I’ve experimented with many ways to keep track of what I need to get done. It started when I worked at PNR. My coach (god bless him, amazing manager) shared his work system. It was the first one I’d seen and understood how some people could exceed expectations all the time! How he managed to get everything IMPORTANT done was a masterclass in a fast-paced environment. I was juggling 2-3 projects at all times because of multiple clients, so it was essential for me to learn how not to “drop the ball.”
The system he used was a simple GTD + inbox zero method. Then, when I launched my company and the work became fully remote, I knew I had to tweak it and hone my workflow. It had to become part of me so I could stay super productive regardless of my environment. Thus began my journey to find the perfect workflow.
TL;DR: My Workflow
I’ve tweaked and iterated my workflow so many times, but here’s what it looks like as of early 2025:
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Add all my tasks in TickTick:
- Emails: I check my email and use the inbox zero method to answer or archive emails and capture tasks.
- Everything else: If I’m on mobile, I use a TickTick widget on my home screen; if I’m on my computer, I use the shortcut Option + Shift + A (global command) to add a task.
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Every evening, I check my to-do list and calendar to draft what I’ll be doing the next day in my daily note (Obsidian).
After trying so many systems, I “by design” crafted this workflow to be as simple as possible. There’s little to no friction for me to keep doing it every day. It’s been 4 years since I’ve used this system, and I’ve yet to miss a to-do! I don’t do EVERYTHING (by choice), but I have visibility to say NO when I choose not to.
First Iteration of GTD
My first iteration of the system was a board on Notion where I logged all my to-dos and ranked them by urgency and importance.
- I checked my inbox 3 times a day (morning, lunch, and before leaving the office) to clean it out (this also kept Gmail from becoming a distraction).
- I added tasks from my manager, colleagues, and clients and what I needed to get done throughout the day.
- I groomed the list every evening, ensuring everything was in order.
It made me a lot more effective at work!
Second Iteration: Finding a New To-Do List
The Notion table worked well, but as time passed, I had 2 new requirements that Notion didn’t meet:
- Logging tasks easily from mobile: Notion was terrible at this. The experience wasn’t workflow-specific but rather opening a workspace. It lacked shortcuts, performance, and a snappy UI (maybe it still does—I haven’t tried again). Overall, the experience wasn’t good.
- Logging personal life to-dos: I liked the system so much that I wanted to include my personal to-dos to reduce tool sprawl. With Notion’s table system, adding more to my template made it less simple, and I felt discouraged to use it.
Enter TickTick
Over the years, I went on a quest to find a new to-do list. I tried the usual suspects: Todoist, Apple Reminders, and even project management tools like Asana and ClickUp. Nothing clicked. It was often a mix of lacking features and clunky UX. Then I found TickTick!
The Magic Is in the System
I believe it’s better to use a system 100% of time time that outputs 80% of the value than to aim for 100% output but ending up 50% utilization. In my case, I could have achieved 80% of the value without tweaking anything, so why spend time chasing the that last 20%? In this case, it was for the thrill of perfecting something. A 100% output 100% of the time.
With TickTick, the system became enjoyable to use. I tag my tasks by urgency, importance, and date. Then, once a task is in my inbox, I move it to the right list at the end of the day. Each list represents an area of my life (e.g., Day-to-Day, Work).
Now it’s easy for me to prioritize using the Eisenhower Matrix view and ensure today’s tasks (like calling my mom or taking out the trash) get done in the “Today” view. Simple!
Tips and Tricks
- Right Task at the Right Time: I use Maker vs. Manager time to schedule deep work in the morning and emails/calls in the afternoon.
- Break Down Tasks into Clear, Achievable Outputs: I try to split tasks into deliverables I can complete in under 3 hours. If not, I break them down further. I use a 55-minute Pomodoro session three times, followed by a long break.
- Capture What You Do During the Day: If I do something unexpected, like getting lost in a rabbit hole researching tankless water pumps, I log it in my daily note in Obsidian.
- Review, Rinse, Repeat: At the end of the day, I take 10 minutes to confirm what’s been done and update my daily note. Then I plan what needs to be done tomorrow. I repeat this every evening. It’s been powerful for maintaining momentum.
- Don’t Forget to Take a Breather: I schedule days with only a few to-dos and lots of empty space to relax and chill.
Wrapping Up
This methodology has helped me focus on the most impactful tasks and communicate priorities. For example, if someone asks me to do something that’s not a high priority, I’ll say, “I can do it, but on X day because I’m currently tackling X, Y, and Z. Does that work for you?” Transparency and honesty are key.
Also by doing this workflow, I’m excited to look at my next day’s tasks. I rarely wonder what to do next. This workflow also helps me tackle projects in small, consistent slices until they’re done. A bit of work every day gets you to the finish line! I stopped believing and relying on a masterstroke of genius to complete tasks. I just keep on chipping away and keep the ball rolling until it’s completed.