In today’s episode of The Executive Coach Podcast, I shared an update on a system I first discussed a year ago. As we're about to hit a very busy season, I wanted to revisit my super simple system for staying on top of the little stuff - because sometimes it's these small tasks that can distract us and derail us from the biggest stuff. Having used this system for over a year now, I can report that it's brilliantly simple, satisfying, and gives real peace of mind.
The system starts with Apple Notes, where you can create those little circles to tick - making it a satisfying tick-box exercise. It builds on Dave Allen's concept of having a 'mind like water', where you're not relying on your brain to be the carrier bag of tasks.
Start by giving yourself 10 minutes to download everything that's on your mind. This is quite a cathartic process where you can add those things that are niggling you, getting them off your head and onto the page. There's no pressure here - once it's on that list, you don't have to do it immediately. In just 10 minutes, you'll likely capture about 60% of what you need to, and that's more than good enough.
The real magic comes next. Take a mindful approach to productivity: anything that floats up in your head, comes up in conversation, or emerges from a work meeting - any thought around a to-do that crosses your path - goes immediately onto that list. I'm talking about when it occurs to you that you haven't messaged a friend back, when you realise you still owe somebody in your team some updates, or when you haven't filled out a certain form for your children.
While Dave Allen suggests doing anything that takes less than two minutes immediately, I've found that doesn't always work in our modern working world. My litmus test is: if it would take less time to do the task than to open up Notes and write it down, I might consider doing it there and then. But even then, I've learned that doing tasks in the moment takes mental energy and can derail your train of thought.
The functionality of Apple Notes - working seamlessly across laptop and phone - is crucial. You want your system available on all your key electronic devices. Unlike deeper prioritisation work, this stuff is best captured electronically.
A year after first sharing this on the podcast, I've seen the list naturally shrink. Those niggly things that have been bothering you for ages finally get dealt with. I've also made peace with the fact that we'll never get to the bottom of our to-do list - it's really a flow, with things moving in and out.
For the busy phases, I keep it simple. Rather than complex categorisation, I just put urgent items in bold for the next day. You might also try time-blocking, allocating tasks to gaps between meetings - though remember that sometimes just having a chat and making coffee are perfectly good uses of your time too.
I've found it helpful to keep a record of completed tasks by starting fresh each week or month, copying over only what's still relevant. It's satisfying to look back and see what you've achieved, and it helps when reviewing your accomplishments.
The system has worked so well that I now have a shared version with my husband. It's brilliant for managing that mental load together, and it gives you real peace of mind knowing that everything is captured and will be dealt with at the right time.
The beauty of this system is its simplicity - even on your busiest days, you can maintain it and it will support you. It's an 'idiot-proof' system that works when you need it most.
To hear the full episode and more insights about staying organised as a busy professional, you can listen to the podcast at Apple Podcasts OR Spotify
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