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3. The Essential Features

Nirvana offers a range of powerful features designed to help you capture, organize, and prioritize your tasks. Here’s a closer look at the features that make Nirvana an essential part of your productivity system.

3.1 Adding and Managing Tasks​

1. Capturing Tasks in the Inbox​

The Inbox is your starting point for everything. It’s a temporary holding space where you can quickly jot down tasks as they come to mind.

  • Add a Task:
    • On mobile: Tap the floating (+) button.
    • On desktop: Click the + New Item button at the top.
  • Examples:
    • “Call Sarah about the project update.”
    • “Buy tickets for Dylan’s school play.”
    • “Read article on slow productivity.”

Tip: Don’t overthink where tasks belong when capturing them. The Inbox is meant for anything and everything—you’ll organize them afterwards.

2. Clarifying and Organizing Tasks​

Move Tasks to the Right Lists​

  • Next: For actionable tasks you’re ready to tackle.
  • Waiting: For tasks dependent on someone else or external factors.
  • Scheduled: For tasks you can defer until a specific date.
  • Someday: For ideas or goals you’re not ready to act on yet.

Add Tags for Context​

  • Use tags to group tasks by context, location, or tools needed.
    • Example: @Errands, @Home or @Computer.
  • Why it helps: Tags let you quickly filter and find tasks when you’re in the right context to complete them.

Assign Dates​

  • Add a due date to any task in any list to stay on top of deadlines.
  • Add a start date to Scheduled tasks to defer action until that future date.
  • Tasks with dates will appear in your Focus list automatically when that date arrives.

Break Down Big Tasks​

  • If a task feels overwhelming, break it into smaller steps.
    • Example: Instead of “Plan Vacation,” create a Project and add tasks to it like “Research destinations” and “Book flights.”
    • Projects are covered in more detail in following sections.

3. Updating and Completing Tasks​

Mark Tasks as Complete​

  • When you finish a task, mark it as complete by tapping or clicking on the check box next to that task.
  • Nirvana automatically collects your completed tasks to the Logbook at the end of each day. You can clear them out sooner if you like.
    • On mobile: Tap ••• and select "Log completed items"
    • On desktop: Click the "Cleanup" button.

Edit or Update Tasks​

  • Need to change a task’s details?
    • Tap or click the task to edit its name, add notes, or adjust its tags and dates.

4. Work from Focus and Next​

Nirvana keeps you productive by helping you focus on what’s actionable.

  • Focus List:
    • Prioritize key tasks for the day by adding them to your Focus list.
      • Bring tasks you'd like to do first by dragging them towards the top
    • Use this list to stay on track and avoid distractions.
  • Next List:
    • Work from the Next list for a broader view of tasks ready for action.
    • Tap or click the star next to tasks you'd like to bring into Focus.

Tip: Tasks in other lists are not actionable right now. You can safely ignore them until your next review.

5. Repeating Tasks​

For tasks that recur regularly (like paying bills or preparing for weekly meetings), set them up as repeating tasks:

  • Add a task and choose the repeat frequency: daily, weekly, monthly, or custom.
  • Nirvana will automatically create a new task and place it in Focus as each repeat date arrives.

6. Logging or Deleting Tasks​

  • Logbook: Completed tasks are automatically logged at the end of each day, so you can refer back to them later if needed.
  • Trash: For items you no longer need, swipe left (mobile) or select and press the delete key (desktop). Be sure to empty the trash from time to time.

Quick Recap:​

  1. Capture tasks in the Inbox.
  2. Clarify their purpose and move them to the right lists.
  3. Use tags, dates, and Focus to prioritize.
  4. Complete, repeat, or archive tasks as needed.

3.2 Projects and Areas​

1. Understanding Projects​

A Project is a collection of tasks that work together to achieve a specific outcome. Projects help you break down big goals into manageable steps.

Examples of Projects:​

  • "Launch New Website"
  • "Plan Family Vacation"
  • "Prepare Year-End Financial Report"

How to Create a Project​

  1. Go to the Projects section (found in the sidebar or menu).
  2. Click (+) or + New Item.
  3. Give your project a clear, actionable name.
  4. Optionally, assign it to an Area (e.g., “Work” or “Personal”).

Adding Tasks to a Project​

  • Once your project is set up, add tasks directly to it by clicking (+) or + New Item within the project.
  • Each task becomes a step toward completing your project.

2. Managing Projects​

  • Reorder Tasks: Drag and drop tasks to prioritize steps.
  • Clarify Tasks: Are they actionable? If not, you can Schedule or move them to Waiting or Someday.
  • Set Deadlines: Add due dates to specific tasks or to the entire project if it has a hard deadline.
  • Mark Projects as Complete: When all tasks are done, mark the project complete.

Tip: Keep your project names outcome-focused. Instead of “Website,” try “Launch New Website”—it keeps the purpose clear.

3. Understanding Areas​

An Area represents a broader category of your life, like a role or domain. Areas let you group related tasks and projects to keep them organized. Unlike Projects, Areas are ongoing and aren't defined by completion.

Examples of Areas:​

  • Work: For professional tasks and projects.
  • Family: For household responsibilities or family-related plans.
  • Personal Growth: For hobbies, learning, or health goals.

How to Set Up an Area​

  1. Go to the Areas section (found in the sidebar or menu).
  2. Click + Add Area.
  3. Name the Area to represent a specific role or part of your life.
  4. Optionally, assign a color or include an emoji to help visually distinguish it.

4. Using Projects and Areas Together​

  • Assign Projects to Areas: For example, a project like "Prepare Presentation" could go under the "Work" area.
  • Filter Tasks by Area: Use filters to view tasks and projects within a specific area, helping you focus on one domain at a time.

5. Staying Organized​

  • Avoid Overlap: Assign tasks and projects to the most relevant Area to keep things tidy.
  • Review Regularly: As part of your Weekly Review, check your Areas and Projects to ensure everything is up-to-date.
  • Remove Unused Areas: If an Area is no longer relevant, remove it to declutter your system.

Quick Recap:​

  • Use Projects to manage multi-step goals.
  • Use Areas to organize tasks and projects by life categories.
  • Assign tasks to the right Project or Area for clarity and focus.

3.3 Using the Next and Focus Lists​

The Next list and Focus list are at the heart of Nirvana’s productivity system. Together, they help you zero in on actionable tasks, prioritize effectively, and stay in the zone throughout your day.

1. The Next List: Your "Anytime Actionable" Hub​

The Next list is your go-to for tasks that are ready to be done. It’s a curated view of actionable items, including from your projects and areas, ensuring you always know what can be worked on next.

What Goes in Next?​

  • Tasks that can be done now without waiting on someone or something else.
  • Examples:
    • “Reply to client email.”
    • “Pick up groceries.”
    • “Call Mom to confirm dinner plans.”

How to Use the Next List​

  1. Review Regularly: Move tasks from the Inbox, Projects, or Waiting lists into Next when they’re ready to be acted on.
  2. Work Contextually: Use tags or filters to focus on tasks relevant to your current context.
    • Example: If you’re at your desk, filter for @Computer tasks.
  3. Tackle in Order: Prioritize tasks within Next by due date, urgency, or importance. You can rearrange tasks by dragging and dropping, reordering them to help you see things more clearly.

2. Focus Mode: Your Productivity Spotlight​

The Focus list is where you shine a spotlight on your most important tasks for the day. By narrowing your view to just a few key items, Focus helps you stay on track without feeling overwhelmed.

How to Use Focus​

  • Add Tasks to Focus:
    • Select a task from any list and mark it for Focus by tapping on the star next to it.
    • Example: Today’s priorities might include “Submit report” or “Buy birthday gift for mom.”
  • Work from the Focus List:
    • Spend time exclusively on tasks in Focus.
    • Check off each item as you complete it, then return to the broader Next list when you’re ready.

When to Use Focus​

  • At the start of your day: Choose 3–5 key tasks to add to Focus.
  • During deep work: Use Focus to avoid distractions and stay committed to specific tasks.

3. Staying Organized with Next and Focus​

  • Keep Next Manageable: Regularly review and clear out tasks that are no longer relevant or actionable.
  • Limit Focus Items: Resist the urge to overload your Focus list. The goal is to concentrate on what truly matters, not everything at once.
  • Reflect Often: At the end of each day, review what you accomplished in Focus and update your Next list for tomorrow.

4. Tips for Maximum Productivity​

  • Batch Similar Tasks: Use tags like @Calls or @Errands to group tasks and tackle them in one go.
  • Combine with Scheduled Tasks: Keep an eye on the Scheduled list for time-sensitive items, and pull them into Focus as needed.
  • Leverage Quiet Time: Use Focus Mode during blocks of uninterrupted time for deep work.

Quick Recap:​

  1. Use the Next list to find tasks that are actionable right now.
  2. Prioritize key items in the Focus list to stay on track for the day.
  3. Regularly review and update both lists to keep your system clean and effective.