Get Everything Done

I engineered my implementation (which might seem over the top) to meet my manager's desire for a weekly log of what I accomplished. I rather like using it and it helps me track a lot of what happens at work.

Ingredients:
* I created a notebook called "My Job Templates" with 8 notes. Seven of the notes are labeled as:
2015-00-01 Mon
2015-00-02 Tue
and so on.
I include Saturday and Sunday for those rare occasions I work on the weekend.

* The 8th note is the "Will-Do List" and simply contains a bulleted list of regular maintenance items (check @Action mail folder, check outstanding worklog tasks, etc.)

* Each daily template has the following structure:
TASKS
MEETINGS/EVENTS
WAITING ON
ROUTINES
LOG

* Under TASKS, I have a list of checkboxes. In Windows, press Ctrl+Shift+C to create a checkbox. The very first item is boldface "CI -- THE CURRENT INITIATIVE" and that's where the very first thing I need to do that day goes. If there's a routine item that needs to be done every Monday, then that task is boldface.

* MEETINGS, WAITING ON, and ROUTINES also have 2 or 3 lines of empty checkboxes.

* I selected and exported the daily logs to an Evernote file that sits on my desktop (I keep my desktop pretty clean so I can always find it). Whenever I change the templates to account for a new routine or new responsibilities, I export the files again.

* I have a notebook titled "My Work Logs". This and the My Job Templates notebook are in the same stack.

* Create and save a search for all UNchecked checkboxes. I named mine "To-dos - MY JOB". The search command for me is: notebook:"My Work Logs" todo:false. Run this saved search and you'll always see all the notes in the notebook that have unchecked checkboxes.

Whew!

Those are the ingredients, here's the recipe:

1. On Monday mornings, I drag the Evernote export file from the desktop to the My Work Logs notebook. The daily log templates sort to the top of the notebook (I reverse-sort the notebook by note title).

2. I rename all the template note titles to the actual day, so "2014-06-25 Wed". It's a little tedious, but not too bad. This is all a Monday morning ritual for me that eases me into the week.

3. I consult my work's Outlook calendar and my personal Google calendar and fill in meetings, appointments, etc in the MEETINGS/EVENTS sections.

4. I am in charge of some standing meetings, so they're already entered in the template for that day. If we don't meet that week, I simply delete those lines.

5. The CI for Monday is "CI -- copy/weed open tasks from last week, Waiting-Ons". I run the saved search and see all the notes from last week that have unchecked tasks, or things I'm waiting on that didn't arrive. I decide at that time whether to add new tasks, transfer tasks or Waiting Ons, dismiss the tasks, etc. The goal is for that search to come up empty.

6. After this laborious detail, we now get to the DIT part of your question :) If a new task appears, and I decide it doesn't need to be done today, then it goes in the next day's TASKS section.

7. I use the LOG area to track my time on tasks, phone calls, impromptu meetings, etc.

8. Do the work. Check off the boxes.

8a. The Will-Do List note is linked to one or two specific days and is a checkbox task. Click the link to display the Will Do list, do the items, go back to that day's note and check the box for "Process Will-Do List."

9. At the end of the day, delete all the empty lines, transfer undone tasks to the next day (or not -- it's up to me), decide what the CI for tomorrow will be, edit the CI for tomorrow, and go home.

10. At the end of the week, when I write up my weekly log for my manager (I use an Outlook template I created, of course -- automate!), I simply review each day's notes for the checked tasks, checked meetings, etc., write up what I did, and Robert's your father's brother -- I have a painlessly compiled weekly log.

11. Any undone tasks on Friday I leave unchecked so that they show up when I prep next week's daily log files.

I've been using this (what sounds even to me after finally typing it all out) somewhat laborious process for quite a while now -- I have 213 daily log notes. I guess I like it because it's mine -- it's adapted to my workplace needs, helps me track what I need to track, and doesn't get in my way. It evolved over a period of months and I've settled into using it with no changes for a long time. It's just enough tech and just enough hand-sifting of tasks for my comfort level.

I also keep a lined pad on the desk that holds the myriad ad-hoc smaller tasks or dismissed tasks from the daily logs or tasks that I just can't get to today or this week. I will sometimes use the randomizer method on these items, and they may feed into the daily logs -- I don't have a terribly rigorous process, I'm afraid. The pad serves as the catch-all for everything, while the Evernote daily work logs focus just on today. For my job situation, it works great.

Sorry for the insane detail, but that's why we're here!