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

[Ultralite]

Thanks for the awesome post! I've used Trello for 2 years but my way is messier than this. I always struggle with aligning tasks with their priority levels and there wasn't a good way for me to tell immediately without clicking on each item. Hopefully this will keep my ADD in line and I can get stuff done faster.

 

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[wilddog]

Been using this system for the last couple of days, absolutely fantastic!

I'm using this open-source Trello widget on my android devices. This way I can always see my lists without having to open the app.
It's much better than the Trello app's built-in widget. Maybe others will find it as useful as I did.
https://play.google.com/store/apps/details?id=com.oryanmat.trellowidget&hl=en

 

[LateStarter]

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)?

I've just been using a 'Daily Task' card in each list as a break line. Then I put all the relevant stuff under that break line. The next morning I move them back from the 'Done' list over to my 'Inbox' and repeat. I also use a specific label color for Daily tasks to help them stand out among the cards.



Sorry for the redacted content... tasks are from the day job.

 

[StompingAcorns]

Thanks, @LateStarter, and thanks for the visual - it helps!

 

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[eliquid]

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

I think the point is, it should be punishment. Building a habit is hard and it's easy to fall off and slip back into old ways.

If there wasn't a punishment mechanism, many people wouldn't be able to stick to a habit.

 

[snowbank]

Hated Trello the first time I tried it, but may give it another shot.

Sick post Chris.

 

[eekern]

I used Trello calendar for a while.


But shifted to google calendar for many reasons. mostly the reminders, interface and phone app.

Great post, rep +


Now I use the mac Trello desktop app just for my pipeline:

 

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[Krzysztof]

I owe all of you a huge thank you! I've always had problems with proper task management, forgetting about things that needed to be done, focusing on the wrong tasks etc. I'm using Trello for just a few days now, but already see positive results. I believe it may be the first time I feel full control over my schedule. With Trello and all your comments it's so easy to set up a system that suits you and stick to it. Biggest thanks to you @LightHouse for bringing this tool to our attention! @AllenCrawley , @Eskil , @StompingAcorns , @eliquid , @Ronak , @LateStarter - thank you for all your insights, they were a huge help in building my system!

 

[Sacrosanct]

Great thread,

I've been using Trello, for a while now together with Onenote.
Trello for my day to day todo and projects, onenote for keeping track of my ideas, reference material, meetings.

I've been a big fan of the pomodoro technique as well.

One thing i found super useful is the Pomello extention that let's you combine the pomodoro technique with your trello board.

It helped me stay focused on one task until it's finished.

It's free, it's clean and it has helped me a lot.

http://www.pomelloapp.com/

 

[JonnyC]

Just a note for Android users: you can install a 2x1 widget for adding cards to a board + list with the Trello app on your phone.

Super easy, just put the widget on your home screen or somewhere convenient, link it to your work/to-do board, and then select the "Backlog/Pipeline" list. Simple way to capture tasks while going about your day. When you sit down to your desktop/laptop later in the day, you can assign a priority and due date and then deal with it normally.

 

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[The-J]

Surprisingly I still use it after a few days. I hate most productivity apps. They make me angry because I'm an idiot and can't figure out how they work.

This one, I like.

But I can see how it could be pretty difficult to use without a system.

This system works. The inbox + the laser focused 3-task window are what make this board not suck.

After a month I might make some improvements. Maybe. Probably doesn't need them though.

Thanks @LightHouse

 

[LightHouse]

Hated Trello the first time I tried it, but may give it another shot.

Sick post Chris.

BACK FROM THE DEAD!!!

 

[LightHouse]

Just a note for Android users: you can install a 2x1 widget for adding cards to a board + list with the Trello app on your phone.

Super easy, just put the widget on your home screen or somewhere convenient, link it to your work/to-do board, and then select the "Backlog/Pipeline" list. Simple way to capture tasks while going about your day. When you sit down to your desktop/laptop later in the day, you can assign a priority and due date and then deal with it normally.

Yes, i have this set up as well as Google now integration. This is useful in a meeting or anywhere else where i can't be talking my tasks out. The google Now integration is great in the car and on the go.

 

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[LightHouse]

Surprisingly I still use it after a few days. I hate most productivity apps. They make me angry because I'm an idiot and can't figure out how they work.

This one, I like.

But I can see how it could be pretty difficult to use without a system.

This system works. The inbox + the laser focused 3-task window are what make this board not suck.

After a month I might make some improvements. Maybe. Probably doesn't need them though.

Thanks @LightHouse

Awesome. Glad to hear it. Seems like it is getting a lot of people on track which makes me happy.

The system is only ever as useful as you make it. So if you commit, it will always work.

One thing I am starting to do, is use the expanded cards to keep the inbox level lower and also group tasks.

Example: I need to email 3 different people. Rather than 3 separate cards which makes my inbox overflow forever. I title the card and put in. Email X, X, and XX (details), then inside that card I have the three details of each email.

This way when that task time comes, i am doing my emailing all together, knocking the card out and effectively multiplying the things I am getting done.

Another example would be photos. I have to shoot a, y, and z. I won't create the card to edit those photos until they are taken as to not crowd my inbox any further.

 

[LightHouse]

I also installed this today for chrome to block sites. Less features = makes it nice and easy. At some point i may start tracking time on each project as if I am billing work, but that would be a lot more complicated.

https://chrome.google.com/webstore/detail/go-F*cking-work/hibmkkpfegfiinilnlabbfnjcopdiiig?hl=en

This is a simple tool called Go F*cking Work. It will block out sites that you don't need to be on. (I had to pause it to post this) I mentioned to the author of the plugin that it would be posted here as well.

 

[JAJT]

Something I've been doing recently that I really like in Chrome: Pinning Tabs

Pinning tabs are basically smaller, always open tabs in Chrome (until you close chrome):




I always keep google calendar open and now I keep Trello open.

I keep both a Personal board and a Business board in Trello and REALLY hate switching back and forth between boards in this program but I found you can just open up a new board in a new window, so now I keep both opened and pinned at all times. I can just click the one I want and I'm there - no switching back and forth involved.

 

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[wilddog]

Something I've been doing recently that I really like in Chrome: Pinning Tabs

Pinning tabs are basically smaller, always open tabs in Chrome (until you close chrome):

View attachment 11922


I always keep google calendar open and now I keep Trello open.

I keep both a Personal board and a Business board in Trello and REALLY hate switching back and forth between boards in this program but I found you can just open up a new board in a new window, so now I keep both opened and pinned at all times. I can just click the one I want and I'm there - no switching back and forth involved.

I've been using the Trello External Window app for chrome.
It keeps a Trello window open on your desktop at all times. I prefer it because I get antsy when I have too many tabs open.
https://chrome.google.com/webstore/detail/trello-external-window/gkcknpgdmiigoagkcoglklgaagnpojed

Plus you can create a desktop shortcut for it, so it's always just a click away.

 

[MJ DeMarco]

I'm jealous of ya'll.

I've given it another shot and still really don't see any improvement over my trusty combination of Paper/Pen + Wunderlist.

Still gonna give it a go for the rest of the week.

 

[JAJT]

I've given it another shot and still really don't see any improvement over my trusty combination of Paper/Pen + Wunderlist.

I think so many of us are finding it amazing because many of us currently have "none" to "poor" existing systems in place.

I would very likely think that those who find it the least useful are the ones who are already productive without it and/or are using systems that already work for them effectively enough.

Also, this is new and novel and interesting right now - the real test will be to see who is still using this 1-2 months from now. I know I'm certainly guilty of being 100% excited for systems I've used in the past that I can't even remember the names of today.

 

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[Iwokeup]

I'm jealous of ya'll.

I've given it another shot and still really don't see any improvement over my trusty combination of Paper/Pen + Wunderlist.

Still gonna give it a go for the rest of the week.

What @JAJT said, plus you seem to have a very good system in place already. So you're improvements are likely to be minimal....as long as you're using this system as intended...

 

[biophase]

Here is my Trello board. Plain and simple. I like to have everything on one page. I have no comments on any of the cards.

I use the far right column to keep track of what is coming from China. Else I forget until a truck shows up at the warehouse. lol
The green is the factory name. The cards under are what I ordered. The last card is what the cost is and what I've paid. I should probably add another card for due date.

 

[Supa]

After about a week of using @LightHouse system with Trello I gotta say that I love it!

I used to have a ToDo app on my phone with tasks that need to be done, in no specific order or category. Then another app where I can type in all ideas that come to my mind.

After inserting the GSD system in Trello I actually dropped the other 2 apps. I always thought I had a good system in place with adding things to my ToDo list and work them off. Man was I wrong. Now I got my stuff sorted by categories, project, goals and importance, moving them to my Today list to structure my day the most productive possible.

Please note that I am not running a huge business yet and am more in the beginning stages of getting into marketing and getting my product out there, while at the same time improving it and implementing new ideas for it.

But implementing a great system like this from the beginning is probably not the worst idea.

Thank you for this great system

 

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[Exuberant]

Thanks @LightHouse , I've been using your system for almost a week and going good so far.

I was using Trello the last few months before this post but my system was closer to @biophase 's: Inbox > Next/Backlog > In Progress > Done

Also I had different boards for different goals/projects. Great tip on having them all in the one board, it has created a sense of urgency and awareness that I lacked when they were on different boards (some boards I wouldn't see daily).

The hot/cold labels haven't been used that much as I just go with top to bottom order. The projects/goals labels makes it easier to quickly see which tasks are for which so that's good.

I'm reading The Productivity Project right now and was wondering if you've read it? The (MAX 3) in your screenshot reminds me of the 'Rule of 3' in the book.

 

[StompingAcorns]

I just realized I have been implementing another tip I picked up - I think it was from my favorite book around clutter clearing, Clear Your Clutter with Feng Shui (I can take or leave the Feng Shui part, but the clutter advice is awesome).

I'm actually a pretty neat person. Still, I tend to leave stuff out where I can see it, to remind myself that it needs to get done - papers and folders in a to-do stacks on my desk - multiple, open tabs in two browsers for things I want to go back to - seeds and plants on the kitchen counters waiting to be planted - stacks of things waiting to be gone through - stacks of books I want to read - a stack of pictures that need to be hung - and so on. And this is in addition to all of the various lists I keep.

The book made me realize that this is a constant drain on my subconscious mind and energy. My mind takes it all in, every day, as I am around or walk past these things, which is what I wanted, right - a subconscious nag and reminder to get this or that done. It's like being nagged constantly all day, every day. This even applies to reminders I tend to set up on my calendar to make sure I don't forget to do this or that. Poke. Poke. Poke. I am aggravating the shit out of myself, poking and nagging myself every day with all these reminders!

So lately, I have done a few things to get all of this stuff out of sight and rely completely on my planning system - aka, the 3 things for today - to focus my attention.

• Put filing to be done and bills to be paid in a file caddy (whatever those desktop things are called that have a few slots for various papers)
• When I bring the mail in, go through it right away and file either in the caddy or the round file (trashcan)
• Created a Working file folder and dropped all of my in progress paper things in there, in a drawer, out of sight
• Closed all browser tabs except the one I'm currently working in
• Filed all electronic files from the desktop into folders, leaving only shortcuts to things I access frequently on the desktop
• Put stacks of things that are mini clutter clearing projects into boxes with lids and put the boxes away
• Removed calendar reminders, and incorporated them into my paper planning system
• Put all books on bookshelves, and keep a list of inspirational reading I want to do
• Created any lists needed within my planning system (e.g., list of books to read; list of clutter clearing projects, list of maintenance items; etc.)

Now the idea is that, when I'm about to work on something, I go get that file or that pile or that book, and that is the only thing on the desk or in front of me, to be done.

On my office desk, I also keep an open, bound notebook to jot reminders and notes as I'm on calls. I keep an electronic list of what I'm working on (which doubles as a status report as needed), and I close all documents except email and what I'm working on (responding quickly to certain emails is necessary in some of my projects).

I haven't quite mastered all this yet, but these changes are definitely helping. Posting in case it helps someone else.

~SA

 

[Iwokeup]

So one month in and I've continued to refine the system.

I've dropped daily management of my alternative boards (home, physician) other than being feeders to the main board. As a consequence, I've had to increase my Today section to Five items. (Maybe this is a bad idea? We'll see).

However. I still operate with the idea of the ONE THING that's going to move the needle forward on the business.

Also, since I'm a heavy user of Google calendar, I started using IFTTT integrations. So far so good. Not a perfect solution but it at least let's me cut out one more task interruption.

I'll post a screen shot later as I've found that SEEING someone's board is incredibly informative.

I'll say it again: I ALWAYS now have a laser focused idea of what needs doing day to day and week to week. Thanks again, @LightHouse

 

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[Imgal]

I came. I discovered tales of a pot of gold. I read more. It sounded too good to be true. It must be too good to be true.

Nope, actually it totally rocks. @LightHouse you are awesome. Thanks for sharing

 

[LightHouse]

So one month in and I've continued to refine the system.

I've dropped daily management of my alternative boards (home, physician) other than being feeders to the main board. As a consequence, I've had to increase my Today section to Five items. (Maybe this is a bad idea? We'll see).

However. I still operate with the idea of the ONE THING that's going to move the needle forward on the business.

Also, since I'm a heavy user of Google calendar, I started using IFTTT integrations. So far so good. Not a perfect solution but it at least let's me cut out one more task interruption.

I'll post a screen shot later as I've found that SEEING someone's board is incredibly informative.

I'll say it again: I ALWAYS now have a laser focused idea of what needs doing day to day and week to week. Thanks again, @LightHouse

Everyone is going to have their own adaptation but i think more than three things kills the most effective element. Much like facebook limits your profile to 5k friends, you mind needs to be limited as well. You can only actually work on one thing at a time, so having three there is just a backup for when there is a pause or to sync speeds when one task is closing out. I think really, you would be better suited to just move things on and off the list faster, and work on a better inbox prep system that works.

I know it is tough when you manage as much as you manage, but there is a lot of loss of brain power without heavy limitations.

 

[wilddog]

Also, since I'm a heavy user of Google calendar, I started using IFTTT integrations. So far so good. Not a perfect solution but it at least let's me cut out one more task interruption.
[/USER]

I never heard of IFTTT until this thread.
Now I can`t live without it!

 

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[LightHouse]

I never heard of IFTTT until this thread.
Now I can`t live without it!

I'm glad you mentioned that because my next major thread is going to be on email efficiency and easy automation to cut down menial workload in order to focus only on what makes sense.. when you don't have or don't want employees.

It will be much like this thread with step by step instructions for folks to put in place immediately.

 

[Iwokeup]

You know, this thread has been GOLD in many ways.

I was just listening to Ezra Firestone talk, and how he's got multiple multi-million businesses, and clearly he can't be running each of them on a day to day basis (he even says so).

And this has gotten me to thinking that, just as much as we talk around here of Mindset, Health, Execution (versus Wantrecution)...a MAJOR and under discussed facet of explosive growth and success is implementation of SYSTEMS to free yourself of distraction, etc.

This thread ought to be a double gold or platinum status, just for this discussion.

Edit: I do believe that you need to, at the beginning and in the absence of experience, actually work in the biz before you start developing your systems...otherwise, IMHO it becomes an excuse to be lazy....