Plan and achieve goals with a daily productivity process using tools you already know | Paritosh Pundir | Skillshare

Plan and achieve goals with a daily productivity process using tools you already know

Paritosh Pundir, A productivity hacker

Plan and achieve goals with a daily productivity process using tools you already know

Paritosh Pundir, A productivity hacker

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11 Lessons (30m)
    • 1. Introduction

    • 2. Process 1 - with Notion

    • 3. Process 1 - with Trello

    • 4. Process 1 - with Google Docs

    • 5. Process 2 - with Notion

    • 6. Process 2 - with Trello

    • 7. Process 2 - with Evernote

    • 8. Process 3 - with Notion

    • 9. Process 3 - with Trello

    • 10. Process 3 - with Google Docs

    • 11. The best tool

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About This Class

In this class we will discuss some of the methods for project management, it can be your client's project or your personal project. With that, we will also implement the process to manage your daily and weekly tasks and how you can keep a check on your goals.

We will be using, Notion, Trello, Google Docs, and Evernote to apply all the process. These process can also be followed with a simple pen and paper.


The main idea with this course is to build a strong productivity process and not rely on tools. Even if the tools you use have limitations, you can still work around it and build a strong process for yourself.

When you manage your side projects or your dream project, that is not the only thing you are working on so we talk about the process which allows you to organize them with your existing tasks.

Meet Your Teacher

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Paritosh Pundir

A productivity hacker


I fell in love with the internet at an early age and since then it has been my teacher, guru, and the medium from where I learned most of the things. I am a keen observer, productivity hacker, technology evangelist, and working to apply my learnings to create products that enhance the quality of life.

I have worked for 3.5 years as a Lead UX/UI Designer and headed the technology division for the regional office. Started my career as a freelance full-stack developer and worked with many clients around the globe. I have been working with web technologies for the past 7 years, and now I believe it is time to give back to the web; I am doing that by building technology tools at my own company DoRemember and sharing my knowledge.

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1. Introduction: hello and welcome to the class. So we are going to talk about productivity. Hello and welcome to the class. So in this class, we're going to discuss how to organize all the things that you need to do. How to stay up to date on those tasks every single day on how to set goals. If you are an individual, if you're hurting. If you work in a team, you'll find this course interesting because it allows you to be flexible in terms off how you organize things. You don't need a specific tool. They want to try five or six tools and how you can use those stools. Toe follow a process, which is the main focus of the scores to try to focus on the process and how you can put those stones into your process will try every tool on. We'll try how they work in for for certain scenarios. By the end of the scores, you will have a good idea how to utilize these tools. What type of projects. So it is best for you if you have a dream project that you want to work on, but finding it difficult to keep yourself organized. This is going to be the best solution to look for a process instead off a tool that can help you. So that's what we're going to try out on bond. So I am married 20. I am the founder off you remember Innovation Lab. We will productivity on mindfulness stools and Mr Building, I don't So they're not out there and will not be using one of factors. It's amusing all the goods that are already out there. Most of them are free and all of them afraid. But they have premium subscription. If you want to go crazy on that, so let's get started. 2. Process 1 - with Notion: So this is notion, and this is how I have been managing projects in notion. My personal favorite for managing projects is definitely Drell. Oh, but recently have been crying a little bit different with notion, and I've been liking it so far, and I like its flexibility the way you can manage things in this. It's very different. That trail. Oh, much more flexible. So a have been trying a project in this, and it's been good so far. Most important part was I was ableto follow and take that process. Onda put it in, put it in the notion, and it works seamlessly like the way it will in trouble for me. So that was a big plus for me. So how I organize it is I start with the No Status Column, so no status column is where all the ideas are there. So I am unsure about the items. Are anyone in the team? They have an idea, but we're still unsure, not finalized, that it needs to go in the product or not. That's something that we put in no status and once everything is finalized, so that moves to know not started, so not started is something that reno it to finally task that needs to be in the product. So we added, There we put in details and make sure that if you are individually working on it, it's good for us where to look back in it. If you're working in a complex project, it's much more easier to read the documentation and things what you've written down and understand the requirements from that you might think as as an individual, it's not very important to document, but in the longer and it is really helpful, and it will help you understand the project. Even better So and if you're working in a team, there is no brainer acted as very beneficial because other person can understand and pick on the cast without even maybe coming back and asking you what it is all about. So that's a big plus. So once we've finalized that, this is this is it us? So they go into a process where in progress means when I start working on a task or anything, member starts working on it as the first thing they need to do is move that task toe in progress on a given day you can actually see in this board and see who's walking on what. So if you're a freelancer or if you do any kind of client work, So this is this could be beneficial off thing for your client as well to see so that acts transparency and plant would not have to annoy you and ask you what? What are you working on today and all that? So once something is done, complete is where it goes, and if there is a buck, it cause in bug. So I usually prefer having bugs in the project flu. There might be a bugs that might interfere with the progress of the project, so I always make sure that books are in indeed a park, and they are there for everyone to see and if maybe I don't have enough time. But someone from the team can pick that up and maybe we'll conduct so I find having bucks in the process flow is really important. Make sure you put in all the details how you replicate it. If you're especially or working in a team, make sure you do that on DA also, if you have ah, if you have ah solution for that. Just write it down. Maybe you'll forget when you come to it. Just make sure you write down. That makes it much more easier toe solve problems in back. So you add all that information. Notion gives you a lot of functionality. It is very different from usual nor taking application, which just work around with text in ah, word processing style. So this usually works in blocks, so every line you put in in notion, it's a block, and you can transform that block into different items like you can make to choose whether you can change it into a heading. If you're working on a development centric present, you can change it into a court snippet, so there's a lot of flexibility in terms of how you managed or contained, which is a very good thing. Which notion allows you to do not only that you can easily break down tasks into sub tasks , which makes it easy toe work on, and we can assign it to team members. Think of it more like you can even delegated to someone on. Maybe it's away toe. Help the team to be more accountable to each other. To do this, you can share your workspace with any of your team members. You can add them by email. They will get a notification that conjoined notion, and it'll be much more easier for you to add them for the next time. They will be available and drop down list, and you can easily and quickly add them to tasks. So this is my work flow. But if you are working in a more complex project, and if you have different teams working in different things, you can break this in tow. More smaller columns, like instead off, not started. You can have development you can have designed, and you can act us to them so the domain knows where specifically they need to look for, to find out their tasks. That could be a beneficial thing. And if you're working in a very complex project, having an ability to tack things is much more prominent, so you can act bags as well, which is which allows you to be much more flexible in terms of searching your tasks and even filtering out information, so it's easier to access the information at the right time. We're using the right filters. So that is their onda. And if you want to keep track of deadlines so you can add deadlines as well. The notion is a very flexible present. Management oh, are no taking our. It's a very complex tool to define, but it's it can do everything for you. So to get started, just click on this button and you will see a list of templates. But to get this workflow in place, you will need either pick road map, our tasks in issues so they look similar and they have the scan man style. So this is a campaign style project, management said. Your dragon drop items one after the other. It's a process flow. One important thing that the more information you put in, the better it is because I personally come back to projects after months of time and it becomes very difficult to understand what was going on. So it's much more easy when you're picking up picking up project after toward three days of break. But it's much more difficult when you're when you have a one month or two months break in between projects. So that is where this process flow really helps, and I've written down everything in detail in this, like every task has some detail information off what it was all about. And I have the workflow and have the process where I was. What was the last task I worked on? It takes time, but it helps me understand things much better then looking at the application or looking at the project and figuring out where I was. So this is my simple process off managing projects, and we'll look at other tools now and how this process can be implemented in those stools. 3. Process 1 - with Trello : So here we are in trail. Oh, we'll try to implement the same workflow and same process, create a new board limit project. The trail allows you to customize the boards. You can pick up a wallpaper and change a few things you can upgrade to. Premium actually want more wallpapers and more features, but we're gonna goto the bare minimum, and so we'll start with the inbox. So in boxes where I dump in all the ideas, it's just changing the names. You can still have no status, but in box is one of the things that you can do so in boxes where everything goes, there are five years, then not started bugs in progress and complete. So it's a similar workflow like waited, and this is what Jello is best for, and it's much more easier to manage such projects in yellow. You can even write down the details and what those columns mean. So, for example, you can put in inbox as the ideas and finalized tasks. Bugs are bugs than actively invoke and then completed out. You're done. Things so similar similar the notion. It is also easier to manage team members in this You can add as many people as you want, and then you can even ag labels. Here. You'll have to do a little bit a little bit extra effort, putting in the labels. So these are, in a way tags and the name it labels, so you can just name them, pick up a color and categorize them to find them and then ask them to particular tasks. And you can object. List checklists are the Trudeau's and the subtitles that you can organize and yellow. It is much more intuitive than notion, and its main function is to manage projects, so it is much more designed to have to does, and it knows that its apart. The studio is a part of this group, which is not possible notion. So that's one of the positives with fellow. And other than that, everything is there and you had you get this log off everything. What a team member are you do in this project? So one of the action that is taken two out that has managed there. So if you lose some information or if you, if someone accidentally delete something so it's all available and it's much more easy to keep track of things. So that's how you manage things, Angelos. Same workflow. Nothing different. But you must have seen how easily was to set up things in this and ah, a little different, but oh, very much similar. 4. Process 1 - with Google Docs: heavier in Google docks, and I'll be showing you how to organize it in Google dogs. So to save some time, what I'm trying to do here is I will show the process how it's done in Google Dogs. And then I will not sure you how it's done in Evernote, because Evernote and Google docks is quite similar in terms of how the projects can be organized with the same process, because Google dogs and Evernote are very similar in how you can organize them. So I will be showing you ever note in the next video the next section, the next process that will be talking about child do it in Evernote and not in Google Dogs . And that same process can be replicated in Google locks. So that's the idea behind it. So we'll save some time here on duh. Let's get started. So the only change there is there will be a little difference in the layout because we don't have that much horizontal space that we get in all those applications. You'll start with no status. So these are all the ideas that you put in not started tasks. The finalized dust will go in here as well. So let's down all the finalized tasks with sub tasks. Andi then moved to the top and create a table with three columns and then first is in progress. Seconds bugs, and the 3rd 1 is complete. I usually prefer removing the table borders because I don't like them, so if you want them, you can have them, then start putting in the information. One thing you can do is going to paid set up and pick up paper size, which is which has more space. So we pick up 80 and then that makes the page much more bigger. If you want to print it out somewhere, then it might be difficult. The front might seem a little different for you, so just keep Just make sure that you're following the same loud, but if you are going to print it out, don't change the paid size. Or maybe if you want to print it in a three, you goingto that we can still have a team members in the project. You can add comments to them and how and what to be done on that task that all information can be added in comments and team members can be assigned that those comments, and once that is in place, you can add descriptions also in progress and could play around with a little bit of your creativity and find different phone style or maybe foreign color. So the description so that especially distinguished acting members. So this is like you can be more creative with things. Once the team members are there, you can give them different colors. So when a task is assigned to a particular team member, you can just color a background color that task with that the team members color. So that makes it much more simpler and easier toe visually distinguish who is working on what. So this is how you can manage your project workflow in tools on this same style you can use in a sheet of paper, and if you want to print it out, you can print it out and do it there. So if you want to just do it on pen and paper, you can also tow that is created. Table off three columns on top. Try down the team members. If you're working in a team, Andi on the next page, or maybe on the on the bottom of the tables. You can write down the idea and define allies tasks that have. So once you move one tasks to the other, you check them off from are you just cross them out from one place to another place digitally. You can cut copy paste, but when you're on paper, you'll just have toe strike them out. 5. Process 2 - with Notion: here we are back with notion. So we will be managing our daily to do's in notion now. So how I manage it or how I try to plan it is I start with a plan for the week, and then I try to fill in the details. Sometimes things something's up lined, so I put in for the entire week. But at times you might be unsure about the tasks that I need to be put in. Are you not fully planned for the week? So I keep it flexible, so I might plan the entire week. I'm I just plan one or two days and then rest just follows up and be flexible about it. So to start, you just I need to goto this button new page. And here you need a template weekly, Zenda. Once you click on that, you get the weekly agenda. So I keep it very simple. So I try to differentiate my day into three slots. Ah, for every day. So I start with morning, afternoon and evening so I can do things before morning as well. So that's my time. Before breakfast, I I skip my milestone as my breakfast time so after break. First my morning starts. Usually it's around then, sometimes at nine ish, anything that I need to do before nine or 10 goes before morning. So that's where I usually read eso. Sometimes I write as well so that I just keep it in the to do list so that it's well organized. The reason for managing my day like this. I am not a calendar person. I tried following a calendar, but it never worked out. For me, that just became very difficult for me to manage, so I need to find another way of doing that. So I divided my day into three sessions morning, afternoon and evening, so that makes it flexible for me to manage my day. So if anything comes up in the day, I am not bothered by it because I know I have a huge chunk left for my things and I can move things around, shuffle things around and I can be a little bit more flexible with the actions. So the angle is not to finish the tasks when it was planning to finish, but to finish that task before the end of the day. So it's more important to finish the task in sort off. Just missing out on that time when it was, should yield. So that I mean this way just keeps thinks more flexible. That's my basic philosophy behind it. I woke on Saturdays and Sundays as well, so I keep it for I keep myself and Saturdays and Sundays plan so you can very clearly even weekend or something like that. But I would suggest that keep Saturdays and Sundays so that that is helpful. Keep one directory for archives. You condone all of the things that you have done, just move them to archive and the list is refreshed. For the next week, there will be times when you will find some tasks which were should yield. But you're unsure about them that you need to do it. Maybe next week. Oh, are. Maybe you're not certain about the time when you have to start with that. Just put them in a list which are outstanding items, or you can say unsure items. So that's how I managed the entire week. I have been very productive with this. It has really helped me to be productive. Try it out and see where it takes you. So if I end up with unfinished tasks in the day, they could be one or multiple tasks that are unfinished. What I usually in the 90 guests in any of what I do is I moved them and moved them to the next day's morning slot so that I am tackling them the first thing in the next morning. But sometimes those stars, they're complicated, and maybe they're not so urgent. So what I do is I'll just resettle them or move them toe any other they or maybe the way I organized the week. So I have particular days for particular things, so I move it based on that. So this is where you can create your own system, how you want to manage these unfinished us. You can move it to the next day, next day, some slot where maybe you don't have much to do. If it's a two urgent task, maybe you just stretch today and finish it off. So it's it's totally up to you how you want to manage those unfinished tasks. So I have been managing this workflow in notion, because notion already has a template for weekly agenda. So we'll be doing this in trailer as well. Let's get started with fellow in the next video 6. Process 2 - with Trello: so it's time to set up the same low flow in trail. Oh, so every Arian trail. Oh, and there are a couple of ways of doing that. I would suggest I'll give you my best what I prefer and why I prefer that way. But I'll walk you through both the ways of managing or organizing it. And Trillo Jello has its own way. It's not that much flexible than notion, but you can still manage it in yellow if you If this is your organization tool of choice, I would suggest take two trailer instead of searching a tool. So one is a very straightforward approach. You can break it down into months so you can even have this for an entire air. So week, one week, two week, three week for for the month off October and you can plan your tasks Monday, Tuesday, Wednesday, Thursday, all in that you will miss out on the flexibility off dividing them into morning, evening and night. So for that, maybe you can try writing if you like them. I don't usually prefer them. So what I will do if I'm using trail? Oh, so I would just reorganize the task and make sure that they're in the right order again. I descriptions and things like that. Those are things are very simple. The other thing that you can do is instead of managing it in months, you can manage it in weeks. So this could be a planner for, Let's say, October, and I'll keep the 1st 1 aside because that's an example. So we'll start with the first week of October and second week off October and then we'll start putting in tasks there Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, and maybe I can copy this. So once you copy that, you can easily just create one and then just copy them for the entire weeks remaining weeks as well. The problem with this approach is you cannot see all off your tasks in one go for the week , which makes it a little difficult toe navigate and having a bird's eye view off your entire week. The whole idea off this process is to have everything visible for the week. If you don't mind that, you can organize it this way as well. So one of the other problems that you will face is when you have tasks which are unfinished . It could be difficult to move task from one. They do other in the second approach. But in the weeks approach where you have the entire week altogether, it it makes it easy toe just move things out. So this is how you can manage things in trouble. 7. Process 2 - with Evernote: Now it's time to implement the same look flow in Evernote, all Google dogs, so I'll be using ever north. This time you can use the same waste that I'll be using Evernote toe. Follow the process in Google Dogs the last time we used Google Dogs, this time it's tone of Evernote. So this is Evan or blind document. The first thing that we need to do is just create a table off four columns and just spread them out and board the headings. You can style them like morning and be alot. Afternoon can be orange and even in can be purple so that they're all depends on you. What colors you choose. You have to spend a little bit of time in having the first layout ready, and then you can just copy paste all of them and we need more tables. So we had more tables for Friday, Saturday and Sunday. So once that is done, archived will be just kind of like a log for you. So you have to go. Once a task is done, you need to just cut them from your table and move them to our cave. If you want to keep track off what all you've done. But if you don't want to do that, let's absolutely find and even you're unsure. Tasks can come up here, so it's easy and straightforward to manage it in Evernote as well. The same procedure can be followed in Google. Dogs are plain sheet of paper. A notebook are anything that you can write on. 8. Process 3 - with Notion: So this is the final technique that I've been using to manage my goals. Thes are my long term goals. My short term goals, my weekly focus points have divided into two sections. So on the left column there is vision and the right column is Theo actions. So vision is all the things that are planning and then all the things that I need to be working on. So we start with the our daily goals. So this place is your mental notes, like I want to do this every day so that it becomes a habit also, that I'm just making sure that I'm working on it. So app is one of the things that I need to focus on broke on every day. So I have weekly goals have to finish, um, one of the apse that I'm looking on. Also, this skill share courts the wild time off recording. It's not done. So it's already in my week legal, and, uh, so you can write in descriptions as well. So, like daily tasks are all about. Make sure that I need to work on it. Even if I'm working just for five minutes and that then the monthly goals. So these are my long term goals. Not so long, but a month is related. Lee a long time to follow along on a certain thing, and you just miss out on things. My start on important commitments that you have to do for yourself. Writing them down is really helpful, and this is where I put it and make sure that it's done by the end of the month. You can keep your long term goals as well, and you can keep templates for certain things as well, in this notion also allows you to link your entire project. So this is the app that I'm working on. I already have a page that we discussed in our previous video for for this application, and I can link it here as well so you can even have things like your travel plans in here. So the left column is your vision and all the things that you need to do on the right is your actions, and all the achievements go at the bottom of the list. So all the things that you've done, you just move them down toe achievement list. So this is sticks scare off their end I a week and what other things that you need to focus on and all the long term goals. I keep my days like this, like Monday. I keep it for social media and roughly planning my day. Tuesdays I record and I did the podcast. I am working on the app every day. Wednesday is there's a block pose that I need to work on. So this is make sure that I am on track with things on, and even if I miss a week the next day, I can easily come back to it and see. OK, this was something that I was working on on this particular day, and that's what I need to do. So it's much more easier toe fall back and come back to a should do when you have something like this already in place, so many a times. What happens is I start with a plan that I'll be writing two days in a week. But after a few weeks, I am just all over the place and I just forget what I was working on, and it just it was a habit for two weeks and then told for fifth week and a few months later. I am no more in that zone to write two posts every every single week. So this is where this template helps you. You can always refer back to it and come back and that flow back again. And if one if you miss one week, the next week is already ready for you and plan for you. So this template has really been helping me. I hope it helps you. So let's try to implement this and other tools as well. 9. Process 3 - with Trello: It's very straightforward and simple to manage the strategy. Andrey Low creating new board and start with your daily goals, weekly goals, monthly goals and others so others can be. Your child lands some conference that you have to go toe. Just write a book and future to get married. Or maybe you have to say for something. So that's that's where your others come. Putting your weekly goals part in your monthly goals and then start adding columns for your days. So Monday, Tuesday, Wednesday, Thursday, Friday. So this is where you put in what all things that you'll be doing in those particular days. For example, Monday's for blogging, recording podcasters Tuesday and editing and publishing the podcast is Wednesday, then block Post again and a card podcast ended podcast. So that's how the entire week is going to be. And then I can fill in details and to lose if I if there is something that I need toe put up in detail so that all is available. So this is how you can manage your goals, long term and short term goals in fellow 10. Process 3 - with Google Docs: it is even more easier to organize this structure off your goals in a document. So you just need to create a table off two columns. And as always, I preferred it without the colors without the borders. So I removed the borders. Just make sure that vision in action or headings and then subheadings as daily and then put in the tasks in daily. That's your daily goals and weekly goals. Put them as list and put in your monthly Gore's. Then focus on the Week Focus section and put in all the days. So Monday, Tuesday, Wednesday, Thursday, I'll go there. You can be a little bit flexible if you want toe put up, um weekdays and start off Saturday and Sunday and then put up all the things that you would be doing in those days so you can put all the things, and once that is done, just make it a little bit more prettier. You can change the style of the lists. Just highlight a few things just to make them pop out and just give you a visual visual cue on the importance of weekly goals are important and urgent. Suspect them, read on monthly goals are like important to make them green things like that that you can do weaken James D heading text or adding color. And so this is how you can easily implement it. And in a similar way, you can also implement this on a sheet of paper. Ah, if you have a journal, it'll be a very good way are very good place where you can put all of these things. 11. The best tool: one of my favorite and most preferred productivity tools is pennant paper. So all processes can be implemented using a simple notebook to help you be more organized and productive. So these methods seem to be working well for me, and I hope they help you in some ways. Do leave your comments and suggestions on how we can build an even better process to stay more productive. Thank you for watching.