Photo by Roman Serdyuk on Unsplash

How this template is structured (and why it works)

A breakdown of the folders, features, and thinking behind the setup.

This vault uses a modified version of the PARA method, adapted for entrepreneurs and small business teams.

The original PARA stands for:

Projects – short-term efforts with a defined goal
Areas – ongoing responsibilities or departments
Resources – useful references or background material
Archive – anything inactive or no longer needed

But we’ve made a few adaptions to optimise for entrepreneurs:

Areas are renamed ‘Hubs’ – these reflect the functional divisions in your organisation (e.g. Marketing, Fundraising, Product).
And Projects we renamed as Deliverables – projects were too formal, meaning you did not want to consider small sets of tasks a project.
We’ve added an ‘Inbox’, inspired by the Zettelkasten method, as a place to capture loose thoughts, quick notes, or unstructured ideas. You can sort and assign these later. The inbox also has some saved queries so you can easily check up on tasks.
And a backlog to dump tasks, experiment ideas and deliverable ideas that have not yet been committed.

If you’re using more of Zettelkasten, Hubs can double as the place to store long-term, evergreen notes.

So what is each section created for?

Inbox

The Inbox is where loose ideas go when you don’t know where they belong yet.

It’s inspired by Zettelkasten ‘fleeting notes’ and is designed to be fast and low-friction.

Capture what you need quickly, and assign it when you have time. Might be a random thought, a quote, a link someone sent you to checkout, a book recommendation, or an idea that makes you millions.

Hubs

These represent the functional parts of your organisation – like Marketing, Product, Fundraising, or Operations.

Each Hub has its own dashboard, templates, and capture tools. It’s the place where ongoing work, ideas, notes, and documents are grouped by focus.

In zattlekasten, these are your evergreen notes. Where you can collect evidence, develop longer term strategy and think aloud.

Deliverables

Deliverables are short-term efforts with clear outcomes – like Launching a new landing page, Preparing for investor meetings, or Writing a pitch deck.

But also in this folder is backlog lives, where you dump everything you can think of. Even if you will never do it. It prioritises the tasks for you by giving each a score, and determining if high or low priority (calculated by an adaption of Eisenhowers matrix).

The backlog helps sort them into small tasks, deliverables (something where the outcome pushes you forward), opportunities (something that you will review way in the future), experiments (something where the outcome is learning), and general tasks.

Once committed, a deliverable gets its own folder and dashboard with queries. You can add tasks, meeting notes, resources, or documents from within it – and they’ll all stay connected and organised.

Before you archive a deliverable, you can move the useful notes into hubs for later reference.

A deliverable is connected to a hub. And so you’ll be able to view archived deliverables on the Hub dashboard, and easily access it from there.

Resources

Resources is where you keep useful external material – articles, book notes, a useful guide, a helpful template.

Anything that you come across that you deem useful or worth remembering.

Quick capture buttons make it easy to save to Resources without leaving what you’re doing.

Why this matters

Most productivity systems ask you to organise your thinking before you’re ready.

This structure makes it easy to get going and not overcomplicate. Keeping it simple was the guiding principle. The dashboards, filters, and buttons keep everything connected, with minimal effort. You can change them, but they are ready out the box.

It’s not just a place to store ideas and tasks – it’s a system that helps you stay focused while your business evolves, remembering whats important.

Get it here.