The Integrated Productivity Framework: How My Tools Work Together

Yesterday, I introduced you to the four core tools that form my executive function support system: Bullet Journal, Todoist, Obsidian, and Morgen. But understanding the tools is only half the equation. Today, I want to show you how these pieces actually work together in real-life scenarios—how information flows between systems, how automation reduces friction, and how this ecosystem supports both spontaneous ideas and structured plans.

This isn't about theory. It's about the practical, day-to-day mechanics of a system that's evolved through years of trial and error to support a neurodivergent brain in getting things done without unnecessary complexity.

The Workflow Pipeline: How Information Moves Through the System

The power of this system isn't in the individual tools but in how they hand off information to each other. Here's how the process typically flows:

1. Capture Phase: Where Ideas Begin

Primary Tools: Bullet Journal, Todoist quick-add, Obsidian mobile

The capture phase is all about reducing friction—making it effortless to grab ideas, tasks, and thoughts before they disappear.

• Bullet Journal Rapid Logging: During meetings or when I'm away from screens, quick bullets capture tasks, notes, and ideas without context-switching.
• Todoist Quick-Add: For immediate actionable items that come up during the day, I use the Todoist widget or keyboard shortcut (Ctrl+Alt+A) to capture tasks without switching applications.
• Voice Notes to Obsidian: For complex ideas that arrive while driving or walking, I use voice-to-text directly into Obsidian mobile.

Key Automation: My phone's Tasker setup allows me to add tasks to Todoist with voice commands, even while driving or when my hands are full.

2. Processing Phase: Turning Raw Material into Actionable Items

Primary Tools: Obsidian, Todoist

Once items are captured, they need structure and context:

• Morning Review: Each morning, I process Bullet Journal entries from the previous day, transferring actionable items to Todoist and reference materials to Obsidian.
• Task Refinement: In Todoist, I add due dates, labels, and projects to raw tasks, transforming vague ideas into specific actions.
• Note Development: Concepts captured in Obsidian get expanded, linked to relevant notes, and tagged appropriately during scheduled processing time.

Key Automation: Obsidian's QuickAdd plugin allows me to create structured notes from templates with a few keystrokes, ensuring consistency in my knowledge base.

3. Planning Phase: Creating Structure for Execution

Primary Tools: Morgen, Todoist

Planning transforms tasks into scheduled commitments:

• Time-Blocking: Tasks from Todoist appear in Morgen, where I drag and drop them into my calendar, creating realistic time blocks.
• Context Batching: Related tasks get scheduled together to minimize context switching.
• Buffer Integration: I deliberately add buffer time between blocks to account for transitions and unexpected issues.

Key Automation: Todoist tasks automatically sync to Morgen, making them available for scheduling without manual transfer.

4. Execution Phase: Getting Work Done

Primary Tools: Morgen, Todoist

This is where the rubber meets the road:

• Active Time Blocks: During execution, Morgen shows what I should be working on now, while Todoist provides the detailed breakdown of tasks.
• Focus Mode: When I start a Todoist task, it triggers focus mode in both Todoist and on my computer, reducing distractions.
• Progress Tracking: Completed tasks sync back across the system, updating both Todoist and Morgen simultaneously.

Key Automation: When I mark a task complete in Todoist, it automatically logs the accomplishment in my time tracking system and updates my schedule in Morgen.

5. Review Phase: Learning and Iterating

Primary Tools: Obsidian, Bullet Journal

Regular reviews ensure the system improves over time:

• Daily Reflection: Each evening, I use a templated daily note in Obsidian to track energy levels, accomplishments, and insights.
• Weekly Review: Every Sunday, I review the week's data in Obsidian, looking for patterns in productivity, energy, and focus.
• Monthly Integration: Monthly reviews in my Bullet Journal synthesize digital insights into analog records, creating a permanent, reflective archive.

Key Automation: Obsidian's Dataview plugin automatically generates reports showing my productivity patterns, habit consistency, and project progress without manual tracking.

Real-World Example: From Random Idea to Published Article

Let's follow an actual workflow through my system to see how it functions in practice. I'll use the process that created this very article as our example.

Stage 1: Idea Capture

The initial concept for this article series came during a walk. I used the Todoist widget to quickly capture: "Write article about my productivity system breakdown."

This entry went into my Todoist inbox without details—just enough to preserve the idea.

Stage 2: Idea Development in Obsidian

During my evening processing time, I expanded this raw idea in Obsidian:

1. I created a new note using the "Content Idea" template, which automatically generated fields for:
   • Concept overview
   • Target audience
   • Key points to cover
   • Potential titles
   • Related content to reference
2. As I developed the concept, I realized it would work better as a two-part series—one on the tools themselves and one on their interaction.
3. Using Obsidian's linking features, I connected this content idea to existing notes on productivity systems, executive function, and previous articles I'd written on related topics.

Stage 3: Task Creation in Todoist

With the concept clarified, I created structured tasks in Todoist:

1. "Outline Part 1: Productivity Tools Overview" (due Monday, priority 2)
2. "Draft Part 1" (due Tuesday, priority 2)
3. "Outline Part 2: System Workflow" (due Wednesday, priority 2)
4. "Draft Part 2" (due Thursday, priority 2)

I added these to my "Content Creation" project and tagged them with appropriate labels.

Stage 4: Scheduling in Morgen

Next, I opened Morgen and found these tasks in my task list:

1. I dragged "Outline Part 1" to Monday morning, allocating 30 minutes.
2. I placed "Draft Part 1" in a 90-minute block on Tuesday afternoon, when I typically have higher creative energy.
3. I scheduled the Part 2 tasks similarly for Wednesday and Thursday.

I added 15-minute buffer spaces after each writing block to account for potential overrun.

Stage 5: Execution With Focus

When Tuesday afternoon arrived:

1. Morgen sent a notification that my "Draft Part 1" task was starting.
2. Opening Todoist, I clicked on the task, which automatically:
   • Started a timer in my time tracking app
   • Activated focus mode on my computer (silencing notifications)
   • Opened the outline in Obsidian
3. As I worked, I referenced the outline and connected notes in Obsidian while drafting in my writing app.
4. Upon completion, I checked off the task in Todoist, which:
   • Stopped the time tracking
   • Deactivated focus mode
   • Logged the completion in my systems

Stage 6: Review and Integration

During my weekly review on Sunday:

1. Obsidian's Dataview plugin generated a report showing:
   • Total time spent on content creation
   • Completion rate of scheduled tasks
   • Distribution of work across different energy levels
2. I noted that the article drafting took slightly longer than scheduled but produced better results when done in the afternoon.
3. This insight was recorded in my weekly note, influencing future content scheduling.

The Invisible Support System: Automation That Makes It Work

The system's power comes largely from the invisible automation layer that connects these tools. Here are the key integrations that reduce friction:

1. Bidirectional Sync Between Todoist and Morgen

How it works: Tasks created in Todoist automatically appear in Morgen's task panel, ready for scheduling. When scheduled in Morgen, they gain time context in Todoist.

Value added: Eliminates the need to manually transfer tasks between planning and calendar systems, reducing duplicate entry and ensuring consistency.

2. Template System in Obsidian

How it works: The Templater plugin creates structured notes with predefined fields, date information, and automatic links to related content.

Value added: Ensures consistency in note formats while reducing the cognitive load of creating new entries from scratch.

3. Automated Data Aggregation

How it works: Dataview queries in Obsidian automatically collect and display information across notes, creating dashboards for projects, habits, and insights.

Value added: Provides visibility into patterns and progress without manual tracking or compilation.

4. Time Tracking Integration

How it works: Starting a task in Todoist triggers time tracking, which then feeds data back into Obsidian for review and analysis.

Value added: Creates a seamless flow between task execution and performance analysis, providing data for system optimization.

5. Focus Mode Triggers

How it works: Beginning work on scheduled tasks activates focus mode, modifying notification settings and environment variables.

Value added: Creates the optimal working environment without requiring manual adjustments for each work session.

Why This Works: The Key Principles You Can Apply

This system works for me because it follows several core principles that you can apply regardless of the specific tools you choose:

1. Separate Capture from Processing

By making capture as frictionless as possible and scheduling dedicated processing time, the system accommodates both spontaneous ideas and thoughtful organization.

How to apply it: Create ultra-simple capture methods for yourself, but don't expect to organize as you capture. Schedule specific times to process your inputs.

2. Match Tools to Energy States

Different phases of work require different energy levels, and the tools are matched accordingly:

• Bullet Journal for reflective, low-tech times
• Todoist for quick execution
• Obsidian for deep thinking and connection-making
• Morgen for visual planning

How to apply it: Identify your own energy patterns and align your tools and processes with them rather than fighting against your natural rhythms.

3. Reduce Decision Fatigue

The system makes clear what should happen next without requiring constant reassessment.

How to apply it: Create clear defaults and pathways for different types of information in your own system, minimizing the need to decide "where does this go?" each time.

4. Close the Feedback Loop

Regular reviews and data collection make the system self-improving over time.

How to apply it: Build review periods into your workflow and have a consistent way to track what works and what doesn't.

5. Embrace Modularity

Each component handles what it does best, with clean handoffs between systems.

How to apply it: Rather than seeking the perfect all-in-one tool, consider how specialized tools can work together in your own ecosystem.

Auditing Your Own System: Questions to Ask

To apply these principles to your own workflow, ask yourself:

1. Where does information get stuck in my current system? Look for bottlenecks where ideas or tasks stall out.
2. What parts of my workflow cause the most friction? Identify the steps that feel effortful or that you tend to avoid.
3. When does my system break down? Notice patterns in when things fall through the cracks.
4. What types of information do I handle regularly? Map the different categories of data you process daily.
5. What are my natural energy patterns throughout the day? Track when you're best suited for different types of work.

The answers to these questions will guide you in customizing a system that works with your unique needs rather than against them.

Conclusion: Your System Should Serve You, Not Vice Versa

The true measure of a productivity system isn't how comprehensive or sophisticated it is—it's how well it fades into the background, supporting your work without becoming work itself.

My system has evolved over years of trial and error, keeping what reduces friction and eliminates pain points while discarding anything that adds complexity without clear benefits. The result isn't perfect, but it's perfectly suited to my needs—allowing me to capture ideas, develop them, and share them with you without getting lost in process management.

The specific tools matter less than the principles. Whether you use digital tools, analog methods, or some combination, the key is creating a system where information flows naturally, where friction points are minimized, and where your energy is directed toward meaningful work rather than system maintenance.

What parts of your workflow cause the most friction? Where do you see opportunities to apply these principles? I'd love to hear about your experiences in the comments.