PPV System
الحالة:: ملاحظة_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
- define inputs, outputs and movements
- distinguish linear from circular
- look for patterns
- find the feedback loops (anything with exponential growth has a feedback loop)
- understand the balancing processes (these keep the system in equilibrium)
- 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
- move the tasks out of the task database
- keep them attached to the project
- put the project on hold
- 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
- 3 categories
- 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
- Status property
- 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
- Process always add these properties
- 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
- add properties
- 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
- filtered by
- In Production
- filtered by
- Status Is Ready To Post
- Or Status Is Post-Production
- Or Status Is Production
- Or Status Is Writing
- filtered by
- 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
- Next Action Date: date of next action on the content
- 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
- Thought Inbox: captures and organizes your thoughts
- 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
- Knowledge Lab
- 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
- filtered by
- 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
- capture the article with the web clipper
- clean the title
- add properties you can
- add table of contents to the top
- highlight it hierarchically
- make callouts or comments for notes
- Status property
- 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
- filtered by
- 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
- make a topic for anything you want to learn or execute
- research and bring the results to the Knowledge Sources
- think about it and add your thoughts and ideas as you have them to the Thought Inbox
- 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
- Pro
- 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