Productivity Masterclass - Step 4: Processing and Filing | Meike Hohenwarter | Skillshare

Productivity Masterclass - Step 4: Processing and Filing

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

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4 Lessons (30m)
    • 1. Intro: Productivity Masterclass - Step 4: Processing and Filing

      2:30
    • 2. Processing

      14:40
    • 3. Filing

      9:33
    • 4. Skillshare Project Step 4

      3:19

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 4: Process and File

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 4: Process and File:

Once you have collected all your To Dos, you then have to deciede on what to do about each item. This is called processing. I am showing you a flow chart on Deavi Allens "Getting Things Done" System. If you cannot do anything about items immediately, you have to file them. This is contents of part two, where I am showing you great filing systems.

Transcripts

1. Intro: Productivity Masterclass - Step 4: Processing and Filing: 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 other show you seven steps how to make life easier. So what will you be learning in step number four? Step number four. It's all about processing and filing and step number three. We were talking about collecting all you to do some one spot, and now what? What are you going to do with them? So first you have to find out if there's something to do immediately. If you can do anything, then there is a little flow chart, and I'm mainly referring to David. Ellen's getting things some method because I think there's nothing better. But as you can see, I made my own one off it, as I always do. So this is my flow chart. Of course. I'm showing you what you can do that you take each piece only once into your hands and know how to continue doing how to process it, and with some things you cannot do anything right away. Then it is important that you are filing them in some way so that you can find them when you need them or when you want to refer them. So the second part off this class is about a filing system that works for you. Yeah. I'm looking forward to see you in the course and enjoy. 2. Processing: Okay, now we already arrived at Step four. Off are four steps to productivity and step for my step force process and five. So what does this mean? First processing. And I'm mainly referring Teoh what David Ellen recommends in his books in his book Getting Things Done, what he calls processing. He has a very nice flow chart in his book, and I do it quite accordingly. So I want to show you what what he recommence, how you should process your things. So there are we First of all, we have our inbox and what the important outbox means That was the discussion off our former chapter off the chapter about collecting everything. So in box doesn't only mean this contain ever you put all the pieces of paper and but in boxes everywhere weathers things coming in. So, of course, it's like a country innovate. You have all your lose sheets and your letters and your bills and everything that comes in . But inbox also means your email inbox. It means your phone inbox, like your voicemail and on phone calls coming in and remind the sheets that somebody found you. It's all your social media channels and everything. So there's all this in books and what usually happens when people have physical in books or all the other in boxes that, um, it's a container to collect things. It's not seen as just a very temporary container before. You know where to put things. But many people collect everything in the in box, and sometimes when they look for something, they have to go all the way through their in boxes and they can't find it. And but they find other stuff that makes them nervous because they see Ah, shit, this is in here. I have to do this and after the death, and I forgot completely about that. And so So this is what usually happens to inboxes and not only physical ones but, for example, also your email inbox. Many people keep all their emails in their in box, which they do not answer right away. So they have, like hundreds and 205 100 emails in their in box. Um, and this is just not the way it should be in books that boxes are very temporary. It's just the first step where you put things when you first have to mean there in your hands, physical physically or not, that busy coming and processing should happen at least once a day, And processing means that you take each piece that you find in your inbox and just make a quick decision on how toe proceed with it. What what is the next step? And you should always be sure that he only take take any piece just once in your hands that don't put it back into the in books. Never put it back into the in books. You take it, you make a decision, and that's 30 the process. You make a decision. What's the next step? And then it's out of Thean books, and it's some rails and where it should be that they're after. What's this is this is the main topic of this chapter, so you have your inbox, and now it's your time off the day where you want to process. So you take the first item out and take one after the other, and the first thing you ask yourself is, What is it about? So this is just a quick question, and it would even be better if you would ask yourself already, before putting it into the in box because you might already put something into the trash right then, because if you have, she's a a sheet of paper in your hands. And many people don't bother to just take some seconds to ask themselves this question. What is it all about? Everybody gets lots of e mails and reminders and information sheets and so on. And sometimes you just carbon copy your just cc, and it's nothing that you have to do. And it's not no information on it that you ever have to keep, so you might as well put it right into the trash. But okay, it's now in your inbox, and now you have it in your hands. And now the first question is, What is it all about? So this is really an important question. That's it, really met her in my life, in my work life, in my mind, private life at all. And once you decided, OK, it's something. It's something that refers to any off my project. Then the second question is, can I do something so cannot do anything about it? And then the answer might be no. So you come to anything about it. And if the answer is no, what's the next step? Actually, there are three possible steps. So you say I cannot do anything. And I loved this, were most. It's pulling it into the trash. Okay, it doesn't concern me. I don't have to do anything about it. And the information on this sheet on this email, whatever it is, exactly we'll never be relevant to me. So then please dump it. A second possibility is that it's not valid right now, So it's an information about the future project. It's an information that you're you're be laughed Rock pop group Will be, will be here in one year, so you don't have to act right now. So just things that will concern you and your life at at some point. But not right now and there. It's the best to put it into a follow up system, and I will talk a little bit more about it in the next video so you can put it in the trash . You can put it in the follow up system, and what happens is that you don't have to keep it in your mind that your subconscious doesn't back you because you know it's in in a safe place and you will be reminded when it's really important, and the third possibility is that you file it. You don't have anything to do. There is no action required, but this sheet contains information that you might need at some point, so this could be price lists. This could be things that you want to growth later on, things that might concern you some at some later point point, but not on a specific date. So you think, Okay, it might be relevant, and then you should file it on that. We'll also talk a little bit more about how to file in a minute. Okay, so this was about the process when it's no, but what it when it when it's yes. Can I do something? Yes, I can't do something. Then the first thing you have to find out is how many steps. So and if it's two or more steps, that's what David Ellen calls a project. So okay, sounds funny if you only have two things to do. This is already a pro, checked by by a step, and often it seems that there's only one step, but there's more. For example, you want to exchange your light bulb, but this lamp is very high, so you need your high letter, but your high let there is somewhere in the cellar and in front of it. There is this huge freed that you wanted to give to a friend. But your friend doesn't leave. Look close by, so he still hasn't fetched it. So it seems that it would be easy that it's only one step to exchange this light bulb. But actually it takes more than one step. And as long as you don't really think about it clearly, you just keep wondering. Why don't I just exchanged this light bulb? It takes some conscious thinking that it's more than one step to exchange this light bulb to actually finally make it really happen so you can collect your projects in one project list so you can have a project list for each off your project. I will also talk a little bit more about that later on, but you shoot, put down what is the next step in order to fulfill this project, and it's always important to use burbs so you don't write down like leather because you might not know what you meant when you read it later on, but you say Okay, the first step of this, the first step to do First, you have to call your friends when he will come and fetch the fridge. So called show and ask about the fridge about collecting the fridge So this would be your next steps. That the other your very next step that you have to do on the pro checked off, exchanging the lights, Bob. So, of course, there are more complex pro checks Anthes, especially in your work life. But this is how it starts on being a pro checked and not only just one step, but often there is only one step to take, and also there you have to ask yourself a question. You have to ask yourself, Does it take two minutes or more? So can it be done in less than two minutes? This is what David Ellen defines. The two minutes. I would say you can also enlarge it to three year even five minutes depends on your your Holberg flow. So usually I I asked myself if it can be done in under five minutes. So you have your piece of paper in your hands and you ask yourself, Does it take two minutes or less? And when you say yes, then it's the easiest to do it right away. So, for example, you go through your inbox and you have two distinct this event, and you have to phone somebody to tell them that you were coming and you think about it and say, Guess it only will take me some minutes So you just pick the receiver right away and you just phone this person and tell them that you were coming and then it's thumb. So this is the easy way of processing things that don't take long. Emails are, of course, often things that you can do under two minutes. For example, just give a short answer back on one question, but often there are also things that cannot be done in two minutes. And then there are different choices. First of all, it might not be you might not be able to do it within two minutes because you're waiting for something, so it means the next step is not yours. It's somebody else's, for example, you're waiting for a quote so that you can decide on which craftsman you want to take for something or you're waiting for an arms of which is important. So any any time you have to wait and it's not your your next step. There is always the risk that you might forget about it. So it's good to have, at least so I will introduce you, you to that in the next chapter. So at least lists make sure that you don't forget that you're waiting for something. Second possibility. No, you can't. You can't fix it in two minutes than a six second question would be. Okay, maybe I can delegate it. So it's, of course, nice if you have a good secretary. But if you're a solar preneurs like I am, it might be that there is no secretary around. But still, today you can have many services thumb by virtual assistants or just outsourcing things, for example, at fiber that come so overthink it doesn't really make sense that I personally do it, or can somebody else do it? This is also good if you have Children, for example, if it's something in the household, maybe the Children want to clean something or fix something, or if you also have a partner, Or maybe you have the cleaning lady or something. So always think toe, Am I really the right person to fix it? Cannot give it to someone else. And then off course, there are things you're not waiting for anything you cannot delegate, but you still cannot do them right now. And then you should either write them down in your calendar or in your to do list. So the calendars are four things that can only be done at a certain date. So, for example, you have a sheet in your your hand, and it says that there is a meeting on the 28th of November at 11 o'clock. Then you just put this in your calendar or on the other hand, you decides the next step on the sheet that you just are holding in your hands is to phone a certain person and you don't have a deadline. You just should do it quite quite soon. So you just put down on your project list form Mr X about blah, blah about your project. So just a safe once more so any anything that takes only one step can either be done in two minutes or less than you just shoot to it. No waiting necessary. Or it can't spit out in two minutes because you have to wait for something. Then you should just keep it in your at least so in, in order not to forget that you have daddy are waiting for something or you ask yourself if you could delegate it or you say you find a specific time when it has to be done when it isn't an in event, I will talk about current this little bit later too, or you just decide. You define what exactly you have to do. Don't forget to use a ver and then you just put it down in here to do list. So and that's about it about processing. And this you do with each item in your inbox. You decide what's the next step, and you just put it there where it belongs now and then your inbox is empty, and this is a very satisfying feeling 3. Filing: Okay, send in this video. I want to talk about filing. Um, we said if you come to anything, there are several possibilities. And one, of course, is filing it in the Drescher bidden is a great way. And I love putting things instead dress being because then you can also do them into your put them into your virtual tresh being. You can just let go off thes thes things. And this also helps the subconscious, of course, in letting off things and feeling more free and not that stressed. So be generous about what you put away off from. People cling to things because they think I might need them one day. But often if it is, if they really need them one, they don't, you can find them or they're just still broken. Or some things we just be sure if everything that you have is still the way you wanted and really gives you information and help if you need it. So just trash as much as you can. And then we were talking about filing putting things into files, and you can, of course, use like this kind of binder files, and you can use hanging files on today. We're also talking a lot about virtual fires. Mike files in here email inbox in the email. I come, for example, and But now I want to talk about physical filing and I want to tell you something. So first of all, always label all your files. An unlabeled file is terrible because he will forget what's in there and even won't look at it. And you will also forget about all the contents. So therefore, you should have enough labels and enough other material does that you need to keep your files in order and then you should never call any file miscellaneous. This is also real deposit for all the things that you won't find again if you need them. So But I do is that I have one filed just called 80 set. And that means it can either be a binder. It can hanging. Can be hanging fouls just just filed up from a to set. You don't even need a, um, separator saying each of the letters you can just It's just enough that you order them by the Friday alphabet, and this is a good place where to put any miscellaneous things so often you come home from like, for example, you had some informational speech or your Children bring something at home so often you you end up having three sheets five sheets off a certain topic, and those things often tends to stay in your inbox in boxes are full of that stuff. And what happens here is that you or whoever never asked themselves What is it all about? And often, if you ask yourself the question modest is all about, you don't even have to put it into the in box because you can file it right away. And so often you just have three sheets and you think, OK, I can't I can't open and and and file just for that, it's only three sheets, but on the other hand, you don't want toe dump it. So what happens? It stays in the in box, and the solution often is that you just have one or two files from a to set. So if it's too much for one filed and just take two and make one from A to M and the next from end to set and there you put all the things that don't have a home, and then he will find them again. So this is a great help. This is how I do it, like you really can recommend you doing that, too. And one more thing is the 3/4 room. So never never put mawr into filed in about 3/4 off the possible contents because often files are just to fool. So you know that even if you want to put one thing of more page in it, it will be really hard to do so. You will need all your strength and your effort, and because it's not really possible, the other things will fall out again. So usually you shouldn't make your files to fool, because this is also reason by people. By my things stay in the in box because you just know the finalists fool. I can't feel it in there, so any time it's fooled at about 3/4 you should start in new one. Or maybe you just could empty it can go through it and find out that many things just don't have to be there anymore than you can put him away. You can dump them and the same about shelves off the shelf shouldn't be full more than 3/4 . You also should have some spear place for some more files to go. And of course, I'm not recommending that any time you're softer to fool, you just build new shelves because maybe then one day he will need another room. But what you should do is that you go through all your files and find out if you really still need them. And there's another room. It's the more free cantor closers on the more often you used to file the closer it should be to where you work. Teoh. Exactly your desk. So if there are files that the only need once a year or that you don't know he will need them, Everett all, maybe they can go into the cellar or attic. Or maybe just put them on the upper shelf, where you need a chair to reach them. So this is about physical Pharrell's binders and hanging files and things like that. And then I also told you that I will talk a little bit about follow up system. So what I actually recommend is that you do that in an electronic calendar So I, for example, use Google Calendar. You can also use your outlook calendar. Oh, of course, also in your physical calendar, usually above the different, different the great for the times. They usually have one for re greed, which just concerns the whole day. So if you have something to do on a certain day, you can put it there so it's not dedicated to a certain time, but just to a certain day or if there is lots to follow up. If this is kind of part of your business and it would just be too full on your calendar, you can you can have a follow up system. And of course, there's also Elektronik ways to do that and absence on. But you can also do it physically with your with hanging files and you would use you would need 31 plus two off hanging Far's the to office for each month. So from generate December and 1 to 31 would be for the for the days off a month and what you would do like, for example, if it's April 15 today and you want to file something for a person 30 years so you know that there's a decision that you cannot do before that. So you're filing it in your follow up system. So actually, this would be like, this is there would be the number 15 on that off that day and 16. And so, um, until 29. And when the day is done, when the 15 system, you just put it all the way in the back. And after the April after the file of this 30 is there would be the May file, and then there would be the June file. And so on 2 December and after the December, there are the files off 1 to 14. So what actually happens just to explain it to you? The You have the current month, you have you have split in today's, so you have in each of the hanging fathers could be information about the specific day eso when you when you have anything to file, which is in the current monthly would just put it very belongs to, for example, that say, April 27th. So here we have April 30th. But if it's something that is for later month, then you just have files for the whole month. Like, for example, for May Here, just have a fire for the whole made. But as soon as April is over, then those want toe. 31 files are empty, and then you take the whole may and then you split it into the different dates. So then you're the current month is always split by days and further on a month. That follow are only split by month. And so you can put everything in there. I hope I was understandable. You can put everything in there. And so you see the current month by days and did the following month by month. And you can you can find anything. Um, that has to be done later on. Yeah, I would still recommend doing it electronically. Maybe new calendar. But this is a system that many many people are using. So I think it's also quite good 4. Skillshare Project Step 4: 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 my very simple question for this class is what was new to you looking at all these charts. What will you do in future, which new processing systems are filing systems that you want to apply? And I'm looking forward that you share that with me and with the whole community, and I'm also looking forward to see you in the next class