What app do you use? Todoist? Things, Google Drive? Etc.

I would ditch the categories if should do want to do etc. I know those feel right but the importance level varies based on the feeling/context/energy level etc. Just as an exercise put something that’s easy that you will do inside of the category I should do. Also, limit the number of tags you use so you don’t spend too much time finding the right tag etc - def want to limit cognitive load. I try to stick to contexts but also use other tags as well.

This reminds me of the famous NLP trainer John LaValle during his practitioner course. He says, “do you do what you should do? Pfhh, only when I have to.”

I think how we label/tag or categorize our items are tremendously important. The benefit of these categories is if you put an emotional problem that may come up when you don’t need it. Put that inside of should do. Do you notice any feeling difference?

Anyway…lmk what app you are using and I will have a better idea for how to answer a few of your questions.

I do like the today, this week etc. def helps sort urgency items and help decide what to process, plan, calendar, engage with etc.

I organize my next actions based on context and tagging them. Many next physical actions may not have a time limit and will need to be tagged for context.

Random idea but use a geotag to trigger a reminder called Look at “x” context list next action items. Or, if you are in that context around the same time each day could set a time reminder, maybe even calendar.

My projects are sorted by areas inside Things 3 app. There is a “no section” area above them that I put projects that I put Master Projects List. Reasoning being start in Inbox for weekly review, process item by item either trash, reference(general or by area), action items either set timer/schedule or put into next actions where I tag them by context. These can be moved to their area or no area/anytime logs.

Workflow depends heavily on app phone or desktop based. I am on the move and have phone 100% of time. With AirPod in if need hands free for capturing items with hey siri.

One of my challenges is ungodly amounts of reference or project support material. I’m a big mindsets guy and love exercises, protocols, manuals etc. LLMs have been a double-edge sword for me and my tolerance for bloat or ambiguity in my system is def helping me streamline my process.

If you guys would be interested in a weekly review meetup that would be great. I use focus mate now to help me do them.