Managing Projects
from Start to Finish
The complete workflow: capture, organize, execute, complete
THE WORKFLOW
Four Phases, One System
Managing a project means tracking it from initial idea through completion while keeping related tasks organized, visible, and actionable.
The workflow: messy at first, clearer as you progress, satisfying when you finish.
Here's how it works: Capture the idea fast before you forget. Organize it into tasks and structure when you're ready. Execute by working through those tasks. Delete the project when you're done.
PHASE 1: CAPTURE
Getting Projects Into Your System
Projects start as ideas. You think "I should redesign the website" or "I need to plan the conference." First step: get it into Pachinko before you forget or get distracted.
Don't overthink this step. "Website thing" is fine. You'll organize it later. The key is getting it out of your head.
The Erich vs Gary Approach to Capture
Gary: Types precise, descriptive task names during capture. "Redesign company website - research modern UI frameworks and audit current content structure."
Erich: Types "website thing" and fixes it later when he remembers what it means.
Both work. Gary's requires more upfront thought. Mine requires more cleanup later. Pick your poison - all roads lead to the same destination.
You have multiple ways to capture: Cmd+N for quick add, "Hey Siri, remind me..." for voice capture, Cmd+; for Quick Capture from anywhere, the Browser Extension for Safari and Chrome, or the Share Sheet from any app.
Everything lands in your Inbox. We'll deal with it in Phase 2.
PHASE 2: ORGANIZE
From Vague Idea to Structured Project
Now you've got "redesign website" sitting in your Inbox. Time to make it real: define what done looks like, break it into tasks, set deadlines if needed, and put it somewhere you'll actually work on it.
Important: You Don't Need Perfect Planning
Start with enough structure to take the first action, then refine as you learn more. Perfect planning is procrastination. Good enough planning is progress.
Create a project. Give it a clear name. Add sections if it makes sense (Venue, Catering, Invites). Break it into tasks. Set deadlines for critical milestones. Set statuses to track progress.
You don't have to do all of this immediately. I usually create the project and add 3-5 obvious tasks. Then I come back later and add more as I figure out what's actually needed.
Gary front-loads all the planning. I do just-in-time planning. We both finish projects. His look neater from the start. Mine evolve more organically.
How to Break Down Projects
- Start with obvious tasks - Don't try to plan everything upfront
- Use sections to group - Venue, Catering, Invites, Budget, etc.
- Set status - Active, Urgent, Waiting, Research - track where each task stands
- Add notes liberally - Links, requirements, decisions all go in task notes
- Set deadlines sparingly - Only for real deadlines, not aspirational ones
PHASE 3: EXECUTE
Actually Doing the Work
The project is organized. Now you work on it.
Check Today View each morning. See what's due and what you marked as in-progress. Pick something and do it. Update status as you go. Take notes on decisions. Set reminders for critical deadlines.
This is where the system either works or doesn't. If you trust it, you check Today View and know what matters. If you don't trust it, you stress about what you might be forgetting.
The Tools You'll Use Most During Execution
Today View shows what's due and in-progress. Check it every morning.
Status updates show where each task stands. Active, Waiting, Next.
Task notes capture decisions and context as you work.
Quick Find helps when you can't remember where you put something.
Gary's Today View is pristine. 5 items max. All get done. Mine fluctuates between 3 and 47 depending on how optimistic I was when planning.
PHASE 4: DONE
Finishing and Moving On
The project is done. All tasks finished. Now you delete the project and move on.
This step feels small but it's important. Deleting a project gets it out of your active projects list. It's done. You can move on.
THE KEY INSIGHT
Systems Beat Memory
The workflow isn't complicated: capture, organize, execute, done.
Following it consistently means you stop relying on memory. You stop losing track of details. You stop wondering "what was I supposed to do for that project again?"
Gary used to beat me on project execution because he wrote everything down and I tried to remember it all. I'd forget critical details and blame being busy. He'd check his Today View and know exactly what mattered.
His smugness was unbearable, so I started actually using the system.
Now we're equally insufferable to other people.