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4. 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 tools that make Nirvana an essential part of your productivity system.

4.1 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 + button.
    • On desktop: Click the Add Task bar at the top.
  • Examples:
    • “Call Sarah about the project update.”
    • “Buy tickets for Dylan’s school play.”
    • “Read article on slow productivity.”

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

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 with specific due dates.
  • Someday: For ideas or goals you’re not ready to act on yet.

Add Contexts and Tags​

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

Assign Due Dates​

  • Add a due date to tasks in any list to stay on top of deadlines.
  • Tasks with dates will appear in the Scheduled list automatically.

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 like “Research destinations” and “Book flights.”

3. Updating and Completing Tasks​

Mark Tasks as Complete​

  • When you finish a task, mark it as complete:
    • On mobile: Swipe right or tap the checkmark.
    • On desktop: Click the checkmark next to the task.

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. Working 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.
    • 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.

5. Repeating Tasks​

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

  • Add a task and choose the repeat frequency: daily, weekly, monthly, or custom.
  • Nirvana will automatically reschedule the task once you mark it complete.

6. Archiving or Deleting Tasks​

  • Archive Tasks: Completed tasks are automatically archived, so you can refer back to them later if needed.
  • Delete Tasks: For items you no longer need, swipe left (mobile) or use the delete option (desktop).

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.

4.2 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 + Add Project.
  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 + Add Task within the project.
  • Each task becomes a step toward completing your project.

2. Managing Projects​

  • Reorder Tasks: Drag and drop tasks to prioritize steps.
  • Mark Projects as Complete: When all tasks are done, mark the project complete to archive it.
  • Set Deadlines: Add a due date to the entire project if it has a hard deadline.

Pro 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.

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 icon 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 the filter tool 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.
  • Archive Unused Areas: If an Area is no longer relevant, archive 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.

4.3 Using the Next List and Focus Mode​

The Next list and Focus Mode 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 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 from your projects and areas, ensuring you always know what to work 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.

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 Mode​

  • Add Tasks to Focus:
    • Select a task from any list (Next, Projects, or Scheduled) and mark it for Focus.
    • Example: Today’s priorities might include “Submit report” or “Buy birthday gift for Dylan.”
  • 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 Mode​

  • 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. Pro 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.