One project I have for my Q1 Sabbatical is to overhaul my personal organization system. Over the years, I have used combinations of David Allen’s “Getting Things Done” framework, SMART, and a variety of others, but I find myself usually reverting back to scattered physical notebooks and stickies while barely keeping track of my main to-do database (hosted in Notion), which, in theory, is there to make sure nothing drops.

Below is an updated version of my GSD (Get Sh** Done) framework that I’ll be trying in 2025. It includes how to structure your day into three key blocks, how to use three notebooks, and how to do a weekly review process that transfers your best ideas and tasks into a digital system like Notion for long-term tracking.

GSD: The Framework

Three Time Blocks

Previously, I wrote about The Two-ish-hour Workday The Two-ish-hour Workday which consists of three-time blocks:

1. Creative Block (up to 90 minutes)
• This is your prime window for deep, original work—such as writing, designing, or problem-solving.
• If you’re in the flow, feel free to keep going. Aim for a minimum of 30 minutes and a maximum of 90.
2. Proactive Block (up to 60 minutes)
• Focus on tasks before they become urgent: strategic planning, essential to-dos, or anything needing your attention soon.
• Ideally, do this right after your Creative block, to use the momentum you’ve built.
3. Reactive Block (no more than 30 minutes)
• Handle emails, messages, and any quick tasks from others.
• Keep it brief. If something needs more time, add it to your Proactive notebook (see below) and tackle it later.

Physical Notebooks

Morning Pages

This comes from the book Wikipedia The Artist's Way which I’m currently going through, only a few weeks in and it’s become an indelible part of my mornings.

• Purpose: A free-form journal to clear your head first thing in the morning.
• Timing: Use it before your Creative block or as part of it.
• Approach: Write freely for 1–3 pages. Don’t worry about structure. If an amazing idea surfaces, mark it with a star (*) so you can transfer it later.
• Why It Helps: Clears mental clutter so you can be more creative and focused.

GSD in Action: A Daily Flow

1. Morning Pages
• Right when you wake up, grab your Morning Pages notebook.
• Write out your thoughts for 1–3 pages. No editing or filtering—just let it flow.
• If you come up with an actionable idea, mark it and plan to move it to the correct notebook later.
2. Creative Block
• Duration: 30–90 minutes (or more if you’re on a roll).
• Task Source: Look in your Creative / Ideas notebook for something you want to focus on.
• Environment: Silence notifications, reduce distractions, and dive in.
• Goal: Use this time for pure creation—writing, designing, brainstorming solutions.
3. Proactive Block
• Duration: Up to 60 minutes.
• Task Source: Check your Proactive / Actionable notebook. Start with Urgent or This Week tasks.
• Method: Work on tasks that really matter—things that move you forward or keep you on track.
• Goal: Make solid progress on important to-dos before they become last-minute emergencies.
4. Reactive Block
• Duration: 15–30 minutes.
• Task Source: Email inbox, texts, calls, or any quick items needing a response.
• Method: Deal with them fast, or add them to the Proactive / Actionable notebook for future attention.
• Goal: Prevent emails and random requests from hijacking your day.

Weekly Processing Day

To keep the system fresh and avoid piles of old notes, pick one day a week—often Sunday afternoon—to review and clear out your notebooks.

1. Set Aside 30–60 Minutes
• Make an appointment with yourself—be consistent.
2. Review the Creative / Ideas Notebook
• Skim everything you captured this week.
• Ask: “Is this idea worth exploring soon, or is it better for later?”
• Move the best ideas into a digital ‘Ideas Backlog’ or ‘Project Incubator’ in Notion. Discard ideas that no longer spark interest.
3. Review the Proactive / Actionable Notebook
• Look through each category: Urgent, This Week, etc.
• Mark off completed tasks.
• Anything still active goes into your Notion task or project database, with deadlines or notes.
4. Update Notion
• Transfer relevant ideas and tasks so you can track them over the long term.
• Tag each task with the right priority or due date. Link ideas to projects if needed.
5. Fresh Start
• Clear old notes from the notebooks.
• For the next week, you’ll start with clean pages.
6. Plan the Upcoming Week
• Glance at Notion to see what needs attention in the coming days.
• Decide which ideas to tackle in your next Creative block and which tasks are Proactive priorities.
7. Reflect & Reward
• Treat yourself for sticking to the review habit—this helps reinforce it.
• If you see repeated patterns or bottlenecks, think about tweaks you could make (like adjusting the length of your blocks or adding a mid-week mini-review).

Supporting Routines

1. Micro-Check & Reward
• After each daily block, take a quick moment to note accomplishments.
• Give yourself a small reward—like a mental checkmark, a short stretch, or a positive comment—to lock in the good feeling.
2. Daily Shutdown
• At day’s end, make sure all stray tasks are in the right notebook.
• This simple habit helps you relax, knowing that nothing is lost.
3. Monthly or Quarterly Review
• Every few weeks or months, do a deeper look at bigger goals in Notion.
• Adjust your plans if new priorities emerge.

Why GSD Works

1. Respects Your Brain’s Peak Times
• You tackle creative work first, when your mind is sharp and not bogged down by distractions.
2. Prevents Overflow
• By limiting each block, you keep email and small tasks (Reactive) from flooding your schedule.
3. Keeps It All Organized
• Three notebooks plus Notion make it easy to know where ideas and tasks go.
• The weekly review ensures nothing important slips through the cracks.
4. Boosts Momentum
• Micro-checks and rewards keep you motivated.
• You’ll see progress each day, which builds a sense of accomplishment.
5. Easy to Maintain
• The system is simple: a few blocks each day and one quick weekly review.
• Because it’s not complicated, you’re more likely to stick with it.

Final Word

With GSD, you can create meaningful work in a shorter period, handle must-do tasks before they get urgent, and limit the drain from emails and busywork. By adding a weekly ‘processing day’—often Sunday—you’ll keep your notebooks fresh and transfer big ideas and tasks to a digital platform like Notion, where they can live and grow over time.

Give it a try for a week or two, and watch your productivity soar—without the stress of an eight-hour marathon day. The goal is simple: do your best work in less time, then have space for the rest of your life.