[Music] being organized it's time to rethink everything you know about becoming an organized person have you ever felt overwhelmed overstimulated or mentally overloaded trying to get organized you're not alone most people think routines are the secret to organization but here's the real secret it's all about systems as a neuropsychologist specializing in productivity I've helped countless individuals transform their lives by creating effective syst systems in fact I've even developed a course dedicated to this think of routines as the habits that shape your day they're what you want to do but systems they're the behind thes scenes mechanics that make everything run smoothly effortlessly and efficiently and this video I'm going to reveal my top 15 lifechanging systems that have completely transformed my organizational skills to start let me show you how to create systems that will take you away from the stress from your NeverEnding to-do list imagine feeling like you're constantly juggling a million tasks unsure of what to tackle first it's overwhelming right having systems to manage your to-do list is like having a personal assistant it takes you from overwhelmed to Peace of Mind by managing organizing and prioritizing all your tasks without stressing you out here are some of the task management systems I love and teach to my clients and systemize your goals that can help you feel like you have more peace of mind and really be more more productive the first task management system I use is to capture everything I use my notion second brain but you can use whatever that you like it's just important that you have a master to-do list or running to-do list as well as a list of ongoing projects really the key is to have a centralized place for all your task and projects and I have a second brain notion template if you want help with this I also have a notion second brain binder PDF template if you are more a paper girly or you want to transform it into a different system like a sauna or a Trello but if you need help with a capture system that actually works be sure to check those out the second time management system I use is a weekly review this is where I organize and prioritize everything that I captured so you're going to take time each week to organize and prioritize the tasks that you put on the running to-do list this is really is a crucial system to maintain your task management system overall and it helps you focus on what's most important I do my weekly review each Friday and I have a free getting things done weekly review checklist which comes in a ocean template or a PDF that you can grab in the description below if you want to know my exact weekly review process but this is a crucial part of the system is just making sure you're reviewing everything you're capturing throughout the week another system that I use in my management of task in the day-to-day is the two-minute rule if a task takes less than than 2 minutes I do it immediately it's a simple rule but it keeps those small tasks from really piling up this system actually I find particularly helpful when I'm doing my weekly review to make sure I'm not really cluttering my task list with oneoff items that can be easily eliminated while I'm doing my weekly review the fourth system that I use that helps me manage my task are taking notes in action so when I'm reading or learning I don't just take notes categorized by topic like booknotes like saving them in a booknotes folder but instead I capture these notes and ideas where I'm actually going to use them such as adding content education in the templates that I use or taking notes and actually turning them to task or to do items that I can add to my task list so they just don't go off into some folder that I'll never look at again but here's the thing actually these task systems are just one piece of the puzzle when it comes to organizing your life next I'll show you how to create systems that give you more time back in your day during college and the beginning years of grad school I was chronically busy and actually really hustling backwards I was living in La I was working multiple jobs I was constantly anxious because I was constantly trying to find the time to do all the things my time management system if you can even really call it that was push through and manic hustling and it wasn't until I had one too many burnout episodes that I made the conscious decision that I needed to create a sustainable hustle or I was never really going to accomplish my goal I actually remember the exact moment that I decided I'd had enough I was crying in my closet which is my favorite place to have an ugly cry and I thought to myself I cannot keep burning myself out like this the problem was even though I had big picture goals in a vague plan my fly by the seat kind of pants strategy just wasn't cutting it anymore that was really the beginning of my deep dive into achievement psychology and all things about how to create cre a sustainable hustle like you can go back to my blog like a decade ago and see that's where I started blogging about all these things and as I began to build time management systems to support my hustle I realized that the best systems to manage my time help me be more intentional and prioritize what matters most not just be busy for busy sake so now let's break down how you can Implement some of my favorite time management systems to regain control over your time so here are the time management systems that will change your life the first system is to plan each segment you're moving into using reverse goal setting so I had talked about reverse goal setting a lot on this channel but the essential idea is you're going to have your yearly becoming rituals that's where you're check in with your sun goals and your moon goals so those Sun goals are those five to 10 year goals that you have check in with those and you'll also set your midterm goals that's what the book The 12we Year calls them I call them Moon goals those are your one to threee goals based B on your sun goals those Moon goals are going to move you closer to your sun goals right and then you also are going to do things like quarterly and monthly planning to make sure that you're on track with those Moon goals so your quarterly your 12we year goals are just going to help you move closer to those things and then you're also going to have your weekly and Daily Time blocking so that you can actually be sure that you're staying on track with your quarterly goals you're doing things in Reverse you're deciding intentionally where you want to be what you want your life to look like and then you're working backwards to make sure that you get there and when it comes to the Daily Time blocking I use my 37 time blocking method which I have an entire video about I teach it extensively and systemize your goals and this is going to help you make sure that you have the balance it has the containers I compare it to like organizing a home everything has its space so that you have the energy conservation you can have boundaries around work and home life and it can keep your system going and this entire reverse goal setting process is made super easy in my mod ambition go planner which comes with your goal planner at the beginning and then is followed by quarterly monthly weekly and daily planning pages to keep you on track and of course if you have a planner that has all those pages as well you can just do it there as well the six system that I have for you particularly help you with managing your time is batching you want to group similar tasks to maximize efficiency I'll put up on the screen the example of my batch days that I use so each day and if you use my 37 method you know I have an AM work routine and a PM work routine both of those routines have batch work that I assigned to them and that helps you because you're in a flow save time because you're batching like items together and again everything has its place so you know things aren't going to fall between the cracks another thing that's going to help you manage your time and keep all of this going and together are your weekly non-negotiables actually set these weekly routines as recurring meetings in my digital calendar that way when I'm planning my week There's Always a container a placeholder for these things because I don't want to lose sight that I want to make sure that I'm getting these done every single week so then you can just pull them when you're planning your week in your paper planner from your digital calendar when you're referencing that and those are things like your meal planning your meal prep my weekly home blessing my weekly Zone cleaning my weekly planning all those things that are non-negotiables for me having them as recurring meetings and things that are part of my weekly routine helps me save time because I don't even have to think about it it's kind of just on autopilot as a system another system that helps me when it comes to manage my time is all about making sure that I'm carving out time for my spiritual time and my personal development and one thing or the system that really helps me with that is having guided spiritual time so in my early morning routine I use devotionals and guided journals also use the insight timer which helps me meditate directly after doing my devotional so I used to do a lot of this just kind of willy-nilly on my own but having a system for it like working through a devotional working through a journal you know using an app that helps me with my meditation that kind of system of having guided spiritual time really helps me make sure that I'm carving out space for that and I can just kind of sit down and go whereas kind of just each morning trying to figure out what I wanted to do wasn't a system that really worked for me as far as being consistent with my spiritual time number nine is the 1% rule which I use with my rents and repeat templates so in my systemize your goals I teach my students that you should have rinse and repeat templates things that you do over and over again that are put into like checklist templates signatures that you can do and use each time you sit down to do things that you have to do over and over again and when it comes to the 1% tweak rule what I do is each week I improve or streamline a process just by 1% just by a little bit and over time these micro improvements let's say to a template or to something that you're using over and over they really compound significantly so each time that you go in there and use them they're getting a little bit better they flow a little bit easier you can get into the work a little more smoothly and just using this 1% rule helps you make these systems more efficient over time and that's because it encourages incremental growth without overwhelming You by building this habit of continuous optimization okay next I'm going to show you how to create systems that will support you and achieving your biggest goals when I first became a new mom my home felt like a whirlwind dinner was a last minute Dash the sink overflowed with dishes and I slipped back into my push through mode from grad school one night my husband gently reminded me that while my ambitions were Skyhigh my family needed me too that actually kind of stung Because deep down I knew I was letting everything else slide in the name of my work and my goals and the worst part I wasn't even showing up as my best most energetic self when I was actually trying to work and do these things to achieve my goals that was my wakeup call I realized I needed a home system that really could be the foundation for everything else I started by learning from others successful working moms taking nuggets of wisdom from people like the fly lady cat Chelsea Joe the lazy genius Maddie James and many other working women that were putting information out there on how to balance it all slowly but surely I crafted home systems of my own that prioritize what really mattered most my family and myself now my home isn't just an after thought it's the backbone of what supports my dreams and transform how I show up for my family and for my goals so here's how to create your own home systems to support your wildest dreams the first one is a Launchpad system this is where you're going to streamline your mornings and your evenings by having a place where your family can really launch for the day so for ours it includes a little bench where my kids can put their hats and their gloves and also sit to put their shoes on it's right next to our shoe rack where we store all of our shoes so they KN everywhere and right next to that adjacent is where we hang all of our coats that we're wearing in the moment or in that season so if it's spring it's like sweaters it's winter we'll have our big coats there and we just kind of rotate so this kind of wall is our launch pad even if you don't have an entire wall just creating like a space if you have like a small Corner something that you can Ed or basket so that everything is in a place and when it's time to go you guys can launch successfully especially me I have toddlers the morning getting everybody out of the house it can get hectic so anything that can make that easier in the mornings when you're starting your day is a nice system to have the next one is my cleaning system and it revolves around a lot of daily triggers that help me be more consistent so I have the daily triggers of opening and closing my home largely RS around the kitchen and that's just when I wake up and before I go to bed I make sure that I open my kitchen by unloading the dishwasher resetting everything and before we go to bed I like to have a clean and tidy kitchen and living room and that usually flows into other parts of the house also have clutter checks so when leaving a room I like to look at all the flat surfaces and put away anything that is leaving or cluttering my triggers for this in my system are usually when my kids leave so when they go to school I have a clutter check to kind of reset after the little gremlins are gone on the weekends is after lunch because that's when they go down for their nap so as soon as they're gone down for their nap I do a clutter check and then when they're gone to bed I do another clutter check so if you have kids if you know you know we also have a rule in the system don't put it down put it away so when I'm cooking I try to clean as I go throughout the day I don't put dishes down I put them immediately in the dishwasher because again I'm unloading it in the morning I have my monthly cleaning service that comes and helps us so that's kind of just automatically scheduled out but I also have weekly home blessing I usually do when my kids go to gymnastics so I do about 60 Minutes six different tasks like vacuuming mopping well I don't really mop usually unless the kitchen is really dirty take out the little mini trashes dusting that kind of stuff and then I also do 1 hour of zone decluttering or Zone cleaning usually the idea is once you have everything decluttered you can move into deep cleaning I'm still kind of always decluttering but I also have that monthly cleaning service that comes and helps me once a month as part of this system so I don't have to always worry about de cleaning for instance last time they came I asked them could they help me with us cleaning the oven which was a nightmare and just they I think they added on like 20 or $30 and they helped us with that and that is definitely worth the time and money I would have spent cuz I would have bought all these products to I have no idea how to clean an oven to be honest as dirty as it was so that is my sister system it's really built on a lot of triggers and putting things on autopilot so that I don't have to really think about it's just part of my routine and part of my life next is my meal system so the way that we make this work is a combination of routines and tools the routines are on Friday or Saturday morning is when I do my meal planning it's usually Saturday morning because that's when my husband does the grocery order for us so I go in and use the tool of my meal planner that we have on our refrigerator which I've showed before on this channel plan out the meals for the week and then he orders all the ingredients that we need I put everything on a list that we share digitally in the notes app of things that we're missing and then we just repeat what we're continuing for that week so that makes it pretty easy and then I do my meal prep on Sundays usually when my kids take a nap so that's kind of my system for that essentially it's just a combination of non-negotiables that are on my calendar and just executing them each week using the tools like my meal planning large magnet to make it easier and so it really can be summarized as plan order prep so I plan we do the order and then I do the prep on Sundays and I usually use recipes in notion that I kind of switch out monthly the first of the month is like my trigger where I will look for any recipes that of like and replace anything that we're like getting tired of and I keep all my recipes that I use that my family likes in my notion and second brain under our resources so in my notion second brand template you can click a resource as a favorite and it will show up on your your homepage so my recipes show up on my homepage so I can easily access them and then I add or rotate a new recipe each month at that trigger of a new month the next system is a shared family calendar so we do have a calendar on the fridge that I just kind of update of all the event but to make things more you know it's 2025 efficient we also have a shared family calendar so we have a family email and both me and my husband have that email account on our phones I also have it on my computer that way it syncs into the calendar that each of us use I use IAL and pull it up that way he uses Gmail it's a Google account so it pulls up on both and that way when we need to add a doctor's appointment for a kiddo or when my husband's going out of town we can add it to the family calendar and this system really helps us make sure that everything is not on Mom to remember and that we both can be kind of on top of things and make sure we're aware of what the other person is doing he's never having to be like oh let me check with my wife we all know what we're doing it's all on the family shared calendar the next system is our Learning System for our kids my mom always raised me to say you don't put everything on the school system to teach your kids you always want to be teaching your kids at home as well and I have really taken that with my own family so our learning system is tied to the opening and closing of the day in the evening it's tied to the kids' bedtime routine they use their little routine boards and part of that routine is their academics is what we call it so each kid has a learning bag in their room my daughters has like site words and she's learning blending of words so blending sounds together because she already knows her letter sounds and writing so practicing writing her name she's in prek she's writing her name she's knows how to spell a lot of stuff so whatever she wants to write that day we'll practice it on the board my son has similar bag in his room with stuff that he's working on largely his numbers and letter sound so we do that at the end of the day with her letter bag in the morning because we don't really do official screen time what we allow them to do is while I'm doing my daughter's hair they watch a phonics video right now we're watching videos for my because he's still learning his letter sounds which they like I put on like a boring one that really is just about the letter sounds and then they'll watch like a more fun one while I'm doing my daughter's hair and that's triggered by our morning routine so that's really the system the routines are a part of it the triggers and then the tools are just the learning bags that are really helpful which they love and getting to write in the Whiteboard and in the morning a little fun screen time which is my way to sneak it in there and then next I have a few miscellaneous systems that I want to throw in here before moving to the next one are our family systems that we have they are our routine boards that I just mentioned so they have a morning routine board and a bedtime routine board that helps my kids stay on track with their morning and evening routines we do have our kids art and school papers I keep those in a aesthetic storage box in our living room so that I can keep up with all their papers we do also have family Rules and family meetings that help us stay on track with our family goals before we move on from the home systems I do want to let you guys know I have a free live Workshop coming up called spring clean your life well I will be going more into my management systems I will also be giving away a new notion template that I'm going to be setting as a product during the live I'll be giving away for free to anyone that signs up for the live it's my home management notion template which I think is going to help you out a lot especially if you use the systems that I'm recommending so be sure to sign up for sprinkling your life Workshop in the link below and also just quickly if you want to know how I use all my systems together I do have a course call systemize your goals that I will link below too if you want to consider that if you want more help with implementing systems in your life to reach your goals you now know how to create systems to organize your life but if you don't have the right tools to implement these systems it's going to all fall apart so I want you to watch this video next and I'll show you how I organize my life and work and everything else in notion cheers to planning manifesting and enjoying your dream life namaste