So my clarifying stage only requires thinking of the next actions and simply copying the existing generic next actions task/card and renaming the title/description and updating the #contexts. The flow then goes and spawns the duplicate Project task/card (attaching a link to that Area of Focus project task/card) along with 2 generic next action task/cards over on the Next Actions plan/board all while including that initial #tag_friendly_style project name/ID on every spawned task/card throughout the flow. Once OneNote syncs that project page move action and the flow is triggered, Power Automate/Flow automates the creation of the appropriate Area of Focus plan/board Project task/card (attaching that OneNote Page link to it) in Planner. I have 1 Flow/Power Automate flow set up for each area of focus (3) listening for the 3 designated OneNote sections trigger event of moving that newly captured Project Support Materials Page into them. ![]() My full system starts with Capturing in OneNote then I’ll change the new Project page’s name to a #tag_friendly_style. The only next actions in that list are the ones associated with a current active project. I like how light weight that makes my use of the app. I love the ding when I mark a next action as complete! I only have tasks coming into the “Assigned to You” smart list all other lists are empty. ![]() Now finally back to To Do, I love the UI (dark mode) and working off of that throughout the day is real pleasure. I use check lists sparingly but go to them when it makes the most sense (next actions that are almost like mini projects). All of my next actions live on separate individual tasks/cards because of how much more flexible it allows me to be (a la the aforementioned disdain with the Outlook task calendar/due date obsession). So on the NA Plan/board I can filter by project name/ID and see the project and all of its associated next actions in one view. I use the #tags for project name/ID and context because they work seamlessly across Panner and To Do. On the next actions board I manage all my next actions but also keep a project task/card with a link over to its duplicate area of focus project task/card which then has a link to the project’s specific OneNote “project support materials” page. I have 4 Plans/boards, my “Next Actions” plan/board and then 3 “Area of Focus” plans/boards which I manage my projects on. I’m really comfortable working off of a Kanban style board and I found the freedom of naming the buckets as workflow stages liberating. Then I discovered Planner and that changed everything for me. At first I tried Outlook+OneNote but found the calendar reliance of Outlook tasks too restrictive and I became annoyed after I discovered To Do and how “in-sync” it and Outlook are. I opted for the O/MS365 ecosystem for my system about a year ago when I was introduced to gtd. So I do all of the organizing and clarifying over in Planner and To Do is simply my slick, Next Actions UI. I use To Do strictly for my daily to dos leveraging the “Assigned to You” list with ONLY my next actions I’ve assigned myself to over in Planner. I will be sure to do a blog post on that in the near future.Click to expand.sorry TL DR. In conclusion, I will be trying to finish reading David Allen’s book and incorporating his system for 2016 planning needs. The only problem with this part of the system is that sometimes I get my ideas on my bike, or in the shower and then it’s forgotten by the time I’m at my destination or out of the shower… how to solve that problem? Ideas are welcome!!! I REALLY NEED THIS!!! A place where I can just brain dump! And I do this in a bullet journal way. ![]() Having the to-do’s on a separate part, and divided into categories means that when I all of sudden have that unexpected free time, I can look and see what tasks I can do on my phone, or fine tune a project, or whatever! lolĪnother thing that I really like about this is the capture part. So things come up, and then I get anxious and demotivated because I see all these to-do’s that I planned which I hadn’t accomplished. My life/ work/ schedule is very unpredictable (and I have a problem saying “no” to people”. I think it is because I get so frustrated seeing tasks scheduled which I didn’t complete or wasn’t able to do on that day. Of course I had to ask myself: why did it work? ![]() And I liked it! I thought that I was a person who would hate having my to-do’s separated from my calendar pages, and I still am hesitant about it (old habits die hard), but actually, if I did it right, I was more productive.
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