- File management
- Time blocking
- Cleaning up your email inbox
- Organizing and prioritizing notifications
- Selecting apps to help you with task and time management
- Filtering email messages and paperwork
Skill Level Appropriate for all
- [Tutor] Hopefully by now, you have a solid understanding of how the GTD system works and how you can use it to more efficiently tackle the right tasks and projects, because staying focused and productive is much more about knowing what not to focus on. In this lesson, we're going to take everything you've learned about organizing your tasks with GTD and dropping your tasks into a calendar, there's nothing worse than realizing at the last minute, that you only have a day left, before your deadline, but you have three days' worth of work, that's what leads to sleep deprivation and burnout.
I'm going to show you how I stay on task and avoid crazy periods of crunch time. We're back here in OmniFocus and since the last time, that we've done a GTD lesson in OmniFocus, I have done a little bit or work and I've added some more due dates, so we talked a little bit about this Forecast view, so when I go back to the Forecast view and I see the date that we initially added in the last lesson, it was about emailing mom, but now we go into the future or if we go into this view mode and say that we want to see a month, instead of a week, we can say that on Tuesday the 29th, I have added four tasks, however here's the problem, this is just OmniFocus, this isn't actually looking at my regular calendar, so if I bring up my regular calendar, Tuesday the 29th is already pretty busy, I have a Skype call with Bill, a Skype call with Mom and I have to go to my daughter's dance recital, I'm not sure I can get all these tasks done, so it's very important, when you're putting all of your tasks into a Task Manager, you realistically understand how much time you have available to get something done, so I can see that from Monday the 28th until Wednesday the 30th, I have quite a few things that are going to be pulling at my attention, but I can see that on Thursday and Friday, my calendar's wide open, so maybe I need to rethink when I want to do some of these tasks.
Here's how I separate appointments and actual things, that I need to be present for versus my tasks, so what I'm going to do is actually create a new calendar, so what I'm going to do is I'm going to add a new calendar, so I go up to File, New Calendar and I'm going to call this calendar, Zack GTD, 'cause these are the things that I want to get done, but they're not necessarily appointments or things that have very specific due dates or other people rely on me.
So I add this calendar and now what I want to do, I usually do this on two monitors setup, so I don't need to create all the screen real estate, but I'm going to move this on half my screen, so you can see what I'm doing, move this on half my screen and I'm going to go to that busy week, that I had with all of these tasks, I want to make sure that this calendar is selected and watch what I can do, I can go through my tasks here and I can say, hmm, water office plant, you know what, that's not that pressing, let's make this a task on Friday and look what happens, my task now becomes an actual block of time on the calendar, listen, ambition is great, but ambition sucks without a calendar, nothing ever gets done, so what we want to do is actually make it real, we want to plan on it, we want to see that task in advance, so it's probably not going to take you an hour to water office plant, so we're just going to make that 15 minutes and I see all these things that were on the 29th, but we already know the 29th isn't going to work, so let's move these to the 30th instead and the only thing that kind of stinks is that you're going to have to change the due date in here as well, this is what's going to ensure, that you don't overextend yourself on any given day, so call the insurance agent, I'm going to put that on Friday, 'cause Friday's an open day, I probably only need half an hour for that and then I can go through these other project tasks, that I have and especially the flagged ones, 'cause these are the tasks I said I wanted to get done this week, but I didn't assign a due date, now I'm going to go one layer deeper and I'm going to show you how I actually manage my calendar and my tasks, because right now, we're doing this with four very simple tasks, but imagine that for one project, let's say that I go to my project Trailer B, let's say that Trailer B has 15 different tasks, all varying lengths from five minutes to two hours apiece for one specific task, I don't want to try and fill an entire weekly calendar with 100 different individual tasks, that's madness, so let's just delete all of these, remember we don't want to delete the blue ones, because those are my actual appointments, but the GTD calendar, all that stuff is very malleable, so I've deleted all those and let's say, like I said, I have a whole bunch of tasks for Trailer B, all I have to do is drag my entire project and I can see Thursday is open, so I want to dedicate four solid hours, all I'm going to do is Trailer B, so as you can see, it is really important to have a better understanding of the full volume of tasks, that you have ahead of you for any given time, otherwise you're going to inevitably have too many tasks to do with too little time, burn yourself out, not sleep enough, not eat well and then all of a sudden, you're going to be burned out.
Q: Why can't I earn a Certificate of Completion for this course?
A: We publish a new tutorial or tutorials for this course on a regular basis. We are unable to offer a Certificate of Completion because it is an ever-evolving course that is not designed to be completed. Check back often for new movies.