Google, Toronto, Elliot discussed on GradBlogger
That's what we're gonna do most three hundred sixty five times a day and actually recommend entered Elliot's well, but we'll we'll get into that in a second. So daily I sit down the first thing I do. Every day is go to my organizational emailed. I've set all those ideas to the day before. And I move every item to either reference project or today's task list. So it's like I should meet this person next time. Tronto it goes on a reference list, a digital reference list that says people to meet follow by Toronto, if it's a project. It's ready to a project if it's an idea that goes with that project in a file folder, I used to physical file folders when I do digital, and I move that to that project, and it's something I need today, like maybe take out the garbage or Email client, or whatever it is that goes on today's task list. So one tool. I really liked for the sorting as boomerang this, why g mail because there's lots of great tools like this, if the things not relevant right now, if it's relevant in two weeks, relevant in six months, all use boomerang, which allows, you just one click to say semi this Email again at this date and time. So if it's not important next Tuesday. Then I'll boomerang it till next Tuesday. Now when I do my whole daily sort on that next Tuesday. I'll see that in that list. That's a really good tip a tool to use there. The next thing is to now you have a list of tasks to do for that day. You want to review your open projects, again you should not have. Fifteen open projects projects are like, boxes, they need. It's so the two or three projects have open any given time, just review the task lists in those projects and add any that need to be done today to your day list. So I literally to do this on a large sticky note, one of the four inch by inch sticky notes. You have with the, the rule binds on it. I divide my tasks in four segments. It used to be personal school business organization. Now I don't have school anymore, so it's personal. Nice to have business and organization, those four categories any task goes in under one of those four it's funny that replace school. Nice to have now. I'm not sure exactly what I'm saying my PHD program, the nice to have is put the stuff that doesn't really matter if it gets done today, personals where I put my personal things like need a fold laundry or whatever business for business organization is like clean, my officer. I don't know some things that helped me in organizational side. So now I had this list of daily tasks it's divide into. Four and the other kind of sorts we have a weekly sorts. So weekly monthly we really go through all our fifteen projects again, and say, are the ones open the ones that need to be open right now are finished. Can we are of them can be close those forever? And then they go into kinda reference storage actually do this in my business. Any projects that we've done completed get what we call archived move to an archive folder. We put a date stamp on it. We moved to the giant archive project list. But the big thing is that weekly monthly you're looking at your projects and going, which ones are open right now. Do they need to be open, and which ones are closed? Then when you're doing your daily sorting you're never looking at clothes projects. So those are I two steps of getting things done using my system capture sort. Now it's time for do so step, number three taxi do the things that are on your list. This is where the rubber meets the road. And it's important at this stage to forget, everything that's not on your list. So if it's not on that daily list, doesn't get done. If pops into your head randomly during the day it gets externalised to your Email account. So you don't think about the only things you have to do that day or things that are on your list, and it really comes in and needs to get done. Can get added by really recommend trying to, to avoid that if you can. So the what I like to do for. This is a combination of systems I only do one task at time. So I have a task either Listrik day, maybe twenty things to do. It's broke into the four four segments. I do I put a red box. I don't know why it's a red box. But I think it's because I had a red pen, the first time I did this process now. Still use a red box, but a red box around the one thing that I'm doing right now. And I s to mate is important estimate. How long it's gonna take and I don't estimate in like it's gonna take forty five minutes, I use the Pomodoro process, which I'm sure a lot of you that follow up with personal productivity heard of where you work for twenty five minutes. He sat an alarm the alarm goes off. You take five minute break, you can do it sort about fifty minutes, and ten minute break, well, but actually liked the twenty five minutes. So I put a red box around the next thing I do in my list, or the next most important thing, I'm gonna do next and most important thing on my list to make sure I do the most important thing. I say how many Pomodoro says is gonna take me do. Actually even a better question. That is, what's the minimum number of Pomodoro? I could do this in a lot of the time. This might be one and important point of kind of squishing it into one, even if it's going to be tough is that you will sort of fill your time with these with tasks. So you think it might take two hours, you'll take at least two hours. Oh, I can get done in twenty minutes to four hundred twenty minutes you kinda magically get it done in twenty minutes. So the red box anything you wanna do estimates. Number Pomodoro should really just be one and then do it. If you do this for the first three hours of your day, you'll get the six most important things off your list done, and you could probably close up shop, and you'll probably be more productive at that point than most other people in the world. You know, eighty five ninety percent if on yourself starting to get tired like batch, small tasks. It's a small task for me or anything that takes two minutes or less to do in David, Allen's book, actually recommends small task never even let them into your system to do them right away. I don't do this because I find that sometimes I'd like six small tasks, and I lose twelve minutes, then I kind of get behind so I don't like doing that. I save them for when I'm feeling tired. So if I've done now three hours upon Medeiros with my five minute breaks, my minds FEMA bit numb, then I'll take what I use a hat Pomodoro. They fifteen minutes to as many two Tasso my list, I can take a fifteen minute kind of extended break before. I come back and start rocking the hard stuff again. So that's it. That is the capture short do that's the Chris Clooney method to how to get things done. I said that book was really important in my, my life, many years ago on a read it getting things done. I use it start organizing my thoughts thoughts, feeling more confident, just in my day today about how a handle reference information handle projects handle tasks that really started extend that to this whole new model capture sort, do everything. And it's just a matter of now. Everything that goes on my list, that's focused on one thing that time. So I wanna go through a couple struggles that I came up with the capture sort do that sort of some work arounds for. And I don't know if you have noticed, but I tend to fall a similar process most my podcast episodes, and this is a, a learning framework. I think there's called four Matt, like, the, the number four by Dr Bernice McCarthy. And it's followed the learning framework is why how what, what if so if you'll notice a lot of the podcast episodes, I do start with y. Then how to do something or sorry. Why? And then what to do sort of the general coverage than how specifically do it in that up. So this episode, it's the specific steps to capture sort do then what if? So I sorta perturb things a little bit. So where some struggles this is the what if is what are some struggles with capture sort do that. I've seen over last time doing it almost last five years. One is journaling so I- I- general quite a bit every morning and every evening, I found that actually like to take some time in the day to write haute my thoughts. It's another externalize -ation tool. So I'm thinking about something I can't go in the mail that I might write in my journal notes, and this was getting difficult within my capture short do framework, because there's no real space for. So they ended up doing is is this Christmas. I read the bullet journal method by writer Carol, and I started Boll journaling my my to do list. So I no longer use a sticky note or a thousand sticky notes. Like I was using a one point I use a bull journal. And I kind of break things down that way. Way, this gives me a really good place. The storm I weekly to do list or my weekly project summaries, not sore stuff and my monthly analysis as well. But also get to journal on the same page is the day it's going on. So my task list is one side of the page, and the my journey notes on the other side of the page, and most of this journaling reference material. And what do we know reference material most is not important will never get used by do end of the day review. And I'll move anything that's important to the projects, task, lists, or even just a list of self notes that I had, and we'll get into that in a second. The second struggle is around tracking telephone calls and meetings. Again, I didn't really have a good way to do this with my captures or do system. The bull journal, the Budo system, B J O health, quite a bit with this in the sense that I got everything in one book, but then it really started struggle, when I got to multiple books because there's like, oh, where was the notes from that one meeting? I've actually moved to using what I now call a life sheet. And I got this from James shrimp. Schram co or other at super fast business. And this is really a digital sheet, where you put everything in your life, just like it sounds shares on social media bid a couple of images for mind, but one of the tabs in my life sheet, which is a Google doc. Any cheat is a is a different part of my life. One of them is just meetings and phone calls. So every time I have a meeting phone call, I usually right in my bull journal, but then I'll go through at the end of the day and just do a summary and put those into my life sheet and really nice. And having in Google sheet is it's completely searchable. So I wanted to think about a conversation, I had with coaching student two years ago. The student's name into my sheet, and I can find the notes from that coaching call. So I really liked that digitize to July's that process. So some struggles Halbe capture sort, do the kind of paper base method, and we'll probably do another episode about what I'm calling the anatomy of a business, all the other things that we have going on our online business, and how organized that it's actually a pretty complicated. Topic deserves zone podcast episode. So stay tuned for that one as well. To us up. So you've been listening, just a solo up. So just me talk about my personal productivity system capture sort, do some of the big takeaways are the UNITA system in the first place. A need externalize need to get these crazy ideas out of your head because they'll, they'll sort of make your, your present every day, pretty stressful cake. At the of there this way, you can be more present..