I Built The Ultimate Time Management Template

Summary

The video script introduces a simple organizational system called the 'Three C's', inspired by David Allen's GTD methodology, to manage daily tasks and ideas effectively. The system involves collecting thoughts, clarifying them by organizing and prioritizing, and calendaring tasks to clear mental clutter. The narrator shares personal experiences and practical steps to implement this system using Notion, an app that syncs across devices, to enhance productivity and focus.

Takeaways

• 📝 The speaker introduces a simple organizational system called the 'Three C's', inspired by David Allen's GTD method.
• 🌐 The 'Three C's' are: Collect, Clarify, and Calendar, aimed at managing thoughts and tasks to reduce chaos and improve productivity.
• 💡 'Collect' involves writing down every idea, thought, or task that comes to mind to prevent intrusive thoughts from disrupting focus.
• 🔍 'Clarify' is about organizing and prioritizing the collected thoughts to determine what is important and what can be set aside.
• ⏰ 'Calendar' means assigning a specific time to complete tasks, which helps to offload them from the mind and reduce worry about forgetting them.
• 🧘 The concept of 'cat time' is introduced, which is a dedicated period for rejuvenation and catching up on tasks, inspired by the speaker's medical rotation experience.
• 📚 The speaker uses Notion as the app of choice to implement the system, but encourages others to choose whatever app suits them best.
• 🤔 The speaker discusses the idea of 'open loops', which are uncompleted tasks or thoughts that the mind keeps revisiting, causing distraction.
• 📉 The speaker simplifies the process of sorting the inbox by determining if a thought is actionable and then deciding its priority and energy level required.
• 🎯 The importance of having a clear plan of action is emphasized to reduce indecision and increase the likelihood of taking action on tasks.
• 🏆 The speaker shares a personal story of implementing the 'Three C's' in their daily life, using Notion to manage tasks and maintain focus.
• 🌟 The speaker offers a complete workstation solution within Notion, including the 'Three C's' system, a knowledge management system, habit tracker, and study system.

Q & A

What is the main topic of the video?

The main topic of the video is the presenter's organizational system, which includes a simple framework called the three C's, based on David Allen's GTD method, to manage daily responsibilities and tasks.

What does the acronym 'GTD' stand for?

GTD stands for 'Getting Things Done,' which is a time management method developed by David Allen.

What is the first 'C' in the three C's framework?

The first 'C' stands for 'Collect,' which involves gathering every idea, thought, or task that comes to mind as soon as it happens.

Why is it important to collect thoughts and tasks as they come to mind?

It is important to collect thoughts and tasks to avoid losing focus on the current activity and to prevent the mind from constantly reminding us of unaddressed thoughts or tasks.

What is an 'inbox' in the context of the three C's framework?

An 'inbox' is a place to gather ideas and tasks, serving as a storage for thoughts that we collect, so we can deal with them later without constantly worrying about them.

What is the second 'C' in the framework?

The second 'C' stands for 'Clarify,' which is the process of organizing and prioritizing thoughts and tasks to determine what is important and what is not.

What is 'cat time' and how does it relate to the three C's framework?

'Cat time' is a block of time set aside for rejuvenation and catching up, which is used to filter the inbox, prioritize tasks, and process open loops. It helps in managing the tasks and ideas collected without letting them pile up.

What is the third 'C' in the framework?

The third 'C' stands for 'Calendar,' which involves deciding on a specific time to complete tasks, thus offloading them from our minds and preventing them from causing stress or distraction.

Why is it suggested to do a task immediately if it takes less than five minutes?

It is suggested to do a task immediately if it takes less than five minutes to complete, as it saves time and mental energy that would otherwise be spent on remembering and prioritizing the task.

How does the video script relate the concept of 'open loops' to intrusive thoughts?

The script relates 'open loops' to intrusive thoughts by explaining that the majority of intrusive thoughts are uncompleted tasks or ideas that the mind keeps reminding us about, which can be addressed by writing them down and including them in the organizational system.

What is the role of the 'daily scratch pad' in the three C's framework?

The 'daily scratch pad' is a tool used to collect unclosed loops or thoughts as they come up throughout the day, helping to maintain focus on the current task without getting distracted by social media or other activities.

How does the video script illustrate the implementation of the three C's framework?

The script illustrates the implementation of the three C's framework through the example of a character named Techno, who uses the framework to manage his tasks and thoughts throughout the day, including collecting, clarifying, and scheduling them on his calendar.

What is the significance of assigning tasks to a specific time in the calendar?

Assigning tasks to a specific time in the calendar helps to offload them from our minds, close the loop on those tasks, and reduce the worry about forgetting or deciding when to do them, thus increasing productivity and focus.

How does the video script advocate for digital minimalism in productivity?

The script advocates for digital minimalism by suggesting that one should first identify the gaps in productivity and then use as few apps and tools as possible in their workflow, such as using a single app like Notion to manage the entire life, including the three C's system, knowledge management, habit tracking, and study system.

Outlines

00:00

📝 The Three C's Organizational System

The speaker introduces an organizational framework called the Three C's, inspired by David Allen's Getting Things Done (GTD) methodology. The system is implemented using the Notion app, which the speaker prefers for its integration with other workflows. The first 'C' is 'Collect,' which involves capturing every idea, thought, or task as it arises to prevent the mind from being preoccupied with unaddressed thoughts or 'open loops.' The speaker relates this to their own experiences with intrusive thoughts during social activities and the stress of uncompleted tasks. The concept of an 'inbox' is introduced as a place to gather these thoughts without the constant worry of forgetting them.

05:01

🗓️ Implementing the Three C's: A Day in the Life of Techno

This paragraph illustrates the application of the Three C's framework through the daily routine of a character named Techno. Techno has an essay and presentation to prepare and uses a 'daily scratch pad' on his phone to collect any unclosed loops that arise throughout the day. During a break, he clarifies his inbox by sorting tasks by priority and energy required, scheduling them into his calendar. The speaker explains the importance of assigning specific times to tasks to prevent them from occupying mental space and causing stress. Techno successfully clears his inbox and can enjoy his meal without the distraction of pending tasks. The speaker concludes by advocating for digital minimalism and promoting a comprehensive workstation built within Notion, which includes the CCC task management system, a knowledge management system, a habit tracker, and a study system, offering a link for interested viewers.

Keywords

💡Organizational System

An organizational system refers to a set of methods and tools used to manage and structure tasks, ideas, and responsibilities efficiently. In the video, the creator discusses their personal system for staying organized, which is crucial for managing daily responsibilities and reducing stress. The system is based on the three C's framework, which is a simplified approach to David Allen's GTD (Getting Things Done) methodology.

💡Three C's

The Three C's is a framework introduced in the video for organizing thoughts and tasks. It stands for Collect, Clarify, and Calendar. The framework is used to manage the chaos of daily life by capturing ideas, organizing and prioritizing them, and scheduling them for completion. It is a simplified version of the GTD method and is implemented using the Notion app in the video.

💡Collect

Collect is the first C in the Three C's framework and involves capturing every idea, thought, or task that comes to mind as it happens. It is essential for preventing intrusive thoughts from disrupting focus and ensuring that no task is forgotten. In the video, the creator emphasizes the importance of writing down open thought loops to clear the mind and prevent constant reminders from the subconscious.

💡Inbox

In the context of the video, an inbox is a digital or physical space where all collected thoughts, ideas, and tasks are stored temporarily. It serves as a gathering place for open thought loops, preventing them from occupying mental space and causing distraction. The creator mentions using an inbox in Notion to collect unclosed loops, which are then processed during 'cat time'.

💡Clarify

Clarify is the second C in the Three C's framework and involves organizing and prioritizing the collected thoughts and tasks. It is about determining the importance and urgency of each item in the inbox, deciding whether to act on it immediately, schedule it for later, or delegate it if possible. In the video, the creator uses 'cat time' to filter the inbox and assign tasks to different categories and priorities.

💡Cat Time

Cat Time is a concept introduced by the creator, inspired by their experience in the hospital, where it refers to a dedicated block of time set aside for rejuvenation and catching up on tasks. It is used to process the inbox, ensuring that tasks do not pile up and reach a critical mass, which can overwhelm and distract from current work. In the video, the creator schedules Cat Time from 1 pm to 2 pm daily.

💡Calendar

The third C, Calendar, is about assigning a specific time to complete each task, thereby offloading it from the mind and preventing it from causing stress or distraction. By scheduling tasks in a calendar, one can close the loop on open thought loops and focus on the present task without indecision. In the video, the creator emphasizes the importance of a clear plan of action to combat procrastination and indecision.

💡David Allen's GTD

David Allen's GTD, or Getting Things Done, is a time management method that the video's organizational system is loosely based on. It is a comprehensive system for capturing, clarifying, organizing, reflecting, and engaging with tasks and projects. The creator mentions GTD as the inspiration for the Three C's framework but simplifies it to make it more accessible.

💡Notion

Notion is a productivity app that the creator uses to implement their organizational system. It is a versatile tool that allows for note-taking, task management, and database creation, making it an ideal choice for the Three C's framework. The creator uses Notion to collect ideas, clarify tasks, and calendar them for completion.

💡Digital Minimalism

Digital minimalism is a concept that advocates for the use of technology that contributes positively to one's goals and the elimination of anything that does not serve this purpose. The creator mentions being a fan of digital minimalism and prefers to identify productivity gaps before introducing tools. This approach is reflected in the creator's use of Notion as a single, comprehensive workstation for managing all aspects of life.

💡Unclosed Loops

Unclosed Loops refer to incomplete tasks or unresolved thoughts that linger in one's mind, causing distraction and stress. In the video, the creator discusses the importance of identifying and capturing these open loops to clear the mind and maintain focus. The concept is integral to the Collect phase of the Three C's framework.

Highlights

Introduction to the three C's organizational system based on David Allen's GTD method.

Use of Notion app for implementing the system, though other apps can be used as well.

The first C: 'Collect' - Capturing every idea, thought, or task as they come to mind.

Mental wandering due to uncontrolled thoughts and the concept of 'unclosed Loops'.

The impact of intrusive thoughts on focus and presence during activities.

Understanding the mind's function for ideas rather than holding onto them.

The concept of an 'inbox' for gathering ideas to prevent constant worrying.

The second C: 'Clarify' - Organizing and prioritizing thoughts to manage the inbox.

Implementation of 'cat time' for rejuvenation and catching up on tasks.

The idea of 'cat time' inspired by internal medicine rotation for efficiency.

A simplified system for sorting the inbox based on actionability and priority.

The third C: 'Calendar' - Assigning specific times to complete tasks.

The importance of calendaring for offloading tasks from the mind and reducing worry.

Techno's busy day example implementing the Triple C framework with Notion.

Techno's use of a daily scratch pad to collect unclosed Loops and maintain focus.

Clarification of the inbox during a break, sorting tasks by priority and energy.

Techno's approach to dealing with high and low priority tasks, and immediate actions.

The benefits of calendaring for reducing indecision and enhancing focus on current activities.

The speaker's preference for digital minimalism and building a complete workstation in Notion.

Introduction of a comprehensive system within Notion including task management, knowledge management, and study systems.

Transcripts

for years I struggled to stay on top of

my daily responsibilities and actually

finished things I needed to do it always

just felt like I was scrambling to meet

deadlines so in this video I want to go

over my organizational system and how I

manage the chaos that's happening up

here and I'll also show you how you can

implement this in your own life it's a

simple framework I call the three C's

and it's Loosely based off of David

Allen's GTD I used notion as my app of

choice to implement the system since all

of my other workflows are there but feel

free to pick whichever one suits you so

the first C stands for collect that

means grabbing every idea thought or

task that comes to mind the moment it

happens have you ever tried focusing on

something and you find your mind is just

wandering all over the place that's

because her mind is just an endless

thought generating machine and we don't

even have control over what those

thoughts are or when they're gonna

happen when I try to ignore something

like waiting for reply to a text message

I can't stop thinking about my phone and

minions and ramen but as I started to

pay attention to my thoughts I began

seeing patterns I noticed that the

majority authority of my intrusive

thoughts were unclosed Loops you know

and I think back to college days when I

was procrastination King I had this

problem where I wasn't ever fully

present in the activity that I was doing

like I remember going to parties and

hanging out with friends and stuff and

every 15 minutes or so I would get these

intrusive reminders like hey you have an

essay due on Friday or hey don't forget

you have homework to finish by Monday

and then it's stress and complain about

it with my friends for a few minutes

like hahaha you know I'm so screwed but

then I would tell myself I'll just worry

about it later 15 minutes later that

same thought would come back like hey

don't forget about Friday don't forget

that homework on Monday this kept

happening I just couldn't fully be there

because I was always on high alert as

David Allen says the mind is for having

ideas not for holding them it took me a

long time to understand that's just how

our mind works the ideas our mind loves

to ruminate on the most are open Loops

so the goal of the collect face is to

identify all those open thought loops

and write them down so we don't forget

them that way our mind isn't constantly

trying to remind us to think about that

thought they're stored in an inbox an

inbox is just basically a place to

gather ideas so we don't continue

worrying about them and losing focus

every few minutes and we can just deal

with them later the next C is clarified

we now have to organize and prioritize

our thoughts so we can determine what is

important and what is not important

otherwise our inbox piles up and reaches

critical mass it would be like moving

all of your files onto your desktop

something I've found helpful in keeping

my inbox tidy is implementing cat time

cats Leisure most of the day so this

time it's meant to rejuvenate and catch

up so basically every day from 1 pm to 2

PM I block out my calendar for cat time

to filter my inbox prioritize tasks and

process all of those open Loops I

collect I got the idea of cat time from

my internal medicine rotation you can

juggle about six to seven items in our

working memory at one time and in the

hospital we were always constantly

bombarded with phone calls and Pages

questions concerns hunger you name it

trying to multitask on 50 different

things at once is very inefficient

things would slip you for sure which

gets dangerous for patients my attending

understood this and gave us staggered

blocks of time after morning rounds so

we can catch up scheduling cat time

makes it so the task inbox never reaches

critical mass and we don't have a

hundred things living rent free in our

brain and destroying our ability to

focus in getting things done David Allen

proposes a fairly complex system for

sorting an inbox I think it's a bit

convoluted so I created a simplified

version so first determine is this

thought actionable or not if yes it's a

task if not it's an idea if it's a task

because it takes less than five minutes

to do if yes just do it and cross it off

the list if not then decide it's

priority or how important it is and also

its energy is this going to require a

lot of effort or is it like a Mindless

task ideas can also be clarified if they

pertain to certain projects you're

working on for example I often get

random ideas throughout the day for

YouTube videos or like lyrics for songs

that I'm writing so I'll just collect

those in my inbox and I can filter them

later into different categories in

notion clarification usually doesn't

take me more than five minutes since

I've gotten to the habit of doing it

consistently and the last C is calendar

decide on a time to complete the task so

they no longer interfere with your work

by assigning a specific time for the

task we offload it from our mind can we

close that Loop we stop worrying about

if we're going to forget the tasks and

we stop worrying about when we're gonna

get around to doing the task because

it's physically in our calendar one of

the biggest reasons why we procrastinate

is because we don't have a clear plan of

action lack of clarity means confusion

and indecision and if you've ever had

trouble deciding on like where to go to

dinner or what movie to watch or

something you know how overwhelming and

frustrating that feeling of indecision

is so it's a lot easier to take action

even if that task sucks you know where

it's boring when it's predetermined and

planned out in our calendar you know if

I knew I had to be at work at eight

o'clock in the morning even though I'm

not a morning person because that's

predetermined and pre-scheduled I'm

going to make it there on time so

calendar really allows us to fully focus

and be present enjoying what we're doing

because we don't have indecision about

whether or not out we need to be doing

something so let's see how a Torah at

Cajun koi Academy implements the Triple

C framework all while using his favorite

productivity app notion techno has a

busy day ahead of him he has an essay

and presentation to prepare for tomorrow

so he's been locked in his favorite spot

all morning but he's aware that he needs

to collect unclosed Loops so he

proactively opens up his daily scratch

pad on his phone and has this right

beside him as he works not only is this

a quick way to collect thoughts it also

means he won't get distracted by social

media and games since his phone's being

occupied while working techno suddenly

remembers he needs to email paperwork to

his boss he pauses what he's doing

quickly picks up his phone and collects

that idea into the inbox as the morning

continues several other intrusive

thoughts barge into his mind write a

YouTube script about sleep research

camera lenses for photography pay rent

by tomorrow he collects all these

unclosed Loops as they come and

preserves his Focus for work as lunch

rolls around techno begins to feel angry

so he goes to the kitchen and starts

heating up leftovers from yesterday as

he impatiently waits for his food he

realizes now is a great time to clarify

my inbox so he whips out his phone and

opens up his inbox which is conveniently

just another synced page in notion where

all the inbox ideas are collected now he

begins to clarify his notion database by

priority and by energy email paperwork

to boss is very high priority and low

energy because he needs to get paid he

schedules that for later this evening

right YouTube script is lower priority

but that's a very high energy task it

requires a lot of concentration and

focus to write a banker script so he

schedules that for tomorrow morning when

his focus is highest researching camera

lenses is also low priority but it's

also low energy he'll do that sometime

tomorrow maybe after lunch during his

food coma and finally pay a rent this is

a very high priority task but it will

also take less than five minutes to do

so we'll just do it right now on the

spot and would you look at that his

entire inbox was clarified and put into

the calendar in less than five minutes

and now he can reward his efforts with a

hot delicious meal and for the rest of

the day he won't have to worry about

those same recurring thoughts invading

his productivity because he's penciled

them into his calendar and he knows was

we don't take care of them now I'm a big

fan of digital minimalism I prefer to

identify the gaps in my productivity

first and then use as few apps and tools

as possible in my workflow and that's

why I've been a hard at work building a

single complete workstation for managing

my entire life all inside notion it

includes this CCC task management system

a Knowledge Management System a habit

tracker and a complete study system

along with a guide on how to put it all

together and with dozens of video

tutorials in a full community it's the

most insane Workhorse I've ever built

I'll drop a link to sign up for it if

you're interested in the description in

any case hope you enjoyed the video and

I'll see y'all next time