There is a sort of inefficiency that comes with using both digital and analog tools for managing your tasks and your day. And that inefficiency is a feature, not a bug.
I have a “hybrid” productivity system that I’ve been using for about five years now, and it works very well for me.
I call it the Hybrid Method because it combines digital and analog. I use Things (digital) and a Baron Fig notebook (analog).
Every day, my most important tasks for the day are written down in my Baron Fig notebook, along with a general schedule for when I’ll be doing those tasks. Then, I use my notebook for helping me stay focused during the day.
Things is where I keep everything else. Anything with a due date, as well as all the other administrative miscellany of my job all get tossed into Things.
Like many of you, I suspect, I am at my Mac or my iPad for the bulk of my working hours. And my iPhone is always within arm’s reach. And virtually all of the incoming tasks I need to capture are of the digital kind: they deal with emails, websites, files, etc. Things is great for capturing all of this, keeping it organized, and presenting it to me when I need to see it.
And but so, yes, I could easily (perhaps even more easily) keep everything in Things. But I prefer the hybrid approach for two reasons:
- There is something calm and concrete to the act of using a pen to write down my most important tasks onto a piece of paper. And, frankly, it’s nice to have a break from the screen.
- Secondly, it’s less distracting to have my task list written down on a notebook rather than in a digital app. As clean and simple as Things is, it still has buttons and options and other lists off to the side that I just don’t need to be thinking about right now.
And that, dear readers, are the roots of it. That’s the why of my Hybrid approach.
(In our productivity course, All the Things, I go into significantly more detail about exactly how these tools interact and the templates I use for my daily and weekly planning and reviewing.)
Moving Beyond Task Management
Additionally, I wanted to share with you a bit about the main “components” of my system, if you will.
As I’ve written about on many other occasions, actual productivity is about spending our time on the things that matter. And so, while having a nerdy approach for keeping track of tasks can be fun, there is a bigger picture to what I’m doing here.
My overall mindset toward productivity covers all the areas of my life and helps me stay healthy and productive day in and day out.
The components of it, in no particular order, are:
- Plan: Identify what matters. I do this daily, weekly, monthly, and annually.
- Act: Focus on and do what matters.
- Rest: Sleeping, relaxing, relationships, entertainment.
- Think: Let my brain wonder, noodle, etc.
- Review: Check in with where I’m at and what I’ve been doing. I do this daily, weekly, monthly, annually.
- Move: Get out of my head and into my body. (Moving and exercising is about more than physical health, it is also a huge booster for thinking and creativity.)
Each of these activities are important. And it’s helpful to see them all listed out next to one another. I can, at times, overemphasize a few while neglecting others. And when I do, it often ends up causing stress and having a negative impact on my productivity.
For example, I have learned that when a particular project at work becomes a bit more demanding, it is all the more important for me to get a good night’s rest and to keep my daily exercise routine.
That’s why, in All the Things, there are several videos to go in-depth on Planning, Acting, and Reviewing. There is an entire other section of the course that focuses only on systems for a more calm approach to productivity and easier task management. That’s why our course is also for those who use OmniFocus, Todoist, or another app — we’ll be diving into stuff that can be used no matter what app you use.
Bonus! One more thing…
The Complete Guide to Managing Tasks in Things (Video)
If you struggle to keep up with all your tasks, we can show you some organization tips that may help you.
We put together a video that shows you everything you need to know about a task in Things:
- The difference between start dates and due dates and how to use them effectively.
- How to set up reminders so you never forget an important task again.
- How to use checklists for tasks that require more than one step.
- How to configure daily, weekly, monthly, or even annual repeating tasks.
- And more…
You don’t have to use any of these things in your tasks if you don’t want to. But knowing what they are and how they all work will help you be more organized, save time, and ensure you are using Things in the way that suits you best.
This video is something we have made available for free to our email subscriber community. You can get it right now. By joining the Sweet Setup community you’ll also get access to other guides, early previews to big new reviews and workflow articles we are working on, weekly roundups of our best content, and more.