Transcripts
1. Introduction to the course: Did you ever feel like
you're running all day, trying to tackle all the tasks, but you still feel
behind that night? You feel guilty about
not checking things off. I can tell you you
are not the problem. The system is the problem. So in this class,
I'll show you how to bring clarity and calm by building a system
that will increase your productivity
and on top of that, you are going to
use the tools that you already have the
Microsoft tools. Hello, I'm Steve Johnson. I've spent over 25 years
optimizing businesses, building systems,
managing projects, and I'm doing that for
decades right now. But I'm also a dad, a content
creator, and a consultant. I'm dealing with a lot of different customers
at the same time, managing many projects for
myself or my customers. Living in this complexity every day, I needed
to have a system. I built that system on the
tools that we already have and that works
really well for me and hopefully it's going to
do the same thing for you. In fact, I'm convinced it's going to work
really well for you. So I can tell you right
now that the problem, it's not you, it's
not your will power, your lack of discipline, or your motivation issue that
you may have. No, it's not. Most advice on time management, they don't really fit
what we have to do. We wear so many hats every single day in
terms of family, work, or if you're business owners, it's even more true that we cannot plan every
minute, and that's okay. So this course is about
a new way of working. You need to think in projects
versus scattered task. At look to do one
note are going to be used as a system that
will be your second in. The builder blocks, something that I'm bringing
is going to help you to focus at the right time
on a deep important work. Using prefixes to keep it simple will keep everything
clean and project driven. And also Outlook calendar will become your strategic focus map. One note, one note is going
to help you to keep notes, detail and a very nice
organized context. We will reset your system weekly to make sure you
avoid burnout and you adapt to what's coming up to you and be productive
all the time. So you'll apply everything to one real project that
matters to you right now. So you can apply the principles, you can follow me during
the course and test it with your system
for yourself. By the end, your system
will be fully working, fully adapted to your stuff, and you can really
expand it and refine it for you to make sure you can
adapt to the way you work, adapt to the load that
you have on your day, and that's going to
be amazing for you. You'll be fully
productive very quickly. This system totally
changed the way I show up. This system changed the way I operate every week, every day. I'm more present in my business. I'm more present with my family. But this thing has
been built for me, and now I'm very, very
excited to share it with you. So let's get started.
You're going to love this.
2. Milestone 1 - Think in Projects, Not Apps: As I already alluded
in this course, you need to think in
projects, not in apps. We need to shift the
mindset and say, Okay, I think this type of
task, I should put them there. I think this type of task I
should be in a different do. No, you need to
think differently, and this is exactly what I'm going to teach
you in that course. Now you'll be able to work
with a lot more projects, a lot more task without being overwhelmed and the
prioritization process will be, I would say simplified. Maybe just this simple
use of acronyms, I'm going to show you how to do and having a nice
structure on how to do these things are going to be tremendously more
efficient overall. So once more, think
in terms of projects, not about the apps. The apps are only tools that can help you to
achieve your task, to achieve a high level of productivity within
your projects. Going back to the diagram, the three tools specifically
shaped up for one project, a second project, a third
project, but easy to retrieve. Example, you have a customer, a customer who say we have
a meeting at 2:00 P.M. This afternoon.
With that system, you can easily retrieve the
notes in one note the task that perhaps you had to do or you were planning to
achieve with the notes, with the link to one node, and also the emails related
to that project very easily. You can be very, very smart at that meeting, look very professional,
be on top of it, and be more productive. One element that is
added to this diagram, as you already noticed
is the filing drawer. Basically the folders
that are going to have all the files
related to the project. Again, the naming conventions
the nomenclature, the way that the things
are going to be named, it's going to be very easy for
you to retrieve the files, the task, the notes,
and the emails. A system is going to be
put in place just for you. So now let's talk about
the three main components. Like Outlook being the
stand short command. As you know with
Microsoft Outlook, you have a bunch of emails. You can also have Microsoft to do within your
email outlook interface, and you can create
task right up there. Obviously, with Outlook emails, you get Outlook Calendar, which is very, very useful as well to manage
different things. So we're going to
talk about how to better schedule your meetings, how to plan them efficiently with a few tools
and functions and one adding and also how to connect Microsoft Outlook
to Microsoft OneNote. To take notes of your
meetings very efficiently. So the second one is
the second memory, what I like to call
Microsoft One Note, so you can take your
notes of your projects, and it needs to be
well structured as well to make sure you can retrieve your
notes very easily. What you want to
avoid is creating very nice notes and diagrams and whatever you do in one note
because it's very like a freestyle tool in the
way I like to describe it, and you don't go back
to look at these notes. I'm going to show
you how you can link those one node to
obviously your project, but also to your task like Microsoft to do is
the way to do that. So one node overall is
really a way to capture anything that makes sense and is pertinent from the
meetings or from your brain, wherever wherever it comes from. You need to put in one note that brings you some, I would say, very useful notes for your memory so you can plug it in your brain whenever
you need them. And the third big piece
is the task engine, Microsoft to do to organize a task by project
using the acronyms again very extensively to make
sure that you are in then, you know where the tasks are, they need to be done in terms
of reminders, due dates. Very good. There is a bit of work to characterize the task. And by doing so it is going to help you to
prioritize stuff, very quickly to, I would say, being a good companion of all these three tools
is the filing drawer who is going to keep track of all the files you may have
that are coming by email, coming by the file you need
to create for your project. Anything in terms of files
is going to be there. If you look at the
overall thing, you have email, calendar, notes in different ways, task creation and management, and also file management. That's the key components of
this productivity system. Now, let's dive into
the power of acronyms. Very simple. We use acronyms every day
on different things, especially in the tech world,
but they are the link. The acronym is the link
between different things. As we just we have four main tools Outlook
Outlook Calendar, which is the same tool. One note, Microsoft to do, and the filling drawer, whatever it's on
MacOS or Windows. If you look at how to
develop this acronym, First of all, you have
example, a client. It could be a department,
but let's say it's a client company name
named Globex Corporation. The project type is
a website redesign. It's a website design
to keep it simple. We can see that our project name is now Globex website design. So we have this project
and Globex can have other type of project in
the future or before, but this one is really
website design from Globex. The acronym that
could be used are WD, GLW or GWEB based on the first letters of these three words
in the project name. So in that case, what I select
for me would be GWD which is GW and D for
Globe web design. So that's the acronym that
I would use everywhere. Not necessarily outlook and you understand why the
emails are coming from. But when you set up emails, when you send emails,
when you set up meetings, it's good to use and reuse the acronym to keep it
link in your brain. In the second memory,
there's going to be clicked, I'm going to show you
how same thing for a task and same thing
for the folders. Again, very simple link
Globex Corporation, project of website redesign. We call it website design, GWD is the acronym that
we're going to use as a prefix in many
elements of this system. Now if you look
at it, how to use this project acronym tool
by tool or app by app. In the case of email, once you convert an email, I'm going to go through
that in a demo to a task, you should already
rename it with the prefix GWD in this project. This way you do a conversion, the email comes from
somebody else, obviously, the GWD is not in there, but once you cover it in a task, just name it right away. In one note, what I suggest
to do in my system, what I do in my system
is the notebook name is GWD with the name
of the project. This way with notebook, I have more space and the notebook is
really the top title. This way by having
the full name, that's easy for me to retrieve and know exactly where to put my notes when I need to use one node
either from my phone, from my tablet, from my PC, or I need to take meeting information
from Outlook calendar, and pass it to One. Again, we're going to go through that later on in that course. Microsoft, to do all the task, and I say all the
tasks related to this project should have
GWUD as the prefix. For the list, of task
related to that project. You can use GWD Lobex website
design as the full name, and I'm going to
show you that in the todo section as well. Lastly, for the filing drawer, FDExporer or finder, again, you use the full name like
you do on the one note. This way, when you go
to look for files, that's easy to find
your files because it's the same name as the
nobok same prefix, as the task, same prefix as
the task coming from Outlook. Everything is linked
up with a very, very simple way using
acronyms and project name. A key takeaways of Milestone number one the foundation
is you need to change your mindset and thinking in terms of projects
and not apps. When you think in terms of
projects for your new systems, you use the acronyms
to keep them linked together to a certain
degree and we'll work out on some details
in the future sections. But those are the
foundation of your system. In terms of project,
you regroup everything under the same name
acronym, and that's it. You have a nice starting point, a very solid foundation.
3. Milestone 2 - Outlook - Your Central Command Part 1: Okay, we are at milestone
number two, the command feed. Why I call it the command
feed or the central command? It's because outlook is very central to any request
meeting request, task request, review a
document, create this document. So many tasks are
going through Outlook. This is why I
called it or I call it the central command.
That makes a lot of sense. But before going further, I need you to know as well that other sources of task requests and
meetings can happen. You can have a conversation
with a colleague, a business partner, or you
can think about something, you can get somebody who gives
you something or send you a DM or an SMS and you
need to drill down. You need to bring that back to Microsoft to do at the end. I know we are starting,
but keep in mind that everything has to end
up in Microsoft to do. This is where and how we're going to manage your task
to be more productive. So Outlook being the
essential command, we're going to be I would say, demonstrating a lot
of different features that Outlook has out of the box. So nothing to pay more. There is one add in and the goal is really to channel
in what's important to you, what's important for
you to be productive, meaning that some emails
are going through, but they are not
necessarily important. So you need to extract what matters in terms of
files, task, meeting, and many other things that
make you a very good, I would say individual
who's performing. Stay tuned, we're going to
move to the demo very soon. But before moving to demo, here's what we'll
cover in this section. As I said, many things are going to be covered for outlook being the central command of
this productivity system. For the first block,
it's going to be about email task
and block time. We're going to go through how
to pin on emails and why. Flagging emails as well and how you can take advantage
of those flags, which link with Microsoft to do is very key
in this process. Converting emails into task in a very easy way or easy
ways, I should say, because there are a
few options and block time for a task directly
in Outlook calendar. Yes, Outlook calendar is
a piece of that as well. It's not only about emails. The second block is meeting
scheduling, meeting planning. The feature about
reply with a meeting, I think it's underused, and the other one is a
hidden gem in my opinion, is the fine time adding how to schedule a
poll directly from Outlook without using
third parties systems or tools or SAS or whatever. That's a key system
that can help you to be very proactive instead of spending too
much time planning, scheduling emails that can be done through a poll
directly from Outlook. And the last section is
about meeting management. First of all, is how
to enable send to one node function
or button because that's hidden perhaps in your setup and also how to
use it to send meeting info. Painting information
to one node to prepare you to have a
good way to take notes, brain dumps, ideas,
anything related to a meeting or even any other
task you may have in mind. From that point, this is
one node is a great thing. I call it a second brain. We're going to deep dive into one node later in
another section. Okay, let's start
with pinning emails, flagging emails,
converting emails, and blocking time for a task in this section named email
task and block time. Let's go. I'm going to
show you in that demo how to do these four
things in a bit more. Okay. Let's start with pinning
emails, flagging emails, converting emails and
blocking time for a task in this
section named email, task and block time. Let's go. I'm going to
show you in that demo how to do these four
things in a bit more. Here we are in the
outlook interface. If you look for this
setup, what I did, I just created or I just sent me four different emails for
different parts of the demo. The first thing is
going to be how to pin an email and why
to pin an email. So as simple as that, when
you hover one of the emails, you can select this spin here. What it does, if I
look at this one, it is something sent
last week versus today. Let's say I click on the pin. What it does, it goes in the pin section and
it stays there. Whatever you received it three months ago or yesterday
or a few seconds ago, that's going to
stick around here so you'll know that you
have to deal with it and all your today's
emails are going to be added to the feed at
this level and downward. So here that's an easy way. There is no relationship
with Microsoft to do. It's only a small trick
for you to learn and take advantage of to know exactly what you need
to deliver quickly. The second thing
that is related to Microsoft to do this time
is the flagging email. When you over again
over the email, you can see that hey, you can say mark as red and
this one, there is a flag. If you flag, the thing is
going to be a red flag, but if you right click on it, you can already set something about this email about okay
I need it is due today, send a reminder, this is a
due today, due tomorrow, this week, next week and no date at all because you don't know when you're
going to answer. And custom date and everything. Mark complete when you
already have the flag on. But in that case,
example, we put tomorrow, so that's the way
to serve the flag. What it does exactly, I'm going to show something else related to that right away. If you click on a view, we can display on the right, we can show the MID, right paint which is
coming from Microsoft to do with an outlook. I mean show. If I go here on this account, I go on flag the emails and you I'm going to see this
one email to be pinned, which I flagged here
due date March 27, in that case, I'm recording
that on March 26, tomorrow it's already in
there on the right pane. That's going to be added automatically as a flagged
emails in my to do. If I go straight to to do
to show you the end result, I can open to do right in the outlook interface of
Microsoft to 65, by the way. Again, if you go
to flagged email, you're going to see
it as due tomorrow. If I click on it, I can see
all the details of Email, I can open it in outlook, I can see what was
the content of it or who sent it as well, and I can categorize it. We're going to go
through that in Microsoft to do a section, but that's the link
between having a flag Dmail in outlook
and Microsoft to do, which is very, very practical to centralize all your task
in a Microsoft to do, which is the target tool
to centralize everything. Okay, so now we are
at how to convert an email into a task without
using the flag email thing. I'm going to over
one of the email and they move for the course
and I'll right click on it. There is a long menu. You go down to Advanced actions
and you say, create task. So it topens up the Microsoft to do we paint with
outlook right away, and the task is already
added from this email. So if I again open
Microsoft to do, I can see that in all the
task, I have this one here. If I click on it, they
have the information about the email and I can categorize it and set it
up from here as well. That's another way to create
a task from an email. Now, the other thing
that can be done is blocking time for a task right
in the Outlook calendar. This way, I'm still
in the email view. I'm going to switch
to the calendar view here and have this test
that I just created. So what I can do is I
can just take it and grab it to execute it
on Thursday example at, let's say, 1:00 P.M. I can see this task is going to be for an hour or 90 minutes. This way, I block time of
that task and I can open it. I can edit like a typical
outlook calendar event. And now the task
is programmed in my day to make sure
I don't forget it. That's a nice way
to make sure you block time for a specific task.
4. Milestone 2 - Outlook - Your Central Command Part 2: Okay. Let's start with pinning
emails, flagging emails, converting emails and
blocking time for a task in this section named
email task and block time. Let's go. I'm going to
show you in that demo how to do these four
things in a bit more. Here we are in the
outlook interface. If you look for this
setup, what I did, I just created or I just sent me four different emails for
different parts of the demo. The first thing is
going to be how to pin an email and why
to pin an email. So as simple as that, when
you hover one of the emails, you can select this pin here. What it does, if I
look at this one, it is something sent
last week versus today. Let's say I click on the pin. What it does, it goes in the pin section and
it stays there. Whatever you received it three months ago or yesterday
or a few seconds ago, that's going to
stick around here so you'll know that you
have to deal with it and all your today's
emails are going to be added to the feed at
this level and downward. So here that's an easy way. There is no relationship
with Microsoft to do. It's only a small trick
for you to learn and take advantage of to know exactly what you need
to deliver quickly. The second thing
that is related to Microsoft to do this time
is the flagging email. When you over again
over the email, you can see that hey, you can say mark as red and
this one, there is a flag. If you flag, the thing is
going to be a red flag, but if you right click on it, you can already set something about this email about okay
I need it is due today, send a reminder, this is a
due today, due tomorrow, this week, next week and no date at all because you don't know when you're
going to answer. And custom date and everything. Mark complete when you
already have the flag on. But in that case,
example, we put tomorrow, so that's the way
to serve the flag. What it does exactly, I'm going to show something else related to that right away. If you click on a view, we can display on the right, we can show the MID right paint which is coming from Microsoft
to do with an outlook. I mean show. If I go
here on this account, I go on flag the emails and you I'm going to see this
one email to be pinned, which I flagged here
due date March 27, in that case, I'm recording
that on March 26, tomorrow it's already in
there on the right pane. That's going to be added automatically as a flagged
emails in my to do. If I go straight to to do
to show you the end result, I can open to do right in the outlook interface of
Microsoft to 65, by the way. Again, if you go
to flagged email, you're going to see
it as due tomorrow. If I click on it, I can see
all the details of email, I can open it in Outlook. I can see what was the content of it or who sent it as well, and I can categorize it. We're going to go
through that in Microsoft to do a section, but that's the link
between having a flag Dmail in Outlook
and Microsoft to do, which is very, very practical to centralize all your task
in a Microsoft to do, which is the target tool
to centralize everything. Okay, so now we are
at how to convert an email into a task without
using the flag email thing. So I'm going to over
one of the emails they move for the course
and I'll right click on it. There is a long menu. You go down to Advanced actions
and you say, create task. So it opens up the Microsoft to do we paint with
outlook right away, and the task is already
added from this email. So if I again open
Microsoft to do, I can see that in all the
task, I have this one here. If I click on it, they
have the information about the email and I can categorize it and set it
up from here as well. That's another way to create
a task from an email. Now, the other thing
that can be done is blocking time for a task right
in the Outlook calendar. This way, I'm still
in the email view. I'm going to switch
to the calendar view here and have this test
that I just created. So what I can do is I
can just take it and grab it to execute it
on Thursday example at, let's say, 1:00 P.M. I can see this task is going to be for an hour or 90 minutes. This way, I block time of
that task and I can open it. I can edit like a typical
outlook calendar event. And now the task
is programmed in my day to make sure
I don't forget it. That's a nice way
to make sure you block time for a specific task.
5. Milestone 2 - Outlook - Your Central Command Part 3: So now the second block
of this outlook section, milestone number two, meeting, scheduling and planning, reply with a meeting
would be a feature that's going to be
demoed here and scheduling Paul with
a fine time adding. I'm going to show you
how to install it, how to use it, how to take advantage of it,
to be productive. Now in this section
is going to be about meeting, scheduling
and planning. The first one is reply
all with a meeting. In the case, I'm back in
the email of outlook. So I can select any of
the email that I receive. Example, I'm going to
select this one here. It is displayed on
the reading pane. The thing is that small
thing here is not always available if
you haven't set up. I need to go to
these three dots. Do to customize action and you need to select
reply all by meeting, as you can see, this is
an example of your pain. If you don't have it, it's going to disappear. If you click on it, you're
going to see it there. Now it's okay I can cancel because it was already
the same setup. To cancel this. Now it
was available in my case. What I did is, I need
to do a reply all. I just click on this
no reply all here. But right there, what it does, it pops up the event
and what a window, so you can plan so from there, you can write whatever you
want. You can set that up. And something you
can do also is okay. I see only one day
in the right pane. I can say, Hey, do
open scheduling, look at my schedule a bit more. I can move and change things, look at the people
are available. I go back to the event and
I just sent it and boom. But you can change
the title as well, the subject line if you want and select everything you can
do here without any issue, and that's going to be displayed in your calendar right away. That's a neat way
to reply all by emailing whenever
requests instead of going to the calendar, select the time, open it up, and re enter all the email
addresses because right now all the people that were in the original email are
going to be added, if you want to remove a few, you can as well select
if it's going to be in person and a teams meeting, typical stuff that you can
find on Microsoft 265, Hotook. Another way to do the same thing from outlook is if example, in that case, the email is
displayed in the reading pane. If I double click on it, it's going to pop out from
there. I have here as well. But if example,
you don't have it, you can go here and say other reply actions and you can do a reply all by meeting
at this level as well. That's another way to
use the same function. Now it's about the future. I like to call it that's
hidden gem within Microsoft outlook
and toot of people are aware of and
you can save money. You can be quick and
you can do it right off the box from Microsoft
to almost over the box. So let's do it. I set an email and I want to reply to this email.
Let's see this one here. I want to reply to it. I
just do reply as typical, so I have this window open. And if you have the
scheduling poll or find time adding enabled, you're going to see
it right there. So I'm going to show
you how it works. If you don't have it, you
need to go to apps and need to add apps and search
for it and enable it. And if you work in a
bigger corporation, you need to ask your
admin to include it, and I think that could
be beneficial for the entire organization,
in my opinion. The way it works is it's
going to insert a pole. It's like a SAS, it's not
something out necessarily. It's something within Microsoft, but it's Example, you say, hi, Steve and I go like this, what I can do from here, I say, now, click on
vote, blah, blah, blah. From here, what I do is just say insert scheduling poll because you can get
it from insert. There is also scheduling
poll over here. Now you have another
right pain If you have other polls
that you created or you want to cancel or anything. We won't go through that today. But here, you can
view all your polls. It's going to open
up a new tab in your browser and you can delete, select, manipulate,
and change everything. But right now let's stick to how we can be efficient
within this email. From here, you see that
the duration of the event, I can say 45 minutes. Meeting hours mean if you have set up the meeting
hours within calendar, it's going to stick
with those hours and won't propose uh, hours outside of your
typical workday. But if you want to schedule a meeting after
your day or before, just click on that
and more options are going to be open
for you so you can go very what open in
terms of hours available. The main thing about this tool is you can stay in
control of your schedule. What I mean by this, if you use a something like currently, you need to set up
everything and people can use the time they
want within your hours. In that case, you
can really propose stuff at the exact
time you want. Basically, you want
something more rush. You don't send a link and
the program the data thing, for example, two weeks from now. In that case, I can say, Hey, I can propose
something for today, 3:00 P.M. For 45
minutes or 4:00 P.M. The options both here it shows
that it's not available, but let's keep that
as an example. And after that, can
say this is for today. I can offer more options. I can click on the RO, go to the next day
and tomorrow morning at 8:30, nine, 113230. It looks at my calendar and there proposed stuff
that I'm not available. Again, I can propose
time for the 28. Let's say at 11:00 A.M. And
2:00 P.M. And say next. At this point and see all
the options I'm offering. So that's pretty good.
That's pretty quick. You don't need to go
back and forth sending emails about what do you
like what you don't like, and you can change your mind
and delete some over here and you can say that's going to be in person at a
specific location. You can enter it
here and the teams meeting if it is
virtual on Microsoft. Here those are the settings. Example, as soon as the
attendees reach a consensus, including your time within
your time schedule, it's going to schedule it and plan it for
everybody automatically. No need to approve anything. If you don't do that, you're
going to receive an email. You need to prove
that you're okay. I think it's better to go
this way. Nothing to do. You send your time
slots and everything works by itself like
a typical tool, but it's within Microsoft.
That's the beauty of it. What it does here a
second it's going to take all those times
and it's going to block your calendar from you scheduling anything
else at the same time. It's up to you to do
that because if you see scheduling automatically,
you can get a conflict. I prefer to leave that open and offer less
options in my case. Here, if there is updates
about people voting, you're going to
receive all of them. I wouldn't go with
verify their identity. I never had any problems with that and log polls
for attendees meter. I'm just keeping those
three basic ones which are suggested by
Microsoft by default. When I click on Create Pool, it considers all of that. I tads it to your
email like this, knowing the name of the event, which was the email, number of options available, and after that, you can
finish up your email. When they click to vote, they have the option
of looking at the time slots.
That's pretty good. Maybe a bit more on that tool is the people who are receiving
these scheduling poll, they really appreciate it because right now you are
in control of your time, so you can schedule stuff
around specific time that you feel that
is the best way for you. And so at them. They say, that's cool.
I can vote it right in the outlook, new issues, nothing to go somewhere else
or having another tool, ask them to join or to subscribe
or anything like that. It's all within Microsoft, and this is something
that I feel it's totally underused.
Take advantage of it.
6. Milestone 2 - Outlook - Your Central Command Part 4: Now at the last section of the milestone
number two outlook, I'm going to show you how
to enable the send to one node function
and also how to send the meeting in foot to one node and take
advantage of it. Without going in the details
of one node for now, it's going to be reserved for another section
later in the course. Now for the last block of
outlook, the central command, is going to enable the send to one node feature and how
to use it, essentially. If we look at our offlok interface
going back in the email, right now, there is
no way to example, take this meeting invite. Let's say it's a meeting
invite over here, I'm going to show you two
different things here. You need to enable the
send to one node feature. Again, if you go there,
customize action, you can see on the apps
available right now sent to one node is not enabled. I'm going to enable it here.
And save it as you can see, now it's available
over here at the top. Not necessarily here, but
you have a send to one note. You can take this email and send it to one
note from here. Now we talk about
meeting management and I'm still in the email. Let's go to calendar, and now we have set up something
over here for an event. What I can do when
I open this up, there is this send to one
note thing over here. What needs to be done is I
click on send to One Note. Now I can select that
my recent section, I can go to IUD, my Globex website
design, click on it, and I can say,
this is a meeting, set that to meeting
and I save it there. What it does, it takes the
information about the meeting. Who are the attendees? What's the subject line
when it does happen. Now from there, you
can open it up in one node app or in the
browser right from here. So now I just opened up one
note in the web browser. As you can see here that
a meeting with the title. Basically, the meeting came from an email and from here we have the email title because I
didn't make any changes, but you can do those
changes over here or even at the initial phase. What you see, you see
the timing of it. You can even go back to
Otlook as the original item. And you can see the
email that triggered it, and you can see the participants that were on the list
of this meeting invite, right there, you
can start to take notes right in one
note over here. That's how you can take advantage of the
sent to one note. Feature, and you can always go back to the art
locum from here, which is very interesting
and the participant, you can see, it was present, it was present, or it wasn't. You can do that as
well. The way to use one known here is well
documented on the web. My thing is more about how you can build
a system that can enable you to be more productive. That's
the goal of this. Something very important
after you have understood how to move everything
an email into a task, meeting invite into a task, anything that you think
about should become a task. So it goes back down to centralize everything
under Microsoft to do. When you do that,
example, in that case, we have created this task here, but the name of the
task is not clear. We need to use the acronym that we talked about
earlier in the course. I'm going to bring that
Microsoft to do over here to show you that
in this web app, you can do it in the
desktop app as well because Microsoft is available
in a desktop app. You go there, you click
and in front of this, you should put GWD, which is our project that
Lobec website design. And just click anywhere to
make sure that now the name of the task is clearly
with the right acronym. If you have multiple projects, you won't mix them up. Example, if you have
a marketing design or logo design for one project and logo design
for another project, you need to have the acronym to make sure you
don't mix them up. From there, by having
the task here, you can also drag and drop to the right
thing that can drag it here and now it's under
that list under that project. Again, we're going to go through Microsoft to do very soon, but this is what we created
to make an alignment, a link between everything
in this project which called the
GWDGlobex website Design. So now that you've seen a
bunch of features to be more productive with the central
command, Microsoft outlook, I think the key takeaways
for me for you, it should be that this is a
centralized starting point, not the only one, but would say the majority of the task and requests are
going to go through outlook. Also outlook is only a feed, keep in mind that you can lose track of stuff if you
don't extract them. You can pin the email,
you can flag the email, you can extract the
files and you can also bring all these things into
task and from the task, you can create block times. Make sure you're focusing
on what matters. Let the emails going through, but make sure you extract
what you need from Outlook to be all going into Microsoft to do and be
able to manage your day eventually that something will cover as well in
the future section.
7. Milestone 3 - OneNote - Your Second MEMORY: So here we are at
milestone number three, the thinking space, and it's
about Microsoft One Note, what I like to call
my second memory. Your second memory
will be one node and a good way with one node is in that specific
case of this system, we're going to go
through how to turn the meeting notes
into action items, how to connect it
with the rest of the ecosystem of
Microsoft to do. Outlook calendar
and outlook email. The best way to use
one note is read to understand how it is structured.
Where does it come from? What is a notebook? What is
a section? What is a page? There's something
we'll do initially in this section and this
will be able to organize a lot of things using
one note and making sure also that you're going to
go back to your notes. Sometimes with having something
not very well organized, people are writing very, very interesting
and smart notes, but they don't go back because they don't
know where it is. So by using the acronyms, very simple with
that we saw earlier, you can connect things
together with files, with one node, with
task, with projects. All these things are
going to be displayed, everything related to one
node in this section. So the one note second
memory section, what we will cover,
it's going to be about notebook,
task, and sinking. We'll go through the
quick overview of note what is the file cabinet
analogy that we can make. It has been designed this way. It's clear and the way
that I understand it. I'm going to share that with
you. Having the notebook running and using the prefix. We went through that earlier. The prefix and the name of the
project for a notebook are a central key piece to align things together in
a very simple manner. And we're going to
return to the send to one node feature from Outlook
just to make the link again and also how
we can capture task from the meeting
notes and bring them back to Microsoft to
do Also about the sinking the third party
tools versus Microsoft. Lastly, what I think about this actual sinking and
what I see in the future regarding synching task from Microsoft one node
to Microsoft to do. So now in one note, your second memory,
your second brain, if that's the best place to gather all the
information you may have meeting notes and anything you feel
useful for a project, for anything you have in mind
or people ask you to do. But I think the first
thing I'd like to bring is the way that one
note has been created. So it has been done in a way that it looks like
a file cabinet. So why not using
the analogy of it to understand it and
why not using one note, to put an image and
show it to you. If you look at this here, we have the notebook over here, which is the equivalent
of one drawer. You can have multiple drawers. This is notebook is
the drawer itself. A section, if you look at
the tab icon over here, it's more like the folder, the section is the folder where you are putting
one or multiple pages. So that's the basic
structure of one note. I think it's important
to understand it's hierarchy call
where one notebook, in our case, it's one project. Sections, you can do
whatever you want, what makes sense
read to the project. Meetings is a common one. In that case, we talk
about the website design, so I added brainstorm
and web pages. That's pretty much
it. And I just put this one within Brainstorm. But our meetings that we
transferred are located here, so we can always go back
at them very quickly. As I said earlier,
we can always also go back to the outlook
item on the web, in that case, where it is linked and all the information
about participants. That's the analogy
with the file cabinet. The second piece that
is important to do on one note is to name your
notebook in the right way. As you can see over here
and you already saw it in the previous point is
when we are over here, you can create a new
notebook. You go there. Sometimes it's at the bottom, sometimes it's over here
depending on your stuff, you can even add it
from file here as well. But here, say we say, add
the notebook and from there, this is where you
name and follow the prefix convention
we develop and you have the project name over
here and boom, that's it. I won't create it here, but this is what I did for this one, and this is where you can
click and opens the drawer. In the drawer, you
have your folders, which are sections and
you have your pages. That's pretty much at by address having this nomenclature, having the prefix at
the beginning, here, the prefix on the task that you convert from Outlook,
right there, there is a link as
we discussed at the beginning and you'll
see eventually once we go to the MD management that everything makes
sense once we get there. So now for the third item
within the one note section, let's go back to Outlook. I'm on article 0N the web, which is exactly
the same as 01 now. If I go to the calendar and
we are setting up a meeting. Let's say we do a meeting
tomorrow, let's say, we call it JWD meeting about logo and I set
this up to example, we invite this guy and
it's a team meeting. That's it. I send it. Now it's in there. As you can notice for
the meetings itself, I'm using the acronym again. I know going to this meeting, everything about GWD, I
can access the notebook, I can access the
Microsoft to do task and the files that
we're going to see in the future section. If I open this up
open entirely here, I can say with this
information, send to one note. Again, I select
the right project, which is WD. In
that case, Globex. I can go to meetings
right away here because it offers the recent sections. But let's go straight to the project itself with
the name GWD again. Following up, meetings and save. Just by doing that, now
if I go to my one note, I can see here what I
have is the GWD meeting about with the name of the
meeting, the date, the link, even the team's link as
well, and the participant, I can take my notes over here, just a quick recap on how it can be done also from Outlook
calendar to One Note. Now that we have transfer the meeting information from Outlook Calendar
directly to One Note, and we have it here, it's
as simple as taking notes over here and find a way for
you to do whatever you want. But the good thing also is with one note if
you're used to it, you can do drawings about what you discuss in
the meeting as well. If it makes sense for
you with your mouse, if you have a tablet, it's
even better tablet with a pen. But essentially, just by typing the notes as well
over here, task, which is send my ideas and this is how you can take real notes during the
meeting and after that, we're going to manage them. But right now this is
only about note taking, use this and you have all
the information about the meeting above those tasks and you can add different
types of noting. So now about the sinking of these task within OneNote
and Microsoft to do. Right now,
unfortunately, it's not sinking by default on the
Microsoft tools as of today. This is something
that we would like to have what had before there was something about adding that
to the Outlook task for the ones who are aware and remember the Auto task
versus Microsoft to do. Right now, they are not linked. Auto tasks are something that is obsolete or getting obsolete. Microsoft to do
replaces all of that, but right now there
is no sync in between. So this is a problem. If you want to go this route, there is a company named Glick, BLEEXY that you can contact and you can have a setup to sync
your task from Outlook, from Wo survey to Outlook
to Microsoft to do. We can do all sorts of
things with multiple tools. But right now this
is not part of this course because it's
outside of our main tools, but it's something that costs around $4 a month if you
want to go that route. So my take on the
fact that Microsoft doesn't have this sink is
eventually it's going to come. Microsoft todo is
a nice project. It's well aligned with
other tools as well. I'm saying in the
near near future that you would be
able to come here, select and say, create a
task from here right away. I'm pretty convinced. That
should come very soon, so Sun. So now you've seen a nice demo
about your second memory. Now that we see the key
takeaways are really that you understand that one noon is great at organizing ideas, doing brain dumps, understanding what
happened in the meeting, and anything you
can think about. This way, when you go back in
a different second meeting, the third meeting, or
you meet somebody, you can take your
second brain, one note. You can plug your USB
and you get the data, you get the
information and you're ready to go. You
look professional. You know where you're
going, and you can remember exactly what
you were thinking, what the people said,
and all the notes that you've taken.
That's a key thing. Also, obviously,
for this system, we need to bring back any ideas, any task, any requests you got from that meeting and you bring them back
to Microsoft to do. We have to make sure we have channeling everything
to Microsoft to do to be able to
manage our day, weeks, our months, and be
productive and not missing any bit or any
task that requires you to perform and
be productive.
8. Milestone 4 - To Do - Your Task Engine: Okay, milestone number
four, the execution core. It's all about Microsoft
to do your task engines. This is really where you
want to filter the noise even more and focus on
what matters most now. We thought look, we were
filtering the emails and the requests that were
not necessary for us. But in this one, now that we have everything that
is more important, what's important now, how
we can focus on that. The next section, we'll talk about how to manage your day, but this one is how
you can use Microsoft to really have a streamlined
task system project based, using acronyms and
using tags and reminders and also
recurring tasks if you need some without being overwhelmed and making sure that you may have a lot
of task in front of you, but how you can tag them
to use Microsoft to do to suggest you smart
stuff to do right now. Again, to be more proactive by looking at your calendar
and Microsoft to do, you'll figure out what matters most now and you'll be able to be very focused and deliver
on time what you have to do. So in the following demo, what we'll cover is how
to organize your projects in groups and list,
always project based. How to create a task using
our acronyms strategy, so the acronym prefix to link things easily
together for us. How to set up a task
on the right pane of outlook and also how to set up a task in Microsoft
to do itself. Because, yes, Microsoft to do is also visible on
the right pane in Microsoft Outlook to be
even quicker to make links with emails,
calendar, and task. Again, we're going to
review and go back to how to use the flag
emails in Outlook, but more importantly,
how to use them in Microsoft to do for
your everyday planning, which would be covered in the following section of this one. How you can dragon drop task from Microsoft to do
in Outlook Calendar, we'll see that again as well. The last one is how you can use what Microsoft called
a Smart task entry. What does that mean
is we'll cover it? It's about writing your
task with certain tags in the task name and Microsoft todo will do
the things for you. That's going to be a
very interesting demon how to use Microsoft. Okay, we are in our task engine, Microsoft to do where
everything should be sent and categorized
and understood, ready to be tackled in terms of framing and
prioritizing your day and every single day
in a very quick way. Let's go through Microsoft
to do in terms of the high level
down to something, I would say smaller at the end. But on the high level and again, using the acronym is the
key as you understood. So in terms of the project, what you can do with
Microsoft to do is you can create group,
the coded group. So the group in Microsoft to do are
really projects for us. If I create a group,
good is I'm going to use the acronym and create my
project name over here. So that's easy for me to
find my group in my list. I won't create anything here. So what I did already created
them. I created this group. The group doesn't have
any task, but the list, the second level, they
contain the task. So this is where it is. Basically, you can recreate
the same thing as you did in one node or other list. In my case, I created
marketing as I would say a high level list with a lot
of stuff and freelancers that we are managing for
this Globex website project. So this way I can treat
task right there. In the list, I can say,
A okay add a task. So GWD always always
use the acronym a call free answer
or example Ops four, that's it, and I can click and
put more details in there. Basically, this first item is how to structure it
with group and list. So this task creation. As you saw where I did
quickly, you can add a task. Again, always using
this one or task, It's say creation over here, whatever you always
use that why again, I'd like to mention it again, is if you have example, logo design or
logo presentation, you can have that for
multiple projects if you work for a
marketing company. It's important to know what
project is all about because once you get to my day
in the next section, you'll see that if you have
logo design, logo design, logo design three times, you won't know where
it belongs to. That's important to
name them very well, and it's a lot faster as well. Again, if you repeat, we have your meeting with the acronym, notebook name with your acronym, your task with your acronym, everything has to follow the
acronym way of doing things, and that's the best way to link everything in
the easiest way as well. So now we can set up, how we can make our life easier by using the power
of Microsoft to do. By just by clicking on a task here, the right pain changes. If I click on this one,
this is this task. If I click, this is this task. So what can be done on this
right pain, many things. So you can have multiple steps. It could be something
that whatever, let's say, create, and you
click Enter boom done. So with this, you can do a simple steps this way that helps you with
your main task. Add to my day is something
very important that once, example, when you plan your day, we're going to go through
that in the next section. Add to my day said
this one needs to be done today automatically. Remind me, so it offers you
a few options later today, tomorrow, next week or
specific time. Very common. You can say, remind me tomorrow. But for the due date,
maybe it's not tomorrow, the due date is going
to be this Friday. I'm going to pick
up a date and say, Okay, it's going
to be this Friday. And this is when
I need it and it matters to Microsoft
to do it's not only text or field
for the fun of it. Recurrent task as well
is something you can do. You can see it at every
end of the month. I need to send invoices
example to my customers. That's an option. This way, how it's going to behave
is going to display one, not all of them, just one. Once you click complete, is going to create the next
one automatically and we'll offer you as a task being
done on a certain date. Again, next session
about prioritization and sequence pick a category. If you want to have
different categories, this is an option. Not a lot of people
are using that. I'm using it mainly in project
management and planner. I don't use it for task on this, so you can pass this one. If you want to add
a file over here, that's the way to do it so
you can include a file. I don't ally recommend
to include file. I prefer to use links because the file you don't
want to insert them. You don't want to import
them in Microsoft to do. This is a task
management software, not a file management software. The best is to put a link here if you want in terms of linking to the file on your OneDrive or SharePoint if you are within
the Microsoft ecosystem. So that's how you can
configure these things, and it is say
automatically by the way, you don't need to do anything. By doing that, that's going
to be incremental work. That's going to be tremendously beneficial when you are
at the day planning. So please don't take that with
the green or too lightly. This is something
that is important. It's fast, it's quick, and you can do a lot with it. And when you go back there, you know exactly what to do. That's how you can create and
I would say categorize or characterize or set up a task incrementally for a better
planning in the future. Maybe a quick recall
on the flagged email. We talked about it at
the outlook section. If you look on the
left side now, you have different things. You have MID, which going to be, I would say talked about on
the next section important. If you use these
stars, if you do that, that's going to be
listed as you can see it edit it automatically. That helps to remember that
this one is very important. It's more like a pinned email. This is a pinned
task in a sense. Plan is if you have due
dates already set up, they are going to be listed
there automatically. Again, you can go there and
say, Okay, that's good. These things are very good and this one is
even more important. So maybe perhaps what I should
do I should add it to MD. Boom. Now it's added to MD, so we're going to go through
that again next time. Assign to me, you can
work as a team with this, you can share list,
you can assign task. We won't talk about it now. It's more about personal time and task management
for this course. But it's something that
can be also powerful if everybody knows how to
use Microsoft todo. That can be awesome. So going to what I wanted to
bring is the flagged email, which we got from Outlook. It's in there, so we
can add stuff in there. So we could have
done it in Outlook. We can also do it over
here in Microsoft todo. You can say, remind
me later today at 6:00 P.M. Because
it is due tomorrow. And here is the information
about and I can even open it in outlook to
see what was the email again. So this is an option that
you can do from here and you can always add a note about it to
complete the thing. What I would do at this point with our project,
our single project, I would change it to my acronym to make sure
it doesn't get lost. Also, that thing,
that flag email, what it's all about exactly. Let's say it's
about freelancers. I can take it, I
grab it right there. Because if I leave it in
a flag the email as is, you won't see it in your
projects, project in that case. That's important to go
this way to do it right. The last thing on the
left pane it's task in general that are not categorized in the other sections
pretty much. And one thing in the
main viewing pane here, you can have a list, and if you like the grid style, I should go in place
where we have more. This one looks more
like a SharePoints list or an Excel spreadsheet
where you have a list, but you still have categories. In my case, I'm always using
this list because I like it with the dragon drop and
everything, but it depends. It's at your taste. So now let's do a quick recap on the Microsoft to
do Outlook calendar. If we go back to
calendar over here, let's say we go more and we have our Microsoft
to do over here. Let's say we are at
this level here, boom, and this is a flag
mail only. Let's go. We go for the freelancers one. So we have a list now
in Microsoft to do. So we said, this one
here, it's late. Let's say this one is due
for tomorrow and we are at 26 and need to work it
out at 6:00 P.M. Tonight. As I said, I can just drag
and drop at 6:00 P.M. And I estimated it's going
to take an hour for it. Um, Boom, the changes.
So it's block. I know it's a task coming
from Microsoft to do and I know it's JWUD my
Globex customer, and the information is there. So if I can click, I can open, I can make some changes about it and I can even send back to
one note while I'm working. All these things
are intertwined. That's the way you can do
that. We've seen it before. I just wanted to
do a recap to see that to show you that everything is all intertwined and you can do even much more than
I'm showing up today. That's only the
beginning for you. I'm sure you'll
discover many things. Here as you can see, I'm using the desktop app of
Microsoft to do. This is not the web app. Why is that is because
the feature I'm going to show you doesn't
work in the web app. It works only with
a desktop app. In my case, I'm
always working with a desktop app except when I'm using Microsoft to do in Otlook. I don't necessarily use
Microsoft to do on the web app. Download the app. You can have multiple companies,
multiple projects. It works really well and also I strongly
recommend to have it on your phone so you
can add task very quickly. But don't forget the acronym to put at the beginning of the task that's
going to be helpful, especially if you're
just dumping an area. When you retrieve
it, you need to know to what project it belongs. So the smart way of enter task, in that case, as
you can see it at the bottom instead
of being at the top. Again, I'm going to
use my project here. Its okay Logo
presentation Friday. We notice there is an
underline under Friday. What it's going to do,
it's going to say, you need this logo
press on Friday, the due date will be
automatically assigned to Friday. Also I set up Microsoft to do to remove the Friday
word within the task. If I click Enter, because it's a
different account. Now the Friday stick there, but I can tell you it
can be removed from there now that is
Friday, March 28. If I click, the due date
is there, I can say, remind me when on Thursday, and that's going
to be at 6:00 P.M. I can click on this and
change the time here. Let's say I want to be
at let's say 3:00 P.M. Instead, done, save. 3:00 P.M. Tomorrow because it's Friday, I can add my notes about it. I can do different
things. That's going to be very useful when
you plan your day. The key takeaways of this
milestone number four, to do the task engine, this is essentially
your core tool where all task,
all your request. Anything you may think about should end up in terms of task, well known being
your second memory, and you can jump
everything there. But Microsoft to do is going to receive everything you have to do in one central location. So this you don't
need to move in different tools and
get lost overall. So and a second key
takeaway is use of tags, due dates, reminders,
making sure you have enough notes and links as well to one note from there. One task can have a lot of
characteristics categories. By doing that, you're going to use a superpower Microsoft to do to help you out with suggestion as you
saw in the demo. Keep that in mind, Microsoft to do is your central piece of the system to manage
your everyday task.
9. Milestone 5 - My Day Suggestions - Your Daily Compass: So here we are at the
daily focus engine, how to manage your day, which I call the daily
compass as well. Now that you have taken all the tasks and requests
from different sources, outlook, one Note, you've done some Bn dumps
in one note as well. You have links to the pages. All these things right now, they are in Microsoft to do. You have used tags, due dates, email, flag
demils and all these things. Now what Microsoft to do we'll show you how you can
prioritize your task, how you can plan your day. You can use Microsoft to give you some smart
suggestions and you'll be able to be very
productive and feel great about your day because after
you have planned your day, after you have executed
the task during your day, you're
going to feel great. You're going to sleep
well and an exit will be the same thing
again and again. Yes, this one is going
to be packed with a lot of very interesting
practical tips. So what would be
covered in this one? I mean, there is a lot of
incremental work being done previously with the
other pieces of this system. The thing would be to
use these suggestions. This is something
that brings or is coming from Microsoft
to do intrinsically, where you can ask
Microsoft to do, Hey, show me what you
think I should do now because you have
programmed the tags, you have programmed the
dudas, the reminders, it's going to give
you some suggestions, and perhaps you are wrong, but most of the time
they are good if you have done your job previously. That's your daily queue. The second step is going to go through your projects
and your list. Manually, and also the M day will become your
focus after that directly from Microsoft to
do or from one Node and how you can do the time
blocking in Outlook as well, using this feature
for Microsoft to do that is very
powerful to make sure that we don't forget
things with a bunch of meetings during one day and
a bunch of emails coming in, we can lose our CATs and
that can be a problem. The daily focus engine is your way to be successful
and be productive. Now we're getting to the main point of having everything centralized
in Microsoft to do coming from
multiple sources and also having each
task with reminders and due dates and notes and links
and everything that makes sense for you for your project,
for your productivity. As you can see, I'm
going to stick with the project desktop app
of Microsoft to do. This is where I'm used to
work in, as I said earlier. What we can see here, we have our empty my day. Every morning, Microsoft to
do is starting from scratch. There is no task,
there is nothing. Even if you said, I need to do that tomorrow,
it won't do it. Basically, the point is that
can clutter your my day. The goal is to
restart, reprioritize, but the good thing
is if you have done your homework with a task, incrementally, everything is in Microsoft to do for
Microsoft to do, but more importantly, for you. The way I do manage my day is right now, there is
nothing in this one. The first thing to do is
to click on the bulb icon. So those are suggestions
based on what? Based on your due dates, based on your reminders, based on the last
task you entered. So if you look at
it here quickly, we already have certain things. So I don't know if you did
the project at the same time, that you follow this course. So you see that this one is for tomorrow with a reminder today. Due date and reminder,
reminder is the bell. This is something
that I need to do it, so I should add it to my day too by clicking on the
plus sign right away. Boom, it's been added to my date I have one task adding
I need to do that today. I'm going to going to get
the reminder anyways, but I know I need
to tackle it today. Next is, I need to work on the logo press or to deliver the presentation
of the logo on Friday. Is this something I need to work today or tomorrow depending
on the size of the work? I may decide to not necessarily. In that case, this
is a fictive one. Let's say, yes, this is
something I need to work on, I'm going to add it. After that, he will
get logo for Monday. That's something that
I'm late or I forgot, perhaps I forgot
to say complete. I'm going to say, I did it. I did the logo thing so
we can compete this way. You say, what is this
one called supplier? You can double click on it. Look at the details
depending what you have. In that case, it's say, I'm
going to change the due date is more next week and I say, delayed by customer example. That's it is safe. If I click on this say close sign or X, I'm going to go back
to my suggestion. The goal is you go
through that and you add them up right away
from here in your day. Basically, you are crafting
what type of d going to do, what you're going to achieve
today for your next days, your next weeks, but
essentially for today. You can close that. My next
step is really to look at the other categories first and after that,
my different projects. Categories what I
classify as important. Oh, that's creation,
this project. With the acronym, I know
in both location here, that is a marketing activity. This is the task I need to do. They are one step, zero or one completed. It's due for Friday. I reminded tomorrow, but I
already added it to my day. A lot of information on oneline
already available here. I can move to planned. Planned means we have due dates. Due dates today,
it's already added. Perfect. Tomorrow already added. I have to do that
tomorrow as well. That's the due date.
Oh, it's a reminder. The reminder is tomorrow, not the due date. Let's
add this one too. If I click on it once, I can say add to my day, boom, it's added, third, after that, I moved to assign
to me, nothing. Flagged emails already did my homework of moving them
to the right categories, the right list under
the right project. Task here did
something that floats, it's not attached to any groups, so Logo press Friday. This is marketing, so
I forgot to move it. So I'm going to move it to marketing. That should be there. So it's better
classified this way. Nothing in task should be
categorized at one place, either those sections or your
list within your projects. So now once I've
done these ones, I'm moving to the project. The Globex project about web
design, I'm picking on this. Again, I'm going
through all of them, all named properly JWD
boom, Local press Friday. Okay. Friday, should I look? I think I'm going to have
a look today about it. Again, add to my
day and I'm going down freelancers Okay
this one, call supplier. This is for next week, I'm fine. At my other project,
project ABC, ABC marketing, I
look at my stuff. There is nothing. I'm good. Now what I can do I can my day and those are the tasks
I need to manage. Right now we did it with
only one project, DWD, but this is pretty much the
way that you can manage your day and it becomes a lot more efficient and you knew exactly what were
the priority task, the priority projects,
the due dates, the reminders for
those due dates. So we can plan in
advance very well. As you can see, at the end of the day the
MD thing is something that is going to be your planning and somebody can call
you during the day. You can adapt. You can add that task very quickly by going here and it so let's say a GW D, a new task, and you
said today. Boom. It's added to my day
over here, for sure. I won't miss it. I said, this one is a freelancer
task, I can drag it. I won't lose it from my day because it's already categorized M. A same task can be
categorized different ways, and this way you don't
lose track of example, if you don't accomplish,
the next day, the MyDay is totally emptied. So you're going to
find it back here by following the routine
I just explained. Now, I'd like to
add you a bonus. This is something that
I'm practicing for only a year and I'm trying it
and I pretty much like it. With the time scheduling
for your calendar, for your events,
for your meetings, the way I work and I learned
that from smart people, Dan Sullivan and Jonathan
Hardy is you should split your time in
three main categories. One of them is buffer time. The second one is free time, and the other one is focus. So by dividing your calendar, you can create just block of
time to work on something. Example, to go with buffer time, it's really for you to get
ready. For a focus time. What does that mean
is the focus time is where you want to focus on things that
will bring you money, something that is good for you, that is going to be good
for whatever you want, a better career,
promotion and money, you want to build a product,
you want to build a course. Focus time needs to be
blocked in your calendar, this you won't plan
anything else. That's where you'll know that you'll focus on
the things you need to focus to be successful on
top of being productive. The buffer time is example, if you want to record a course
like I'm doing right now, I need to add some
buffer time to work on my presentation, my text, my links, my landing page, and all these things around to prepare in order to be ready for a focus time to
deliver and produce and be really focused
and focus time means it. Keep it there, make
sure it's blocked and nobody disturbs you. Going back to the free time, free time or pauses or weekends or other time that
you need to take some time off to be ready to perform in your focus time and ready to work hard
in your buffer time. So this one was something you
can really block and say, Okay, I'm going to take
this time right now. It's going to be my focus time. And what I like to do is
at a category example, it's a red boom. So this way, I know that
I won't do anything. If I'm using a currently, if I'm using or somebody calls me or I get an
email, I know, no, no, I cannot schedule a meeting there because I'm
focusing on my work and you can do that
with buffer time and free times during the week, if you take some on top of the weekends, I
think you should do. This is another way. That's a bonus that
I'm sharing with you. I may develop something more, I would say exhaustive
regarding how to do that, but I think you got the gist and you can take
advantage of it, which I strongly suggest. So what are the key
takeaways of this milestone number five,
the Lily Compass? Is all the incremental work done before starts to pay off? What I mean by this is you've
done the transfer from email from any sources to
the Microsoft to do task. You have tagged them and make the characteristic of each task very nicely by what you know. And from there, you
have everything that you need to be able to achieve a great
day and plan your day. So the time savings
are huge by doing this way and planning
your day is a breeze now. It takes a few minutes
and your day is planned and perhaps
you can even change it during the day depending
on what's coming up. But the goal is at least
you have a reference point, you have a starting point
and Microsoft to do, and it's superpower and
your superpower of doing things beforehand will make a huge difference in
your day planning.
10. Final Step - Make it Stick: Now at the final step of this implementation
of your new system. What's important
in any project is the adoption of the
habit, the new system. You have to make the effort of making it stick for you because that's
going to be powerful. Perhaps at the beginning,
it's going to take a bit more of your time
like it's those or new task to be more efficient in the future,
but that's an investment. By building the habit
of using this system, you're going to make it yours, it's going to be
part of your routine and you won't be able
to get rid of it. You'll want to keep it. Again, but the thing is you still have to
make the effort. What I strongly recommend
is you stick with it for the next five business days in a very nice way and take
the time to adopt it, take the time to understand it, and perhaps you can
even improve it, but follow the steps
and make it yours. But what we can see now is you are a system driven operator. Before perhaps you
have the tools, you had different ways
of taking your notes, your task, your calendar event, but now you have a system. That makes a huge difference. Now you're working
with a structure not working under
stress all the time. I'd like to read you two
notes very quickly. Here is. The first one is
motivation gets you going. Systems keep you growing. If you want to grow from where you are personally
and professionally, you need to invest and implement systems.
That's one of them. That's one that can
help you to bring more productivity in your life, but also can help you to create other systems because now you're going to be more efficient,
more productive. You can think about
growing and adding more systems within your
ecosystem of tools. So the second one is success is the product
of daily habits, not once in a lifetime
transformation. So you need to invest time, you need to play the long game. You need to think about having a daily habit being
shaped up for you. So this is not something
that will come boom and it works and
you have nothing to do. No, you need to
make some effort. But at the end of
the day, as you saw, it's very, very simple. Take the time, do the effort and make sure you
can create those new habits. If you look at the
bottom left here, the new abits are very simple with only three tools
and a few add ons, that's very easy for
you to start your day. And what I would finish
with is trust the system. Now that you have a system, you have an operating
system for you to rely on. So work on it, trust it, and make it work, and it's a reference point.
You can always improve it. If you find ways to improve
it for you, go ahead. What I'm showing up here is my style and I'm always
improving my things. I suggest you to
do the same thing. Keep improving,
keep working on it, and you're going to see a major difference in your productivity.
11. Bonus Vault - Cheat Sheet & Scenarios: Another important piece
of getting something implemented is having
certain tools, not very complicated
but something that can help you to boost
your implementation. I created the cheat sheet with a practical tips on how to
implement it faster for you and a few scenarios like ten scenarios to inspire
you on how it can be used. I'm sure you'll find better ways of using it or different
ways of using it. It's only I just
limited it to ten, but I'm sure you'll
find better ones for you and the goal is
to keep improving. Also we're going
to go through on the next slide, a diagram, more, I would say, complete diagram than the one you see
at the beginning, and it's part of the heat cheet as well with the scenarios. Here's the diagram that is summarizing everything
we went through. We have talked about
in this course. The central command, outlook,
emails, outlook calendar, and the adding find time to schedule polls and send
that right from outlook. And also many other
things that are going from outlook to one node, the meeting information
going to one node. As you see on this diagram is one node is your second
brain, your second memory. The goal is to be productive, to be efficient
and remember stuff quickly and be ready
for your next meeting. That has been very, very helpful for me to have
this one node notes and use the analogy with a USB key being plugged in your brain
in your second memory. And also when you look
at Microsoft to do at the bottom of this diagram is to really show you show us that everything needs to
end up in Microsoft to do as a task and as a well configured and I would see characterized task
with due dates, reminders and notes and links to one note to make
sure that once you click on that task on that day, you're going right where the
information is also we have the filing drawer on the
bottom right that is very useful for everybody that obviously some files
are generated, some files are
created and some PDF, Word documents or Excel, need to have a place
and by the way, don't forget to
use the acronyms. That's the way you can
link the notebook here, the filling drawer, folder
in that case, and the list, name of the list, the name of the projects, the
name of the task, and everything that comes from here needs to go there or there. Also the resources that we discussed right
at the beginning. You may have other resources like calls, discussions, ideas. You bring them right in
Microsoft to do or perhaps you bring them to one node as a brain
dump and from there, you end up to bring them to Microsoft to do to make sure that everything
is centralized, to make sure that you see
everything at once and you can make and prioritize
your day very quickly, very efficiently, and
you feel good about it. At the end of the day when
you achieve all your task, you'll be very happy and
proud that you have executed. You're going to feel
great and get back to work the next day and plan your next day
proficiently as well.
12. Conclusion: But congrats. You've finish
that's already set you apart. Most people don't as finish
courses or finish books, you should be proud of
you and I think you're in a good way of getting
your system in place. Keep showing up daily,
keep working on it, keep improving it,
and simplify it if you feel it's too complex
for you a certain degree. Perhaps you did add
some complexity, perhaps you don't like
the way I approached it. But I'm sure you're
going to be very, very proactive from now on
because you have this basis. So if you found any value here, please review the course with a five star or
equivalent depending on the platform and talk about
this course to your friend. I just want to help
as many people as possible with this
idea, this system. Also if you want
to reach out to me to propose any other
courses I could do, I'll be happy to consider
it and perhaps doing it. Thank you very much for watching this course and hopefully we'll see you again on a
different course.
Steve Johnston, Entrepreneur guiding entrepreneurs!
