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A Black Belt GTD Setup

A Black Belt GTD Setup

Michael Ramm has shared his setup on getting things done. I think this is a good start for anyone who just read Getting Things Done and want to get started on selecting the tools and the implementation. He uses Moleskine large 18-month Weekly Planner, DIYPlanner’s Combined Actions template in index card, and also using Evernote software for notes:

am finally ready to roll out my new trusted system. It has been a long time in development, but I feel that this will be a better implementation fo me. I am also committing to use it as described for the rest of 2006. I am one that is always looking for new, cool things to add to my system. I am going to take notes on things that are cool and re-evaluate them in January.

So, on with the system:

The centerpiece will be my new Moleskine Large 18-month Weekly Planner/Notebook. I will be using this as my Calendar and will keep my weekly to-dos, any waiting for’s, and and a current project list on the notebook pages. I am going to adopt the metatagging from both Bill Westerman’s system and Mike Rohdes’ system. I am going to use a icon to describe the state of the NA. I will use a square icon (like Westerman) for Professional actions, and a circle (like Rohde) for Personal actions. Then I will use the same check, slash, X, dot system that Westerman outlines in his article…

One of the good finds for me is the Evernote software. I guess this software itself worths to introduce in a separate post.

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My Trusted System Redux – [Black Belt Productivity]

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20 Quick Time Management Tips to Super Boost Your Productivity

20 Quick Time Management Tips to Super Boost Your Productivity

Are you usually punctual or late? Do you finish things within the time you stipulate? Do you hand in your reports/work on time? Are you able to accomplish what you want to do before deadlines? Are you a good time manager?

If your answer is “no” to any of the questions above, that means you’re not managing your time as well as you want. Here are 20 time management tips to help you manage time better:

1. Create a daily plan

Plan your day before it unfolds. Do it in the morning or even better, the night before you sleep. The plan gives you a good overview of how the day will pan out. That way, you don’t get caught off guard. Your job for the day is to stick to the plan as best as possible.

2. Peg a time limit to each task

Be clear that you need to finish X task by 10am, Y task by 3pm, and Z item by 5:30pm. This prevents your work from dragging on and eating into time reserved for other activities.

3. Use a calendar

Having a calendar is the most fundamental step to managing your daily activities. If you use outlook or lotus notes, calendar come as part of your mailing software.

Google Calendar is great – I use it. It’s even better if you can sync it to your mobile phone and other hardwares you use – that way, you can access your schedule no matter where you are.

Here’s more tips about how to use calendar for better time management: How to Use a Calendar to Create Time and Space

4. Use an organizer

An organizer helps you to be on top of everything in your life. It’s your central tool to organize information, to-do lists, projects, and other miscellaneous items.

Check out these Top 15 Time Management Apps and Tools and pick the ones that fit your needs.

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5. Know your deadlines

When do you need to finish your tasks? Mark the deadlines out clearly in your calendar and organizer so you know when you need to finish them.

But make sure you don’t make these 10 Common Mistakes When Setting Deadlines.

6. Learn to say “No”

Don’t take on more than you can handle. For the distractions that come in when you’re doing other things, give a firm no. Or defer it to a later period.

Leo Babauta, the founder of Zen Habits has some great insights on how to say no: The Gentle Art of Saying No

7. Target to be early

When you target to be on time, you’ll either be on time or late. Most of the times you’ll be late. However, if you target to be early, you’ll most likely be on time.

For appointments, strive to be early. For your deadlines, submit them earlier than required.

Learn from these tips about how to prepare yourself to be early, instead of just in time.

8. Time box your activities

This means restricting your work to X amount of time. Why time boxing is good for you? Here’re 10 reasons why you should start time-boxing.

You can also read more about how to do time boxing here: #5 of 13 Strategies To Jumpstart Your Productivity.

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9. Have a clock visibly placed before you

Sometimes we are so engrossed in our work that we lose track of time. Having a huge clock in front of you will keep you aware of the time at the moment.

10. Set reminders 15 minutes before

Most calendars have a reminder function. If you have an important meeting to attend, set that alarm 15 minutes before.

Find out more here about how reminders help you remember everything.

11. Focus

Are you multi-tasking so much that you’re just not getting anything done? If so, focus on just one key task at one time. Multitasking is bad for you.

Close off all the applications you aren’t using. Close off the tabs in your browser that are taking away your attention. Focus solely on what you’re doing. You’ll be more efficient that way.

Lifehack’s CEO has written a definitive guide on how to focus, learn the tips: How to Focus and Maximize Your Productivity (the Definitive Guide)

12. Block out distractions

What’s distracting you in your work? Instant messages? Phone ringing? Text messages popping in?

I hardly ever use chat nowadays. The only times when I log on is when I’m not intending to do any work. Otherwise it gets very distracting.

When I’m doing important work, I also switch off my phone. Calls during this time are recorded and I contact them afterward if it’s something important. This helps me concentrate better.

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Find more tips on how to minimize distractions to achieve more in How to Minimize Distraction to Get Things Done

13. Track your time spent

Egg Timer is a simple online countdown timer. You key in the amount of time you want it to track (example: “30 minutes”, “1 hour”) and it’ll count down in the background. When the time is up,the timer will beep. Great way to be aware of your time spent.

But besides Egg Timer, you can find more time tracking apps here and pick one that fits yourself the best.

14. Don’t fuss about unimportant details

You’re never get everything done in exactly the way you want. Trying to do so is being ineffective.

Trying to be perfect does you more harm than good, learn here about how perfectionism kills your productivity and how to ditch the perfectionism mindset.

15. Prioritize

Since you can’t do everything, learn to prioritize the important and let go of the rest.

Apply the 80/20 principle which is a key principle in prioritization. You can also take up this technique to prioritize everything on your plate: How to Prioritize Right in 10 Minutes and Work 10X Faster

16. Delegate

If there are things that can be better done by others or things that are not so important, consider delegating. This takes a load off and you can focus on the important tasks.

When you delegate some of your work, you free up your time and achieve more. Learn about how to effectively delegate works in this guide: How to Delegate Work (the Definitive Guide for Successful Leaders)

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17. Batch similar tasks together

For related work, batch them together.

For example, my work can be categorized into these core groups:

  1. writing (articles, my upcoming book)
  2. coaching
  3. workshop development
  4. business development
  5. administrative

I batch all the related tasks together so there’s synergy. If I need to make calls, I allocate a time slot to make all my calls. It really streamlines the process.

18. Eliminate your time wasters

What takes your time away your work? Facebook? Twitter? Email checking? Stop checking them so often.

One thing you can do is make it hard to check them – remove them from your browser quick links / bookmarks and stuff them in a hard to access bookmarks folder. Replace your browser bookmarks with important work-related sites.

While you’ll still checking FB/Twitter no doubt, you’ll find it’s a lower frequency than before.

19. Cut off when you need to

The number one reason why things overrun is because you don’t cut off when you have to.

Don’t be afraid to intercept in meetings or draw a line to cut-off. Otherwise, there’s never going to be an end and you’ll just eat into the time for later.

20. Leave buffer time in-between

Don’t pack everything closely together. Leave a 5-10 minute buffer time in between each tasks. This helps you wrap up the previous task and start off on the next one.

Featured photo credit: Unsplash via unsplash.com

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