Get Everything Done

I am using a simple system I wrote about on my blog called Forward Motion Time Management. It is a departure from what I was using before which was a single notebook for everything, as it got too cluttered. I wrote about it last year and then used something else and realized it is the best system for me as it puts all of the actions I need in one place, keeps everything moving forward and has only one real rule. After the system, the rest are just ideas I found to be useful time saving ways to organize things.

Here it is


Forward Motion Time Management is a simple paper based time management system which automatically handles everything in your life including most projects. A key feature of the system is the concept of forward motion which is described below. The system handles projects very simply. A project is nothing more than a series of tasks designed to accomplish an outcome. You do not need a separate project list because the tasks are a result of the fact you have undertaken a project. How the System Works You create a running list of tasks in a bound notebook. An ideal cheap way to do this is a lined student composition book. These are cheap and readily available. If you like a more expensive notebook like a Moleskine, no problem. Each task takes up one line and one line only. A task is defined as a something that can be done in less than say a couple of hours. In the margin you put the new date. This provides a reference as to when the task came into existence and serves as psychological pressure to get things done.

An example of an acceptable task is pick tile for bathroom. An unacceptable task is build dream house. The system can handle build a dream house as you will see, but it accomplishes it naturally and effortlessly by breaking it up into the tasks that are processed to make it a reality. This system is designed to work best on paper. It is faster and easier to maintain the system using paper and is portable as well. Typing using list software is actually more time consuming than simply using a composition notebook, so use paper. How it works in Practice – Forward Motion Forward Motion is how the “system” handles projects and keeps us in action and productive. If after you have completed a task, there is a logical next task or action you need to take, you write it at the end of the list. You then scan the entire list and do the task your mind tells you to do. When you finish a task related to a project, you line through the task you have completed and add the next task needed to ensure forward motion of the project at the end of the list. An example - After you have picked the bathroom tile, you cross it off the list by lining through it (a clear ruler is helpful). You then add to the end of the list – pick bathroom paint. After adding the next task you scan the list. Your mind will tell you after scanning the list what needs to be done next and what you can cross off it is no longer a task you need to complete.

There is no processing algorithm with this system you trust your mind. There is no replacement for the power of your mind to let you know what you need to do, nor is there a replacement for the self-discipline to actually do it. After finishing a task scan the list and your mind will guide you to what you need to accomplish next. Other Aspects of Life Other tasks on the list may not require forward motion. An example someone calls and leaves you a message because they need a phone number you have. You put on the list – Call Bob and give him Alice’s phone number. When you are done, it is just crossed off. Other concepts One Line You use only one line per task. This is enough space to note the task and any basic information you need to complete it. So a task could be; Call Bob @ XXX-XXX-XXXX Email Joe – Joe@joe.com Review Cool New Project – file in cabinet Calendar You still need a calendar for appointments and places you need to be at a certain time. The system is not the appropriate place for your dentist appointment, it is however the place to put – call to make a dental appointment. Use electronic or paper for your calendar your choice. Notes Do not keep notes in this notebook, it will get too jumbled. It is ok to note phone numbers, addresses and emails as they will fit on one line and need to be handy when running errands, returning call and emailing. Keep notes in files. It is ok to keep a separate notepad as long as once a week you flip through it and file what you need to keep and prune the rest. For this I recommend a simple legal pad as it is easiest to tear off the notes for filing. A – Z filing system Use a simple A – Z filing system which will make life infinitely easier. Keep and use paper folders with handwritten descriptions and some kind if cabinet or system for the folders. Use years or a second description if needed. Examples – Paid Bills 2013, Paid Bills – 2012. I have found that more time is lost searching for things and replacing lost items than any time management system can save you. Being organized saves time. Trust me your life will be streamlined and clean if you adopt this simple method. Use the list to create tasks like review file for home project. Life will be streamlined and clean. I have a new slogan Files Not Piles A to Z is the simplest system for filing, as it is intuitive. Your mind will guide you to things. Don’t be afraid of larger groupings. I use things like Paid Bills – 2013. I just don’t need a file for every bill I paid in 2013 as very rarely do I need to find a paid bill and when I do flipping through the file takes less time than making dozens of files for individual vendors and utility companies. Once a year in a less than an hour you can prune out what files you don’t need. You do not put things that are habits into the system. So if you routinely exercise, walk the dog, mow the lawn and get your dishes done don’t put these into the system it will clutter it up.