PPV System

الحالة::مؤرشفة الرابط: https://www.remnote.io/a/shared-ppv-life-os/60324a7c3c44ae003480b9a8

1 Intro & Overview of Pillars, Pipelines & Vaults

• Pipeline: action oriented process flow
• Pillar: organizational category across the pipelines and vaults
• Vault: knowledge management
• Cycle: periodic review to keep things going in the right direction

3 Systems Thinking

System

• Defined by its function in larger systems
• if divided into its components it can’t function
• its function is derived from interactions of its parts
• how to look at it? In its entirety and how it functions in greater systems
• part of larger systems

Analytical Thinking

studies the components of a system and integrates them into an understanding of the whole. Con:

• The system loses its essential properties.
• it doesn’t show how the system fits into the larger system.
• it isn’t possible to understand complex things this way.
• leaves us with obvious explanations

Systems Thinking

looking at the world as interconnected ecosystems orbiting and interacting with each other.

• looks at: patterns, not elements
• reveals insights and shows similar, repeating fractal patterns (both micro and macro across disciplines)
• reveals properties and causal relationships in systems that don’t exist in their components

Emergence

Happens when new qualities form in a system, beyond its components’ core properties

• Example 3
  • life
  • consciousness
  • water
• recognizing it is a cornerstone of - - Systems Thinking

Process 6 steps of Systems Thinking

1. define inputs, outputs and movements
2. distinguish linear from circular
3. look for patterns
4. find the feedback loops (anything with exponential growth has a feedback loop)
5. understand the balancing processes (these keep the system in equilibrium)
6. study the system’s interactions with other systems

4 Notion Design with Systems Thinking Approach

• define inputs, outputs and movements
  • write out how information will flow through the system and optimize.
  • where are the likely bottlenecks? anticipate them and design for that.
    • what happens with the backup pool that accumulates at the bottlenecks?
  • how does the system pause or reset when things go sideways?
• look for reoccurring patterns
  • reflect on the circular patterns in your life that you want to enhance with notion
  • what do you want to do less of and more of?
  • what are you doing over and over?
  • identify what notion can improve and obtain clarity what needs to be implemented
  • make lists of these by category on a kanban board
  • better yet, lay out the process in a flowchart (whimsical, miro).
• find and cultivate feedback loops
  • design the system to facilitate feedback loops
  • what activities will get you closer to your goals?
  • feedback loops will put you on an exponential improvement curve
  • how can the system shape your activities to generate compounding results?
  • how can you combine complementary pieces of knowledge to create something more powerful?
  • creativity is mostly about combining disparate ideas into new combinations
  • a well-designed system will create - - Emergence
• add balancing processes
  • use periodic reviews to keep the system in equilibrium
• study the system’s interactions with other systems
  • study this inside and outside notion
  • identify entry and exit points and how patterns and feedback loops overlap and magnify across systems
  • patterns in one system echo in other related systems
  • think and design holistically

5 Life Operating System Overview

• objectives of the system
  • Transparency: what’s progressing as planned and what’s stuck
  • Prioritization: what matters most in what order
  • Focus: when sitting down to work, have everything needed and nothing distracting
• Focus Area: contains the most important parts of the system and aligns how time is spent with ultimate objectives
  • how does it relate to the Business and Home/Life sections? has their priority actions and goals
• Growth Area: for personal enhancement
• Dashboards: they contain the most important and used elements from PPVs
• Action Zone: for organizing tasks
• avoid having more than 3 work priorities/day
• when adding a task with a priority listing, define projects, pillars and goal outcomes
  • Caution if you can’t define these, either the task shouldn’t be added or you haven’t defined your projects, pillars or goal outcomes properly
• Pillar Pipeline Pyramid: links daily activities to the bigger vision
  • top is narrow with focus and bottom is broad with more items
  • Guiding Principles: define direction, values
  • Life Pillars:
    • annual reviews and plan for the next year
    • quarterly and monthly reviews
    • milestones: accomplishments and disappointments (this creates more transparency than just memories)
    • pillars: pillars connected to the things beneath them in the pyramid.
  • Goal Pipeline:
    • Value Goals: aspirations in an emotional way (tied to pillars)
    • Goal Outcomes: measurable incarnations of value goals (tied to value goals)
• Execution Pipelines:
  • Projects: specific things that advance us toward the goal outcomes or support the pillars
  • Action Items: action steps of projects
• week/month/quarter review
  • at the beginning of the week, define the focus and objectives
  • at the end of the week, do the weekly review
• growth
  • Mindset & Identity Sculpting: building towards the person you aspire to be
  • Fitness: workout tracker
  • Habits & Routines
    • review them in the monthly review
  • Mind Expansion
    • The Library: book reading tracker and book notes
    • Media Vault: links to articles, videos, social media posts and podcasts
    • Academy: course documentation and notes
    • Research Workspaces: active interest areas that are broader than a specific project
      • aggregates different learnings across books, media, courses and conversations
• Process building the system:
• Command Center with placeholders, so you know what you are building towards
• Task Database
• Action Zone
• Pillar Pipeline Pyramid
• Reviews
• Growth
• Business
• Home/Life

8 Task Database

• the tasks of the Calendar view are organized by do date
• any item with a time has the scheduled priority, the rest of the items are sorted by priority
• priorities in order
  • Immediate: must do it first that day
  • Quick: takes less than 5 minutes
  • Scheduled: for scheduled tasks
  • 1st-5th Priority: if you do items in a batch, assign them the same priority
  • Errand: for errands
  • Remember: do it, if time permits
• if items are piling up on a day, schedule them out to future dates
• the night before every day, lay out the schedule of the next day
• you can lay out large blocks on the calendar
• master table view
  • filtered by “Done Is Not”
  • everything has a do date, except dependent tasks
  • when the master task has been completed, the dependent task activates and gets a do date
  • prioritization
    • it’s much easier to rank the priority of a small number of items
    • if it’s urgent, it should be scheduled for today or tomorrow
    • if it’s not urgent, just give it a date then rank it the day before or reassign it to another day
  • sorted by
    • 1 Do Date/Descending
    • 2 Priority/Ascending
  • ask for each item: is there a goal outcome of a project that this is driving towards completion on?
  • Process adding a new task
  • Priority
  • Do Date: when you want to do it
  • Note
  • Client
  • Due Date: external, fixed deadline
  • Projects: related project if applicable
  • Pillars: related pillar
  • Goal Outcomes: measurable outcomes
  • Production Pipeline: related to content creation pipeline
  • Waiting: check if waiting for someone
  • Owner: to who it is assigned

9 Dependent Tasks

• the Dependent Tasks view is filtered by “Following Is not empty”
• the Following column has the task which the dependent task depends on
• the Next In Line column has the task which is after the dependent task
• when you set a dependent task as done, go to the next in line task and assign its do date and tentative priority
• the + in the task name means there is a task next in line
• dependent tasks ensure that when you change the do date of the first task, the rest will adjust
• remove the do date of the dependent task after setting up a dependency
• if the dependent tasks are sorted incorrectly, sort them manually

10 Daily Data Tracking

• you can export the CSV of the data monthly to a spreadsheet app and graph or chart it
• add a separate icon for every week
• properties
  • Diet: diet quality on a scale of 5
  • Habits: check after it’s done
  • On Schedule: percent of time spent on schedule
  • Output: achieved results relative to planned
  • Improvements: what you can do better to achieve more from the day
  • Planning Review: add the reviews when they are done
• the current week has << after it

11 Action Zone

• Not To Do List: list of most common distractions and mistakes
• the habits of the Daily Tracking table should be in sequential order
• if somebody is taking too long in the Waiting On table, assign a do date with quick priority to follow up and uncheck waiting
• Ongoing Low Priority List: things to do if time permits

12 Task Status Enhancement

• Status property
  • Active
  • Waiting: waiting for someone
  • Paused: started it, but it got paused for some reason
  • Next Up: next task in the queue
  • Future: task after Next Up
• when setting up a project, think about every involved task and
  • add tasks for the next 1-2 weeks as Active
  • add non-dependent, tentative tasks as Next Up or Future
• the bottom of the task list has tasks that you don’t want to assign do dates to yet, but got added when setting up projects
• the status of dependent tasks is always active
• review the Non-Active Review table in the weekly review to see if there is anything that needs to be changed to Active.

13 Flow Chart

• Flowchart: visualizes how information, data and assets flow through the system
• put incoming media which might be useful later into evernote and move it to Media Resources when it becomes relevant to a project

14 Quick Entry Notes & Tasks

• quick entry has too high backend costs
• setting the filter to “Do Date Is on or before Today” automatically populates the Do Date field when adding a new task
• add new tasks quickly by filling only their title, tentative priority and do date
• add shortcuts to pages on iOS: open it in safari and add it to the homescreen

15 Task Lists & Do Dates

• if a task is important, it should have a do date. this ensures that it gets deliberate consideration.
• if you keep reassigning a task into the future, 05be you should delete it
• the initial priority of a task might not hold up after some reflection or events
• when adding a new task, ask
  • what matters now
  • will it move you towards your higher priorities?
  • will it have the biggest impact on where you want go?
  • will it remove something blocking you?
• add toggles to the Ongoing Low Priority List to organize it if it gets too big, reorganize it in the weekly review
• if you have a task you might want to do, add it quickly
• Process if you keep pushing a project with scheduled tasks back
  1. move the tasks out of the task database
  2. keep them attached to the project
  3. put the project on hold
  4. when you activate the project, the tasks become live again

16 Alignment Zone

• Alignment: makes your tasks aligned with your larger aspirations
• Guiding Principles
  • must be clear to give direction
  • Process result of a process where you reflect on
    • what matters to you in life
    • what you want to become
    • what your aspirations are
  • best time to do it is when you start a new system, because it will be aligned to your principles
  • if you write these down, they feel more real
• Pillars
  • need to cover everything important that needs work done
  • 3 categories
    • Growth
    • Business
    • Home/Life
• Pillar Support: things which are supporting the pillars, but aren’t tasks or projects
  • 3 categories
    • Habits & Routines
    • Mindset
    • Health & Fitness
  • Mindset & Identity Sculpting
    • Remember: a collection of inspiring things which gets revisited regularly
    • Identity: the person you want to become
• Value Goals
• Goal Outcomes
  • every goal outcome must have a project, a habit or an action item
  • Status property
    • Underway: you track only these
    • Not Started: you want to achieve it, but don’t have the bandwidth
    • Completed
    • Archived
• value goals and goal outcomes are linked to each other
• Projects
  • Status property
    • In Progress
    • On Hold: got started, but it’s on hold for some reason
    • Someday/05be: you might want to do it, but don’t want to forget it
    • Completed
  • every project in progress must have an action item
• Action Items
  • small action items don’t have pillars, projects or goal outcomes
• Cycles: daily tracking and review databases

17 Project Database + Project Workspace

• interact with everything above the task level primarily in the Alignment Zone
• Projects table
  • filtered by “Status Is not Completed”
  • sorted by
    • 1 Status/Ascending
    • 2 Quarter/Ascending
    • 3 Priority/Ascending
    • 4 Review Date/Ascending
  • Status property
    • Next Up: closest to being activated
    • Future: comes after Next Up
  • the current quarter has << after it
  • projects which aren’t in progress don’t have priority, completed, goal and progress properties
  • if progress isn’t quantifiable, goal is 20
  • if progress is quantifiable, goal is the number of goals
  • projects can have multiple goal outcomes, pillars and action items
• Setting up a project
  • Process always add these properties
    • Status
    • Quarter
    • Priority
    • Review Date
    • Action Items
    • Goal Outcomes
    • Pillars
• if you don’t have progress when you review a project on its review date, give it extra attention
• Project Workspace
  • Why this Project?: purpose of the project
  • the Pillars and Goal Outcomes tables are filtered by “Projects Contains $project_name”
  • Thoughts: scratchpad
    • add a list of tasks and drag it to the action items
  • action items are filtered by
    • Done Is not tick
    • And Projects Contains $project_name
  • use the space in the bottom for extra information
    • if you have a research task and want to use the resulting information in future tasks, put it here
• if you enter a task in a filtered view, it gets the filter’s properties by default
• make templates for common project types

18 Goal Outcomes & Value Goals

• start with defining value goals, then goal outcomes
• value goals must have at least one goal outcome
• goal outcomes must have at least one value goal
• value goals last much longer than goal outcomes
• after the goal outcome has been completed, add a new one to the value goal
• filter Goal Outcomes by “Status Is not Completed”
• Value Goals Status property
  • Underway
  • Paused: got started, but had to pause it
  • Waiting: never got started, next in line when you have bandwidth
  • Off Track
  • Completed
• Challenges Property: what is the biggest obstacle of achieving the goal?
• Value Goal Workspace
  • How will you achieve this?: steps of achieving the goal
  • add notes and resources to the bottom
• Goal Outcome Workspace
  • aggregate knowledge from the projects here
  • the Projects table is filtered by “Goal Outcomes Contains $goaloutcome_name”

20 Recurring Tasks + Self Referencing Filter

- Recurring Task Method 1: after the task has been -completed, change the do date to the next occurrence
- Recurring Task Method 2: duplicate the task and schedule every future occurrence
  - useful for long tasks
- Self Referencing Filter: choose the template name in the table filters when creating a project template and the tables will be filtered to the project

21 Weekly Reviews

- Weekly Review: focused on aligning projects with action items
  - it is tactical and the monthly review is strategic
  - Process weekly review
  - add an image which represents the week, it will make your memories more vivid
  - keep the length under 30 minutes
  - add properties
    - Effectiveness
    - Gratitude
    - Accomplishments
    - Disappointments
  - Pillars
    - Noteworthy Highs: positive things, which aren't accomplishments
    - Lows/Struggles: negative things, which aren't disappointments
    - What I learned this week: short list of learnings
- Pipelines
  - Inbox to Zero: act on quick emails and move the rest to the To Process folder
  - Saved/Starred Email Review: go to the To Process folder and act on the emails or make the action items
  - Calendar: make the action items if needed
  - Review Waiting On Actions: assign a do date before making the task active
- Process Projects Review
  - go to the in progress projects' pages and make sure they have at least one action item and the rest are in logical order
  - think about if you need to add more action items
  - add action items if the Actions Remaining property is low considering the progress
  - designate projects as In Progress or do it in the monthly review
    add Weekly to Planning Review in Daily Tracking
    create a new week and define its focus and objectives in 1-3 words
- Vaults
  - move relevant notes or clippings from other apps to the Media Vault and/or Knowledge Lab
- Monthly Review: focused on aligning goal outcomes and value goals with projects
- Quarterly Review: focused on aligning value goals with goal outcomes
- there is no duplication between the review types
- when adding a new day to Daily Tracking, link it to the current week

22 Monthly & Quarterly Reviews

- you can add a placeholder image to the Gallery View Of Cycle Periods
- Process monthly review
  - add properties
    - Gratitude
    - Wins for the Month
    - Lows/Challenges
    - Learning
  - add an image representing the month
- Assessment
  - Breakthroughs this Month: events of significant progress
  - Activities: notable events and people
  - take 2 minutes maximum for these
- Pipelines
  - make sure the value goals are still the ones you want to have and their status is correct
  - make sure the status of the goal outcomes is correct
  - check if the projects have been set up correctly in the goal outcome workspaces
- when creating a new month, add these properties
  - Title
  - Date: last day of month
  - Theme
  - To make awesome?: if you achieved this, the month would be awesome
- Process quarterly review
  - add an image representing the quarter
  - think mostly in quarterly cycles, instead of yearly ones
  - every time you set a project up, add a quarter you want to finish it by
  - review/Update Quarter Assignments: make sure the assigned quarters are realistic
    - if the timelines aren't realistic, reflect on what prevents you from getting there
  - ideas: after you wrote the ideas down, put them in the right place
  - someday/05be Items: ask if it's time to change their status
- when doing the weekly review, link the week to the months it has days in
- Caution if you don't do the monthly and quarterly reviews, you will be reactive instead of proactive

23 Content Creation Pipeline

- Specialty Pipeline: for routine projects which are more than tasks and less than projects
- Production Pipeline Status property
  - Ready To Post
  - Post-Production: to edit or being edited
  - Production: to shot on video, record on audio or being in production
  - Writing: to write or being written
  - Next Up: next to go into production
  - Scheduled: has a date of entering the system, but not ready to be next
  - Potential Idea
  - Idea Gen Resource: hub of ideas
  - Someday/05be
  - Published
  - On Hold (Done)
- Content Ideas
  - filtered by
    - Status Is Potential Idea
    - Or Status Is Idea Gen Resource
  - if you decide to realize an idea, change its status to Next Up or Scheduled
  - capture ideas quickly when you have them
- In Production
  - filtered by
    - Status Is Ready To Post
    - Or Status Is Post-Production
    - Or Status Is Production
    - Or Status Is Writing
- Content Production Workspace properties
  - Next Action Date: date of next action on the content
    - must always have it while in production
  - Action Item
    - when it's in production, link it to an action item in the task database
    - Caution if you change the next action date or the do date the of the action item, change the other one too
  - if there's written content, add it to the bottom
- use the publishing calendar to figure out the next action dates
- open the Production Pipeline Database directly to see more than one month
- make templates for common content types
  - the template must have the list of related tasks from the task database

24 System Updates + Task-to-Content Coordinated Sync

- change the status or priority of the action items of projects in the Project Workspace, because it's easier to see how the tasks relate to each other
- add an asterisk to the title of recurring tasks

26 Rollups & Formulas

- Projects in the Alignment Zone
  - use the gallery view for active projects
  - use the board view for managing statuses
  - use the table view for building the system
- rollup a rollup by mirroring the original rollup, then using a rollup on the mirrored property

27 Knowledge Management System

- Vault
  - primary function: captures information and turns it into actionable knowledge which fuels pipelines
  - secondary functions
    - independent resource of thoughts, ideas and your best thinking
    - living organism which becomes more valuable over time
- Mind Expansion
  - Thought Inbox: captures and organizes your thoughts
    - the Category property can be used for showing the context of personal notes
    - filtered by
      - Status Is Active
      - And Edited Is on or after One week ago
    - sorted by
      - Edited/Descending
      - Note or Idea/Ascending
      - Created Date/Descending
  - Knowledge Sources: captures and organizes information
    - The Library
    - sorted by
      - Status/Ascending
      - Priority/Ascending
      - Value/Ascending
      - Purpose/Ascending
      - Book Title/Ascending
    - Status property
      - Reading
      - Paused
      - Next Read
      - To Read
      - Might Read
      - Finished
    - ways of taking notes from books
      - hierarchical highlights
      - notes in your own words
- Knowledge Creation & Aggregation
  - Knowledge Lab
    - information inside it is defined by topic
    - information outside it is defined by source type
    - Topic: area you are building knowledge deliberately in
    - Topic Workspace: contains the best information related to the topic
      - add the table of contents to the top
      - Notes & Ideas table
        - filtered by "Topic Contains $topic_name"
        - sorted by
          - Edited/Descending
          - Note or Idea/Ascending
        - add notes to the body text by dragging them then turning them into text
- to change sorting, move the wanted sorting condition to the top in the Sort popup
- if you add a non-short term note in the Action Zone, add its topic or category for easy access later
  - if you don't have anything to add it to, create one

28 Book Vault

- Bookself - To Read view
  - filtered by
    - Status Is To Read
    - Or Status Is Next Read
    - Or Status Is Might Read
- Influencer property: for linking the creator to the Influencer Database
- when finishing a chapter or sub-chapter, summarize it in your own words
- book highlight colors
  - low importance: yellow
  - mid importance: orange
  - high importance: red
  - very high importance: pink
- add books by opening the book on amazon and importing it to the Book Vault with the web clipper
- you can merge the media and book vaults if needed

29 Media Vault + Course Vault

- Training Vault
  - create a dashboard in the Course Workspace for big courses
- Media Vault
  - Status property
    - On It Now: started it
    - To Do
    - 05be Later
    - Completed
    - Just Saving: didn't complete, saving it in case it's needed
    - Archived: completed, but won't be used in the future
    - Sharing: commonly shared, refined article
  - sorted by
    - Status/Ascending
    - Priority/Ascending
    - Future Value Rank/Ascending
  - notion as a read it later app let's you highlight and take notes in the final destination
  - Future Value Rank: the likelihood of you finding it useful in the future
  - Process article reading
    1. capture the article with the web clipper
    2. clean the title
    3. add properties you can
    4. add table of contents to the top
    5. highlight it hierarchically
    6. make callouts or comments for notes
- if you capture a video with the web clipper, it will embed it into the page

30 Notes & Ideas Vault

- if you want to capture a part of media, put it here
- Note: individual, self-contained thought that will attach to bigger ideas in the knowledge lab
- Media Vault & Book Vault (Source) properties: inspiration of the thought if it's in the Book or Media Vault
  - if it's not there, you can still add the source to the workspace
- Active Table view
  - filtered by
    - Status Is Active
    - And Edited Is on or after One week ago
  - sorted by
    - Edited/Descending
    - Note or Idea/Ascending
    - Created/Descending
- Archived Status property: no longer relevant to anything that matters
- Category property: functional area, mostly for other dashboards' views
  - not tied to any Knowledge Lab topic
- Action Zone Notes & Ideas Inbox is filtered by
  - Status Is Active
  - And Edited Is on or after Yesterday

31 Knowledge Vault

- Active Table view is filtered by "Status Is Active"
- Topic Workspace contains
  - best highlights
  - things with the most insight
  - most actionable or interesting points
- Topic Workspace usage
  - add images, quotes, formatting
  - after adding some content, remove the non-essentials and organize it
  - hierarchically highlight the best parts
  - if you want to publish it, format it in a publishable way
  - if it's for yourself, structure it as it's easy to review
  - if a note is linked only to the page's topic and not attached to any category, you can drag it into the content
    - drag with alt to copy
- Process Knowledge Vault workflow
  1. make a topic for anything you want to learn or execute
  2. research and bring the results to the Knowledge Sources
  3. think about it and add your thoughts and ideas as you have them to the Thought Inbox
  4. collect the best content in the Topic Workspace

34 Enhanced Mind Expansion Dashboard

- Notes & Ideas Vault Quick Entry Gallery view filtered by Edited Is on or after Today (or Yesterday)
- Courses List view sorted by
  - Status/Ascending
  - Creator/Ascending
- Books List view sorted by "Edited Descending"
- Articles List view filtered by
  - Category Is Articles
  - And Edited Is on or after One month ago
- Articles List view sorted by "Edited/Descending"
- Knowledge Vault Topic Gallery view sorted by "Name/Ascending"
- Topic Workspace
  - Notes & Ideas Vault List view sorted by "Edited/Descending"
  - Notes & Ideas Vault List view filtered by
    - Knowledge Vault Contains $knowledgevault_name
    - And Status Is not Archived
  - Media Vault List view sorted by "Edited/Descending"
  - move quick notes to the Notes & Ideas Vault to put them into context within a larger organizational structure

35 Hot & Cold Knowledge Topics

- Hot Topic: topic which you engage with regularly
- Cold Topic: topic which you still want to build knowledge in, but engage with less frequently
- topics you are engaged with but aren't connected to any projects should have the Priority Topic checkbox checked
- if your active projects are changing frequently, use the All Topics view

36 Tools, Skills & Services Vault

- Process when adding a new item, fill these properties
  - Name
  - Type
  - Description
  - Category
  - URL
- use the web clipper to add items

37 Master Tag Database

- Master Tag Database: a central viewpoint which provides visibility across the system
  - Pro
    - the Knowledge Vault has the tags already
    - if you update a tag, it updates everywhere
  - Con
    - harder to select tags
- add the Knowledge Vault property to any database where it would be helpful to filter by topic
- if you want to filter by a topic in which you don't want to build knowledge, still add it

38 Pillars Expanded

- pillars are organized into pillar groups
- tasks aren't tagged with pillars
- Status property
  - Active - CC
  - Active - No CC
  - Paused
  - Inactive

39 New Command Center V2

- pillar lists are filtered by "Status Is Active - CC"
- use the Gallery view for pillars on mobile
- Pillar Status property
  - Active - CC: active and visible in the Command Center
  - Active - No CC: active and not visible in the Command Center

40 PPV Outside of Notion

- use pillar-based folder structures outside notion for consistency
- split busy folders into hot and cold topics

41 Annual Review & Planning

- when starting a new life operating system, you need to do an overall life assessment and the annual review's structure is applicable to that
- Annual Review: define the highest level aspirations and break them into actionable pieces
- do the weekly review at the end of the previous week
- do the monthly review at the end of 12
- set aside at least half day for this
- Theme: a thought which you want things aligned to over the year
- remove completed goal outcomes from the value goals
- always plan the quarters four quarters ahead

42 Habits & Routines

- Habits Database: helps setting your intentions for the habits you want to develop
- bundle new habits with older ones
- bundles are easier to schedule than standalone habits
- add details to the Habit Workspace

44 Planning Your Day

- use time blocking if you get distracted easily
- when scheduling the next day, make it challenging, but realistic
- don't schedule more than 3 quick items/day
- loosely plan out one week
- if something has to happen on a certain date further out than a week, make it active and assign a do date