Full Focus Planner and Nozbe: How to run a hybrid-system

Interaction between the Full Focus Planner and Nozbe

I tried to work completely paperless for years – but bought in the end of 2017 the Full Focus Planner: I’m a hybrid now!
Michael Hyatt, the originator of the handy Full Fokus Planner (FFP), told us how his hybrid system works.
I will show how my hybrid system works and how i use the benefits of both worlds.

1. Full Focus Planner: Advantages of a paper based planning tool

On paper i can work distraction free. To write something physically down deepens my commitments. Even transferring the calendars by hand ut my soul well. Of course that costs time – but I also have the good feeling to have an overview of the next quarter. The transfer – whether in the monthly calendar or on the daily page – I have learned to understand as a helpful exercise and not annoying repetition.
And for me as an 47 year old it’s like return home.
For all other benefits of paper i recommend the article from Erin Wildermuth.

2. Nozbe: Advantages of a digital Projectmanager

The advantages of a digital system are well known:
– All the stuff is searchable. In Nozbe you can set easily create a searchhistory.
– I can set reminders.
– Collaborate with others.
– Integration of my favorite online-tools (Evernote, dropbox…).

3. How FFP and Nozbe interact together

But now to the test: How can these different systems work together and support each other?
In general:
– I use the FFP to reach my yearly goals and to keep focus for that particular day
Nozbe is the base where i do my daily tasks.
And here is how it works alltogether:

3.1 weekly workflow: identifying my Weekly Big Three and break them down to get a next action list for achieving my goals

Backbone of my planning is the weekly review.
Formerly i went through my projectlist in Nozbe. Now i start with the weekly review pages in the FFP. This helps my to polish my goals for this year. I review my „Annual Goals“ and rewrite the next steps on the first pages of the FFP. Then i choose my new weekly big three. I break them down further in 2-3 subtasks, so i get small pieces i can accomplish the next week. In nozbe i have for each goal one project. All goal related projects are held together with the label „!goals2019“. In nozbe i update these projects first to sure that my weekly big three are on my priority list for the next week. I set the filter „!goals2019“ so i can see only the these goal related tasks. I give them the tag „#Daily Big Three“.
After revising my goals i do my weekly review in nozbe: that’s keep my focus sharp during rework my projects. In all active projects i chose one ore more next actions (i mark them with the star). After that the priority list has become a next-action-list for the following week.

3.2 daily workflow: make it happen „#today“ with the priority list

The daily exercise is to transform these next-action-list to a priority list again. It needs only a few steps using the amazing filter functions in Nozbe – so the fun begins:

3.2.1 The Urgent

Each morning i set the filter of my priority list to „due today“: I check them – are all this tasks really due today? If not i delete the due date- the task will stay on the list because of the star. All really due today tasks get now the tag „#today“.

3.2.2 The Right

I remove this filter and set it on „!goals2019“: i now choose out of the three to nine goal related tasks my „#Daily Big Three“ and give them the tag „#today“.
Now i set the filter „#today“ – and i have a list of urgent and important tasks – a priority list!

3.2.3 Other Tasks

If my calendar left enough space for some other tasks, i tag them too- nozbe shows me the time i will need to accomplish them! First i filter the tasks without duration and estimate a time for each of them.
At least i structure my day with my daily-routine-tasks at begin and end.
Ready for take off!

3.2.4 Get Focus – Doing – Staying Tuned
FFP: Getting Focus

Now i copy these tasks in my FFP – even my calendar appointments. On one simple page in the FFP i can overlook my day completely to get focus.

Nozbe: Doing

But the main work i do out of the Nozbe app:
– If i want to start with my daily big three first, i choose simply in addition to „#today“ the label filter „!goals2018“.
– If i want to start with the urgent task, i use in addition the due date filter „today“.
During the day i work out of my nozbe priority list.

Stay Tuned

In the end of the day i compare the nozbe-„#?today“-list with the daily page in FFP and do so a little day review.

4. Summery: The workflow

Here you find my implementation in a nozbe-how-template!

Von Michael Kamutzki

Pfr. Michael Kamutzki, geb. 1971
Studium der Theologie und Gerontologie
Ausbildung zum ehrenamtlichen Sterbebegleiter und in Integrativer Validation
Lehrtätigkeit an Berufsschulen für Altenpflege
Vorträge zum Thema Demenz und Seelsorge
Pfarrer in der ev. Kirchengemeinde Schwerte - Arbeitsschwerpunkt Seniorenarbeit.
Seit 2018 Pfarrer am Eduard-Spranger-Berufskolleg Hamm.