My Planning System (Part 1): Systemist
Over the years I have found certain guiding principles very important to my planning system. The most important principle is to write every tiny detail down and get it out of my head. I find that this greatly reduces anxiety, leads to calmer and clearer thinking, and allows for better visualization of a. what is coming up and b. how I could be using my time. I primarily rely on an app called ToDoist. ToDoist is a free application available on both Android and Apple products and they also have a website for when you are using the computer.
The creator of the application, Amir Salihefendic, relies on a more robust organization system which he created and called “Systemist”, which is very similar to what I use. I happen to have started planning this way before I stumbled on the name Systemist, and the explanation of the system.
The way I plan, and the way Systemist functions, is very similar to a paired down version of Getting Things Done. Many of the Systemist Principles originated from the GTD system, but many of the less functional and less universal aspects of GTD were eliminated from Systemist
Principle #1: Take your planning system and to do lists everywhere
Literally everywhere. This principle lends itself best to using some sort of digital planning system because they are the most compact and portable. However, many people prefer paper systems such as Bullet Journal, Erin Condren, and Filofax. However, if you are using a paper system size and bulk really do matter. If you ever take a smaller bag or have a lot to carry do you sometimes leave your planner or bullet journal at home? If yes, its time to re-evaluate that system. Consider digital planning, using a smaller notebook, or using some combination of things. Personally, my favorite planner is a Filofax A5 Malden Ochre. However, that planner is huge, and more fit for desk use. So I sometimes just leave it and update it at home, or sometimes I take it to school in my backpack. But, I almost never take it with me to places other than school. Therefore, I use it in combination with my digital planning system (ToDoist and Google Calendar).
Principle 2: “Capture” Everything
As I mentioned in the introduction to this post, I am a HUGE believer in writing things down. I never keep anything in my brain (unless I have to memorize information for a test). Every time I am given something new to remember, I make sure to write it down immediately, along with all of the relevant data. This eliminates stress and anxiety because there is no more worrying about having forgotten something. Ideally, I like to capture every thought as soon as I think of it, and every commitment as soon as I make it, which is part of why it's so important that I be able to take my system everywhere.
It is also really important to have an organized system for “capturing” documents and papers. Your system inevitably falls apart if you write down “complete worksheet for math class” but then lose, or misplace, the worksheet. I will talk more about how I keep track of important papers in another blog post.
Principle 3: Break Things into Small Tasks
Have you ever written something on your checklist, worked on it, but not completed it and then wondered “well, what now?” When I first started college, this was a common occurrence, especially when I studied or did homework. Maybe I needed to study for my History test. I would write that down on my to-do list, and then I would study. But often I felt that I wasn’t “done” studying at the end of the day; I needed to review more the next day. Was that task done? Not done? Sure I could write it on both days, but those systems tend to get confusing. Once I learned about Getting Things Done, and Systemist, the answer was so simple! Write down all the details and steps and check them off individually.
I might start with “Study for History Test” but then I might think about all of the actual steps and make a more complete list:
1. Review notes
2. Make flash cards
3. Practice flashcards by myself
4. Get friend to quiz me using flashcards
5. Meet with teacher to discuss things I’m still confused about
6. Make mind map
Etc. Etc.
If I am feeling particularly stressed out, these lists might get even more detailed. Under “review notes” I might list each individual chapter. Going back to the idea of capturing, I will also record details as I go. For instance, I might keep actual written notes on what I need to discuss with the teacher/professor.
Principle 4: Prioritize
Prioritize by setting and reviewing due dates, and by using other principles which I have discussed in other blog posts such as Eat that Frog (most important task first thing in the morning) and 1-3-5 (1 large task, 3 medium tasks, 5 small tasks)
Principle 5: Getting to “zero” daily
Zero doesn’t necessarily mean finishing everything on your to-do list. That’s unrealistic. Rather, it means taking time at the end of every day to evaluate all of the remaining tasks, decide whether they still need to get done, and come up with a plan to tackle them in the future. Often, this means making a plan to do it first thing the next morning, but sometimes I might need to reschedule for a later date. Either way I need to make sure that they are written down in a place where they will get reviewed again at the right time. Remember, the key is to keep nothing in your brain.
I hope that all of this made sense and helps you stay on top of things next semester. If you have any questions about my system feel free to send me a message. Also, if you are considering signing up for Todoist, please use my referral link (click here). Using my referral doesn’t cost you anything, but it helps me reduce the cost of my membership.
