how to make time (Googlers' time management method)

Summary

The video script details a personal struggle with time management while working at Google and running a side channel and newsletter. The creator introduces two three-minute systems to structure time effectively: the 2x3 system, dividing life into four quadrants to prioritize tasks, and a daily planner to track and adjust daily activities. The systems aim to build momentum, protect energy for priorities, and create a realistic schedule that acknowledges life's unpredictability, ultimately helping to turn inputs into productive outputs.

Takeaways

• 🕒 The speaker struggles with time management, balancing work, personal projects, and family time.
• 🔍 They searched for solutions and found two systems that helped them structure their time more effectively.
• 📈 The 2x3 system involves playing two roles: the manager for the big picture and the employee for the tasks.
• 📋 The manager role involves dividing tasks into four quadrants: Priority, Must-Dos, Random To-Dos, and Fleeting Notes.
• 🔑 Quadrant 1 focuses on high-priority projects that are personally important but not necessarily urgent.
• ⏳ Quadrant 2 includes Must-Dos, tasks that are expected of you and take longer than anticipated.
• 🛒 Quadrant 3 is for Random To-Dos, capturing spontaneous tasks to free up mental space.
• 💭 Quadrant 4, Fleeting Notes, is for capturing thoughts and ideas that come up throughout the day.
• 📅 The daily planner is used to track time and tasks on a day-to-day basis, ensuring consistency and habit formation.
• 🔄 The planner includes a 'For Tomorrow' section to keep track of unfinished tasks without feeling overwhelmed.
• 🤔 The script emphasizes the importance of reflection, noting what to do less of and more of to improve personal habits.
• 🔧 The systems discussed are tools for managing time and tasks, encouraging a focus on priorities and a realistic approach to daily planning.

Q & A

What is the main challenge the speaker is facing in their daily life?

The speaker is struggling with time management, feeling the pressure of balancing work, personal projects, and family time, and experiencing guilt when not working on certain tasks.

What is the '2x3 system' mentioned in the script?

The '2x3 system' is a time management method that involves playing two roles: the manager and the employee. It structures time into a three-day planning window with specific quadrants for different types of tasks.

What are the four quadrants in the 2x3 system?

The four quadrants are: Quadrant 1 - Priority, Quadrant 2 - Must-Dos, Quadrant 3 - Random To-Dos, and Quadrant 4 - Fleeting Notes.

Why is the three-day planning window used in the 2x3 system?

The three-day window helps to protect energy for priorities, build momentum for tasks, and account for unexpected events in daily life.

What is the purpose of Quadrant 1 in the 2x3 system?

Quadrant 1 is for high-priority projects that are exciting and high stakes, and it encourages making time for these important tasks.

How does the speaker use the 'Must-Dos' quadrant?

The 'Must-Dos' quadrant is for tasks that are expected to be completed by others and are time-consuming. It helps to visually remind the individual where their time is being spent and to balance it with their priorities.

What is the significance of the 'Random To-Dos' quadrant?

The 'Random To-Dos' quadrant is for capturing spontaneous tasks or thoughts that arise throughout the day, preventing them from occupying mental memory and allowing for better focus on priorities.

What is the role of the 'Fleeting Notes' quadrant in the 2x3 system?

The 'Fleeting Notes' quadrant serves as a physical space for jotting down quick thoughts or ideas that come to mind, which can be important or interesting and need to be captured for later.

How does the speaker link the 2x3 system with the daily planner?

The speaker links the two by ensuring that the priorities and tasks from the 2x3 system are in sync with the daily planner, allowing for a consistent and effective time management strategy.

What is the speaker's advice on dealing with tasks that don't get done within the three-day window?

The speaker suggests using the 'For Tomorrow' section to move uncompleted tasks to the next day, preventing loss of progress and reducing feelings of being overwhelmed.

How does the speaker incorporate reflection into their time management strategy?

The speaker includes a reflection section at the end of the daily planner to track habits they want to reduce and behaviors they want to increase, promoting self-awareness and personal growth.