My Hybrid Planning System for Productivity

Do you have digital tools that you use alongside your paper planning? Let me know down in the comments! If there are any apps/tools you particularly like please share!

IN THIS VIDEO:

CHAPTERS:

00:51 System overview
04:10 Notes
04:45 Calendar
10:40 Where I learned it all
12:03 To Do system
20:47 Final thoughts

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Say hi on instagram :) @rachelleintheory

[lkreinmiller-author]

I love the tactile sensation of writing. But I LOATHE paper clutter (I’m 73, I’ve had my share of clutter over the years). My solution is to, write - not type - on my iPad. I write sermon notes. I write notes when I’m listening to an informative YouTube or podcast. I write in the digital planner I made. I’m creating a wide-margin digital Bible that I can write in (not just an e-Bible). So there is a solution for people like me who love to write but - paper 🥴🥴🥴. Thanks for sharing how you combine the two.

[paulstgeorge]

Now that you have shared that you play D&D, I will be following you forever!

[crystalc]

I use both too! So glad I'm not alone! Our family uses Cozi for a Calendar. I love that it's color coded, has alerts, and you can show just 1 person versus all of the family if need be.

[Demjr.]

I use Notion for digital organization but still want to continue to use paper things because I feel like writing is so deep within. I found this videos helps me to pick both. Thank you💖

[nikit.]

I finally got the same multi pen as you, and I now understand why you love it so much.

[julianameganck]

I have used pocket life app for several years- it syncs with multiple platforms so my husband and I can see appointments regardless of outlook, google and Apple calendar origination. I really enjoy your videos! Thanks for all your work making them.

[DhyanaKimie]

I personally use Notion for tracking habits and goals so that I can see a measurable metric of how I’m doing really. I don’t really like filling out habit trackers in my planner all that much, and seeing a number of how much or how little I’m doing a habit or working towards a goal helps me to plan my week out better. This was such a helpful video though! I’ve been thinking through how to make my planning system less redundant, and this has made me feel good about how I use my digital tools :)

[mids_mids]

I love paper planning because it clarifies my plan and ideas, but since I offer classes I need to have also a digital planning system for my report's deadlines, tutoring, and more, and that's why I use a blended approach that supports my needs.

[ElaniaG]

I have synced Outlook (work calendar) into my google cal (personal) & it's worked well.

[Printzandplanz]

Loved this. I love a digital set up but also love my paper set up too. Thanks so much for sharing yours!

[TheSeatedView]

My system is very simlar, using Google calendar (love it, synced across my desktop and phone) and Google Keep - although I have Apple envy for that wonderful list app that sorts automatically. Nice! I wear a lot of different hats, so colour block my calendar throughout the day and week, which helps me stay on track. In the Keep app, I have a note for Weekly Tasks, using checkboxes (for the satisfaction of checking off items). This includes the specific tasks I have to do from the different roles, as well as life stuff. Too much to put in a planner, which is reserved for priorities in category form - such as write article, schedule social media, prep speech, buy present for X, meetings, etc. It's been a work in progress, but I think I'm getting closer to something that works for me. Still in 3 different planners and it seems to be settling into something workable.

[nicolefaith]

The only paper planner I use is a month at a glance by rifle paper co. I don't have enough on a single day or week to warrant more layouts. I replicate on my digital calendar to add a phone reminder and look at when out and about. For anything else I just use a notebook or sometimes Notion if it relates to my "personal" work pursuits.

[hotcoffeewarmpages]

I love the planning + witchiness combo, and while idk how much the latter appears on your channel yet (bc I’m new), it was a quick sub for me!

[wendyvancamp]

You have an interesting system. Maybe a bit too complex for me, but I'm self-employed and don't have quite so many moving parts to my workscape. I'm mainly a paper planner and can't give up my fountain pens. I have a bullet journel to do my personal tracking, a braindump section, monthly calendar list to note where I've been (not to plan), and then a weekly section where I keep my daily todo list. I find that if the to dos are not on paper, I forget them.

Three years ago, I switched from using a paper calendar to google calendar. Basically because I needed to click on Zoom links for speaking engagements so often it became cumbersome to store them elsewhere. Eventually, I moved all my dated planning there. Last year, I started with Google Keep for notes I need to take with me from digital sources, but I still keep a paper notebook and pen in my purse for on the go. I would say that I'm still around 75% on paper, but I prefer it that way. This is not to knock anyone who goes the other direction. We all need to do what works for us.

Anyway, thanks for the informative video. I like to see new ideas in planning.

[Coconuthead]

I use Things, too, very early on when they first release. Also, Fantastical Calendar. I would recommend it as a good replacement for Calendar.

That was very interesting... What I do is everything on paper but alarms on my Calendar (laptop & phone are synced) so I don't miss anything that has specific times or dates.🙂

[luslab]

I have ADHD and I use Sunsama as my task manager. It keeps me on task and helps me prioritize, in addition to measuring time. I use Google Calendar, which syncs into Sunsama and my Apple calendar (and work Outlook also syncs into the Apple calendar). I have a similar system to yours. I plan weekly using my Hobonichi weeks. I have a personal one and a work+creative one. I only put events in my work one, but they include personal events. For notes I use Obsidian because it just works with my ADHD brain. Anything that comes to mind or anything that I am doing and need to take notes on, it all goes into Obsidian. For example, if I call my phone company to fix something or to change something, I will write that in Obsidian and tag the relevant things like #phonecompany and #billing. That way I can search for it and refer back to it if necessary. While Sunsama keeps me on task, my physical planner really keeps me focused on the priorities. I put the main priorities and tasks for the week there, and that helps me not get distracted by minor tasks that could be done but are not a priority.

[kominayu]

Brilliant idea to have a separate calendar for friends stuff! I’m gonna steal that

[mybookishdelights]

I use the YNAB program for my budget and bills. I’ve tried it on paper and it’s too cumbersome. I just downloaded Notion recently but haven’t really set it up too much. I’m going to try the app you recommended. I think it’s a great idea to kind of have a master dumping area for things that need to get done and then pulling that into your weeklies. It’s easier to organize digitally too.

[mgronk]

Ive been using Cron as my desktop calender app, and just the google calender on my phone. Cron is definitely a great alternative for the native apple calender