如何变得井井有条-来之不易的秘诀来组织您的生活

最新推荐文章于 2024-07-10 11:32:19 发布

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最新推荐文章于 2024-07-10 11:32:19 发布

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原文链接：https://www.freecodecamp.org/news/the-complete-guide-to-personal-organization/

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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带来的变化，许多人不得不寻找健康有效的远程工作方式。

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.

有些人已经被送回家中并可以从那里继续工作，但是远程工作的“艺术”不仅仅在于呆在家里，要尽可能地提高生产力。各种各样的技术和最佳实践可以使您的工作效率超高，而不会感到疲劳或疲惫。

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).

当人们问我如何组织工作并且不怕每周创建文章和发布内容(除了处理社区和事件等其他问题)时，这篇文章的想法就出现了。

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，因为我没有以相同的方式看待它-直到更多的人也开始提出问题。因此，我意识到这是整个社区感兴趣的话题。从那时起，我决定写自己的作品，希望能帮助每个阅读本书的人。

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.

本文并不一定是必经之路，而是旨在作为我多年来收集和组织的一组最佳实践和技巧。

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：本文完全基于我的个人经验，因此我可能会遗失或遗漏一些东西，因为我还没有过。

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，根据我的使用和经验，我从头至尾提到的所有工具和对它们的看法完全是我的。

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.

如果您对个人组织有不同的经历或看法，我很乐意在另一篇文章或社交媒体上阅读有关它的信息。

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

也就是说，让我们继续内容吧！

我的个人组织历史 (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.

对于那些不认识我的人，我叫卢卡斯·桑托斯。我目前在Microsoft担任Cloud Advocate ，但从事技术和开发工作已近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.

但是我为什么要告诉你这一切？因为我想展示我关于个人组织的想法来自何处以及为什么我认为它们特别重要。

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.

在我的职业生涯中，我曾在各个领域担任过各种职位，从支持到领导。在我的所有经历中，我从未只从事过开发工作。

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.

换句话说，我的工作从来都不是我唯一的工作–我一直非常参与开发社区，活动，聚会，教学编程，撰写文章，制作视频和播客……所有这些都试图管理我的个人生活。

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.

从小我就一直是一个非常焦虑的人。我总是很想知道事情是如何工作的，我一直想控制一切。我必须知道事情的整个过程，才能确定它们做了什么。这让我感到安全，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.

在小学和高中期间，这从来都不是问题。但是，当我进入就业市场和大学时，这开始变得不切实际。您很容易了解小型公司中的所有内容，但是当事情开始变得越来越大时，它便失去了控制。试图重新获得对一切事物的完全控制，就像试图用自己的双手阻止正在行驶的火车。

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

而且，当然，我相信我可以乘火车...

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 São 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年是我一生中经历过的最紧张的一年。我必须管理我的大学(当时在学习UFABC)和我的工作，最近搬到了圣保罗的一个名为“ VilaOlímpia”的地方。离我的家和公共交通很远，到那里很难受。

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.

这是我必须通过的最困难的测试之一。我花了将近2个小时才上班，所以我每天早上5:40醒来，然后从工作地点直接去大学，晚上11点返回。

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.

不用说，我需要找到一种方法来组织我要做的一切-学习考试以及我的睡眠和休闲时间。但是我失败了。在同一年，我遇到了一些健康问题和焦虑症。我仍然每天服用抗焦虑药。

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.

从那时起，我开始意识到这不是我做或不做的事情的数量，而是我对它们的想法。我一直以为我做得不够，没有到达想要去的地方。

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.

在那儿，我意识到问题不是我，而是我缺乏组织。从那时起，我就尽力向尽可能多的人宣传个人组织，以使任何人都不必经历同样的问题。

为什么个人组织很重要 (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，组织起来很重要，因为它有助于减少(如果不能消除的话)看到事情完成的焦虑-但我们将在另一部分中对此进行更多讨论。

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.

这对您的健康很有好处，因为它可以帮助您避免焦虑可能引起的许多问题。您知道您可以放松，因为事情已经计划好了，如果您按照计划进行，一切都会准备就绪。

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组织和计划，从最小的事情(例如仓鼠的生日)到大而复杂的问题(例如，使用带有Kubernetes和AKS的分布式系统)。

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-您是否必须组织自己去做生活中的所有事情 ，这是义务吗？不，您可以一个接一个地完成任务，并按需要的顺序执行它们，将所有内容存储在您的脑海中。但是最终，它最终会给您带来压力。

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点是，组织起来是一种在更少的时间内完成更多事情的方法。因此，您计划在一周内完成的5件事可以在2天内同时解决。然后，您将有3天的时间做其他事情。

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，组织起来不仅包括组织工作，还包括个人生活和休闲时间。是! 休闲与您一生中要做的任何文章或项目一样重要。它需要不惜一切代价将时间留在您的议程中。但是，如果您不为此计划，总会把它推到最后一个优先级，然后您的焦虑就会再次出现。

个人组织的优势 (Advantages of Personal Organization)

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

让我们总结一下我们在小主题中讨论的内容。个人组织的优势是什么？

Reduces anxiety and stress caused by not having control of things
减轻因无法控制事物而引起的焦虑和压力
Creates a growing organization mindset that allows you to extend your organization psychology to other areas and other people
创建不断发展的组织心态，使您可以将组织心理扩展到其他领域和其他人
Increases your efficiency, enabling you to do more things in less time
提高效率，使您可以在更短的时间内完成更多的工作
Frees up time to accomplish more things and, consequently, gives you more time for yourself
腾出时间来完成更多的事情，从而为您提供更多的时间
Creates healthy organization and filing habits that allow you to search for and find things much faster
建立健康的组织和归档习惯，使您可以更快地进行搜索和查找
Generates responsibility
产生责任
Induces self-control and discipline
引发自我控制和纪律

个人组织的困难 (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.

组织起来并非易事，因此需要很长时间。个人组织远远超出了日历和任务列表–我们必须养成习惯。并且已经证明，形成一个新习惯至少需要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.

我们还需要建立纪律，避免拖延，并做很多其他事情，这些事情不仅涉及精神上的改变，还涉及身体上的改变。

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

许多事情可能会破坏我们甚至没有注意到的个人组织，例如：

Procrastination, the act of leaving something to be done later when there is no punishment for not performing a task
拖延症，在没有因不执行任务而受到惩罚的情况下，留点时间做事的行为
Mental tiredness
精神疲劳
Physical tiredness
身体疲劳
Lack of prioritization
缺乏优先次序
Lack of definition in tasks
任务中缺乏定义
Problems with self-discipline (after all, not all people can organize themselves to the point of creating discipline and taking people seriously)
自律的问题(毕竟，并非所有人都能组织起来以建立纪律并认真对待人们)

And a lot of other stuff.

还有很多其他的东西。

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

让我们科学起来，看看我们的大脑是如何工作的。

个人组织背后的心理 (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.

大脑是一台令人印象深刻的复杂计算机，里面充满了我们尚未发现的秘密。但是，我们设法创建了与计算机非常相似的类比。

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.

就像您经常在个人计算机上同时运行一系列任务(例如，我的现在拥有一个浏览器，我在撰写本文的编辑器以及一些通讯应用程序一样)，所有内容似乎都在运行同时。但是实际上，处理器可以非常快速地在任务之间切换，也就是说，实际上它一次只运行一个任务。

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.

我们的大脑也是如此。尽管看起来我们可以同时执行多个任务，但大脑只能同时执行两个认知上复杂的任务。

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.

许多人认为， 多任务的行为实际上是有害的，而不是有益的。一个经典的例子是尝试在打电话时输入不同的内容。或在与某人谈论另一个主题时写一封电子邮件。这是因为处理语音的通道是相同的，并且只有一个。

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.

这就解释了为什么我们可以打结或同时播放歌曲和唱歌：负责弦运动的声音和马达通道是不同的。

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

当我们无意识地执行此操作时，我们将其称为任务转换，否则，我们将其称为认知转换。

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，还有一个称为“ 注意力跨度”的概念，它是人们专注于特定任务的时间量度。加拿大微软公司在2015年发布了一项研究，该研究报告指出，一个人专注于一项任务的平均时间约为8秒。这对于我们接下来要讨论的内容非常重要。

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.

当然，这可以根据我们正在执行的任务类型而改变。显然，当一项任务激励人或令人愉快时，我们最多可以有20分钟的注意力。

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.

为什么这很重要？仅仅因为我们现在有一个时间限制，我们必须完成任务以保持高效和有条理。也就是说，我们不能创建超过20分钟的任务。

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.

这迫使我们将较大的任务分解为较小的任务。而这本身迫使我们详细说明我们所做的每一件事，从而更好地描述了我们需要做的事情。这也使我们消除了乍一看似乎很重要的无用任务或荒谬的项目。

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

这是迈向个人组织的第一步： 确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.

当您的任务繁重或看起来不太明确时，您根本无法按时完成该任务。因此，您需要创建另一个任务，以便能够更好地考虑第一个任务。这意味着您有一个计划下一个任务的任务，这正是我写本文时所做的。

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.

我想写有关个人组织的内容，但我不知道从哪里开始。因此，我花了两个星期的时间仔细研究，研究可能会谈论和写的话题，并经常做笔记。

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

由于我是巴西人，所以我的组织笔记是葡萄牙语，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.

对于本文的这一部分，我将更多地关注在此过程中应发展的学科。我们将致力于以人为单位进行组织，因此，下一部分将讨论具体工具和方法。

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

我将在这里谈论的一切都基于我多年来的经验。

避免半词和开放上下文。始终确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.

确保将您的任务很好地定义为最小的细节。 “与John交谈”并不是一项明确的任务-您需要尽可能详细地阐明您需要做的一切。

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， “与John讨论保险政策，并要求在23日发送付款”更为明确和明确。

您的大脑不是硬盘，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".

您还记得3年前的这一刻吗？没有？当然不会。我们的记忆是不可靠的，因此请始终 在您想到的那一刻记下所有内容。不要等到以后，再也不要说“以后我要写下来” 。

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

始终在某处尽可能详细地写下所有内容，以使它们从您的大脑中消失。

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，我与一位朋友William“ PotHix” Molinari进行了交谈-他还是我最喜欢的一种组织工具的开发人员。他给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".

“您的大脑是经过处理而不是背诵的，因此请记住它，并把它放到另一个更可靠的渠道(如纸张)中，以备不时之需” 。

被纪律处分 (Be Disciplined)

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

个人组织受到自律和责任的高度指导，因此您需要将其作为工作的一部分。

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.

有些人很难将个人化变成责任。因为毕竟，没有人会因为错过或延迟个人任务而与您吵架或拉扯头发。你是你自己的经理。

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.

但这既有好处也有坏处，主要是因为您需要为提高生产率和效率而努力一点。请记住，唯一会为您的失败负责的人是您，没有其他人。

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，无论是大小任务，建立纪律的责任都是你的，而且只有你自己。因此，如果您没有达到您的期望，请为自己造成后果：“我今天不会看我的电视剧，因为我尚未完成任务”，或者“我将关闭互联网，因为我延迟了此任务”。

一切都是任务 (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.

我们稍后再讨论，但是从清理花园的叶子到努力实现世界和平，一切都可以视为一项任务。因此，写下您需要做的所有事情，并充分利用待办事项列表。

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."

不要为邀请朋友发送星期天烧烤邀请而感到羞耻，并遵守以下原则： “如果不在我的日历或待办事项列表中，则不存在。”

把事情简单化 (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.

我们只是谈论将其全部写下来。但是，仅仅以“实现世界和平”为标题的任务是没有用的。那太大又模糊了。我们将在下文中详细讨论这一点，但请始终尝试将大任务分解为小任务-记住，请在20分钟以内。这样，您将永远知道该怎么做。

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.

我是一名程序员，并且我讨厌按时完成工作，因为我希望我的系统更加强大和完善。但是不幸的是，在我们的生活中，一切都需要结束日期。

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.

您创建的所有任务都需要有日期和/或时间才能完成。如果到那时还没有完成，则说明您的计划失败了，需要重新考虑如何组织自己。

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.

需要一段时间来了解您的节奏。例如，我是上午9点之前的人类变形虫，所以我知道在这段时间之前我将无法完成任何非常复杂的事情。因此，我计划在午后安排最复杂，要求最高的任务，并增加认知负担。

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，我执行一些次要任务，例如：回复电子邮件，阅读已阅读列表中的一些文章，观看一些YouTube课程，整理文件夹和文件等等。

超越对未来的恐惧 (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.

这超出了任务的个人组织。但是最大的问题是，我们认为我们将来会使用某些东西，最终会保留它–例如，我在这里有一个充满软盘的文件夹，之所以保留它是因为怀旧。

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

但是专业组织者Mia Lotringer 在这篇出色的文章中展示了一种非常有趣的方式，可以通过文件实际和虚拟地组织自己：

Overcome your fear of throwing things away or deleting files.
克服您担心丢东西或删除文件的恐惧。
Put everything you think you will need in the future in a box with a destruction date, usually 6 months from the current date.
将您认为将来需要使用的所有物品放到有销毁日期的盒子中，该日期通常是从当前日期算起的6个月。
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.
如果您需要从该物品中取出并在此最后期限之前使用它，请将该物品从包装箱中取出并放入另一个具有较长销毁期限(例如1年)的包装箱中。
If you need to take this item out of the 1-year-box again, then keep it, because you are using it for real.
如果您需要再次从1年包装盒中取出该物品，请保留该物品，因为您是在实际使用它。
If not, when the date arrives, throw everything in the boxes away.
如果没有，则在日期到来时，将所有物品丢掉。

确实有地方组织您的任务 (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.

我们将稍微讨论一下工具和软件，但是到目前为止，总是有一个地方可以写下并准备好您的任务以及日期和描述。它可以是笔记本，日历，计划器(我从不了解如何使用)等。最重要的不是媒介，而是习惯。

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.

您可以每天在便签纸上写下所有内容。也就是说，只要您养成每天查看和完成任务的习惯，无论您将它们放在哪里，都可以。但是请记住，我们至少需要21天来养成习惯。

身体组织 (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.

我在这里谈论的一切似乎都与任务和要做的事情相关，但是您的工作场所和物理空间必须井井有条。在非常混乱的环境中，任何人都无法做任何事情，因为它会造成很多视觉污染，最终分散您的注意力。

专注，力量和信念。但主要是重点 (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.

专注于您正在做的事情。为了重点，我说：一次只做一件事 。不要试图拥抱世界，同时做五件事，选择一项任务，做到最后，然后继续另一项。

立即完成小任务！ (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.

如果您的任务需要2分钟或更短的时间(例如发送电子邮件，答复某人，询问信息，更改某些内容)，请立即执行。这些任务甚至不必放在您的待办事项列表中，只要一想到它们就立即执行。

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.

这是前一个注释的例外，在前一个注释中，我将所有内容都放在列表中。因为您在列表上编写一个小任务所需的时间与完成该任务所花费的时间相同。

贸易工具 (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.

由于我们现在已经讨论了什么是个人组织，所以现在我们将详细讨论如何组织起来！这与您选择的使生活更轻松的工具以及您自己的自律有关。

我应该组织什么？ (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?

我们一直在说：“啊，我们需要组织”，但需要组织什么呢？你的生命。好吧...但是什么构成了你的生活？

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:

这因人而异，但是请尝试进行有趣的反思练习：坐(或站立)并列出您一整天通常要做的所有事情。之后，尝试列出与您进行互动以完成此任务的内容，例如：

Answer emails (the interaction here would be with email)
回答电子邮件( 此处的交互将通过电子邮件进行 )
Fix the calendar (The interaction here would be with the agenda)
修正日历( 此处的互动将与议程相关 )
Pay bills (The bills would be the interaction)
支付账单( 账单将是交互 )

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，您会发现一个人不需要组织三件事：电子邮件，日历和任务。

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，重要的是要说在这些项目中我们可以有一系列不同的类别，在这里我们可以创建其他项目，这些项目应该区别对待。

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，我经常参与事件，文章，出版物和代码，因此我最常使用的工具是日历，电子邮件和文本编辑器。但是，我不能将所有事情都归类为议程中的一个事件–我有几个类别需要区别对待。

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

这样，我更愿意说需要组织的项目是：

任务 (Tasks)

E-mails
电邮
Notes and documents
注释和文件

时间表 (Schedule)

In-person events
面对面的事件
Online events
在线活动
External work (freelance)
外部工作(自由职业)
Daily tasks (personal or work-related)
日常任务(个人或与工作有关)
Bills
账单
Personal commitments
个人承诺
Rest times (leisure, hobbies)
休息时间(休闲，爱好)
Neutral time (free time)
中立时间( 空闲时间 )

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，我们已经在议程上引起了最大的争议：我们应该为休闲时间组织和计划吗？是! 就像其他时间一样，这是业余时间，我们将在以下段落中详细讨论。但想法是您的议程不应有“空”位。一切都应该由您想做的事情占据。

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

然后，我们还有另一个超级有效的问题： 但是，如果我计划自己的休闲时间，它将不再是休闲时间吗？

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，为什么呢？仅仅因为您将空闲时间放在议程上可以做自己想做的事情，并不意味着您正在有条不紊地将其转换为正式工作时间，必须紧随其后。

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.

您会看到，个人组织的想法不仅对工作任务有效-恰恰相反。个人组织意味着控制您的时间，以便您确切地知道如何充分利用它。您所有的时间都必须包含在您的个人组织方法中。

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.

只有计划好所有时间，您才可以控制自己的时间，否则您将有计划上的差距，这会影响您的生活。

We will now dissect these most important topics.

现在，我们将剖析这些最重要的主题。

时间表 (Schedule)

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

日程安排是您个人组织中最好的朋友。记住组织的最大座右铭：

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

如果不在议程中，则不存在

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.

您只是不会忘记在议程中添加一些内容，因为否则您将拥有越来越多的“不存在”的内容，并且您常常会忘记这些内容。

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.

这会让您感觉所使用的方法不起作用，但事实并非如此。一切都与习惯有关，我们将在后面讨论。

工具类 (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:

您所做的工作与所拥有的工具一样好，所以让我们来谈谈我们可用的调度工具：

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日历：为方便起见，这是我的选择。日历已经与Gmail电子邮件帐户(我用作主帐户)集成在一起，因此使用起来非常方便
Outlook Calendar: The same thing as Google Calendar for Outlook users as your primary email account
Outlook日历：与用于Outlook用户的Google日历相同的是您的主要电子邮件帐户
Apple Calendar: Again, the exact same thing for users of Apple accounts as main email accounts
Apple Calendar ：同样，Apple帐户的用户与主电子邮件帐户完全一样

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

对于这些工具，出于某些原因，我真的建议您坚持使用这三个工具之一：

All are linked to an email account, which makes management easier. Remember: always try to use the smallest possible number of tools.
所有这些都链接到一个电子邮件帐户，这使管理更加容易。切记：始终尝试使用尽可能少的工具。
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.
它们都在云中同步，因此丢失任何数据非常困难。而且，从一台设备迁移到另一台设备要容易得多。
All of them have web clients.
他们都有Web客户端。

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.

现在，我们来谈谈最重要的一点： 所有日历都支持导入外部日历 。这很重要，因为在大多数情况下，您将拥有个人议程和工作时间表。我还建议您对所执行的每种任务都有一个议程。

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.

这意味着将所有计划集中在一个地方很重要。只要时间表同步，这将使管理更加容易。这意味着，例如，如果我从个人日程表中更改了工作日程表，它会将更改传播到原始日程表。

Sounds complicated? Let's look at an example:

听起来复杂吗？让我们看一个例子：

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.

假设我从个人日程表中更改了工作日程表中的一个事件。例如，根据我的个人日程安排，我将工作会议的RSVP从“是”更改为“否”。这种改变必须传播到工作议程上，在那里活动必须说我将不再出席。

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

这是可能的，因为大多数日历都使用CalDAV协议，该协议是远程日历的标准通信协议。

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.

如果您对所选日历的默认视图不满意，则可以随时下载可以修改的客户端。您甚至可以包括其他选项和功能。

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，如果您不喜欢通过Web访问，则Outlook具有出色的PWA (请参阅此处的操作方法 )。还可以通过Chrome的网络应用程序将任何网站变成桌面应用程序。

安排议程 (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.

组织议程非常重要，因为从那里您将拥有自己的个人组织。因此，议程是这里所有“理论”的重点。

每次活动都有不同的时间表 (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.

当我们使用上述任何一种工具创建日历时，我们都会自动获得一个名为“ Calendar”的日历。但是，这并不意味着我们必须在同一议程上坚持一个日历，并且不应该这样做。

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:

优良作法是为参与的每种活动类型创建新的日历或新的议程，具体取决于您的平台。请参阅我如何组织议程：

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

由于日历是葡萄牙语，因此我将翻译后的名称放在列表中，并将原始名称放在括号中：

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.
个人日历(Pessoal)：这是我重新命名为个人日历的标准日历。在其中，我标出了我的所有个人承诺以及不符合任何其他议程的承诺。
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...
已确认的事件(Eventos confirmados)：在此日历中，我标记了我确定会参加的事件，例如聚会，演讲，会议，网络研讨会，播客...
Unconfirmed events (Eventos não 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.
未确认的事件(EventosnãoConfirmados)：这是我已提交演讲建议或即将参加但尚未完全确认的事件的“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 São Paulo, so it serves more as a guide for avoid scheduling events on the same days.
SP事件(Eventos SP) ：在此日历中，我标记了我将参加的其他事件，但没有以演讲者或工作人员的身份参加，而是以听众的身份参加。这是在圣保罗组织活动的几个人之间的共同议程，因此它可作为避免在同一天安排活动的指南。
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)：这是我与父母和家人其他人共享的议程，这样我们就可以知道每个人都很忙的日子。
Freelance (Freelas): Here is an agenda to schedule delivery dates for side projects and also important meetings with clients.
自由职业者(Freelas)：这是安排副项目交付日期以及与客户进行重要会议的时间表。
Tasks (Tarefas): This is undoubtedly the most important agenda, as this is where I synchronize my tasks with my to-do list.
任务 (Tarefas) ：毫无疑问，这是最重要的议程，因为这是我将任务与待办事项同步的地方。

添加一些颜色 (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.

在为日历和任务添加颜色时，识别和检查正在发生的事情要容易得多。这样，可以更清楚地看到占用您更多时间的内容。

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

通过日历的颜色可以看到什么属于哪个类别：

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.

请注意，其他任务左侧还有一些任务–这是因为它们是最初添加到日历中且具有此类别颜色的项目。您可以看到那些带有灰色边框的项目已添加到“任务”日历中。但是我自己给它涂了另一种颜色。我通常会按类别为这些项目上色，所以我马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，为日历中的项目着色可以帮助您了解花费最多的时间。例如，日历中经常出现的浅绿色项目是我的工作会议议程的一部分(因此您可以看到我的日子几乎都被会议充斥)。

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

Outlook还允许您向事件中添加图标，以使它们更易于查找。

超越任务 (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:

在日历上计划任务不仅包括创建项目并将其放在日历上。还需要考虑其他因素：

Travel time
旅行时间
Unforeseen
意外
Ease of getting to the location
轻松到达地点
Distance
距离

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:

所有这些都需要考虑，以便您的计划高效。这里有一些重要的主题，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.
测量旅行时间：某些日历(例如Apple的iCalendar)具有添加旅行时间的功能，因此该事件充满了一些额外的时间，从而构成了到达该位置的旅行时间。如果您的日程安排中没有此内容，请创建另一个旅行计划，或者尝试始终考虑到您家外的所有任务都需要一些时间才能到达该地方。
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，就包括事件发生的地址。这样，大多数时间表都可以让您知道提前到达该位置需要多长时间。
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分钟规则：始终将日历上的项目标记为在实际开始时间之前15分钟左右开始，这样您就不会迟到约会。
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：活动即将到来时添加通知，并且总是多个！可以按计划将其配置为默认值，也可以按事件进行配置。

不可预见的事件发生 (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.

始终准备好重新查看您的时间表以每天重新组织您的任务。不可预见的事件发生，计划改变，因此议程永远不可能一成不变。您需要在所有操作中都具有一定的灵活性。

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.

改变计划并不缺乏计划。相反，适应所发生的事情的能力显示出很高的个人组织水平。

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.

不要只安排下周要发生的事件。计划和安排将要发生的，已经有日期的所有事件，包括第二年将要发生的事件。

没有不好的时间表 (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"

没有无法安排的任务。从最不喜欢的会议到最大的会议，始终将所有会议议程都放在您的议程中。记住： “如果不在议程中，就不存在”

安排您的空闲时间 (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.

正如我们之前所说，安排好自己的时间是非常重要的。因此，请享受并安排空闲时间，这样您就不会再安排其他时间了。

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，请始终在个人日历和公司日历中安排午餐时间。这样，其他人(甚至您自己)就无法在这些时间安排事情。

对时间表明智 (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.

那次会议从凌晨10点开始……真令人沮丧。与其他人和时间表一起工作总是很复杂，因此要尽最大努力坚持计划好的时间。

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

但是，请务必在执行任务之间给自己一些时间，以免使您不知所措。

聚焦时间 (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).

每天尝试安排一些时间来集中精力。在这段时间里，只专注于预定的时间。也就是说，不要回复消息，不要回复电子邮件(当然，除非这些是您的重点任务)。

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有一个名为Insights 的扩展程序，它除了其他非常酷的功能外，还可以让您每周安排焦点时间。除此之外，还有RescueTime之类的其他程序，可让您分析您的日常工作效率：

And this brings us to another important topic.

这将我们带到另一个重要的话题。

寻找可以帮助您的工具 (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.

我赋予生命的最重要的口头禅是，我们必须保持简单。这意味着我们应该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.

几个月来，我一直在搜索和测试几种工具，其中一些工具并没有给我带来太多好处。但是我发现其他一些东西，例如Insights和RescueTime ，向我展示了非常有趣的东西。

了解你的时间 (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).

除了有见识之外，看到更大的图景非常重要。 WakaTime等其他工具可让您完全控制自己的工作以及大部分时间(以及与此同时所做的事情)所花费的时间。

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

这样的工具可以帮助您获得有关如何自行改善个人组织的想法。

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，它具有计算机，手机和平板电脑的扩展程序，用于分析您做的事情的类型并将其分类为生产时间。

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.

这都是可配置的，并且可以显示，例如，您白天拿出手机看过多少次了。它还可以帮助您设定一周内可以遵循的目标。

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，这些工具基于数据工作，因此您需要长时间(至少两个月)使用它们，然后才能确定它们是否真正起作用。因此，请给他们时间进行调整。

电邮 (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...

个人组织的伟大反派之一？电子邮件。在过去的20年中，电子邮件已成为最流行的通信形式之一。但是，它们不仅填充您的收件箱，还填充您的时间。毕竟他们很多...

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

时间和必要性促使我们开发了一种用于处理电子邮件的方法，除其他重要技术外，该方法称为收件箱零。

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.

所有电子邮件都是需要采取措施的任务。 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.

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.

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.

任务 (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.

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:

Simple
简单
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.

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.

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 . 看看这个。

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:

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, 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.

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.

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.

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.

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.

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.

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.

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.

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 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.

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.

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 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 😢

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:

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.

Methodologies (Methodologies)

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.

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.

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:

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.

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.

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.

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:

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.

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.

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 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).

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:

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 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.

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.

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.

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.

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.

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:

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 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.

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.

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.

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.

结论 (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.

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 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！

翻译自: https://www.freecodecamp.org/news/the-complete-guide-to-personal-organization/

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