Hi everyone Welcome back to Lavendaire. Today I want to talk about how to organize your life. I'm going to share with you 10 tips/habits on how to be more organised, how to be more effective and improve your workflow. First, productivity isn't about doing more. It's about using your time more, so it's about being effective. If you want to be effective and productive, you have to have a good system. Today I'm going to tell you how to make that system. You can do it all the way from scratch. These are things you can implement starting today and they will help you right away. By the way, if you're new, make sure to subscribe below. Click the bell for more videos on personal growth and lifestyle plans. The first tip is: Give yourself a space to organize It's a consistent habit that you build. 'Space' means giving yourself the space to plan things, organize things and figure things out.
You can't expect to be go-go-go right away, to always take action, jam your schedule and to expect that you will have extra time out of the blue to organize your life. So you have to create some space, give yourself an allotted time. What you can do is: set a work day in which you have a time slot of one or two hours a week on a certain day to have an overview of your week, solve missed deadlines, put things in your calendar, cross out unnecessary tasks off your to do list, just the general maintenance to get your life organized and ready for the week ahead. A good day to do this is Sunday if you like to do it Sunday afternoon or evening.
I always find that I each know what time I need to make an overview of what I need to do, what I can get rid of, reset my state of mind and to lay a good foundation to start the new week with a fresh start. This year I learned a lot about balancing the yin and yang energies in your life. If that doesn't make sense to you, Yin is a feminine energy. Yang is a masculine energy. It's kind of the nature of our world where you need a balance for both you know. You can't be too much of a thing. And in terms of productivity, yang is when you go really fast, take action, rush and keep going. Yin is then the rest, the time to breathe, the self-care and the time to think. You can't have too much of one. You have to balance them. So you can't expect to have a packed schedule and to rush all the time without taking breaks because your energy will be exhausted.
And then if you take too much time to take breaks, vacation and self-care and you don't do anything , you become lethargic and not at your maximum potential. So you really want to balance yin and yang, so it's okay to take breaks and make sure you're not doing too much of one or the other. The second tip is to: Keep things out of your head.
You can't trust your short term memory. I know some of us think we can remember things, but in reality you can't. The average person can remember about seven things in their short-term memory , which is not much. So I really live by this tip. I write everything down. I always take notes. I don't trust my own memory, I forget things all the time. You just have to get in the habit of putting everything that comes into your head - memories, things you need to do - in your notes. It will probably start with a simple notes app you have on your phone. To just dump it where it's easiest to dump. For me, that's really the phone. For you, it could be a notepad, a notebook, or your computer.
It doesn't really matter where you leave the information, as long as you decide in a place that's easiest for you to dump all your memories and information into and worry about organizing it later. Which brings me to my next tip: Create a system you can trust. This can take more time and a lot of change. You want to keep in mind what you need to do to get organized and what your favorite app or method is for doing that. There are digital and physical ways to organize your workflow. You just have to try things out and see what works best for you.
This is all about focusing your system so it works for you. You have to make sure it works well for what you need. Don't just follow someone else's plan or a plan you like. You have to choose what works for you, for your to do list system. You can use a notepad, sticky notes, a daily planner - like Lavendaire's - or a bullet journal. For more complicated tasks or projects, you can use apps like Trello, Asana or Todoist. For your calendar, you can use Google Calendar, iCal, Fantastical, or just your traditional paper calendar. My personal favorites are Trello, the note-taking app on my phone, Lavendaire's Daily Planner, and I still use Wunderlist, which is has become. But I'm still on the old app because I've collected a lot of old information in it and haven't moved it yet. Anyway, tell us below what your favorite apps are to use for productivity so we can all share our information and resources. When you're creating your new system you'll want to remember: How can I make it as simple and accessible as possible, yet effective? For example, if something is too difficult for you, you probably won't keep up with it.
A bullet journal is something that is very popular and a lot of people like it because it sparks their creativity, but I know it's something I will never do because it takes so much time to make your own plan. I like it when I already have a system, a plan already made for me. That's why I like using my workbook and the Daily Planner. If you'd like more help building your productivity system , there's a really good class on Skillshare by Youtuber Thomas Frank. It's called 'Productivity Masterclass: Create a System That Works'. I would like to thank Skillshare for sponsoring this video.
In case you didn't know, Skillshare is an online learning community with thousands of classes on all kinds of creative and entrepreneurial skills. Premium membership gives you unlimited access so you can choose the classes and communities that are right for you. If you want to fuel your curiosity, creativity or career , Skillshare is the perfect place to keep you learning and growing. The productivity class I mentioned can help you create a simple, custom productivity system. It covers task management, digital and physical file organization, how to take notes, email tips and tricks, and staying organized. Also, Skillshare is very affordable, especially when you compare it to expensive in-person classes and workshops. An annual subscription is less than $10 per month. Because Skillshare is sponsoring this video you can get a 2-month trial by signing up using the link below in the description.
Okay, the next tip is simple: Understand the difference between events and tasks. 'Events' are scheduled at a specific time and must be in your calendar because they take place at a specific time. You have to block your calendar against them. 'Tasks' are things that don't necessarily have a specific time and so they should be in your to do list and task management system. There are times when tasks have a deadline and so you want to put them on your schedule. That's something that has helped me because sometimes it feels like tasks are left on my to-do list for too long. Even if I give it an expiration date it won't happen unless I put it in my schedule. Tasks can therefore also become events if they are very important and you want to prioritize them.
The next tip is a really big one and I love, love, really love using this one. It is to: categorize similar tasks together. You want to avoid 'context switching'. I've talked about this before, but it's when you switch from one task to another and lose your effectiveness because 1) your brain needs time to switch to prepare for another task, and 2) because you lose effectiveness simply because of the change. Switching from writing an email to going out to do something for example. If you don't want to waste time and energy, you'll want to combine similar tasks so you stay in your flow. For example, you want to combine e-mails together. Give yourself a specific time when you are going to answer all your emails. Next, you'll want to group your errands and chores that need to be done outside the house because once you're out of the house, it's better to stay out and do the things that need to be done there. If you want to group things like plans, combine writing tasks together, calling together, and meetings together. You get it. Once you're doing something you want to stick to that thing that needs to be done instead of switching from one thing to another because you're wasting a lot of time and energy doing it.
A bonus tip for combining that I learned from David Allen's book 'Getting Things Done' is that you should group all your short mini tasks together. They don't have to be similar, but tasks that take between one or two minutes can easily be done now and together. So if it's texting someone, writing an email, or cleaning a table, you can group together short tasks that only take one or two minutes. It's best to do those short tasks as soon as possible rather than leaving them behind for a while, because there's no point in temporarily ignoring tasks that you may have done quickly. I'm really bad at snapping fingers but you know what I mean. The next tip is another essential for me: Do the most important tasks first. This is why I set up my Daily Planner so that it has a section where you have your three most important tasks.
This is something important. I've said it before, but it's true to say it again: You have to be good at prioritizing what's most important to you. If you could only do three things from your to do list today, what would they be? What are the things that are important and have the most impact? It is the things that are often not comfortable and easy. It's not easy to do the most important things first. The important things are usually the things we leave behind and put off because they are so difficult. They are so big and scary.
We usually like to do the easy, little things first, but the problem with that is that you make it harder on yourself for later. that means even more delay. So if you don't want to procrastinate, just do those important things first. The next tip is: Use the Eisenhower matrix to your advantage. This is something you can do during your work day when you think about and prepare and prioritize what you need to do that week. If you don't know what that is, the Eisenhower matrix is a square with four boxes and has columns labeled "urgent" and "not urgent" and rows labeled "important" and "not important." This is a way to categorize your tasks and also rethink how you spend your time asking "Okay is this task something urgent but not important?" and 'Isn't what I'm doing now urgent and not important?' thinks.
I will link the article below so that you can understand the Eisenhower matrix and how to use it. But the basic statement is: You want to focus on things that are important and not urgent. Those are the tasks related to planning, investing in yourself, preparing for the long term. Putting your energy into that thing will help you be better prepared and get your life together. The next tip is a reminder to: Schedule a time to make plans. Many, when we make a to-do list, and I'm guilty of this too, is to write down the things that need to be done: 'Okay, I have to do this, I have to start my project.' And before you even start your project with your plans: 'Okay, what does it mean to start?' "How do I plan this?" And often we forget to schedule a time to make the plans.
We think we can just start right away without doing the other thing. So this is just a reminder to schedule a time for planning. For the boring, precise things that need to be done before you can start doing the fun things you want to do. The next tip is: Go through your life inbox regularly. This can be your e-mail inbox, your e-mail in the mailbox or just things that often pile up , be it documents or receipts or things lying on your desk. You want a system in which you regularly sort things like this out. Otherwise it will pile up and can be overwhelming. And if it's a big pile, it's harder to get through than if it's a small pile. In general, what you want to do is determine which things to archive, which things to keep for later handling, which things to asterisk for importance - to get done as soon as possible - and then the category of "What things should I do that are fast?" which will take one or two minutes.
You have to take your time going through everything, deciding which stack to put this in, Archive, Things to keep for later, Important or a short task. And then when you're done organizing or doing the best you could do, you do the important things first, the starred things and then the things that are done very quickly, one or two minutes. Group them together and then do the things saved for later that are important but not very urgent now.
And from now on, make a habit of checking these inboxes regularly, it could be once a week, every two days, or whatever you choose. The last tip I want to share today is: Plan your day the night before. This is something I've been doing for a few years now and I just love waking up to see my to do list already done, my important tasks done and then I just have to be ready to get started. As I've said before, you want to make time for planning and a good time in the day to do that is the night before your next day. That way you don't wake up feeling 'Oh I don't know what to do today. I have to figure it out.' You already know.