The Methodology

We built Akiflow focusing on making fundamentals of productivity much faster to execute: capturing tasks, processing them, and executing. Increasing the speed that it takes to keep yourself organized, has a massive impact on your ability to be consistent in doing so.

The process:

  • Capture in the inbox

  • Process with shortcuts

  • Go to today and get things done

Capture

The Inbox is where all the new tasks get collected before entering your schedule.

External Brain - Developing a capture habit

A brain dump is a simple technique to help you declutter your mind and thoughts. It helps you gain focus on things that matter. It also helps you organize your time and efforts, meaning you are usually much more productive and calmer.

Mastering the art of task capturing is the key to never miss a thing and having a clear mind.

Why we keep the Inbox separate from Today’s task list:

Action vs. Motion

We distinguish between two key moments in your workflow:

  • Motion → when you plan and prepare your work.

  • Action → when you actually execute and get things done.

By keeping your Inbox and Today separate, you avoid mixing planning with execution. This separation helps you stay focused, reduce stress, and always know exactly what to do when it’s time to work.

Keeping your schedule clean

New tasks arriving during the day can be distracting. We naturally tend to pick “easy wins” instead of sticking to our plan.

By placing incoming tasks in the Inbox (instead of Today), Akiflow:

  • Keeps your daily plan uncluttered.

  • Protects your focus from distractions.

  • Helps you clearly separate decision time (processing tasks) from execution time (doing the work).

Process

Inbox zero

Ideally, you want to get to Inbox Zero (an empty inbox) a couple of times a day and keep your Akiflow mostly on the 'Today' view (your schedule).

How to process

  • Can you do it in less than 2 minutes? → Do it

  • Takes more time and you know when you want to do it → Plan it

  • You need more time to decide when to do it → Plan it for a Time Frames (this week, this month)

  • It's not actionable anytime soon → Plan it for Someday. Remember to review your Someday list on a regular basis to move tasks that become actionable on a timeframe/day.

Learn 2 keyboard shortcuts a day to increase your speed by 10x

Get things done

Open the Today section, switch your calendar to the Day view (hit D or 1 on your keyboard) and get to work!

We suggest to drag & drop your tasks in the calendar.

This way you'll have a clear pattern to follow and you won't find yourself stuck in deciding what to do next.

Need help?

Reach out to our team at support@akiflow.com. We're happy to help!

Join our community to ask questions, share your workflow tips, and connect with other Akiflow users who can help you get even more out of Akiflow.