Great question.  Here are some answer and again, this what works FOR ME.<p>inbox&#x2F;collection: everytime I think of something i add it to my tool&#x27;s inbox (omnifocus), so if we are talking and you mention a book or movie, i would hit a shortcut (or on my phone) and enter &quot;watch american history x&quot; done...<p>process: once a day, I would go through my inbox and categroize stuff... takes very little time... so the movie might go into my &quot;movies to watch&quot; project.  implement signup page might go into my &quot;App x project&quot; etc...  I usually add context as well so &quot;call Joe about insurance&quot; will have a &quot;phone&quot; context<p>review: this was the MOST important step in my process.  I review my projects once a week on friday and make sure i don&#x27;t forget anything.  I have a recurring task to remind me to do a weekly review.  This step was essentially the biggest improvement I did in my process.  Omnifocus makes it easy because I can set when i want to review each process... so my &quot;books to read&quot; project is reviewed once a month but my &quot;launch taskorami&quot; project is once a week, etc...<p>Answers:<p>- I add some habits like workout every other day, or pray&#x2F;meditate in the am, but i don&#x27;t go crazy and add &quot;brush teeth&quot;, &quot;wipe butt&quot;, etc... 
- projects = something with multiple tasks or longer duration e.g. &quot;baby proof house&quot; with tasks like research cabinet proofing, outlet proofing, padding for table corners, buy gates for stairs, door handle proofing, CO sensor, etc... but sometime i don&#x27;t turn things into a project so &quot;replace sink&quot;, i will probably just add multiple tasks instead of a project like &quot;find plumber&quot;, &quot;buy sink&quot; and so on.
- the large projects get reviewed during my weekly review so i get to skim through the tasks and priortize accordingly.
- for half-backed ideas i have several &quot;reference projects&quot; such as &quot;movies to watch&quot; &quot;startup ideas&quot; &quot;places to visit&quot; &quot;open source ideas&quot; &quot;things to checkout&quot; &quot;blog posts ideas&quot; and I usually set these projects to be reviewed once a month or even more.<p>The key is, it&#x27;s a pretty flexible system, you just need to find what works for you. and like i said, you can use pen and paper a thousand other online tools - my favorite is omnifocus<p>Tool:
I use omnifocus and I love it but the one thing I hate about omnifocus is that it is mac and iphone only which is the reason i built taskorami.com - it&#x27;s in private beta but I haven&#x27;t really worked on it for a while - been busy with baby twins.  You can check it out and use the invitation code &quot;vip&quot; to signup (private link: <a href="https:&#x2F;&#x2F;taskorami.firebaseapp.com&#x2F;a&#x2F;" rel="nofollow">https:&#x2F;&#x2F;taskorami.firebaseapp.com&#x2F;a&#x2F;</a>) .  It&#x27;s built on ember and firebase and has a responsive&#x2F;mobile site but no native apps.<p>PS: sorry for typos and bad grammar - too tired to edit :)