My current to do list setup

The to do application I currently use is 2Do. I think it has just the right amount of complexity balanced with ease of use. It has several features that are important to my system.

  1. Lists based on a saved search (Smart Lists).
  2. Easy to manage system for tags.
  3. Projects and checklists.

My current list setup looks like this:

  • Inbox – everything gets dumped in here, and processed into the list it belongs in during daily or weekly review (and whenever free time permits).
  • @Work – my work list.
  • @Home – my home list.
  • @Errands – errands and shopping lists.
  • Follow-Up – Smart List that includes any task tagged with ‘Follow-Up’. I use it to get a quick look on items I need to follow-up on.
  • Projects – Smart List that includes any project in any list.
  • Checklists – Smart List that includes any checklist in any list.
  • 1:1 – (Smart List based on tag for each person.) – I have 10 permanent one-on-one lists, and another 4 to 10 temporary one-on-one lists. The permanent lists include my supervisor and my direct reports. The temporary lists I add and delete as demand dictates. I’ll add a list based on need. For example I currently have a construction project going on, and I created a 1:1 list for the general contractor.
  • Drafts – temporary holding place for to do items, projects, and checklists that aren’t finished.
  • Templates – holds to do items, projects, and checklists that I’ll duplicate and reuse as needed.
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Useful File Naming Conventions

I use a set of standard file naming conventions to make it easy to organizing quickly find the files I need, and to quickly know what a file concerns without opening the file.
I start all file names of a group of related files with a project name. I keep the name short and to the point, and will use abbreviations if they make sense.
Example project names

LP_ for loss prevention
Q2B_ for 2nd quarter budgets
BR_ business review

I end files with several different tags.

_wc for working copy
_rc for release candidate
_final for final copy

Working copy is used to identify files I’m working on but are not complete – works in progress. Release candidate identifies documents that are complete, but need final approval or proof-reading. Final identifies files that are finished, approved, and ready to be distributed.
Example project names

BR_cover sheet_final.docx - business review cover sheet, final version
NL_may 2017_rc.docx - newsletter for May 2017, release candidate

Folder Organization
File Naming Conventions