How To Finally Get Your Productivity System To Stick

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This week, we return to that familiar problem of sticking with your system once you have created it.

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Episode 84

Hello and welcome to episode 84 of the Working With Podcast. A podcast created to answer all your questions about productivity, GTD, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

This week we return to sticking with a system, the most common question asked this week, indeed I think on the last few weeks it’s been the number one question. 

Before we get into the question, in case you missed it, The Time And Life Mastery version 3 launched last week. This is a massive update with almost all classes re-recorded and with an updated workbook and downloadable sheets. 

This course is truly transformational. It takes you on a journey of discovery. You learn how to discover the things you want to do in your life and I show you how you can develop those dreams and goals and turn them into actionable steps that take you towards achieving them. You get to learn about the visual timeline, the 5 transformational questions to ask yourself and you begin work on your 50 things you want to do and achieve. 

And once you have your list and developed your plan on your visual timeline, I show you how to master your time so you can start taking the steps you need to take to achieve them. It’s not going to be easy—but then nothing worthwhile is easy—but the journey, the experiences and the achievement is what your reward will be and nothing can beat that. 

To find out more there is a link in the show notes to the Time And Life Mastery website and if you are quick, you can Dave yourself $15.00 by getting yourself an early-bird discount. 

Ok, back to this week’s show and that means it’s time for me now to hand you over to the mystery podcast voice for this week’s question.

This week’s question comes from Brian and Nilesh. They ask: We have set up our systems as you suggest in your courses, but now, after a few weeks we find we are not sticking with the system. Do you have any tips to keep us using the system? 

Thank you, Brian and Nilesh, for the great question. 

Okay, let’s start at the beginning here. For most of you, when you create a whole new productivity system things are going to be different. You are going to change a few habits and you are going to have to do things differently from the way you have done them before. That means you are changing habits and that is not going to be easy. A few weeks is not really very long to install a new way of doing things and of course, there are going to be times when crises and emergencies will take over the day. That’s just life and we have to develop strategies for dealing with those for when they happen. 

So, understanding that in order for any new system to work for you, you will have to change. Now for you to change old habits, you need to take things slowly. Take each step at a time. For instance, I always recommend that you focus on collecting to start with. The reason is simple. If you are not collecting everything into a trusted place, then you will have nothing to organise at the end of the day, so the whole system collapses before you even start. 

Now, when it comes to collecting, to stick with that, you need to get fast at collecting. Speed is the objective here. Most of the things you will be collecting will be done on the fly, so your mobile collecting needs to be fast. Whether you are using your mobile phone or a pocket notebook to collect, you need to a) make sure you have it with you at all times and b) you can collect with the minimum of barriers.

I like the old Steve Jobs analogy here. When they were developing the first iPod the goal was to be able to get to any song within three clicks or less. The engineers spent months testing and testing every scenario so that no matter where you were on your iPod, you were no more than three clicks away from the song you wanted. 

You need the same mindset when developing your collecting system. No more than three clicks to type. Actually, it should be less for capturing. Ideally, one click and you are typing if you are using a phone—that’s the reason I use Drafts for all my collecting. It’s one click and I am typing what I want to collect. 

Part of developing your system is finding the fastest way you can to collect everything. That also includes paper documents. I carry a plastic A4 wallet in my bag so I can slip any paper documents or name cards into that. I empty that out every two or three days, but if something is urgent I will add a task into my to-do list manager. 

So, collecting is all about speed. 

Organising is about setting time aside each day to organise and decide what needs to happen next with whatever you collected. That could be just adding a task to its rightful project or it could be you decide you no longer need it and so you delete it. 

Now with organising, the best way to develop this habit is to set aside 15 minutes at the end of your working day to do your organising. You should only need ten to twenty minutes to do this. So scheduling 15 minutes in your calendar every day at the same time will force you to stop whatever you are doing at that moment and begin organising. This is a little like tidying your desk at the end of your day before you go home. 

Let’s say you finish work at 6pm. So, schedule 5:45 to 6:00pm every day as your organising time. I like to call it the Golden Ten - the ten minutes you need to process and plan. 

Now, whatever happens, you make sure you do your organising and planning at that time. Even if you are in the middle of something. Stop. Do your organising and then return to whatever you were doing. The reason for this is if you continue working on whatever it is you were working and finish say at 8:30pm or 9:00pm you are going to begin skipping your organising and that’s when your system begins breaking down. Miss one or two like that and you lose momentum. Do not skip it!

It’s only for 15 minutes. Everybody can find 15 minutes each day to do their organising and planning. Schedule it and make sure it happens at the same time each day. It will quickly become a routine and then a habit and once it has, you are much less likely to skip it. 

So there you go. Focus on collecting and organising to get you started. These are the easiest parts to becoming better organised and more productive. So develop those habits first. 

So the next part to develop is planning and prioritising. This can be a bit more difficult because it takes time, and a little experience, to learn to identify which tasks have the biggest positive impact on your projects and goals. However, if you make sure you are doing your organising every day, you soon begin to see patterns. You see which tasks have a greater impact on the progress of a project. You can then start making sure they are prioritised each day. 

You should also reduce the number of tasks you have on your to-do list as much as you can. Long lists of to-dos create overwhelm, and overwhelm will stop you from looking at your lists. When you stop looking at your lists you stop planning and prioritising and then you are at the mercy of everyone else’s emergencies and urgent tasks. 

A simple way to do this is to look for natural triggers. Natural triggers are things that automatically tell you something needs doing. The fuel warning light in your car is a good example of a natural trigger. When the low fuel warning light comes on in your car you know you need to put fuel in. You do not need to add that to your to-do list. Likewise things like doing the laundry or taking out the garbage. You know they need doing when the laundry basket or the garbage can is nearly full. You can see that. You do not need them on your to-do list. 

You can also reduce your to-do lists by creating an “action today” folder in your email program and putting any email that needs action in there. Then all you need is one task in your to-do list manager that tells you to check your “action today” folder in email. This saves you from having to send actionable emails to your to-do list manager. 

Finally, as I talked about last week, you need self-discipline. Without that, you will never stick to any system. You need to give any system or app at least one year to develop and grow with you before changing it. If you are constantly changing apps, or you are constantly changing the time you do your organising and planning then you will fail. It just does not work like that. You need to be disciplined and stick with it no matter what you feel like. 

I can promise you if your system keeps failing it is not the app that is causing the failure it is you. You are not giving enough time to develop your new habits and to learn the apps you are using properly 

Finally, your calendar is your guide throughout the day. Your to-do list only tells you what to work on next. It is your calendar that tells you how much time you have before your next meeting. Your calendar tells you where you need to be and when and with who and it is your calendar that tells you you need to stop and do your organising. 

If you do not treat your calendar with the respect it deserves your whole system will come crashing down. You need to adopt the policy of “what goes on my calendar gets done”. No excuses. 

If you start to ignore what you have planned on your calendar then your calendar loses its power. This is why you should never give up control of your calendar to anyone. Not even your boss. It is your calendar and it is your time. Do not let anyone else have control of it. You can allocate time for other people to make appointments with you, but you need to be in control over when that time will be. You also need to block off time for focused work each day. Usually, the best time for that is early in the morning when everyone else is checking their email. You will have at least an hour each day when all your colleagues and customers are checking email so they won’t be bothering you. Use that time wisely and block off time each day to do some undisturbed important work. Again. No excuses. It is the only way you can control what gets done and leaves you in control of your time, and more importantly, your life. 

Well, I hope that has helped in some small way, Brian and Nilesh. Really it all comes down to self-discipline and without that, no system, app or device will work. If you don’t develop your self-discipline and habits and change your bad habits then nothing with ever stick. 

You need to make a decision now. Be disciplined, collect everything, schedule those fifteen minutes at the end of your day for organising and planning and make sure that what goes on your calendar gets done. That needs to be your focus for the next three months. 

At the same time, keep working on becoming faster at collecting so you never resist. Remember if you are not collecting, you will have nothing to organise and that means you have no system. 

Thank you for the question, guys and thank you all for listening. Don’t forget to take a look at the Time And Life Mastery course. I put my heart and soul into this course because I know it works and I know it can transform your life is so many positive ways. 

It just remains for me now to wish you all a very very productive week. 

How To Set Up A Productivity System And Stick With It

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Are you struggling to start any kind of system? Then this week’s podcast is for you. 

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Episode 83

Hello and welcome to episode 83 of the Working With Podcast. A podcast created to answer all your questions about productivity, GTD, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

This week it’s all about setting up your system and sticking with it. I know a lot of people want to create a productivity system—something that helps them to stay on top of their work and the things important to them—yet fail to stick with their system or find they are always changing their system and apps and never really feel they are getting better.

Before we get to this weeks question, I have something really exciting to announce. The Time And Life Mastery 3 online course is coming later this week. This course will transform your life completely and this year it has been completely re-written and re-recorded. 

This course takes you on a journey of discovery. We start with your life. What do you want to achieve? What do you want to have in your life and how to create a plan to change the way things are today so you can begin down the road towards achieving those goals. 

Once you have a plan in place you begin the time mastery part of the course where I show you how to build your plan into your daily life and make sure each day you are making progress towards hitting your milestones and your objectives. 

This is a complete life course. I have divided it up over four days—although for you big achievers it is possible to do the course in just one day—and throughout the course, you complete a number of exercises designed to help you create the vision and plan you want for you and your family. 

More details of this course can be found on the course website which is 

Okay, onto this week’s question and that means it’s now time for me to hand you over the mystery podcast voice for this week’s question

This week’s question comes from Richard. Richard asks; Hi Carl, I have tried everything to get my life more productive but I just can't get anything to stick. Do you have any tips on how to get started and stay with a system 

Oh boy, this is one of those questions I get all the time. There is so much advice out there—a lot of it great advice—but I think sometimes that’s the real problem. There’s so much great advice it can be very hard to choose which advice is best for you. 

And in that statement is the heart of my answer to you, Richard. Whatever advice you take, it has to work for you. 

Now, I understand we all work differently. That’s one of the wonderful things about being human, we are all so amazingly diverse. With that, though, comes the issue that one size definitely does not fit all. 

I like all my stuff to be organised and in its rightful place. When I get home at the end of the day, my bag goes next to my desk. My phone goes in the same place and my AirPods immediately get put back in their case. 

My wife, on the other hand, is the complete opposite. Her bag goes wherever she drops it and her AirPods sometimes get out in the dining table, sometimes on her dressing tables and in the winter sometimes put in her coat’s pocket. 

So the reality is, you need to build a system that works the way you work and to do that you need to understand how you work. 

An example of this is I recommend you spend around ten minutes at the end of the day processing all the stuff you have collected that day in your inbox and planning what you will prioritise tomorrow. In most people’s cases that work very well yet, I have a number of clients who wake up early and find doing their processing and planning early in the morning. 

Now, processing and planning are important if you are going to get control of your day. Without a plan, the day will grab control of you and your time and you will feel very busy but achieve very little of importance. 

So there is a great starting point. When will you do your planning? Morning or evening? 

Pick one. Then schedule it. Schedule 20 to 30 minutes for processing. Of course, the goal is to get that down to ten minutes (hence the phrase I use “The Golden 10”) but in the early days of your journey, it will take a little longer. 

Once you have a set time each day to process and plan you are really 50% of the way to having a great system. 

Now, for the other 50%. 

This is really dominated by collecting. If you are not collecting everything that comes your way, you will have nothing to organise at the end of the day and if you have nothing to organise you will have nothing to plan for. So collecting needs to be done. 

I’ve found this is an area a lot of people skip because they erroneously believe they will remember to do something. So they collect some things and not collect others. 

The problem with not collecting everything is it only takes one drama for your brain to forget what it was you wanted to remember. For instance, you could be waiting to cross the road and remember you need to send something to your colleague in Frankfurt. As you are waiting, a friend you haven't seen for a long time taps you in the back and you then you engage in a short conversation ending with a promise to do lunch next week. 

Now you have two things to remember, but you are so excited about catching up with your friend you completely forget about sending the file to your colleague in Frankfurt. 

When you take those few seconds to collect your tasks, ideas and events you do not forget. You’ve collected them and those things can now be processed when you have time for processing later in the day. 

So how do you get started? This is possibly the hardest part. The reason is that you need to stop fire fighting and for many people fire fighting is addictive. You feel you have to always be running around putting out fires and when you are not doing so, you feel incredibly uncomfortable. 

You have to stop. 

Now depending on how much backlog you have and how much important work you have neglected this will determine how much time you need. Typically, I find most people need at least one whole day, although it is not unheard of some requiring two or even three days to get themselves sorted out. 

Often the GTD mind sweep is a great place to start, but I have found setting up a framework to collect and organise your stuff is a better place to start. After all, if you follow the concept of dumping everything on your mind into an in basket at the end of the process you have an in basket full of stuff and nowhere to organise it. 

Selecting what tools you want and what storage you want to use, I feel is a better place to start. This way if the tools you select are new to you you can be learning to use those as you collect and organise - a sort of killing two birds with one stone. Part of a great system is you know how to use your tools properly and more importantly your use of them is fast. 

Once you have the framework in place you need to gather all the stuff you have around you that needs doing. Go through your email, go through any inboxes you have for notes and go through any bits of paper you may have collected that have ideas, tasks or events on them. Get then all in the right place. 

Set up your calendar to work for you too. Your calendar is the anchor that brings everything together. Your calendar is what tells you what needs to be done and when and how much time you have available each day for the work that needs doing. This helps you to get realistic about what you can achieve each day. 

Okay, so you have taken the plunge. You put a stop to all your inputs for one day, you have a framework in place and you are ready to reopen the floodgates and allow stuff to restart. How do you get yourself to stick with your system? 

Two words... self-discipline. 

Yes, you are going to need a lot of it. You are going to have to install some new habits and to do that you will need self-discipline and, according to research, sixty-six days to install those habits. That is going to be hard. You are going to fall off the wagon and you are going to slip up on some days. But just because you fall off the wagon or you slip up occasionally, doesn't mean you don't get back up and carry on the journey. Getting back up and continuing is part of the process. We all slip up from time to time, but the important thing is you keep going. 

Really, all you need to focus on is collecting and giving yourself ten to twenty minutes at the end of the day to organise what you collected and plan your day. Collecting is just something you do. Sure, you may have to remind yourself from time to time to collect something, but it does not take long to get into that habit. And as for finding those ten to twenty minutes at the end of the day for organising, well… If you can’t find ten to twenty minutes then you have bigger problems than productivity and time management. Schedule that time on your calendar. Pick a time at the end of the day and create a recurring event with a notification that comes up to remind you. When that notification comes up, stop what you are doing and begin organising and planning. 

If you need to go back and finish off some work, that’s okay. The important thing is you have processed and you have a plan for the next day. 

You see, the plan you have for the next day gives you your purpose. It prepares your mind for the work you plan to do and you give yourself a fighting chance of actually getting those important things done. 

Now, for those of you who have not already done my FREE COD course, I highly recommend you take the course now. The course is just a basic introduction to COD (collect, organise and do) and it will give you a simple framework in which to build your own system. The forty minutes you take to do that course will save you a tonne of hours later and will help you to finally get you to a place you feel in control. 

Thank you, Richard, for your question and that you all for listening. Don’t forget if you have a question then you can email at or DM me on Facebook or Twitter. All the links are in the show notes.

It just remains for me now to wish you all a very very productive week. 

How To Use COD In A Paper Environment

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So you work in a paper based office or work hybridly? Then this week’s episode of The Working With Podcast is just for you. 

You can also listen on:

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Episode 82

Hello and welcome to episode 82 of the Working With Podcast. A podcast created to answer all your questions about productivity, GTD, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

This week, I've received a lot of questions about how to implement the COD system in a paper environment. Is it possible? Well, the answer is yes it is possible and today I will explain how to do it. 

But before we get into the question if you are struggling with time management and productivity and don't have a system at all, then take forty minutes and do my FREE COD course. 

It will give you the framework in which to create a system that works for you. COD is very flexible and as you will see today is not just designed for the digital world. You can use it in an analogue world too. 

Details of how to enrol in the course are in the show notes. 

Okay, on to this week’s question and that means it’s now time for me to hand you over to the mystery podcast voice for this week’s question. 

This week’s question comes from Jerri and Janet. They ask: Hi Carl, we work in a largely paper-based work environment. How would you go about organising your work when you have to deal with paper and paper files?

Thank you, Jerri and Janet, for your questions. 

At its very core COD is simple and incredibly flexible. It’s intentionally so because one size does not fit all and we all have different ways of organising and working. Many of us love to develop ideas with pen and paper, others prefer to collect everything into a digital system. And the truth is there are no right or wrong ways to do this. The only right way to do it is the way that works for you. 

So, to implement COD in a paper-based way you first need to get yourself a notebook. Now you want to get a notebook that is robust and one you can carry with you wherever you go. This will become your to-do list manager. 

Now just as an aside here, back in the days when I used a hybrid system, I carried a little pocket notebook with me. One with easy to tear off sheets. This I carried in my pocket whenever I couldn't carry my main notebook. I used it for those ‘just in case moments’. Times like when I was having lunch or dinner. This way I still had a way to collect everything no matter where I was or what I was doing. 

Okay, so you have your notebook to manage all your to-dos, now where do you put all the incoming paper? Well, you will also need an in-basket. Now, your in-basket should be at your main workstation. If you work from an office and home, it might be a good idea to have two in-baskets. However, I never felt the need for two. Because I was collecting into a notebook I carried with me everywhere I went I just tore off the notes and put them into my in-basket at my home office when I was next there. 

Now the notebook you are using for your to-do list manager is where you put your lists. All you really need is a master list and a daily list. Put everything on your master list and when you do the 2+8 prioritisation at the end of the day you can put tasks from master list to your daily list. 

But again, how you organise your daily to-do list is entirely up to you - it has to work for you. But even wit paper, you can still operate the 2+8 Prioritisation system. Every evening, before you go to bed you open up your notebook, with the next day’s date at the top and start with your two objectives. Then leave a line space and write you eight focus tasks for the day—the eight tasks you really want to complete. 

You can use the right-hand page for your notes for the day, observations and little reminders if you wish. 

Okay, now for all your paper files. 

For this, you will need a way to store all your project materials. The best way is to get yourself a filing cabinet, but that might be hard to do these days. Now when I was transitioning to a digital system I used a shelf on my bookcase next to my desk. I could see the names of the files clearly on the folders I used so it was always easy to access papers I needed. 

The key with this system is to make sure once a project is completed or you no longer need the documents you were keeping you remove them. Either throw them away or archive them in a box somewhere. You do not want to get in that awful position of having a mix of completed and active projects all in the same place. You would just go numb to all the files you have in there. 

Now your notes, use your notebook. 

Again, you want to have your current notes with you at all times. Here all you need to do is start at the back of your notebook. Keep your daily lists at the front and your notes at the back. You can use post-it notes to separate projects and give you easy access to your notes. The thing here is not to have too many notebooks. I know a lot of people have different notebooks for different projects and that’s okay if it works for you. Personally, I never liked that idea, and so kept meeting notes and projects ideas at the back of my one current notebook. 

One area I would not move to a digital system is my calendar. These days, airlines and other places you may make bookings will send you a calendar link that adds all the right information you need to your calendar. Likewise, when you use a digital calendar you can share calendars with family and friends. All you need to do is print off your calendar for the week after you have done your weekly review and fold it into your notebook. You can then add and delete events by hand. 

One of my friends here in Korea, a very successful businessman and teacher, does this every week. Every Monday morning his assistant prints off his calendar for the week and he folds it into his little pocketbook. He can reference that paper anytime he wants to see where he needs to be and when. He is one person I’ve met who has never missed an appointment, so it must work. 

Now speaking of printing things out, if you want to maintain some digital system and make things a little easier for your processing and storing, then remember almost all to-do list managers do give you the option to print out your daily list. Todoist, for example, can send you an email every morning with your daily list. It is organised beautifully and you can print that out. You can add new tasks, cross of tasks when you have done them or add a new date and update your system when you get back to your computer. This would actually be a great way for those of you who like using pen and paper. It allows you the ability to organise digitally but still maintain your daily task management in an analogue way. 

In many ways, if you do print out your daily to-do list and carry that with you all day, crossing off completed tasks and adding new tasks to that one sheet of paper, it will give you a great way to review your day and plan the next. All you would need to do is give yourself the ten to fifteen minutes at the end of the day to sit down with your computer and update everything add and plan out your next day. Sounds almost idyllic to me. 

Now, remember, while paper-based working still exists, the digital way is a lot more efficient and means you can have access to all your notes and files through the cloud. If you have a smartphone then you still have access to your Google Drive, Dropbox or iCloud. So it is worth thinking about still maintaining your files in the cloud. Of course, there may still be documents that you need to retain hard copies of and for that you can create physical files. What you do need to do though is to make sure you are maintaining those files and keeping them current. 

COD is very flexible. It is designed to be a framework that allows you to collect your tasks, ideas and events into a single place, give you time at the end of the day to organise those things you collected and focuses you on doing the work. How you collect and organise is up to you. All you need to do is find the best method for you. That can take a bit of experimenting, but it is worth it because once you do have a strong framework in place your effectiveness and efficiency improve and you become a lot less stressed and overwhelmed. 

So there you go Jerri and Janet. I hope that has answered your question and given you some ideas about how to use COD with your paper-based working. 

Thank you for your wonderful question and thank you to all of you for listening. Don’t forget, if you have a question you would like me to answer, please email me at or you can DM me on Twitter or Facebook. 

It just remains for me know to wish you all a very very productive week.

How To Get Started Once You Have Your Productivity System In Place


Podcast 77

In this week’s episode of the Working With Podcast, I answer a question about getting to the next level of productivity mastery.

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Hello and welcome to episode 76 of the Working With Podcast. A podcast created to answer all your questions about productivity, GTD, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

A quick reminder for all you in the UK: this week, on Saturday (20th April) I will be co-hosting a FREE life and Time Mastery Workshop in Scunthorpe. It’s an all-day workshop where Kevin Blackburn and I will be sharing with you some great tips and tricks to develop and achieve your goals using tried and tested techniques. All the details are on my website. It would be fantastic to be able to meet you. So get yourself registered. Registration will be closing in the next 24 hours or so, so don’t delay. 

Okay, on to this week’s question and that means it’s time for me to hand you over to the mystery podcast voice for this week’s question.

This week’s question comes from Alex. Alex asks: Hi Carl, I’ve been following GTD and your COD system for some time now, but still feel Stressed out about everything I have to do. Is there something I am missing?

Great question Alex. This is something I have been writing about recently and that is moving to a higher state of organisation and productivity. 

You see, having all your tasks, events, ideas and notes perfectly organised, is one thing. It's a very important one thing, but it is just the start. To move to the next level, so to speak, is to be in a state where no matter how much you have to do, you are completely comfortable doing what you are doing right now. 

A mistake I see a lot of people making is not making any decision about what it is they have collected. Let’s say your boss asks you to develop some ideas for a sales campaign next month. So you collect the task and write “develop some ideas for sales campaign next month”

Now that’s a good start, a clearly written task. Then what they do is either create a project or move that task to an area of focus and then move on to the next task they collected. 

 Here's the problem. You’ve not made a decision on that task. What happens next? What exactly do you have to do to make that task complete? How will you present your sales campaign ideas to your boss? Will you send them a written document or will you be presenting your ideas? When will you develop those ideas? These are the micro decisions that need to happen to get this task completely off your mind. Knowing exactly what you need to do next and when you are going to allocate time to do it

These undecided tasks are what, in GTD speak, are called open loops. Sure you collected the task and got it into your system, but as there is no decision made on it about what needs to happen next and when then you are not going to be able to completely let go of it in your mind. 

If you have a lot of tasks in your system like that—tasks that have no next action or decisions made on them—you are still going to feel overwhelmed and busy. Your brain is not going to trust that you have them externalised properly. 

Now it’s okay to not make a decision on something. That in itself is a decision, but you still need to decide when you are going to review it. Let's say you receive an invitation to a party in 6 months time but you are not sure if you will able to go or not. Making a decision not to make a decision until 3 months before the event is a decision. Add a task “decide whether to go to Derek’s party or not” and date it for three months later is fine. You have decided to postpone a decision. Now that will be off your mind because you know you are going to come back to it in 3 months time. 

In three months if you still are not sure, just change the review date and review it again later. There is nothing wrong with rescheduling decisions like this. You have made a conscious decision not to make a decision right now and that is a decision. 

Another reason for not feeling completely at ease with what you have to do is you have not done a complete mind-dump (again, another GTD phrase) what this means is you have got everything on your mind out of your mind and into your system. 

I’ve found with my coaching clients when they do an initial mind-dump they get around 75% of what’s on their mind out, but there’s still 25% lurking in there somewhere. It can take a few days to get everything out. This is why I recommend you take a piece of paper or a cheap notebook and carry it around with you for a few days. Things you need to do or remember will come at you from all places and you can quickly get them down onto the paper and then later, get them into your system. These ‘hard to reach’ tasks, events and ideas come eventually. When they do you can make the necessary decisions about what you want to do with them. Again, it may be you don’t want to do anything with them yet and that’s okay. Put them in a folder called “Someday | Maybe” and make a decision about when you will review them.

I review my Someday | Maybe folder every three months. Nothing in there is urgent or current. When I do review the folder, I find I delete off a lot of projects and ideas which is a great way to keep this folder from overflowing with stuff you are never likely to do anyway. Again, be comfortable deleting these “never going to do” tasks and ideas. If you do find the idea or task comes back to you, then you can always add it again. That’s something that very rarely happens for me, but does happen from time to time. 

Another reason for not feeling completely relaxed about everything is although you have everything in your system, your system is not organised in a way that works for you. This usually occurs because you have tried to copy someone else’s organisation system. I used to do that. I would read a great new way to organise my notes using a combination of notebooks and tags and then after spending several days reorganising everything I found I could not find anything I wanted to find. 

Eventually, the penny dropped and I realised I had to work out for myself how I would naturally look for something. This can be hard because we have picked up filing and organisation systems in the various jobs we have done in the past. My first experience in an office, for example, used a simple alphabetical filing system using folders and filing cabinets. I soon discovered this was my natural way for organising things. Alphabetically. So that is how I have all my notes organised. I created a digital filing cabinet system in Evernote using alphabetically organised tags and I’ve never had a problem finding anything since. It’s incredibly simple—embarrassingly so—but it’s also very effective. It also means when I process my notes inbox I can process very quickly because my brain is using its natural filing methodology. 

Be careful about copying other people’s system. It’s a great way to get new ideas and to breathe new life into a tired and uninspiring system, but if your system is boring it usually means its’ working because you don’t have to think about it. When you don’t have to think about your system you have reached a very high level of organisation. Things just get collected, organised and done. Exactly what you are wanting to achieve. 

Finally, trusting your system in a key part of reducing stress and overwhelm. If you don’t trust that you have collected everything that matters to you, or you don’t trust your to-do list is showing you everything you need to see on the right day, then you are going to feel stressed. Trust is not something you will get immediately either. It is only through continued use and practice that trust will develop. It can take anywhere between a couple of weeks to several months to finally get to the point where you know what you see on your daily to-do list and on your calendar is exactly what you need to see. Don’t despair. Be patient. It does come eventually. Stick with one system, modify where you feel it does not work and make sure you learn how to use your chosen tools properly. 

Find apps that work for you. If you are a visual person and you like to see projects and areas of focus arranged in cards, then apps like Asana and Trello might be the best tools for you. If you like to see things more linearly then apps like Todoist are likely to work better for you. Give yourself permission to experiment. It is important that the tools you use work best for you. But… Once you have made your decision, stick with it. Only change apps if, after a few months, they really don’t work for you. Changing apps every few weeks will destroy your trust and takes up a lot of time having to take stuff from your existing system and move it over to your new system. 

So there you go, Alex. I hope that has helped and given you a few ideas about how you get yourself to the next level of productivity. It’s a great level to achieve because when you know you have everything decided upon and it is organised in a way you can find quickly and you trust your system you will feel a huge sense of relief and that overwhelm and stress you fee will disappear. 

Thank you all for listening and I hope to see many of you in Scunthorpe on Saturday at the Life and Time Mastery Workshop. 

It just remains for me now to wish you all a very very productive week.