// Personal website of Chris Smith

How I Get Things Done

Published on Sep 1, 2024

I always quite like reading about how other people do things. What software or hardware they use, or how they manage reminders, todo lists, and so on. I’ve never actually written about how I do any of that, though. So here it is!

Productivity

In the past I’ve fallen victim to the idea of there being One True Productivity System that would solve all my problems and make me amazing at getting things done. The title of this post is a nod to Getting Things Done, which I’ve read and tried to religiously follow in the past, but it’s just not for me. One thing that did actually stick from it, though, was the idea of “open loops”:

Anything that does not belong where it is, the way it is, is an “open loop,” which will be pulling on your attention if it’s not appropriately managed.

If I want to do something and it’s not recorded in a way I trust, it weighs on me a little. Those little weights all add up, and just make life uncomfortable. I deal with those in a few ways:

Todoist

In the past I’ve gone through a lot of different todo systems, once again hunting for one that will fix all my problems etc[1]. In the end I always ended up coming back to Todoist, and have stuck with it for a decent period now.

In Todoist, I have everything split up into projects. Work projects are one colour and personal projects are another. Anything that needs more than a handful of individual tasks gets a project, which is archived when it’s done. Any one-off things that don’t neatly fall into projects go into “Random junk” project.

As I’m writing this, I have 116 items in 22 projects. A good deal of those are things that I might want to do at some point, not things that I actively need to worry about. If I want to get one of them done, I schedule it so it shows up in the “today” view. I have the Todoist desktop app open automatically when I login to my computer, and it gets positioned on the right hand side of my ultra-wide monitor, so I can see the “today” view and add/remove things immediately at any point.

I’m not precious about tasks becoming overdue, or unscheduling things I’d previously scheduled. Priorities change, ideas that sounded good a week ago might no longer sound good, and so on.

I do a few things to help me manage tasks and keep track of things:

Other desktop software

For notes I use Logseq, and I just put whatever I need to write under today’s note and rely on search or tags to find it again when I need to. I note basically anything that I might like to use again in the future. One of my most common tags is #blub, a term I came across in the excellent article “In defense of blub studies”. Blub is random ultra-specific knowledge; it might not be eminently useful to know on its own, but over time it can pay dividends.

I’ve previously tried a bunch of note taking apps, and methodologies, but like with todo lists I end up just wanting something that just works and stays out of the way. Logseq stores notes in Markdown, and I have a cronjob to commit and push my changes to a private git repository.

Like Todoist, Logseq launches when I log into my computer, and sits in the same 500px-or-so region on the right of my monitor. This allows me to switch from Todoist to take or refer to notes when needed. To do this positioning, I use devilspie2. I also use this to position Discord and my IRC client side-by-side on a small portable monitor that sits underneath my ultrawide.

More mundane software: I use IntejjiJ IDEA for almost all development and complex text editing[3]. The only exception is Android development where Android Studio rules the roost. For lighter text editing, Sublime Text is my choice.

I spend a fair bit of the time at the command line. I use kitty as a terminal emulator, with the zsh shell and Oh My Zsh for some nice plugins and enhancements. One thing I couldn’t live without is autojump, which allows quickly jumping to any directory you’ve previously visited using a substring of the name.

Web browsing is all Firefox, with Bitwarden for password management and two pinned Fastmail tabs, one for personal e-mail and one for work. I don’t think there’s much else to note there.

Oh, I use Arch, by the way.

Infrastructure

This is the hodge-podge of things that support my computer usage but sit outside the actual computer. In no particular order…

All my DNS queries go through NextDNS using DNS-over-HTTPS. NextDNS lets you add custom responses, block certain things from resolving, and subscribe to pre-made anti-tracking or anti-advertising lists. It gives you far more control over everything than most other services I’ve looked at.

Every device I control runs Tailscale to enable remote access. I also use Tailscale’s SSH authentication feature for my servers, allowing quick and easy access from my phone where I don’t have or want normal SSH keys.

One exciting service that combines these two is golink. It was created by Tailscale, presumably based on the go service used extensively inside Google. I run a version on my tailnet, and have NextDNS configured to resolve go to the tailscale IP of the service. That lets me type “go/whatever” on any machine I set up with NextDNS and Tailscale, including mobile devices. I use go links for all sorts of things:

For my servers I have a minimal Ansible setup that does some basic configuration and deploys SSH keys to the right places. Almost everything runs inside Docker, and I use my own software for HTTP proxying: Dotege uses tags I apply to containers to build a config for Centauri which handles reverse proxying, using Let’s Encrypt for TLS certs. At the minute I have two servers: a dedicated server that runs basically all my services (including this website), and a little VPS for monitoring and backups. Both are from Hetzner.

I wrote my own basic monitoring software called Goplum to make sure things that should be running on my servers actually are. If it fails checks it sends a notification to my phone using Pushover, and a message to a channel on my private IRC server (running Ergo).

Hardware

For the last two years I’ve used a laptop as my main computer[5]. It’s a Dell G15 Special Edition. After some upgrades its specs are:

At home it sits behind my Alienware AW3423DWF monitor. This is a Quantum Dot OLED monitor, and I bought it almost immediately upon seeing someone else use it at a LAN event. As did three other people that were sat near us. It just looks so good. I wasn’t sure I’d get on with a widescreen monitor, and made sure it supported picture-by-picture before buying it, but have never actually used that. I generally run whatever I’m working on at nearly-fullscreen, then have Todoist or Logseq on the far right. Games go fullscreen over everything, of course.

Above the widescreen I have a curved lightbar that I find helps reduce eyestrain and makes it easier to focus on the monitor. And on top of that I have a Logitech Brio webcam which gives a great picture with lots of control over pan/zoom/etc for meetings. I have a little set of systemd scripts that detect when the external webcam is connected and disable the laptop’s built-in webcam, and vice-versa when it’s disconnected; that means whenever I jump into a video call in any app there’s only one input and it’s always the right one, which is nice.

Below the main monitor and its friends, I have a generic 1080p portable monitor connected to the laptop via USB-C. This comes with me when I travel, and serves as a Discord/IRC monitor when at home. It’s handy for throwing other things on as well, like if I need to reference a design while writing code, and don’t want to keep alt+tabbing.

I have two Durgod K320 keyboards: one with Cherry MX Silent Red switches for when I’m at home and don’t want to annoy people with the sounds, and one with Cherry MX Blues for when I’m travelling and can make a bit more noise in exchange for a much nicer typing experience. They’re both tenkeyless so they can handily fit in a backpack.

I use a Zowie EC1-C wired mouse, which does the job well. I got fed up with mice from more mainstream manufacturers failing: my previous mouse was a Razer Viper that lasted 7 months before it started losing clicks. All my audio goes through a HyperX Cloud Alpha Wireless, which has the most insanely good battery life of any wireless headset I’ve ever owned or seen. Their claim of 300 hours is not just marketing!

In non-computer hardware, I have a Bambu P1S 3D printer that I’ve mentioned in my blog before. For printing in fewer dimensions I have an Epson EcoTank ET-1810, which is surprisingly reasonable for an inkjet printer, and the ink costs aren’t as astronomical as normal cartridges. Plus, you can’t decide to DRM ink when it’s loaded raw into the printer…

I have a small Zigbee network set up mainly to control the lights and the old 3D printer I no longer use (the P1S has a sensible standby mode so you don’t have to yank its power away to make the fans stop spinning!). That’s run through a Raspberry Pi running Zigbee2Mqtt and a custom app I wrote to monitor events on MQTT and generate the appropriate responses (or just log the data).

My daily-driver phone is an iPhone 15 Pro, but I have a bunch of Android devices kicking around for work purposes. I read nearly every day on a Kindle Paperwhite Signature Edition.

Money and work

I use You Need A Budget for figuring out how much money I can spend on what, and making sure I have enough put aside for bills and taxes and so on. I use it for both business and personal accounts together, but I mark all the business categories and accounts with a 💼 emoji, and have some scripts that use the API to make sure the money split makes sense[6].

Every recurring monthly and annual payment has a category, as do all upcoming events I plan to attend, and all the wonderful taxes I have to pay. I also have categories for hobbies and other expenditure. I think all of that is pretty typical for a normal YNAB setup.

I also use YNAB for tracking anything I might like to buy at some point: it gets a category in a “Wishlist” group, and I’ll occasionally budget to buy things from there. I try (and often fail) to use that as a way to put off impulse purchasing. As my income is often very inconsistent, I try to set aside money so that I can “spend” a bit every week on things in the wishlist group. That feels a lot nicer to me than just budgeting everything in one go as soon as I get paid, and gives me more time to consider whether I really want those things[7].

For work, I do all the more technical accountancy and tax filing and so on through FreeAgent. For my fairly straight-forward tax situation, I can basically manage everything myself using FreeAgent without paying for an accountant. That does mean occasionally spending a bunch of time reading tax manuals, but I’d rather fully understand the rules than just follow advice anyway.

  1. The problem with implementing productivity systems or switching todo apps or anything of that ilk is that it can feel like you’re being productive by doing so. It takes a while to realise that you’re not, and actually getting on with things is better. ↩︎

  2. Or just accept that I’ll maybe do them at some point. I kept the labels vague to try and not make it feel judgmental. ↩︎

  3. Including writing this blog post right now. ↩︎

  4. One day I will get all the justify- and align- options right without looking them up, but until then… ↩︎

  5. This is very normal for developers, but much less common for computer gamers. I’ll probably go back to a desktop next time I upgrade, as I’m travelling a lot less. ↩︎

  6. I can’t just arbitrarily move money from the business to myself, it has to be given as salary or a divided etc, which has tax implications. If I budget “business money” for personal things, then it actually has to be properly transferred and accounted for before being spent (as I’m in effect budgeting a future paycheck). It would be cleaner to keep the accounts completely separate, but I find this way works well for me as I can be a bit more flexible. ↩︎

  7. It feels a little like I’m giving myself pocket money, which is a bit weird, but it’s a lot better than having no “income” for several months when client invoices fall weirdly or I’m between contracts. ↩︎