How SortIt Works
Discover how every feature of SortIt implements the three-pillar productivity system. From immediate task capture to intelligent organization and comprehensive execution tracking, see how our methodology transforms your workday.
Home Page - Your Command Center
The home page serves as your daily productivity hub, providing immediate access to all critical information and quick actions. It's designed around the principle of having everything you need at your fingertips.
Home page showing today's tasks, overdue tasks, tasks without due dates, and orphan tasks sections with quick action buttons.
Add Task Button
This is the button to add Orphan tasks. Orphan tasks are tasks that don't have a project or a person assigned to them. This follows the Capture pillar. Use them to store tasks that you don't know how to categorize yet or that you don't know if you'll do them or not.
Today's Tasks
This is the section you will check more times during your day. You complete a task and go to see the next one, you scroll through your list, find new tasks you created during a previous meeting or conversation, you constantly clean it up, decide you won't do that task today, you'll do it tomorrow, decide that now it's better to do this other task. This is the section that drives your day to success. See all tasks due today, organized by project. This implements the Organize pillar by grouping related work and establishing clear priorities for your day.
Overdue Tasks
This one follows the Organize pillar. You won't always have time to work on all the tasks you intend every day. As the day goes by, you create new tasks, reprioritize things if needed and that ends up with you not having time to work on everything. This is the first section you should visit in the morning and clean it up. Don't start your day with overdue tasks.
Tasks Without Due Dates
This follows the Capture and Organize pillars. You need to create tasks fast and easy. Sometimes it's clear which project or person to assign a task to, or when it should be done. But sometimes you just need to take that note or store that thought so you don't forget about it, and that's fine. However, tasks without due dates are tasks that never get done. Try to clean this section up as often as you can. If there are tasks you never find the moment to do, you should consider removing them. Not everything you note needs to be done, and only time will tell you. This is why you can see when each task was created, so you can decide if it's been too long without prioritizing this task, and if so, just remove it.
Orphan Tasks
Orphan tasks are an important part of the process. As we mentioned before, you don't always know how to categorize a task. Sometimes you will even have to create a new project for that task, but you cannot waste time thinking about that when you're in a meeting, a conversation, or just in deep thought. This is why we have the Add Task button in the home page—so you can create orphan tasks. That follows the Capture pillar. However, you should never work on an orphan task, or in other words, you should never create an orphan action. Having many orphan actions in your timeline means lack of organization and will guide you into unstructured and inefficient work. So use this section to follow also the Organize pillar and make sure you allocate those tasks to a project or a person before you do them. And as we said in Tasks Without Due Dates, if you fail to prioritize an orphan task during a long time, consider removing that task.
Overdue Projects
Projects that have passed their due dates and need immediate attention. This section follows the Organize pillar by helping you identify which projects require urgent prioritization. Like overdue tasks, this should be one of your first stops in the morning to assess what needs immediate focus or rescheduling.
Projects Without Category
Projects that haven't been assigned to a specific category yet. This supports the Organize pillar by encouraging proper project categorization. While it's fine to create projects quickly during capture, unorganized projects can lead to scattered focus and inefficient work. Regular cleanup of this section ensures your project portfolio remains structured and manageable. This is also relevant to the Execute & Reflect pillar, as you complete projects and tasks, you need to understand which are the categories where you focus more of your work. That's an important insight that will help you improve your work.
Bulk Edit - Mass Organization
Efficiently organize multiple tasks at once, implementing the Organize pillar by allowing you to group related work and establish priorities in batches.
Bulk edit view with multiple tasks selected, showing batch operation options like assign to project, set due date, or change priority.
Batch Operations
Select multiple tasks and apply changes simultaneously - assign to projects, set due dates, or change priorities. This supports the Organize pillar by enabling efficient work structuring.
Context Switching Prevention
Organize multiple items without losing focus, supporting the Organize pillar's goal of creating focused work environments.
Projects - Work Organization
Projects are the foundation of intelligent work organization, implementing the Organize pillar by grouping related tasks and creating focused work areas. While in many organizations you are working in the same project for a long time, as you advance in your career and move from individual contributor to leadership roles, you'll find yourself in more projects. It's crucial to organize your work effectively and keep track of what you're doing. Don't be afraid to create new projects as needed.
Projects list with categories, status indicators, and project information. Shows the project creation button and overall organization.
Specific project with its tasks and actions timeline. Shows the drag and drop functionality and the project information panel.
Project Creation & Management
Create projects with categories, descriptions, and due dates. This implements the Organize pillar by establishing clear work boundaries and priorities.
Task & Action Management
Organize tasks and actions within projects, supporting the Organize pillar by creating focused work environments that eliminate context switching.
Project Timeline
Visual representation of project progress and deadlines. This supports the Execute & Reflect pillar by providing clear visibility into what's been accomplished and what remains. It's important to revisit what you did without trying to remember it.
Drag & Drop Integration
As you advance in your career and move from individual contributor to leadership roles, you'll find yourself in more meetings - aligning people, making decisions, and ensuring clarity across teams. It's crucial to take notes of everything. Use drag & drop to create tasks from upcoming meetings in your Google Calendar for preparation, and convert completed meetings into actions where you can store notes, decisions, and links. This embodies the Capture pillar by ensuring nothing from your meetings is lost or forgotten.
Tasks & Actions - Execution Tracking
Tasks and actions are the core of the Execute & Reflect pillar, providing comprehensive tracking of your work and progress.
Task editing interface with title, description, due date, and document attachment options. Shows the completion workflow.
Action editing interface displaying completed tasks as actions. Shows the action details and the connection to original tasks.
Task Management
Create, edit, and complete tasks with full context. This supports the Capture pillar by allowing immediate task creation and the Execute & Reflect pillar by tracking completion. You can complete the task from the edit view or from the project detaisl or person details view.
Action Creation
When you complete a task, it automatically becomes an action - a record of what you accomplished. This implements the Execute & Reflect pillar by building a living history of your work. You can also manually add an action that is not related to a task. If the action comes from a task, you can always use the Undo button.
Document Integration
Attach documents (links) to tasks and actions, supporting the Capture pillar by ensuring all relevant information is captured and the Execute & Reflect pillar by maintaining complete records.
Completion Tracking
Track when and how tasks were completed, supporting the Execute & Reflect pillar by helping you understand your work patterns and celebrate progress. Remember to use a calendar view to see your tasks over time as well as the actions to understand what you've already accomplished and compare them to your goals.
People - Relationship Management
People management implements all three pillars by helping you capture interactions, organize relationships, and track collaborative work. As you advance in your career and move from individual contributor to leadership roles, you'll find yourself in more people - aligning people, making decisions, and ensuring clarity across teams. It's crucial to take notes of everything. Use drag & drop to create tasks from upcoming meetings in your Google Calendar for preparation, and convert completed meetings into actions where you can store notes, decisions, and links. This embodies the Capture pillar by ensuring nothing from your meetings is lost or forgotten.
People list with contact information, roles, and relationship indicators. Shows the people creation and organization features.
Specific person's details with their tasks, actions, and associated projects. Shows the document integration and relationship tracking.
Contact Management
Store contact information, roles, and relationships. This supports the Capture pillar by ensuring all relationship details are recorded. It's important to keep track of who you've worked with and what you've done with them.
Task & Action Assignment
Assign tasks and actions to specific people, implementing the Organize pillar by creating clear accountability and the Execute & Reflect pillar by tracking collaborative work.
Document Integration
Attach documents (links), emails, and conversations to people records. This embodies the Capture pillar by recording all interactions and the Execute & Reflect pillar by maintaining relationship history.
Project Association
Link people to projects they're involved in, supporting the Organize pillar by creating clear work relationships and the Execute & Reflect pillar by tracking collaboration patterns.
Calendar - Time Organization
The main calendar view implements the Organize pillar by providing a visual timeline of your tasks in one unified view.
Calendar week view showing tasks organized by day with drag and drop functionality for easy rescheduling.
Calendar month view providing an overview of all tasks and their due dates across the month.
Expanded calendar month view showing detailed task information and better organization of productivity items.
Unified Timeline View
See all your tasks (project, people or orphan tasks) in a single calendar interface group by source. This supports the Organize pillar by providing a clear overview of your time commitments and work progress.
Multiple View Options
Switch between month and week views to focus on different time horizons, the calendar has been implemented to help you organise your tasks easily moving them from one day to the other in both views, monthly and weekly. This implements the Organize pillar by allowing you to plan at the appropriate level of detail.
Time Block Management
Organize your day around specific time blocks, implementing the Organize pillar by creating focused work periods and eliminating context switching.
Google Calendar Integration
Google Calendar integration implements the Capture pillar by bringing external events into your productivity system seamlessly.
Google Calendar settings showing the authentication and integration setup process.
Google Calendar integration with imported events. Shows the drag and drop functionality for converting events to tasks or actions.
Automatic Event Import
Import calendar events from your Google Calendar automatically. This implements the Capture pillar by ensuring no external commitments are missed or forgotten.
Event to Task Conversion
Drag and drop calendar events to create tasks or actions, supporting the Capture pillar by immediate task creation and the Organize pillar by proper categorization.
Meeting Preparation
Convert upcoming meetings into preparation tasks, ensuring you're ready for important discussions. This supports the Organize pillar by creating focused preparation time.
Meeting Documentation
Convert completed meetings into actions with notes, decisions, and follow-ups. This embodies the Execute & Reflect pillar by maintaining complete meeting records.
Search & Organization - Information Retrieval
Search functionality supports the Execute & Reflect pillar by making your captured information easily accessible when you need it.
Search functionality with search results for tasks, actions, projects, and people. Shows the filtering and sorting options.
Global Search
Find any task, action, project, or person instantly. This supports the Execute & Reflect pillar by ensuring you can access your work history when needed.
Smart Filtering
Filter by date, project, person, or status, implementing the Organize pillar by providing intelligent information organization.
Document Search
Find documents and links across your entire system, supporting the Execute & Reflect pillar by making your captured information easily retrievable.
Settings & Customization - System Optimization
Settings allow you to optimize the system for your workflow, supporting all three pillars by ensuring the tool works effectively for your specific needs.
Settings panel with calendar preferences, interface options, and data management settings. Shows the customization options available.
Google Integration
Connect your Google account to access your calendar events and sync your schedule. Configure your Google Calendar ID to display your events alongside your tasks and actions. This supports the Capture pillar by bringing external commitments into your productivity system.
Show Weekends
Toggle weekend visibility in your calendar view. When enabled, you can see Saturday and Sunday in your calendar interface, helping you plan your week more effectively. This supports the Organize pillar by providing complete visibility of your time.
Backup & Restore
Create manual backups of all your data, manage existing backups, and restore from previous backups. The system also includes automatic backup functionality to ensure your work is never lost. This supports the Execute & Reflect pillar by maintaining reliable records of your productivity journey.
Database Management
Access your application data files directly and manage your local storage. This gives you full control over your data and supports the Execute & Reflect pillar by ensuring data integrity and accessibility.
Ready to Implement the Three-Pillar System?
Download SortIt and start implementing the methodology that transforms how you work, organize, and track your progress.
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