The Beginners Guide To Getting Organised | Carl Pullein | Skillshare

The Beginners Guide To Getting Organised

Carl Pullein, I help people to create successful lives.

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12 Lessons (60m)
    • 1. 00 BGTGO Intro

    • 2. 01 Why Get Organised

    • 3. 03 What is PP

    • 4. 04 The Tools

    • 5. 05 Your Calendar

    • 6. 06 Note Taking App

    • 7. 07 Your Todo List Manager

    • 8. 08 Developing the habit

    • 9. 09 Maintaining Clear boundaries between apps

    • 10. 10 What to do with your files

    • 11. 11 Putting It All Together

    • 12. 12 A Final Word

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About This Class

This course has been created to help anyone who wants to get themselves better organised but have no idea where to start. This course covers all the basics you need to know to begin the process of getting your stuff together so your productivity shoots through the roof and you start to feel less stressed and overwhelmed.

This course will teach you the basics of building a productivity system that works. The system I teach you in this course has been used by millions of successful people around the world. It is simple, it is easy to set up and if you follow the guidelines you learn, you will see some dramatic improvements in your productivity and organisation.

By the end of this course you will…

Be able to build your own productivity system that enables you to start getting yourself organised, less stressed and more productive.

Included in this course is:

  • f2e89f09How to set up your calendar
  • How to set up your notes app
  • How to set up your todo list manager
  • How to set up your Cloud file storage
  • Tips on how to get into the habit of using your system
  • Recommended apps


1. 00 BGTGO Intro: Hello. My name is Carl poorly, and I'm a personal productivity specialist, and I'm also a person who likes to help people develop themselves to their full abilities. Now this course is a course designed to take the beginner. Hopefully you, from where you are today, to an organized person. Now we're not going to go into too much detail about the wise, the wherefores in the house off getting yourself organized. I have other courses that going to much more detail about that. But this course is designed to get you started, because I know there are many, many people out there who really, really want to get themselves organized on more productive but don't know where to start on . This course is just for you. I'm going to show you the basics off, getting yourself organized on also how to become more productive. They're essentially a three tools that I'm going to show you. That's your calendar on how to use it, your no taking application, which you do have if you have a smartphone on going to introduce you to the to do list manager, which will help you to get your tasks, the things that you have to do every day organized so that you know that what you've done on what you've got to do and that's essentially it, that's all this course is going to contain is going to show you how on what you can use to get yourself better organized on ultimately more productive. Because once you become better organized and once you become more productive, you will find that you start achieving amazing things all these things that the moment of probably just dreams or wishes. Or I hope one day I could do this while all these things will start happening for you once you get yourself organized. Because essentially, if you do not get yourself organized and you are not productive, you're a little bit like a ship on a notion with no navigation, no engine, no sales. You're just floating around being carried this way and that way, and you're not going anywhere. Once you get yourself organized and once you become more productive and you use your calendar, your note taking application and your to do list properly, then you like a ship with both an engine under sail because you are the captain off your own ship, and you can set the direction in which you want your life to go on. That's essentially why I want you to take this course because I know that I can help you to become better organized, more productive and ultimately develop your own self so that you can achieve anything you want to achieve. Now, this course is going to cover just the basics. I'm not going to go into long detail about why and how to set up your projects, how to set up a complex calendar system. That's not what this course is about. This course is designed to get you started on. I'm going to just cover the basics that you need to get yourself started. So come on in and join this course. I'm sure you're gonna enjoy it. And I'm positive that if you follow this short course right through to the end, you are gonna find yourself much better organized, much more productive and, more importantly, much more motivated about what you want to achieve in your life. So come on in and let's get started with the first lesson 2. 01 Why Get Organised: okay, in this first lesson, I just want to explain to you why it is important. Teoh, get yourself organized. Now. We live in a world that is changing incredibly fast on. This means that many of our academic skills, the skills we learnt at school, the skills we learn at university are quite often obsolete or out of date. The moment we step out off our educational institution, whether that school or whether that's university Now, to overcome this, we have to develop what is called our soft skills. The skills we don't learn at school. The skills we don't learn at university on these skills are things like our communication skills, our ability to communicate between different people, different groups, even different cultures. They also include our abilities to do the work. Now, most of us these days working what Peter Drucker use called the information or knowledge workers. What we're essentially doing is taking information on. We are processing that information on doing something with it, which ultimately results in a physical product or even a service. But that's what in most of us are today. We are what is called information workers. Now the problem We have today is that all this information is becoming much more freely available Now. I'm old enough to remember a time before the Internet if we wanted to research something we had to go to, something that many of you young people probably never have looked at, which is a library, a physical library. We had to go there. We had to look for the books, find the books, then find the information it waas Actually, in many cases to find something quite simple. Probably took a day or even two or three days today. A quick search on Google on you've got access to that information immediately. So we're living in a very, very different world. But our skill sets haven't changed. Now one of the skill sets that I am particularly interested in is productivity, particularly personal productivity. Andi organization on essentially time management. But what I'm really, really want to do in this course is to get through to you that this soft skill off personal productivity is a game changer not just for you, but for your career and for the people you work with. Now the reason why we need to get ourselves organized is because we have to manage all this information that's being thrown at us every day on this information just isn't the reference material information that's coming from our work. But it's also coming from our social media feeds our instagram or Snapchat, our Facebook and Twitter accounts. Now all this information is coming at us almost 24 hours a day. And I know a lot of you guys probably have difficulty of being out to put your phone down or put your tablet computer iPad down at the end of the day because there's just so much information coming and you feel that you have to respond immediately on. I haven't even got to mentioning email yet, although email is a whole different game. But as you can, as you probably already know, there is abundance of information coming at us on. We have to get in control of it because we have to start deciding what we need to reactor, what we need to do something about and what we can just ignore Now getting yourself organizing becoming more productive will help you to do just that. It helps you to be able to prioritize the information that's coming to you so that you and then just get on with the things that are really important. But one of the problems that people have is if you don't get control off all this stuff that's being thrown at you than you are never gonna move your life forward because you're always reacting instead of being proactive and that is key, you need to be proactive. You need to get control and to get control. You only need thes three tool that I mentioned in the introduction, which is a calendar on note taking application on his to do list manager. Once you've got those in place and you start using them correctly, then you start gaining control over what's important on what's not important. I know what it's like to be a disorganized mess because I've been there. I've actually allowed myself to become a disorganized mess in the past. On I really, really didn't like my productivity went straight down the hill. I didn't achieve any of my goals. It was not a very nice place to be. But now that I've got myself organizer, now that I am, I do believe that I am very, very productive in that. Certainly in the last two years, when I really got a deeper understanding of the importance off being organized and productive, my whole life has completely turned around. I've actually published three books in the last 23 years. I've done many of these online courses. This one is my fifth online course. I'm writing a block post every week, and I run a reasonably successful YouTube channel. I've done all that because I got myself organized on the thing about It always is. I still have a full time job as a teacher on a visiting professor at a university so I can do all these things and still have time to spend time with my wife on with my little dog, Barney. And if you've ever followed my YouTube channel, then you've probably met Bonnie because he's been on a couple of those videos. So, guys, I really want you to take this opportunity to decide this very moment, to start getting control of your life, getting organized so that you become incredibly productive on. That's why it's really important in 2017 to develop this soft skill off personal productivity because when you do that. Your career is just going to go up like that. It's incredible that change that will happen and it doesn't actually take a lot of skill. But it does take quite a bit of self discipline to get yourself into this place. That is just an incredibly stress free and happy place to be. So let's get on with the next lesson and I'll show you how to get everything started. 3. 03 What is PP: well, the first thing I really want to start off is to define what personal productivity is now. We often hear the word productivity, but the truth is, unless we're talking about machines, input and output, what we are talking about today is personal productivity, the very soft skill that can really supercharge your career. So let's go into this into a little bit more detail. So what is personal productivity? Well, personal productivity is the ability to get the most important work done on time to the highest possible quality. Now this is really important to understand. Personal productivity really is about being able to focus on the important work on making sure that that important work is done to the highest possible quality. Personal productivity is not getting a lot of busy work tasks. Dump the unimportant to be personally productive in today's world. It's about getting the most important work done on on time and to the highest possible quality. It also means that you have the ability to know what is coming up on what needs your attention at the right time. A lot of people I find are reacting, not being proactive, and so it's really important to know what's coming up, which is why having a function on calendar that tells you what's coming up on a to do list manager with your projects set out will enable you to be able to see what is coming up and what needs your attention at the right time on personal productivity is the ability to be held to switch off and relax at the right time. A lot of people are running around trying to use their heads as their own personal computer when actually in today's world, if you have a smartphone, you have a computer that can actually do a lot of that thinking, or at least storing ideas and information for you, so that when you get away from work, when you get away and you're just relaxing on your own or with your friends or with your family, then you can switch off so that you are in the moment with the people that you really care about. On that, he senses how I see personal productivity. It's the ability to get the most important work done on time and to the highest possible quality. It is also the ability to know what is coming up on what needs your attention at the right time. And finally, it's also the ability to be able to turn off. Just switch off and relax and allow yourself some space from that always on constant work. But you're only going to be able to relax when you know you've got everything in control when you know where you are with your life on with your projects, and that is what good or even great personal productivity is. 4. 04 The Tools: Okay, let's get started with the things that you actually need to make this happen. There are three, actually four tools that you need, but three essential tools that you really need to start on download if you haven't already got them on your devices just yet, but you need to download them right now. The 1st 1 of course, is a calendar, because you need to know where you need to be when you need to be. The second is a note taking application. Now I strongly recommend that you use a digital note taking application simply because for most of you guys out there, wherever you go your cell phone, your smartphone is going to be with you. So you need your note taking application on your phone on the third tool that you need is a to do list manager on the to do list manager is the place that you put all the tasks. All the things that you have to do will go into your to do list manager 5. 05 Your Calendar: Okay. I hope now that you or you have all three tools on your digital devices, not just your cell phone, But if you have a tablet, it's on your tablet. If you have a laptop there on your laptop on if they're on, if you have a desktop there on your desktop now, the tool I'm gonna recommend, um now is the tool that we're going to go into now is your calendar. Now, the one I recommend is to use Google Calendar because it's ubiquitous. It doesn't matter whether you're an android user or you're an IOS user or some other user. Google Kanda is available on all platforms. Whether you use the laptop, a desktop, a mobile phone or a tablet, it doesn't matter. Google Calendar is there for all your devices, So I recommend that you use the Google calendar on. What I'm gonna do now is I'm gonna were gonna go into Google Calendar. I'm going to show you the base how to set it up basically so that you have a tool that you can switch between your work commitments on your personal commitment on before we go into that, what I need to do is just to explain one of the biggest barriers to greater productivity. And this is just a quick tip for you guys. Is people who separate their personal life from their work life. You know, the world is not really like that now. It is possible to do it, but it's not possible to do it in the traditional sense of the word in the traditional way . What we used to do is go to work at 8 30 in the morning on would finish work at 5 30 in the evening, and then we would go home and that was it. There was a clear barrier between work on our personal lives. Or today, because of digital technology. That isn't always the case. There's a lot of gray areas now, particularly if you work in a foreign company or you work in a company that deals with clients in other countries around the world, we have different time zone. So, for example, if you live in the US on I live in South Korea were about 16 to 17 hours in front of you, so I'm gonna be sending you an email, for example, at, say, 5 p.m. in the evening. There's something like 2 a.m. in the morning for you guys. It's not going to work if I'm gonna expect a response from you within 10 to 15 minutes. Life is not like that anymore. So what we have to do is we have to get ourselves organized that we are aware that it is an email that we need to send a reply to 89 oclock at night. Then we don't want to be too stressed about doing it. We just need to do it. It could be just a yes go ahead kind of response. So having all your technology available with you and you're trying to have a hard line between your work and your personal life, you don't even try that. It's just a stressful a former stress that you don't need deal with things as they arise. That's my advice because it does tend to keep the stress away he's dealt with. But if it's something you need to think about and you're actually having a beer with your friends or your out with your girlfriend or boyfriend or husband or wife, then hey, put it off until tomorrow morning. Just add it to your task list manager Deal with this email first thing in the morning. Boom. You can forget about it. Okay, let's go into Google calendar now, and I'll show you how to set that one up for you. Okay, so here is Google Calendar on. Here's the interface on the Internet on what you'll see is I have two essential calendars here. Uh, the 1st 101 is called Personal on 02 is called Work, Andi. Essentially, what you can do is switch these on andi off. But what I wanted to show you waas that on these calendars that you can actually set up your personal and your work. And that's really what you're doing. Now I have additional candles in here because I've moved myself on to be a little bit more advanced. But as you can see, I have in work. I've got my read. So this is teaching. I think of like, personal is my writing on exercise is purple because I have actually color coded those that I can see what they are. But essentially what you're doing is you're your color coding your Candace so that you know what is a work related task on what is not a word related task. Now one of the beauties of Google counters, as I mentioned in the introduction, is that Google Kanda allows you to have it available on all your devices on essentially, if you log in to your Google account is available on anybody's computer. So no matter where you are, you have access toe your calendar. Google countries Great. This is not really a view of Google condom, but you can have your Dave you so you can see what's happening in the day. My preference is the week view, but you can also have a month view to see how busy or month is gonna be. But essentially, what I like to do is to see the week review on. I can move things forward to the next week to check how my schedule is looking on, moved things backwards to see what I've done in the past. So that's why having a Kanda available on all your devices is just one off the logical things that you can do Now remember, I find this is just a personal thing, but I find editing my calendar is easier on a laptop like I'm doing here, But make sure that is also edible on your, um, mobile devices. Well, on Google Calendar on the on your phone is a fantastic application and certainly one that's worth using. But a sense of what you want to do is set up to calendars. One is personal, Someone is work. Now, I know some of you going to say that I have a word count already in outlook. Yes, that's fine. But what I strongly recommend you do is that if there are any meetings on that conduct that involve you, you also copy them into your Google Kanda because this is your personal calendar that you need to know where you need to be on when you need to be there. OK, so that's introduction to go Konda a sensor. You've got two things that you definitely set up. I've set mine up is 01 Excuse me No one personal, which means that that's gonna be at the top of my list on O to work, which means that it will be at underneath personal. But the numbering system only is there so that it actually helps me to see my personal counter at the top of my worker. Doesn't really matter what order you do it. But if you use the numbered system is gonna put things at the top. OK, let's move on. 6. 06 Note Taking App: Okay, Now that you've got your calendar set up and you know how to set up your calendar in basic format, let's take a look at your notes taking application. Now it doesn't matter what note taking applications use. The only criteria that I would recommend is that your note taking application synchronizes across all your devices. You don't want some notes on your phone. A different set of notes on your laptop, different set of notes on your desktop. You need a note taking application that synchronizes across all your devices. So whether using Apple's basic notes application, which has iCloud integration so that actually sinks right across all your apple devices, if you're using Google, keep that's available on all devices to now the one application that I'm going to show you . And it's simply because it's the one that I use all the time is an application called Evernote. Now I love Evernote, but it's not for everyone. If you're heavy, heavy user of note taking up notes, then you're gonna find you're gonna have to pay a subscription fee toe Evernote, which I think is something like 30 or $40 a year. But if you're quite happy. Just if you're a small note taking up user, then never know has a free version, which has a limited amount of space that you can use each month for free but really ever notes trying to push you into the page functions on. If you're not willing to pay for an application, then that's OK. You can use Microsoft. One note, for example, which I do believe is available on dry. Obviously it's available nor Windows devices, and it's also available on Apple's devices to. So whether you use an iPhone, a laptop, a desktop on iPod, you can still down low one note, which will synchronize using your Microsoft account so you could use one note, which is actually a fantastic note taking application so it doesn't really matter what note taking application use. The basic set up for for your notes is exactly how I'm going to show you now. We never note, but you can use the same set up for using in one note. Google keep Apple Mayor Apple notes whatever you want to use, so that's going to Evernote now, and I'll show you how to set up the basic functionality off a note taking application. But keep in mind once you've set this basic up, what I want you to do is to create your own system. Because the system that I'm going to show you today is just the really basic system. You need to develop that system over time to make it better work for yourself. Okay. Anyway, let's go into every now and I'll show you what I mean. Okay, this is the basic Evernote desktop application interface. Now, again, I don't want to go into too much detail about setting this up because I really want to leave you with the flexibility to set it up in the way that you want to set it up. But there are some fundamentals that you should follow. Now I'm gonna go into my notebooks, which is here. Essentially, I have three notebooks now. Eventually, you are gonna have many, many more notebooks and this But this is how to start yourself off. 1st 1 is to have an inbox, then the work on a personal and again you can number different. Put these in numbers in different ways. The in box is to collect all your un processed notes now, Of course, if you're gonna have a meeting at work and you're taking notes directly into Evernote, then of course you're gonna You can just open up your work on. Then you can just create new note in work. So that, of course, means that you don't necessary have to process it later. But for most of you guys, when you just grabbing a note on the go, then what you want to be doing is leaving that note in your in box until you have time later to set things up or to move it to its correct notebook. Now, this is the way that Evernote works, but I should point out that you can do this in pretty much every note taking application. I've looked up. I've looked in close detail of looked at apple notes, and you can set up folders in Apple notes. If you don't have an apple computer and you only have a Napoli device, you can actually set up the notebooks or the folders. Apple calls them on the Web version off Apple notes, so that's no problem. But essentially, you want to start off with three folders or notebooks off files whenever they whatever your note taking application cause them and you want inbox work and personal that way. Work related notes going to work on personal related notes like ideas, we or vacation or ideas for other things that you might want to do in your personal life restaurants to visit concerts to go to whatever things like that, then you can actually just drop them into your personal notebook on you can drop work related notes into your work related notebook on The Thing is, is all notes that I've all note applications that I've come across has search functionality so you can look for the note. So let's say you're visiting London for the weekend and you want to pull up all the restaurants and places you want to visit in London. You would only have to type in search London, and it should find what you are looking for. So this is how I've got Evernote set up in its most basic format. But of course, whatever. No taking application, you're looking at you wanting to be looking for notebooks and then setting or folders and setting up those three basic pillars. If you like inbox to collect all your notes as and when you collect them before you process them. Then you need to collect a work for all your work related notes on a personal folder or notebook for your personal related notes. Okay, and that's how to structure your note taking application. 7. 07 Your Todo List Manager: Okay, Now you've got your calendar set up in its basic format. You got your note taking application set up in its basic form. Er, the final tool that I want to show you is your to do list manager. Now there are hundreds of to do list managers out there. There's the to do list that you can get in your Google calendar if you want to use that, Although that's just one list. There is Apple's reminders, which actually can function as a very, very good to do list manager on. Then there are hundreds off other ones, like Asana Trail. Oh, only focus on Microsoft have I think one been out now called to do, but the one I'm going to show you is my favorite, the one that I live by, the one that I actually created, a YouTube channel round on that is called to do ist now. I don't want this course to be a big promotion for to do ist, but just to give you the basics to do is has essentially three tiers. But really, there's only there's two that you really need to be concerned about. Version is the free version which, with just the free version, you can have a fully functioning to do list manager on. Then there's the pro version. The premium version, if you like. Which works out. I think just under $30 a year on that just gives you a whole bunch of additional features that you may or may not need. If you are interested in taking your life forward with to do it, then I recommend that you have a look at the pro features. But not just yet. Basically, what we want to do is just get your to do list managers set up in its basic format on I'm going to show you how to do that right now into do it. But keep in mind, it's entirely up to you what to do list manager you use. The thing is, I'm just going to give you the basic set of the basic set up I give you here is gonna work across all these two. Do this managers. I'm gonna show you how to set it up into Jewess if you want to choose a different application, fine. But do thick to the system that I'm about to show you so that you have a fully functioning to do list manager. Okay, that's going to do it, and I'll show you how to set that up. Okay, so here we have the basic user interface off to do ist. And as I mentioned in the introduction to this lesson, this is not necessarily one that you would use because you could use Tello omni Focus asana . There are many, many to do list manages out there. You could even use the built in to do list manager on your mobile device. But I'm going to show you this because this is just a nicer, easier way to show you. I'm really What we're gonna do is we're gonna focus on the set up so that you have a good idea how to set these things up. Essentially, what you need to do is to set up three project Sorry. Six project folders. Now, I'm not gonna worry about someday. Maybe at this stage, because this is really just the beginner's course. What we're gonna do is we're gonna set up the 1st 1 going to set up his routines when I want you to do is to set up routines on going to divide that into three sub projects called Daily, Weekly and Monthly. Now what would go in? Here are the things that you have to do every single day on the daily one. Now this could be as I've got in here is an example is update. Sales report figures. Andi, that is something I have to do every day. So if I do that today, are clicking off and now it's going to show Thursday, which would be the next day. So anything that you have to do that is not related to a big project, a one off project, something that you just have to do is part of your job or part of your daily life at home. Then that goes into your daily routine. The next one is weekly. Same thing, if, like in this example I have here is take the garbage out. Now that's a personal project. Something I would do at home is a task that I would do it home and I take the garbage out every Friday. So then that's what I do. I take the garbage out on a Friday Andi update sales report. Well, that's gonna be set up for that's gonna be done tomorrow. That so that's a that's gonna be done every Wednesday on the same would apply for monthly. Now, what you would do is whatever application you're using, you would set that up as a recurring task on all applications. I've looked at that deal to do this. Managers always have the option, so you can set up a recurring task. And that's not for you to have a look at how to set that up. So if you want to do that, just keep in mind that if you are going to choose to do is I have over 110 videos showing you all the different things that you could do with introduce. And they're all available for free so you can have a look at those any time next. Now, it doesn't really matter whether you put your home project above your work project or your work project above your home. It really, really doesn't matter. But inside your work project will be the things that you're working on at work. So I've got here a sample projects so called Jim that's quite simple. This is one of my favorite ones. Purple inflatable frogs, money Fact trickles called party costumes about. So these are related to that individual project new desk purchase. So it's quite a few things that I would want to do before and then things I would want to do after write a book on the history off the Labour Party in the UK So there's something that I'd want to do. Their Jenny Smith presentation find suitable images for presentation. So these are all related to work projects. The next project based fold I would have is my home. So house work, things that I have to do at home. We're in the middle of the summer now, but normal repairs, um, annual summer holiday, which I haven't done yet. Well, we have researched booking packing list. We can do all sorts of things in there on dso. That's something that you would want set up areas of focus are things that you want to keep an eye on. Of course, like your family, your job. Maybe if you run a blogger or YouTube channel, I have my shoes. One here because I have a fascination with good quality shoes model. I find cleaning shoes very relaxing. So that's my areas of focus on. Then you would set up your goals, which would be in here, which all your project goes your personal goals that you might be going for. I'm not going to go into your someday. Maybe, but that's essentially how you would set up your to do your to do list manager. Now the key part is your inbox. This is where you send all the stuff that comes at you every day when you just quickly add them into your inbox and then just forget about it. Then when you have time at the end of the day or first thing the next morning, you go through your inbox and process it and put them into the various projects that they are related. Talk on. That's essentially how you would use a to do list manager. Of course, as I say, if you want a lot more details on how to use to do it on my YouTube channel, we'll show you exactly how to do that, and that's completely free. You can watch them as and when you feel like so take a look at their to do is but by all means have a look at other ones. But this is a basic project structure that you want to set up so that you are organized. I remember your inbox is key because that is where you are collecting all your to do's for that. Come your way every day. I remember, even if you're not sure about whether you're going to do it to do Oh no, no problem adding into your tea in box, because when it comes to processing your in box at the end of the day or first thing in the morning, you can then decide whether you want to do it or not. Delete it or keep it whatever you want to do. Okay, so that's an outline of how you would set up a to do list manager. 8. 08 Developing the habit: Okay, Now you have a functioning calendar. A functioning note taking application on the functioning to do list Manager. What next? Well, now you have to get them to work for you. And to do that, you need to develop a habit. Now, this is a personal habit development situation. If you do not develop the habit off capturing your notes in your note taking application, capturing your events on appointments in your calendar, on capturing your to do's the things that you have to do in your to do list manager. Then this is not going to work. The key part off this whole system of showing showing you today in this course is that you start using it on to start using it so that it develops into a habit. When somebody says to you, Can you please send me that file wherever you are? If you're not at your desk and you cannot do it immediately, you need to be in the habit off capturing that in your to do list manager not saying, Oh, I'll added later, because if you read it later, you will forget guaranteed you might remember sometimes, but 90% of the time you'll forget on you be late and then you got people chasing you and then you've got stress. So now you the responsibilities on you to develop the habits. If you have a task, whatever that task may be straight into your to do list manager. Even if you think, Oh, I'll never forget that because you will. Sometimes you will forget. You need to get into the habit if somebody says to you. So your your partner says to you, Can you Bassem dog food on the way Home bank immediately That goes into your to do list manager. Buy dog food. Same for if you make an appointment to meet up with your friends on Saturday, it could be Thursday today, and you think I'm not gonna forget that I'm going to meet them? No, you do not start doing that because that's why you're disorganized. Today, you're not capturing things when they need to capture you, capture it straight into your calendar. Now, if you find that your to do as I do my to do, this merger is a quicker capture tool than my calendar that now added into my to do list manager toe to my calendar later. It doesn't really matter too much because I know I will. Capture Once is captured is out of my head. I don't have to remember it. And finally, if you have an idea, let's say you're switching trains or you're going from the bus to the subway station on you suddenly that Wow, I have this idea. Stop. It only takes 30 seconds to write it down. It won't cause you to be late, but get it into your note taking application. This is really important. Part of the reason why your main find yourself not succeeding in life is because you're not capturing your brilliant ideas when they happen and I can promise you, ideas will come into your head and they'll go out of your ear very fast because they do so you need to be capturing your ideas immediately into a note taking application. You need to be capturing your appointments into your calendar, and you need to be capturing your to do's into your to do list manager. But the key part of all those things, it has to become habit because it is not a habit you will start forgetting on your system will brake on when your system breaks your old back at square one where you're not doing the right things. So it takes a little bit of self discipline to force yourself to start getting into the habit off, capturing these things in the right places. But trust me once you got into the habit and I can tell you from experience not just my own personal experience from but from my own clients experience that once you get into the habit off capturing stuff in the right place at the right time, which is immediately it shows up, you will start removing so much stress, so much overwhelmed because, you know, having to try and remember all these things that are being thrown at you. As I said at the very beginning, the problem we have today Is this too much information being thrown at us? We need to be able to filter that out and get it into a place where we're not gonna forget that when we have a bit more time later in the day, we can decide what we're gonna do about it. So, guys, the next part Really, this part is on you. You need to develop the habit off capturing everything in the right place at the right time . 9. 09 Maintaining Clear boundaries between apps: okay, Before we go any further, I want to just go into something that we in the productivity world we call hard edges. Now what I mean by hard edges? A. What we mean by hard edges is that your to do list your calendar on your notes has a clear line between them. There's no grey areas now. What I mean by this is if you in your note taking application, you start adding two DUIs with the little check box that Evernote allows you to do. And I know that Apple notes allows you to do so. You've got some two DUIs in your note taking application. Most of your to do's are in your to do list manager. Now. You started to cross the line, and you stop having hard edges. So what you need to get into the the habit off doing is to make sure if it's a to do, it goes into your to do list manager. If it's a note, it goes into a note taking application. Now. If the note is linked to a task to do, then all you need to do is put a link to the note into your to do list manager so you can click on that and go to your to do list manager. Or if the application you choose doesn't allow you to link between applications, that's okay. All you need to do is to put a note in the to do list. A little line, it says. C note in my note taking application. But you do need to have hard edges between your note taking application. Your to do this manager on your calendar, for example, don't have appointments deadlines necessary written into your to do list manager. Now I say necessarily, because sometimes it's worthwhile when you've got a project in your to do list manager. It's sometimes worthwhile putting the deadline into the project itself. But the actual event, the place that you're going to see the deadline is gonna be on your calendar. So presentation with clients is going to be in your calendar because it's a it's a commitment. So it's an appointment. It's an event. The preparation for the presentation is in your to do list manager. So prepare a presentation, develop slides for presentation file, make notes on script, etcetera, Andi the notes that you have related to that presentation will be in your notes application so all three tools are working together, and that's perfectly normal. But the notes related to the to the event are in your notes application. The event date and time is in your calendar. On the to do's the things you have to do to prepare for that event. That presentation is in your in your to do list manager. Don't try and do it all in one application, because that's when things start going wrong, because you have far too many places to look out. So if you need to do something, it's in your to do list manager. The reference material and notes related to that to do is in your note taking application on the event or the appointment for that to do on those notes is in your calendar, and you need to have those clear edges, those strong, hard edges between all three devices. Without it, things start to fall apart and you don't know what you're looking, and you end up spending 10 20 minutes looking for something that is in the wrong place. That's why it's important to make sure it's in the right place all along. Okay, let's move on to the next lesson 10. 10 What to do with your files: Okay, what to do with your files? Now, when I say files, the things I'm talking about are your word documents or your PowerPoint files. Onda also pdf's, although PDS can often go into your notes if they're related to reference material. But if you're creating a fire like a PowerPoint file or a keynote file or a word file or whatever, where do you put these files? Because we can now work from almost any place. I mean, I often work in coffee shops, so my iPad is with me, but not my laptop. I often find myself working here in my office or sometimes I'm working from home. What I need to be able to do is to have access to all the files I'm working on now. As I mentioned before, I have written three books in the last 23 years on. I'm currently writing another book at the moment. Now, writing the book, I want to have access to my book, right my my script that I'm writing on all my devices because I don't know if I'm gonna have a spare our at some point in the day. Occasionally I have a class cancellation but it's cancelled at the last minute. So basically, I'm stuck for now. What am I gonna do? Well, because I always have my iPod with me, which for me is one of my favorite writing tools. I have access to all my files on to do that. I use dropbox now. You don't necessarily have to drew. Use Dropbox. You can use Microsoft. One drive. You can use Google, Dr. You can use iCloud. It doesn't really matter what you use as a cloud service, but you do need a cloud service particular today where you could be working on files from almost anywhere. Now, the thing is, this the cloud storage system, whatever you use dropbox or use Google drive or makes off one driver apples, I count. It needs like your to do list manager your calendar in your notes. He needs to be with you on all your devices. You need access to this because you don't know when you're gonna have a spare 20 minutes, 30 minutes or even an hour or maybe longer to work on these files. And you need to be able to quickly sit down, get your cappuccino, sit down and get on with the work, and you know the files are there with you. Which is one of the reasons why I really like Google docks, Google Sheets and Google slides because they all come into one place. Your Google drive. It's a wonderful service, but Apple have the same service with iCloud. You've got keynote pages and numbers, and they all work seamlessly with iCloud on. Microsoft, of course, have their Microsoft office 365 which again utilizes the full power off one drive. These are amazing tools, and you can have them on all your devices. Now it depends how much you actually put into these drives. I think most of them have between five gigabytes and 25 gigabytes of free storage space. If you want more, you have to pay. But I am with Apple, for example, iCloud. I have 500 gigabytes for something like to just under $3 a month, maybe less. Now I think maybe $2 a month. I actually do use Dropbox a lot more because it's just a little bit more. I just like the way that Dropbox works because it works like a traditional child services. Most of my documents that I'm keeping are actually in Dropbox. Andi, I pay I think his $10 a month for a terabyte of space, which is more than enough space for the projects I'm working on right now. So think carefully about the cloud service you want, but you do need to have some form off cloud drive available for the documents that you are working on right now. It saves you a lot of time. You know where everything is and you can just get on with the work when you are, wherever you are, with whatever device you have with you. And that's one of the real powers off having a cloud service that you can use. So find yourself a cloud service. The one I mean, there's so many out there. But the best ones are either iCloud, Google drive, Microsoft one drive dropbox. Those are four of the best services out there. I'm sure there's many more, but those the ones I'm familiar with and I strongly recommend that you pick one on, start using it, get it downloaded to all your devices so that you have all your work with you, wherever you are. with whatever device you have that is gonna really supercharge your productivity so much that you wonder how on earth you survive without it. Okay, let's move on. 11. 11 Putting It All Together: Okay, Now you've got the four tools in place. You've got your calendar. You've got your note taking application. You've got your to do list, manager, and you've got your cloud service. Hopefully, by now, you've taken the time to download the applications that you want on to all your devices. Now, please stick with them for the next three months. By all means change after three months. But this 1st 3 months are going to be crucial to developing the habit off your own productivity system. The next three months, if I'm being perfectly honest with you, he's gonna be quite difficult. You are gonna fall off the wagon. You're gonna not collect something one day. This is perfectly normal. When you start on the productivity journey, it does take time. But that is why I want you to pick four applications right now. So what? You're to do this mind? You have a look on YouTube? Look at some reviews. I've named quite a few asana Trillo. Our only focus on me focus, by the way, is a very expensive tool. Is only available in IOS. But it is one of the baskets like the Rolls Royce off to do list manages out there. And, of course, my favorite, which is to do is to do it is free for starters, and I strongly recommend you start off. If you do choose to do it with the free version and expand it later, pick your note taking application. Choose one that you really enjoy using. There are quite a few out there, some of the one. My favorite ones are bare notes, obviously Evernote, which is my ultimate favorite. I've been using it for many, many years and one that I'm playing with at the moment, which is drop boxes paper, which is fantastic. It's so beautiful. It does have applications for your mobile devices, but on your desktop laptop, you're gonna have to use the Web version, which means you're gonna need some kind of Internet connection. But that's OK for most of us on your calendar. Now, I strongly recommend the use Google counter, but if you're if all your devices, the IOS or Apple Devices then use Apple's calendar because actually that does work better and it's the one I use for my own personal productivity system, because I am very much in the Apple ecosystem. But for a lot of you guys out there, you might have an android phone a MacBook Air as your laptop on at work. You might be using a PC, which case you've got, like many different versions off OS is. So Google Calendar is gonna be the one for you because it works across all of those. Sometimes, by the way, you might have to use Microsoft office. So that might be something you want to look into. Just used Microsoft tools because Microsoft have their to do list manager, which I think is called to do. They obviously have amazing email service, which is outlook. I mean, I know some of you guys probably hate outlook, but actually on IOS, it's one of the best email applications. It's got its own cloud service one drive, which is very reason place on exactly, very good. And of course, it's got the industry standard in productivity tools like Microsoft Word, PowerPoint and Excel. So maybe if you're in the makes off world used look for things around the Microsoft world. I mean, in the note taking application field, you've got one note, which is incredibly brilliant application, and if you're into the PC world that I would go down the one note road. Definitely because it's so good on all your devices. So now you need to choose those devices, but you need to get into the habit now for the next three months. Stick with whatever you choose, make it work and get into the habit so that when you ready and you start developing because you will develop, we all play around. We're all looking for the shiniest latest new toe, but that's OK, but you do first need to develop the habits off your own productivity system, and you will tweak things in your to do list. Meijin your tweet things in your calendar, and I'm sure your tweet things in your note. Taking application again. That's fine, but for the 1st 3 months, I strongly recommend you stick with one system, one application for each of the cornerstones. If you like one calendar want to do this? Manager One note taking application so that you get the habit. Once you've got the habit, then you can start playing. So give yourself three months now and really focus on developing the habits and then start looking, modifying your system, playing around with the different tools that you can use. Okay, okay, let's move on 12. 12 A Final Word: Okay, well done. You've completed the course now. Hopefully you've now got the four tools on your system and you're ready to get started on when I say get started. I mean, get started today. The faster you develop, the habits, the faster you're going to become more productive. And that is the key. So remember, now you just got to focus in on capturing everything in the right place at the right time, which is immediately. But as they said at the beginning of this course, once you get yourself really organized, once you start becoming productive, you are going to see changes in your life that are so brilliant. And I really mean that I have in the past been a disorganized mess. When I started out on the road to productivity, it was almost immediate how things changed in my life. I became much more self disciplined. I actually lost 13 kilograms, which I'm not sure what the season in pounds but it is. 13 kilograms is about three stoning waits. It's about 25 £30 in weight because myself discipline really improved as well. It was like an added bonus because I developed the habits of capturing things at the right time in the right place That forced my myself disciplined to improve once myself, discipline improved. I found myself exercising. Even on rainy days like it is today. I also found myself eating more healthfully. These were just wonderful benefits off, actually getting my stuff together on really becoming organized on as I mentioned before. In this course, I've managed to write three books. I write a block every week, and I've developed a reasonably successful YouTube channel. All that has come about because that one day I decided enough with being disorganized and I started getting myself organized and I got myself productive. Now there are a few things that you can do now before, as you move on into this world, Wonderful world off being a productive person. One thing I would strongly recommend is that you read the book by David Alan called getting things done. Now you don't have to do this immediately. I would suggest you focus on developing your system, but definitely within the next three months. Read the book Getting things Done by David Allen It is the bible off productive people. It is the complete roadmap to developing an incredible life for yourself. There are many, many other books that you can look at, but that is the book that I strongly recommend that you look into because it changed my life. And I'm sure if you sit down and really take your time to read that book, it will also change your life. Also, guys subscribe to my YouTube channel. I do cover mainly to do it in Evernote, but I also have a serious called working With Work, where I share some tips and tricks on becoming a better all round person and also helping you to achieve your goals. And if you really like this course, then have a look at some of my other courses. I've got four other courses. There's one on email. There's one on taking your productivity to the next level, which is like the next step up from this course, and if you really feel that your life is in a complete mess than I have, my ultimate course, which is the Complete Guide to creating a successful life, is quite a long course. But that course will really take you to a totally new levels off success on productivity. Thank you very much for taking this course. And if he did like this, cause please leave a review because the reviews help us to get this cause out to as many people as I can. If you also like this course, remember, this course is free. So please share it with your friends or people. You know who you feel who really need these tips and tricks to get themselves more productive. I really want you guys tohave an incredibly successful life on This starts with becoming productive, knowing which direction you're going on, where you're going. So please, guys, share this video out this course with as many people as you can. I really want to help essentially the world to become more productive on to really improve their abilities, maximize visibility's to become incredibly successful people. You can do it. Anyone can do it seriously, guys, go out there now and show the world what you are capable of achieving