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The Power Of The Master List

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The Power Of The Master List

My brain functions in overdrive mode 99% of the time. It is as if I have a 6th gear just beyond my reach which it auto slips into, without me willing it in that direction. I am highly responsive to stimuli in my environment and I find that most events, people, and discussions spark a myriad of ideas off inside of me. My brain races with these concepts, builds legs onto them and before I know, a fully fleshed out, actionable plan is making itself at home. If this crazy web of ideas is not contained or channeled, my productivity nosedives and I struggle to pull myself back into a place of focus and directed work time. I have learned to develop a system that helps me to not only manage the flow of ideas, but also to stay focused to get the critical work out the door.

The master list is the most important part of the system I have developed:

The master list has come to define my every day working life. It has in fact come to form the very backbone of my week. The master list is the list of all lists, the list that ties all other smaller lists back together. It is the place of consolidation where your brain can dump its over-stimulated, multitasking self and have a cup of tea.

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A Master List Needs to Be:

  • Accessible at all times
  • Within easy reach
  • Easy to edit

Think: “What object is always with me?” In most cases, it will be a diary or mobile phone. My preference is a digital list on a mobile as notebooks and diaries often get left behind on desks, in drawers, next to beds and in vehicles. Your mobile tends to be with you for the greater part of every day.

I use my Master List as follows:

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  • I add every possible item in my life that needs doing onto it (yes, it’s a long list).
  • In order to clear my mind, I jot down ‘to-do’ items systematically according to work/business/clients, family, relationship, friendships, home, fitness, admin, hobbies, and travel.
  • Every Sunday evening or Monday morning before I do anything else, I take out my master list and determine which 10 items relating to work and business I am going to focus on for that week.
  • I then create a new ‘to-do’ list specifically for that week and transfer these items onto it.
  • I prioritize these items according to their revenue value, the closer they are to revenue generating, the higher prioritize they are.
  • I then transfer five other admin or personal items from the master list onto my weekly list.
  • Every Friday I review my list to either carry forward or mark complete the items that were done.

I own a business so sales and revenue are very important for me. If you work as a creative director in an advertising agency, other activities such as client briefings, brief write-ups, sourcing of artwork suppliers and team management will be the core functions within your workweek. These core work functions are what should be priorities on your list no matter what your vocation is. To determine what your core work functions are, ask, “What was I employed to do?” and “Why am I here?” Make your core functions the highest priority in your working week. After this, you are able to pad up the week with peripheral ‘to-do’ items that matter but are not critical to your core job.

I choose to transfer 10 items at the start of every week because I have found this to be my optimal productivity space. If I complete two highly critical tasks for the day that lead to revenue and then attend to less urgent matters, I am able to bring in a good revenue stream and still experience a work/life balance. You will need to analyze your own rhythms to see what your optimal space is. This takes time but soon becomes very apparent when you are either completing your to ‘do-list’ by Tuesday or only getting to three items out of the 20 you listed every week.

I have discovered many benefits from using this system. The benefits specifically related to productivity include:

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  • I can empty my mind of everything that is whirring around inside of it
  • I can focus on what really matters on any particular day without stressing that I will forget something
  • It is always with me
  • It syncs up to all my electronic devices when I update it on one device
  • I can easily share it with other people who need to be kept up to date with a particular list
  • I can assign lists to freelancers and employees that I am working with
  • I can create multiple lists in one place without losing any of them
  • I can back my lists up
  • I can share interesting lists with blogs and Twitter people who highlight interesting lists
  • I can use a tool like idonethis.com to see visually over a year how many items on average I cross off every day, which are my most productive days and which are my least productive days.
  • I can view the word clouds in idonethis from my lists to see what activities dominate over others.

I use two tools to manage my Master List:

  1. Wunderlist: This is an iPhone application that allows you to very easily create, share, and manage lists.
  2. idonethis: This is an accountability tool that sends you an email at the end of every day, asking you what you did for that day. I decided to use it to keep myself accountable. I look forward to replying to the email with all the items I ticked off of my list for that particular day.

Implementing this system has not come naturally to me but I have increased my productivity (which I track using Rescue Time) by 34 percent to date. That has reflected back onto my revenue that has also increased by approximately 30% since I have deliberately become more sales focused. I find that I have to keep reminding myself to come back to Wunderlist and idonethis. My natural inclination is to revert to sticky notes, scraps of papers and journals that all just amount too many plans and no actions. However, I remind myself that this way, I am happily moving forward ten steps every week.

Tell us about your lists. Do you use them and if so, how do you manage them? (Ed: We’re building Listible to help you create lists)

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Featured photo credit:  Young dark woman writing on notepad via Shutterstock

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Last Updated on September 9, 2021

10 Best Productivity Planners To Get More Done in 2021

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10 Best Productivity Planners To Get More Done in 2021

Productivity planners and journals are tools of a trade. There’s an art to productivity. Just like art is very personal to the artist, productivity is very personal to the person. What works for you may not work for me. This is an important distinction if you really want get more done in less time.

Too many of us dabble in productivity hacks only to move on to the next tool or trend when it didn’t workout for us, missing the lesson of what worked and didn’t work about that tool or trend.

We put the tool on a pedestal and miss the art. It’s worshipping the paint brush rather than the process and act of painting. We miss the art of our own productivity when the tool overshadows the treasure.

As an artist, you have many brushes to choose from. You’re looking for a brush that feels best in your hand. You want a brush that doesn’t distract you from your art but partners with you to create the many things you see in your mind to create. Finding a brush like this may take some experimenting, but when you understand that the role of the brush is to bring life to your vision, it’s easier to find the right brush.

Planners are the same way. You want a productivity journal that supports you in the creation of your vision, not one that bogs you down or steals your energy.

Let’s dive into the 10 best productivity planners and journals to help you get more done in less time.

1. The One Thing Planner

The NY Times best selling book, The One Thing, just released their new planner. If you loved this book, you’ll love this planner.

As the founder of the world’s largest real estate company Keller Williams Realty, Gary Keller, has mastered the art of focus. The One Thing planner has its roots in industry changing productivity. If you’re out to put a dent in the universe, this may be the planner for you.

Get the planner here!

2. The Full Life Planner

The Full Life Planner is Lifehacks’ ultimate planning system to get results across all your core life aspects including work, health and relationships. This smart planner is 15 years of Lifehack’s best practices and proven success formulas by top performers.

With the Full Life Planner, you can align your actions to long term milestones every day, week, and month consistently. This will help you to get more done and achieve your goals.

Get the planner here!

3. The Freedom Journal

Creator of one of the most prolific podcasts ever, Entrepreneur on Fire, John Lee Dumas released his productivity journal in 2016. This hard-cover journal focuses on accomplishing SMART goals in 100 days.

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From their site:

“The Freedom Journal is an accountability partner that won’t let you fail. John Lee Dumas has interviewed over 2000 successful Entrepreneurs and has created a unique step-by-step process that will guide you in SETTING and ACCOMPLISHING your #1 goal in 100 days.”

Get the planner here!

4. Full Focus Planner

Michael Hyatt, author of Platform and host of the podcast “This is Your Life”, also has his own planner called the Full Focus Planner.

From the site:

“Built for a 90-day achievement cycle, the Full Focus Planner® gives you a quarter of a year’s content so you aren’t overwhelmed by planning (and tracking) 12 months at a time.”

This productivity planner includes a place for annual goals, a monthly calendar, quarterly planning, the ideal week, daily pages, a place for rituals, weekly preview and quarterly previews. It also comes with a Quickstart lessons to help you master the use of the planner.

Get the planner here!

5. Passion Planner

They call themselves the #pashfam and think of their planner as a “paper life coach”. Their formats include dated, academic and undated in hardbound journals with assorted colors. With over 600,000 users they have a track record for effective planners.

From the site:

“An appointment calendar, goal setting guide, journal, sketchbook, gratitude log & personal and work to-do lists all in one notebook.”

They have a get-one give-one program. For every Passion Planner that is bought they will donate one to a student or someone in need.

They also provide free PDF downloads of their planners. This is a great way to test drive if their planner is right for you.

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Get the planner here!

6. Desire Map Planners

If you’re looking for a more spiritually oriented planner, Danielle LaPorte, author of The Desire Map, created the Desire Map Planners. With Daily planners, Weekly planners and Undated planners you can find the right fit for you.

Behind this planner is the Desire Map Planner Program including 3 workbooks that not only support you in using the planners but guide you in your thought process about your life and intentions you’re using the planner to help you fulfill.

Get the planner here!

7. Franklin Covey Planners

The grandfather of all planners, Franklin Covey, has the most options when it comes to layouts, binders, and accessories. With over 30 years in the productivity planner business, they not only provide a ton of planner layouts, they also have been teaching productivity and planning from the beginning.

From the site:

“Achieve what matters most with innovative, high quality planners and binders tailored to your personal style. Our paper planning system guides you to identify values, create successful habits, and track and achieve your goals.”

Get the planner here!

8. Productivity Planner

From the makers of the best selling journal backed by Tim Ferriss, “The Five Minute Journal”, comes the Productivity Planner.

Combining the Ivy Lee method which made Charles Schwab millions with the Pomodoro Technique to stay focused in the moment, the Productivity Planner is both intelligent and effective.

It allows for six months of planning, 5-day daily pages, weekly planning and weekly review, a prioritized task list, Pomodoro time tracking, and extra space for notes.

From the site:

“Do you often find yourself busy, while more important tasks get procrastinated on? The Productivity Planner helps you prioritize and accomplish the vital few tasks that make your day satisfying. Quality over quantity. Combined with the Pomodoro Technique to help you avoid distractions, the Productivity Planner assists you to get better work done in less time.”

Get the planner here!

9. Self Journal

Endorsed by Daymond John of Shark Tank, the Self Journal takes a 13 week approach and combines Monthly, Weekly and Daily planning to help you stay focused on the things that really matter.

Self Journal includes additional tools to help you produce with their Weekly Action Pad, Project Action Pad, the Sidekick pocket journal to capture your ideas on the go and their SmartMarks bookmarks that act as a notepad while you’re reading.

Get the planner here!

10. Google Calendar

You may already use Google Calendar for appointments, but with a couple tweaks you can use it as a productivity planner.

Productivity assumes we have time to do the work we intend to do. So blocking time on your Google Calendar and designating it as “busy” will prevent others from filling up those spaces on your calendar. Actually using those blocks of time as you intended is up to you.

If you use a booking tool like Schedule Once or Calendly, you can integrate it with your Google Calendar. For maximum productivity and rhythm, I recommend creating a consistent “available” block of time each day for these kinds of appointments.

Google Calendar is free, web based and to the point. If you’re a bottom line person and easily hold your priorities in your head, this may be a good solution for you.

Get the planner here!

Bonus Advice: Integrate the 4 Building Blocks of Productivity

Just as important to productivity planners as the tool are the principles that we create inside of. There are 4 building blocks of productivity, that when embraced, accelerate your energy and results.

The four building blocks of productivity are desire, strategy, focus and rhythm. When you get these right, having a productivity planner or journal provides the structure to keep you on track.

Block #1: Desire

Somehow in the pursuit of all our goals, we accumulate ideas and To-Do’s we’re not actually passionate about and don’t really want to pursue. They sneak their way in and steal our focus from the things that really matter.

Underneath powerful productivity is desire. Not many little desires, but the overarching mother of desires. The desire you feel in your gut, the desire that comes from your soul, not your logic, is what you need to tap into if you want to level up your productivity.

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A productivity planner is just a distraction if you’re not clear on what it’s all for. With desire, however, your productivity planner provides the guide rails to accomplish your intentions.

Block #2: Strategy

Once you’re clear on your overarching desire, you need to organize your steps to get there. Let’s call this “strategy”. Strategy is like assembling a jigsaw puzzle. You must first turn over all the pieces to see patterns, colors, connections and find borders.

In business and life, we often start trying to put our “puzzle” together without turning over all the pieces. We put many items on our To-Do lists and clog our planners with things that aren’t important to the bigger picture of our puzzle.

Strategy is about taking the time to brain dump all the things in your head related to your goal and then looking for patterns and priorities. As you turn over these puzzle pieces, you’ll begin to see the more important tasks that take care of the less important tasks or make the less important tasks irrelevant.

In the best selling book, The One Thing, the focusing question they teach is:

“What’s the One thing I can do, such that by doing it, everything else is easier or unnecessary?”

This is the heart of strategy and organizing what hits your planner and what doesn’t.

Block #3: Focus

With your priorities identified, now you can focus on the One Thing that makes everything else easier or unnecessary. This is where your productivity planners and journals help you hold the line.

Because you’ve already turned over the puzzle pieces, you aren’t distracted by new shiny objects. If new ideas come along, and they will, you will better see how and where they fit in the big picture of your desire and strategy, allowing you to go back and focus on your One Thing.

Block #4: Rhythm

The final building block of productivity is rhythm. There is a rhythm in life and work that works best for you. When you find this rhythm, time stands still, productivity is easy and your experience of work is joyful.

Some call this flow. As you hone your self-awareness about your ideal rhythm you will find yourself riding flow more often and owning your productivity.

Without these four building blocks of productivity, you’re like a painter with a paintbrush and no idea how to use it to create what’s in your heart to create. But harness these four building blocks and find yourself getting more done in less time.

The Bottom Line

Your life is your art. Everyday you have a chance to create something amazing. By understanding and using the four building blocks of productivity, you will set yourself up for success no matter which planner, or “paintbrush”, you choose to use.

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As you experiment with different planners you will narrow which one is best for you and accelerate your path to putting a dent in the universe.

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Featured photo credit: Anete Lūsiņa via unsplash.com

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