How I Manage My Time - The Triage System

Summary

In this video, the speaker shares an efficient time management and project tracking system inspired by medical practices. By using tools like the app Things 3, the speaker emphasizes the importance of tracking project statuses, assigning clear next action steps, and conducting weekly reviews. Drawing from their medical background, they explain how intentional incompletion and taking breaks are essential for avoiding burnout. The speaker also advises tackling important tasks early in the day, following the '2-for-1 Hour Rule,' to maximize productivity. The video provides practical insights on improving focus and efficiency in both personal and professional life.

Takeaways

• 😀 Doctors' approach to patient care can be applied to project management by ensuring each project has a clear next action step and is regularly assessed for progress.
• 😀 Using a project management system like Things 3 helps track projects with color-coded statuses, indicating if they're on track, off track, or on ice.
• 😀 Regularly prioritize projects by importance, ensuring your most critical tasks are at the forefront of your to-do list each week.
• 😀 Every project should have a next action step that moves it forward—‘continue’ is not an acceptable plan, just like in medicine.
• 😀 Make time for intentional breaks and rest, as burnout is a real risk when constantly pushing through tasks without adequate downtime.
• 😀 The 2-for-1 hour rule suggests that tasks done early in the morning before work are twice as effective as those completed after work, due to higher energy levels.
• 😀 It’s crucial to assess the status of every project regularly, updating and reordering them based on priority and progress.
• 😀 Practicing intentional incompletion—accepting that not everything can be finished—helps avoid burnout, especially when balancing multiple tasks and responsibilities.
• 😀 Delegating or postponing tasks when necessary, just like doctors hand over patients to the evening shift, is key for preventing overwhelm and managing expectations.
• 😀 Prioritizing your health and well-being—such as taking breaks and finishing work at a reasonable hour—helps maintain long-term productivity and effectiveness.
• 😀 Setting up a system for weekly project reviews and updates helps maintain focus, ensuring that the most important tasks are moving forward while less urgent ones are put on hold.

Q & A

What is the main concept of managing projects like doctors manage patients?

The main concept is to treat each project as if it were a patient, regularly assessing its status and determining a clear next action to move it forward. Just as doctors evaluate vital signs and test results, you should track project progress and decide the next step needed to advance toward completion.

How does the speaker use their productivity app to manage projects?

The speaker uses the app 'Things 3' to organize projects. Each project is color-coded with a traffic light system: green for on track, yellow for off track with a plan, red for off track without a plan, and blue for on ice, meaning it’s not a current priority. This system helps keep track of project statuses and prioritize tasks effectively.

What is the importance of having a 'next action' for each project?

Having a clear 'next action' for each project ensures progress is made continuously. Like doctors creating specific treatment steps for patients, assigning a next action step for a project keeps it moving forward and prevents stagnation.

What does 'intentional incompletion' mean, and why is it important?

Intentional incompletion refers to the idea that not every task needs to be finished by the end of the day. It’s important to leave some things undone, as there will always be more to do. Taking breaks and prioritizing self-care is essential to prevent burnout, especially when there’s always more work to tackle.

How does the 'two-for-one hour' rule improve productivity?

The 'two-for-one hour' rule suggests that working in the morning, before 9:00 a.m., is twice as effective as working after 5:00 p.m. This is because you’re generally more energized and focused earlier in the day, making it an ideal time for creative or demanding tasks.

What role does regular review play in the speaker's productivity system?

Regular review, particularly a weekly check-in, is crucial to ensure that tasks and projects are ordered by priority. It allows the speaker to reassess progress, reorganize priorities, and ensure that each project has a clear next action step to maintain momentum.

Why is it critical to prioritize tasks based on their importance?

Prioritizing tasks based on their importance ensures that you’re focusing on the most impactful projects rather than trying to do everything at once. This approach helps you stay aligned with your most significant goals and avoid spreading yourself too thin.

What is the connection between the speaker's experience as a doctor and their productivity method?

The speaker’s experience as a doctor taught them the importance of assessing progress and having clear next steps for each task. The ward round process, where doctors review each patient and determine the next action, is mirrored in the way the speaker manages their personal and professional projects.

How does the speaker handle moments when a project is stalled or on 'ice'?

When a project is on 'ice,' it means it’s temporarily stalled due to external factors. The speaker acknowledges this status and doesn’t force action, but keeps track of it until it becomes relevant again. This helps avoid wasting energy on projects that aren't currently a priority.

How does the speaker balance their work and personal life while managing multiple projects?

The speaker balances work and personal life by using the traffic light system to prioritize tasks and projects, focusing on the most important ones first. They also recognize the need for breaks and personal time, ensuring they don't burn out by overworking or trying to finish everything at once.