👩🏻‍💻 by Hailley Griffis

I use one task app (Todoist) to run almost everything in my life: work, groceries, side projects, kid logistics. This page is the setup that keeps that from becoming overwhelming. It is written for Todoist, but every principle works in any task app that has filters, priorities, and recurring tasks.

Duplicate this to your own Notion space to get started. There is a button at the top right. Then work through the four steps below in your task app.

The four principles

1. View only work tasks during the workday. Filters hide everything that isn’t due today and work-related.
2. Prioritize, for real. Only three priority levels, used in order. The hardest thing goes first.
3. Tag everything, everything has a place. A minimal set of life categories, with sections inside them instead of new projects.
4. Automate what I can. Recurring tasks and reminders so nothing lives in my head.

Step 1: Set up your projects (life categories, not work projects)

Keep this list as short as you can. Mine:

• Work — sections for recurring, this week, waiting on, someday
• Personal — sections for home, errands (one section per store, not one project per store), family
• Side projects — sections per project (newsletter, website, etc.)

Tip: when a new work project starts, add a section inside Work rather than a new project. That keeps the sidebar calm.

Step 2: Create two filters

In Todoist: Filters & Labels → Add filter. Paste these in and favorite both so they sit at the top of your sidebar.

If your work project has sub-projects, use ##Work instead of #Work to include them.

Optional extras I’ve used: