How to Get Things Done | Eralp Sendan | Skillshare
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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

    • 1.

      Promotion Video

      1:51

    • 2.

      Key to Efficiency

      2:03

    • 3.

      5 Steps to Efficient Task Completion

      5:14

    • 4.

      Rethink About Your To-Do List

      2:55

    • 5.

      Can The Action Be Taken or Not?

      3:15

    • 6.

      Clarify: What's Next Action?

      2:45

    • 7.

      Next Actions List

      1:55

    • 8.

      Who Should Do This?

      1:21

    • 9.

      Use a Calendar

      2:24

    • 10.

      Organize Your Projects

      1:53

    • 11.

      What Do We Do With Non-Actionable Items?

      1:14

    • 12.

      How To Follow Up Future Projects?

      1:32

    • 13.

      Prepare For a Specific Time

      1:44

    • 14.

      Weekly, Monthly, and Annual Reviews

      2:15

    • 15.

      What Were The 5 Steps To Efficient Task Completion?

      1:23

    • 16.

      Write All The Open Loops You Have In Your Mind!

      1:39

    • 17.

      Practical Example: Clarify!

      5:51

    • 18.

      Practical Example: Organize!

      0:49

    • 19.

      Practical Example: Projects and Areas

      3:30

    • 20.

      Project and Area Definition

      2:28

    • 21.

      Weekly, Monthly Annual Review & Practical Examples

      4:03

    • 22.

      Take Action! / How Do I Take Action In My Daily Life?

      4:33

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About This Class

Do you keep many to-do lists in your head without writing them down?

Are you constantly distracted trying to remember things you need to do?

Is there a physical (garage, closet, drawer) or digital location (downloads folder, documents folder) that you're afraid to control?

Have you ever completely forgotten to do something you said you would do?

Is the number of available emails in your inbox more than the total number of emails you typically receive in a week?

Do you often have things circulating in your digital or physical environment that you're unsure what they are or what you should do about them?

Do you feel that the projects and tasks you want to do are constantly pushed aside by the work you need to do?

Does it discourage you from looking at your to-do list?

Do you often feel the urge to "get organized" but are unsure what it means?

Do you often forget to communicate with people on important matters?

Do you want to use digital tools to increase your productivity but feel overwhelmed by the number of these tools?

Would you be embarrassed to show someone else your personal, organizational system?

Have you ever felt that you have overlooked the Big Picture of your projects and responsibilities?

Do you forget to regularly look at your short-term, mid-term, and long-term goals?

Do you sometimes encounter emergencies in your life due to tasks that you did not complete on time?

Do you feel that the wishes and whims of others control your day?

Are you having trouble trusting your productivity system to remind you to do the right thing at the right time?

Do you think that the digital tools you use to take more time than they save you?

Do you find it difficult to focus on just one area because your personal and to-do tasks are so mixed?

Do you find yourself dealing with the work as it unfolds rather than planning it?

If your answer is YES to at least one of the above questions, you are at the right place.

With this guide, you will learn to overcome your procrastination habit and complete your to-do items x10 times faster.

  1. See you in the course :)

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Meet Your Teacher

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Eralp Sendan

Industrial Engineer / Program Manager

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Business Productivity
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Transcripts

1. Promotion Video: In our data life, better in our school IF OR in our work-life, we are constantly bombarded with what we need to do and complete. Even while watching this video, you most likely received a new e-mail or message that you need to respond to or take care of urgently. How can you do everything simultaneously when you are busy with so many things simultaneously? Is there a way to organize your work or tasks and be more efficient? Many of you may have a system for completing your jobs or tasks and you're constantly trying to get over them. You'll keep your to-dos in a notebook, in writing, or atheroma, understand an app on your mobile device. Maybe you use sticky reminder notes at your desk or on your computer screen. Or you use different applications and follow your to-do list in this way. Let me tell you many times these simple methods taken, those are adding reminders may not be enough to keep you call or incomplete control. This guide will tell you the methods you can use in your daily life to be more efficient and action-oriented. If you have questions about the techniques I have explained, you can send me a message or comments in the questions and answers section. If you want to learn the methods to systematically complete your work or projects that you want to achieve in your career, school, or private life without any delay, please join me in this exciting journey. 2. Key to Efficiency: There are five steps you need to follow to complete the work you want to do. These steps are capture, clarify, organize, reflect, and engage, respectively. There are probably many people among you who start the day in crisis mode, you may feel like you have to deal with an endless fire every day. You have to do so many things simultaneously that you often don't know where to start. The main reason for this that you do not already have a system or strategy. This lack of technique or strategy causes you to put your priorities or urgent tasks and appending order. As a result, you feel overwhelmed and stressed, not to mention the feeling of not being able to complete anything. In times of crisis, people usually attempt to react in the following way. Oh, how could this be? What would I do now? I don't know where to start to solve this problem. It's not my fault. No, no, I didn't do it. Unfortunately, I don't have time to solve this problem because I have a lot to do and enough on my plate, there is another urgent thing that I need to deal with. This is not a plant situation and I have no time to prepare it. It was so sudden and everything happens out of my control. In this training, you will learn the methods that you should do in your daily life at your workplace systematically and efficiently without stress. To summarize this lesson, you should use a system that will help you increase your productivity and focus. In this training, you will see how to use a system in your daily life that will help you to decide what to do next. That's all I wanted to say for now, and I'll see you in the next one. 3. 5 Steps to Efficient Task Completion: One was last time you had an uncomfortable or irritating feeling that there was something in the back of your mind that you should do. Something You have wanted to do for a long time, but you keep putting it off. Do you tend to procrastinate Again every time you say, okay, I'm starting now, calm down. Don't panic. This is very normal. And we all do this procrastination. Often. Most of us experienced this feeling quite regularly. This problem often makes it difficult for us to focus. Suppose our brain is a hard drive used to store data in computers. The more application or data you store on your hard drive, the slower your computer is. Our brain is not a storage device. Therefore, if you want to keep everything in your brain, it will slow you down. If you don't follow a specific methodology, such as systematic repetition system. The more you try to keep the things you need to do in your brain, the slower you will be. And most of the time, you will not be able to remember anything. Because our brain is not as storage tool for the work to be done by its nature. On the contrary, it is a focusing tool. Therefore, you need another storage tool other than your brain for the tasks. Whether the task is trivial or essential. Unit the captured those tasks outside of your brain. Vehicle up and loops. The unfinished tasks that make your restless and constantly remind you of yourself. Open loops are unfinished items or tasks that you have no idea what to do. These open loops can include your life goals, such as graduating from high school, college, or a master's degree. As well as things you need to do right away like fixing, get clogged toilet, or replacing a flat tire on your car. I'm sure many of you are trying to complete these open loops that we don't want to deal with. Because I have been dealing with the same problems for a long time. Most of the time. These open loops have brought me nothing but stress. What was the results? Somehow? I couldn't complete the open loops that I wanted to start and ends until I started to follow a new system. Dealing with these and similar tasks that's have been waiting for a short or long time, we will put more stress on you. You'll feel highly overwhelmed and eventually cause burnout. You no longer want to do anything about the situation. Open-loop. Key idea. Think about completing your open loops before putting them in. So where can you collect Europe and loops? The answer is in collection containers, also known as inboxes. Inbox can be an e-mail inbox, a physical inbox stray sound recorder, a laptop, mobile app, or a task manager inbox. The first step is captured. Captured all your open loops, vector lifetime goals or small tasks, and add them all to wellness. You can download and install a task management app to capture your open loops. If you're a Mac or iOS user, you can download the thing SAP. It is a onetime purchase application and has an excellent interface that is very easy to use. You can also download and install the to-do app if you want free software. If you are going to use to do is I recommend starting with the web version, not the mobile version. The second step is clarify. In this step, you will define the next physical action to complete each open-loop. Don't get stressed about how you will do all these steps. I'll tell you practically how to do all of them one-by-one. The third step is organized. In this step, you will create lists and projects that will help you act according to the physical actions you have determined for your open loops. Fourth step, review. Review of all your lists and files regularly to help you make smarter choices about what tasks to tackle. Finally, the fifth step is engage. Start doing the accident. She determined in the first four steps. To summarizes this and plan a hat hobby you will complete your open loops are missing items. Open loops are incomplete items that you are not sure what to do yet. Five stages of getting things done. Our capture, clarify, organize, review, and engage. 4. Rethink About Your To-Do List: Most probably your current too though this isn't helping you keep track of your tasks comprehensively or efficiently. You can use your to-do list for daily reminders, but you may not know where to manage lifelong goals or overarching projects. For example, assume that you constantly think, you hope to write a novel someday. Still, you don't know where to summarize the steps necessary to achieve it. Are on days when you are in a rush. You write it to do list on your phone as you walk out the door. But you forget that the list even exists. Key idea, capture, make a single list of everything you have and should do. If the open loop that needs to be done is written in more than one list, it will be more difficult to move any of them forward. The first step to efficient task completion is to capture each of your open loops in a single list. Let's call this list inbox, inspired by email terms. First, I will define the list as inbox to catch all open loops. For now, I want you to write your open loops on a blank sheet of paper. Take a piece of paper and pen and write down whatever you have to do on this piece of paper. Starting from the very top. It doesn't have to be just business. Write down the things you need to do at work, home, or school. Write everything down, and don't bother thinking about how to do it for now. Your goal here is to capture everything in one inbox or one list. Later in this training. Other recommend some mobile device applications for the inbox. Still a paper pen or digital note-taking game environment is sufficient for this exercise. Now, whenever a new open loop pops up, you can keep it in your inbox or list instead of worrying about how to deal with at the moment. Once you've got your list of open loops, you can come back to it when you have time. Think about what needs to be done and organize accordingly. Summary, gathered all your open loops in our list. We named it inbox. Your inbox or list can be a document, mobile app, or folder. If you are trying to track your open loops in more than one location, it will be much harder to move forward with any of them. 5. Can The Action Be Taken or Not?: Why do we typically feel so overwhelmed when looking at the list of things to do? This is because most of the time, the tasks on your list are defined as such. Setup, meeting, clean the kitchen, do homework, get the car repaired, do the shopping, go on vacation. List like this. Don't really tell us what to do. In fact, most of the time we start doing what we think we should do. And after a while, we realized that we skipped one or more of the steps. Let me try to explain what an example you are at work and need to set up a meeting about the topic. Set-up meeting task is on the to-do list. Well, you send the meeting to the relevant guests. However, some of the attendees reviews after sending the meeting invitation. Why? Because before sending the meeting request, you did not check whether the invitees were available at the time you specify it? Ultimately, those Hoover unavailable reviews the meeting. If you had checked the participants calendar before sending the invitation, you wouldn't have to deal with the notation again. The next step inefficient task completion is to clarify the next physical action required to complete each open-loop before taking action. Key idea. Clarify. Decide if you can take action, advise an open-loop or not. You can clarify what needs to be done for each open-loop by asking yourself the following question. Does this open-loop require action? We can define actionable items as thinks that needs to be done. Typically, we can provide actionable items such as a reply to an X person's e-mail or prepare for our next meeting. If an open loop does not require action, we can call it a non actionable item. Items that do not require effort to include respectively. Trash, for example, staff, you don't need items you don't need right now, but you will need later. Reference items you should refer to that contain helpful information. Once you determine which items are actionable and non actionable, you can prioritize your actionable items. You can also edit your non actionable items later. Summary, decided by asking yourself what to do with an open-loop. Does this open-loop require action or not? For open loops that cannot be processed, you do not need to do anything at this time. Actionable items are things that require action. 6. Clarify: What's Next Action?: Actionable items are items that need to be done something about. However, we don't usually clarify what needs to be done until we start doing the work and get to the middle of it. This lack of direction can often make things feel overwhelming. Key idea, clarify. Actionable items require physical and visible action. For example, awake and actionable items such as set-up, a doctor's appointment. How can you clarify what you need to do to move the MSc doctor appointment action forward? The answer is to determine the next physical action required to do this task. We can redefine the setup doctor's appointment example to make it more tangible and physical. Call the pediatrician, Ms. Shelly, and set up an appointment for next Saturday before noon. Some items may require more than one physical action to complete. My advice would be to determine the next physical reaction to begin with. Key idea. If a task takes less than two minutes to complete, do it. Now, this fundamental idea is one of the most essential steps for efficient task completion. If the time you spend on the action will take less than two minutes, take action immediately, and do that. Now, this is because planning one to complete a two minute task will take longer than doing it. For example, you have an action on your list. Face, I'm your mother. It takes a while to plan this and write it on your list. Instead. You can immediately call your mother and complete irrelevant item. In this way, when you complete a task that will take less than two minutes, you will keep the number of open loops in your list low. Once you have defined your next physical actions, you can add them to your next to-do list or calendar, or if possible, assign someone else to do the work. Summary. For actionable items, ask yourself, what is the next real physical action? Next actions need to be physical and visible. It's like replying to an email. If an actionable item will take two minutes or less, do it now. 7. Next Actions List: Once you have more precise that determined the next physical actions for your open-loop. How can you be sure that you are actually performing those actions? The next step in efficient task completion is to create a series of lists that you can regularly use, which we will call projects. In this way, you will efficiently perform the actions you have defined. To begin with. You can start with the daily to-do list. Keeping such a list will also help you achieve your long-term goals. Key idea, organize. Use a list of next actions to follow your daily reminders. For example, imagine that the full set pipe in your bathroom has cracked. As a result, water is leaking slowly. If you don't take action immediately, the severity of the liquid increase, your house will float. Instead of specifying an action such as fixing the full state in the bathroom. The first physical action should be to turn off the main water wealth coming to the house. When you review your list, the clearer your action will be. You will know what you need to do, which will give you great convenience in finishing the task. Make your next action list more manageable. You can divide it into different areas. The areas you will specify such as work, home, garden, children, and school are examples of keeping your next action list. Summary. Your next action list will show all the next actions you need to take as soon as possible. Every action in your next action list must be physical and visible. You should review this list every day. 8. Who Should Do This?: You don't necessarily have to complete an actionable item most of design. For example, let's say your company has a customer database update assignments. Let this be the entry of the email addresses of new customers into the computer. You could try outsourcing this assignment to another person that the company you work for. For example, you can ask your colleague to enter the data into the database. You can follow your tasks done by someone else in your next action list. With the weighting for tech, you can easily track the tasks as scientists, someone else with the weighting for label. You can separate the task you need to do in your mailing list and give them to someone else using different tax. I recommend that you review this list once or twice a week to make sure any tasks you assign to someone else or running smoothly. Summary, to keep track of the actionable items you have authorized, label these tasks as waiting for. You may not be the right person to complete every action of lies. More new list. You're waiting lists, keeps track of the tasks you expect others to complete. 9. Use a Calendar: Our next action list covers everything we urgently need to work on as a next step. Well, what kind of path will you follow for the Task Unit to do later? Instead of adding such non-urgent and time-consuming tasks to your next action list. You can add them to your calendar. Key idea, organized. Use your calendar on the fourth time-based tasks. For example, imagine seeing an actionable item that needs to happen on a specific date. In that case, you can edit to your calendar. However, you should not set a reminder if this action does not really need to be done that day. For example, if you know that the only way you can meet with your group of friends is after six PM on Friday. You can add it to your calendar. Or if you are taking the school or personal training, you can add the day and time of the strength to your calendar. On the other hand, if the relevant action cannot take place on a particular date, do not set a reminder for yourself. Adding good reminder for an activity that can be completed can put you in a constant loop of procrastination. That way, when you see a reminder on your calendar, that's when you will truly understand that it needs to be completed. You will stop procrastinating and not miss the day you need to finish. For example, unit per pair representation on Venus de still, you are busy on Wednesday and your whole day eras result for meetings. Therefore, preparing for the presentation on Wednesday, we'll not do you any good because you will not finish the presentation entirely. After all, you will be at the meeting. Blocker calendar for the tasks you need to complete and only do that job on the day and time. Use it. In this way, you will feel better at the end of the day. Use your calendar on the four tasks that can be done on certain days and times. Summary. Using your calendar for date specific tasks will help you know what you really need to do that day. 10. Organize Your Projects: You may need to do more than one action to complete some of your actionable items. We can call these items that require more than one action. Project. Projects can be exemplified as tidying the garage, washing the car, buying a new computer, buying a new house, it can often be challenging the progress through projects involving so many steps. I will talk about the metrics to help you complete your projects and break them into manageable small pieces. Key idea. Each time you can move your project forward, focusing on the next physical action. For example, let the name of your project beta summer holiday organization. What next action needs to be taken immediately to move this project forward? If you're going with your spouse, friend, or a group of friends, you will first sit down and determine the holiday date. Action. Set the day and time to discuss the holiday details and add them to the calendar. If you add it to your calendar, you will feel more comfortable because it is much easier to read something done in another tracking system. Then to keep it in your mind, you should add this to your next action list. And once you are done, it will be much easier for you to identify the next section. Then each time you check your next action list, you can gradually move your current project or projects forward. Summary. Projects are tasks that require multiple actions to complete. Consider what immediate action the project needs to move the project forward. Each project must have an action in the next action list. 11. What Do We Do With Non-Actionable Items?: Now you know how to organize your actionable items. Let's see what to do about things that cannot be acted upon. Remember, not actionable items are things you can't or don't need to do right now. Key idea. Make your list as much as possible without clutter. Your main goal is to make your list as operational as possible and not allow any confusion. Otherwise, you are less likely to use this list. I mean, don't ever keep open loops in your list. Instead, you can organize these items into lists for weekly review. These open loops can include future projects or thinks unit to access over time. Make your list as functional as possible by keeping it clutter-free. Summary. Organize your non actionable items into various lists to remove them from the list. Not actionable items are things you can't do or don't need to do right now. 12. How To Follow Up Future Projects?: Most of you definitely have projects that you think you will do or want to do one day, but you may not have time to devote to these projects right now. If you want to follow these projects soon, you will need to pursue them elsewhere. Key idea, keep a list of later or possible projects for future potential projects. Add them to the next or possible project list to keep track of potential projects or ideas. This list might include learning to code, playing the guitar, making your own garden sofa, or reading some of the world's most famous classic novels. Likewise, this list can be your inspiration when you are ready to start something new. To get the most out of your later or possible project list. I recommend that you review this list once a week. In this way, you can start the project on this list and continue when you have time. You can add inspiring ideas or projects to this list and refer to them individually. Summary user later possible projects list to track projects you want to consider for a later date. This can be a parking lot for projects and a place of constant inspiration. To get the most out of this list. Review it regularly. 13. Prepare For a Specific Time: Your actionable items may contain subtasks that you eventually have to tackle. How can you prepare for this task in advance to reduce some of your future workloads. Key idea. You can use a reminder file to save items for a specific time. For items that cannot be processed at the moment, you will eventually need to do something. I used the things app for this. I prepared a monthly file for the tasks I need to do later in the application. For example, each month, I have to put my garbage container in front of my house for collection on a specific day. Since these days change every month, I add a reminder to the things app that says Set the garbage container on the road. The application gives me this reminder, ends I completed after it reminds me. A reminder file is a way to tickle your memory in the future, and it's a place to put things, units access for a specific time. You can use this monthly reminder file in all areas of your life. For example, you can add birthdays, holidays, meetings, and other things you plan to attend to on a particular day or month. Summary. Your remainder file can help you keep track of any item for a future date. Your reminder file is a way to tickle your memory for a future date. Define each month individually in the app you use to create your reminder file. 14. Weekly, Monthly, and Annual Reviews: People tend to feel their best right before they go on vacation. This is because they have completed their unfinished work before going on vacation and left their current position in a place where they can return to it after the holiday. The most important thing to pay attention to is to think carefully about each list and determine your action plan for unfinished tasks. Key idea. Collect open loops and review your list once a week. You should refer to your next action lists and calendar every day. However, you will also need to do a weekly review. So make sure all your lists are helping you achieve what you need. Choose a specific day for your weekly review. On this day that you will determine. You have to go through all your open loops one by one. Next. You should ensure that the actions you set for your open loops are as complete and up-to-date as possible. In other words, you will examine all your projects and all the activities you have determined one-by-one. Thanks to the victory view, you will be able to update unspecified open loops to make them actionable. This will cause a significant contribution to the progress of your current projects. As you review your projects or lists, you'll be able to trust that it accurately describes the things that need your immediate focus. In addition, the more reliable your system is, the faster and easier your speed and efficiency will be to get things done and not stress you out. This system will give you the confidence to overcome them without feeling the stress of the constant waves of duty. Summary, the weekly review includes the following steps. Collect new open loops and add them to your list. Make sure to review each item one by one, and move it to the related project or list. Keep your project or list up-to-date. 15. What Were The 5 Steps To Efficient Task Completion?: Hi. In this part of my course, I will give practical examples and reinforce the topics that I explained in the previous chapters. What were the five steps to efficient task completion? Capture, clarify, organize, reflect, and engage. Capture. Write down everything you have in mind and plan to do. Don't keep it in your mind. Remember, our brain is not as storage area. The contrary, it is an excellent focusing tool. As an example, Consider a computer. What happens if you opened many programs on the computer simultaneously? The response time of the computer decreases its speed and therefore its overall performance decrease. The more todo items you keep in your brain, the slower it will respond to you. And sometimes you'll forget some things. If you keep the open loops mentioned in the previous chapters in your brain, your stress level will increase constantly and you will not complete most things. In the following videos, I tried to explain step-by-step how you can complete your to-do items more efficiently and make the subject easier to understand. I'll see you in the following video. 16. Write All The Open Loops You Have In Your Mind!: Step one, write down any open loops you have in mind. For this, I use a program called things. This program can only be used on Mac or Apple devices. However, you do not necessarily have the user program. I use. Many paid or free software options, work on Windows and Mac operating systems and Android mobile devices. In the examples I will give, I will show how I use the things application. My favorite feature of the things that is when you press control and spacebar at anytime, the quick capture pops up and provides a quick to-do entry of the open-loop in your mind. Let me quickly show you how I save open loops using the things app. I press control and space k. The pop-up on the screen allows us to enter a new to-do item. Let's enter a few open loops. Order pizza, pay the electricity bill, pay the rent. Pay the cortex. Surprise your mom on Mother's Day. The following video, I will talk about the clarifies step that you will do after the capture step. See you in the next one. 17. Practical Example: Clarify!: Second step, clarify. Clarify step. You must determine the next physical action. Suppose the loops you call it in step one are well-explained, and the next physical activity is straightforward. In that case, it will be pretty easy for you to complete all the open loops. Let's try to understand it together with examples. Let's set an open-loop in the capture step. Setup a meeting. We captured an open loop in the first step, set up a meeting. So what do you see when you look at it for the first time? Setting up a meeting is not clear on its own. Here is how we can clear it up and turn it into a physical action. Submit as suggestions, the agenda of the person who needs to attend the meeting for Project X, and potential meeting hours based on their own schedule. Another example, decide on a vacation. At first glance, this open-loop or what you're about to do looks good, but it doesn't involve any physical activity. Here's how we can do this to make it actionable. Make a list of places to go for vacation according to the family budget and talk to your spouse, girlfriend or boyfriend. Another example, check out the sulfur from the furniture store. Check this out on the furniture stores website for opening hours, then they can turn it into a physical action. Another example, organize the garage. Here's how we can change it. By x, y, z sized boxes from shop a. Track the order called Jack for your purchase order 549. Instead. Think about relocation. List. The pros and cons of relocating on a piece of paper. You should pay attention to the examples I have given to determine the next physical action. Ask yourself this question. What is the next physical action? Once you identify this first physical action, you will see that the work you need to do or the project you need to complete is progressing. There's a saying that starting a business is half of finishing it. Definitely the right approach, in my opinion. I recommend using the action verbs that I will list shortly to determine your next physical actions. By review. Visit, list, watch, right, rate, plan. Send an email, call at, try, at the calendar, revise, lesson, move, send the message. Try rewriting open loops are actions you have already written using these action words. Now, let's add our open loops are thanks to our inbox. Using these action words with the things app will save all our open loops in our inbox. The things up. It's already defined as Inbox. Move, move the close box in the attic to the garage. Send a message. Send the message about what you need to bring to your friend for the weekend. Barbecue party. E-mail, e-mail your colleague coincident to send the meeting notes, called the class teacher on the phone to talk about your son's situation. Talk to Jennifer about which room you will make a guest room. We can give many more such examples. Again, always ask yourself this question. What is the first action to complete this task? First of all, you need to understand yourself before you do anything, is the work you will do or want to do something you would actually do? Can you design this task differently so that it is completed? These questions are about personal awareness in general. For example, you have to prepare a critical presentation or homework on Tuesday, which will take up all your day. However, you have a meeting or a lecture from morning to evening. Tuesday. Therefore, you don't have time to prepare the homework or presentation. This is where personal awareness comes into play. If your whole day is filled, it is more appropriate to make that presentation at another time that is convenient for you. Never promise yourself what you can't do. If you can't do that task when you premise yourself, it will come back to you like stress and low motivation. 18. Practical Example: Organize!: Third step, organize. I suggest that you organize your open loops or tasks in a truss system. I would like to show you how I organize it. I receive hundreds of new notifications and messages a day in my inbox. Therefore, I first categorized and notifications or messages that come to my inbox. I decided for each incoming key male, should I add this email to my task list, edit to my calendar, keep it in Notion for reference, or send it to the red late rep to read it later. Being organized in this way helps me a lot for Inbox Zero. I'll show you how I do this in more detail in the following lessons. 19. Practical Example: Projects and Areas: After adding my open loop to the things app, I divide them into two categories and organize them. The first category is projects, and the second is areas. Projects can be defined as tasks expected to be completed at a particular time. In other words, we can define all tasks with a specific start and end date as projects. Areas are constantly recurring and have no definite starts and ends state. Let's have an example together to see the difference between the project and the area more clearly. Now, think about the items on the list. Then in a moment, we will determine together why some of them are projects and some of them are areas. Laying grass in the garden of the house. Buy a house, house maintenance. Recruit a new project manager. Management, graduate from university. Marriage. Now pause the video and identify the projects and the areas yourself. Is it a project or an area to put grass in the house garden? The correct answer is, it is a project because this ToDo has a specific beginning and ending time. Its output is the growth of grass in the garden. Buying a house, a project, or an area? The correct answer is project. Because buying a home also has a start and end time. The output is the purchase of the house. Is on maintenance, a project, or an area? The correct answer is area. Because maintenance is a process that requires continuity, there is no specific start and end time. Recruit a new project manager. Is the project or area. The correct answer is project. Likewise, this task also has a start and end dates and its output is the recruitment of a new project manager. Is team management a project or an area? The correct answer is area. Because The Management is an ongoing assignment, there's no starting and ending time. Is graduating from the university a project or an area? It is a project because it has a specific start and end periods. Still, the extended tears may vary depending on the graduation conditions. Its output is a university degree. Is marriage a project or an area? The correct answer is area. However, it has an initiation date. You have many responsibilities to ensure the continued to offer marriage. The end date is uncertain. 20. Project and Area Definition: Now we will assign the tasks in the inbox to projects and areas. As I mentioned before, I will use the things up. But you can also do this in other apps. You can find the application list in the resources section. Let's add our projects and fields to inbox. Tasks are a subset of projects, or we can say that projects and can pass tasks. Projects are also the subset of the area. Or in other words, we can say that areas consists of projects. Most of the time. I don't ask projects under areas. I can easily access projects at the top of the list on the left. It makes prioritization is for me. I can see the projects I have not added under the area. However, it is not easy to view and prioritize the projects under the areas. This is the method I use. You can choose the way that suits you best. If you wish. You can follow all projects under separate areas. It totally depends on your personal preference. 21. Weekly, Monthly Annual Review & Practical Examples: The fourth step is reflect. What tasks are open loops do you have to deal with on the current day or week? Which ones are good? Which tasks should you choose based on this week's theme? What do you want to achieve this weekend? And what tasks do you need to accomplish related to what you want to achieve? I'm doing a weekly review for the reflection phase. For this reason, I asked myself the following questions. What is important this week? What was this week's theme? What do I want to complete or achieve by the end of this week? The weekly review of keeps your mind from backing up on remembering. It gives you a high point of view of that. You can see like a bird's-eye view away from the daily demands. It ensures that none of the open loops are overlooked, thus giving you a confidence. Here are some other main topics that I will recommend in the victory review. Email. I completely reset my e-mail. I read all the unread emails and send the ones requiring action to the application, calendar or plan. The tasks in my schedule needs to be wholly complete and precise. I cleaned my computer's desktop and downloads folder of every week. This way, I can get a clean start to the following week. I make sure the inbox area in the thing SAP is clean. Tasks or open loops. Make sure all tasks are up-to-date. In other methods of reflection is a monthly review. You may have longer-term tasks. In the monthly review. I have summarized what you can do in weekly and monthly reviews in a table. As I mentioned in the previous lesson, you can clean up your emails during the weekly review. You can check your calendar. You can clear your desktop and download folder. You can review your notes. Finally, you can be sure that your open-loop or tasks are up-to-date. In the monthly review, you can achieve the goals that you don't need to check every week. You can update your project lists. You can update your fields. And finally, you can review what you said you might do one day. As a third branch of reflection, you can do an annual review. I usually do my yearly review during the last week of December. Here are the things I want to do in the next three or five years and my life goals. We can rank the weekly, monthly, and yearly reviews like this. We can liken the week to review a bird's-eye view from about 100 meters above the ground. On the other hand, the month review allows you to look down from the sky biplane and see a broader perspective. We can liken the annual view to looking at the world from the space station. 22. Take Action! / How Do I Take Action In My Daily Life?: This lesson, I will explain the fifth and the final step, engage or action. Here you only need to complete the open-loop that you have specified. You can use it to do list you set for this, select your To-Do Tasks from that test and complete the task. Here are some questions you should pay attention to and ask ourselves. What can I do? For example, today, you will take your car to the service for annual maintenance, but your wife also needs to guard the same day. In this case, ask yourself before you put the items you cannot do on your to-do list. Can I really do this? Do I have enough time to complete this task? If you have a meeting all day on irrelevant day, do not spare four hours for what you want to do because you have an appointment that day and you don't have time to spare for it. Do you have the energy for the work you will do? You should not put new tasks after six or eight o'clock in the evening because it is the end of the day for those who work overtime. Therefore, you may not have the energy to start something new at the end of the day. What are my top priority duties or responsibilities? Don't waste time on things that don't really need priority by adding them to your list just because you liked them. Instead. Take time for your priority tasks and add them to your to-do list. I follow such a method for determining the task in my daily life. First of all, I look at my calendar. For example, I have a meeting between 1011 o'clock then from 1130 to 12, and other meeting appears. In this case, I have a gap of 30 minutes between 111130. I am getting and completing some of my tasks databases in this space. First, I start with my most important project and mark the task that I can do that day for that project. My filtering criteria or project priority, time to spend, energy to spend, respectively. I constantly update all open loops and task under projects and areas until completing the task is unavoidable. There is a problem if a task appears more than once during the week and it's still not completed. This problem is that the relevant action is not explicit. Not about motivation, time or energy or creativity. If something is unclear, you don't know where to start. As I mentioned before, to advanced irrelevant action. Ask yourself the following question. What is the next physical action? You can break the relevant work into smaller parts to make this easier than after taking it apart, you will see that you can quickly identify the first task that needs to be done. Next step, is this action important to me? Is this action my responsibility? When you answer these questions, you will come closer to reality. This allows you to approach the relevant action realistically from a different point of view and think or thinks that needs to be done for you will be clear. If you see a task for more than two days, you must change it. To do this, you can follow these steps. The definition of the task cannot stay the same. You need to use a more specific verb when describing the task. You should make the task easier to do. You have to make the task visible and tangible. You should ask whether this task is essential or not. That's all I'm going to tell you for now. You can contact me with questions and answers area about any issue that comes to your mind. I will assist you as soon as possible. Thank you.