Personal Work Stack: A Three-Layer System for Maintaining Deep Work Flow

New Mode of Working: A System for Maintaining Context and Driving Results

As knowledge workers, we often struggle with maintaining context across multiple projects. After years of experimenting with various productivity tools and systems, I've developed a framework that helps me maintain both focus and context while driving meaningful progress. Let me share how I organize my work and illustrate it with two active projects I'm running.

The Framework Overview

The system consists of three core components:

  1. Long-term memory (Strategic view) - Housed in Notion
  2. Working memory (Current focus) - Kept in Drafts
  3. Todo list (Daily execution) - Task management system

Let's dive into each component using real examples from two projects: MidFunnel (a B2B SaaS product) and Personal Branding initiatives.

Long-term Memory: Strategic Overview

This is where we maintain the bigger picture. Here's how I structure it in Notion:

Example 1: MidFunnel Project

  • Key Questions

    • How can we reduce customer acquisition costs by 30%?
    • What features would make our product sticky for sales teams?
    • Who are the right first customers to target?

  • Project Purpose (WHY)

    • Build a product that helps B2B companies convert more leads into customers
    • Create a sustainable SaaS business with predictable revenue

  • Milestones

    • Q1: Launch MVP with 3 pilot customers
    • Q2: Achieve product-market fit with 10 paying customers
    • Q3: Scale to 100 active users

Example 2: Personal Branding

  • Key Questions

    • What unique perspectives can I share about product development?
    • Which platforms align best with my target audience?
    • How can I maintain consistency while building in public?

  • Project Purpose (WHY)

    • Build authority in product development and entrepreneurship
    • Create opportunities for meaningful connections and partnerships

  • Milestones

    • Month 1: Establish content pillars and writing voice
    • Month 2: Build consistent posting schedule (3x/week)
    • Month 3: Reach 1000 engaged followers

Working Memory: Current Focus

This is where active work happens. Here's how I structure it:

MidFunnel Focus Tasks:

  • Deep work: Design user onboarding flow (3 hours)
  • Deep work: Analyze competitor pricing strategies (2 hours)

MidFunnel Planning Tasks:

  • Outline product roadmap for Q2
  • Sketch marketing campaign structure

MidFunnel Initiatives:

  • Launch customer feedback loop
  • Implement automated email sequences

Personal Branding Focus Tasks:

  • Deep work: Write two detailed case studies (2 hours each)
  • Deep work: Record video content (2 hours)

Personal Branding Planning Tasks:

  • Outline content calendar for next month
  • Research successful personal brands in tech

Personal Branding Initiatives:

  • Build Twitter thread template
  • Design personal website

Todo List: Daily Execution

Here's how I organize my daily tasks:

DO (Today's Focus)

  • Write MidFunnel customer onboarding documentation
  • Record two LinkedIn videos
  • Review competitor analysis

DECIDE (Future Tasks)

  • Explore partnership opportunities for MidFunnel
  • Start newsletter for personal brand
  • Plan content distribution strategy

DELEGATE (Waiting On)

  • Designer: Brand assets for MidFunnel
  • VA: Social media scheduling
  • Tech team: API documentation

DELETE (Not Doing)

  • Facebook marketing for MidFunnel
  • Daily blog posts (switching to weekly)

Weekly Review Process

Every Friday (or Saturday if Friday fails), I:

  1. Review long-term memory for each project
  2. Clear working memory bottlenecks
  3. Celebrate wins and document learnings
  4. Update project metrics in shared Excel with Sasmini (my accountability partner)
  5. Plan next week's focus areas

Implementation Tips

  1. Start Small: Begin with one project in this system before adding more
  2. Block Time: Schedule dedicated slots for deep work tasks
  3. Daily Review: Spend 10 minutes each night planning the next day
  4. Weekly Planning: Block 2 hours for weekly review and planning
  5. Be Flexible: Adapt the system to what works best for you

This system has helped me maintain clarity and drive progress across multiple projects without losing context. The key is consistency in reviews and being honest about what needs to move between DO, DECIDE, DELEGATE, and DELETE.

Remember, the goal isn't perfect execution but maintaining momentum while keeping the bigger picture in focus. Start implementing this system today, and adjust it based on your workflow and needs.