Setting A System For The First Time

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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Ultimate Personal Management Systems

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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.

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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.

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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. 

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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.

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Is a linear method of taking notes that proceeds down the page, using indentation or bullets to denote major and minor points.

Pros: it records content relationship in a way that is easy to review.

Cons: difficult to go back and edit information written in this system.

Works for: recording terms, definitions, facts and sequences, when taking notes on slides or readings.

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The Ultimate Guide to Note-Taking

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The wall of fame for the best time management techniques  

The wall of fame for the best time management techniques




Based on our research, testing and opinions of productivity experts, here are the best time management techniques you need to know:

• SMART Goals

• The Eisenhower Matrix / The Eisenhower box

• Kanban Board

• Do Deep Work / Avoid Half-Work or Shallow Work

• The Pomodoro Technique

• 7 Minute Life

• ABCDE

• Do it now

• Pareto Analysis, 20/80

• Rapid planning method‍

Now let's dive deep into each one of them.




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The Ultimate List: 58 Time Management Techniques & Our Top 10 Picks (with mindmap) | Spica International

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If you spend more time planning and organizing than doing, it's time to shift your focus. Don't waste your time searching for "the perfect organizational system".

Instead of focusing on perfection, establish simple habits and easy-to-do routines that get more done. You will get better over time.

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A time management coach's surprising advice for the overly organized

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