We've all got a system for our lives, whether we realize it or not. For years, I've been tinkering with the idea of a 'Life OS' – a personal operating system to manage everything from big goals to daily tasks. After trying out various note-taking apps, from the familiar OneNote and Evernote to more niche options, I found myself hitting a wall. Evernote was great for retrieval and syncing, building a personal digital library, but it just wasn't cutting it for the deeper management I needed. I wanted something that could truly integrate goal setting (like OKRs), task management (GTD), time-blocking (Pomodoro), and reflection (GRAI). Trying to force these into Evernote felt clunky, especially when it came to reviewing progress. Spending an hour just to tally up project time felt… well, frankly, awful.
That's when I discovered Notion. The CEO describes it as 'Lego blocks,' and that's exactly how it feels. It's less of a rigid note-taking app and more of a low-code platform where you can build almost anything, even a personal website. What sets Notion apart for me are a few key features:
The Power of Databases and Views
At its core, any app or website is just manipulating data. Notion brings this to the forefront with its native Database functionality. Combined with various 'Views' – like Boards, Lists, Tables, Calendars, and Galleries – you can visualize your information in incredibly powerful and aesthetically pleasing ways. This is what allows for the creation of seemingly complex systems within Notion.
Automation and Programmability
Notion isn't just static. It offers built-in Automation and Formula capabilities. I've written hundreds of lines of formulas that feel like developing actual software features. Plus, its API opens the door to programmatic control, meaning you can connect it to other tools. For instance, I now have Notion automatically calculating project and task durations, and even syncing my daily WeChat Reading and podcast listening habits. This automation frees me up to focus on thinking and doing, letting the system handle the grunt work.
Seamless Connections
Notion's 'Connections' feature allows other tools to integrate, truly enabling an 'All-in-One' experience. This is where the magic happens for building a comprehensive Life OS.
My Life OS Architecture
My Life OS is structured around six core areas, encompassing the four pillars of my personal philosophy: Knowledge System, Goal System, Execution System, and Review System. I've also added a 'Who Am I?' section for self-discovery and 'Daily/Weekly/Monthly Work' boards to track how I spend my time, because ultimately, life is lived one day at a time.
Building the Knowledge System
This is where I implement the 'Zettelkasten' or 'Card Box' note-taking method. It's designed to manage fleeting thoughts, absorbed knowledge, and written articles, all contributing to a personal knowledge base.
- Fleeting Notes: These are quick captures of ideas or observations. Initially, it's a simple Notion page, but I'm exploring phone shortcuts and a WeChat mini-program for even faster input.
- Literature Notes: This section manages resources like books, podcasts, interviews, and courses. I use Notion Databases here, and thanks to the API, I have automatic syncing from WeChat Reading and the 'Xiao Yu Zhou' podcast app. Future plans include syncing Bilibili viewing history and using AI for automatic summaries.
- Permanent Notes: The heart of my knowledge system. Each note is a result of my own thinking, written in my own words. These are published externally, which forces me to refine their quality – a form of 'teaching to learn.' They exist in three states: Ideation, In Progress, and Published.
- Project Notes: These are distinct from permanent notes. While permanent notes are bottom-up, project notes are top-down, directly tied to a specific project. All related literature and ideas are gathered here, and once the project concludes, these notes are archived into Literature or Permanent Notes.
Crafting the Goal System
This system is divided into 'Domains' and 'OKRs'.
- Domains: These are the broad areas of life where I aim for achievement, typically around ten. Each year, I select 3-4 to focus on with OKRs.
- OKRs (Objectives and Key Results): Objectives are aspirational visions, while Key Results are measurable metrics to track progress. A well-defined OKR provides clear direction and motivation.
Implementing the Execution System
This is where tasks get done, based on GTD principles and incorporating habit formation.
- Project List: A collection of tasks, categorized as important (linked to OKRs) or less important (life admin, curiosity-driven explorations).
- Execution List: This is the core to-do list, with each task belonging to a project. I've customized Notion's Project-Task template to track time spent in Pomodoro units. Various views allow me to see tasks by project, by schedule (this week, this month, future), or by context (at home, at my computer).
- Waiting List: For tasks delegated to others.
- Someday/Maybe List: For aspirations that aren't immediate priorities.
- In-Tray (Work Basket): A simple inbox for capturing ideas, requests, or instructions that need processing. Regular clearing is essential.
- Habit Formation: A straightforward table tracking daily habits. I limit myself to no more than four habits at a time to increase the likelihood of success.
The Review System
This system is crucial for checking progress against long-term OKRs, which are typically set quarterly or annually. I break down annual OKRs into monthly plans. Regular reviews (daily, weekly, monthly) help identify issues, risks, and necessary improvements.
- Daily Review: Focuses on habit completion and Pomodoro sessions.
- Weekly Review: Assesses progress on weekly goals and tasks.
- Monthly Review: A deeper dive into monthly progress against OKR Key Results, identifying what worked and what didn't.
Building this Life OS in Notion has been a journey of continuous refinement, turning abstract concepts into a tangible, functional system that genuinely supports my life and work.