let's create a better methodology together! : D

I hope my story and tips have helped some of you get organized. If you have other tips, let me know. Let's create a better methodology together! : D

I also have a personal Blog where I post a lot of content about development and my own thoughts. If you feel like talking to me, you can visit there or my website which has the links of all my social networks. Feel free to follow and reach out.

I also have a personal Blog where I post a lot of content about development and my own thoughts. If you feel like talking to me, you can visit there or my website which has the links of all my social networks. Feel free to follow and reach out.

See ya!

拜拜！

翻譯自: https://www.freecodecamp.org/news/the-complete-guide-to-personal-organization/

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