Why You Should Stop Using Due Dates.

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When you use due dates in your to-do list manager for everything your due dates become meaningless.

One of the best features of any digital to-do list is you can add a due date to any task and that task will then appear on your today list on the date you set. It means you can date and forget. However, this can lead to bigger problems. Most of these due dates are not due dates. The date you set is not the date the task is due. It is just the date you think you will be able to complete it. And that would be true if that was the only task you had to complete on that date but as you are randomly adding dates to tasks you are going to have a lot more tasks that are ‘due’ that day, but are not really ‘due’ that day.

When you have a list of tasks for the day that are not due, your daily to-do list loses its power. There’s no sense of urgency and a lot of those tasks will be rescheduled for another random date in the future and the cycle is repeated.

Now several things are happening here. The first is you do not trust your system which is why you are dating everything and secondly you are unlikely to be doing a weekly review or, if you are, you are not consistently doing a weekly review.

Below are a few ways to develop better trust in your system and help you to stop feeling you have to date everything.

The weekly review

The weekly review is where once you have reviewed all your projects and appointments for next week you are in a much better-informed state on what you can do next week. You also know which projects are close to their due dates and you can make informed choices about what you will do on a particular day based on where you will be, who you will be with and what tools you have with you.

When you are doing a full weekly review each week, your trust in your system gives you the security to know that nothing is being missed and the dates you have set for tasks are meaningful and are genuinely due on that day. You are also much more aware of what is going on on a particular day and you can make sure you are not overloading yourself with tasks on days where you have back to back meetings or perhaps doing a training course or on holiday.

The daily mini-review

Our weeks are not static. Things change. Appointments get cancelled, meetings are postponed and new commitments are made. While the weekly review gives you some perspective on what is likely to happen during the week, because things are fluid and changes are happening every day, reviewing the tasks you have assigned yourself for the next day before you close down the day helps to keep your daily to-do list relevant and meaningful.

If for example, your boss informs you a project you thought was due next month has now been moved forward and needs completing by the end of the week, that will change everything you had planned during your last weekly review. It means you can reassess what you planned out for the rest of the week and make the necessary changes.

Now if you still feel uncomfortable not dating everything there are a few more things you can do.

Create reminder tasks

These are tasks that come up every once in a while that ‘remind’ you to check a particular project. For example, if you have a slow-moving project that is due in two months, you can add a repeating task inside the project that comes up once a week that tells you to review the project. I write these tasks like this:

[REMINDER] Review Project X

The “Reminder” at the beginning of the task informs me I do not have to do it, but it alerts me to check the project if I feel I need to. I don’t use many of these, but when I do they give me the peace of mind knowing that nothing is being missed and I am always on top of my projects.

Use tags, labels, contexts

One set of tasks I see a lot of people dating are calls and emails. Now, most of these are dated just so they are not forgotten, yet they do not have to be done on that specific day. It is far better to create a tag, label or context for these and create a single daily repeating task to tell you to check these tags, labels or contexts. Doing it this way reduces your daily task list, yet still allows you to make a judgment about whether a call needs to be made or an email sent without having several of these cluttering up your daily to-do list.

Use the 2+8 Prioritisation Technique

The 2+8 Prioritisation technique restricts you to just ten tasks a day. Two of those tasks are objective tasks that must be done and the remaining eight are those tasks that need to be done today but it would not be the end of the world if they were not done.

When you restrict yourself to only allowing ten tasks per day (not including your routine tasks — those tasks that just need doing on specific days but do not drive your projects or goals forward) you are being much more realistic about what you can achieve each day and you allow yourself enough flexibility to handle any issues that arise throughout the day.

This technique forces you to be selective about what you will do each day and forms part of your daily mini-review. It’s a great way to prioritise your day and leaves you safe in the knowledge that what is on your daily list is meaningful and will have a positive impact on your day and projects.

If you want to feel less stressed, less overwhelmed and be more productive stop dating everything. Trust your system, make your weekly review a priority never to be missed and adopt the 2+8 Prioritisation technique. You will feel much more in control and the trust you have in your system will give you the peace of mind knowing you are on top of everything.

For further reading on this subject, check out Peter Akkies post on the OmniFocus blog.

Thank you for reading my stories! 😊 If you enjoyed this article, hither like button below 👍 It would mean a lot to me and it helps other people see the story.

My purpose is to help 1 million people by 2020 to live the lives they desire. To help people find happiness and become better organised and more productive so they can do more of the important things in life.

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If you would like to learn more about the work I do, and how I can help you to become better organised and more productive, you can visit my website or you can say hello on Twitter, YouTube or Facebook and subscribe to my weekly newsletter right here.

To be Productive You Don’t Need A Complicated System.

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When Ian Fleming sat down to begin writing Casino Royale on 17th February 1952, all he had was an idea, an old Remington typewriter and a few reams of paper. Every day over the next six weeks, while he was on holiday in Jamaica, he began his day with a swim then breakfast in the warm Jamaican sun and afterwards went into the living room of his bungalow, closed the blinds, sat down at his typewriter and for the next three hours wrote.

He did this every day for six weeks. At the end of the six weeks, he had the first draft of Casino Royale and James Bond was born.

If you study anybody who has created something special, from Ernest Hemingway to Pablo Picasso, you will find they never had a complicated system of task management. There was no hierarchy of projects, contexts, filters or Kanban boards. There was just an idea and a consistent amount of work produced every day until the masterpiece was completed.

Yet many people believe if they create a complex hierarchy of projects and sub-projects with an array of assorted tags, filters and dates they will miraculously become super-productive and all their work will get done.

It won’t.

To become super productive, you need two ingredients: focus and consistency. Focus on the project or goal you want to accomplish. When you begin each day with the sole purpose of working on your masterpiece (the project) and you dedicate time every day to work on it, over a period of time you will have a masterpiece. That is how great things are made. Focus and consistency.

Ian Fleming did not wake up in the morning, check his mail, review a long list of to-dos, have a chat with his colleagues and review his social media feeds (which did not exist in 1952 anyway) He woke up, ate breakfast and began writing.

This consistent routine, repeated every day for six weeks, resulted in a finished draft yet he still had the afternoon to go snorkelling, sunbathing have dinner with his friends and explore the beautiful Jamaican island.

Even in our time, the most industrious people still do not have a complex hierarchy of projects, sub-projects, tags and filters. They have instead a focus on what it is they want to accomplish. Sir Richard Branson, the British entrepreneur, runs numerous companies with multiple projects and manages all this armed only with a little notebook. When he wakes up in the morning he follows a simple routine of exercise, breakfast and work. He knows exactly what he wants to achieve that day and he remains focused on that outcome. He has no need for a complex to-do list manager because he is completely focused on the outcome he wants to accomplish.

To achieve this level of super-productivity all you need is to apply a little focus consistently every day. You do not need to isolate yourself from the outside world. You only need to begin each day with a purpose. A purpose to move forward on whatever project you are working on at the moment. Focus two to three hours on that project every day and within a matter of weeks, you will have a completed project. There is nothing complex about that and there is no need for complex productivity systems. A notebook, a pen and clarity for what you want to accomplish is all you need.

Every Monday morning I begin the day with two objectives for the day. Write my blog post and do my exercise. The first thing I do after waking up and making my coffee is sit down at my computer, open my writing app and begin writing. For the next ninety minutes, that is my focus. Email is off, my phone is on do not disturb and I write.

Likewise, at 2 pm my phone goes back on to do not disturb and I will exercise for about one hour. By 3 pm, my objectives for the day are completed and I still have plenty of time to handle replies to emails, work coming in from clients and any admin tasks that need to be done for the day. That’s just two-and-a-half hours out of a day that has twenty-four. There is nothing complex about that.

People often say to me “ah yes, but I have to be available for my customers and boss” Really? That’s only true if you do not set any boundaries. Ian Fleming regularly had house guests staying with him while he was in Jamaica, yet everyone knew that between 9 am and 12 pm he would not be available and nobody complained because he told them he needed that time to write. From after lunch until bedtime he was available for his house guests. No one complained. Instead, people respected his time.

No one will respect your time until you respect your time. Take control of it and set some boundaries.

If you want to become super-productive, create your masterpiece and still have time to take care of your colleagues, bosses and customers, then set aside two or three hours every day to focus on your most important project. Tell everyone — colleagues, bosses and customers — that you are doing your important work at that time and you will be off the ‘grid’ for a little while and very soon you will be turning in quality work without the stress and overwhelm so many people have today and no one will complain.

Thank you for reading my stories! 😊 If you enjoyed this article, hit those clapping hands below many times👏 It would mean a lot to me and it helps other people see the story.

My purpose is to help 1 million people by 2020 to live the lives they desire. To help people find happiness and become better organised and more productive so they can do more of the important things in life.

If you would like to learn more about the work I do, and how I can help you to become better organised and more productive, you can visit my website or you can say hello on Twitter, YouTube or Facebook and subscribe to my weekly newsletter right here.

Why You Should Not Be Spending So Much Time In Your To-Do List

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Your to-do list is there to guide you. To tell you what needs doing and when. When you use your to-do list for that purpose, it works and it works well.

When you spend too much time each day reorganising your to-do lists and playing around with the settings, that’s when your to-do list stops working for you.

I’ve seen so many elaborate setups in my time. Projects with sub-projects linked to labels and tags. Tasks cross-referenced with other tasks. Tasks organised by colour and sub-projects on top of sub-projects. All these elaborate setups do is add complexity that requires a lot of managing and ultimately too much time to find what needs to happen next.

If we stop for a moment and ask the question: what do I want my to-do list to do? The answer to how to set up your to-do list becomes clear. To tell you what tasks need to happen next. For that you do not need anything elaborate. Just a daily list of tasks. To achieve a relevant daily list of tasks, all you need is a set of tasks you have decided needs your attention on that particular day. A to-do list does not need to be any more complex than that.

When you add complexity into your to-do list you waste time. Time you could spend doing the tasks that need doing. It also means you have more decisions to make and we now know that your brain has a limited number of decisions it can make each day. Once it goes past its optimum number you experience a condition called “decision fatigue” This is where you are no longer able to make good rational decisions. This means that the simpler your to-do list is, the less decisions you need to make, the more effective your brain will be throughout the day.

When your to-do list for the day contains a limited number of clearly written out tasks not only will your list be manageable, you will also require less decision making as your to-do list is a pre-decided list of actions. Each day you start at the top of your list and work your way down.

With a simple list like this, all you need do is spend a few minutes at the end of each day reviewing what you have planned for tomorrow, compare that with your calendar to make sure you have the time to complete those tasks (and if not to reduce the list to a more manageable number) and you will be good to go.

Now, of course, you do need a place to hold your future tasks and that is why it is important to have a list of active projects. These project folders are really just holding pens of tasks yet to be completed. Whether you decide to organise these by projects or areas of focus is really up to you. That would depend on the type of work you do. If you work in a project specific job, then projects may be the best way to organise your tasks. But then you may work in a less project specific job, in which case areas of focus may work better for you. These are decisions you need to make when you are developing your system.

Beyond that, you are really adding complexity and that should be resisted at all costs. The ‘perfect’ to-do list is a list you refer to first thing in the morning to see what tasks you have to complete today and then you get on with your work. You should not need to refer to your list again until later in the day when you have completed your more important tasks. For a point of reference, I usually look at my to-do list two to three times per day. Mid morning, mid afternoon and in the evening when I review what I have completed, plan tomorrow and process my inbox.

To-do lists are there to help you know what needs doing and when. They will never be able to do the work for you and the simpler your list is, the more likely you will get your work done. When you add complexity in the hope your list of tasks to do will magically disappear, you are only fooling yourself. Your to-do list will never do that for you.

So keep things simple. Write clear tasks that tell you exactly what you need to do and focus on doing the work. When you do that, you will soon find yourself becoming better organised, more productive and a lot less stressed.

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Thank you for reading my stories! 😊 If you enjoyed this article, hit that like button below👍 It would mean a lot to me and it helps other people see the story.

My purpose is to help 1 million people by 2020 to live the lives they desire. To help people find happiness and become better organised and more productive so they can do more of the important things in life.

If you would like to learn more about the work I do, and how I can help you to become better organised and more productive, you can visit my website or you can say hello on Twitter, YouTube or Facebook and subscribe to my weekly newsletter right here.

Why You Feel Overwhelmed and Overworked (and What To Do About It)

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Technology promised to make our lives easier by taking the word “hard” out of hard work, and in many ways, it has done that but by making our lives easier it has also raised the expectation on the amount of work we can accomplish each day. Twenty-years ago if you read and replied to ten or so letters in a day, that would have been considered a productive day. Today, you are expected to read and reply to ten emails in thirty minutes or so.

The wonderful technology that surrounds us today is fantastic. We have the answers to questions at our fingertips throughout mobile phones and computers. If I want to know the birthday of Nelson Mandela, all I have to do is ask Siri and within seconds I have the answer. Fifteen years ago, I would have had to have gone to a library to get that information and depending on where the nearest library was that could have taken hours.

With that growth in technology has come raised expectations. We are now expected to do a lot more work in a day than we ever had to do just ten to fifteen years ago and that means we need to change the way we work.

Fifteen years ago I was using a Franklin Planner to organise my day. I had time each morning before I left for work to spend a few minutes planning my day and I remember if I had more than ten tasks on my to-do list I was being very ambitious about what I was going to try and do. Today, for most people, ten tasks on a to-do list for the day would be considered a quiet day.

So the problem most people have today is not that the work has changed — it has, but only in how we do our work — the problem most people face today is the volume of expected daily work has increased dramatically and we have not developed ways of working to handle that explosion.

This is why you need to develop strategies that allow you to focus on your work, to get better at prioritising the work that comes in and to learn how to automate as much of that work as you possibly can.

Take email for example. Almost all email clients whether you are using Outlook, Gmail or Apple Mail allow you to create rules to manage your email. You can create simple rules that take all your newsletters out of your inbox and put them into their own folder so you can read them when you have time later. Or if you are managing a project you can have all your project update emails sent directly to a folder without ever dropping into your inbox. Likewise, you can create templates in Microsoft Word, Google Docs or Apple Pages to take care of a lot of the regular work you need to do.

Of course, to set up these rules and templates takes time, and time is what many people feel they don’t have. But here’s the problem with that thinking. Part of the reason you do not have time is that you are not taking advantage of these features. If you did take an hour or so to set up some mail rules and create a few templates out of the documents you regularly have to create, you would save yourself a lot of time in the future. It’s a sort of no gain without pain situation. The pain of setting up rules and templates now gains you a lot of time in the future.

Technology enables us to do so much more and learning how to take advantage of that technology is easy. YouTube is full of tutorial videos on how to get the most out Microsoft Office and Apple or Google’s productivity apps and so much more. There are tools such as Evernote that allow us to create digital brains that can store information simply and easily which can then be found within seconds later.

With all this wonderful technology it is still your responsibility to find out how to get the most out of it. It is up to you to learn how to use the tools you use so you get the most out of their functions. If you are not prepared to spend a few minutes each week watching a YouTube video on managing email more effectively or reading an article on best practices for working in the digital age then you only have yourself to blame when you cannot cope with the volume of work that continues to come your way.

Your workload is not going to reduce. The expectations on you to complete more and more is not going to go away. If you want to reduce your levels of stress and overwhelm then you need to take responsibility to spend a little time each week learning how to get the most out of all this incredible technology. Just learning the basics will not do much for you. Go deep, learn everything you can about the tools you use. Spend some of your valuable time setting up templates, rules and automation so the technology at your fingertips does a lot of the work for you.

To finish, here are a few resources you may find useful in developing your skills at using the amazing technology we are so lucky to be able to use.

Dotto Tech YouTube Channel

TechTalk America

My Channel on Todoist and Evernote

Getting Things Done

Now go learn.


Thank you for reading my stories! 😊 If you enjoyed this article, hit that like button below👍. It would mean a lot to me and it helps other people see the story.

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My purpose is to help 1 million people by 2020 to live the lives they desire. To help people find happiness and become better organised and more productive so they can do more of the important things in life.

If you would like to learn more about the work I do, and how I can help you to become better organised and more productive, you can visit my website or you can say hello on Twitter, YouTube or Facebook and subscribe to my weekly newsletter right here.

6 Books That Will Make You More Productive And Change Your Life

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Books are the lifeblood of knowledge. Books go deeper than a YouTube video or a blog post and help us to understand a topic in its entirety. This week, I want to share six books I have read over the last six months that have really helped me to grow and develop myself and I hope in turn they do the same for you.

So here goes in no particular order.

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Ready For Anything by David Allen.

Few people realise that the father of GTD, David Allen, has written more than the productivity bible, Getting Things Done. Among those books, Ready For Anything is the follow up to GTD where David Allen explains some of the finer points of how GTD can work for you and some of the more deeper levels of GTD.

The book is a collection of essays David wrote for the GTD Connect community. It is easy to follow and over time can serve as a quick reference guide for those time you feel a little lost or ‘fall off the GTD wagon’

This is a brilliant read and shines a light on some of the more deeper concepts of GTD. If you do consider buying this book, I recommend you read Getting Things Done first as this will give you the context to take your GTD practice to a much higher level.

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Checklist Manifesto by Atul Gawande

While most people know pilots use checklists to ensure the safety of their planes, few know that checklists are also extensively used in the construction industry as well as in surgical operating rooms.

Atul Gawande explains that the humble checklist can also help us to ensure we are doing the right things at the right time and that we don’t skip essential steps when it comes to achieving our goals and successfully completing projects on time.

I learnt the value of not skipping steps years ago when I sold cars for a living. There was a concept called “the six-month salesman” where after receiving training in the art of sales, a salesperson would grow over-confident and start skipping steps in the sales process at around the six-month mark. When that happened, their sales would begin to fall and their performance would suffer.

The Checklist Manifesto will give you the inspiration and know-how to create your own checklists for those important areas of your life.

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5 AM Club by Robin Sharma

This was definitely my book of 2018. Robin Sharma writes these books differently, choosing to impart his wisdom through the format of a novel. In this book, we are taken on a journey through the eyes of an embattled entrepreneur and a struggling, yet a talented artist.

The book takes us to Mauritius, Rome, São Paulo and South Africa and along the way we learn the power of waking up early, exercise and giving ourselves an hour of power every day. Through the power of story, Robin Sharma teaches us some of his greatest wisdom.

If you only read one book from this list, this is the one to read.

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Thinking Fast and Slow by Daniel Kahneman

A scientific book that is readable — a rare book indeed in my experience. In this book, Daniel Kahneman shows us how our brains use two types of analysis when presented with a situation. System one and system two.

System one often leads us to form erroneous conclusions and system two adds the all-important context and analysis. Unfortunately, type two is lazy and will often defer to system one — the less intelligent part.

This book gives us a fascinating insight into how our brains work. Understanding why we think and interpret things as we do and goes a long way to helping us to overcome our worst traits when it comes to productivity.

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The Daily Stoic by Ryan Holiday

This is a brilliant book to help you keep things in perspective. There are 366 mini-essays of no more than around 500 words and you read one a day — hence “The Daily” part of the title.

Not only is this book inspiring every day, but it also shows us that we control only two things in life — our thoughts and our feelings. When you get control of those and do not allow anyone or anything takes that control away from you, you begin to really enjoy life and focus on the things that will improve you and the quality of your life.

What I find with this book is that no matter my mood, or how I feel about something, with quotes from Marcus Aurelius and Epictetus, this book really helps to set me up for a day of gratitude and philosophical thought and brings me valuable perspective and context when I need it most.

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The Obstacle Is The Way by Ryan Holiday

A second book from Ryan Holiday and again a book on the Stoics. This is one of those exceptional self-help books that motivates and educates at the same time. The basic tenet of Stoicism is that we cannot control what happens to us, all we can control is how we react to what happens to us.

This book shows us how by taking obstacles and bad events that happen to us and turning them around we can gain insights and knowledge that improve us as people. We can use the three disciplines of Stoicism — perception, action and will — to take these negative events and use them to build stronger and better lives.

When I began reading this book, it was a book I couldn’t wait to pick up again the next day as it inspired and energised me.

With around six months to go this year, these six books are worth a read. That’s just one book a month, reading these books will not only improve your productivity but also your perspective and understanding of life.



Thank you for reading my stories! 😊 If you enjoyed this article, hit those clapping hands below many times👏 It would mean a lot to me and it helps other people see the story.

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My purpose is to help 1 million people by 2020 to live the lives they desire. To help people find happiness and become better organised and more productive so they can do more of the important things in life.

If you would like to learn more about the work I do, and how I can help you to become better organised and more productive, you can visit my website or you can say hello on Twitter, YouTube or Facebook and subscribe to my weekly newsletter right here.

What Are You Sowing This Spring?

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Jim Rohn famously talked about the need to prepare the ground in the spring so you can reap the rewards in the fall. As we are well into spring, now is a fantastic time to prepare the ground so you can sow the seeds of a fantastic year.

If you find yourself feeling lost, directionless and your goals for the year have fallen behind it means you need to take stock and re-evaluate your position. It certainly does not mean you should give up. Giving up is the guaranteed way to fail. 

Spring is a great time to take stock. It is a great time to sow the seeds of a better way of doing things, of preparing the ground for something special when harvest comes. It means that you can review your way of doing things now and implement the necessary changes that will give you a better way and better outcomes. 

Getting control of your commitments, projects and goals. Being in charge of your time and using your time effectively is what Your Digital Life 2.0 is all about. It is a course that takes you to the next level of building a stress-free and organised life so you are in control of your time and where you put your attention. 

Becoming better organised and more productive not only improves the quality of your life, it also reduces stress, improves relationships and gives you the momentum to perform at levels you have only ever dreamed of.

So, for a limited time only, I am offering you the chance to get not just Your Digital Life 2.0 but I am also throwing in From Disorganised to Productivity Mastery in 3 Days completely FREE!

You can now get both these courses for just $65.00 a package worth $240.00!

For that price you also get:

FREE access to the Ultimate Goal Planning course

FREE access to Email Productivity Mastery

As well as

A FREE copy of Your Digital Life 2.0 book

A FREE workbook to guide you through the course

This is your opportunity to seize control of your time, your commitments and your life and sow the seeds of an extraordinary life. 

Get your special offer and start planting today. 

“It is the promise of spring that as we sow, so shall we also reap. For every disciplined human effort, we will receive a multiple reward. For each cup planted, a bushel reaped. For every good idea given to another, many shall be given to us in return.” 

Jim Rohn







Get Control of Your Calendar And Take back Control Of Your Time.

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n our armoury of productivity tools, there is one tool that beats them all when it comes to getting control of time and life. Your calendar.

While there are a lot incredible so-called ‘next generation’ productivity tools — more intelligent to-do lists, better notes applications to collect your ideas — the humble calendar is the one tool that will tell you where you are spending your time, how much time and whether or not you are wasting your valuable time. It’s simple and in one form or another has been around hundreds of years.

Sadly, so many people allow others to schedule stuff on their calendars, they give other people access to their calendars to schedule meetings that may or may not be important to them. It’s incredible when you think about it. Time is a limited resource and if you waste it, unlike money, you are never going to get it back.

Sure, you may think to allow someone to schedule a meeting on your calendar at 9 AM on a Monday morning is not going to cause you any problems, but 9 AM Monday might actually be the best time for you to plan your week so you are focusing on what is important to you. When you allow someone else to schedule a meeting for 9 AM Monday morning, you know you are going to spend the first fifteen minutes or so talking about how your weekend was and what you did. That someone else has seized your time and now controls what you do with that time. There’s also a good chance you are going to be given more work to do that now completely destroys any plan you may have had for the week.

I’ve been thinking a lot about calendar use over the last couple of days and I realise the calendar is quite different from other productivity tools in that it only allows us to schedule events for the twenty-four hours we have each day. It helps to constrain our enthusiasm for doing more stuff than we have the ability to do and it brings a sense of reality to our day. That means if we allow other people to have control over our calendar, we are delegating how we use our valuable time to other people who do not know what work we have on, do not know what is important to us and does not care anyway. Surely your time is worth more than that?

I have two calendars (plus a couple of subscriptions — Korean public holidays and my sport’s team fixtures list) I have a personal calendar and a work calendar. I don’t hide any calendars — I don’t see the point — I want to see everything I have scheduled for the day so I can be alerted to any conflicts that may cause me problems later. It’s simple and I have complete control. The classes I teach are fixed and are on my calendar, my writing time, podcast preparation and recording as well as my video recording sessions. These are fixed, non-negotiable events on my calendar. I know if they were not on my calendar they would not get done. These ‘events’ are important to me because they directly contribute to my purpose in life — to reduce the epidemic levels of workplace stress in the world by helping as many people as I can to become better organised and more productive. That is why these ‘events’ are non-negotiable.

I maintain strict control over my calendar. I do not allow anyone else to schedule anything. I use a booking service, Acuity, for clients so they can schedule call times with me at a convenient time for all of us.

There are a number of things you need to be aware of. You need to get enough sleep, you need some time each day for ‘me time’ so you have some time to develop new ideas and you need time with your family and friends each day. Again, these should be non-negotiable because they are important. When you give control of your calendar to other people they don’t care you want time with your family, or need time for yourself. They only care about their agenda.

All these important areas of life need time. And the only place you will find the time is on your calendar. Your to-do list is not going to tell you how much time you have in a visual format. All your to-do list will do is tell you what tasks you need to do. Only your calendar will give you a true picture of your day and where you are spending your day. If you give control of your calendar to other people you will lose that important control.

If you really want to take control of your time then take control of your calendar. Use it to schedule the things that are important to you and adopt a strict policy of what goes on my calendar gets done Schedule your exercise time, your family and friends time and never give control of your calendar to other people. If you do have a work calendar that allows other people to schedule meetings, then make sure you are blocking time out on your calendar for the times you want to get on with some focused work. If you know you are most creative in the morning, for example, then block an hour or two every morning for your focused work. Why would you want to give up your best times of the day to other people? That’s just madness.

It is very easy to use the excuse that you have to be available for your boss or clients or customers. But if you want time to work on what is important to you then you need to accept that you can no longer use that excuse. You have to take control of your time and the best tool to do that is your calendar. So don’t give up control of it to other people.

Thank you for reading my stories! 😊 If you enjoyed this article, hit the like button below👍 It would mean a lot to me and it helps other people see the story.

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My purpose is to help 1 million people by 2020 to live the lives they desire. To help people find happiness and become better organised and more productive so they can do more of the important things in life.

If you would like to learn more about the work I do, and how I can help you to become better organised and more productive, you can visit my website or you can say hello on Twitter, YouTube or Facebook and subscribe to my weekly newsletter right here.

How to Find Your Productivity Enlightenment.

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What is productivity enlightenment? What do you have to do to become completely at ease with what you have to do so you feel calm, relaxed and ready for anything? That’s a question most people find themselves asking once they have a productivity system in place.

Just having a system for collecting and organising your ideas, tasks and events is only the first step. It’s a very good first step, but there are a number of levels above this state you need to move towards in order to feel completely at ease with all the stuff you have to do.

For a lot of people, these higher levels are elusive. They are elusive because although stuff is being collected and organised, the necessary decisions on what has been collected are not being made. If, after you have collected and organised your stuff, you still feel busy, overwhelmed and stressed it is likely you have a lot of stuff inside your system you have made no decisions about. These tasks and ideas are just in your system taking up space, but you do not know what you need to do next to take them to their natural conclusion.

Decisions like:

  • What is the outcome I want here?

  • What do I need to do to reach that outcome?

  • When will I do it?

If you have not made those decisions, they will still be in your head. On top of that, each day you have bosses, customers, friends and family giving you new things to do, it is no surprise you feel stressed out and overwhelmed. Not only are you undecided about much of the stuff you have already collected, you now have to make decisions on what you will do about all these new inputs as well.

Just getting it out of your head and into a system is the first step. The next step is to make decisions about the outcome, what do you need to do to reach that outcome and when will you do it?

A decision could be to not make a decision. For example, you may have an idea of creating an online course. You sketch out some ideas about the tasks you will need to do in order to create the online course, but you decide right now is not the best time to do it. That’s fine. But you do need to decide when you will come back and revisit this project. It could be in three, six or twelve months, but you do need to make a decision and make sure that decision is in your system. Adding a task that says “review online course project” and dating it for three months in the future is all you need to do to take it off your mind.

Once you have made these decisions though, you are only 75% of the way there. Why only 75%?

That’s because where you put that task or thought matters too. Write it down on a loose piece of paper and have bits of paper all over the place means you are now worried about losing the paper. To clear the final 25% you need to trust where you put the task or idea will show up when you need to see it.

It does not matter if you use a notebook or a digital to-do list manager or notes app. Whatever you use you need to trust it. Trust that it will show up on the day you need to see it or it will be in a place you know you will find it when you need it.

This is why people like David Allen, Sir Richard Branson and Cheryl Sandberg have been using the same set of tools for years. It’s because they trust them. They work and they don’t waste time trying to find anything. From my own experience, for example, app switching destroys trust in your system. I’ve been through that process of continually looking for the ‘perfect’ set of apps and discovered each time I think I have found the ‘perfect’ app it doesn’t do exactly what I want a productivity app to do and I go off looking for another one that does. It’s an endless search involving multiple compromises and a serious lack of trust in my system.

The only way to build trust in your system is to stick with one set of apps and learn everything you can about those apps. Subscribe to their blog so you know what updates have come and how those updates will impact your system. Go through every menu item and sub-menu. Look at the preferences and see what you can do. Do everything you can to learn about the apps you have chosen. With knowledge and time, you build trust and with the trust, you discover what true productivity enlightenment is.

So if you want to experience true productivity enlightenment, clear stuff from your head as soon as it arrives, make a decision about what needs to happen next and when you will do it and get it into a set of tools you trust.

That’s it. That’s the secret to a stress-free life and productivity enlightenment.


Thank you for reading my stories! 😊 If you enjoyed this article, please hit the like button below👍 It would mean a lot to me and it helps other people see the story.

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My purpose is to help 1 million people by 2020 to live the lives they desire. To help people find happiness and become better organised and more productive so they can do more of the important things in life.

If you would like to learn more about the work I do, and how I can help you to become better organised and more productive, you can visit my website or you can say hello on Twitter, YouTube or Facebook and subscribe to my weekly newsletter right here.

Are you struggling to keep on top of all the things you have to do?

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If you are like most people, you have discovered there are more things to do than time available to do them. Not only on a day to day basis but also week to week, month to month and year to year. The reality is you will always have far more to do than time available to do it.

We have our regular work to do — reply to client emails, write the report, prepare and deliver the presentation, prepare the designs for the autumn/winter collection etc. And then we have our regular personal errands to do — grocery shopping, cleaning the house, planning our Summer holiday and spending time with our friends. It never stops and it can feel overwhelming.

With all this stuff to do, if we do take some time out and try and get some rest we feel guilty and unproductive and begin to wish we were “more productive” or better at “managing our time”.

This is just a fact of life. We do have far more to do than time available to do it and the way to get all this stuff under control is to accept that your time is limited and become more selective about what you spend your time doing.

Each day, you get twenty-four hours — or 1,440 minutes. That’s the same for everyone. What you do with that time is up to you. If you decided to contract with a company to spend eight of those hours, Monday to Friday doing work for them, then for eight of those twenty-four hours you do the work assigned to you by that company. If you use some of those eight hours to chat with your coworkers about your weekend, order a new jacket online and chat with your friends through instant messaging, you are not doing the work assigned to you by the company. You will naturally find you don’t have enough time to complete the work assigned to you in those eight hours and as you ‘borrowed’ time from the company to do personal things, it means you will need to pay back that time from your personal time. All of these ‘extracurricular’ activities add up leaving us feeling rushed, overworked and overwhelmed.

One of the best ways to get things under control and to feel less overwhelmed and stressed about the work you have to do is to write down everything you have to do. This externalises the things you have to do and when you see those tasks written down you will immediately feel a sense of relief. Our brain is terrible at storing things to do because it keeps reminding us to do them at the most inappropriate time. You could be out on a date night with your partner, enjoying a gorgeous sunset with a nice glass of wine and your brain reminds you of the presentation you have to do on Monday. Or you could be in the middle of a job interview and your brain reminds you to make a dentist’s appointment. Your brain just does not understand the context. All it knows is you need to remember something and it will remind you whenever it has that thought.

When you start collecting all your ideas, tasks and events into a trusted place — a to-do list manager, notes app or notebook — your brain relaxes. It stops reminding you to do things at the wrong time and it starts to work for you by being creative. This transition does not happen immediately, but as you develop the habit of collecting stuff, you begin to trust your ‘system’ and your brain relaxes. It’s a simple change that will give you huge results.

The very act of writing down what you have to do in a clear, concise way relieves your brain from having to remember to do something. When your brain no longer has to remember everything it quietens down. It now has space to develop ideas, solve problems, be creative and be present to enjoy the scenery, the people you are with and the environment. You no longer feel overwhelmed because everything you have to do is written down in a place you trust.

When you begin organising your list of to-dos and ideas and making decisions about when you will do them your feeling of overwhelm and stress will begin to reduce. Part of the reason we feel stressed and overwhelmed is that long list of things we have to do has not been evaluated and assigned a time to be done. This is where the power of your calendar comes in. You don’t have to micro-manage your calendar, you just need to assign periods of time to do the things you need to do. Saturday afternoon between 1 pm and 3 pm could be assigned for cleaning your house. Friday night could be assigned for meeting up with your friends. Monday morning between 8:30 am and 10:00 am could be assigned for working on your presentation. You get to choose. When you bring the power of collecting, organising and doing together into a fluid system, amazing things begin to happen to your wellbeing and overall feeling of control.

Your stress is really caused by the feeling of being out of control not the long list of things to do. We all have a long list of things to do. The problem is you have no idea exactly what needs to be done and how you will find the time to do it. When you do get those elements under control by collecting all your commitments and to-dos into a trusted system, organising those commitments and to-dos in a way that gives you the time to complete them you soon feel more relaxed and in control. Your decision making becomes easier because you know exactly what you have to do and when you will do it and almost all areas of your life improve. You are more relaxed, more engaged and more disciplined and because these areas of your life improve so do your relationships because you are much more connected in the moment and not worrying about what you have to do and how you are going to find the time to do it.

This is a simple change, but one with huge benefits. It does not take long to develop the habit of collecting everything into a trusted place, and spending a few minutes at the end of the day organising what you collected so you assign time to do them. When you start doing this you brain is released from the burden of trying to remember everything and when that happens it starts to work with you instead of against you.

If you have never tried this before, I have a FREE online course you may wish to take that will give you the know-how and skills to create a system that works for you so you can start to get control of your life and unburden your brain and feel a lot less stressed and overwhelmed.

Thank you for reading my stories! 😊 If you enjoyed this article, hit that like button below👍 It would mean a lot to me and it helps other people see the story.

My purpose is to help 1 million people by 2020 to live the lives they desire. To help people find happiness and become better organised and more productive so they can do more of the important things in life.

If you would like to learn more about the work I do, and how I can help you to become better organised and more productive, you can visit my website or you can say hello on Twitter, YouTube or Facebook and subscribe to my weekly newsletter right here.

Be Comfortable Not Doing What You’re Not Doing.

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Last week I received an email from a student in my Learning Centre saying he now felt guilty playing videos games — a hobby he loved to do. Despite becoming much better organised and more productive, every time he sat down to play video games he felt he was wasting valuable time.

Becoming better organised and more productive is not about doing work all the time. Becoming better organised and more productive is about freeing up time so you can do the things you love doing. Whether that is playing video games, watching your favourite TV show or taking a walk in the countryside.

One of the inevitabilities of life is our to-do lists will never completely zero out. There will always be something to do. Washing the dishes, cleaning the house, doing expenses, preparing our kids’ sports kit. While not all our tasks will be work-related, there will always be something we should be doing.

If we accept our to-do lists will never be completely empty, and that it is impossible to be doing stuff 24/7, then we need to get relaxed about not doing work when there is work to be done. One of my favourite quotes from David Allen is “defining what you are not doing is as important as knowing what you are doing”and that is where you need to get comfortable. Knowing there is work to be done and being comfortable not doing it right now.

The key to creating a stress-free life and being productive is to be fully aware of what needs doing and making the conscious decision not to do that work at this moment. Instead, if you prefer to relax on the sofa and watch an episode of Mock The Week or Would I Lie To You ( two of my favourite TV shows) then do so.

Of course, if you have a project deadline at 8 am tomorrow and you have not finished whatever work is required to complete the project, sitting down on the sofa playing video games or watching TV might not be the best way to spend your time. The project needs completing and that is where you would best be applying your time.

This is where getting all the stuff that needs doing into a system helps to keep stress down. Because you know what needs doing you can make better decisions about what you should be doing right now. When you know what you are not doing and knowing you have everything under control and time to do the work that needs doing you no longer feel the stress and overwhelm from not knowing what needs doing. ( I do hope that makes sense)

And that is where the stress comes from. If you have a pile of stuff you are not sure what needs doing with, your brain is going to be constantly telling you to do something about it. It’s what in GTD speak is called “open loops” — unclear stuff to do with unclear deadlines and unclear next actions. The fear of missing something important becomes overwhelming and so if you do try to sit down for an hour or two to play video games or watch TV you will have this nagging voice in your head telling you you should be doing something else. The problem is you don’t know what. And so you have this vicious cycle going on inside your head and that is where your stress (and guilt) comes from. It’s a fear of the unknown and thinking you should be doing something else instead of what you are doing right now.

When you have everything processed and put in its rightful place, you no longer have that worry. You know what you are not doing and are comfortable with the decisions you have made about what you are doing right now. You can play video games or play with your kids knowing everything is under control and you will have enough time to complete all your upcoming projects. That’s the wonderful thing about becoming better organised and more productive. No stress, no overwhelm and enough time to do the things you enjoy doing.

If you feel stressed and overwhelmed by the amount of work you have to do, then I have a FREE course that will help you get control of your stuff. It will give you a framework to collect your ‘open loops’ and organise them in a system you create for yourself so you have control and you know what you have to do and you know when you can relax and do the things you love doing.

You can get yourself enrolled right here.


Thank you for reading my stories! 😊 If you enjoyed this article, hit those clapping hands below many times👏 It would mean a lot to me and it helps other people see the story

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My purpose is to help 1 million people by 2020 to live the lives they desire. To help people find happiness and become better organised and more productive so they can do more of the important things in life.

If you would like to learn more about the work I do, and how I can help you to become better organised and more productive, you can visit my website or you can say hello on Twitter, YouTube or Facebook and subscribe to my weekly newsletter right here.