Productivity

For non-zombie days, I came up with a simple time management system that has greatly helped boost my productivity called the 1-2-3-4 System. It integrates easily with the traditional Bullet Journal Daily Log and focuses on building momentum.

Construct a Daily Log with four signifier columns. The first column is used to mark quick or easy tasks (group 1). The second column is used to mark cleaning or tidying tasks (group 2). The third column is used to mark lengthy or difficult tasks (group 3). The fourth column is used to mark fun or relaxing tasks (group 4). For all tasks you rapid log, put a mark into one and only one of these four columns (I use a checkmark).

Why do you need to do the four tasks in order? Well, it’s psychological. First, you do a quick or easy task. These are the best for getting yourself going when you have very little motivation. After finishing that, you have built a little bit of momentum. Next, you do a cleaning or tidying task. These are a little longer but don’t require much mental energy, and you feel a sense of satisfaction when your living or working environment is clean (well, I do!). So when that’s done, you have a lot of momentum built up -- time to do a big task. Now, you tackle a lengthy or difficult task since you’re at peak motivation. Once that’s done, you feel great but physically or mentally exhausted. Finally, it is time for a fun or relaxing task as a reward before (optionally) starting a new chain.

X = Task Complete > = Task Migrated (A task that's been moved forward into the nextMonthly Log or a Collection) < = Task Scheduled (A task that's been moved backward into the Future Log)

Context: “What could you possibly do where you are, with the tools you have?” Time available: “How much time do you have between now and the next time you need to do something else?” Energy available: “Which items do you have the mental and/or physical capacity to tackle right now?” Priority: If there’s more than one item left, use the “6 Horizon Model”––which I’ll touch on below in the section “Why bottom-up is better than top-down“

Level 5: Life––as in life purpose and life goals Level 4: Long term visions Level 3: 1-2 year goals Level 2: Areas of focus and responsibilities Level 1: Current projects Ground level: Current actions

David Allen argues the opposite. He posits that when the nitty-gritty, everyday, ground level stuff is out of control, trying to zoom out to big-picture stuff is pointless and futile––and I agree.

Context: “What could you possibly do where you are, with the tools you have?” Time available: “How much time do you have between now and the next time you need to do something else?” Energy available: “Which items do you have the mental and/or physical capacity to tackle right now?” Priority: If there’s more than one item left, use the “6 Horizon Model”––which I’ll touch on below in the section “Why bottom-up is better than top-down“

David Allen is pretty consistent in his conviction that your intuition will guide you appropriately. Look at your list, and your mind already knows which is the best and most important, so listen to that. However, he recognizes that not everyone feels that they can do that––at least not yet––and so he provides three frameworks for looking at and determining priority.

Level 5: Life––as in life purpose and life goals Level 4: Long term visions Level 3: 1-2 year goals Level 2: Areas of focus and responsibilities Level 1: Current projects Ground level: Current actions

This is one of the places where the GTD system truly shines. As David Allen explains several times in the book, to-do lists are often full of items that we can’t actually do. So they sit there, mocking us. We allow ourselves to feel overwhelmed, never realizing that the reason it all feels impossible to tackle is because it is. In its current form, anyway.

Alright, so you’ve determined that you want or need to take action on this item—awesome! Now it’s time to get clear on what the item will look like when it’s finished. What circumstances need to be met in order for you to check it off your list?

Historically commonplace books are one of the oldest and most influential structures in the note taking, writing, and thinking space. They have generally been physical books written by hand that contain notes which are categorized by headings (or in a modern context categories or tags. Often they’re created with an index to help their creators find and organize their notes.

Family. Are you participating in your kids education as much as you would like to? Do you care about maintaining your relationship with your partner alive? How long has it been since you shared some time with your parents or siblings? Friends. Do you keep in touch with those friends who are now living somewhere else or is it that their rhythm of life doesn’t help spending some time together? How long has it been since the last time you called them? Personal development. Are you happy with your abilities in general, with the way you interact with people, with your role in life? What would you need to do to improve? What would you like to do to grow as a human being? Leisure. Is there time in your life for amusement and entertainment? Do you get enough rest? Do you travel? Do you save time for your hobbies, and things that make you enjoy? Health. Are you a dynamic person, are you in shape? Do you take care of yourself? Are you eating healthy? Do you exercise? How do you feel? Finance. Are you aware of your economic situation? Do you save enough money so that you don’t have to worry about unexpected things? Do you invest in your future? Is there something you need to change? Society. How do you like helping the community? What can you do with your actual resources? Donations? Volunteer? Spiritual life. Do you save some time for yourself and to meditate? If you practice any religion, are you happy with your level of involvement?

Ground: Calendar/actions

Horizon 1: Projects

Horizon 2: Areas of focus and accountability

What’s your job? Driving the creation of a lot of your projects are the four to seven major areas of responsibility that you at least implicitly are going to be held accountable to have done well, at the end of some time period, by yourself if not by someone else

Horizon 3: One- to two-year goals and objectives

These projects include anything from “look into having a birthday party for Susan” to “buy Acme Brick Co.”

Horizon 4: Three- to five-year vision

Horizon 5: Purpose and principles

What is the work you are here to do on the planet, with your life? This is the ultimate bigger picture discussion. Is this the job you want? Is this the lifestyle you want? Are you operating within the context of your real values, etc.?