Ask HN: How do you keep track of everything?

I use the Getting Things Done methodology using todoist.

I use a plain text editor of my own design. The back end is written in C#, compiles with Mono, and I have front ends written in GtkSharp and WinForms. It treats files in a directory as pages in a notebook, and it automatically tracks history of edits and autosaves every few seconds.

Its primary distinguishing characteristic is that it auto-saves to two files: a plain .txt file, and a .log file containing deltas. Replaying the log file reproduces the contents of the txt file. I can scroll backwards and forwards through the log in the editor, as well as through pages (files) in the directory in modification order. By default, it opens up the most recently modified page.

Whenever I start on a new task or bug, I create a new page (with a single keystroke) and simply start writing out a TODO list or steps of investigation. As I complete items, I delete the detailed text associated with the item (leaving only the header line, moved to a DONE section), or as I discount threads of inquiry, I delete them. If needs be, I can scroll through the deltas, retracing my logic. Works great for refreshing my memory or reloading context when I need to switch to something higher priority.

By convention, I use the first line in each file as a title. I have a single keystroke that brings up a search box; the search box incrementally searches through every title of every file. Files are lazily loaded when opened. I don't browse the filesystem to open files, I open things up by title. If I need deeper search, I can grep the txt and log files in the file system; I haven't had a big enough need to add that feature directly.

The directory is stored in Dropbox for synchronization, which also makes my notes accessible on my phone. It's backed up separately.

Any conflict between .txt file and .log file is resolved by replaying the log, then appending the delta between .txt and result to the log. Thus if I make concurrent updates, or modify text files on my phone, they're still available without losing history.

I use this editor at several levels. I have some high-level pages that track broader priorities in a category, some that act as idea dumping grounds, and lots and lots of pages that involve work specific to a task.

I'm not far from considering linking it to Google Calendar - creating a text convention that can be cheaply scanned for and calendar entries created, for deadlines or whatever.

What I do: I add anything associated with a date to Google Calendar.

For to-do's on my main project I use Google Tasks.

For ongoing, less important to-dos or ideas I keep a draft email and just add to the list. I reopen it and keep it minimized when I'm working from that list.

For short-tem stuff that I want to knock out I keep it in my inbox so I can knock them out quickly when I have time or I'm motivated to get a few things done.

Urgent/quick stuff I try to take care of the first time I look at it.

I send myself a quick email for everything so I don't forget, then sort it into the appropriate place above when I get a chance.

I generally stay ~close to inbox zero. This system works for me because I like everything in once place and accessible from anywhere. Additionally, all of my 5+ email accounts feed into my Gmail inbox. I don't use Gmail tabs or anything like that, I just spam/unsubscribe from most things.

Wunderlist everywhere.

https://www.wunderlist.com/

Here are a few tips that have worked for me to achieve the desired kind of big picture awareness and mental state suitable both for flow and for strategic thinking:

- keep a simple per-project todo list (I use a text file that I edit with emacs in text mode, one item per line. Delete when finished).

- realize that if you are procrastinating it might be because part of your brain disagrees with a decision you have made. Reflect on the decisions and uncertainties you feel, and let any objection come to the surface of your consciousness. Often the remedy is pretty quick and the procrastination disappears.

- escape the echo chamber. Maybe some people in your life are reinforcing stupid decisions or criticizing good ones. Be brutally honest with yourself and believe in yourself. Seeking social validation is in many ways a crutch.

- environment matters (people, architecture, city, flat, office, etc.). Be picky and find one that gives you the right mix of ingredients for productivity, inspiration, and happiness and doesn't make you feel bad about yourself, discouraged, etc. It may be very different than what works for other people or what is trendy.