Organizing my life has been an ongoing project for years, and to be honest, I’m still refining it. I often struggle with inertia: even when I know what I want to achieve, I find it hard to get started. And when I do have free time, I sometimes have no clue where to begin.
What works best for me is a simple but effective system using two tools: Things 3 and Google Calendar, combined with a light version of the Getting Things Done (GTD) method. But any organizational - and calendar app - will do.
🤯 Getting Things Done (GTD) & The Inbox
“Your mind is for having ideas, not holding them.”
This quote sums up the core of GTD. The original book by David Allen is extensive — a bit too much if you ask me — but the main takeaway is simple: get everything out of your head and into a trusted system.
đź“® Capture
The idea of an “Inbox” has always been part of how I work, even before I realized it was part of GTD. Things 3 is designed around this principle, and I’ve been using it since around 2018.
The Inbox is where you capture everything:
- Tasks (big or small)
- Random thoughts
- Movies to watch
- Photo ideas
- Groceries
- Gift ideas
Don’t keep these things in your head. That only drains mental energy. Dump it all into a single place—whether it’s Things 3, Todoist, Notion, or even a physical notebook—as long as it is something you will use and you’ll actually see again.
đź“‚ Organize
Once you’ve captured everything, it’s time to process and organize:
- Can it be done in 5 minutes? âžť Do it now.
- Does it have a due date or time? âžť Put it in your calendar.
- Is it urgent or important? âžť Schedule it.
If it doesn’t fall into any of those categories, sort it into a dedicated list. I use separate lists in Things 3 for things like:
- Recipes
- Library Books
- To Buy
- To Learn
- Groceries
- Gifts
- 2025 Goals
Examples:
- Found a new recipe? âžť Add it to Recipes.
- Browsing the weekly grocery flyer? âžť Add items to Groceries (even by store).
- Random Christmas gift idea in May? âžť Add it to Gifts (sorted by person).
✨ Reflect
Capturing and organizing is great—but the real value comes from actually using your system. That’s where reflection and planning comes in, and where Google Calendar shines.
Everything with a deadline should already be scheduled. Now block out your non-negotiables (like workouts, meal prep, social events). Google Calendar lets you make repeating events, so routines become effortless.
Here’s how I use it:
- Gym sessions are pre-scheduled, but flexible if needed.
- Grocery run? Every Friday evening after the gym.
- Meal prep? Saturday or Sunday.
Once these fixed blocks are in, I can see exactly where my free time is—and that’s when I turn to my lists for inspiration.
🗓️ Real-Life Examples
-
Going into the city on Wednesday?
Add in stops for that new shirt and the library book you wanted to lend (immediately schedule the library due date as well). -
Tuesday evening is free?
Start a passion project or finally watch that show you bookmarked. -
Business meeting with a long drive?
Plan a quick stop on the way back to get supplies you’ve been meaning to buy. -
Feeling bored and want to bake?
Browse your curated Recipes list instead of aimlessly flipping through cookbooks.
It might sound obvious, but you’d be surprised how often we forget what we wanted to do, simply because it wasn’t written down. Then we waste time, double back, or never do it at all.
🧩 Final Thoughts
This GTD-lite system works really well for me. Offloading tasks from your brain frees up energy, and having everything written down makes you feel much more in control.
It’s not a complicated system, but it does take practice and consistency. Once you build the habit, it becomes second nature—and suddenly, you’ll find yourself actually getting things done 🎉.