Thank you!!! You've made a difference. Everyone should follow this. I've alwaysss struggled and read about time management etc and how to get things done. Your approach is easily one of the few techniques that made a difference for me. thanks alot! I made hugeee lists of to dos but never started the other way round by actually checking what time to do it. Now I set a full day time table and plug in my to dos and it's very eye opening how much I can fill in and the reality of my task management. " No matter how intentional you are , if you don't have enough time to do a task , it's not going to get done" this made the difference!
Went ahead and bought the course. (Thanks for keeping it affordable, Carl.) I recommend it. This video gives a nice overview of it, but I found it was helpful to have the course for all details and explanations a 10 minute video can't give you.
Thanks for your videos Carl! Your new invention made a small revolution in my productivity thinking. You are 100% right! I had lots of projects and sinked in the lots of their tasks. Now I have my few (2-3) main projects, and folders (4-5) with arrears of live. And I realized your method inside Projects and Arears of live folders. Inside Folders a have sections: Now, This week, This month and Longterms. It is very comfortable for me. Thanks you for great idea!
I've been following you for awhile but always used a more "areas of focus" approach to Todoist and seen you talk about this method before but wasn't really interested with it at the time. But last year found myself running into a lot of issues with my current system feeling I was spending way too much time managing it. So finally going to give this method a try in 2024. I'm a bit late but better late than never.
Hi Carl, I've now finished a few of your courses and they are very useful and I highly recommend them to anyone else reading this post! The one piece of help I could really do with is with regards to planning out a project. Not necessarily project management per se, more how to go from an idea to figuring out the individual steps that are required to deliver it. How to plan time lines, how to figure out the details and how to research what will be required. Quite often I find that it is my poor planning process that can lead to productivity issues because broken down tasks are not clearly defined or are too large to complete - this tends to lead to procrastination.
Hi Jeff, project planning starts with a vague idea, then it becomes a concept then you start to develop the next steps - the actions you will need to take to make the project move forward - and finally you arrive at the tasks that will drive it towards completion. I am considering adding a class where I take you through the planning process of a simple project in the next few weeks. Hopefully that will help you.
thank you! This would be a great class. I’ve studied the academic theory of project management and planning systems before - even at an advanced level, but they are not practical, so therefore not actionable. I know that your approach would be something that I can actually put into use and greatly improve my productivity.
@@jeforiley8236 Hi Jef, I've been using it for around ten months now and I have not found any issues... Yet. It would be nice to have a period where I can stress-test it, but so far everything I've tried throwing at it has not broken.
Hi Carl, do you have a similar method based on Microsoft tools, not Apple? I´m all in on taking those courses. I just to improve a customer care task management method, can you recommend a specific course? Thanks in advance!
Hi Maria, All my courses are app agnostic. I teach principles rather than specific apps (Except my Apple Productivity Course) So whatever tools you would like to use, my courses will help.
Greetings from Cape Town Carl! The horrific ZAR/US$ rate makes even this well-priced course out of my reach. I'm devastated. With our RIGID lockdown here it is a perfect time to totally reorganize.
I do something similar for my work account. Instead of doing daily, weekly, monthly, etc, I rank my tasks in importance. So high importance are tasks that need to be completed today, normal importance weekly, and low importance monthly.
How is this different from the GTD method with a tickler file? Trying to see the differences with my current setup. I personally don't use todo list managers. I manage most if not all from my note app and then a calendar where I time block for what needs to be done this week.
@@Carl_Pullein I was scrolling your blog. It does seem like a fantastic idea when you dig the topic. I was wondering how to implement any method with inbox with Evernote (or another app with notebooks if I don't stick around). I have notes for projects where I write quite a bit and that's my task, but when it is a simple tasks, it doesn't make sense to have a note just for one line of text. Should I use Evernote in combination with a task/todo manager or? I am trying to have everything in one place or use as few apps as possible.
I don't usually have an "waiting for" items. The project notes will always tell me what's missing and as long as I am making sure I look at my active projects when I work on them, it's pretty obvious what I am waiting for and I can follow up then.
So how is this time needed for tasks “reserved” in your schedule? How can you keep track of results and effects if they are in notes if there is no connection in time and a schedule? Especially the long term tasks? I’m really puzzled
Hi Pieter, My focus is on getting the job done and the project completed to the best possible standard in the least amount of time. If I need time for doing focused work, I will block time out on my calendar for doing it. If I need two or three days (recording a course for instance), I will block two or three days out for doing that work.
@@Carl_Pullein ok this will only work in situations in which you are completely in charge of your own schedule/agenda or in relatively calm environments. But the main reason tasks are “forgotten” is the hectic environments and loss of control over your own schedule. Meaning many people can send you can’t refuse appointments and meetings.
@@Oldnose63 What you describe Pieter Is not a job. It's modern-day slavery and that is not an acceptable way to earn a living in 2021. We all have choices, but nobody should be that desperate as to accept employment that does not allow you to control your time or allow you enough space each day to do the work you were employed to do.
I'm assuming this is answered in your course but I have projects like a shared grocery list, or job search in which these items seem like they need to be categorized together. I would love feedback or just tell me to take your course which I want to regardless. Thanks Carl, love your videos!
Hi Jesse, I haven't covered shared "shopping lists" yet. It is on the list of extras to come in the next few weeks. And anything that needs categorising together, again, I would do that in the project notes, not in my to-do list. My to-do list is for tasks I need to do. It is not the best place to be organising projects. With projects, you want to be able to see a big picture view. Not just a list of remaining tasks, those are not likely to help you. Hope that helps.
WOW!! That would take a lot of time. I have.a lot of videos on here already on using Apple’s productivity apps, but the most important thing is you discover these things for yourself, That way you develop your own way of doing things and that is always going to work better than using someone else’s system.
@@Carl_Pullein Thanks for the reply. I will check up your videos on Apple productivity apps. And yes, I must say your frameworks are most inspiring. Thanks again.
Hi Manuel, it's not a very good place for notes, meeting notes and links to resources. I can't build tables or share the note with anyone else very easily.
You're right it could, if you don't exercise some control over what you say "yes" to. I do schedule out my focus work each week, which helps me to say "no" more than I say yes to new commitments.
Need more information on this before buying the course. Read the blog posts but still not clear how this method works🤔, primarily using notes as a project management system.
What information would you like? I’ve done quite a lot of videos on this channel that explains the process and concept. Here’s one that may help. ua-cam.com/video/XRl3zkWAKvU/v-deo.html
Hi Harry, It would work fine with Google’s apps. You can create lists in Google Tasks, and if you find Google Keep is not powerful enough, you can create a google sheet or doc to manage your projects.
Can't say I like this. What is the purpose of putting tasks in folders that are time-designated, when tasks management apps have time options? My folders/lists/projects are areas like, Family, Health, Home, Work, etc. And tasks are placed appropriately. And then time is set for each task, today, tomorrow, etc.
It’s really all about keeping things simple and not having to over think things. A lot of people have found traditional project folders rapidly become unwieldy and tasks end up disappearing into project folders never to be seen again. With this system the only decision you need make is when will you do it. After all it’s in a “task” manager so at some point it has to be done. The only question is when? Areas of focus, projects and goals are much better managed in a notes app where you can add so much more detail, screenshots, files, keep sakes, memories and ideas.
@@Carl_Pullein I see your point. It seems that this works for some people, so it's okay. Not for me, so I guess I'll stick with the old method. Thanks for the reply.
Excellent video Carl. Powerful insights. Take a look at what we're building when you get a chance....Pushing Cloud efficiency to the next level! Tell us what you think!! : )
I tried exactly this a few months ago. I think the thing that maybe you should have stressed harder was that if you’re not doing a very detailed daily, weekly, monthly reviews -this will not work.
Hmm, that was something I didn’t find. I found that with managing tasks by project. With this system you only need pull next week’s tasks to this week, do a quick check of you “this month” folder to see if you can bring anything in to this week and you’re done.
So the only remaining issue - is the time the task is "planned" to take. So in the notes (or something), you need a listing of the time budgeted and the actual time taken - to close the loop, to ensure there is an improving trend in the estimate - as that will lower the stress levels too, as that seems to be your ultimate aim - a good one too! The easiest way - pomodoros, maybe, initially say at 15mins with the aim to be 25mins (+5m short breaks) [Only as whole 1/2h and hours makes it easy on the arithmetic.] So just add the 'guess' to the decision of dropping it into one of those 5 folders, noting that the weekly review needs to allocate the day(s) in "next week" to remove a further decision in the "production" period, as you and others have said - prep an actual task the night before so as not to waste the high energy productive time, etc., etc. Nice simplification of the GTD-ish style approach, give as you have said before "context" is now a mostly defuncted idea due to the computing power we all carry in our pockets... ...
The key is not to over think it. There are a lot of unknown factors that will come up each day so if you spend too much time over-thinking things it will be wasted time. Think in terms of when a task needs doing and put it in that time sector. When you plan your week, allocate it a day based on how busy you will be on that day. When it comes to knowing how long a task is going to take, I never been very good at that. There’s too many factors that can affect that. Not enough sleep, an argument with a loved one over breakfast or an emergency at work. To me, trying to estimate how long a task will take is never very effective.
![How My Productivity System Works. [Part 1]](http://i.ytimg.com/vi/fMga8VsUqEc/mqdefault.jpg)
Thank you!!! You've made a difference. Everyone should follow this.
I've alwaysss struggled and read about time management etc and how to get things done. Your approach is easily one of the few techniques that made a difference for me. thanks alot! I made hugeee lists of to dos but never started the other way round by actually checking what time to do it.
Now I set a full day time table and plug in my to dos and it's very eye opening how much I can fill in and the reality of my task management.
" No matter how intentional you are , if you don't have enough time to do a task , it's not going to get done" this made the difference!
You're very welcome, Ayat. Very happy to have been able to help.
Brilliant!
You're welcome.
Went ahead and bought the course. (Thanks for keeping it affordable, Carl.) I recommend it. This video gives a nice overview of it, but I found it was helpful to have the course for all details and explanations a 10 minute video can't give you.
Thank you Michael. I’m very happy to hear you enjoyed the course.
Thanks for your videos Carl! Your new invention made a small revolution in my productivity thinking. You are 100% right! I had lots of projects and sinked in the lots of their tasks. Now I have my few (2-3) main projects, and folders (4-5) with arrears of live. And I realized your method inside Projects and Arears of live folders. Inside Folders a have sections: Now, This week, This month and Longterms. It is very comfortable for me. Thanks you for great idea!
You’re very welcome. I hope it continues to grow with you. 🙏
Thank you so much
You're welcome.
I've been following you for awhile but always used a more "areas of focus" approach to Todoist and seen you talk about this method before but wasn't really interested with it at the time. But last year found myself running into a lot of issues with my current system feeling I was spending way too much time managing it. So finally going to give this method a try in 2024. I'm a bit late but better late than never.
Welcome, JD. Wishing you all the best with the new approach.
Hi Carl, I've now finished a few of your courses and they are very useful and I highly recommend them to anyone else reading this post! The one piece of help I could really do with is with regards to planning out a project. Not necessarily project management per se, more how to go from an idea to figuring out the individual steps that are required to deliver it. How to plan time lines, how to figure out the details and how to research what will be required. Quite often I find that it is my poor planning process that can lead to productivity issues because broken down tasks are not clearly defined or are too large to complete - this tends to lead to procrastination.
Hi Jeff, project planning starts with a vague idea, then it becomes a concept then you start to develop the next steps - the actions you will need to take to make the project move forward - and finally you arrive at the tasks that will drive it towards completion.
I am considering adding a class where I take you through the planning process of a simple project in the next few weeks. Hopefully that will help you.
thank you! This would be a great class. I’ve studied the academic theory of project management and planning systems before - even at an advanced level, but they are not practical, so therefore not actionable. I know that your approach would be something that I can actually put into use and greatly improve my productivity.
@@jeforiley8236 Hi Jef, I've been using it for around ten months now and I have not found any issues... Yet. It would be nice to have a period where I can stress-test it, but so far everything I've tried throwing at it has not broken.
What is the name of the course?
Great video I use a time based folder system to work out when I’m gonna do my tasks it’s called a calendar.
Indeed. Always the best way.
Hi Carl, do you have a similar method based on Microsoft tools, not Apple? I´m all in on taking those courses. I just to improve a customer care task management method, can you recommend a specific course? Thanks in advance!
Hi Maria, All my courses are app agnostic. I teach principles rather than specific apps (Except my Apple Productivity Course) So whatever tools you would like to use, my courses will help.
WOW! THANK YOU! Literally today I organised my reminders into projects! You saved me from the slow death! I’ll read your blog and check your course.
You’re welcome, Luis.
Greetings from Cape Town Carl! The horrific ZAR/US$ rate makes even this well-priced course out of my reach. I'm devastated. With our RIGID lockdown here it is a perfect time to totally reorganize.
Sorry to hear that, Eileen. Email me and I will see if. I can help.
carl@carlpullein.com
Thank you for the reminder to pay more attention to Notes. I found myself putting everything in Reminders and getting lost.
Glad it was helpful.
Carl - can you please review Motion for me? I use your time sector approach to work - and I am curious about Motion!
I don’t review apps. I prefer to leave that area to others who are much better than I am at doing that kind of video.
Plus... Time Sector sounds waaaay cooler hahahaha. Got it! Just bought your course. Now iiiiiiiiit's learning tiiime!
Hahaha Good luck and I hope you enjoy the course.
I do something similar for my work account. Instead of doing daily, weekly, monthly, etc, I rank my tasks in importance. So high importance are tasks that need to be completed today, normal importance weekly, and low importance monthly.
I’ve seen a few people manage their tasks like this. It does work
Thank you Carl , I just enrolled in the Time Sector course
Thank you, Sergio. I hope you get a lot of value from it.
How is this different from the GTD method with a tickler file? Trying to see the differences with my current setup.
I personally don't use todo list managers. I manage most if not all from my note app and then a calendar where I time block for what needs to be done this week.
Maybe this will help; www.carlpullein.com/blog/a-revolutionary-new-time-management-system-designed-for-the-21st-century/1/5/2020
@@Carl_Pullein I was scrolling your blog. It does seem like a fantastic idea when you dig the topic. I was wondering how to implement any method with inbox with Evernote (or another app with notebooks if I don't stick around). I have notes for projects where I write quite a bit and that's my task, but when it is a simple tasks, it doesn't make sense to have a note just for one line of text. Should I use Evernote in combination with a task/todo manager or? I am trying to have everything in one place or use as few apps as possible.
do you have a good video showing how you manage projects outside todoist in a notes app?
Not a recent one. I put those in the Time Sector Course :)
Great Video, I agree, with any system, Things 3, EVERNOTE, ToDoist, task lists build so fast, that no one could get it done
That’s so true, Patrick.
How do you handle waiting for items? Still in your todo list or your notes app?
I don't usually have an "waiting for" items. The project notes will always tell me what's missing and as long as I am making sure I look at my active projects when I work on them, it's pretty obvious what I am waiting for and I can follow up then.
So how is this time needed for tasks “reserved” in your schedule?
How can you keep track of results and effects if they are in notes if there is no connection in time and a schedule? Especially the long term tasks?
I’m really puzzled
Hi Pieter, My focus is on getting the job done and the project completed to the best possible standard in the least amount of time. If I need time for doing focused work, I will block time out on my calendar for doing it. If I need two or three days (recording a course for instance), I will block two or three days out for doing that work.
@@Carl_Pullein ok this will only work in situations in which you are completely in charge of your own schedule/agenda or in relatively calm environments.
But the main reason tasks are “forgotten” is the hectic environments and loss of control over your own schedule. Meaning many people can send you can’t refuse appointments and meetings.
@@Oldnose63 What you describe Pieter Is not a job. It's modern-day slavery and that is not an acceptable way to earn a living in 2021. We all have choices, but nobody should be that desperate as to accept employment that does not allow you to control your time or allow you enough space each day to do the work you were employed to do.
I would love the link to the free blog explaining the course -- I can’t find it😎
Here you go, Marion.
www.carlpullein.com/blog/a-revolutionary-new-time-management-system-designed-for-the-21st-century/1/5/2020
@@Carl_Pullein wow thank you! You must beSUPER ORGANIZED!!😁 can’t wait to read and try it! Thanks!!
I'm assuming this is answered in your course but I have projects like a shared grocery list, or job search in which these items seem like they need to be categorized together. I would love feedback or just tell me to take your course which I want to regardless. Thanks Carl, love your videos!
Hi Jesse, I haven't covered shared "shopping lists" yet. It is on the list of extras to come in the next few weeks.
And anything that needs categorising together, again, I would do that in the project notes, not in my to-do list. My to-do list is for tasks I need to do. It is not the best place to be organising projects.
With projects, you want to be able to see a big picture view. Not just a list of remaining tasks, those are not likely to help you.
Hope that helps.
I guess If you could help in explaining how to do Project management using tools like Apple,Google or Microsoft tools.Thanks
WOW!! That would take a lot of time. I have.a lot of videos on here already on using Apple’s productivity apps, but the most important thing is you discover these things for yourself, That way you develop your own way of doing things and that is always going to work better than using someone else’s system.
@@Carl_Pullein Thanks for the reply. I will check up your videos on Apple productivity apps. And yes, I must say your frameworks are most inspiring. Thanks again.
Nice content. One question, why don t you use the description section in todoist? Put in in the main task
Hi Manuel, it's not a very good place for notes, meeting notes and links to resources. I can't build tables or share the note with anyone else very easily.
Carl, Isn't your THIS WEEK folder essentially a LIST that can grow beyond reason UNLESS you also do some time blocking on a CALENDAR?
You're right it could, if you don't exercise some control over what you say "yes" to. I do schedule out my focus work each week, which helps me to say "no" more than I say yes to new commitments.
Need more information on this before buying the course. Read the blog posts but still not clear how this method works🤔, primarily using notes as a project management system.
Joe X I was also wondering the same thing
What information would you like? I’ve done quite a lot of videos on this channel that explains the process and concept. Here’s one that may help.
ua-cam.com/video/XRl3zkWAKvU/v-deo.html
Carl Pullein Thanks for the reply. Is there a video on how you manage projects in the note taking app? I use Apple notes.
Hi Carl
Time Sector (5-folders)
Google Keep as a 'notes app'?
How would you theory of task/work in the Google Universe?
Hi Harry, It would work fine with Google’s apps. You can create lists in Google Tasks, and if you find Google Keep is not powerful enough, you can create a google sheet or doc to manage your projects.
Can't say I like this. What is the purpose of putting tasks in folders that are time-designated, when tasks management apps have time options? My folders/lists/projects are areas like, Family, Health, Home, Work, etc. And tasks are placed appropriately. And then time is set for each task, today, tomorrow, etc.
It’s really all about keeping things simple and not having to over think things. A lot of people have found traditional project folders rapidly become unwieldy and tasks end up disappearing into project folders never to be seen again. With this system the only decision you need make is when will you do it. After all it’s in a “task” manager so at some point it has to be done. The only question is when?
Areas of focus, projects and goals are much better managed in a notes app where you can add so much more detail, screenshots, files, keep sakes, memories and ideas.
@@Carl_Pullein I see your point. It seems that this works for some people, so it's okay. Not for me, so I guess I'll stick with the old method. Thanks for the reply.
Excellent video Carl. Powerful insights. Take a look at what we're building when you get a chance....Pushing Cloud efficiency to the next level! Tell us what you think!! : )
Thank you, and I'll be happy to take a look.
In simple words, do not collect tasks either do it, time it, or lose it :-)
Yes. Pretty much got it.
I tried exactly this a few months ago. I think the thing that maybe you should have stressed harder was that if you’re not doing a very detailed daily, weekly, monthly reviews -this will not work.
Hmm, that was something I didn’t find. I found that with managing tasks by project. With this system you only need pull next week’s tasks to this week, do a quick check of you “this month” folder to see if you can bring anything in to this week and you’re done.
So the only remaining issue - is the time the task is "planned" to take. So in the notes (or something), you need a listing of the time budgeted and the actual time taken - to close the loop, to ensure there is an improving trend in the estimate - as that will lower the stress levels too, as that seems to be your ultimate aim - a good one too!
The easiest way - pomodoros, maybe, initially say at 15mins with the aim to be 25mins (+5m short breaks) [Only as whole 1/2h and hours makes it easy on the arithmetic.] So just add the 'guess' to the decision of dropping it into one of those 5 folders, noting that the weekly review needs to allocate the day(s) in "next week" to remove a further decision in the "production" period, as you and others have said - prep an actual task the night before so as not to waste the high energy productive time, etc., etc.
Nice simplification of the GTD-ish style approach, give as you have said before "context" is now a mostly defuncted idea due to the computing power we all carry in our pockets... ...
The key is not to over think it. There are a lot of unknown factors that will come up each day so if you spend too much time over-thinking things it will be wasted time. Think in terms of when a task needs doing and put it in that time sector. When you plan your week, allocate it a day based on how busy you will be on that day.
When it comes to knowing how long a task is going to take, I never been very good at that. There’s too many factors that can affect that. Not enough sleep, an argument with a loved one over breakfast or an emergency at work. To me, trying to estimate how long a task will take is never very effective.
70% of the video is a sales pitch to the course