Hello everyone, this is Helen Huang @ Organizing, based in Beijing, China. In order to better learn and practice the YiXiaoNeng Time Management System, after finished publishing 100 Chinese articles, I decided to continue writing and publishing a daily English article in another 100 days based on the "YeWuBin Time Management 100 Episodes" audio program. Today is the 113th day.
Today's topic is: Collect-Schedule-Execute Method
In this class, I will summarize the first 12 classes to you. Then, I will introduce you to Easy Efficiency's time management methodology: the Collect-schedule-Execute method, using to-do lists, eating frogs, and the Pomodoro technique.
The GTD method, known as Getting Things Done, refers is where we must collect all our ideas in one place transferring them from your brain to an outside construct such as a list or an app. Then the items are prioritized from most to least important. At this point, we act to complete the most important matters first, what are called the frogs.
This process from collecting the tasks and then breaking them down in to categories is known as decomposition. The collection to decomposition process is the optimal way to construct to-do lists. The process involves writing down the tasks from our brain to paper or app. The process is called potato-cutting.
Imagine cutting a potato into smaller potato chips, and then further to shred potatoes, so that what was once a large complex group of problems is now individually categorized tasks from which each task is easily and efficiently completed.
After "frogs" have been selected, they need to be eliminated with the focus method of the Pomodoro technique. Remember this is the powerful method of focusing your energy into repeating cycles of 25 minutes of focused work and 5 minutes of pure relaxation.
What do you think will happen when you integrate the to do list process, eating those ultra-important frogs and the efficient pomodoro technique? Your efficiency increases more and more to the levels you've never experienced before!
Together, this three-parts methodology is called the Collect-Schedule-Execute process.
In over ten years of teaching this methodology across 30 cities in China and over 300 courses, I can prove that this time-management process is effective. Overall, it is the core of the Easy Efficiency methodology.
The original GTD method is composed of 5 processes which l've found can be a bit difficult for beginners to grasp. l've learned that many people do not understand it well. For this reason, I have simplified these five processes into three steps for my students.
In the Easy Efficiency system, the process of Collect-Schedule-Execute is also called the "Execution Triangle".
Now, let' s see how everything we've learned in our previous classes can be integrated into the Collect-schedule-Execute process.
First: Collect
When we have too many tasks to complete, we will grow anxious and stressed, and we will begin to forget all of the important tasks we must finish. It will also interfere with our ability to complete new and urgent tasks that come up each day.
In order to keep our brain working as efficiently as it can, we must first empty it of the need to remember all of these tasks by writing them down. Allow your brain to use all of its energy to complete the one task you are currently working on.
Second: Schedule
Classify your tasks in order. Determine which matters you can schedule, which you can delegate, which are important and which are not important at all. Record the scheduled matters in your calendar.
Tasks that have a deadline will be managed through a list or a calendar. Tasks without a deadline will be broken or decomposed even further according to contexts such as at home, at work, phone calls, emails, etc.
Third: Execution
Always complete what is in your calendar at the time you schedule it within the time frame you've given yourself. Then, deal with other tasks using the 4D technique: do, delegate, delay, delete. Carefully determine which tasks should be completed in which situations or contexts, w Which tasks should be delayed until you are at your home or in your office or outside in your car for example.
The more tasks you have, the busier you are, the more important it is to follow this process. It is only after you do this, that you can truly focus on the present, and dedicate your full and undivided attention on the task at hand.
It is necessary to have effective tools to do good work. The right tools will allow you to complete the Collect-schedule-Do method better. Papers and pen can be considered tools, but inconvenient to carry around with you and can easily be lost. In addition, it is more difficult to organize your tasks when they are on paper. 'For these reasons, I recommend mobile phone apps instead.
In our next, l'Il introduce you to more powerful tools that will make this process easier and more effective for you.
That's all for the class today.
Thank you being with me together today. Have a wonderful day!
