Golden Rules For A Great System

At its very core a productivity system must check 3 main points:

  • Searchable: find anything in 5 seconds or less
  • Easy to set up: the simpler the system the easier it will be to set it up; aim for less than one hour
  • Easy to maintain: don’t add complexity as you go, instead try to remove layers.

@ang301

Time Management

MORE IDEAS FROM THE ARTICLE

They are frameworks that ensure everything fulfills the tasks required.

For example: using a shopping list, so you won’t forget what to pick at the supermarket. Some use apps designed for that purpose, others go for pen and paper. Everyone is trying to get the same output - remembering what to buy at the supermarket. 

Your system must mimic how your brain searches rather than setting up a new task that you must learn. This way, it will be easy to adopt, adapt and you will continue to use it in the long run. 

You don’t want to spend time thinking about a system and setting it up only to stop using it. Or – even worse – make you do additional steps every time.

What pain are you trying to solve? It could be spending less money, making decisions faster or eliminating decisions at all. Whatever it is, make sure you know it: you will build your system around it.

The bigger the pain the more you will use your system.

When setting your system for the first time you will need to process everything going backwardcategorizing and filling all the items that will be in your system.

The easiest hack is to follow the 80/20 rule: Focus 20% of your efforts on 80% of the items so you clear the way to work on things that demand your attention. Those are the 20% of items which are the really important ones.

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RELATED IDEAS

Fishbone diagram
  • Identify the main problem (effect) and write this in a box center left of the page. 
  • Draw a thick horizontal arrow pointing to this box - the head and spine of the fish
  • Then brainstorm categories of causes that could lead to this effect. 
  • For each of these causes, draw a line branching off of the main arrow

Works for: marketing, manufacturing or service industry for product design and quality defect prevention.

10

IDEAS

  • Use the way to organize that is most comfortable to you, be it pen and paper or an app.

  • Saying No, and not committing to others as a habit, can be a powerful organizational tool, freeing you up from obligatory work, which clutters up your day and your focus.

Prioritizing tasks at work involves getting all your tasks and commitments in one place.  Take a piece of paper and make a list of everything you need to get done. Questions to help you:

  • Do you have commitments to others like your boss, partner, kids, or clients?
  • Do you have anything you need to submit? 
  • Do you have any financial tasks that need to get done? 
  • Do you have any planning that needs to get done? 
  • Do you have any administrative tasks? Legal, insurance, staffing, or training?
  • Do you have any professional development tasks that need to get done? Training, areas to research, skills to develop, books to read or study, or classes to take?

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