Productivity Masterclass - Step 3: Collect All Your To Dos | Meike Hohenwarter | Skillshare

Productivity Masterclass - Step 3: Collect All Your To Dos

Meike Hohenwarter, Business Coach. Video Creator. Online Instructor.

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5 Lessons (31m)
    • 1. Intro: Productivity Masterclass - Step 3: Collect All To Dos

      2:09
    • 2. The More in Your Head, the Less Done

      2:31
    • 3. Collect All Your To Dos

      17:30
    • 4. Software Tip

      5:30
    • 5. Skillshare Project Step 3

      3:34

About This Class

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I will show you in 7 simple steps how also you can bring clarity to your inner and outer chaos! This class is on step 3: Collect All Your To Dos

This course helps all entrepreneurs

  • to get ahead of their every day to dos
  • and have clear priorities on what to do
  • and to develop a simple system in order to see the greater picture
  • and thus to work efficiently on the most important task (at any time)

A clear desktop and a clear mind are the direct consequences of this simple system!

- and lead to more leisure time and improved usage of all resources

This course addresses entrepreneurs but will also be of great help for employees or students and the like.

Step 3: Collect All Your To Dos

We all have so many things in our heads. We are busy and stressed because we cannot even remember our full to do list, but still know it's lots. This class helps you, to find a system to collect all your To Dos in one place.

Transcripts

1. Intro: Productivity Masterclass - Step 3: Collect All To Dos: Hello and welcome to my productivity masterclass. It's a program in seven steps, and my name is Mikey Hoon Bata, and I'm very productive. I would say I'm very active and them very creative at a lot of online courses and other online product. I do a lot of business coaching, and I'm also an only mother to my two Children. So often people just ask me, How do you manage? How can you do all these? And sometimes they're asking me if I have some time management secret they don't know off. So it's an answer to this question. I started to record some courses on productivity. The 1st 1 is from vision to reality, where it shows you how to set in the chief goals than 1/2 a time management course. And now we're in the productivity course, and this is a seven step program, and you can find all these courses on this platform. So what will you learn here about this Productivity? Productivity is all the things that keep you busy all day, and it doesn't matter if you're employed or if you're self employed or if you're a student or maybe just mother to some Children, All of us have so many things to do, and we just seem not to have to keep on track with them. And I help you and the other show your seven steps how to make life easier. Okay, so what will you be learning in step number three And step number three is about finding out what exactly you have to do. For many people, it seems that there's lots going on in their hands. They have lots of things, and then no, they have to accomplish a lot of things, but they feel stressed all the time because of that. But they can't even remember all off them because someone noted there and so much other them there, and it just seems overwhelming. So this chapter is all about collecting you to do so that you have some major list where you can get it from the first, get everything all the information, what there is to do and how to collect it and enjoy 2. The More in Your Head, the Less Done: Okay, so we're already ready for the next step. It's step number three in our seven steps to more productivity. And this step is collect all two DUIs. So what do I mean by this? Um, they would Ellen shows it in his book getting things done, and I want to grow something. He says in the beginning, off this chapter about collecting, he says, Usually the things that people have in their hat and Pete that people really do is in inverse proportion. Soto express it easier. The mortars in your hats, the less you do. And why is that? How comes? And he is also comparing your your brains, you everything that isn't your hat with the ram memory of a computer, and I just can't tell you about the subconscious. You can keep quite a lot in your subconscious, but your conscious mind can only keep some items of information. So what happens if you just stumbled over all your things to do? And they just cross your mind and you think, Oh, shoot. I shouldn't shouldn't forget that. And I should do this in the shoe to this, and usually they cross your mind when you can't really do anything upon it, and your brain doesn't know any past or future. So what your brain things is that you have to tell them all the time that you have to do them continuously, and it's like juggling and trying to keep all the balls in the air. And so it's more and more and, yeah, there's just a certain overload in this overload leads to you feeling completely trapped in your hamsters. Well, I have so many things on my agenda. I don't even know how many things there and I just have to keep doing. I have to keep going just to get a head off them one day. This is all you think, and one very important thing to do upon that is to have good systems. And I will be talking about system. It's later on, but one very main system has his own chapter, and it's the system off collecting on you to do so. Everything that comes in in any way that you have to collect them in a certain system, and I will tell you more about that in the next with you 3. Collect All Your To Dos: Okay, so we said We are all overwhelmed by all that stuff that we have are open ends are lose ends are open loops, however you call it and our subconscious things they receive UNM or or we know somehow that there is even more. But maybe this is what frightens us that we do not know where exactly the things are anymore. So we do not know what exactly to do anymore. So I said, your first thing to do is that you have collecting places, that you have specific places for all different kinds off incoming material and not 10 different spots where you collect it. Because what usually happens to in boxes is that they get that they become deficits that they are. There is no further processing, and now it's important that you understand that we have a place for everything. Everything that comes into your home in any way, um, has its place to go. But this isn't the place that it's meant to stay. David Ellen has the two minute rule, and I would even prolong it to 3 to 5 minutes. It's Hey saying everything that takes you two minutes or less. You should do right away, you should process it so you shouldn't even bother in collecting it somewhere. But process it all the way. And, uh, and processing is the next big chapter. We will be talking about processing in the next chapter. Now we're only talking about depositing it, giving everything a place red should be, but only temporarily. As you might know, in boxes, for example, tend to be a place for for sheets to stay for even years. And that's not what it's supposed to be. So processing is the next. Now we're talking about where to put things once they come into your house. And, of course, first of all, there's lots and lots of different kinds of sheets, all different kinds of letters and papers and handouts. So you get still, physical may like it's and you get handouts. When you are attending some some course or some some speech or something. You will get information from the kindergarten off your Children or from from some office, very have to do something. For example, you want to have apply for new passport or a new insurance or whatever, so they're still lots of paperwork. You will get lots of papers. And of course, bills often come in an envelope. Still, so months they get into your house because you carry them in? No, Because to come by main, the right way to go is into an inbox. So, yes, you should collect all the papers in an inbox. But this should really only be a temporary stay where it only stays for most. Some days. Suppose assessing should happen the best every day, but at least several times a week. So okay, papers come invite. Is it? Because otherwise you would put some papers into draws, you would leave some papers, may be in your hands back, and you would have other papers on your desk and some papers might be staying on your living room table. And so almonds home. So all the papers all coming toe one in books. My personal exception appeals. I happen, um, additional the two boxes actually to box system for my bill, which has been working for me for years and which is completely stupid. Easy, Simple as it can be. I just have two boxes for my bills. One boxes for all the pills. I still have to pay and the other boxes for all the bills I have paid. So the usual processes Bill Comey comes in by mail, for example. Also, if it comes for email level printed because I needed for my bookkeeping anyhow, and I put it in box Number one and there it stays. And when it my money transfers once or twice a week, I would go through it and we'll have a look What I already have to pay paying what conveyed and everything are paying will get a little mark on when and how I paid it. And then it just goes into box number two and in box number two are all the bills I have paid. Also, my my cash payments, all the slip circuit from from cash tasks, and I collect them there and then once a month or 20 my bookkeeping and I'm booking it and then it goes into the file for my text payment. So this is what I do with my oh, my bills and I do it for years and it's just a great system and all the other papers just go into one in parks one last time. I say it not to stay, but just to be there for the moment and to very soon to be processed. Yeah. And other incoming things are all the different notebooks. Every wherever you take notes. This can, of course, today also be, um, digital notebooks like like tablets or something like that, or still good old paper notebooks. So I, for example, like to write down when I'm in the seminar. I like to take this to start a new notebook, but I found out that I really look into my notes after the same. In our there are only some very special seminars. They're still look into it afterwards. Usually I don't need it, but I still love the process off writing. So I keep this thes notebooks in one box. And if I think that I still need the information from the seminars and 1/2 from here, but I have notebooks that I'm using on a very regular basis on a daily basis on these are three. I'm just telling you about my system. Your system can be completely different. I have to two big ones. A four with blank pages. All right. And these are my idea books. One is for the future, like future ideas. Very been. Something just crosses my mind when I wake up in the morning and half have an idea off something I could be doing in future. This is what goes in my sort of dreams book, my mind, my future ideas, which are not really ripe enough to Harvard. But Mitchell there and visual don't want to forget. And the other book is the book that that is accompanying all my my creative work. So, for example, if I'm just creating an online course and all all that, I find all the votes, all my mind, maps on how to develop the course and everything goes into that book. So it's my guiding my it just goes along. It's always next to me when I'm doing the course, for example, and I have lots off different colors in felt pens and the like to do it very cover food. So this is the second book is among two idea books and then have a smaller and a five notebook, and this I use off. This is just next to my desk, and I just use it any time I have to chop down something for the moment. Like somebody phones me the right down the telephone number of a person I might never want to phone after that again. Or if I'm just noting some colors before for no, I created the banner, and I just want to write Are the hex code or something like that? So just a quick, quick things. But I still don't do that on post its and stuff because I might want to come back to it, and it's easier if it's all collected. So anyway, you have that Just be aware that this is also all incoming stuff stuff you might be needing and might be looking for if you don't have it all in the same place. Yes, and the napkin from from some lessons before. Yeah, of course. This is also like nodes. If you do some quick notes, I often do that. I really loved to write down everything that comes into my mind because maybe it's a genius idea and and those evaporate very easily, so you have to be quickened writing it down. And if it's just a good title for something or whatever and I take, I also have written on napkins. I take any any piece of paper I can get. Yeah. Then today there's lots off incoming emails and you don't have it on Vondie Wise. You have it on 234 devices. So this is also something that you have to consider that these are incoming things. That this this is stuff. This is something to do, something to process. And, um, email is very important. So I want to talk about it Maurin in a future chapter. So I don't want to say too much about it now. Just that I found out that often people who answered our emails on their Mobil's have a big mess. And also, people have lots of email accounts, have a big mess. And yeah, you should be aware of that, that there could be a problem that you're missing on important emails and forget to toe email back on important issues. Some. These are all also things that come in that have to be collected in some way and that they have that have to be processed in some way. But as I said, there will be more that specific chapter soon. Assume afterwards. Yeah, the same with phone calls and also SMS text messages today. And, yeah, you have many people have a normal landline, if especially if they work in an office to And if you work in an office or you you have to luxury of having a secretary, you might also just get notes on Mr Mr X y said phones. And then, of course, even those who have a voice messages. So all that, too, is all incoming stuff that has to be processed. That has to be noticed. And that should have a clear way off dealing with it. Yeah. Then today we get lots off pictures and videos and you know, you you today, you don't take pictures with the normal camera you have. You take pictures with your with your digital camera, and then you take some pictures with your mobile phone or even with your tablet, and then you get some some pictures e mailed or via Dropbox, and so you get lots of pictures. But if you actually want to find some, it's often difficult. So really making nice albums. This one thing that you don't do that often in your life, and if you are like me. So just in order to be able to find the pictures again, you should at least open a document file in your computer and just name it photographs or videos and then just open open one document with the number off the year and maybe then this up sub file with them with the month and then put it there. So then it's a least not that hard to find. They're nice programs nowadays where you can really make finding pictures easier. But there's that costs. Some work toe. Have a good input to get a good output. So this is nothing for the quick fix. The Greek fix would be just having having fouls with the number of the year. And just putting the pictures is at least there so that you can find them button number off the year least telling this. Also, some people still have to good old paper calendar. Other people have it on their outlook, or Google look Helen. So they have it on their on their laptop or computer, and they also have it on their mobile phone, which is good with the's because this is not too different ways it's synchronized. So it's only two different possibilities to access your collender. And so you also should make it a happy that all that all everything that you may every appointment that you may, it should be in you killing the right away. And, of course, social media is also pain in the neck. There are, I think they're more channels every day, and then you have little If you're like me. You have clients who write you on Facebook and others, right? You on Skype and others on what's APP and others text. You and others email you? Yes, and my son asked me if I don't want to be on telegram as well and so on and so on so often the advices that you should should only use one channel. But this is easier said than done, because if you have clients and clients are used to decent that then of course, your arms of them on that channel. At least I do. But what I refuse is that if clients start using different channels like once, the text meant the next day they write me on Facebook and then they write me on Skype because of What can happen then is that I know I got this document from from my customer and I just don't know where. So I have to go through all my emails and through my Skype messages and so on. And this is really a pain in the neck, so at least that's that's my way of handling it. At least agree on Onley one specific channel where you usually talk with your customer. Yeah, why am I telling you all this? Why is it important? It's, um when I had my mind learning center, it was really funny toe watchman. When the school year ended and off May beginning of June, I was handing out papers on when the next school year would start exactly the date, and the parents would already get all the dates for the next school year and lots and lots of more information on when to pay and how to pay. And still, I got all these telephone calls, and they didn't only get the paper hand that they also got an email. And then they got the reminder, emailed in the middle of the summer holidays and so on, and still, in September, almost older parents phoned me or email me when. Thus the new school year started. What do we have to pay and stuff like that? And this is what I'm talking here. If you don't have a system for everything where it goes away, some someplace where it lives and some way how to process it from there, then you might know that you have got some some information, but you won't find it anymore because you don't have a clear way of going off processing it and off keeping it. And this is what you should start doing. This is the message on this, because otherwise it's also for your subconscious again, you know that there is so much stuff buried in this mountain off papers, you know that there's lots of important information. You don't know that there's lots of work in there, but they don't even their toe touch it anymore because it feels like minefield like a bomb . The whole thing and this is this is what causes this permanent stressed is thinking. I have so much stuff for my play. There are so many open loops, and if you have clear ways and how to proceed and tear places were to collect things. Then you can get much comma on that. And if you like to collect all everything that has to be done, everything that crosses your mind on posted stand go for it if you want to stick posted to your desktop or to your ball and and so on to it if you prefer to write it on small cards. So if you prefer to use vandalised Justin notebook atheists tend to it. But just with one way, don't put one information into your notebook and the next one unopposed it. And next you email yourself that you don't have shouldn't forget and the next you right into into your calendar and so on and so on, because this becomes a peak. Miss and I want to show you one more way. I want to show your software in the next video, which I think is quite nice. So just think off. Where does everything go when it comes into your life? 4. Software Tip: our case, and we now have been talking about all these different incoming stuff. All the paperwork that comes in old letters, the emails, the phone calls, the texts, the social media messages and some and mom thing that is very important is this are these loose ends, David Earns is This is what really stresses us that we some some things pop up in our mind like I have to phone that person or have to buy something, or I have to be some very have to make up an appointment. Or I have to look something up on the Internet and things like that and they pop up in our minds. And then we think I shouldn't forget. I shouldn't forget I shouldn't forget. And this there we used lots of efforts in order to keep it in our mind. Asar has already said the conscious mind can't keep very many different pieces of information at the same time. And exactly this is these loose ends. These are the things that make us feel completely stressed and completely out of control of what we have to do. So the easiest way to meet this is that you write everything down in the in the second rate crosses your mind as soon as you have written it down, you can let go off it that you have to keep it on in your conscious mind for the whole time . So this is also some sort of incoming inbox thing, and there are many different ways like here, for example, post its. And as I said before, you can keep do it any way you want. It used to just shouldn't makes it all the time. So post its it's fine for people who love to work with Post It. You could also take e index cards You could you could have, like, just a note pad where write everything down. Or today. Of course, we have our mobile phone with us all the time. So it's a good idea to to use some APS like, for example, on the list. And I want to show you Ah, a little software for your desktop and also for is an app which I really like, because it's not only for collecting, but also for processing, which will be our next chapter. So I want to introduce introduce you to time char it might not be the nicest looking software from the surface and looks in with old already. But it's really nice in for the foot, for collecting and for processing all the different stuff, all the 100,000 things that we have to do. And I want to show you a little bit on there. So you see, it's called time char dot comment. So you have all the different Charles for your time, and it's for free. Solely you have to do is to set up an account so I would call it Now test through the David 18. It's called it that way and use an email address I haven't used yet Key and the password so and I'm already in. And these are the different chars richer, holding different information as a set of will go over it in a while. So we will be in learning this by doing, but for the moment, for the collecting part, we only have to collect. So all you have to do is it's already says clear. Your mind are at your tasks. So is it like bring dress to dry Nina and you just press enter and then it's already here in your holding Char. So they're holding charges like the inbox, and you could also name it. Likewise, you don't have to go with their names so you can say this is your in books Tonight's called Inbox and you could also write it right in there. But it's already great that you can put it here like what else? It is. It is it cold, Paul, and enter and it's there. And from there this is just the first container where it has to be in from the edge would be processed, which is the next step through. So from for the moment, we only want to collect. And this is what you always can do. Any time something crosses your mind, you just open your computer or your mobile and it just just put this task in here. Let's do one more than, like, more like a business thing. Ah, make a point meant with Mr X. So this is how you do that. And I will come back to the time char. But for the moment, I think this is enough. You see, it's a nice device to collect all the all that stuff. All those loose ends so that you can let go off them on your conscious mind and just go back to them and process them at a time that is convenient for you. 5. Skillshare Project Step 3: congratulations. You have made it to the end off this course, and I hope you have enjoyed it and that there is a lot you can take with you. And, yeah, there's some final information I want to give to you. First of all, at skill, share this rating system with thumbs up and thumbs down. So I want to invite you to review this course in the hope it will be a guess. You find this part just above your video and when you juice when you picked the yes, the following happens, there's a pop up that looks like that, and you see there's three Yes, marked already. You also have the opportunity to give give it, give you rating specifics, like to tell me by exactly you liked it and not only tell me, but it because it's a public review. So you can tell everyone who is in the course of maybe just wants to decide to get into the course. And you also have the opportunity to give me private information if you want, and then you just click submit. So I invite you to do that and further on you have the possibility to share the course. Underneath the video, you find this the share button, and there is the same. You can always leave a review here and there. Some more settings here. And if you click on this share button, there's also pop up and what you can do. You can share it with your friends if you liked your course. And if you think of somebody specific that what maybe half a great advantage of watching my course. Just go for it and inform your people at the same time you're sending a link that to get the premium for just 99 cents for three months, and if the joint the premium program, you will get one month off premium for free. I think this is a great deal, and so you can send them for email. Or you can just take the link and put it wherever you want to. You can share on Facebook or on Twitter, and the last information I want to give you is that skill share is very project orientated to each course. Has a little project toe make you actively do the things that just learned so that you really can adopt them right away. So under your video, you you will find this bar and the communities all the sharing Zolder all the off a book people are saying about the course. The ballot is about the course, all the information and he in the middle. You have your pro checks and old projects. And if you click on your project, you will find the project description and you will find out what exactly assignment for the course is. And underneath you have to possibility toe load up your project if you want to, child. And ah, here, with all projects, you can find old project that half have been sent in so far, so you can see what other people have done. And now I want to invite you to join the project of Discourse. So and here comes the little task for this step in this program. So my question is, but get it or device will you take to collect all you to do? So you saw that you should collect only to do someone spot and yeah, I would love to hear from you and to share with the community which one you chose. Will you write it down on a note patter. Would you take some software or whatever you want? Teoh. Some Epper something. So just share with the community. Thanks a lot, and I'm looking forward to senior in the next class in Step four.