Time management

Time management

1. What is the next step

   • My answer
     • When it will be done?
       • My answer
         • Does it takes 5 min or less?
           • Do it now
             • Process it again
         • Does it takes 5 to 15 min?
           • Create a task in an approved gathering point for tasks and set up a time when you are most likely to do it.
             • Where is its home?
               • Everything has a home, and no visitors allowed. Categorizing tasks and calendar items, group similar objects.
               • Filling
                 • Physical
                   • When in doubt throw it out. Use an alphabetical system. Create broad categories. Use binders or manila folders Things you use daily, keep it at hand, weekly keep them in drawers, monthly put them out of the room. Financial documents use 12 month order
                 • Digital
                   • When in doubt, keep it. Folders: no more than 3 layers Personal and work > Broad categories > Subcategories. Create an “old versions” folder in every subfolder you create. “year-month-day name file”
                     • Name conventions: Year_Category or Reference_Name of file
         • Does it takes more than 15 or has a deadline?
           • Budget a time for it on your calendar. Leave buffer time between each event. Use notes or descriptions to put details of the event.
         • Grouping repetitive tasks can be an efficient way to get in the groove and accomplish many things of the same type efficiently
       • Work time
         • 12 hours per day
         • Most Valuable Activities: 16 hours per week
         • Less Valuable Activities: 4 hours per week
       • You time
         • 12 hours per day
     • Do it yourself
     • Delegate it
       • Whenever you delegate, create a step for yourself, reminding you that you're waiting for them to complete it
     • Is this something I want to be doing with my life?
   • Figure out just the next action step

2. Processing

   • E-mail
     • What is the next step?
       • My answer
         • Create a rule
           • Go to gmail > Open an email > Select the three dots button > Click “Filter messages like this” > Define the criteria > Click “Create filter” > Select the actions of the filter> Apply to other conversations that could be filtered > Apply the filter
         • Create a reminder
           • Calendar to check further the information, or create a task to remember doing the stuff
         • When it will be done
           • Right now
             • Where is its home
               • File it
                 • Create folders on gmail to categorize e-mails. Include one folder for newsletters
               • Delete it
           • It's okay to check and process email that's urgent and cannot wait until your regularly scheduled processing time
   • Gathering points
     • Physical inbox
     • Portable inbox
     • Notepad
     • E-mail