April 27, 2023
After years of experience and countless books read on systems and productivity, here are 15 systems that I still live by on a daily and weekly basis.
I’ve written about all of them individually, but today I’m summarizing them all for you in the list below. Enjoy.
1. Brain Dumps
When you lack clarity, it feels like there's a lot to do, and you're left feeling overwhelmed. List out everything that you're juggling, then prioritize and organize.
Example: You want to buy a home → Start by listing all the possible areas you'd like to live in.
2. Capture Buckets
Choose a physical or digital place where you can easily capture thoughts, ideas, or tasks on the go that can be clarified later. This will reduce the amount of time you spend being reactive.
3. Projects List
List all of your projects and tasks in a single place that you can easily reference, prioritize, and act on.
Identify your most important 3-5 projects over the next 30 to 90 days that will create a real impact on your life and business.
Example: Launch a course. Onboard 10 new clients. Hire a personal trainer.
5. The Why
Clarify why you are doing something. Either you'll realize it's not important, saving you time and money, or it will become a driver for effort.
Example: I want to lose weight (not good enough) → I want to lose weight so I can be more active with my kids.
6. Next Actions
Clarify the single Next Action of every item on your active projects list. That is the next physical, visible activity that progresses something toward completion. The goal is to create momentum instead of worrying about success.
When defining goals, projects, or next actions, the key is to focus on the things that you can control. It's how you guarantee progress.
This is the antidote to multitasking. Group similar tasks into a single productive work session so you can tackle them all at once.
Example: Turn off email notifications and create a recurring time block to handle all emails, once or twice per day.
9. Time Blocking
This is a time management system that segments your day into blocks of time and is much more effective than a to-do list. It clarifies the what, when, and how long.
10. Weekly Goals
Stop winging it. Once per week (Sundays for me), look through your Rocks and clarify your most important 3-5 goals and time block them in your calendar.
Example: Write script for course module. Reach out to 20 prospects. Research local personal trainers for 30 minutes.
11. Calendar Color Coding
Color code your events so you can quickly visualize your day and increase accountability.
Example: Something requires your physical presence → Color it red. You complete something → Color it green.
Clarify everything that you want or have to do on a recurring basis, and add it to a weekly, monthly, or quarterly checklist.
Anything that isn't actionable (a project or accountability) but worth saving needs to be digitized and organized in the cloud so it's easily accessible. If it's not actionable and not something to reference later... Toss it.
14. Inbox Zero
This system treats your messages like a ticketing system, making sure that nothing will ever slip through the cracks. After reading or taking action on an email, either archive, snooze, or delete until inbox zero is achieved.
15. Turn Off Notifications
Turn off your computer notifications for good. If you need to reach out to someone, you still can. But allowing anybody to turn your proactive time into reactive time is a productivity killer.
Go ahead and try it:
- Conduct brain dumps
- Create capture buckets
- Create a projects list
- Identify your Rocks
- Clarify the Why
- Clarify the Next Action
- Get outcome-oriented
- Start batching similar tasks
- List recurring accountabilities
- Organize references
- Achieve Inbox 0
- Turn off notifications
- List 3-5 weekly goals
- Start time blocking
- Color code calendar events
See you all next Thursday 👋
PS. Whenever you're ready... Here are three ways I can help you systemize & automate operations:
- Learn how to find, hire and manage virtual assistants → Free Access
- Systemize company processes & automate accountability → Learn More
- Let me help you automate operations and exit the day-to-day grind → Work With Me
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