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Google Productivity Workflow

A streamlined approach using Google Keep for capture and Google Tasks for action, integrated with the Eisenhower Matrix for prioritization.

Core Philosophy: Capture vs. Action​

Google Keep: Universal Capture​

Fast, friction-free capture of anything that enters your mind:

  • Ideas and thoughts
  • Voice memos
  • Photos of things to remember
  • Quick reminders
Golden Rule

Your brain is for having ideas, not for holding them. Capture everything in Keep without organizing.

Google Tasks: Action Engine​

Where commitments live. Simple, structured task management with seamless Google Calendar integration.

The 4 Quadrants Setup​

Four dedicated lists in Google Tasks based on the Eisenhower Matrix:

  1. 1 - Do (Urgent & Important) - Crises, pressing deadlines
  2. 2 - Schedule (Important & Not Urgent) - Growth activities
  3. 3 - Delegate (Urgent & Not Important) - Quick actions to offload
  4. 4 - Someday/Maybe (Not Important & Not Urgent) - Future considerations

Daily Workflow​

Part A: Capture (Always-On)​

Immediately capture any idea, thought, or task in Google Keep. No categorization—just pure capture.

Part B: Process (Daily 15-Minute Review)​

  1. Open Keep and Tasks side-by-side
  2. For each Keep note, ask:
    • "Is this Important?" (Aligns with goals/values?)
    • "Is this Urgent?" (Pressing deadline?)
  3. Take action:
    • Not actionable → Archive in Keep with labels
    • Actionable → Create task in appropriate quadrant, archive Keep note

Calendar Integration​

Tasks automatically appear in Google Calendar:

  • Q1 (Do): Set due date to today, drag into time slots
  • Q2 (Schedule): Set future due dates, time-block proactively
  • Q3 (Delegate): Today's date, quick 15-minute blocks
  • Q4 (Eliminate): Don't schedule—delete or postpone indefinitely

Starred Tasks: Cross-Quadrant Focus​

Starred tasks represent your current focus items across all quadrants. This creates a dynamic "focus list" that transcends the rigid quadrant structure:

  • Star tasks you're actively working on, regardless of quadrant
  • Maximum 3-5 starred tasks to maintain focus
  • iOS widget integration displays starred tasks on your home screen
  • Quick access to your most important current work
  • Regular review to star/unstar as priorities shift
Focus Strategy

Use stars for tasks you want to see immediately when opening your phone—your true daily priorities.

Key Advantages​

  • Frictionless capture with Keep's speed
  • Clear priorities through 4-quadrant decision framework
  • Visual planning with Calendar drag-and-drop
  • Ecosystem leverage using existing Google tools
  • Built-in accountability with automated Calendar integration

Quick Start​

Days 1-2: Create task lists, install Keep, practice rapid capture
Days 3-4: Establish daily processing routine
Days 5-7: Begin Calendar time-blocking

Success Metric

After one week: noticeable reduction in mental load and increased daily clarity.

This systematic approach transforms productivity from reactive scrambling to proactive, intentional action using your existing Google ecosystem.