Productivity Integration & Cross-System Workflows

Overview

This skill orchestrates workflows between Things3 and Notion, providing unified productivity patterns that leverage the strengths of both systems for comprehensive personal productivity management.

Keywords: productivity integration, cross-system workflows, things3 notion integration, task documentation, workflow automation, personal systems

Integration Philosophy

System Roles

• Things3: Task execution, scheduling, and action management
• Notion: Documentation, planning, and knowledge management
• Combined: Comprehensive productivity system with clear boundaries

Data Flow Patterns

• Capture: Quick entry in Things3 inbox for speed
• Process: Elaborate and document in Notion for complex items
• Execute: Track progress and completion in Things3
• Archive: Long-term storage and reference in Notion

Core Integration Workflows

Inbox Processing Workflow

1. Capture tasks quickly in Things3 inbox
2. Review inbox items using read_tasks(when="inbox")
3. Migrate complex notes to Notion using migrate_inbox_to_notion
4. Process remaining tasks through Things3 organization
5. Reference detailed documentation in Notion as needed

Project Planning Integration

1. Plan projects and create documentation in Notion
2. Extract actionable tasks and create in Things3
3. Link between systems using consistent naming
4. Track progress in Things3 with reference to Notion docs
5. Update documentation based on execution learnings

Review Cycle Integration

• Daily: Focus on Things3 Today view for execution
• Weekly: Review Things3 Someday + update Notion planning docs
• Monthly: Comprehensive review across both systems
• Quarterly: Strategic planning in Notion with Things3 area updates

Automation Patterns

MCP Tool Coordination

Available tools work together for seamless integration:

# Morning planning workflow
read_tasks(when="today", tags=["work"])
# Review today's work tasks

migrate_inbox_to_notion(block_id="...", include_titled=false)
# Process captured notes

create_task(title="Follow up on project", area="Work")
# Add new tasks from Notion planning

Personal Context Integration

Both systems reference private-prefs/personal-taxonomy.json:

• Work identification: Consistent tagging across systems
• Priority levels: Aligned priority scales
• Area organization: Parallel structure maintenance
• Common patterns: Shared organizational preferences

Advanced Integration Strategies

Content Synchronization

• Use Things3 for task status and scheduling
• Use Notion for detailed context and documentation
• Maintain cross-references using consistent naming
• Avoid duplicating task content between systems

Workflow Triggering

• Notion → Things3: Extract actionable items from planning docs
• Things3 → Notion: Migrate complex inbox items for elaboration
• Bidirectional: Update both systems during review cycles

Context Preservation

• Link Things3 areas to corresponding Notion databases
• Use tags to maintain context across systems
• Reference Notion pages in Things3 notes when appropriate
• Maintain project coherence across both platforms

Integration Best Practices

Avoiding Duplication

• Single source of truth for each type of information
• Clear boundaries between task management and documentation
• Regular cleanup of outdated cross-references
• Consistent naming conventions across systems

Maintaining Coherence

• Align area and project structures between systems
• Use consistent tagging and categorization
• Regular synchronization of organizational changes
• Clear workflows for updating both systems

Personal Adaptation

This skill automatically adapts to:

• Personal work areas and professional context
• Individual priority and organizational preferences
• Existing workflow patterns and tool usage
• Integration points with other productivity systems

Troubleshooting Integration

Common Issues

• Context switching overhead: Minimize by batching operations
• Inconsistent organization: Regular alignment reviews
• Information scatter: Clear workflows for cross-system updates
• Automation complexity: Start simple, evolve gradually

Resolution Strategies

• Establish clear system boundaries and responsibilities
• Create routine workflows for cross-system synchronization
• Use MCP tools to automate repetitive integration tasks
• Maintain documentation of integration patterns and decisions

This skill works in coordination with things3-productivity and notion-workflows skills to provide comprehensive productivity system management.