Lifehacks: My Productivity Strategy
Intro
I strive to be extremely organized in my digital life. Sure, I’m a bit neurotic about it, but I do it to stay sane - and honestly, I’m so much more relaxed because of it (more organization frees up more mental bandwidth).
My friends and colleagues have asked me to share my “system,” which, I’m told, keeps me efficient to the point of intimidating people (which certainly isn’t my goal, but hey, it keeps me on top of things!). The theory behind the system is to get exactly what you need to get done at the right time with very little effort (and therefore very little stress).
So I hope this post will help you streamline your life as much as I have!
Steps to get started
A few years ago I took these steps to build my system:
Sort and configure your things: sort them by type, choose and configure tools to manage them
Manage your things: commit to effective management
Types of “things”
First, make a list of the digital things you manage in life. Here’s the list I came up with:
Random notes, like from meetings and panels
Documents, like tax forms, spreadsheets, etc
You may come up with a lot more.
Sorting your “things”
Second, take a look at tools (apps, really) that help manage those things, and separate your things by tool. Follow these three rules:
Avoid tool sprawl if you can, so integrate when possible
Only choose tools with mobile app accessibility
Make sure the tools are easy and don’t require significant input effort
Heads up: I researched my options very thoroughly and have strong opinions I’ll enthusiastically share below. The tools I chose have managed my life impeccably for over a year now.
Trello: Projects, tasks related to projects. Trello makes it easy to collaborate with others on projects, create checklists within a project, etc - all using Kanban logic. If you’re not familiar with Kanban, read about it and let it govern how you work for the rest of your life. *Use Trello for long-range projects containing lots of little tasks, and for projects involving others.*
Any.do: One-off tasks, repeating tasks. Any.do lets you create tasks by just typing and tapping enter, and lets you drag them to “Today, Tomorrow, Upcoming, or Someday.” For me, Any.do is a rolling cascade of things I need to do. If I don’t finish everything one day, the tasks automatically roll to the next - or I simply assign them to a specific date in the future. *Use Any.do for one-off tasks.*
Gmail (desktop) and Mailbox (mobile): Emails, receipts, #inboxzero. Gmail’s simple filters and keyboard shortcuts put it far ahead of any other email client at the moment, and Mailbox introduces what I believe to be the most brilliant email management feature on the planet: a “Later” feature. Later lets you choose an email message and delay it to a later date - like “Tomorrow” or “This Weekend” or “Next Week” or “custom date and time” - meaning Mailbox will take the email out of your inbox and re-deliver it at your specified time. That means you can effectively buffer your email load and spread it out to make it manageable. Since downloading Mailbox email has become a non-scary thing for me to take control of, especially using Later as a buffer. *Use Gmail and Mailbox to run your email life.*
Google Calendar (desktop) and Sunrise (mobile): Calendar events (pretty much anything that involves a place and time). Because no one can live without a calendar. Sunrise is a delightful alternative to your phone’s native calendar and makes creating events a lot easier. *Use Google Calendar and Sunrise to manage your schedule.*
Google Drive: Documents. Google Drive now has a desktop app letting you sync and store documents in folders both locally and online. I’ve digit zed all my documents and keep them tidy in Drive so I can access them anywhere I am via desktop or mobile. *Use Drive as your digital document library.*
Google+: Photos, specifically because it automatically syncs/backs up photos from my iPhone, with unlimited storage, and thorough (and free) photo editing tools. Honestly those facts make the choice for you. *Use Google+ for unlimited, automated photo storage.*
Pocket: Online article storage for reading and sharing. It’s just much easier than emailing documents to yourself or using an email label or folder to keep track of things you want to read - plus, Pocket lets you share articles to social really easily using the channels themselves or Buffer, my favorite social media scheduling app. *Use Pocket to collect and archive stuff you read and share.*
Managing your “things”
Once you’ve sorted your things and configured your management tools, follow these guidelines to ensure your life stays happy:
Keep your mobile phone’s app badges *actionable*: If there’s a red badge on your app icons, make sure it’s an actionable item. Treat your app badges as you would emails, and strive for #inboxzero every day - that is, responding or delaying every single one of them. This will probably mean disabling app badges for game apps, shopping apps, etc.
“Triage” things you can’t get to: If you don’t have time to send an email or respond to a text message, create a quick Any.do item and assign a due date - like “text John” or “send photo to Jane.”
Knock out the little things: They’re usually easy and fast and getting them done quickly reduces clutter and therefore stress.
Don’t create app sprawl: Commit to great ones and forget the rest. Consolidation and simplicity is key.
Include *actual locations* on your calendar events: Most calendar apps integrate with maps, which can be really handy when you’re on the go. Also, be sure to specify time zone on any event you schedule while traveling.
Use Gmail (or other email client) filters for labels, gatekeeping, etc: 90% of your inbound email should be automatically labeled. Start with the obvious labels - anything with the word “receipt” gets a “Receipts” label; anything from [these people] gets a “Family” label - and build out from there. If you don’t want to deal with unsubscribing from distribution lists, simply create a filter for “from:[email protected]” and select “delete before it hits my inbox” to never see them again.
In Trello, or the tool you use for project management, don’t use overall due dates - use “circle-back dates." It’s not productive to base your project efforts on an ultimate due date. It’s better to assign a due date according to the date and time in which the next action in the project needs to happen. Use circle-back dates with push notifications and you’ll never miss a beat… and really freak your teammates out.
A note about security
It should be obvious to all that password security is critically important, especially for your most valuable online accounts. If you’re not using an encryption tool like Lastpass, commit to a password strategy of your own that leverages strong passwords for each account you own.
If you have a smartphone you should be using two-factor authentication whenever possible.
Concluding thoughts
This system runs on a simple design, a commitment to small details, and rhythmic/methodical maintenance that over time becomes easy routine. To those of you frustrated with noise in your digital life and looking for a new way to “keep up with it all,” I’d say it’s not that you necessarily have too much unescapable noise around you - it’s that you haven’t used the right tools to filter it and take charge!
So go use these building blocks to find a system that works for you! Commit to it, master it, and enjoy.
*No system is perfect - if you have a system for managing your digital life you’d like to share, I’d love to hear about it!*