Welcome to day 9 of my 90 day challenge. Today we’re talking about a very important and personal topic: productivity. How do I start the day to attack my to-do list? How do I deal with the multitude of tasks, which often consist of 30 to 40 points? How do I manage everything between business, sports, family and social media? In this article I share my strategies for getting through the day efficiently.
1. Brain Dump (5:15 – 5:30 a.m.)
My day always starts with a so-called “brain dump”. This means that I write down all the tasks and thoughts that are floating around in my head. I use Apple Notes for this because it syncs across all my devices. I start with the date and day of the week and then go through the notes from the previous day. What do I have to convey? Which tasks are still open? I don’t prioritize yet, I just write down everything that comes to mind.
2. Categorize tasks (5:30 a.m. – 5:45 a.m.)
I organize my tasks into lists that I have developed – the same goes for my email inbox:
- NOW: Immediate tasks that require my attention and I need to get done this morning. The key thing is that these have to be concrete tasks, not larger projects.
- LATER: Multi-step tasks that need to be broken down into smaller actions during the day.
- FOLLOW UPs: During the day in meetings, I try to take notes of things that require follow ups. I add the name and the date when/how to follow up.
- JUST FOR INFO: Ideas or tasks that I might consider doing in the future and I just wanted to capture. Sometimes this list is very long and I bring it forward via copy paste. When I get annoyed, I delete it all – haha.
- NO List: Absolutely crucial! Things that want to get my attention but I intentionally have to say NO to!
This process helps me better manage the sometimes 40 things that demand my attention and ensures that I have a clear view of my priorities for the day. I take a few minutes to look through my lists, especially the “NOW” list. I organize the tasks according to their urgency and importance. I consider the famous 4 D’s: Do, Delegate, Defer, or Delete for each task.
2. Emails and messages (5:45 a.m. – 6:00 a.m.)
I make sure I do this after the notes and before the NOW. I know people say you shouldn’t do your email in the morning because it’s other people’s to-do list for you, but I just have to develop the discipline to know what’s really important and what’s not. The goal is NOT to respond, but to capture everything. I delete spam immediately. Things that require a super short answer, I answer to get them out of the way. I then sort the remaining emails into the same four categories as above. I also have a folder there for my assistant Rina.
I do the same for Slack, WhatsApp, etc., only without the folder structure, but by setting reminders.
This is the most dangerous thing because you can SO easily get stuck on one message forever!!!
3. Focused working time
I start with the highest priority task from my “NOW” list in notes, emails, and messages. I’ve learned that if there are too many things on there, I’ve probably fallen into the trap of thinking too many things are important.
I use the time block in my calendar to set aside specific times for intensive work and dealing with interruptions. This way I can ensure I’m making progress on important tasks without being distracted by less important activities.
I usually do another one of these sessions after lunch, although it’s much shorter, usually only 15-20 minutes long, to see if I need to adjust anything for the rest of the day. I do another one in the evening to make sure I haven’t forgotten anything important. This is usually 5-10 minutes long and very short.
4. Meetings and teamwork
Between my focus phases, I have team meetings and work on projects with my colleagues. I put these appointments in my calendar to keep track and make sure my assistant doesn’t schedule any more meetings during these times.
5. Other thoughts
I try to incorporate physical exercise into my routine to gain energy and mental clarity, but especially during the 90-day plan, I’ve found that it’s easier to do this in the evening.
I maintain a multi-year vision board, an annual goals list, a quarterly goals list, monthly goals, and weekly goals that I review regularly to ensure my daily tasks align with these goals. This helps me gain a sense of direction and purpose in my daily activities.
A structured approach allows me to manage my tasks more effectively, set priorities and focus clearly on my strategic goals. Not only does this increase my productivity, but it also ensures I’m making progress toward my long-term goals.
6. How do you do it?
I’m always looking for new productivity tips. How do you start your day? What strategies do you use to complete your to-do list? Let me know and share your tips and tricks. If you have specific questions or topic requests, please write to me.
We’re launching the new Customizable Smart Bundle feature tomorrow and I’m really looking forward to it. I will keep you updated.
Take part in our 90-Day-Challenge
If you want to take part in our 90-Day-Challenge and support us, now is the time to do so. If you’re an old customer who withdrew his funds, consider using our platform again. If you’re new – simply sign up here: https://bake.io
Your Julian
Entrepreneur / Investor / Athlete / Father
