I capture all my predictable work items in icalendar-encoded files that I mostly author by hand in emacs. I use evolution for a conventional calendar view on my computer. I adb push to my phone and use icsx5 to import so I can view events there as well.

I’ve also been working on a project to produce a printable view that’s reasonably mature at this point. It accepts VEVENT, VJOURNAL, and VTODO entries and groups them by day, month, or year. Todo items are rendered as lists so I have a little circle to fill in when I’ve completed the work. I display both the title and description for all types, with the description processed as Markdown. So for instance a VJOURNAL with a weekly recurrence, a title like “This Week”, and a description like * \n* \n will appear every week in the printout as a blank list for jotting down two items not captured in my calendars.

I’ve been using the daily grouping so far to produce a weekly “checklist”. Every few weeks or so I hack on my RRULEs based on what’s working for me. For instance I bake a loaf of sourdough every week so I have events for feeding the starter, mixing the dough, then baking. I set each of those to recur on subsequent days of the week so they all magically fall into place then I shifted the start days around until I found my ideal baking day. I also have an entry for changing the bed sheets every week, and another for washing the washing machine scheduled for the same day of week at a slower frequency. Capturing everything that needs to be done (with some editorializing on granularity) and evolving their recurrences is the fundamental way I synchronize independent work, leaning on icalendar for expressiveness like this recurrence for planting the garden on the Saturday before Memorial Day weekend:

RRULE:FREQ=YEARLY;BYMONTH=5;BYDAY=SA;BYMONTHDAY=16,17,18,19,20,21,22

The workflow doesn’t require the bespoke tooling since I can see all my maintenance items alongside my meetings using any application that can render icalendar. That was key to getting moving, but having the print out lets me feel more productive. I knock out all the routine stuff throughout the day and find that “if I have time” becomes “what do I want to do with this time”.

There are tools in the project for generating events for solstices and equinoxes as well as sunrises and sunsets. I include all of those in my printed daily view but exclude the sunrises and sunsets from evolution by capturing them in separate files. I also separate routine/noisy tasks like “change the bed sheets” from holidays and operational work like “plant the garden” or “change the water filters” so those become more visible.