Transforming Your To-Do List: From Task-Based to Time-Based Productivity

Introduction

• Transition from simple to-do lists to structured, time-based productivity systems.
• Key problem with task-based productivity: lack of control over incoming tasks.
• Focus on what you can control: Time.
• Objective: Make your calendar the central hub for productivity, with to-do lists as reminders.

Time-Based Productivity

• You have complete control over your time each day.
• Example: You can choose to call in sick if you wish, demonstrating control over your time.
• Utilize your calendar to manage tasks effectively.

Setting Up Your Task Manager with Labels (Using Todoist)

1. Labels Setup:

   • Go to Filters and Labels.
   • Color code labels for easy identification.
   • Example labels: Projects, Writing, Audio Visual, Clients, Communications, Admin, Planning, Chores.
   • Prioritize labels based on importance.

2. Weekly Planning:

   • Ensure labels are accurate during weekly planning.
   • Common categories: Admin, Communications, Projects.
   • Customize labels based on your specific work (e.g., teachers, designers).

Categorizing Tasks

• Use the Group by Label feature in Todoist to organize tasks.
• Example categories: Writing, Audio Visual, Admin, Communications.
• Choose between list view or board view based on preference.

Integrating with Calendar

• Protect dedicated time blocks for focused work (e.g., 9:30 AM - 11:30 AM).
• Example schedule:
  • Monday: Writing
  • Tuesday: Writing
  • Wednesday: Audio Visual
  • Thursday: Coaching Calls
  • Friday: Writing
  • Saturday: Admin and Planning
• Allocate specific times for tasks to avoid backlogs (e.g., dedicated time for email and admin tasks).

Adjusting and Flexibility

• Keep flexibility in your schedule to accommodate unexpected changes.
• Example: Rescheduling writing tasks if not fully prepared.

Professionalism and Communication

• Importance of setting boundaries for responding to messages.
• Aim for a professional image by managing interruptions effectively.
• Compare with professions like lawyers and surgeons for context.

Final Tips

• Shift from task-based to time-based productivity to reduce anxiety and stress.
• Use category grouping in your task manager to streamline the process.
• Flexibility and control over time are key to maintaining productivity.

Additional Resources

• For more detailed usage of Todoist, refer to the latest setup video (mentioned in the presentation).