What to do when there is too much to do

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What to do when there is too much to do by Mind Map: What to do when there is too much to do

1. Intro

1.1. Get more impactful results

1.1.1. Not more results!

1.2. We need to focus on doing less and achieving more

1.2.1. Not doing more and acheiving less

1.3. Its better to do less. Not more

1.3.1. So you can do better, more focused work.

1.4. Working too many hours is counterproductive

1.4.1. Results in decreased productivity

1.5. Productivity Workflow Formula

1.5.1. 1. Determine what you do Decide to do only what really matters

1.5.2. 2. Schedule a time to do it Assign time slots Say no

1.5.3. 3. Focus your attention Razor sharp concentration

1.5.4. 4. Process new information Handling information

1.5.5. 5. Close the loop Tighten up systems as you go

1.5.6. 6. Manage your capacity Diet, Sleep, Exercise, Happiness

2. Determine what you do

2.1. What should you be working on

2.1.1. Pare down the list to the bare minimum

2.1.2. Highest Value Goals

2.1.3. What's personally important to you?

2.2. Activity

2.2.1. Is not Equal to productivity

2.2.2. Number of hours worked is not proportional to the output created!

2.3. Eliminate

2.3.1. All things that have Medium/Low Value Output

2.3.2. William James The art of being wise is the art of knowing what to overlook

2.3.3. Tasks that don't enhance your productive value

2.3.4. Are you the right person to do it?

2.3.5. Cut, cut and cut more

2.3.6. Create a NOT-TO-DO list There is nothing so useless as doing efficiently that which should not be done at all

2.3.7. Low Profit

2.3.8. Low Value Output

2.3.9. Wont power The power to declare and stick to all the things you wont do

2.4. The Biggest Challenge

2.4.1. Determining what's truly important

3. Schedule time to do it

3.1. Delegate or outsource whenever possible

3.2. Create your own deadlines

3.2.1. It is important to accomplish your goals

3.3. According to body clock

3.3.1. Your most important work at your best energy

3.4. Routines

3.4.1. Albert Einstein 5 identical suits

3.4.2. Build routines to avoid spending mental energy on what must be done

3.4.3. Why Routines Reduce Energy Expenditure Reduce Anxiety Reduce cognitive load

3.5. Block time for most important things 1st

4. Focus your attention

4.1. Distraction

4.1.1. Every time you lose momentum on a task because of distraction you have to work hard to get back into groove Like a car getting stopped every 10 seconds rather than a car on a clear freeway

4.1.2. Handling External Distractions Shut off Phone notifications Mute phone Close your door

4.1.3. Internal distractions Multitasking Procrastination Break task into smallest possible size What is the single next step I can take in 2 minutes? Perfectionism Kill it

4.2. Focus Aids

4.2.1. If you think it, Ink it Every time u think of something write it down. Write down the thoughts interrupting your workflow It keeps you on current task so you dont interrupt yourself to follow the shiny object When you capture a thought in writing

5. Process new Info

5.1. Tame the information glut

5.1.1. Be selective about the information you accept

5.1.2. Reduce the Inflow of information

5.2. Personal TIme Mgmt System

5.2.1. 1. Capture inputs as they occur

5.2.2. 2. Organize info into tasks and start/due dates

5.2.3. 3. Reference what you need to do

5.3. Basic Information Handling

5.3.1. Superglue Rule The 1st time you see info - You can't put it down unless you have made a decision

5.3.2. Decisiveness Rule Decide Right now 6 Basic Decisions Discard Delegate Do Date Drawer Deter

5.3.3. Start to Finish Rule Take 1st step on that decision

5.3.4. 3 minute rule If you can do it in less than 3 mins, do it now

5.3.5. Empty Inbox Rule Process every single piece of info coming into inbox and put it into right location

5.3.6. Discipline Rule Spend a few minutes handling info every day

6. Close the loop

6.1. Consolidate previous 4 steps

6.2. Ensure that the system is working smoothly

6.2.1. Components are working together

6.3. Feedback the results

6.4. Make the process even better/more efficient

6.4.1. Continued progress requires constant evaluation

6.4.2. How can you minimize effort and maximize output?

7. Manage your capacity

7.1. The most critical Step

7.1.1. It makes all other principles possible

7.2. Personal Energy

7.2.1. The potential to do work.

7.2.2. Law of diminishing Returns You lose productivity when you overextend yourself

7.2.3. Breaks - Large and Small

7.2.4. Sleep

7.2.5. Diet

7.2.6. Exercise

7.2.7. Happiness Family Time Do something nice for someone Laugh at adversity

7.2.8. Run past the Base You have to give your best effort even as you are coming to a close A track runner doesnt slow down at the end Give your very best in every effort Give it your all Focus like a LASER Think that your target is even further out .... continue to push even at the end