Time Management Mastery:

Do More, Stress Less

Table Of Contents
Time Management Mastery: Do More, Stress Less...............................................................................1
Introduction...............................................................................................................................................4
Welcome.................................................................................................................................................4
 Exercise: Less is more...................................................................................................................5
CHAPTER 2: Common Roadblocks to Productivity..............................................................................7
 Relying on Memory.......................................................................................................................7
 Not Having (or using) a System....................................................................................................7
 Distractions/Focus.........................................................................................................................8
 Exercise: Discover Your Productivity Roadblocks.....................................................................8
CHAPTER 3: Personalized productivity.................................................................................................9
 Know Yourself Better, Exactly as You Are.................................................................................9
 Chronotype.....................................................................................................................................9
 Learning Style..............................................................................................................................10
 Introvert vs. Extrovert................................................................................................................11
 Exercise: Who are YOU?............................................................................................................12
In recent lectures, we've discussed various personality traits and natural tendencies that influence
productivity. It's time to identify your own characteristics to utilize this information effectively. You
may already have a fair idea of where you stand, but unexpected discoveries are common..................12
Proceed by downloading the worksheet provided in this lecture. The worksheet contains links to online
quizzes that will help identify your natural inclinations. Each quiz takes around five minutes, with
some additional time required for reflection. Allocate approximately 30 minutes for this exercise.......12
After downloading the worksheet, start with the first quiz, note your results, and contemplate them.
Were they surprising or did you know yourself well? Consider actions you could take or modify to
harness this knowledge for improved time management. If nothing comes to mind immediately, don't
worry. Keep the document accessible throughout the course and record insights as they emerge.........12
Once you finish the first quiz, move on to the next. The goal is to create a productivity system tailored
to your existing traits rather than attempting to transform yourself. By leveraging your innate
tendencies, you can positively impact your productivity.......................................................................12
Upon completing this activity, we'll explore task management strategies.............................................12
CHAPTER 4: Task Management...........................................................................................................13
 Single Trusted System.................................................................................................................13
 Brain Dumps................................................................................................................................14
 Exercise: Your First Brain Dump..............................................................................................14
  System Components.....................................................................................................................15
 Exercise: Catalog Your Inputs....................................................................................................16
 Maintaining Your System...........................................................................................................16
CHAPTER 5: Prioritization...................................................................................................................18
 Having all the Data......................................................................................................................18
 What You Are NOT Getting To.................................................................................................18
 Frameworks.................................................................................................................................18
 Exercise: Prioritize Your System................................................................................................19
 Daily Prioritization......................................................................................................................19
 Banish the "Overdue" Task........................................................................................................20
 Handling "Emergencies"............................................................................................................21
CHAPTER 6: Planning...........................................................................................................................22
 Planning Saves Time and Reduces Stress..................................................................................22
 Planning is "Real" Work............................................................................................................22
 End of Day Planning....................................................................................................................23
 End of Week Planning.................................................................................................................23
 Exercise: Schedule Your Planning Sessions...............................................................................24
 Goal Planning...............................................................................................................................24
 Exercise: Create a SMART Goal and a Goal Plan....................................................................24
CHAPTER 7: Focus................................................................................................................................26
 Single Task...................................................................................................................................26
 Hacks to Minimize Distractions..................................................................................................26
 Exercise: Distraction Minimization Action Plan.......................................................................27
 Time Blocking..............................................................................................................................27
 Documentation.............................................................................................................................28
 Breaks and Rewards....................................................................................................................28
 Exercise: Create a Rewards Menu.............................................................................................29
 Pomodoro Technique...................................................................................................................29
 Exercise: Pomodoro Brainstorm................................................................................................30
CHAPTER 8: Wrapping Up...................................................................................................................31
 Rules to Live By: 2-Minute Rule and One Touch Rule.............................................................31
 Thank you for taking the course!...............................................................................................31
 Bonus Lecture..............................................................................................................................32

Introduction
Welcome to our course on time management and productivity. My name is Alexis Haslberger, and
I'm a productivity coach with a background in HR and startup operations. I specialize in assisting
individuals and teams in managing their workload in an efficient and stress-free manner. This course
will teach you strategies, tips, and techniques for managing your time, tasks, work, and life. You will
learn techniques to improve your performance and reduce stress in both personal and professional
settings.

To begin, we'll go over some of the most common productivity and time management issues that
people face. Then, because everyone has different needs, we'll look into personalizing these
strategies. Following that, we'll dive into task management, teaching you how to set up a fail-safe
system for completing tasks and decluttering your mind.

Next, we'll focus on prioritization strategies by examining various frameworks and applying them to
your work for optimal effectiveness. Subsequently, we'll cover planning and goal-setting, discussing
tactical planning techniques such as daily, weekly, and higher-level goal planning. You'll discover
how planning saves time and effort in the long run.

We'll also discuss strategies to maintain focus and minimize distractions, a prevalent issue due to
technology's impact on our lives. Lastly, I'll share my favorite, easy-to-apply, and instantly effective
rules to live by. Throughout the course, resources and activities will help you create a tailored system,
practice new skills, and plan your time. You will learn proactive day management rather than being
controlled by external priorities. If you're prepared to take charge of your time and eliminate
overwhelm, let's get started.

Time is a Finite Resource

To begin, let's discuss time management, recognizing that time is limited. Each of us has 24 hours
daily, but our individual circumstances, personalities, and skills differ. The key is to find the right
approach for you, which involves balancing our activities and doing them efficiently.
 In a practical sense, if we have too much going on, we must either reduce our workload or improve
our efficiency. Most people need a combination of both. While this course focuses on using time
effectively, let's address the importance of doing less.

Learning to say no can be challenging, but it is crucial to decrease our commitments. There are two
aspects to consider: current unwanted activities and future decisions to accept or decline. First, let's
discuss adding more responsibilities. Often, we say yes due to pressure, a desire to be liked, or the
belief that it's the right thing to do. However, this may lead to over-commitment.

To avoid this, pause before agreeing to a new task, check your schedule, and reflect on the request.
Determine if it's a "heck yes" situation, and if not, decline. If it is, consider whether you would still
say yes if the task were due tomorrow. Finally, assess your priorities and availability. If you lack the
time or it's not important enough to replace another task, say no.

There will be instances where declining is difficult, such as assigned work projects. This discussion
focuses on non-obligatory situations. Saying no isn't selfish; in fact, it's better for everyone if you
decline tasks that may cause resentment later.

To reduce current commitments, first identify and remove tasks that no longer add value to your life.
You can gracefully exit, delegate, or outsource these responsibilities. Completing an activity to help
you evaluate your obligations is the next step in this process.

This 300-word summary emphasizes the importance of striking a balance between doing less and
using time more efficiently, ultimately finding the right approach for each individual.

 Exercise: Less is more

Managing your time can be overwhelming, but a great way to start is by removing any unnecessary
responsibilities from your plate. This activity can take between five and 10 minutes, depending on how
many obligations you can think of to remove. First, download the attached worksheet and take a minute
or two to reflect on all of your obligations and how they make you feel. Write down at least two
obligations, but more if possible, that you would rather not have in your life.

It could be a commitment that takes up too much time or something that you dread doing. It could even be
a person or a relationship that is no longer serving you. Then, think about how you can remove this
obligation from your life. There are three ways to do this.

The first is to gracefully discuss the obligation with whoever is in charge on the other end. If you made a
commitment for a particular amount of time, try to keep your commitment and then not sign up again. If
you need to exit a committee at work or a volunteer position, talk to the person in charge and create an
exit plan together. The second is to delegate. If you have direct reports at work, consider delegating a duty
to them. You can also delegate housework to your kids or partner. The third option is to outsource.
Consider finding a service provider for tasks like cleaning or translation services.

When you have brainstormed a few obligations and thought about how to remove them, put a realistic
timeline around it. Really think about this and be realistic. You want an actionable plan that you can
commit to. At the end of the activity, you will come away with an action plan to help you free up time in
your life so that you can spend it on something you truly want to do.
 CHAPTER 2: Common Roadblocks to
Productivity
 Relying on Memory
In this course, the majority of our focus will be on constructing a personalized productivity system.
However, before diving into that, it's essential to take a step back and understand the underlying reasons
for feeling overwhelmed, stressed, and stretched thin. The three primary causes of poor time management
and productivity are attempting to rely on our memories, lacking a system for our tasks and to-dos, and
distractions and focus struggles.

This lecture will discuss why we should not rely on our memories to manage our tasks. While memories
can be powerful tools, they should not be the sole storage space for our to-do lists. Relying on our
memories to keep track of everything is not effective and increases stress levels. Our brains should be
used for thinking and focusing on the task at hand, rather than remembering tasks such as picking up milk
or returning a phone call.

Being present and paying attention to the here and now can be challenging when we are trying to keep
track of everything in our minds. It may seem unimportant when a partner or roommate texts to ask if we
can pick up milk, but keeping this job in our memory can lead to distractions later. Writing down every
job, no matter how small or large, is essential for externalizing the to-do list and relieving mental stress.

The format for writing down tasks is not essential, as long as it is easy and convenient for the individual.
It can be a notes app on a phone, a Google Doc, or even a physical notebook. The important thing is to get
all tasks out of our head and into an external place where they won't be forgotten, and we can access them
whenever needed.

Once the to-do list is externalized, our brains can relax and focus on the task at hand without getting stuck
in the future or past. Letting go of the notion that we need to have a good memory and writing down all
tasks can be a game-changer for productivity and stress levels. So, write it down. =

 Not Having (or using) a System

It's now clear that relying on your memory alone is not the most effective way to manage everything you
need to do. You might be wondering, "If I can't depend on my memory, what can I do?" The answer is to
have a system outside of your mind where you can track all of your tasks, projects, and open questions.
Not having a system or not using the one you already have is the second most common obstacle to
effective time management.

Your system should be a method for capturing, organizing, prioritizing, and documenting your tasks. It
will be different for each person, but the goal is to consistently achieve reliable results and ensure you
spend the right amount of time on the right things. Without a system, things will slip through the cracks
because there are so many input sources today, from snail mail to email to messaging apps.

Creating a system that works for you and filtering all of your inputs through it is the best way to take
control of your time and ensure you're on top of everything. By categorizing and prioritizing everything,
you can avoid feeling overwhelmed and missing important things.

 Distractions/Focus
Productivity can be hindered by distractions and lack of focus, which are prevalent in modern offices.
Email notifications, noisy colleagues, and demanding new hires are just some of the many distractions
that can interfere with work. A recent study by UC Irvine revealed that it takes an average of 23 minutes
to refocus after an interruption, even if the interruption is self-induced, such as checking email during a
report. With an average workday of eight hours, it breaks down into 21 periods of 23 minutes, implying
that individuals are easily distracted more than 20 times a day. It's no surprise that people have difficulty
focusing and getting things done. Technology is a major contributor to distractions, and we must be
purposeful to minimize them to enhance our time management skills. Adopting a productivity system and
specific techniques to minimize distractions can improve focus and productivity. Each individual has
different roadblocks, and self-awareness is essential in identifying them.

 Exercise: Discover Your Productivity Roadblocks

In the recent lectures, we have discussed the three main types of obstacles that hinder our ability to
manage time and maximize productivity. Now, it's time for a self-reflective exercise to identify personal
struggles with productivity. Start by downloading the associated worksheet and reflecting on your typical
day. Identify the roadblocks that frequently affect your time management and productivity. Think about
what you need to improve, what derails your day, and what sends you off course. Use the worksheet to
mark the relevant items and add your own. Be honest; this is a personal exercise. As you learn new time-
management skills, refer to this list to eliminate the obstacles that challenge you the most. The upcoming
section will explore how your personal characteristics impact which strategies work for you.
 CHAPTER 3: Personalized productivity
 Know Yourself Better, Exactly as You Are
In this course, we have already discussed common roadblocks to productivity, and we have identified the
ones that affect us most personally. Now, let's delve deeper into personalization. Every person is different,
with unique ways of thinking, circumstances, constraints, bodies, and brains. Our productivity can be
affected by who we are as individuals. It is much easier to build a system around our natural tendencies
than to try to force ourselves into an existing system. We should not attempt to fit a square peg into a
round hole, but instead build something that fits us.

There are many productivity books, apps, methods, and ideas out there, each claiming to be the silver
bullet for productivity. However, not everything works for everyone, and we need to tweak, adjust,
iterate, and sometimes throw out strategies that do not work for us. Humans tend to stick with something
if it is easy and convenient, so we need to build a system that conforms to our lifestyle and work style.

The development of habits is a key component of efficiency. Up to 40% of our everyday actions are
motivated by habit, which is something we do without thinking. However, developing and breaking
routines can be difficult. It takes time and constant effort to form a new habit, and research indicates that
it typically takes between 21 and 66 days. We will attempt new tasks and fail; however, we must keep
trying until the habit is formed. When we no longer enjoy doing something but feel terrible when we miss
it, we know a habit has been formed.

In the next lectures, we will explore specific tendencies and learn how to use who we are already to
maximize our time management and productivity. These practices may seem like common sense, but they
require diligent and consistent work. We need to remember that what is common sense is not always
common practice.

 Chronotype
This section of lectures focuses on strategies that work well with different natural tendencies and
characteristics. The first characteristic discussed is chronotype, which refers to an individual's body clock.
It describes when an individual's body and brain are awake, asleep, energetic, or lethargic. The most
common types of chronotypes are morning people (larks) and night people (owls). While the world is
primarily designed for morning people, attempts to change one's chronotype are rarely successful in the
long term and can cause internal strife and guilt. Instead, individuals should work with their natural body
clock and maximize their time based on it.

For morning people, the advice is to continue doing what they are doing if they are comfortable waking
up early. They can take advantage of their early energy and get their exercise out of the way. However,
for those who find waking up early challenging, the majority of people, some tips for surviving and
thriving in a world designed for morning people are outlined.

The first tip is to manage energy levels by learning when the mind is clearer and more focused.
Individuals should structure their day and work around their energy levels, taking walks, naps, or having a
healthy snack when needed. The second tip is to find a job with flexible hours, such as freelance work, or
try to find a job with nighttime hours. Individuals can also lobby their bosses for flexibility, letting them
know what schedule works best for them. The third tip is to minimize the morning routine by showering,
packing lunch, choosing outfits, and making breakfast the night before. Lastly, individuals should not feel
shame for not being chipper in the morning, as sleep is essential and prioritizing it can boost productivity
and ward off procrastination.

By embracing their personal chronotype and working with it instead of against it, individuals can be more
productive and happier. Removing obstacles for ourselves and making things easy and convenient
reduces stress and helps us get out of our own way, making productivity more achievable. While the
world may be designed for morning people, owls can thrive by managing their energy levels, finding
flexible jobs, minimizing morning routines, and prioritizing sleep.

 Learning Style
Understanding your learning style is crucial for increasing efficiency because it enables you to adapt your
working style to your preferred methods of information processing. There are three main types of
learning: tactile, aural, and visual. Even though you might have traits from each, you probably lean more
toward one. Knowing your preferred learning method makes it easier for you to process information,
which improves productivity and makes it simpler to enter a flow state.

In practice, if you're a visual learner, you can print out documents or presentations, take them to meetings
and write notes. For auditory learners, suggestions include closing your eyes while on the phone,
repeating what you need to remember out loud, listening to music or white noise while working, and
brainstorming with others out loud. Tactile learners may find it beneficial to pace or walk while taking
calls, doodle or write notes while listening to others, use fidget tools or spinners to stay focused, and take
frequent breaks to stretch and move.
Understanding and utilizing your learning style also means removing barriers for yourself, making it
easier and more convenient to be productive. Taking a quiz to determine your predominant learning style
can be a useful starting point. By tailoring your work style to your natural processing methods, you can
increase productivity and focus, process information more efficiently, and retain it better.

 Integrator vs. Segmentor

The integration of work and personal life has become increasingly complex with the advent of
technology, allowing individuals to work from virtually anywhere as long as they have an internet
connection. As a result, people have either fully integrated work into their lives or opted to keep them
separate. Those who integrate work and personal life are called integrators, while those who keep
them separate are known as segmenters or compartmentalizers.

Interestingly, around 70% of people identify as integrators, although only half of them actually prefer
to integrate work and personal life. The perceived expectations of others and technology have
pressured many individuals into becoming integrators, even if it is not their natural tendency.
Conversely, most segmenters are content with the way they structure their work and personal life.

It is important to consider whether being an integrator or segmenter aligns with one's desires and
values. For segmenters, scheduling non-work tasks outside of work hours can increase productivity
and reduce stress. Integrators who prefer to become segmenters can set boundaries around work and
communicate these changes to their employer. Moreover, batch-processing tasks together can help
decrease the mental toll of context switching.

Knowing one's work-life integration preference can help individuals schedule their work in a way that
aligns with their values and maximizes productivity.

 Introvert vs. Extrovert

The introversion-extroversion spectrum is a well-known concept, and most people can identify which end
of the spectrum they fall on. This article discusses how this personality trait can impact productivity.
Extroverts gain energy by being around others, while introverts recharge by being alone. Extroverts tend
to enjoy group settings and open offices, while introverts prefer one-on-one conversations and a bit of
privacy. Ambiverts fall somewhere in the middle and can adapt to various situations.

Understanding where you fall on this spectrum is crucial for maximizing productivity. Energy is a key
component of productivity, and knowing how you gain and lose energy can help you plan your day more
effectively. For example, if you're an extrovert, you need to interact with people throughout the day to
maintain your energy levels. If you're an introvert, you need alone time to recharge. Ambiverts need a
balance of both.

As an extrovert, you can schedule meetings or calls to recharge your energy in the afternoon. Working
from home regularly may not be the best option for extroverts. Conversely, introverts can schedule large
blocks of solo work and work from home regularly. It's important to experiment and determine what
works best for you.

Ultimately, understanding where you fall on the introversion-extroversion spectrum can help you
optimize your productivity. The article includes a quiz to determine your place on the spectrum and an
exercise to determine where you fall on other spectra. With this knowledge, you can adjust your systems
for optimal productivity throughout your life.

 Exercise: Who are YOU?

Recent lectures have covered a range of personality characteristics and innate tendencies that affect
output. To use this knowledge effectively, it's time to recognize your own traits. You may already be
reasonably aware of your situation, but unforeseen findings are frequent.
Proceed by downloading the worksheet provided in this lecture. The worksheet contains links to online
quizzes that will help identify your natural inclinations. Each quiz takes around five minutes, with some
additional time required for reflection. Allocate approximately 30 minutes for this exercise.
After downloading the worksheet, start with the first quiz, note your results, and contemplate them. Were
they surprising or did you know yourself well? Consider actions you could take or modify to harness this
knowledge for improved time management. If nothing comes to mind immediately, don't worry. Keep the
document accessible throughout the course and record insights as they emerge.
Continue to the next question after you have completed the first. Instead of trying to change who you are,
the objective is to develop a productivity system that is tailored to your unique characteristics. Utilizing
your natural tendencies will increase your output.
After finishing this exercise, we'll discuss task-management techniques.
 CHAPTER 4: Task Management
 Single Trusted System
In this section, we delve into the heart of task management, a crucial aspect of time management. Task
management revolves around tracking and scheduling tasks to ensure nothing is overlooked and that
everything is completed without resorting to frantic scrambling or all-nighters.

Task management and time management are closely intertwined. To understand task management, it's
essential to consider the underlying philosophy, which revolves around a single trusted system. You may
be skeptical about systems, either because you don't have one or because none of the systems you've tried
have worked for you. The aim here is to help you develop a personalized system that caters to your
unique needs and can be adapted as your circumstances change.

A single trusted system is a centralized location where you store all your tasks, ideas, and open questions.
This approach has proven effective in enhancing productivity and reducing stress. It eliminates the
anxiety of forgetting something or not knowing if you're working on the right task, as well as the
overwhelming feeling of being bombarded with tasks from various directions.

Consolidating all tasks in one place allows you to prioritize effectively and manage your workload. This
ensures that if something is not being addressed, it's because it has been consciously prioritized below
other tasks. Having everything in one place enables you to see the bigger picture and avoid context-
switching between different sources of tasks, saving time and energy.

Using a single system for tasks coming from various sources helps keep track of them and makes
prioritizing easier. It's also important to have a system for both personal and work life. Incorporating tasks
from all aspects of life into a single system eliminates the need to spend energy remembering them or
allowing them to constantly occupy your thoughts.

As tasks arise throughout the day, simply input them into your system. This approach ensures that you
never have to rely on your memory and frees up mental space for the actual work at hand. A single
system allows for single-tasking, which is more effective and efficient than multitasking, an ability our
brains lack.

When embarking on a journey toward better organization and productivity, remember that the effort spent
maintaining your system is far less than the time and energy wasted trying to recall the same things
repeatedly. The work required to maintain an organized system is valuable and contributes to better
planning in the long run.

Creating a system that allows you to stop relying on memory and focus on real work in a stress-free
manner is the goal. In the following lecture, we will discuss the first step in building such a system: the
brain dump. This 460-word summary highlights the importance of task management and the philosophy
of a single trusted system, aiming to help you create an effective, personalized approach to managing
your tasks and time.

 Brain Dumps
In order to effectively manage both tasks and stress, it is crucial to have a single trusted system that
aggregates tasks from all inputs. One major input avenue is the brain, and the first step in creating a
stress-relieving system is to do a brain dump. This involves getting all of your tasks, open questions, and
projects out of your head and into your system. Once everything is in the system, you don't have to waste
time thinking about the same things repeatedly. Your mind knows it can let go, and the tasks can be
prioritized so that nothing falls through the cracks.

To perform a brain dump, sit down with a pen or keyboard and list everything that comes to mind that
you need to do. At first, this might feel overwhelming, but it's important to get everything down, no
matter how small the task. Consistency is key, so keep a note-taking system, like a phone or notebook,
handy at all times to record tasks and ideas as they come up. Regularly transfer these notes to your
system, and take a five-minute brain dump whenever you start to feel overwhelmed.

By regularly getting tasks out of your head and into a system, you'll be amazed at how much you can
accomplish and how much easier it is to focus and stay on task. The key to making this system work is
consistency and discipline. It doesn't take a lot of time, but it's essential to stick with it to see the benefits.

 Exercise: Your First Brain Dump

In the previous lecture, we emphasized the significance of a brain dump and provided guidance on how to
do it on a basic level. Now, it's time to initiate your first brain dump. The accompanying worksheet will
lead you through the procedure. The initial step is to grab a pen and paper or open a document on your
computer, spreadsheet, notes app, or preferred to-do app. Choose whatever tool you're most comfortable
with. Later, you can transfer all of this, along with your tasks from other sources, into your preferred
system. For now, the critical thing is to have a method for getting everything out of your head.
Initially, we'll collect the low-hanging fruit. Think of everything that comes to the top of your head and
write it down. If you know the next action for that task, then jot it down as well. If not, don't worry about
it for now and keep moving. This should feel like stream of consciousness writing. Once you've listed
everything off the top of your head, we'll dig a little deeper. You'll think through what you have to do
daily, weekly, monthly, and annually, both personally and professionally. You want to capture it all, and
unanswered questions are also tasks. The process usually takes between 30 and 60 minutes, depending on
your workload.

Now, commence your first comprehensive brain dump, and remember that this is a tactic that you can
employ whenever you start feeling overwhelmed.

 System Components
Now that you have completed your brain dump, it's time to start implementing your system by outlining
the relevant components. Your system is the single receptacle where you will keep all your tasks and
projects, prioritize them, update them, and, most importantly, refer to them to determine what you need to
do each day.

The format of your system will depend on your personal preference. While I did mention a single system,
segmenters who prefer to separate their home and work tasks can choose to have one system for each.
Integrators who are comfortable having one system that includes both work and home tasks can choose to
do so. If you're an integrator who prefers to be a segmenter, using separate systems can help you create
boundaries.

When we refer to your system going forward, we'll be referring to either of these options. For many
people, an app that works on both mobile and desktop is the system of choice. Some people prefer
spreadsheets, and others prefer paper. All of these are fine, but if you prefer paper, I recommend using an
electronic system to store everything and paper on a daily basis to write out your to-dos in your planner or
bullet journal.

If you decide to keep your system entirely on paper, you'll find it challenging to prioritize, rewrite tasks,
and sort them easily, and it's possible that you'll lose or misplace them. So, if you like paper, please use it
in conjunction with another method for optimal results.

Regardless of the system you choose, you'll need to have fields for the task or project name, Q1 goals,
monthly revenue report, next action, next action date, due date, status, and documentation or notes. The
next action is a crucial step that most people overlook, but it helps avoid procrastination and move
projects forward. It should be specific and doable, and you should set a next action date when you'll
perform the next action.

Some tasks and projects have hard deadlines, and you should add these to the system. If you're using a
system with only one date field, you can also put the due date in the name field of the task and use the
date field for the next action date. You can also experiment with color coding and use tags to sort your
tasks into context buckets.

Documentation or notes field is also essential, where you can enter brief notes and date each time you
perform the next action. By spending a few seconds making a note about what you did and when you did
it, you'll be able to easily refer to it in the future and increase your productivity.

Although priority is not necessary to add as a field, you can use it if it's helpful. Once you have sorted
everything by next action date, priority becomes an unnecessary field as you've already decided the next
action dates.

To add all the tasks that aren't in your system, you can use an activity that will help you put them all into
your system. Remember that the system that's easy and convenient for you is the system you should
choose.

 Exercise: Catalog Your Inputs

Now that you're familiar with your system's basics, it's time to compile your task list from all sources.
Check off each task source on the worksheet, then search each one for tasks and projects to add to your
system. Some tasks may already be on your initial list, but this first pass ensures nothing is missed. The
process may take up to three hours, so take breaks as needed.

 Maintaining Your System

Organizing and managing your tasks and projects is crucial for staying on top of your responsibilities. To
start, you should identify the next action for each task or project, and set dates for when the action should
be taken and the due date if applicable. For trivial and non-urgent items, you can set the next action date
for a few months out and make it a reminder to determine when it needs to be completed.

It's also important to set a status for each task or project. Then, sort the list by next action date to see what
needs to be done today. When you complete a task, update the next action field, the next action date, or
close the task if it's done. For example, if you send a proposal, change the next action to follow up on the
proposal and set the next action date three days later.
To maintain your system, you can use a physical or electronic note system to capture thoughts and tasks,
do a brain dump at the end of the day or several times during the day, and transfer these thoughts into
actionable tasks in your system. As emails or messages come in with associated tasks, add these to your
system and prioritize them. It's important to update your tasks as you go and at the end of each day to
reprioritize and reschedule anything that wasn't completed.

Having a task system is like having an external brain or hard drive where you can store information and
access it when you need it. The key to success is discipline and practice. Consider your system as an
extension of your memory and use it to keep track of everything, instead of trying to keep everything in
your head.

In conclusion, a comprehensive task system can help you stay organized and on top of your
responsibilities. By following these steps and maintaining your system, you'll be able to prioritize your
tasks and focus on the most important ones. Remember, with discipline and practice, managing your tasks
can become second nature.
 CHAPTER 5: Prioritization
 Having all the Data
Congratulations on all the hard work you have accomplished so far. Now that you have a system in place
to manage all the tasks on your plate, you no longer have to worry about them swirling in your head or
keeping you up at night. Take a moment to reflect and feel that sense of relief. In this section, we will
delve into prioritization, with the first step being complete. By sorting your system by next action date,
you will have a clear list of everything you need to do today in order to meet your goals and deadlines.
With all the data in one place, true prioritization is possible. You can now see the big picture and how
everything fits into it. Sorting will be easier and you can assess whether the tasks on your plate can be
completed in the time available. If you find that you have too much to do, prioritize work that is in line
with your goals and consider outsourcing or delegating tasks that no longer fit into your goals. To
prioritize effectively, it is important to have all the data in one place and keep your goals in mind.

 What You Are NOT Getting To

Effective prioritization necessitates having all relevant information at your disposal. This may appear
intimidating, but it is necessary for making informed decisions. You'll be able to see what you haven't
been getting to and make changes as a result of having all of your data in one place. The knowledge you
gain from this will give you the ability to take action. You'll be able to compare your progress with your
goals and determine if you're working on the right things. Knowing what you're not getting done is just as
important as knowing what you are getting done, as it allows you to close up any gaps and ensure that
nothing falls through the cracks. If there are tasks you're not getting done, ask yourself if they're
necessary for achieving your goals and if they need to be done by you. If not, consider removing them or
finding help. Ignorance may seem like bliss, but it's not when it comes to productivity and achieving your
goals. By prioritizing with all the data, you'll be making informed decisions that serve your goals and
ensure that the things you don't get to are less important than the things you do. This newfound
knowledge can bring a sense of relief and help you take control of your life instead of letting it happen to
you.
 Frameworks
Prioritization is crucial for managing workloads and achieving goals. But how do we actually make these
prioritization decisions? How do we determine what we need to do today, tomorrow, or next week? One
approach is to use prioritization frameworks.

The first framework we'll discuss is the Urgent Important Matrix, also known as the Eisenhower Box.
This matrix has importance on the vertical axis and urgency on the horizontal axis. Tasks that are high
importance and high urgency should be done first. Those that are low importance but high urgency should
be delegated if possible. Tasks of low importance and low urgency shouldn't be done at all, and tasks of
high importance and low urgency should be scheduled appropriately.

Another framework is the Impact Difficulty Matrix, which compares the difficulty of a task with its
impact on your business or life. On the vertical axis, we have impact, similar to importance, and on the
horizontal axis, we have difficulty. High impact and high difficulty tasks are often long-term projects,
whereas low impact and high difficulty tasks are rarely worth the time. Low impact and low difficulty
tasks are nice to haves, and high impact, low difficulty tasks are quick wins.

You don't have to apply these frameworks one by one to your tasks, but keeping them in mind can help
make decisions when the correct priority isn't immediately clear. For instance, if you keep pushing tasks
without getting to them, they may be low urgency, low importance, low impact tasks, and can be removed
from your list. When deciding between two urgent tasks, you can consider which is more important or
will have more impact.

By using these prioritization frameworks, you can step outside and above your tasks and projects to see
them with perspective. This will enable you to make better decisions on what to work on and when, and
feel good about the rationale for those decisions. A best practices document is attached for reference,
which goes over the finer points of prioritization, including these frameworks.

 Exercise: Prioritize Your System

To stop relying on memory and prioritize tasks, begin by organizing all tasks into a single trusted system.
Download a worksheet to help prioritize your list, defining next actions and dates for each task and
project. Use prioritization frameworks and if unsure of a next action date, set it for a future date, such as
next year. It's important to have a system in place, whether it's an app, spreadsheet or something else, to
minimize data entry. Keep in mind, tasks on your "Someday Maybe List" can have a next action date set
for the future without worrying about losing track of them. Get ready, as your task organization and
prioritization is coming together.
 Daily Prioritization
In this lecture, we will delve deeper into the concept of planning your day using prioritization. You have
already used a combination of deadlines, goals, and frameworks to prioritize your tasks, but now it's time
to sort your list by next action date and start working on your today list. You might have five things or 25
things on your list, but the question is, how do you know what to work on first? To help with this, I
suggest applying the following workflow.

First, you'll do the must-dos, which are the tasks that have to happen today, no matter what. These could
be submitting a final report to your boss by noon or taking out the garbage and recycling bins. Second,
you'll tackle the quick hits, which are the tasks that only take a few minutes each, such as following up on
an email or returning a phone call. Doing these tasks will give you a nice little dopamine hit as you start
crossing things off your list. Lastly, you'll work on whatever is left on your list for the day, which are the
nice-to-haves. If you don't get to it today, it's okay, you can reprioritize it for another day.

If you prefer paper, you can physically write out the order in which you plan to tackle the items on your
today list. If you're using an app, you can drag and drop the tasks into the order you plan to attack them.
However, it's important to keep in mind that plans need to be flexible, and for that reason, I suggest doing
a midday prioritization round. Typically, it's best to do this right after lunch, as that's the midpoint of the
day for most people. Take 10 minutes to look at what's come in throughout the day and compare it to
what's left on your plan for the day. If anything, that came in is more urgent or important, incorporate it
into your system and apply the workflow we discussed.

When you get to the end of the day and you didn't quite get to everything on your today list, don't worry.
The tasks you didn't get to were the least important, as you are now an expert prioritizer. If someone asks
why you didn't get to something, you can tell them it's because you were focusing on more important,
impactful, or urgent tasks. If you didn't get to everything today, simply reprioritize your tasks for the next
day or after when it makes sense. Don't leave the tasks as overdue, as that will just cause unnecessary
anxiety.

In the next lecture, we'll talk more about reprioritization and why we should banish the concept of the
overdue task.

 Banish the "Overdue" Task

In today's fast-paced world, it can be challenging to accomplish everything on our to-do list. But it's
important to remember that it's okay if we don't get everything done. Ambition is great, but it's also
important to be realistic about what we can achieve in a day. If we have a lot on our plate, it can actually
be a good thing because it pushes us to be more productive in a shorter amount of time. Prioritizing our
tasks is key, and if we didn't get everything done, it's because the items left on the list are the least
important. With practice, we'll get better at estimating how much we can accomplish in a day and will
have a better understanding of how much time we need for tasks like answering emails.

When we have tasks left on our list, it's time to reprioritize. We can change the next action date to a time
that makes more sense. The system we use should be flexible and reflect real life, not static. Overdue
tasks only heighten our anxiety, so it's important to banish them and move forward. The reality is that we
may not get to them right away, but that's okay. We need to prioritize for the future and reflect the reality
of when we'll actually get to those tasks. So, let's get rid of the overdue tasks, get them out of our heads
and systems, and move forward.

 Handling "Emergencies"
Emergencies can often lead to unfinished tasks and increased stress levels. If you have properly organized
your tasks and prioritized them, then you should rarely, if ever, face self-imposed emergencies. However,
there are instances where what seems like an emergency may not actually be one. For example, an urgent
request from a boss or client via email may not have a clear timeframe, which can cause confusion and
stress. To resolve these perceived emergencies, it is important to check the timeline by asking for
clarification on the deadline. Most of the time, you will find that you have more time than initially
thought.

In cases where the request is genuinely urgent, you have three options. If you have completed all of your
must-dos for the day and the request is from a client, then it becomes a new must-do and you should
complete it. If you have other tasks to complete but think you can fit this one in, then do it. If the request
is from a boss or colleague, you may have some leeway to push back and have a conversation about
prioritization. It is important to communicate the full picture, including what tasks will be delayed if you
complete this urgent request.

Having all the data and properly prioritized tasks is key in managing emergencies and perceived
emergencies. In the next section, we will turn our focus to planning and how to effectively manage tasks
that are not actively being worked on in the moment.
 CHAPTER 6: Planning
 Planning Saves Time and Reduces Stress
Planning is a vital aspect of our lives and it is essential to our wellbeing and productivity. It is not just a
way of managing our time and getting things done, but it also has a positive impact on our mental health.
To begin with, planning saves time in the long run. People often think that planning is not real work or
they don't have the time for it, but a little bit of planning can go a long way in terms of using our time
efficiently. Prioritizing our workload and making decisions ahead of time helps us plan our work.

For instance, consider a common scenario where you arrive at the office, grab a coffee and sit down at
your desk. You spend 10 minutes looking at your list and trying to figure out what to focus on for the day.
However, with planning, you have already made the decisions about when to do what you need to do, so
when you sit down to work, you can start right away without wasting any time.

Planning also helps us set our goals and break them down into achievable steps. It provides an
opportunity to identify potential obstacles and make necessary course corrections before we even start
working. As a result, we make fewer mistakes, have fewer false starts, and achieve our goals 20% faster
than without planning.

It is important to challenge the belief that one is not a planner. Planning can be flexible and is meant to be
flexible. A plan should be viewed as a default that can change. People often view planning as
cumbersome and feel stressed if they can't stick to the plan. However, planning can provide relief from
stress, as effective as deep breathing and meditation. It provides freedom from anxiety as we know what
we need to do, freedom from wasting time as we spend our time acting instead of rehashing, and freedom
from overthinking as we free up brain space by putting everything we need to do in our plan. Planning
enables us to be flexible and spontaneous without feeling stressed.

In conclusion, planning is essential for our wellbeing, productivity, and mental health. It saves us time,
helps us achieve our goals faster, and provides relief from stress and anxiety. So, let's challenge the belief
that we are not planners and embrace planning as a source of freedom and flexibility.

 Planning is "Real" Work

Planning is often seen as a secondary task, not real work. However, this mindset needs to change as
planning is crucial to achieve more in less time. To be an effective planner, you need to view it as real
work, the most important work. Set aside time for planning, make it a priority, and approach it as an
integral part of your job and life. The key is to treat planning as a real task that saves more time than it
takes. Planning helps to get things done more efficiently, making our days smoother and more productive.
In the next lecture, we'll discuss how to make time for planning, so don't miss it!

 End of Day Planning

Planning is a critical aspect of leading a productive and fulfilling life. It not only helps you achieve your
goals but also reduces stress and allows you to disconnect and recharge when you are not working.
However, planning is not just about having a plan, it requires discipline and commitment to put it into
practice. One of the most effective times to plan is at the end of each workday. This simple habit of
spending 10 minutes to plan and prioritize your tasks can make a huge difference in your life.

To get started, schedule time on your calendar for end-of-day planning as a recurring appointment.
Review your notes, do a quick brain dump into your system, reprioritize any tasks that you didn't get to,
and check your calendar for tomorrow's schedule. This way, you'll leave work with a clear head, ready to
tackle other responsibilities or simply relax.

Planning at the end of the day ensures that you don't waste time wondering what to do first. You'll start
the next day with a prioritized task list, giving you the ability to hit the ground running. Remember, work
expands to fill the time allotted, so it's important to schedule time for planning and make it a daily habit.
So, start today, and see the difference it makes in your life.

 End of Week Planning

Now that you've learned how to end each day with a plan, it's time to take it one step further and talk
about end-of-week planning. This type of planning is similar to end-of-day planning, but it allows you to
take a broader view of your schedule and workload for the upcoming week. By investing a little more
time in end-of-week planning, you'll feel better prepared and able to disconnect and recharge over the
weekend. Taking a true break has been shown to improve creativity and productivity, making it an
essential part of effective planning.

To get started with end-of-week planning, begin by expanding your Friday recurring end-of-day
appointment to 20 or 30 minutes. Next, follow the same steps you would for end-of-day planning,
including reviewing your system for the following week. Take a critical look at your schedule and
workload, and make adjustments to ensure that each day's workload makes sense given the time you have
available. This may mean moving around tasks or adjusting next action dates. You may also consider
time blocking your schedule to ensure that you have dedicated time to tackle the bigger projects and
tasks.
Finally, remember to disconnect and enjoy your weekend. By prioritizing your tasks and creating a
realistic plan for the week ahead, you'll be able to relax and recharge knowing that you're fully prepared.
So take the time to invest in end-of-week planning and experience the benefits of increased productivity
and creativity.

 Exercise: Schedule Your Planning Sessions

Open your calendar, create a recurring 15-minute appointment labeled "EOD planning," starting 15
minutes before work ends Mon-Thur. Create a 30-minute recurring appointment labeled "EOW
planning," starting 30 minutes before work ends on Fri. This two-minute task will help you plan,
accomplish more, and disconnect from work to recharge.

 Goal Planning
Goal planning is an essential aspect of achieving success, both in personal and professional life. Having a
goal is not enough, it is important to have a plan to achieve it. This can be done by breaking down the
goal into smaller, achievable milestones and working backwards from the deadline to determine the pace
at which these milestones need to be met. This methodology can be applied to any goal, no matter how
big or small. Most people tend to do goal planning on an annual or quarterly basis, but it is important to
break down the time remaining between now and the deadline into smaller intervals. This allows you to
determine the actual actions required to reach each milestone and the time that needs to be set aside for
these actions. Once the plan is in place, it should be added to your system along with the next actions, so
that it can be prioritized with the rest of your workload. In the next activity, you will practice this process
by setting a goal and making a goal plan.

 Exercise: Create a SMART Goal and a Goal Plan

Now that we have discussed goal planning in a general sense, let's go through a practical exercise to
demonstrate the SMART goal framework and break down your goals into achievable steps. This exercise
should take about 10 minutes. Before we start, download the worksheet and take a moment to reflect on a
current or new goal. Once you have your goal in mind, it's time to refine it using the SMART framework.
First, make sure your goal is specific. Instead of saying "increase revenue," we want a goal that states
"increase revenue by 50% over last year." The "S" in SMART stands for Specific. The goal must be
clearly defined.

Next, your goal must be measurable. In the example, we are measuring the goal based on the percentage
increase over last year. The "M" in SMART stands for Measurable. You must have a way to determine if
and when you have achieved your goal.
Is your goal attainable? This is the "A" in SMART. If in the past, you have only increased revenue by 5%,
a 50% increase might not be achievable. Ensure that your goal is realistic and attainable, but still
challenging.

Is your goal relevant? The "R" in SMART stands for Relevant. Make sure your goal aligns with your
work or life. If you are in sales, a sales goal makes sense, but if you are an engineer, a sales goal might
not be relevant.

Finally, set a deadline for achieving your goal. The "T" in SMART stands for Timebound. In the example
of a sales goal, the end of the year could be a suitable timeframe.

Once you have refined your goal, it's time to break it down into milestones. What intermediate steps do
you need to take to make progress? In the sales goal example, you might need to set quarterly sales goals
as milestones. I have provided space for five milestones in the worksheet, but the number may vary based
on the size of your goal.

Now that you have defined your milestones, it's time to determine the actions you need to take to reach
them. In the sales goal example, you might need to make a certain number of calls per day or week. If
your goal is to complete a large art piece, you might need to work on it for a specific number of hours
each day. Finally, incorporate your goal into your system and make sure the next actions are defined. And
there you have it, a well-defined goal with a realistic plan to achieve it. The rest is up to you to put in the
work.
 CHAPTER 7: Focus
 Single Task
To enhance your focus and minimize distractions, it is crucial to understand the concept of single-tasking.
Multitasking, which is often seen as an effective way to get things done, is actually a myth. Our brain
cannot perform multiple tasks simultaneously, and multitasking actually decreases productivity and
affects mental health. Instead of multitasking, it is better to focus on one task at a time and complete it
before moving on to the next. Having a well-organized system with prioritized tasks allows you to single-
task effectively. Single-tasking leads to faster and more accurate task completion, and a feeling of control
rather than stress. Remember, "To do two things at once is to do neither." Focus on one thing at a time,
and you will be amazed at the results and how relaxed you feel.

 Hacks to Minimize Distractions

Single tasking is critical to increasing productivity and decreasing stress levels. However, it can be
challenging to stay focused with the constant distractions that come with modern office life. In this
lecture, we will discuss strategies to minimize these distractions and improve focus. There are three main
sources of distractions in the office: other people, ourselves, and technology. To manage distractions from
technology, we need to take control of our devices rather than allowing them to control us. We can do this
by turning off non-essential notifications on our phones and desktops, silencing our ringer, and moving
tempting apps to a folder labeled "time sucks" or "think twice." By doing this, we can limit our usage and
access these sites and apps mindfully.

Our environment also plays a significant role in our ability to focus. A clear, uncluttered workspace can
reduce anxiety and increase focus and creativity. Clearing off your desk, stacking up papers, and creating
a secluded space can all help reduce distractions? If you work in an open office, wearing headphones or
earbuds can be a universal signal to others that you need to focus.

In addition to these strategies, it's important to determine what distracts you the most and come up with a
plan to reduce these distractions. This can be done through self-reflection and keeping track of what takes
away from your focus throughout the day. By taking control of our environment and technology, we can
improve our ability to focus and use our time more effectively. The attached document goes into more
detail on these focus hacks and includes an activity to help determine and reduce personal distractions.
 Exercise: Distraction Minimization Action Plan
In our last lecture, we learned how to tackle typical distractions and strategies to focus. Reflect on your
biggest distractions, whether it be information rabbit holes, constant Slack notifications, or background
noise. Recall recent moments of distraction or annoyance. Select from the attached worksheet options or
write your own and commit to implementing it within the next week. This activity should take 5-10
minutes unless you get sidetracked.

 Time Blocking
Time blocking is a valuable strategy for individuals looking to boost their focus, productivity, and achieve
their goals. It involves allocating specific blocks of time in your calendar to specific tasks or projects,
with the aim of ensuring that you have sufficient time to complete them. The premise behind time
blocking is that if it's not scheduled, it won't get done. The benefits of time blocking are numerous,
including increased self-awareness, improved time estimation skills, and keeping oneself accountable.

One of the key advantages of time blocking is that it helps you be realistic about your workload and the
expectations you set for yourself and others. For example, if you have a day filled with meetings, it is
unlikely that you will have much time for deep focus work on a project. Time blocking can also help you
keep commitments and set boundaries. Our brains are conditioned to show up for what's on our calendar,
so by blocking out time for tasks and projects, you are tricking your brain into getting things done.

In terms of implementation, there are several options for time blocking. You can use an electronic
calendar like Google Calendar and create an additional calendar specifically for time blocking. You can
also add private appointments that show as free to others. If you prefer using paper, you can block out
your tasks and projects in a bullet journal, day planner, or notebook.

Once you have your method in place, you can start blocking. Review your task list, estimate the time it
will take to complete each task, and allocate blocks of time in your calendar to work on them. During
these blocks, make a commitment to avoid distractions like email and Slack. It's also a good idea to build
in buffer time for unscheduled interruptions and daily organizing tasks. You can also schedule time for
quick tasks, like following up with people or making phone calls, and make sure to include travel time in
your calendar.

In conclusion, time blocking is a powerful tool for those looking to improve their focus, productivity, and
achieve their goals. By allocating specific blocks of time in your calendar to specific tasks or projects,
you can be realistic about your workload, keep commitments, and set boundaries. Try employing time
blocking in your daily routine and see how it can help you remain focused and moving forward.
 Documentation
Documentation is a crucial aspect of time management and comes in different forms. Keeping track of
our thoughts, ideas, and questions in writing is important so that we do not have to rely on our memory.
Keeping a note-taking system such as a phone, a document, or a notebook with us can be beneficial. If we
have a thought about something while we are working on something else, it is important to write it down
to avoid getting distracted. At the end of the day, we can incorporate our notes into our system and
categorize them as action items, notes on current tasks or projects, or resolve them if they are no longer
relevant.

Task documentation is also crucial as it allows us to keep track of our tasks and projects as we work on
them. Taking just 10 seconds to notate down a task such as leaving a message for someone on a specific
date saves us time in the long run as we do not have to recall that information or search for when we sent
an email. Keeping our task system current is a habit that we can build with time.

In addition to task documentation, process and training documentation are also important. Process
documentation ensures that we do not miss any steps and that people are doing things in the same way. It
removes the requirement for storing the steps of a process in our brain, so that we can focus on the task at
hand. Training documentation is helpful for those who are responsible for training others. By
documenting the components of a job and how to perform them, we can get new employees up to speed
quickly, saving time for ourselves and the organization.

Creating training documentation may seem like a huge task, but if we document while we are doing a task
or project, it will be easier to produce complete documentation than if we attempt to do it after the fact.
With training documentation in place, new employees can use it, find holes and discrepancies, and clarify
and update the documentation so that it is always in the best possible state for new employees.

In conclusion, documentation saves us time and allows us to focus on the task at hand. Task
documentation, process documentation, and training documentation ensure that steps are not missed, and
that we do not have to hold this information in our heads. This allows us and others to execute more
quickly and accurately.

 Breaks and Rewards

Managing time and productivity often involves embracing the concept of breaks and rewards. Studies
have shown that the most productive people take an average of 52 minutes of focused work followed by a
17 minute break. It's important to understand the two main types of breaks, those taken during work hours
and those taken to disconnect from work outside of work hours.
During work hours, breaks and rewards can help improve our mental health and recharge our batteries.
After completing a set of tasks, it's recommended to give yourself a short break to check social media or
take a walk around the block. These intentional, time-bound breaks have been proven to increase
productivity and creativity.

Disconnecting from work outside of work hours is also essential for overall well-being. The constant
connection we have with our devices can lead to work demands creeping into our personal lives, but it's
important to set boundaries and truly disconnect. The benefits of disconnecting from work include
increased brain function, improved relationships, increased performance, reduced eye strain, and
increased focus and energy.

To achieve true disconnection, it's important to set boundaries early and stick to them. Discuss your
preferred work schedule with your manager and make sure to turn off your devices after a set time each
day. Taking all of your vacation time is also crucial to disconnecting from work and recharging. Plan your
vacation in a way that makes it impossible to check emails, such as camping or a cruise.

In conclusion, taking breaks and rewards throughout the day and disconnecting from work outside of
work hours are essential for time management and productivity. Be intentional about the types of breaks
that work best for you and make sure to take the time to recharge and reset.

 Exercise: Create a Rewards Menu

Choose your ideal break types from the attached worksheet or add your own. Use this list as a menu for
mindful breaks that align with your goals and values, taking less than 5 minutes.

 Pomodoro Technique
The Pomodoro technique is a simple but effective method for improving focus and reducing
procrastination. Named after an Italian tomato timer, this technique involves setting a timer for 25
minutes and working on a task uninterrupted until the timer goes off. If a thought pops into your head
during this time, simply write it down and keep going. After four Pomodoro’s, take a longer 15 to 20-
minute break. This technique is often misunderstood as people think they have to block off their entire
day into 25-minute chunks, but that's not necessary. The Pomodoro technique is a useful tool for tackling
tasks you're dreading, doing batches of like tasks, and working on big projects without feeling
overwhelmed. The idea is to break down a task into manageable chunks of time and to reduce the
negative consequences of context switching. In the upcoming activity, you'll come up with a list of tasks
and projects that you can apply the Pomodoro technique to and see the benefits for yourself.
 Exercise: Pomodoro Brainstorm
Use the attached worksheet to list tasks for Pomodoro Technique. Categorize based on last lecture.
Schedule blocks on calendar for focus. Plan 5-10 mins for activity.
 CHAPTER 8: Wrapping Up
 Rules to Live By: 2-Minute Rule and One Touch Rule
As we come to the end of this course, I want to share my two favorite productivity rules: the two-minute
rule and the one-touch rule. These two simple tips have made a significant impact on my productivity and
I believe they can do the same for you.

The two-minute rule is simple: if a task takes less than two minutes to complete, do it right away. This
could be filing a paper, cleaning up a mess, or responding to an invitation. By doing these small tasks
immediately, you free up mental space and reduce the number of things hanging over your head.
However, this doesn't mean you should let these tasks distract you from your work. Just jot them down
and take care of them when you have a designated time for it.

The one-touch rule is equally simple. The idea is to only touch incoming items, such as emails, texts, and
mail, once. If you don't have time to fully respond to an email, don't read it until you do have the time.
This will prevent you from being distracted and thinking about it throughout the day without being able to
take action. The one-touch rule is powerful not only for time management but also for reducing stress and
anxiety.

In conclusion, these two rules are easy to implement and will result in immediate improvements in your
time management. Give them a try and see the positive impact they can have on your productivity.

 Thank you for taking the course!

Congratulations on successfully completing this course on time management! I hope that you have found
it engaging and educational, and that you are ready to put your new skills into practice. Throughout the
course, you were provided with a variety of strategies, techniques, tips, and tools that will help you use
your time in a way that aligns with your goals and values. These skills are not only applicable to your
current life but also adaptable as your circumstances change, allowing you to always have a personalized
productivity system that works for you.

You have learned how to say yes and no to the right things, overcome common productivity obstacles,
and understand how your personal traits impact your productivity. You have also learned how to create
and manage a comprehensive task system and prioritize it effectively. In addition, you have acquired the
skills to focus on what is important and be in control of your time, the most valuable asset we have in life.
So, what's next for you? I encourage you to create your own system and implement it as soon as possible.
Utilize the prioritization frameworks you have learned to ensure that you are putting the right tasks first.
Incorporate end of day and end of week planning into your schedule and start each day and week with a
clear plan. Focus on minimizing distractions, time blocking, and taking breaks to increase your efficiency.
Remember to keep the two-minute and one-touch rules in mind as you move forward.

Finally, if you have enjoyed the course, please take a moment to rate and review it. Your feedback is
greatly appreciated. Thank you for taking this course and using your time wisely.

 Bonus Lecture
Sign up for my free newsletter at alexishaselberger.com for productivity and time management tips.
Schedule a free consultation for one-on-one work to reinforce what you've learned in the course.