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my best organization system yet.

my best organization system yet.


I hate the idea that you have to stick with
one organization system throughout the year. Organization systems are tools that adapt
to our lifestyle and our workload and should be chosen and used according to those principles. Currently, I’ve been loving an all-digital
system again Because I can see the exact same information in different devices even if I’m
in a situation where I don’t have my laptop or even my iPad with me. Being able to log quick notes And tasks without
having to set up a notebook or a ring-bound planner feels awesome, especially when you
can add more detail and information to those notes in the future. My current organization system is divided
between three major apps: a main calendar app, a to-do app and a project planning app. I’ve been using Timepage, Actions and Notion,
respectively, for this, but you can use other similar apps of your choice. The basics of my organization system require
three main steps: 1) scheduling events, 2) logging tasks and 3) project plan. I go through these three steps when I need
to plan for something or during my weekly reset organization sessions. – The first part of this process is opening
my Timepage app, which is basically a very pretty and functional calendar app, go to
my monthly view and add events. In my own personal dictionary, calendar events
are basically locked time blocks . As soon as they are added to my calendar, that timeblock
can’t be used to schedule tasks. Whether it’s a place I must be, someone
I have to hang out with or that gym class I have to go to, any future tasks that I try
to allocate to my calendar can’t interfere with those time blocks. – When scheduling an event, I like to add
in as much detail as possible, including exact timeframes, location, contact numbers in case
there’s someone I have to call, as well as notes related to that event. I then select the calendar I want to add that
event to and that’s it. I simplified my calendar organization and
currently have two calendars: a family calendar, where I share events that are relevant to
share with my fiancé, and a personal calendar, which has information that is only relevant
to me. After all of my events have been scheduled,
it’s time to switch apps and open Actions. – Actions is an app that simply lets you log
tasks. It’s supposed to be simple and fast and
it mimics the experience of a to-do list by relying on swipe gestures and individual lists
of to-do’s, like you would find in the pages of a notepad. I have four main lists on Actions – a list
for work, other for general chores, a list for wedding planning and a list for YouTube
projects. These tasks can either be logged indefinitely
or scheduled for a specific day. For logging tasks, I go through the same system
every time. – Step number 1: When I open the app, I open
my first list and insert anything I remember that I have to do, from very small things
like “e-mailing final version of document” to big things like imagining an entire project
from scratch. I make sure I open each one of my lists, skim
through the tasks that have been logged and not yet completed and then add things I remember
I still have to start, improve or complete. – Step number 2: After all of my to-dos have
been added to their corresponding list, I return to the split view and start dragging
each task to a certain day of the week. Assigning a time slot for these tasks creates
a sense of accountability but most of all, it immediately affects the rest of my day. This is fundamental because the great thing
about Actions in my opinion is that it synths perfectly with Timepage. – There’s a weekly view in the left column
that imports all events added to Timepage, even if they come from multiple calendars. Having this overview of your week makes it
easy to drag and drop tasks, as you already have a sense of your available time because
of your locked time blocks. Managing your way around your scheduled events
makes it easier to allocate time dedicated to finish a certain task because there’s
an improved perception of how you’ll be spending your time and that will eliminate
any need to re-allocate. All of my events have been scheduled and all
of my tasks have been allocated. This means it’s time to look at the bigger
picture and this means project planning via Notion. A quick note regarding my understanding of
Project Planning, however – although it can include obvious things like creating a new
YouTube video series, writing an article or changing my bedroom decor, I also call project
planning to major lists that are used for a longer time-span than tasks in to-do lists;
for instance, my bucket list and my 30 before 30 list have been included in Notion. The same idea applies to things like my reading
list, major meal prepping routines, links for budgeting spreadsheets, etc. Furthermore, Notion also acts as a data repository
and it’s a place I use to keep all the random information I don’t want to forget like
brainstorming templates, ideas for Christmas gifts, contacts, restaurant recommendations,
video exporting settings, submission rules, the list goes on and on. In other words, after everything is scheduled
and allocated, Notion acts as a major (but organized) brain dump. I type down everything I think about: stuff
I want to do, stuff I need to remember or stuff that I may do one day in the future
and would like to have a place to record in case I forget. Part of this brain dump actually sees the
light of day and ends up being scheduled or allocated into tasks; for instance, my self-learning
video series was once a page of Notion that I didn’t initially plan to start anytime
soon. A final note just to say that this system
only works in its entirety. Missing any of the three steps renders the
system useless so I make sure that I visit all three of these apps as part of my daily
routine. After a week or two, it gets pretty fast and
seamless and definitely helps me feel less overwhelmed. And if you want to learn more about different
organization systems, you can use today’s sponsor Skillshare to watch Thomas Frank’s
productivity masterclass, which covers how you can take notes, manage your calendar and
tasks and organize all of your digital and physical files and overall create your personal
organization system. Skillshare is an online learning community
with thousands of classes in dozens of different categories and they can help you build new
skills, develop new strategies and learn more about anything you feel curious about. Skillshare’s portfolio includes productivity
and business masterclasses, tutorials on how to work with different types of software,
language classes, art and design courses and so on. Premium membership gives you unlimited access
to all these incredible classes so no individual payments required and since skillshare costs
less than 10 dollars a month for the yearly subscription, it’s the perfect platform
to conitnuously develop your skills. If you go right now to this video’s description
you will find a special link and promo code that will get your first two months on Skillshare
for free. I hope you enjoyed this video and I will see
you next week. Bye guys!

Comments (39)

  1. Organization queen 👑 ❤️🙌🏼

  2. You are awesome! 1st! I love your channel!!!

  3. Love your videos❤️❤️❤️

  4. Awesome video! Do you have instagram account? I can't find you 🙁

  5. When you're early but there no comments to read 😕

  6. this videos make me so inspired

  7. This is a real and powerful system! 😍
    make sure you use all three components together and not only one or two of them, otherwise the system falls apart 😅

  8. Great content as usual Mariana <3 P.s. Please Moleskine, make your apps available for Windows too!

  9. When you say holy trinity, it’s a bit offensive. You’re referring the name given to God, Jesus Christ and the Holy Spirit to your technology. May you please change the title?

  10. Wait… are you engaged???

  11. Congratulations on your engagement !!^^

  12. I aim to be this organised! Thanks Mariana! 🙂

  13. In the past few months I’ve come to realize that realistically all academic work should be done on a tablet, no matter what grade you’re in. Teachers (at least in my college) need to open up more about the idea of implementing their lectures with technology. It’s the only way forward. For example, it’s inexcusable that you still have to write down notes for hours on end, simply because they don’t have the knowledge or the will to send their students a pdf file of all the lectures. Some might argue that not everyone can afford a tablet, that’s a lie. There are tablets out there starting from $50. About half as much as parents spend on school material for their kids every year…

  14. Why do you have a to do list for wedding planning?!

  15. You're so good at organization I bet your wedding will be awesome

  16. I keep hearing about notion might have to actually go around and try it 😅

  17. RIP Japanese or German stationary

  18. I can’t wait to watch!! Your videos have helped me transform myself into a better student! 💗

  19. Mariana, you show a journal along with all your tech. Are you still using a journal for anything??

  20. hola hermosa. que bien hablas el ingles . ¿podrías darme consejos como aprender ingles???

  21. Im so stressed because i Cant load the papers from the class to Notability 😰 (im german and we have passwords for each Lessons Paper (?) thats Why i cant Transfer it to notability)… what would you do? It Takes too much Time to copy all the papers

  22. OMG you’re getting married!? When did this happen?

  23. Hello! nice video Mariana's!! I like your videos!
    In my channel I talk about productivity apps for mobile and tablet android and ios in my channel in spanish !!! I hope you check it out! Thanks!!

  24. Wow such a great system!! Thanks for eng sub 💕

  25. congratulations on your engagement! i hope you and your partner will have endless happiness!

  26. Ótimo vídeo! Recentemente também comecei a usar aplicações e tem sido excelente! Pessoalmente, uso "Engross" como To-Do / Pomodoro e Calendário e o Notion para projetos e uso o sistema "Getting things done" do livro do David Allen 🙂

  27. Is Action app available in android users?

  28. Where are you from

  29. Your videos make me think that in your life, there is always some calming music playing alongside whatever you do.

  30. These videos of yours are ASMR to my OCD. Thank you.

  31. Can you make a video about being disciplined? Because, honestly, I've tried several organization systems for quite a while now but I can't make myself adapt to them. I just think "meh, I'll reschedule that later" and now I'm frustrated. I strive to be as organized as you are! You're an inspiration for me💕 so thank you for every video you make, they really are helpful 😊

  32. 2:11 FIANCE??????? 🥵😍😏😏😏😏

  33. You are my favourite YouTube ER

  34. so organized and inspiring 😀 thanks!!!
    you are my idol!❤❤

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