Noisy Deadlines


This is a walkthrough on how I currently have my Nirvana setup.

Nirvana is a to-do app built for the Getting Things Done® methodology. I’ve been using it for years now. I’ve written a lot about switching back and forth to Nirvana, but I don’t think I’ve ever published a full setup post. So here it is!

Nirvana comes with these predefined sections, and they cannot change:

  • TAGS

The “Later” folder inside “ACTIONS” is an optional feature in the app (we can toggle it on or off in the settings). I leave it enabled to park actions that are blocked, actions that I started but had to put on hold or that I want to look at again in a couple of weeks (but that don’t fit in “Someday/Maybe” anymore).


I'm enjoying some slower days at work. There has been only one big procurement project with tight deadlines to deliver a budget. All the other budgets I've been working on are for internal projects, buildings that are already under construction and the deadlines can be easily negotiated. I can allocate enough time to deliver all those budgets comfortably.

This is very unusual! And I'm loving this phase! 🌟

It feels like I'm back in the early 2000's when things overall ran at a slower pace. I remember my first job in a construction company: I didn't have a work mobile phone, the only way to directly contact me at work was via the land line at my desk or in person. I had a computer with internet access, but it was slow and mostly used for checking and sending a few emails. The volume of emails was very manageable, nothing compared to what we have today. I worked on one thing at a time.

Right now, I have plenty of time to plan my day, plan my week, plan my month without feeling I should be tackling my to-do list right away. It’s a refreshing and unique experience: I find my workload to be perfectly manageable.

I like it this way. This situation reminds me of the emerging trend in productivity: slowing down intentionally. I love the ideas described in “Slow Productivity” by Cal Newport and “Essentialism” by Greg McKeown, but I recognize that not all work environments allow us to fully implement these ideas. These strategies require a good amount of agency and independence over our workloads.

Despite the obvious challenges of my fast-paced work environment, I'm still convinced I can introduce minor adjustments to my schedule to make it more manageable.

As I said, it's been easy-going these past few weeks, but I know that when things get crazy busy again, I have these tools at my disposal:

  • GTD: The GTD framework helps me a lot to make sense of all the “stuff” that comes my way. I use it all the time and when times get tough, it's even more valuable.
  • Time Blocking: Finding those small pockets of time for reflection and prioritization (Plan the Day in the morning and doing a Shutdown Routine at the end of the day)
  • Short breaks: Using brief moments to breathe, grab a snack or stretch and quick recharge my mental batteries.
  • Pomodoro Technique: For when I need deep focus. The ticking timer becomes my companion, urging me forward.
  • Remember to Write Down Things: Capture, Capture, Capture! Reduces mental clutter (see GTD above).
  • Weekly Review: Another GTD practice that helps turn chaos into order. It’s essential!

As much as I'm enjoying these calm waters at work, I know it won't last forever. The storm will return: the urgent emails, the deadlines, the unexpected crises. But I feel equipped to deal with whatever comes.

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

This week I decided I had some time and headspace available to experiment with Todoist for my GTD (Getting Things Done) system. Why??

Back in 2019-2020, I had used Todoist and enjoyed it. But then there was a big update that altered some features and screwed up my existing setup. As a result, I explored other tools, eventually discovering NirvanaHQ (which is my current tool of choice).

I’ve tried Todoist before throughout the years, and I could never get it quite right. I know Todoist development is continually active, and I thought I could give it a go again because… well, maybe this time they’ve changed things that could work for me now? 🤷‍♀️ Also because I felt I could spend some time tinkering with the tool, which I usually enjoy.

So, I tried setting it up again. I took a look at the GTD Official Guide, sat down with my pen and paper and started to think:

  • Do I want to link projects to next actions? => Yes!
  • Ok, so I will use projects as projects and labels as contexts.
  • I want to have projects separated between Work and Personal. Ok.
  • I will have Someday-Maybe folders separate for Work and Personal. Ok.
  • I will use labels as contexts to organize my next actions. Ok.
  • I want to make sure that I don’t see actions that are in Someday-Maybe showing up in my next action lists. Ok, so I will use filters to be able to exclude items that are inactive in Someday-Maybe.
  • This is something crucial to me, because sometimes I have a project started, with labeled next actions, which then is postponed or put on hold. I want to be able to move the project to Someday-Maybe so that all of it is removed from next actions. I know I could un-label the actions, but I don’t like doing that (then when it’s active again I would have to re-label everything... not my jam).
  • I will have a “Routines” project for all recurring actions (daily. monthly checklists and reviews). Ok.

So, I set up the basic folders. I added initial labels (the typical @computer, @home, @errands, @agendas, @calls). Now it was time to set up the filters. That's when I got frustrated. I know I could set it up the way I wanted it, but the process was not as fun as I've initially imagined 😐.

I had to tweak the filters to exclude incompletable tasks and exclude subtasks from showing by themselves without their parent task (because subtasks can have their own labels in Todoist), to separate work and personal, and on and on.

I had initially thought I would incorporate the priority flags with the context’s filters (something like, P1 is priority, P2 is next, P3 is later, etc...) but THAT was me overcomplicating things! I scratched that idea.

And then I thought about a moment in the future when I wanted to add a new context, and create a filter for it, and all the hassle to have it done. Too complicated! I imagined future me wondering why the hell did I complicate things this much?

Long story short…

…the energy and disposition I thought I had to set up Todoist wasn't there anymore. I'd rather spend that time reading a book.

And when I went back to my normal day, using Nirvana as usual, I just felt this peace and calm, seeing everything organized in its place. I recognized I already have a system that JUST WORKS as it is. Is it perfect? Hell, no! But it works for me! 😊

I was also altering a previous Todoist setup I had in my account, so maybe that was the wrong approach. I should have deleted everything and started 100% from scratch. But now I don’t really want to try Todoist anymore. I am happy with what I currently have.

So that's the story of my failed experiment. I could have pushed through and had all the context filter issues sorted out? Yes, I'm sure I could have. It's not Todoist's fault. It's a great app. But just not for me at this moment in my life.

Post 07/100 of 100DaysToOffload challenge (Round 2)!

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

This is a note to self about planning my day:

  • Lunch & Shutdown: Schedule the Lunch break and the Shutdown blocks.
  • Email time: Add blocks to handle emails.
  • Meeting Buffers: Insert buffer times before and after meetings for preparation and follow-up.
  • Breaks: Add breaks/snack time.
  • Check-ins: Rearrange my “Organizing” and “Check-in” blocks.
  • Work Focus Blocks: Add work blocks by context or projects
  • While I'm working on focused blocks, don't look at emails!
  • Revise plan as needed.
  • 🍵Take it slow, no need to rush!

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

I have a system I've been using since 2019 for taking notes at work.

I use an Arc notebook that I got from Staples that has refillable pages. It's a customizable system, so I can remove pages and insert them elsewhere in the book by simply pulling out the sheet. It’s really nice! I’ve had the same notebook for 5 years now.

I mainly use my notebook for meeting notes, notes from calls and notes about projects I'm working on. I also like to use a Pentel Energel 0.5mm in blue as my default pen.

Everyday I open up my 8-½” x 5-½” arc notebook and insert the day:

And then for every project or meeting that I'm currently working on I add a sequence number and a title/subject and start writing. If I change focus and start working on another subject/project/meeting, I will add a sequence number with the title and continue from there.

Some of those notes will generate new next actions, which I add an asterix or arrow so that I remember to capture those into my Nirvana inbox during my shutdown routine at the end of the day.

The notebook will hold 50 pages at a time, and when they are all filled up, I pull them out, and refill the notebook with new pages that I get from Staples.

I then scan all the written pages into a PDF and save the file. At the end of the year I will have around 350-400 pages scanned. Then I recycle the paper copies.

These are all the notes from 2023:

Thinking about Reusable Notebooks

After 5+ years of doing this, I can see the amount of paper I generate! I feel bad about using that much paper, honestly. That’s not even considering the paper I use for time blocking every day, and personal notes.

I'm curious to try out a reusable notebook, so I ordered a Rocketbook!  I will try the 6” x 8.8” Fusion (Executive size, like my current notebook) because I'm super curious to see how it works! And to know if I will enjoy writing on it.

It should be delivered later today, so I will write a post about my first impressions once I’ve used it for a while.

P.S.: Wow! This is the 100th post since I started the #100DaysToOffload challenge!! 🥳

Post 100/100 of 100DaysToOffload challenge!

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

So, when I started Rethinking My To Do list this week, I was feeling disconnected. I was craving for something different. I’m not sure why, but I was bored. And I didn’t want to look at my to-do list. So, avoiding it only intensified my disconnection. I thought I needed a new to-do list.

I wanted to get a better app and test other things. And I did test a few! Only to realize that the tool itself wasn’t the problem. I was just feeding the distraction dragon, searching for novelty.

But I wanted to see it for myself, stubborn that I am.

So, I looked at TickTick. It is an amazing to-do list! It has lots of features, calendar, pomodoro timer, timeline views, routine tracker, cross-platform, etc. It’s highly customizable: I saw I could set it up however I wanted to fit my needs. And then came the realization that I would have to spend several hours tweaking it. Creating lists, and folders and custom filters. And moving everything I have in Nirvana to TickTick. Moreover, I was not able to install the desktop app on my work computer, so that was a clear hint that my employer doesn’t approve of this software. Another detail I didn’t like: I couldn’t find a way to set up a shortcut key to add tasks to the Inbox. The “add task” shortcut will add the task to whatever folder/list is open in the app.

Then I looked back at Todoist. I’ve used it for a couple of years. Very flexible, cross-platform, super easy and fast at collecting and organizing things. But the new interface now has “hashtags” symbols to represent folders/projects instead of the old circles, which I think makes it more visually polluted. And then I remembered the entire process of creating the folder’s structure and the custom filters to use it with GTD the way I like it. I didn’t want to go into that rabbit hole again.

Lastly, I revisited Microsoft To Do. It’s a cute app, fast and simple and integrates well with my work system. But… there is something that always gets me out of it: projects management. I like linking projects to next actions, and things get very messy in MS To Do if I want to do that with hashtags, while using lists as my GTD contexts. I told myself I would use it for 90 days to see how it goes. But I changed my mind. Last time I used it for 60 days and abandoned it to get back to Nirvana. I remembered things that I don’t like about it: the Inbox situation (which is a list called “Tasks”), there is no direct “email to inbox” feature (I must send an email to Outlook, and then flag it: too many steps for capturing), I prefer Nirvana’s way of dealing with recurring tasks and organizing projects.

So basically, everything I wrote in January when I was Testing Microsoft To Do and saying goodbye still holds true. I will let it go this time. For real, let it go!

In the end the effectiveness of my GTD system depends on my commitment to maintaining and working my lists in an app that I’m familiar with. I still can use Nirvana at work (I can even install the desktop app on my work laptop) It synchronises on all my devices, it’s fast and reliable.

The issue wasn’t the tool itself but rather my quest for novelty. I can see clearly now.

I’ve decided to stick with Nirvana, which strikes the right balance between meeting my needs and minimizing frustrations.

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

There’s something going on with how I’m engaging with my To Do list (currently using Nirvana). I’ve been craving for something more interesting. I’ve had this feeling before, and when that happened, I tried out Microsoft To Do but it never stuck with me.

I’ve decided to do some exploration. I don’t want to be in a place where I’m compulsively looking out for new apps, but I want to use my curiosity to experiment with some options.

I will take a look at TickTick. I’ve never really used it and I’m curious to know how it works. I will also go back to good old Todoist, which has been my to do app for a couple of years and I remember I liked it because of all the colors, reminders, and super quick capturing and processing features.

Post 97/100 of 100DaysToOffload challenge!

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

In Gloria Mark’s book “Attention Span” she delves into the fascinating world of attention management.  We usually fall along a continuum for how we like to work:

  • Monochronic: we prefer to finish one task to completion before beginning another task. We thrive on focused, sequential work.
  • Polychronic: we prefer to juggle multiple tasks at once. We are comfortable with interruptions and context-switching.

Interestingly, Mark identifies a rare breed: the “supertaskers”. These exceptional individuals can seamlessly shift between tasks without sacrificing focus. However, most of us fall somewhere in the middle, balancing monochronic and polychronic tendencies.

While I was reading this, I felt represented in the more monochronic preference scale. And that explained a lot about the feelings of overwhelm I experience so often in my work life:

“As you might imagine, monochronic types are the ones who tend to experience role overload, and yet they are stuck switching among multiple tasks, trying to keep up. This is consistent with the many people in our studies who report feeling overwhelmed in their work.” — Gloria Mark, “Attention Span”, Chapter 4

I’m not a supertasker, but it seems there is this expectation from companies (and managers) that all office workers are natural multitaskers. The demands of our modern workplace are mixed with continuous real-time electronic communication, and that is exhausting!

The author points out that switching attention away from a challenging task can be beneficial at times. Moving to a new activity can refresh our cognitive resources. Incubating a hard problem can help us figure out a solution later.

“On the other hand, too much task-switching at a fast rate, where you are continually forcing yourself to refocus your attention, is often detrimental because of time and performance decrements, and it leads to stress.” — Gloria Mark, “Attention Span”, Chapter 4

Sometimes I feel bad because I can’t get to focus on something important and I wonder what’s wrong with my brain. But I’ve been learning that the problem isn’t my brain per se. The environment I work in does not foster focus. And then I might feel stressed and overwhelmed at the end of day. It’s fascinating how our personal preferences impact our work experience and vice-versa.

Anyway, this book is an interesting read and I hope the author will explore strategies to navigate this delicate balance between attention and productivity.

Post 87/100 of 100DaysToOffload challenge!

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

This one example of the little things that make me enjoy Nirvana as my projects/task manager.

I have a project deadline today and when I created the project, I added a due date to it. This is a hard deadline, the day I must submit a budget to the Client. So today the project became red on the projects list! Which helped me prioritize my daily tasks while I was doing my daily time blocking.

I’m not sure if this is a new thing, but I don’t remember having noticed it before. Or I wasn’t adding deadlines to projects before. Something to remember for next projects.

Anyway, it’s a nice touch 🤩.

Post 79/100 of 100DaysToOffload challenge!

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

Ok, so my experiment yesterday went pretty well. It was great not to have the email window open at all times and I did 1-hour sessions of deep work to focus on a specific project I have to get done by the end of the week.

I noticed I would catch myself pausing during the 1-hour session and having this twitch to peek at my email, but I every time I avoided opening it, because I knew I had planned a specific block to deal with emails.

Today I did the same thing, I have the reminders on my digital Calendar and my actual executing plan in my Time Block Planner (which I will tweak as I go):

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.