Create a digital workspace with these sections:

00 Inbox

01 Master Task List

02 Projects

03 References

04 Daily Notes

This can be done in Obsidian, Google Docs, Notion, Apple Notes, OneNote, or any searchable note-taking tool.

What it is

The Master Task List is the single place where all active tasks are tracked.

It prevents tasks from getting scattered across notebooks, chats, emails, and memory.

Suggested structure:

# Master Task List

## Inbox

## Today

## This Week

## Waiting For

## Someday / Later

This is for tasks that have been captured but not prioritized yet.

Example:

## Inbox

- [ ] Send revised proposal to Ahmed

- [ ] Fix analytics bug

- [ ] Create onboarding checklist

- [ ] Review marketing copy

Add tasks here when:

• a task comes from a meeting

• a task comes from your notebook

• a task comes from Slack, WhatsApp, email, or a customer call

• you are not yet sure when you will do it

Remove tasks from here when:

• you choose it for today

• you move it to this week

• you decide it is waiting on someone else

• you decide it is no longer needed

This is for tasks you are actively committing to today.

Keep it small.

Recommended limit: 3 to 5 meaningful tasks.

Example:

## Today

- [ ] Send revised proposal to Ahmed

- [ ] Prepare pilot review points

- [ ] Fix analytics bug

Add tasks to Today:

• during morning planning

• when something becomes urgent

• when you intentionally decide to work on it today

When a task is completed:

- [x] Send revised proposal to Ahmed

At the end of the day:

• delete completed tasks, or

• copy them into the Daily Note under “Completed”

Unfinished tasks should be moved back to:

• Today, if still important tomorrow

• This Week, if not immediate

• Waiting For, if blocked by someone else

Today should be reset daily.

This is for important tasks that should happen soon, but not necessarily today.

Example:

## This Week

- [ ] Create hotel onboarding checklist

- [ ] Record product demo video

- [ ] Update pricing document

- [ ] Review website homepage copy

Add tasks here when:

• they matter this week

• they are not urgent today

• they are bigger than a quick task

Remove tasks when:

• moved to Today

• completed

• moved to Someday

• no longer relevant

This is for things blocked by another person or external dependency.

Example:

## Waiting For

- Ahmed → contract approval

- Gokul → pricing review

- Finance team → invoice confirmation

- Vendor → PMS integration documentation

Add items here when:

• you have sent something and are waiting for a response

• someone else needs to act before you can proceed

• a decision is pending

Remove items when:

• they respond

• the item becomes your task again

• the issue is no longer relevant

If follow-up is needed, create a task:

## Today

- [ ] Follow up with Ahmed on contract approval

This is for useful but non-urgent tasks.

Example:

## Someday / Later

- [ ] Redesign website homepage

- [ ] Create customer case study library

- [ ] Explore new CRM tool

Review this weekly or monthly.

What it is

The Inbox is for quick, unprocessed information.

Use it when you need to capture something fast but do not yet know where it belongs.

Add to Inbox when:

• You have a random idea

• You take quick meeting notes

• Someone gives you a possible task

• You copy useful information from a chat or email

• You are not ready to organize the information yet

Example:

# Inbox

- Client asked about PMS integration

- Need to check if pricing page has old amount

- Idea: create short Loom demo for prospects

- Follow up with marketing about case study

Remove from Inbox when: