The Productivity System I Taug

The speaker's productivity system, CORE, is a four-step framework: Capture, Organize, Reflect, and Engage. This system emphasizes minimizing cognitive load, consolidating tasks, strategic reflection, and focused execution. The system aims to simplify task management, reduce overwhelm, and improve focus and effectiveness.

Introduction to Project Management and Productivity #

• Historical context: Project management has existed for millennia (e.g., pyramids, Great Wall of China).
• Modern relevance: Project management and productivity systems are essential for managing increasingly complex work and personal lives.
• Cognitive load: The brain has limited capacity for active processing; offloading tasks to external systems frees up mental resources.
• System benefits: Provides peace of mind, reduces stress, and allows for better focus.
• Goal for the video: Share a simple system that can be implemented quickly.

The Problem with Productivity #

• Overwhelm: Too many tasks lead to a feeling of being constantly behind.
• Information overload: Difficulty tracking numerous inputs from various sources.
• Lack of focus: Constantly bouncing between applications and tasks.
• Procrastination: Avoiding daunting or unclear tasks.
• Missed deadlines: Forgetting commitments due to poor organization.
• Productivity systems as solutions: Help move from a reactive state to a proactive one.

The CORE Productivity System #

• Capture: Get everything out of your head.
• Organize: Process and structure captured information.
• Reflect: Review and adjust your system regularly.
• Engage: Execute tasks effectively based on your plan.

Capture #

• Purpose: To externalize all thoughts, tasks, and ideas to free up mental space.
• Goal: Have a single, accessible "inbox" for everything.
• Why it's important: Prevents constant mental resurfacing of tasks, reduces stress.
• Tools:
  • Gmail: For emails that require action.
  • Google Keep/Apple Notes: For quick notes, ideas, personal reminders.
  • Slack/SMS: For messages requiring responses.
  • Physical notebook/pen: For quick jotting.
  • Speech-to-text: For capturing thoughts on the go.
  • Main capture tool: A dedicated task manager (e.g., Todoist, Google Tasks, Microsoft To Do, Notion).
    • Should be accessible from all devices.
    • Focus on quick entry, not meticulous categorization during capture.
• Best practices:
  • Capture immediately.
  • Don't overthink it.
  • Use one main tool consistently.

Organize #

• Purpose: To process the raw captured items into actionable tasks.
• Goal: Turn ambiguous entries into clear, scheduled actions or decisions.
• Key principles of organization:
  • Actionability: Is it something I can do?
  • Decision: What needs to be done with this captured item?
• "Two-minute rule":
  • If it takes less than two minutes, do it immediately.
  • This prevents small tasks from accumulating and reduces context switching later.
• Categorization: Group tasks into meaningful contexts.
  • Projects: Larger goals requiring multiple steps (e.g., "Plan vacation").
  • **Areas of Responsibility:**Ongoing commitments (e.g., "Family," "Finances," "Health," "Work").
  • Contexts/Tags: Where or how a task can be done (e.g., "@home," "@computer," "@errands," "@call"). This helps filter tasks when specific resources are available.
• Task decomposition: Break large tasks into smaller, manageable steps.
  • Helps reduce overwhelm and clarifies the path forward.
  • Makes it easier to start.
• Scheduling: Assign due dates or specific times for tasks.
  • Integrate with a calendar for time-sensitive tasks.
  • Use due dates for accountability but avoid over-scheduling.
• "Someday/Maybe" list: For ideas or tasks that aren't urgent but worth keeping track of.
• Reference materials: Store information that doesn't require action but might be needed later (e.g., meeting notes, research links).
• The Weekly Review: A crucial part of organization and reflection.

Reflect #

• Purpose: To step back, review the system, and ensure alignment with goals.
• Goal: Gain perspective, adjust priorities, and maintain confidence in the system.
• Cadence:
  • Daily: Brief check-in, adjust priorities for the day.
  • Weekly (most important): Comprehensive review of all lists, calendar, and goals.
  • Monthly/Quarterly/Annually: Broader strategic planning and goal setting.
• The Weekly Review (core of reflection):
  • Clear your inbox(es): Process all captured items.
  • Review past week's calendar: Identify completed tasks, new commitments.
  • Review upcoming calendar: Prepare for future events and tasks.
  • Review "Active Projects" list: Ensure progress, identify next actions.
  • Review "Waiting For" list: Follow up on delegated tasks or external dependencies.
  • Review "Someday/Maybe" list: Decide if any items are now actionable.
  • Review goals/areas of responsibility: Ensure daily tasks are aligned with larger objectives.
  • Empty your head: Capture any new thoughts or commitments that arose during the review.
• Benefits of reflection: Prevents burnout, ensures you're working on the right things, builds confidence.

Engage #

• Purpose: To execute tasks effectively and with focus.
• Goal: Work on the right things at the right time without distractions.
• Key principles of engagement:
  • Prioritization: What is the most important thing to work on now?
    • Urgency vs. Importance (Eisenhower Matrix): Focus on important, non-urgent tasks to prevent future crises.
    • Context: What tasks can be done given current location, energy, and resources?
  • Single-tasking/Deep Work: Focus on one task at a time, eliminating distractions.
    • Close unnecessary tabs/apps.
    • Consider "Do Not Disturb" mode.
    • Use techniques like the Pomodoro Technique.
  • Time Blocking: Dedicate specific time slots for important tasks on your calendar.
  • Batching: Group similar tasks together (e.g., respond to all emails at once).
  • Energy Management: Understand your peak productivity times and schedule demanding tasks accordingly.
  • Taking Breaks: Prevents burnout and improves focus.
  • Celebrating Wins: Acknowledge completed tasks to maintain motivation.
• Flexibility: The system should guide, not restrict. Be willing to adapt.
• Review and adjust: Continually refine your engagement process based on what works.

Conclusion and Call to Action #

• Reiterate the CORE principles: Capture, Organize, Reflect, Engage.
• Emphasize starting small and consistently applying the system.
• The system is customizable to fit individual needs.
• Call to action: Implement CORE and share experiences.