Bo2SS

I really want to recommend this book to the people around me. Although everyone's experiences and stages are different, so the insights will certainly vary. But if you feel like you don't have enough time / are busy every day / don't know what you're doing each day / can't get up in the morning..., then this book will definitely help!

At the beginning of the article, I would like to share a quote with the readers:

Instead of rushing to do things, slow down first and learn how to manage them.

Suggestion: After finishing each section, pause to practice, think for a while, and then continue.

At first glance, the title of this book might seem like a collection of random novels, but in fact, it is a serious GTD time management masterpiece. Let me first share its Douban rating, paying high respect to the author:

⭐Highlights of this book: The Four Quadrants Method, Focusing on One Thing at a Time, Closet Organization Method, Habit Formation, Daily Review Method, Unbroken Time, How to Handle Emergencies...

[Introduction]#

Many people are forced to change roles after starting a job, and are busy every day, but whether they are truly busy can be answered after reading this book. There is a quote in the book that I strongly agree with:

The competition between people is a competition of maturity; those who understand early will seize the opportunity.

And what does maturity mean? It means having a definite value system, smooth time management, and a personal philosophy of life.

This book has two types of contents, which is also the author's thoughtful design. One type tells the story between the workplace newcomer "Xiaoqiang" and the experienced "Lao Fu" like a novel, while the other uses professional terminology to describe it from the perspective of time management.

The structure of this book is as follows, mainly divided into six steps: finding seeds → seeds sprouting → growing branches → sprouting leaves → flowering and fruiting → harvesting fruits:

Now let's take on the role of "Xiaoqiang" and go through the training together! You can download the PDF of this book at the end of the article.

——Simplified Version——#

Preparation Work: Identify the sources of time wastage, find your own values.

Core Part: Divide the four quadrants based on values, find and break down your goals.

Add-ons: Some practical time management tips.

Identify the Sources of Time Wastage#

Spend several consecutive days evaluating every hour of your work time: focused or wasted. Check your daily focus ratio.

At the same time, every hour, write down what you plan to do in the next hour, which is the expected result. Therefore, while evaluating this hour, record the actual results and observe whether they meet expectations.

Through these two steps, you can clearly see where your time is wasted and find your efficient time slots based on your completion status, which will be useful later.

Find Your Values#

It is well known that arranging the most important tasks during your most efficient time slots yields the greatest benefits. Your values are the scale by which you determine what is most important.

Take 5 minutes to complete the following test:

A — Very Important, B — Important, C — Average, D — Less Important, E — Not Important

In the evaluation table below, score A~E corresponds to 5~1 points, and calculate the total score.

The three items with the highest scores and the three items with the lowest scores correspond to your value tendencies, which can then be used as a standard for evaluating priorities.

You can record these to remind yourself at any time.

Divide the Four Quadrants Based on Values#

Based on your values, you can divide tasks into important and unimportant, and then add the distinction of urgent and non-urgent, thus dividing tasks into four quadrants.

Focusing your energy on tasks in the second quadrant (important but not urgent) is the core of time management! To achieve this, you need to have a plan and always know what your next step should be.

At the same time, try to delegate tasks in the third quadrant (urgent but not important) to others and reduce the waste of life caused by tasks in the fourth quadrant (not important and not urgent).

Tasks in the first quadrant (important and urgent) often stem from tasks in the second quadrant that have not been handled well, which is something you can avoid.

Find and Break Down Your Goals#

First, use the S.M.A.R.T principle (S is Specific; M is Measurable; A is Attainable; R is Realistic; T is Time-based) to describe your goals as clearly as possible.

Then, analyze the significance of the goal to you, potential helpful people, the duration to achieve the goal, and break the goal down into step-by-step actions, placing them in your monthly and weekly plans.

This method is generally suitable for goals of 1 to 5 years.

Some Practical Time Management Tips#

One task at a time, improve execution, cultivate your habits, daily review, correctly face emergencies, establish an efficient workspace.

① One Task at a Time#

Only focus on one thing at a time, which is easy to understand. Just like playing well when playing and studying well when studying.

Sometimes you might think of a good idea while doing something else. You can jot down this idea on paper to clear your mind and continue with the current task.

② Improve Execution#

For the step-by-step actions broken down from your goals, you also need a certain level of execution. Here are three tips:

1. Identify the biggest obstacle and solve it first, writing it down to remind yourself at any time;
2. For your actions, write them down as much as possible; black and white is more effective;
3. Try to avoid failing the first time; it can lead to a chain reaction and numbness. However, understand that failure is inevitable. When it happens, take it seriously and analyze it carefully.

③ Cultivate Your Habits#

Based on general data, here are three high-cost performance habits: reading, exercising, thinking.

1. Reading: Books are humanity's greatest friends; you can collide and merge with endless excellent ideas, sparking creativity;
2. Exercising: Don't think of this one hour as wasted; in the long run, it's a valuable investment;
3. Thinking: For many things, taking two minutes to think first is far more efficient than jumping straight into action.

How to free up time for the first two habits? Improve work efficiency to create time, or cultivate another habit: waking up early.

④ Daily Review#

Prepare three questions to ask yourself at the end of the day. They can be reflections on the day or encouragement for yourself regarding what you want to say tomorrow.

⑤ Correctly Face Emergencies#

1. Don't let it affect your emotions; keep calm;
2. Treat interrupted tasks as new tasks, record progress and next actions, and postpone them;
3. Recommend time management methods to those around you, so they will create fewer emergencies.

⑥ Establish an Efficient Workspace#

Spend some time keeping your workspace tidy, which can save time lost in searching for materials.

1. Divide all materials into four categories: to be processed, delegated, organized and archived, and thrown into the trash [Principle: If you haven't used it in the past six months and are unsure if you'll use it in the future, throw it away]. Additionally, add a category for miscellaneous items.
2. Follow four standards: clean and tidy, sufficiently simple, easily accessible, and fully functional.

At first, you might think that adapting to time management methods will waste a lot of time, but once time management becomes a habit, I believe excellence will also become your habit.

——Detailed Version——#

I. Finding Seeds#

Before starting, take a moment to step back from the busyness and see how you spend your time. Is there a better way to use your time? Do you think it's necessary to learn "time management"? What are your values, and what is more important to you?

Identify the Sources of Time Wastage#

1. First, write down what you think the proportions of time spent on "⭐Focused Work", "❌Meaningless Time Wastage", and "✨Real Rest" are, for example, 50%, 30%, 20%.

2. Write down your descriptions of the above three states.

1. For five consecutive working days, record which state you are in every hour. Start from 9 AM to 9 PM.

2. On Saturday morning, tally the time proportions of the three states during these 60 hours.

Weekly State Time Statistics Table

Count: ⭐Focused Work ____ hours, ❌Meaningless Time Wastage ____ hours, ✨Real Rest ____ hours

If you find that you are indeed wasting a lot of time, then it's time to understand the time black holes—where does the time go?

• Common Characteristics: They provide a lot of information related to the main line that attracts attention, and the time consumed grows and expands unknowingly.

• Reason: The brain is not good at remembering; it prefers creative work. Tasks that are highly regular, relatively dull, lack strong purpose, and require no initiative are easily forgotten.

• Solution: A good memory is not as good as a bad pen.

Next, let's start recording your work situation with a pen~

1. Every hour, write down what you plan to do in the next hour.
2. After the hour ends, record the results.
3. Stick to it for a whole day.

Daily Work Situation Record Table

Recognizing the Necessity of Time Management#

Through the above tables, you may have discovered your time black holes. So how do you avoid them?

Time black holes can easily snowball; don't underestimate spending 3 minutes on your phone or scrolling through Weibo. Experiments have shown that once your attention is interrupted, it takes at least 15 minutes to refocus.

Here are some tips to avoid time black holes:

These suggestions seem reasonable, and many people will think so after reading them, only to forget them later. Therefore, it's essential to practice them personally. Here’s another recommended technique—time logs. As the name suggests, it is about faithfully recording where our time is spent. The benefits include:

1. Reminding you to cherish your time every hour.
2. Fully grasping your time to avoid easily forgiving yourself.
3. Analyzing the input and output of your time.
4. Finding your most efficient time slots.

Now let's talk about finding your most efficient time slots.

For newcomers in the workplace, work generally has three characteristics: ① many trivial tasks, ② among these trivial tasks, there will always be one or two very important tasks; if not identified and resolved, it will truly be just busywork, ③ busy and blind; don't forget the eyes behind.

All of these are tests of your time management skills, which can be considered the unspoken rules of the workplace. What we need to do is have our own method for handling daily affairs. Here is a method from Lao Fu for handling daily tasks—the four-step method:

Now let's start finding your efficient time slots! Don't trust your feelings; trust the data and the records!

Next, use a week to fill out this time log honestly:

Through the time log, you can find your efficient time slots, how much time is wasted, the main content of your daily work, what time should not be spent that way, what the key tasks of each day should be, how to better allocate your time, and which tasks will yield better results if done in advance. Spending more time on certain tasks may also make your professional skills stand out...

Now here are some tips to improve work efficiency:

• Complete important tasks during efficient time slots. When you arrive at work, don't rush to dive in; first, check what the key tasks for the day are.
• Review work that needs to be checked. We cannot do everything perfectly in one go; don't skimp on time for reviewing work, as it may impress others.
• Use RSS for news. It’s like subscribing, keeping your attention on the content you care about.
• Reduce the frequency of checking emails. Twice a day is sufficient.
• Rest whenever possible. Those who have a lunch break are fortunate; for example, if you have a half-hour lunch break, take that time to relax and not think about anything. This is very beneficial for restoring energy.

Next, you can plan your daily time slots:

Daily Time Slot Planning

How to handle emergencies can be discussed in [VI. Harvesting Fruits].

Find Your Career Values#

Now, do you recognize the importance of time management? Next, let's talk about the most crucial aspect of time management—values, which will determine what you prioritize, and which tasks yield higher returns and greater satisfaction when completed.

Find the channels for time to flow in the right direction.

Soul-searching question: The most efficient time slots should be reserved for the most important tasks, but what are the most important tasks?

Lao Fu's answer is: Where are your values?

What standards do you use to determine the order of tasks? If, like I did before, you first complete the easy and manageable tasks, you might end up spending the day on trivial, possibly meaningless tasks, leaving a significant task for later when you no longer have the energy to complete it. If you haven't thought about your standards, don't feel embarrassed; values are not in your memory system but in your experiences. Now let's extract them.

Based on your actual situation or thoughts, take 5 minutes to complete the following career values self-assessment table, which will give you a clearer grasp of your values.

Here is a more convenient free testing website: WVI Career Values Test. After answering the questions in order, it will automatically provide test results and value assessment analysis, consistent with this book!

A — Very Important, B — Important, C — Average, D — Less Important, E — Not Important

If you answered this table instead of the recommended platform, you shouldn't mind flipping to page 45 of this book to calculate your scores based on different dimensions. From the three items with the highest scores and the three items with the lowest scores, you can roughly see your value tendencies. You can use this as a standard for evaluating priorities in your work.

[I've also obtained my value tendencies, many of which are tied.]

Additionally, there's an interesting phenomenon: if your colleagues are also willing to take this assessment, you will find that colleagues who are usually closer to you have similar highest scoring items, while those who are more distant have the opposite. This is the hidden role of values; they are our invisible antennae! If you are like me, we might be very suitable partners for collaboration!

After finding your values, you can write them on a card to reinforce and remind yourself how to prioritize tasks. Of course, you can also adjust them at appropriate times, as values can change with your growth.

Place the card in a position where you can see it easily; this is important!

II. Seeds Sprouting#

After understanding your time usage, you are determined to learn time management and have found your career values...

Now, let's start your journey. This section mainly introduces four time management methods: the Four Quadrants Method, Time Investment Method, One Task at a Time Principle, and Closet Organization Method. Although they may seem familiar, do you really understand how to use them?

The Four Quadrants Method#

Helps you judge the urgency and importance of tasks and tells you how to handle them effectively. Is it good to often do important and urgent tasks?

The Four Quadrants#

This method is known to about 80% of people. As shown in the diagram, work is divided into four quadrants based on different degrees of importance and urgency: 1. Important and Urgent (Important && Urgent), 2. Important but Not Urgent (Important && Not Urgent), 3. Not Important but Urgent (Not Important && Urgent), 4. Not Important and Not Urgent (Not Important && Not Urgent).

However, 80% of people cannot apply this theory well because the prerequisite for using this skill is to find your career values. So, have we already found our values? If so, then your meridians are open, and you can practice the Four Quadrants Method next.

In this method, there are two keys: ① The importance of a task depends on your career values, ② The urgency is determined by the task's deadline.

Now, let's answer a question: If you were to categorize your daily work into these four quadrants, how would you choose?

Many people might choose the first and third quadrants because they are the most urgent tasks that need to be solved.

However, this answer is debatable. Many inefficient managers may be busy for no reason, and this kind of busyness can create a great sense of "achievement." Indeed, these tasks need to be done immediately...

But they may not be worth your time and energy. Remember, doing more correct things on such a faulty foundation is futile.

Now let's analyze the four quadrants. As shown in the diagram, each quadrant has specific tasks that may suit you or not; this is not fixed. What you need to do is measure each task's belonging quadrant based on your values.

① First Quadrant: Important and Urgent

• Example: A crying baby; a kitchen fire; a company phone call; filling out college applications for your child; a speech at an upcoming company meeting, etc.

• These tasks must be done immediately; otherwise, the consequences will be severe. However, while doing this task, you should consider: Are there really that many important and urgent tasks?

② Second Quadrant: Important but Not Urgent

• Example: Exercising; planning a vacation; completing a company project proposal; developing a family investment strategy; attending psychological counseling training, etc.

• These tasks may seem not urgent, but if neglected, they can develop into important and urgent tasks at any time. For instance, if you plan a vacation but delay starting, as the holiday approaches, you will feel anxious about accommodation and transportation. At that point, planning the vacation shifts to the first quadrant, becoming important and urgent. Can you guarantee that no urgent tasks will arise at that time, making you even more anxious? Therefore, for tasks in this quadrant, even if there is no immediate need to act, at least make a time plan. Here you can also think about: How to prevent more tasks from entering the annoying first quadrant?

③ Third Quadrant: Not Important but Urgent

• Example: A sudden phone call; an impromptu meeting, etc.

• The time invested in this quadrant is quite regrettable and helpless; you may spend a whole day without achieving anything. However, many people are misled by the illusion that urgent tasks are important. In fact, urgency and importance have no relation! Here we should think about: How can we avoid tasks in the third quadrant as much as possible?

④ Fourth Quadrant: Not Important and Not Urgent

• Example: Watching boring shows, idling, extra tasks, trivial matters, entertainment, etc.

• Tasks in this quadrant are merely time fillers; they can be acceptable as a diversion from the first three quadrants, but if indulged in, our value will greatly diminish! We should consider: Is it necessary to enter this quadrant in our work?

Please pay attention to each question marked with an underline above. After answering these reflective questions, you may have mastered the Four Quadrants Method.

Now let's proceed step by step:

Transform Your Task List#

First, write down all the tasks you need to accomplish this week in the table below. If you cannot foresee what needs to be done in a week, please write down tasks that need to be completed or are expected to be done. Some examples are already provided; please fill in the rest.

You will notice that the table has three additional columns corresponding to importance, urgency, and priority level. This is the transformation you need to make to your task list. After labeling each task, you can proceed to the next step—placing them into the four quadrants.

Place Work Tasks into Four Quadrants#

Based on importance and urgency, place each of your tasks into the four quadrants:

If your usual work mainly focuses on the third quadrant, that is likely the reason for your busy yet blind work. Now let's discuss the different attitudes and handling methods you should adopt for the four quadrants:

① First Quadrant: No need to say much, do it immediately.

• The main pressure of our work comes from the first quadrant, and the main crises in life also stem from it. But this quadrant is essentially a "minefield"; the fewer times we enter this quadrant, the better! A secret: 80% of the tasks in this quadrant come from tasks in the second quadrant that were not handled well, meaning this pressure and crisis is self-imposed.

• For example: Calming an angry customer. Did you not spend enough time building a good relationship with the customer beforehand, or did you not monitor your product quality closely enough, leading to issues?

② Second Quadrant: Plan to do it!

• We need to invest time in the second quadrant; just because it is not urgent doesn't mean we should neglect it. For tasks in this quadrant, break them down into smaller tasks immediately and create a timeline. Then, by investing a little time each day, you can complete a large task. This is the principle of "many drops make a river." Additionally, its value lies in reducing 80% of tasks in the first quadrant.

• For example: Completing a close reading of a paper. If arranged well, spending 2 hours a day may give you a good understanding of the article over a week, allowing you to engage with it more deeply and potentially spark inspiration. If you wait until the deadline, you might rush to complete it in a day. Can you really maintain a state of close reading for an entire day? If an urgent task arises at that time, how will you arrange it? I believe if you plan ahead and make small progress daily, you will have better control over your time, and the sense of pressure and crisis will be more comfortable. If possible, why not be the one who masters time?

③ Third Quadrant: Delegate to others.

• We should clearly recognize that this quadrant is the source of our busy yet blind work. Tasks in this quadrant are best delegated to others or politely declined to reduce the occurrence of such tasks.

• For example: Buying water for the office. You can ask a colleague passing by to help you, and treat them to a meal later. This way, you can focus on more important tasks, trading a meal for more valuable time.

④ Fourth Quadrant: Try not to do it!

• This is a quadrant for buffering and adjusting, or it can be said to be a leisure quadrant. However, investing too much energy in this quadrant is equivalent to wasting life.

• For example: Watching a game on the weekend. A week of hard work leaves you exhausted, and the weekend may be a good time to relax. However, if you spend most of your energy on entertainment, you will lose your career.

Now that we have methods for escaping the first quadrant, how do we escape the third quadrant?

Use the "Monkey Rule" to Escape the Third Quadrant#

"Monkey" actually represents tasks that are not your responsibility. If you handle such tasks efficiently, should you be proud? What about your own tasks? This is the "Monkey Rule." While we should help classmates/colleagues in difficulty, we should also avoid situations where they treat you as their monkey shelter. The more you take on, the more they will give.

Now let's do an exercise to see if you can successfully shed the monkeys on your back:

These questions have no standard answers, but the principle is: shed the monkeys on your back or return them to their owners.

Reference: Xiaoqiang's responses: 1. Sure, boss, but could you please send me some information about the water conservancy system software first? 2. What are your thoughts? Can you please draft a cost-cutting plan? 3. I've asked Xiaoduo to do it; he will send it to you directly. 4. Honey, how about I accompany you for a whole day on our wedding anniversary next month? 5. Sure, just call me when the time comes, and I'll definitely go. 6. Sure, you choose your favorite brand and style, and I'll go buy it later.

Cultivating Second Quadrant Work Methods#

Having escaped the third quadrant, it's time to think about how to enter the second quadrant. The second quadrant is the core and ultimate goal of our work. Let's summarize the key points mentioned:

• Your career values → Evaluation → Importance of a task
• Deadline of the task → Judgment → Urgency of a task
• All your daily tasks → Placed into → Four quadrants
• Tasks within each quadrant → Have different handling methods and principles
• Main energy → Focused on → Solving tasks in the second quadrant
• Regularly formulated work plans and goals → Are all relative to the second quadrant

First, clarify that the second quadrant is the core of our work. You must cultivate your ability to work in the second quadrant. Investing in the second quadrant hinges on goal description and task breakdown! Break down each large task into multiple smaller tasks, and correspond them with clear small goals; each small goal should have a planned time, and you can also think of a responsible person; it doesn't have to be all done by yourself.

This way, we can focus our energy on the second quadrant; detail a project with a plan, always know what your next step should be; clarify the standards for task completion. Completing each small goal can relieve your pressure and provide a sense of achievement. With a planned timeline, you can evaluate your status at any time, analyze shortcomings, and think of solutions.

The three major killers of time management: procrastination, indecision, and unclear goals.

Below is a table—the Four Quadrants Work Tracking Table, which can be used to prove that your energy is indeed focused on work in the second quadrant. Please persist for a month.

Four Quadrants Work Tracking Table

By practicing, you will find that the second quadrant work method is not as difficult as rumored. Look forward to the results of your quadrant transformation!

Time Investment Method#

For amateur stock investors, learning value investing and having a long-term outlook on a certain industry or company is a more rational investment method compared to making daily buy or sell decisions, which could lead to a failed investment decision. Time management is also a form of investment, but it has its own characteristics: supply is inelastic, cannot be stored, cannot be replaced, and cannot be regained.

Calculate Time Capital#

Based on these characteristics, let's first calculate your time capital and the value of your unit time. Essentially, this involves dividing time into work and leisure parts and estimating your work time capital until retirement age [60 years]. For example, starting from age 29, if you retire at 60, you have about 8 years of work time left, around 10 years of sleep time, and 13 years of other time.

Here, we calculate based on "5 working days a week, 8 hours of work per day; and 2 leisure days a week, 3 hours of work per leisure day; and 8 hours of sleep per day."

After obtaining the total working time, calculate your output value based on your current annual salary * years of work, and then use [your output value / total working time] to get your unit time value. After calculating, you may find that your hourly value is quite low. So how to improve it? According to the formula, you can understand:

One is to get promoted and increase your annual salary, which relies on strength and luck; the other is to find ways to reduce total working time, which involves time management skills. Understanding how to maximize the value of every minute can significantly reduce working time and increase the value of unit time. The first method is in the boss's hands, while the second method is in your own hands—grasp it well!

Learn Buffett's Investment Principles#

The principles of investing time are similar to those of investing in stocks, so why not refer to the five major investment principles of investment master Buffett?

1. Identify outstanding companies → Identify tasks that can create greater value.

2. Less is more → Identify the most important and urgent tasks to complete; find the "big rocks" blocking your path for the day, rather than the "small pebbles."

3. Bet big on high-probability events → Prioritize important tasks.

4. Be patient; investments shorter than 5 years are foolish → Some tasks require time to prove themselves; don't rush for results.

5. Don't worry about short-term price fluctuations → Don't let urgent but unimportant tasks affect your mood.

Only Focus on One Thing at a Time#

How to handle tasks in the second quadrant? Focus on one thing at a time.

Why#

At least there are several benefits:

1. Focus. Let go of and forget other things, and strive to search for information related to the current task.
2. Sense of Achievement. Completing one task, crossing it off the list.
3. Relieve Pressure. Much pressure comes from knowing that there are possibly 10 other tasks waiting for you.
4. Better Results. By eliminating distractions, we can achieve better logical thinking and creativity.

What to Focus On#

The next action.

First, don't mistake "projects" for "actions." For example, "developing a product sales strategy" is a project, while "finding the brand definition of the product," "identifying product features," "conducting a simple SWOT analysis," and "listing the document outline" are individual actions.

Imagine, when thinking about "how to develop a product sales strategy," you may feel confused and unable to concentrate. However, when the question becomes "finding the brand definition of the product," you will immediately find the answer through your database.

Next, let's define "next action": any determined, single action that takes more than 2 minutes to resolve. Then, cultivate a habit: always ask yourself, "What is the next action?" This can drive your life, like a large ball of yarn; as long as you find the end of the thread, you will eventually untangle the yarn.

How to Find the Next Action#

"Finding the brand definition of the product" is just an ordinary action; although it is executable, it is not yet a "single action."

"Next action" has the following characteristics:

1. Starts with a verb. This makes it executable.
2. Clear content. Try to give your brain a clear signal to avoid it "processing on its own," as the brain can easily mix related and unrelated information together.
3. Describes the result. The clearer the description, the greater the energy generated.
4. Sets a start time, cycle, and deadline. This not only allows for more reasonable time allocation but also helps manage the progress of actions.

Additionally, if you feel pressure or fear from the above, you are doubting your execution ability. Here are three solutions:

1. Set goals or rewards.
2. If you cannot complete everything, start with what you can accomplish.
3. Identify the biggest rock and move it. In the "next action," find the one task you believe is the hardest to complete and do your best to finish it; the other tasks will be easier.

Practice filling out "next actions":

How to Utilize Next Actions#

Refer to the above task processing flowchart, paying attention to the methods for handling temporary events on the right side.

However, 80% of temporary emergencies arise because there was no good plan in advance. Here are two concepts that have been used but not explicitly mentioned:

1. Action List. After breaking down projects into executable actions, write them into the action list. When you first practice this task processing flow, you can only write "next actions" on the list to help you stay focused. After completing one task, ask yourself what the next action is. Once you master it, transition to writing all executable steps on the list; complete one, delete one.
2. How to handle temporary emergencies. See the later sections.

Closet Organization Method#

A secret weapon for time management, learning to manage time through organizing your closet. The saying goes, "If you can't clean one room, how can you clean the world?"

Collect: Empty the Closet#

Put "everything that catches our attention" into a "collection basket" to clear your mind and achieve a state of calm.

Collection baskets can be of your choice. The author describes several types:

1. Specific work baskets: plastic baskets, wooden frames, metal frames...
2. Paper: loose-leaf notebooks, notepads, sticky notes, memos...
3. Electronic products: mobile phones, computers.
4. Voice recorders.
5. Emails.

[PS] I use two software on electronic devices: OneNote and Microsoft To Do, which can be used on both mobile and computer.

Regarding tool usage, here are a few "military rules":

1. The fewer collection tools, the better.
2. Ensure you can access the tools within 5 seconds.
3. Regularly empty the tasks.

Process: Classify Clothes#

1. Determine the essence of tasks:
   1. Executable
      1. Tasks that can be completed within 2 minutes. Do it immediately. Don't let a task that should take 2 minutes become more costly due to procrastination and avoidance.
      2. Projects that require multiple steps to complete. This is the nature of most tasks, which need to be broken down.
      3. Tasks assigned to others. Inform them of the task and deadline as soon as possible.
      4. Tasks that need to be done at a specific time. These may require multiple steps to complete and may need specific time and environment.
      5. To-do items. Ordinary tasks, such as "check email."
   2. Not Executable
      1. Junk: Wasting time and life; remember to filter.
      2. Someday/maybe: Needs the right timing.
      3. Reference materials: Properly categorized and archived.
2. Process one task at a time. Follow the principle of "only focus on one thing at a time."
3. Strive to determine the nature and handling method on the first attempt; do not return it to the collection basket.

Organize: Re-store Classified Clothes#

Reorganize your thoughts: we have a collection basket filled with "materials"; we have three lists: "Someday/maybe" list, "To-do" list, and "Project" list.

In this step, take each "material" from the collection basket and categorize it into a list. This involves a 3+1 list system.

1. Collection Basket: Needs to be emptied daily, placed in a convenient notebook for recording.
2. Someday/maybe List: Tasks that may take a long time to execute, placed in an easy-to-save notebook.
3. To-do List: The key to guiding daily work, placed in a notebook for recording and deleting at any time.
4. Project List: Generally a collection of multiple tasks around a project. In this list, break down the project into several "next actions," then write the project name in the to-do list. When processing to-do items, jump to this list.

The system overview is as follows:

Browse this system every morning to have a clear grasp of your schedule for the day.

Review: Keep Track of Your Clothes#

The above process can basically solve the busyness in daily work, but to address the blind spots, you also need to review tasks. There are three benefits:

1. Let inspiration arise. As the saying goes, "Reviewing the old helps to learn the new."
2. View problems from a 30,000-foot height. As the saying goes, having a big picture perspective allows you to reassess which tasks help you get closer to your goals.
3. Incubate and prune your tasks and goals. Remove tasks you are no longer interested in from the list, and take out tasks that are ready for execution for further consideration. This will help you maintain a clear and orderly mind.

Recommended review periods: the first glance of each workday, and regular weekly reviews.

How to conduct reviews:

• Review the "Someday/maybe" list: pull out/remove.
• Review the "Project" list: check progress, next actions, fill in gaps, new ideas, summarize results.
• Review the "To-do" list: what has been done/what needs to be done/time-specific tasks.
• Reassess your goals: deepen the impression of your goals, ignite motivation, seek methods, and strengthen confidence.

Action: Choose the Best Plan#

Based on David Allen's proposed six heights, review and plan our work and life:

1. Principles (50,000m): Reflect on your values, principles, and goals; this is the soul of work.
2. Vision (40,000m): Work goals for 3 to 5 years, covering various aspects. Try asking yourself: What are my goals? Which people have achieved them? How did they achieve them? What will my work and life look like after achieving them?
3. Goals (30,000m): More detailed than vision, usually with phased results within a year.
4. Scope of Responsibility (20,000m): Make the things within your responsibility more beautiful.
5. Tasks (10,000m): Still need to focus on the tasks at hand.
6. Next Actions (Runway): Complete them one by one, focusing on details.

Try to spend a month creating a "top-down" career plan. Once determined, tackle them "bottom-up" and update and refine them regularly.

Choose the best plan based on four standards:

1. Importance: Keep your values and four quadrants in mind.
2. Environment: Use the environment to concentrate on a category of tasks, which can greatly improve our work efficiency.
3. Time: Consider how much time you have to handle the tasks at hand. Make good use of "time slices" in life; some tasks can be completed in 3 minutes.
4. Energy: Combine difficulty and ease, maintain rhythm, concentrate energy, and prevent fatigue.

Flowchart#

III. Growing Branches#

Build a goal management system.

With some time management methods in place, where should time be spent? On goals.

The general reasons for failing to achieve goals include:

1. Setting unattainable goals.
2. Not breaking down goals into plans.
3. Allowing occasional failures.
4. Not writing them down.
5. Not correcting goals in a timely manner.
6. Not persisting in action.

Next, let's start from the reasons for failure to establish a successful goal.

Correctly Describe Goals#

Follow the S.M.A.R.T principle: S is Specific; M is Measurable; A is Attainable; R is Realistic; T is Time-based.

This not only helps you have a clear goal but also dispels unrealistic thoughts. We shouldn't set overly long-term goals, such as a 50-year goal, but should set goals within sight and achieve large goals in stages.

At this point, we can eliminate the first reason for failing to achieve goals.

Goal Breakdown#

Having only a goal without a plan gives a 20% chance of achieving it, while breaking it down and planning increases the chance to 80%. Moreover, the more detailed the plan, the greater the likelihood of achievement.

Learn from trees in goal breakdown: roots → trunk → branches → forks.

• Roots

1. Write down your goal: It is recommended to write your goal on a card with a marker and place it in a prominent location; you can also use a picture or model to represent your goal, which helps to visualize it.
2. Why you want to achieve this goal: Write the most important reasons first, which can be adjusted at any time.
3. What justifies your ability to achieve this goal: First, convince yourself.
4. Which individuals, groups, or organizations can help you achieve this goal: Mutual reliance and support, actively paying attention to the connections and resources around you will be your wealth.
5. How long it will take to complete: This method is suitable for medium to long-term goals lasting more than 1 year and less than 5 years.

• Trunk: Write down the planned steps to achieve the goal.

  • These are tasks that should be done at any time; for strategic and planning tasks, they will be detailed in the "branches" later.

• Branches: Write down the plans for completing the planned steps in the monthly plan.

• Forks: Break down the monthly goal plan into weekly details.

Organize the above steps:

At this point, we can eliminate the second reason for failing to achieve goals.

Improve Execution#

During the detailed breakdown process, each step must be carefully considered: Is it necessary to do? Can it be done? When will it be done?

A good goal should be like a lighthouse in the fog; although it takes effort to build, it will illuminate our path forward.

In fact, goal breakdown requires analytical ability, while achieving goals requires execution ability, which are completely different.

Here are three tips:

1. Identify the biggest rock: Find the biggest obstacle to achieving the goal and resolve it first. Write down the biggest obstacle in the trunk, branches, and forks.
2. Write it down: Otherwise, 80% will be forgotten or feigned ignorance. Writing it down has at least three benefits—"writing it down" leads to "doing it," correctly guiding direction. For example, when shopping at the supermarket, you might end up buying a lot of things you didn't want; the brain provides inspiration, and writing it down helps clarify actions [the brain is better at creative thinking than memory or deepening memory]; black and white is a "contract," which is more effective.
3. Reject the first failure: The failure of the ultimate goal often starts with the first failure. A single failure can easily lead to a chain reaction and numbness, so it is essential to think carefully about why it failed. Of course, failure is inevitable; adjusting your mindset is also crucial. When facing failure, we should do two things—take failure seriously, analyze the reasons, and consider how to avoid it; adapt to changes by observing whether there are unreasonable plans or areas that need adjustment based on environmental changes. It is essential to enhance your confidence in resisting failure and positively suggest to yourself that this is a very important secret.

At this point, we can eliminate the third and fourth reasons for failing to achieve goals! The last one depends on yourself.

Create Synergy for Goals#

Based on the previously mentioned six heights, formulate your life plan 👉 break down each goal, create detailed plans 👉 when execution issues arise, remember the three tips above.

[PS] Use pen and paper for thinking: clear your mind and open your thoughts.

IV. Sprouting Leaves#

Establish your own checklist management system.

After practicing the methods above, you may find that some methods do not suit you as much. This is a positive phenomenon; you are starting to identify problems, which is an opportunity to refine your time management system.

Based on roles, materials, and environments, summarize four basic types:

Sticky Note Guy#

Task executor, often faced with a large number of trivial tasks.

Characteristics: Likes to write tasks on sticky notes without organizing them; only aims to complete work without periodically reviewing important tasks and summarizing gains and losses; accepts all tasks, focusing on tedious, monotonous, and low-skill tasks without challenging themselves.

Recommended system: Chopstick-style checklist—focus on the big picture while handling the details.

It consists of two chopsticks: one is the "task list," and the other is the "next action list."

• Task List: Helps us do the right things, providing a strategic overview; manage in real-time, adding, deleting, and modifying each step; incubated from the collection basket; generally adopts a tree structure; provides material for the next action list; remember to review.
• Next Action List: Helps us do things correctly, focusing on taking the right actions; select a suitable task to execute now, preferably handling all tasks within a single context; content comes from the task list or individual steps from the collection basket; generally adopts a list format.
  • How to use: Carry it with you; expand its functionality [priority level, context, brainstorming].

Organize it into three steps:

1. List the task list.
2. Break down tasks.
3. Manage and execute the next actions.

Email Maniac#

Project manager, may receive hundreds of emails daily, managing nearly ten projects.

Set rules for all project leaders:

1. Report work via email.
2. For tasks that are neither important nor urgent, communicate via email.
3. Emails should be concise and to the point.
4. Email titles should follow the format "Project Name — Subject — Importance Level."

Processing method: Complete today's tasks today; all tasks must find a solution on the same day.

1. Email Settings—Set up spam filters to keep your inbox updated; do not use your work email to subscribe to irrelevant content; sort emails by the date received.
2. Processing Steps—① Quickly browse through all emails to delete or not delete; ② Browse the inbox again, skimming to grasp the main content of each email and categorize them. Remember, browsing twice is more efficient than processing each one individually; ③ If categorized reasonably, your inbox should be empty by now.
3. Reasonable Categorization—Establish reasonable categorization folders [if you only create different folders for different projects, it won't help with taking "next actions"]. ① Action folder, for example, if someone asks you a question that requires a report, move the email to the archive folder once completed or delete it; ② Delegate folder, which can be immediately forwarded to delegated personnel; ③ Someday folder, including tasks that can only be executed at a specific time and tasks that are still incubating; ④ Archive folder, where you create different folders for different projects.
4. At this point, it doesn't mean all tasks are completed, but they have been properly handled.

Social Butterfly#

Marketing person, arranges work based on time.

Characteristics: Spends 80% of their time socializing; 80% of the time does not need to use the someday, delegate, or archive folders; has many tasks that require timely reminders.

Two weapons: calendar and notebook.

1. Calendar: Schedule arrangements. Suitable for recording three types of tasks—① Actions taken at a specific time [specific time]; ② Actions taken on a specific date [non-specific time]; ③ Information to be obtained on a specific date [situations you wish to understand].
2. Notebook: Incubate tasks [conduct tree-like task breakdown] or brainstorm.

When using the calendar, pay attention to two points: ① Sacred Place Principle, once written down, it must be executed according to plan; like the "next action" list, it is a reliable system that cannot be vague; ② Avoid over-scheduling, as it can lead to excessive pressure, making work inflexible and violating the Sacred Place Principle.

Storekeeper#

Business decision maker, coordinates team relationships and maintains a balance of income and expenditure.

Characteristics: More paper materials; more frequent reviews.

Recommended system: 43 folders—31 days + 12 months.

1. Convenient for browsing labels.
2. Convenient for taking out and putting in.

Usage method:

1. Label the folders for 1-31 days and 1-12 months.
2. Arrange the 31 daily folders in order, starting with today's folder.
3. Arrange the 12 monthly folders in order, starting with this month's folder.
4. Each day, take out the day's folder and process the tasks inside, putting the folder at the back once completed.
5. For the monthly folder, do the same.

Note: Combine with the Four Quadrants Method; for tasks that are difficult to grasp, consider adjusting their folder location; after a year, archive all materials.

V. Flowering and Fruiting#

Life is like walking in the snow; looking back shows the path you've taken; looking forward is a vast expanse. Don't ask "where to go," just answer "where you want to go."

Plan Your Habits#

Write down all the good habits you want to cultivate and the bad habits you want to change.

In fact, up to 90% of our daily behaviors are habitual. A good habit makes work easier and achieving goals easier. For example, using one hour in the morning can allow you to do many meaningful things—exercise, read, think, etc.

When you do certain things without thinking or no longer feel pressured to do certain things, you have already formed a habit.

How to Cultivate Habits#

First, we cultivate habits, and then habits change us.

For example, the charm of waking up early:

1. Mornings are a time free from disturbances, especially suitable for thinking.
2. You can use this time to do two or three things:
   1. Reflect on your worldview, life philosophy, career planning;
   2. Organize all work, life, investment, and health-related plans and completion statuses;
   3. Reassess your goals;
   4. Take out the most challenging tasks for focused thinking;
   5. Browse important news for the day;
   6. Conduct daily, weekly reviews;
   7. Quickly skim through a book;
   8. Plan for the day ahead;
   9. Exercise;
   10. Meditate and adjust your mindset;
   11. Walk the dog.

Whether a person can cultivate good habits entirely depends on their willpower. As long as you have enough motivation, the rest will follow.

Cultivating habits can be divided into five steps:

① Cultivate One Habit at a Time#

Psychological preparation: The habit we want to cultivate is a tough one that may take a long time to achieve; please be confident!

Stage One: The first three days.

• The failure rate is as high as 80%.
• Key point: Tell your subconscious how important this habit is to you!

Stage Two: From three days to one month.

• If you encounter failure, start over.
• Key point: A good method is needed, which will be mentioned later.

Stage Three: After one month.

• You may relax your vigilance; bad habits may rebound strongly.
• Key point: Don't focus too much on your habits; if you worry every day about whether you can wake up early the next day, you will never cultivate the habit of waking up early; let habits lead your thoughts.

② Talk to Yourself#

Communicate with your subconscious: Please check and create a habit cultivation card.

Tell your subconscious this is important: You must write it down to gain your subconscious's recognition; you can also add illustrations and place it in a prominent location to make it more interesting and stimulate frequently.

Constantly repeat your vision: Imagine what it would be like after cultivating this good habit, deliberately filtering out content that is detrimental to cultivating the habit.

【Habit Cultivation Card】⭐

Above) About the new habit [Please describe it in a timely and quantitative manner]

Example:

Below) A note to your fleeing self

Example:

Note:

• Place the "above" card in a location you can see every day and review it every night before sleeping [stimulating the subconscious].
• Keep the "below" card in a drawer and take it out to read when you feel like giving up [a warning sign on the edge of a cliff].

③ Gradually Develop a Plan#

Create a detailed plan, adhering to four principles: Please check and create a habit cultivation plan.

Write it down: This is an attitude. Many things, if not written down, may not reveal the many problems within.

Gradually: Our nature is to give up when faced with seemingly unattainable goals, so please achieve large goals in stages.

Simple: The plan should only require a "yes" or "no" check.

Clear and Specific: If you encounter difficulties without a clear plan, the chance of failure is 99%.

【Habit Cultivation Plan】⭐

Above) Plan Check List [Generally set for 30 days]

Below) Difficulty Response Table [Refer to the S.M.A.R.T principle; the more thoroughly you estimate potential difficulties, the greater the chance of success.]

Example:

④ Make Your Plan Public#

Utilize a sense of responsibility: but this is not a long-term solution; ultimately, it must rely on your own initiative!

Introduce a third-party role:

• Peers—Early Bird Group
• Supervision—Reminders
• Support—The influence of bad habits on