Nice to hear from someone who pierces through all the magical productivity systems and boils them down to their core. Besides a task programme and calendar, I also use a note-taking programme for anything that is not a task but may become one (or a project) in the future. Hope you'll make a video about that someday. 😊
Thank you so much! I believe we have a similar system. :) I‘m planning a more detailed video about my to do list coming soon but note taking is a really good idea as well. Thank you for the idea 🙏🏻
@@kiahampel That's great to hear, thank you! 🙏 I am struggling a bit with what should go in the task manager and what in the notes program and how to connect the two. So I'm curious to hear how you've setup your system. 🙂
Hi, Kia. Great video. You explained your process quite well. It was filled with 25-50 good tips. My concern with so many tips is that your viewers are only going to remember 1-2 and the rest largely go up in smoke. One way to mitigate this is to present a productivity system as a "process". Note: The material below address only task management. However, task management is just one element of a personal planning system, which should also include statements of your values, long term objectives, SWOT, strategies, and tactics. I have watched many videos and read many articles on task management systems over the last 20 years. I tried many different approaches, extracted the best features, developed my own system, and refined it multiple times. If a person has less than 15 tasks, any simple system will work. However, when you get above 25 tasks, and certainly by the time you have 50, you will need a more structured process, as I describe below. Here is a summary of the steps. 1. Capture 2. Categorize 3. Prioritize 4. Sequence When you encounter a “new” task, do steps 1-3. When all “old” and “new” tasks are prioritized, then do Step 4 (almost daily). Below are the details about the steps. They apply whether you use a paper-based system or a task management app. 1. Capture - Tasks can come from many sources: other people, organizations, paper documents, your own thoughts, etc. Tasks can come in several different ways: emails, phone calls, discussion with other people, etc. Regardless, record/log each task in a single place (like a piece of paper or a task managing app) as soon as you encounter it, for fear of losing track of it. Notable Exceptions: * Delete - If the task is not something you want to get involved in, delete it the first moment you encounter it. * Delegate - If someone else should be doing the task, forward it to him/her as soon as possible. * Do Now - If it can be done in less than 2 minutes, do it the first moment you see it. 2. Categorize - When processing a “new” task, categorize it. Not all tasks need to be categorized. However, if uncategorized, tasks will likely get lost and/or forgotten. If a task is categorized, not all ways of categorization are needed. A task can have multiple categories. If so, categories are best implemented as “keywords” in the task description or as “tags” of the task. There are a variety of ways to categorize tasks. Examples are: * Topic - What is the task about? (Examples are: Investing, medical, outdoor work, books, and cars.) * People - Who is the task associated with? * Location - Does the task have to be done at a particular place? (Examples are: Home, Office, Field, San Diego.) * Role - Which of your roles is the task associated with? (Examples are: Wife, mother, worker, volunteer, job seeker consultant.) * Project - What endeavor is the task associated with? (Many possibilities) Projects are a special case. A project is a collection of tasks that serve to achieve the objective(s) of the project. The collection is commonly called “sub-tasks”. They do not need to be individually categorized, if you create a task that “is” the project. Prioritize and sequence it as described below. A list of tasks associated with a particular topic, person, location, role, project, etc. can easily be constructed. With a paper-based system, just use a separate piece of paper for each category. With a task management app, do a “search” for a category’s name and the app will product the list. 3. Prioritize - If you follow this task management system, you previously prioritized the “old” tasks. When processing a “new’ task, prioritize it. If a task needs to be done on specific day/time, put it on your calendar. Otherwise, prioritize each task as A, B, C (or 1, 2, 3, or High, medium, low). You will need to establish criteria for establishing priorities. There are a variety of methods. The Eisenhower Matrix is one. Each task is designated as Important (Yes or No) and Urgent (Yes or No), making 4 cases. Tasks which are important and urgent are categorizing as Priority A. Tasks which are urgent, but not important are categorizing as Priority B. Tasks which are important, but not urgent are categorizing as Priority C. - - - Never work on a task that is not important and not urgent. Here’s another method for prioritizing: * Tasks you intend to do today are given a priority of A. * Tasks which are either urgent or will require of lot of hours for you to complete are given a priority of B. * All other tasks are given a priority of C. 4. Sequence - Order the tasks on a priority list, in the sequence in which you intend to do them. “Old” and “new” Priority A and B tasks need to be reviewed and re-sequenced almost every day. Priority C tasks do not need to be sequenced until you under-take them. Miscellanous Tips * Some task managing apps provide a feature to see tasks horizontally. This is commonly called a “Kanban” layout. If yours does, using such a layout will allow you to easily move tasks from one priority to another and resequence them, virtually at the same time. * Put recurring tasks on your calendar. Mark them as recurring. One way to do this is to make the titles look like this: like this: “D - TaskDescription”, “W - TaskDescription”, , “M - TaskDescription”, etc. If marked as recurring, it will reduce the chance of confusion as to whether it will appear in the future. * The Apple Reminders app offers a feature by which you can be reminded of a task when you are out of the house and come physically close to the location where you need to do the task.
🎯 Key Takeaways for quick navigation: 00:00 *📅 The importance of a to-do list and calendar* - A to-do list and calendar are essential tools for productivity. - The to-do list should have an inbox, prioritize important tasks, and set deadlines. - Calendars help you schedule important tasks around your appointments and manage your time effectively. 01:23 *📝 Utilizing the to-do list effectively* - The inbox is where all tasks initially go to avoid forgetting them. - Differentiate between important tasks that impact your goals and shallow tasks that are less critical. - Use deadlines (due dates and do dates) to manage tasks efficiently. 04:53 *🗓 Scheduling with the calendar* - Review your calendar to determine available time slots for tasks. - Schedule one to three important tasks per day based on deadlines and your current mood. - Reserve shallow tasks for short, in-between moments, avoiding them during focused work blocks. Made with HARPA AI
I find over the years that systems are very personal to each individual. Getting ideas is a great start but then some need to be tweaked to how you like it. Yes calendar and a capture area is always essential.
@franknu hit the nail on the head! Great video because you get down to the nuts and bolts of what works, period. Thank you for reminding me that this is all I need! Subscribed!
@@kiahampel Perhaps something about managing large projects (with multiple steps) workflow, and the ability to keep it simple enough to keep it moving along.
I also came to the same system. But I don't agree that a todo app must have deadlines functionality. That's exactly what a calendar is for. You may use a plain text file for todo. I'd also add that there should be a 3d thing - the knowledge base. That's where you store your thoughts, progress, results from your work, etc...
I totally agree with the knowledge base. I use notion and you? For me the deadlines really help but without this your are right, it would be even more simple 🤝
Sistemas de produtividade são pessoais simplesmente pelo fato de que produtividade varia de pessoas para pessoa, mas concordo que todos ou a maioria deles se baseia em tarefas e calendário. Eu uso as tarefas para tudo o que preciso fazer. Coloco a data de conclusão e um lembrete para subir uma notificação no dia para não esquecer. No calendário vão apenas os que eu preciso ir ou estar. Em casa evento vai 3 lembrete para duas antes para eu não esquecer. Geralmente 1 semana antas, 3 dias antes e 1 dia antes. O desafio é ter um lugar único para colocar esse sistema para funcionar porque como você disse não adianta ter vários pontos de coleta. Depois de muito tempo eu achei um app que atende esse requisito. E não podemos esquecer das notas porque elas acabam fazendo parte do nosso dia a dia.
100% agree. I think it’s with most things, people are just different and need different things (but with productivity lots of things are made more complicated than necessary 🙊) And thank you for sharing your system. I like the three reminders 🤗
Ha ha .... Your story and my story are the same ! .... I watched so many videos on productivity but ultimately ended up using - Notes app & Google Calendar .... The less the better is my mantra now .... Keeping things simple yet focussed should be the goal isn't it ! .... So yes it's a minimalistic yet effective way of managing everyday work and also I try and maintain a pen paper diary that also is my analog companion ! .... 🙏 .... Liked your video ! .... Keep it up ! .... 🙂 ....
Thank you so much! Just wondering, do you always take your pen and paper with you? I love pen and paper, but I always get lost when I don't have it with me, and then I forget things.
@@kiahampel Thank you 🙏 .... Ok so my daily driver is my phone because I have my mobile with me at all times so everything even the smallest of thoughts goes down in my notes app immediately on my phone ! .... But whenever I am in my office everything is analog except Emails .... I have maintained a physical diary where all my ideas and meeting points go handwritten date wise ! .... Actually the fact is it has to be a mixture of both handwritten and digital note taking it just can't be one way or another I now believe .... 😎 ....
same!!! lol it is interesting. Because I used to watch tens maybe hundreds of videos looking for productivity tools, notion templates, second brain, making your own system. But now I only apple calender and Microsoft To Do🤣🤣
I am new to your channel and subscribed. Regarding this productivity system, please do show a demo showing practical examples how it helps us in work. This video was more of theoretical and couldn't understand well. I checked your other videos on things3, the projects and areas are not shown properly in practical, so was not that much helpful to understand clearly.
@@kiahampel No worries. I only needed a sample demo of any dummy data , how you use projects & areas etc & how you process them etc. Its absolutely fine , i will search in youtube for it. I am using things3 since few months. So was trying to understand how working professionals use it., that helps to understand more better. I am still searching in youtube. Its hard to find a good tutorial on it.
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Nice to hear from someone who pierces through all the magical productivity systems and boils them down to their core. Besides a task programme and calendar, I also use a note-taking programme for anything that is not a task but may become one (or a project) in the future. Hope you'll make a video about that someday. 😊
Thank you so much! I believe we have a similar system. :) I‘m planning a more detailed video about my to do list coming soon but note taking is a really good idea as well. Thank you for the idea 🙏🏻
@@kiahampel That's great to hear, thank you! 🙏 I am struggling a bit with what should go in the task manager and what in the notes program and how to connect the two. So I'm curious to hear how you've setup your system. 🙂
Just in case you did not see it yet. I uploaded a new video a few days ago „Organizing Work & Personal life“ I also touch on that topic :)
@@kiahampel Yes I noticed, thank you ☺
Hi, Kia. Great video. You explained your process quite well. It was filled with 25-50 good tips.
My concern with so many tips is that your viewers are only going to remember 1-2 and the rest largely go up in smoke. One way to mitigate this is to present a productivity system as a "process".
Note: The material below address only task management. However, task management is just one element of a personal planning system, which should also include statements of your values, long term objectives, SWOT, strategies, and tactics.
I have watched many videos and read many articles on task management systems over the last 20 years. I tried many different approaches, extracted the best features, developed my own system, and refined it multiple times.
If a person has less than 15 tasks, any simple system will work. However, when you get above 25 tasks, and certainly by the time you have 50, you will need a more structured process, as I describe below.
Here is a summary of the steps.
1. Capture
2. Categorize
3. Prioritize
4. Sequence
When you encounter a “new” task, do steps 1-3. When all “old” and “new” tasks are prioritized, then do Step 4 (almost daily).
Below are the details about the steps. They apply whether you use a paper-based system or a task management app.
1. Capture - Tasks can come from many sources: other people, organizations, paper documents, your own thoughts, etc. Tasks can come in several different ways: emails, phone calls, discussion with other people, etc. Regardless, record/log each task in a single place (like a piece of paper or a task managing app) as soon as you encounter it, for fear of losing track of it.
Notable Exceptions:
* Delete - If the task is not something you want to get involved in, delete it the first moment you encounter it.
* Delegate - If someone else should be doing the task, forward it to him/her as soon as possible.
* Do Now - If it can be done in less than 2 minutes, do it the first moment you see it.
2. Categorize - When processing a “new” task, categorize it. Not all tasks need to be categorized. However, if uncategorized, tasks will likely get lost and/or forgotten. If a task is categorized, not all ways of categorization are needed. A task can have multiple categories. If so, categories are best implemented as “keywords” in the task description or as “tags” of the task.
There are a variety of ways to categorize tasks. Examples are:
* Topic - What is the task about? (Examples are: Investing, medical, outdoor work, books, and cars.)
* People - Who is the task associated with?
* Location - Does the task have to be done at a particular place? (Examples are: Home, Office, Field, San Diego.)
* Role - Which of your roles is the task associated with? (Examples are: Wife, mother, worker, volunteer, job seeker consultant.)
* Project - What endeavor is the task associated with? (Many possibilities)
Projects are a special case. A project is a collection of tasks that serve to achieve the objective(s) of the project. The collection is commonly called “sub-tasks”. They do not need to be individually categorized, if you create a task that “is” the project. Prioritize and sequence it as described below.
A list of tasks associated with a particular topic, person, location, role, project, etc. can easily be constructed. With a paper-based system, just use a separate piece of paper for each category. With a task management app, do a “search” for a category’s name and the app will product the list.
3. Prioritize - If you follow this task management system, you previously prioritized the “old” tasks. When processing a “new’ task, prioritize it. If a task needs to be done on specific day/time, put it on your calendar. Otherwise, prioritize each task as A, B, C (or 1, 2, 3, or High, medium, low).
You will need to establish criteria for establishing priorities. There are a variety of methods. The Eisenhower Matrix is one. Each task is designated as Important (Yes or No) and Urgent (Yes or No), making 4 cases. Tasks which are important and urgent are categorizing as Priority A. Tasks which are urgent, but not important are categorizing as Priority B. Tasks which are important, but not urgent are categorizing as Priority C. - - - Never work on a task that is not important and not urgent.
Here’s another method for prioritizing:
* Tasks you intend to do today are given a priority of A.
* Tasks which are either urgent or will require of lot of hours for you to complete are given a priority of B.
* All other tasks are given a priority of C.
4. Sequence - Order the tasks on a priority list, in the sequence in which you intend to do them. “Old” and “new” Priority A and B tasks need to be reviewed and re-sequenced almost every day. Priority C tasks do not need to be sequenced until you under-take them.
Miscellanous Tips
* Some task managing apps provide a feature to see tasks horizontally. This is commonly called a “Kanban” layout. If yours does, using such a layout will allow you to easily move tasks from one priority to another and resequence them, virtually at the same time.
* Put recurring tasks on your calendar. Mark them as recurring. One way to do this is to make the titles look like this: like this: “D - TaskDescription”, “W - TaskDescription”, , “M - TaskDescription”, etc. If marked as recurring, it will reduce the chance of confusion as to whether it will appear in the future.
* The Apple Reminders app offers a feature by which you can be reminded of a task when you are out of the house and come physically close to the location where you need to do the task.
Thanks for sharing 🙏🏻
🎯 Key Takeaways for quick navigation:
00:00 *📅 The importance of a to-do list and calendar*
- A to-do list and calendar are essential tools for productivity.
- The to-do list should have an inbox, prioritize important tasks, and set deadlines.
- Calendars help you schedule important tasks around your appointments and manage your time effectively.
01:23 *📝 Utilizing the to-do list effectively*
- The inbox is where all tasks initially go to avoid forgetting them.
- Differentiate between important tasks that impact your goals and shallow tasks that are less critical.
- Use deadlines (due dates and do dates) to manage tasks efficiently.
04:53 *🗓 Scheduling with the calendar*
- Review your calendar to determine available time slots for tasks.
- Schedule one to three important tasks per day based on deadlines and your current mood.
- Reserve shallow tasks for short, in-between moments, avoiding them during focused work blocks.
Made with HARPA AI
Nice summary! 👌🏻
I find over the years that systems are very personal to each individual. Getting ideas is a great start but then some need to be tweaked to how you like it. Yes calendar and a capture area is always essential.
Well said! I believe though it’s best to start with a easy system and than tweak things as you go but don‘t start overly complicated :)
very cool, another great upload, kudos! ✌🏻
Simple and best video 💯
Appreciate the support so much! Without this video I would have probably given up TH-cam by now 😂
@franknu hit the nail on the head! Great video because you get down to the nuts and bolts of what works, period. Thank you for reminding me that this is all I need! Subscribed!
Thank you! So happy to hear that 🤗
Love this! Great to listen to how you do it
Thanks so much! Please let me know if you have any questions or productivity topics you‘d like to see a video from me that would help you ☺️
I really enjoyed this! Simple reminders about task management, but important. Thanks!
Thank you, so happy to hear this!
Quick question, what other videos/topics/inspo would you like to see on the channel after watching this one?
@@kiahampel Perhaps something about managing large projects (with multiple steps) workflow, and the ability to keep it simple enough to keep it moving along.
This was a really empowering and inspiring video. Thanks for the reminder to go back to the basics!
Yes true! And I believe if this works you can always build on that, but it should always be the starting point :)
Quick question, what other videos/topics/inspo would you like to see on the channel after watching this one?
simple yet very helpful video. looking forward on your upcoming content. thank you
Thank you! Happy that you are here 🫶
Quick question, what other videos/topics/inspo would you like to see on the channel after watching this one?
Thank you! Good system. I look forward to more of your content.
Thank you so much! Quick question, what other videos/topics/inspo would you like to see on the channel after watching this one?
I also came to the same system.
But I don't agree that a todo app must have deadlines functionality. That's exactly what a calendar is for.
You may use a plain text file for todo.
I'd also add that there should be a 3d thing - the knowledge base. That's where you store your thoughts, progress, results from your work, etc...
I totally agree with the knowledge base. I use notion and you?
For me the deadlines really help but without this your are right, it would be even more simple 🤝
Pink Bee Productivity recommends a backlog of task dumps, then sort later (less mentally taxing)
I think I might do something similar. Have you seen my video with my „weekly planning routine“?
Thanks!
I’m studying English and your videos are good for my study.🎉
That’s amazing! I always watched my favorite tv shows in English. This helped me so much to learn the language.
That is simply helpful. Thank you.
Glad to hear it! 🫶
Sistemas de produtividade são pessoais simplesmente pelo fato de que produtividade varia de pessoas para pessoa, mas concordo que todos ou a maioria deles se baseia em tarefas e calendário. Eu uso as tarefas para tudo o que preciso fazer. Coloco a data de conclusão e um lembrete para subir uma notificação no dia para não esquecer. No calendário vão apenas os que eu preciso ir ou estar. Em casa evento vai 3 lembrete para duas antes para eu não esquecer. Geralmente 1 semana antas, 3 dias antes e 1 dia antes. O desafio é ter um lugar único para colocar esse sistema para funcionar porque como você disse não adianta ter vários pontos de coleta. Depois de muito tempo eu achei um app que atende esse requisito. E não podemos esquecer das notas porque elas acabam fazendo parte do nosso dia a dia.
100% agree. I think it’s with most things, people are just different and need different things (but with productivity lots of things are made more complicated than necessary 🙊)
And thank you for sharing your system. I like the three reminders 🤗
Very informative!!🙌
So glad 🫶
Ha ha .... Your story and my story are the same ! .... I watched so many videos on productivity but ultimately ended up using - Notes app & Google Calendar .... The less the better is my mantra now .... Keeping things simple yet focussed should be the goal isn't it ! .... So yes it's a minimalistic yet effective way of managing everyday work and also I try and maintain a pen paper diary that also is my analog companion ! .... 🙏 .... Liked your video ! .... Keep it up ! .... 🙂 ....
Thank you so much! Just wondering, do you always take your pen and paper with you? I love pen and paper, but I always get lost when I don't have it with me, and then I forget things.
@@kiahampel Thank you 🙏 .... Ok so my daily driver is my phone because I have my mobile with me at all times so everything even the smallest of thoughts goes down in my notes app immediately on my phone ! .... But whenever I am in my office everything is analog except Emails .... I have maintained a physical diary where all my ideas and meeting points go handwritten date wise ! .... Actually the fact is it has to be a mixture of both handwritten and digital note taking it just can't be one way or another I now believe .... 😎 ....
Nice video, really keeps it simple
Yes totally! Better spend your time doing the things than organizing the things 😆
Quick question, what other videos/topics/inspo would you like to see on the channel after watching this one?
Great video ! Subbed ! I think u will have a million on day 🙌
Wow, thank you! I hope you are right 🤞🏻🤞🏻😂
This was great thank you!
Glad it was helpful! 🫶
Good video and good channel. Thanks for producing in English too.
Thank you that’s so nice to hear 🫶
Unless I missed it, it would be great if Things 3 could sync to your calendar automatically .
same!!! lol it is interesting. Because I used to watch tens maybe hundreds of videos looking for productivity tools, notion templates, second brain, making your own system. But now I only apple calender and Microsoft To Do🤣🤣
Exactly!! So funny that we endet up similar. Are you even using the same tools as me?
i like your accent, thanks for the distillation
Ohh thanks, I am German btw. :)
@@kiahampel yes i could kind of tell, hello from china :))
Gutes System. Danke :)
Freut mich, dass zu hören :)
I am new to your channel and subscribed.
Regarding this productivity system, please do show a demo showing practical examples how it helps us in work.
This video was more of theoretical and couldn't understand well. I checked your other videos on things3, the projects and areas are not shown properly in practical, so was not that much helpful to understand clearly.
Totally understand! Since it’s work related I can’t show the tasks (they are blurred out for that reason).
@@kiahampel No worries. I only needed a sample demo of any dummy data , how you use projects & areas etc & how you process them etc.
Its absolutely fine , i will search in youtube for it.
I am using things3 since few months. So was trying to understand how working professionals use it., that helps to understand more better.
I am still searching in youtube. Its hard to find a good tutorial on it.
@@RameshKumar-ng3nf Got it, thanks for the idea. I might make a more detailed video on it.
@@kiahampel So nice of you :) . Will wait your the video notification . Thanks and have a good day !.
Good video beautiful 💕 just subscribed
Thank you so much!!
An AI tool that works exactly as you describe is Motion. Have you tried it?
I haven’t used it, but saw so many adds and it made me curious! Did not have the motivation just yet to try another tool 😂
Nice video. Btw you are so beautiful
Thank you 😊
Writing down any task that comes to mind is a terrible idea. The more of them you forget, the less is left to do.
😂 just scripting a video on how to save time and this could technically a time saving tip 😄