Motivation Daily by Motiversity - THE 1% DO THIS EVERYDAY | 5 Steps to Getting More Done in Less Time | Try It and You Will See!

Episode Date: November 3, 2022

5 Steps to Getting MORE Done in LESS Time!Special Thanks to Cut the Crap Podcast and David Allen. Video/audio edited by MotivationHub.Speakers:David AllenRyan CaliguriMusic:BorrtexMattia Cupelli Hosted on Acast. See acast.com/privacy for more information.

Hello listeners, Motivosity is excited to share that we have launched a new podcast called Morning Motivation by Motivore. If you are looking to start your day with positivity and the most uplifting motivational audio, this is the show for you. For today's episode of Motivation Daily by Motivority Podcast, we are sharing a recent episode from the Morning Motivation Podcasts. If you like it, go follow the show. New episodes are being released every week. The link is in the description. Getting things done is not so much about getting things done. It's about being appropriately engaged with your life and your work

so that you're totally present with whatever you're doing. You know, it's not about gaining more time. You don't have more time. Everyone from you to me to Mark Cuban, you know, Elon Musk. We all have the same amount of time. but it's creating room in your day to get more accomplished. Getting things done. The art of stress-free productivity.

This system, while it does take time for you to dedicate yourself to, it takes discipline to follow it, it doesn't take a whole heck of a lot to get going on it. So by going through each of the five steps now, we're going to better understand what the GTT system is about. Capture. Capture all your tasks, all your ideas, reminders, and more using the collection tools. So, as we all know, our days are constantly under attack by different competing priorities,

different emails, text messages, people walking in on you in the office. Capture process is absolutely critical, and it's initial. That is, hey, anything that has your attention, anything that is potentially relevant, potentially relevant. It's the idea, oh, I might want to, oh, I should, oh, I got it, or whatever, that you need to capture. Anything that has your attention that you might need to decide or do something about. And that means little things, big things, personal things, professional things.

Most people only want to make a to-do list of the most important things and not realizing that if you don't give appropriate attention to the cat food you need, cat food will take up more of your psychic bandwidth than it should. So you need to be equally accountable to yourself to capture the little things, the big things, the anythings. A lot of people make the mistake, most people make the mistake, I'm thinking, in order to capture it, I have to organize it. No, you don't.

Just write it down. Just like taking meeting notes. If you're ever in a lecture or you're ever in a meeting and you're just taking notes. Don't let it sit in your brain, whether it's, you know, I got to do the laundry, grab cat food, dog food. You know, I got to finish this report. I got a big presentation on Friday. It doesn't matter what it is. Get it out of your brain.

Get it on paper. That's step one. Capture. So step two now. Clarify. So empty all your. your collection tools weekly. So now that we have collection tools in place, again, whatever it is, pen and paper, you got a notepad on your desk, you have something on your phone. So we have

our list. We have to empty it off. What's the thinking I need to apply and the decisions I need to make about what the nature of this email is, the nature of these meeting notes, the nature of this note I jotted down last night that I can barely even read, but it might have been important. What is that? Something that you have any commitment to actually move on or do something, about. And there are three types of things you don't. One is just trash stuff. It's like, oh, that's a dumb idea, or I don't need that email, or now that I've seen it, I don't need it. And then you have stuff that I just need to keep. There's no action on it. And that's reference material. And then you have stuff that you might want to move on, but not right now.

And that's the on hold incubate category. Then if it said, oh, no, there is an action I need to take about this. Then a real, real critical decision is, well, what's the very next action? If it is actionable, what does action look like and where does it happen? What's the very next step you would need to take to get closure or clarity or finality on whatever this thing is? Is that an email to send? Is it a conversation to have with somebody? Is it something to buy at the store? What's the very next physical visible action?

So that needs to be decided about anything that is actionable. But then you have the option of either doing the action. Once you figure out what the action is, you can do it in less than two minutes. You should do it right then. If it takes longer than two minutes to do it, don't do it right then. ask yourself, are you the right person that is? That's a delegate. One other thing you need to answer is,

will one action finish whatever this commitment is? If not, you've got a project. Even a very small project, but then you've got two things to really clarify by actionable things. What's my desired finish line on this? And what's my very next action? If you've made that decision

and then move to step three where you park these things in trusted places, then that will get this stuff off your mind. It'll also, that's how you empty your index. This is all a part of understanding the system and all a part of making you more productive. So now that we have emptied all of our collection tools, we need to put them in the right places. David, help us understand the organized stage. Organized it says once you decide what this thing actually is, is it reference, is it trash, is it an on hold?

And I can't do the action right now. Where do you park those? Well, you want to park those where you see them at the right time and place. You decided what these things are. You can't do them right then. You need to park reminders in a place that you trust you'll see what I need to do. I may not go do. You don't need a real complex system.

You do need a system that will let you put things in the appropriate mystery here. You do need a project list. You know, I've got a list of 25, 30, 35 projects right now that I've got. I have that all in one list. And then all the next actions about all these projects as well as any single actions are listed in several lists that I've just over the years discovered. work for me. It's a computer, stuff to do at home, errands to run, stuff to talk to people about, and stuff I'm waiting for to come back from other people. And so you don't need very many,

but it is nice once you've sort of clarified what the work is, what these actions are and what the projects are, that you park those things in appropriate places that some part of you trust, you'll see it's the right time. You're dealing with a whole bunch of different tasks. You have a number of emails you need to, you need to respond to. You have a couple projects on the go. You have a couple meetings coming up in the next little while that you have to book.

How would you then organize all those tasks as part of the GTT system? Over the years, what was popular about GPD was the idea of creating reminders by context, not some big amorphous list of things that combines errands to run and stuff to buy at the store as well as

things to talk to your spouse about it. If you try to put all that on one list, you'll blow a fuse. So given how many actions people have is creating some sort of a subset of categories that you see the right things at the right time you know that that's that's really all you need and it doesn't have to be very complex it needs to be as complex as it does given how complex your life is step four which is reflect reviewing your system frequently so if you have a good and you know compact and intact external brain system then reviewing that regularly is the one that's going to sort of hardwire your intuitive intelligence

to be making good judgment calls, you know, moment to moment. You don't have time to think. You need to have already thought. You need to have already sat down and looked at all this stuff because the world's going to come in us so fast, so quick. You don't have time to think. You need to have already sort of hardwired internally your priorities and kind of what's going on and seeing your world.

Engage. Selecting what you should do based on situation and priorities. So in this final stage, things actually get done and you use the four criteria that we should consider to help us in selecting what. needs to get done. As practice of this and reviewed everything, at that point, your decision about what you do is going to come from a much more trusted place. And here's a big secret, Ryan, and I'll share

with you. Getting things done is not so much about getting things done. It's about being appropriately engaged with your life and your work so that you're totally present with whatever you're doing. Hit a golf ball from or fire somebody from them is when you're present, when you're totally present. So the whole idea of engage, engage in a trusted way where do you put your attention where do you put your activity right now because that's the end result of anything any of all this self-management stuff is to feel comfortable and confident Ryan that you and i talking to each other right now is exactly what we need to do given all the other options that we have on the planet now there are several factors that go into prioritize the first of all

what can you do where you are you know if your phone's dead because you got no bad or you can't make any calls you know so i don't care how important the call is you might we're going to want to go charge your phone and go borrow somebody else's. But you can't do it if you can't do it. So the first limitation is, where are you? How much time do you have? You have a commitment in 10 minutes to be somewhere, and you don't want to pick something that's going to take you 20 minutes to do.

I don't care how important it is. Take a 10-minute thing. And then how much energy do you have? Are you fresh or you toast? Do I do stuff I've already figured out I should do? Do I do stuff that's new that's coming at me right now? That may be more or less important than whatever I thought I should be doing and I need to handle that right now.

Or do I need to spend time actually doing the GPD process and clarifying the new incoming stuff so that I've got a good inventory? So the threefold nature of work, doing defined work, doing work that's undefined and unplanned as it comes at you, or defining your work, which takes at least an hour a day

for the type of incoming email and notes and all that stuff just to keep your external brain current and keep it present and to keep it up to date? Then all of those factors come in, and then you have all the six or wrong, of commitments you've got. Why are you on the planet? What's your vision of wild success? Five years or not. What do you need to accomplish in the next 24 months to make that happen? And by the way, what are the things you need to maintain to make sure you've got a healthy body and a

healthy enterprise? And by the way, what are all the projects you need to finish about all that? And by the way, what are all the actions that you need to think about all that? Those are my six horizons. I really identified that we have all these levels of commitment. So it's pretty, most people have much more complex life than they really realize.