>[!note] this system is always a work in progress. i’ve been in this current iteration since the beginning of september 2026. ## projects ### active projects each project gets a folder and primary [[folder notes plugin|folder note]] with a template based on the [[{4.4d} natural planning model]]. they’re each defined per [[{4.4e} kaidomac's project types and approaches]]: #### project types a **fixed project** is one that has a clear series of steps. *for example*, i have a project to change my obsidian publish URL and redirect the old links; this doesn’t require much creativity or brainstorming, and any planning will be durable throughout the lifetime of the project. a **”worm” project**, on the other hand, is one that grows and changes shape over time. these require a lot of creativity and brainstorming, or a lot of “administrative handholding” as new actions and directions reveal themselves. *for example*, i have a project to “learn vim”. since i’m obviously not starting the project with all of the information i need (i don’t know what i don’t know), any planning for it will be fragile and is more likely than not to change. #### project approaches i also indicate via property whether a project will benefit from **time-based** work (devoting a chunk of time to it), **task-based** work (completing one [[{4.4b} next actions in gtd|next action]] at a time), or from me going “**hog wild**”, where i only work on a project when i’m in the right mood for it. #### why these distinctions work for me [[{4.4c} projects in gtd]] are flat: any outcome requiring two or more next actions is a project. this minimizes the arbitrary decisions we try to make when planning projects, but can make our project list or review process overwhelming as there isn’t a clear way to understand how projects’ needs differ. in that structure, my brain assumes that projects like “renew car registration” and “write an essay” need to be equally well-defined before i begin work – which keeps me stuck. noting that something is a “hog wild worm project” (🙂) allows me to set a next action and move on instead of trying to develop it the same way i might a “task-based fixed project”. i’m able to embrace that some projects are more “chaotic” than others. ## programs and systems also inspired by u/[[kaidomac]]. **programs** are collections of projects the same way projects are collections of next actions. “buy a new car” is one of my programs, for example; this gives me a way to link together projects like “find vehicle financing”, “visit a dealership”, and “sell my car”. historically, i’ve handled things like these via *sub-projects*, but found it hard to distinguish b/w things i can work on in parallel vs. sequentially (see [[{4.4b2} parallel vs sequential actions]]). **systems** are recurring projects, like “spring cleaning” or “annual industry conference”. ==still working on how projects are created *from* systems.== ## next actions i’m back to using index cards! ![[Pasted image 20260927125302.png]] [[2026-09-27 next action index card.excalidraw]] each next action gets one 4x6 lined card with the task at the top and any helpful notes listed below. i highlight the next action once i’ve completed it and, if there’s room, add the next step to the same card. i use small dot stickers in different colors to indicate whether project support material can be found in obsidian or notion[^1], or whether it’s being worked in an AI platform. ### storing next action cards by context i keep my index card in a small cosmetics bag with tabbed cards to separate different contexts, including: ``` - PC - calls and texts - phone / online - quiet time - home - out - studio ``` see [[{4.4b1} store next actions by context]] for more info on why this is beneficial. ### why note cards minimal metadata!! the point of having a system for tasks and projects is that you make as many decisions up front as possible about the shape these things can take. but without guardrails, you can endlessly add to that list of decisions. i find that *anytime* i digitize my next actions in *any platform*, i try to collect too much unnecessary data – due dates, tags, collaborators, energy, priority, and so on. giving myself a limited amount of space ensures that i capture *only* the next physical action to take, and the minimal required information to do so. ## past iterations >[!note]- archived [[2026-09-27]] >## organization >i manage projects and tasks in [[workflowy]] following [[allen, david|david allen]]’s [[getting things done]] methodology. > >each major area of responsibility has a main node in workflowy. > >![[Pasted image 20260708141849.png]] > >subnodes for each area include: > > ``` > ☕ to do : next actions sorted by context > 🛸 projects : anything requiring more than one next action > 👽 someday : things i will eventually do > 🎱 maybe : things i would like to do > 📡 reference : checklists, links, and anything else that might be reused between projects > 📦 archive : things i've finished, yay > ``` > >“major” projects also have a folder in my [[{0.3} how i use obsidian|obsidian]] `binder`. these are projects that require a lot of drafting and brainstorming, or which require ongoing iteration over many months. this tends to be the hardest information for me to organize. > >some projects are managed in my clients’ software; whether those projects are duplicated in my personal systems depends on the size and scope. [^1]: one of my clients stores projects in notions; the set up there is identical to what i use in obsidian.