Achieve Laser FOCUS + PRODUCTIVITY With The System Legendary Fastlaners Use...

[Eskil]

Since around 6-8 months ago, I have been meaning to come here and write a post very similar to the one @LightHouse just posted. Only.. mine was going to be about a tool called Asana, and how it had helped my productivity a lot.

Well.. a couple of weeks ago, he asked me if I had tried Trello. I said no, and that I had been using Asana - but that I would "check it out" (not to be confused with dabbling with it, lol). I honestly wanted to give it a proper test, as there were a few things about Asana that irked me, even though I loved it for other things.

The same day I started testing Trello, I was hooked! I spent the next couple of days setting up my system and exporting/importing all my tasks from Asana.

Before Asana, I was guilty of what @AllenCrawley was saying too - random sticky notes and papers, everywhere. Even the back of envelopes and receipts scattered about in a huge disorganized mess. Yet it "kinda sorta" worked because I forced myself to be disciplined.
On a scale from 0 - 10, Asana took my productivity from probably a 4 to a 7.

Trello has now taken that to a 9. And just like @Iwokeup said, I too use it for personal/family management of stuff.

I think the main cool thing about Trello is that every person can set it up to work for them - as long as you settle and stick to a system.

I now have 4 main boards for;
- My main business
- Motivation
- Reading / research (books, videos, blogs, podcasts, tools)
- Personal fitness

My main business board basically follows the GSD setup, except I don't keep a 'Done' list. I just hover over a completed task and press 'c' on the keyboard to archive it. Satisfying! I also have a 'Pending' list in here for tasks that are awaiting outside input, for example if I'm waiting on a response from a supplier or results from a test before that task can complete.

I also use ALL the label colors and use filtering actively.

So my #1 most important tasks I label with 'Admin' (yellow). Some of my other important labels are;

• Sales (green, for ANY task that will directly impact revenue)
• Amazon (orange)
• Website (blue, for anything requiring technical/design changes to the site. Labeling them as separate also will easy let me find stuff I could outsource to a coder/designer)
• Marketing (red, for anything that will help grow traffic)
• Products (grey, for anything regarding product developing, manufacturing, sourcing)
  
• etc.

In my system, a task can have one or more labels at the same time, depending on which areas of my business it affects.

By using the filter function (shortcut is the 'f' key while on your board), I can instantly turn on/off just the types of tasks I want to see - in each of their respective lists. For me, this has been tremendously effective!

So for example, if I need to dedicate say, Thursday morning to website improvements AND that also will affect my bottom line first - with a click of a button I can see all those tasks that I should do NOW, are upcoming, or are pending for some reason.

There's a ton of more stuff you can do also, which I haven't gotten into yet. Check out their upgraded plan for a lot more features + integration with Zapier or IFTTT for some really advanced awesomeness. Some of us could geek over this shit for days, lol.

But really - thanks to @LightHouse for getting me into Trello, and also for posting this here.

To all; If you aren't utilizing a productivity tool yet - get on it right away. This is the sort of stuff that makes a difference between just shuffling by in your business.... to making true, consistent, daily progress. A must for every serious Fastlaner.

 

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[amp0193]

By using the filter function (shortcut is the 'f' key while on your board), I can instantly turn on/off just the types of tasks I want to see - in each of their respective lists. For me, this has been tremendously effective!

So for example, if I need to dedicate say, Thursday morning to website improvements AND that also will affect my bottom line first - with a click of a button I can see all those tasks that I should do NOW, are upcoming, or are pending for some reason.

That tip is a game changer for me. Thank you so much.

 

[eliquid]

Havent read, but boy I like some productivity porn

Will have to see what this is about

 

[eliquid]

I tried Trello and didn't like it.

The tasks don't wrap to the page and instead the page warps on into infinity causing a perpetual scrolling need. Any way to change this? I spent 30 minutes trying to find a fix and none was found. I saw other people complain about the same shit.

I deleted my account thereafter.

This is also one of the pains of why I dont like Trello as much as others.

Only fix I have found is making boards with less columns and spreading out more tasks into more boards.

I.E., instead of putting all tasks/columns into 1 business board, I split it into 4 business boards

 

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[The Duc]

I've been using a high tech system of notepad text files for the last year (no paper and pens for this guy). I stumbled across this thread today and set up a Trello board and migrated everything from notepad in about an hour.

I've already knocked out a couple of small (but important) tasks that I've been putting off literally for weeks.

I think the big impact for me may be the "Today" column limited to only three items. I have a bad habit of sifting through my whole to do list to skip over the things I don't want to do. Now I just have to have the willpower to move that task to the today column and then I only have two other (also important) tasks I can use to procrastinate.

Game changer for sure.

 

[StompingAcorns]

@LightHouse and the others, thanks for this thread! And the samples - visuals really help. There were a couple of things I needed to hear.

I've tried every goal setting app on the planet, and I've used Trello at work and home. I recently switched to a paper and pen system called bullet journaling. (When I first saw it, I thought, no freaking way, that's stupid. But here I am.) I am using OneNote to organize my business - all the planning along with all the content. I use the bullet journal (in a plain notebook) to manage my daily tasks (business and personal) and my time based planning.

What you are doing TODAY - The idea of Kanban + The One Thing:

This is where I've been messing up big time. Yesterday, I had 9 things on my list and got 5.5 of them done. Today I had 14 things on my list and got 8.5 of them done. This is the biggest issue I've encountered with most systems I've tried. I like this approach and will start using it - this should help me immensely! Rep+!

Things Waiting - Don't Stop Your Flow:

I love this - I need it more at work than in my business right now, though. Like herding cats around there sometimes.

@AllenCrawley, The One Thing book and this question are awesome, and I like the way you've incorporated it. Thanks for sharing!

@Eskil, I like your labels - I can see how this would be tremendously effective with filtering. I have used filters in Trello, and they help a lot.

One new idea/tweak

This idea is for the GSD system (awesome name!) that is related to your Someday list. In addition to the lists/planning I keep for my goals, Reading List, and so forth, I keep two other lists in my journal - I call them Must Do and Should Do. Something goes on the Must Do only if it's not related to my goals and there are dire consequences, like paying taxes or monitoring a health situation. I check that list about once a month to see if there is something I need to be sure and schedule. Everything that is not related to my goals, and not in the Must Do list goes on the Should Do. This includes things I want to do, like take dance lessons or buy a car, and things I feel I should be doing, like updating my resume or monitoring my credit score. I check the Should Do list about once or twice a month; but I know in the back of my mind that even if I never looked at it again, I would experience little to no consequences from it. If, for example, my car were to get wrecked or break down beyond repair, buying a car would become a Must Do item.

Question

@LightHouse, @AllenCrawley, @Iwokeup, or anyone else, how do you manage repetitive tasks? I like to include, for example, workouts on my daily to-do - for the satisfaction of checking it off and also to track my consistency in working out. Are they on a separate personal board, so it goes on your Daily 3 for that board? And ff you have, for example, 4 boards, do you have a daily to-do list of 12 things (3 each)?

 

[eliquid]

I like the use of limiting your today's task to 3 items, with one of them being a task working towards your goals. It's something I've worked on and pushed people into for years.

I wrote about this specifically back in Feb of 2014 in my Dream Life series at http://leanvertising.com/how-to-accomplish-your-dream-life-part-2/173 ( part 2 of the series )

Cool to see other people incorporating limits on daily tasks ( MITs, One Things ) but also making sure one of those also is always knocking out steps to larger goals.

 

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[eliquid]

Question

@LightHouse, @AllenCrawley, @Iwokeup, or anyone else, how do you manage repetitive tasks? I like to include, for example, workouts on my daily to-do - for the satisfaction of checking it off and also to track my consistency in working out. Are they on a separate personal board, so it goes on your Daily 3 for that board? And ff you have, for example, 4 boards, do you have a daily to-do list of 12 things (3 each)?

You can put them into Trello if you want, but I will tell you how I do it.

I use a habit building tool for recurring things. Ala "dont break the chain" style apps. The one I use is called Habit Bull for my Android phone. I put the habit in ( like drinking water, exercise, reading, etc ) and the frequency ( daily or weekly ) and it alerts me to what I need to do and keeps track of when I do it so I don't break the chain. It becomes powerful if you use it for a while.

I've also used Todoist for recurring things as well with habits I want to build, but I also use Todoist for recurrings that are not habits like my mom's birthday, bills ( like phone, water, electric, etc ). You could prob just put things like this on a Google Calendar though. I like Todoist though for recurring that are not habits.

 

[eliquid]

I also like to make sure the things I put on my tasks list are actually things that need to be on them...

One way I do this is to ask myself, IN THIS ORDER, these things:

1. Can I just delete it?

Do I really need to give any attention to this? In the grand scheme of things, is this really important for me to pay attention to it?
​

2. Can I delegate it?

Do I honestly need to do it? Can someone else do this at least 75% as good as me?
​

3. Can I automate it?

Generally this is reserved for things that need touching more than once. However, I might be able to automate things like FAQs or doing a quick video about something related to customer service, etc. Some times, this can be delegated as well.
​

4. Can I put it off to later?

Most things don't need attention now and can wait until tonight or the weekend or some other day.
​

5. Does it get me to a goal I have?

Whats left is probably something I need to do personally, but is it just a task or a step to one of my goals in the future? If its a step to a goal, it gets highest priority and becomes my "frog" for the day I need to eat.​

Knowing what an Eisenhower Box is plays into this a bit:

​

 

[eliquid]

One last tip.

If you are using Trello and like it, and you also like KanBan methods and know what WIP is ( Work In Progress ), you know how important it is to limit WIP. Most people may not need this, but I liked using this Chrome Extension to monitor my WIP for myself and workers...

https://chrome.google.com/webstore/...llo/oekefjibcnongmmmmkdiofgeppfkmdii?hl=en-US

 

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[Iwokeup]

@LightHouse, @AllenCrawley, @Iwokeup, or anyone else, how do you manage repetitive tasks? I like to include, for example, workouts on my daily to-do - for the satisfaction of checking it off and also to track my consistency in working out. Are they on a separate personal board, so it goes on your Daily 3 for that board? And ff you have, for example, 4 boards, do you have a daily to-do list of 12 things (3 each)?

I put it on the left hand column as a daily habit, and then copy/mark as complete (with date) in the 'DONE' column

 

[Andy Black]

I also like to make sure the things I put on my tasks list are actually things that need to be on them...

One way I do this is to ask myself, IN THIS ORDER, these things:

1. Can I just delete it?

Do I really need to give any attention to this? In the grand scheme of things, is this really important for me to pay attention to it?
​

2. Can I delegate it?

Do I honestly need to do it? Can someone else do this at least 75% as good as me?
​

3. Can I automate it?

Generally this is reserved for things that need touching more than once. However, I might be able to automate things like FAQs or doing a quick video about something related to customer service, etc. Some times, this can be delegated as well.
​

4. Can I put it off to later?

Most things don't need attention now and can wait until tonight or the weekend or some other day.
​

5. Does it get me to a goal I have?

Whats left is probably something I need to do personally, but is it just a task or a step to one of my goals in the future? If its a step to a goal, it gets highest priority and becomes my "frog" for the day I need to eat.​

Knowing what an Eisenhower Box is plays into this a bit:

​

A yes. The four D's ... Dump it, Delegate it, Defer it, Do it...




I'm not loving Trello at the mo tbh.

I'm finding Basecamp very handy for managing multiple client (and non-client) projects. What I particularly like is that clients don't have to signup to Basecamp. I just send them emails from within Basecamp and they reply using their email system. Basecamp keeps track of those messages and the client doesn't even need to know.

It keeps my gmail inbox a lot cleaner.

We'll see...

 

[Bigguns50]

Thanks again @LightHouse. I'm set up and using it today. I have 6 boards ! Not good because I don't get shit done the way I've been using it. It's basically a fancy 'To Do' list for me.

I'm going to stick with one board, as you suggest and if I really need to, I'll add another. Like @Iwokeup , I have several major responsibilities and I'm super focused on efficiency and energy well spent but I don't have a good 'flow' to GSD. I'll let you know what happens.

Do you use any other 'management', or 'organizational' type software ?

I use MindMeister which helps me keep the bigger picture in focus and also with brainstorming.
Asana is good but I don't have a good flow to GSD there either so that's now out.
Evernote has turned into information storage. I like this to reference and their Search function is sweet.

 

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[czach41]

I've been using the chrome app Momentum to write out my daily To-Do's in addition to a personal journal where I schedule my day the night prior.

Just wanted to say thanks for this guide, I've already adopted it and am using it as my Go To "Get Shit Done" tool. Rep transferred.

 

[LightHouse]

I also use ALL the label colors and use filtering actively.
.....
There's a ton of more stuff you can do also, which I haven't gotten into yet. Check out their upgraded plan for a lot more features + integration with Zapier or IFTTT for some really advanced awesomeness. Some of us could geek over this shit for days, lol.

Thanks for sharing your experience with it here @Eskil . I have not gotten into filtering yet, as well as IFTT recipes and all that. As I usually do, since I am on a streak of GSD I do not want to break that to do things that really won't make a huge impact just yet. I am sure down the line I will though.

Knowing what an Eisenhower Box is plays into this a bit:

​

This is great, thanks for posting this @eliquid . I always try to gauge if my tasks are moving me forward, but never asked the additional questions.

@LightHouse, @AllenCrawley, @Iwokeup, or anyone else, how do you manage repetitive tasks? I like to include, for example, workouts on my daily to-do - for the satisfaction of checking it off and also to track my consistency in working out. Are they on a separate personal board, so it goes on your Daily 3 for that board? And ff you have, for example, 4 boards, do you have a daily to-do list of 12 things (3 each)?

I don't, If it's something i do daily that doesn't and wouldn't need to go on the board. If you are trying to build a new habit you can enter it in the left col with the goals. anything that is timed goes in my calendar. The only new thing I can think that i do daily that is new is stretching and taking D3. I have the D3 bottle on my desk next to my laptop sitting on a orange post-it note that has "STRETCH" written on it in sharpie. I wouldn't ever put that in my to-do list, it would create a blind spot every day. (think how display advertising is on the internet, you know it'll be there and not new, so you gloss right over it)

A yes. The four D's ... Dump it, Delegate it, Defer it, Do it...

I'm not loving Trello at the mo tbh.

I'm finding Basecamp very handy for managing multiple client (and non-client) projects. What I particularly like is that clients don't have to signup to Basecamp. I just send them emails from within Basecamp and they reply using their email system. Basecamp keeps track of those messages and the client doesn't even need to know.

It keeps my gmail inbox a lot cleaner.

We'll see...

You forgot D for Deez Nuts.....

Anyway, I get what you mean about Basecamp for PM. I do not think so far trello is a PM workhorse. I also haven't really tested it like that either. The GSD system should be central for your daily workflow, you don't or wouldn't need to move your PM stuff to it as well.

 

[LightHouse]

Thanks again @LightHouse. I'm set up and using it today. I have 6 boards ! Not good because I don't get shit done the way I've been using it. It's basically a fancy 'To Do' list for me.

I'm going to stick with one board, as you suggest and if I really need to, I'll add another. Like @Iwokeup , I have several major responsibilities and I'm super focused on efficiency and energy well spent but I don't have a good 'flow' to GSD. I'll let you know what happens.

Do you use any other 'management', or 'organizational' type software ?

I use MindMeister which helps me keep the bigger picture in focus and also with brainstorming.
Asana is good but I don't have a good flow to GSD there either so that's now out.
Evernote has turned into information storage. I like this to reference and their Search function is sweet.

Hey Scott, One board is the key here. I have other boards, but like mentioned above, my GSD board will reference those boards or tasks so i have one large visual of everything. This creates duplication but useful duplication for efficiency sake.

I use Evernote for information storage, i just got rid of basecamp but it's because I moved away from that particular business. I can't think of what other things I use that would be useful, for me it's setting up everything i interact with day to day to make myself more efficient. (e.g. Using Momentum for chrome so i don't see recently visited websites every new tab open, removes distraction. Links to social sites and this forum are in a bookmark bar folder called "Time sucks" so i am atleast aware i am not working and going to be spending time doing other things.

Look at your day to day and activly eliminate waste and distraction, overtime you will get 10x more done than you thought was capable.

I've been using the chrome app Momentum to write out my daily To-Do's in addition to a personal journal where I schedule my day the night prior.

Just wanted to say thanks for this guide, I've already adopted it and am using it as my Go To "Get Shit Done" tool. Rep transferred.

Damn I didn't know you posted on the forum Cody! Let me know how it's going after a week or two, and add a card to respond to my last email from 11teen weeks ago

 

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[Boozoon]

Used it.

Loved it! First day I actually finished a shit ton of stuff. Thanks @LightHouse !

Quick question since I am a noob: I will use it tomorrow as well. Do I have to keep creating a new board from scratch every day? Say I have saved your template and used it for day 1. For day 2, do I have to start over again copying the board and editing it for my goals?

 

[LightHouse]

Used it.

Loved it! First day I actually finished a shit ton of stuff. Thanks @LightHouse !

Quick question since I am a noob: I will use it tomorrow as well. Do I have to keep creating a new board from scratch every day? Say I have saved your template and used it for day 1. For day 2, do I have to start over again copying the board and editing it for my goals?

No, go back through the first post and set it up accordingly. You will have the same board, your inbox should constantly have things put in it. Everything you have to do. In the morning(or whenever you start working) you evaluate the day and what's in your inbox, then set the "today" list accordingly.

As things come off the today list, you re-evaluate what goes on it next and just continue. The TODAY box is essentially a bottleneck to make you focus only 3 things at max and get them done before looking at more things to do.

 

[Boozoon]

Ah makes sense. So I just leave the "Finished" tasks just there or I can simply delete them as time goes on. Thanks a ton man! Really helpful

 

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[Vigilante]

Hey TRELLO, you probably should become an advertiser here.

At a bare minimum, Joel Spolsky or Michael Pryor should do an AMA.

Index Ventures. Spark Capital. Joel Spolsky. Michael Pryor. Trello Inc.
http://blog.trello.com/author/joel/

 

[Bigguns50]

After day 1, the one thing I love most about this is everything is in front of me. Well....not everything...it's a work in progress but I think I see the potential now.

Did I GSD at an incredible rate today ? No. But as I often do, I underestimated the time it would take to complete a task, and I put too much on my plate to do in one day. It does feel good to look at my "Done" list.

I can see this will take some work, but I'm diggin' it so far.

 

[AndrewNC]

So I think it may be time to get rid of the old system of tasks...wait, where is it?



Time to start filling these in with my own things.

 

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[StompingAcorns]

I use a habit building tool for recurring things. Ala "dont break the chain" style apps. The one I use is called Habit Bull for my Android phone. I put the habit in ( like drinking water, exercise, reading, etc ) and the frequency ( daily or weekly ) and it alerts me to what I need to do and keeps track of when I do it so I don't break the chain. It becomes powerful if you use it for a while.

Thanks. I've never understood the habit streak programs - to me, they feel like punishment if I miss a day. 5/7 is way better than 0/7, 1/7, 2/7, or 3/7, but miss a day, and pffft, you get to start over. Like you never made any progress at all. I must be missing something! lol

 

[The-J]

First day of using the system. Shit got done AND my mind was clear. I was behind on both goals, now I'm ahead on one goal.

I used to use a simple legal pad to-do list. I would have like 8 tasks on it and looking at it sucked! Then I would have to remember why I had to do the task in the first place.

Using this system helped (1) clear my mind and (2) focus on what matters in the moment while (3) keeping my eye on the long term prize.

And all I gotta do is look at my phone.

Procrastination is still an issue (as it will always be if you're not confident in your own efficacy), however switching costs are reduced because with this, it feels right to continue on until the end so you can just MOVE ON already. I like using my phone to physically swipe things from one area to another. It feels good, like I'm tossing something in the bin.

I like it. I'll continue to use it until it no longer works.

PS keep the goals in view and swipe right to your inbox. Keeps you reminded daily of why you're doing anything in the first place.

 

[arcola]

@MJ DeMarco what system/app do you use?

 

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[BaraQueenbee]

LOVE it!!! Thank you for sharing and teaching us

 

[Lone Wolf]

Tried it out & had a very productive day. Will continue to use.

Thanks for sharing.

 

[rogen]

Giving it a try, so far I have used pen and paper, the app overall looks a bit complicated imho + there is no dedicated desktop client so I'm using it on mobile

 

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[Ronak]

I started using the system-- here are a few things I really appreciate about the system

-the ability to take pictures on the app and upload them to my board directly..
Sometimes I prefer pen and paper for brainstorming and mapping things out...this way I can continue to do that and still have everything in one place.

-The ability to add notes via the comment section. This replaces the need to sift thru multiple hand written notes, emails, and notepad files. The search function helps me pull up the notes easily when I need to find something specific.

-Being able to forward and email directly to my board. If I get an email that requires some me to do something, I can simply forward it to my board, and it will show up, complete with attachments! On the main menu, click more, and email to board settings. Choose where it should go on the board, copy the email address, and add to your address book under trello. then, simply forward to trello and bam!


Thanks @LightHouse for pointing me to this system. It's simple to use and understand, and it just works! Rep for you....

 

[The Duc]

-Being able to forward and email directly to my board. If I get an email that requires some me to do something, I can simply forward it to my board, and it will show up, complete with attachments! On the main menu, click more, and email to board settings. Choose where it should go on the board, copy the email address, and add to your address book under trello. then, simply forward to trello and bam!

Awesome tip. I just added the Trello email address to my contacts.

Now when I'm out and get an email on my phone that needs to be followed up later it's as easy as forwarding the email and now it's staring me in the face when I get back to my computer.