As I’ve worked with hundreds of thousands of people from around the globe, I’ve noticed one KEY “rule” that most of us never learned when we were growing up/becoming adults/taking on more responsibility. It’s this:
Don’t use the item ITSELF as the reminder to DO something about it.
Here are a few examples of some of the items I’ve had floating on my desk to remind me of tasks that need to get done:
An envelope, reminding me I that I have photos to mail to my sister.
An insurance form, reminding me to call our insurance about an error.
A vehicle form, reminding me that we need to take our car in to get serviced.
And a lightbulb, reminding me that I need to buy more lightbulbs!
To reduce the clutter from piling and ensure that these four tasks get done, I simply take these items and put them into my context-based next actions list. Mine is organized into five categories: Home, Computer, Errands, To Discuss and Phone.
The envelope would go in my home category since I have all the items here to gather and mail the photos out.
The insurance form would go in my phone calls list since I need to call the insurance and inform them of the error.
The vehicle form could go as an errand, but I can’t drive myself to the shop to drop off the car since it probably needs to stay awhile. So I would actually place it in to discuss to talk with my husband about setting a time where we could go together and get that done!
And the lightbulb could either go on my errands list, or on my computer list if I want to order it online.
By extracting the tasks from these items and putting them onto a list that I check every day, I can reduce and get rid of these visual cues that have accumulated, and have some peace of mind knowing everything will be taken care of now that I’ve got them all down in one place that gets frequently checked!
I hope that this was helpful for you—and if you’re excited to go further and learn how to create a seamless system to help you track all the projects, tasks, and ideas you’re excited about, we’d love to show you how to build a full STEP Command Central!
Here are some helpful links:
Podcast Episode 45: “A STEP Command Central on Every Desk”
Subscribe to our YouTube Channel!
Have you had a chance to join our free class that will introduce you to our Steps to Everyday Productivity program? If not, we’d love to see you there! Sign up here!
Just brilliant!
Excellent. You ask about what mode we prefer. I prefer the written word, for two reasons.
First, reading time is much less than watching the video time.
Second, because I am partially deaf, the way I put it is that my eyes are much better connected to my brain and my memory than are my eyes.
Thanks for keeping on keeping on.
DianaR
Thank you, Diana! We’re so glad this is helpful for you!
I have the same problem and prefer the written word so I don’t miss anything!
Me too, have hearing loss.
Hi thanks! I really appreciate when you send the written version of a video or podcast. I’m more likely to read it right away. I have a toddler who if she sees me watching something on my phone wants to take it from me so I try to limit how long I’m on the phone. So reading is faster for me. When she outgrows that, I’ll try to go back to videos.
This is brilliant!! Thank you. 🙌🏼
Thanks- great insight!
Good content.
What is the difference between this and a blog? There doesn’t seem to be any live action recorded here, or any sound, or animation. I’m not sure why this is considered a “video.”
Hi Jeanne! I’m wondering if maybe the embedded video at the top didn’t load on your browser? There’s a YouTube video that has a “play” button. Let me know if you can’t see it!
I think you’re pretty good at mind reading! Of course, who doesn’t love a video… Or a podcast… but you can’t always watch/listen, so the written summary is genius!
So glad this is helpful! Thanks Eugenia!
Agreed! Whenever someone posts a video topic that I’m interested in, I immediately look to see how long it is then I have to decide if I have that time and if I’m in a setting where I can listen to it. But if it’s written, I just jump in and start reading because I can easily stop and start if I have interruptions and it’s easy to reread something if needed. People also tend to be more concise with writing and that’s what I need, also. So any time I’m offered a written summary, I’m on it!
Thank you for all you do to help us. I’ve barely scratched the surface of the routines and suggestions that you make and I’m already seeing huge changes in my life!
Hi April, I really enjoy listening to your podcasts and videos when I can, but I’m very grateful that you also provide a written version. Often, it is much easier for me when I have a few minutes or when I’m on a break at work, to read about your wonderful ideas and all the things you share. I love that in a few minutes of reading I can be inspired and learn practical tips to help me be more organized and calm. Thank you!
Super helpful feedback. Thanks Elisabeth! Our team works hard to provide that quick “skim” option, and I am so glad you are here with us!
Love the video format with the written post (especially for this tip) that way I can skim the post but feel more connected by watching the video. 🙂
I love that the videos in the class can be played in faster speeds. I didn’t see that option here. Not sure if you can include that option or if I viewed it on my computer maybe that would have been available, (not sure, I watched it on my phone).
I also like your that I can listen to the podcasts in faster speeds. Thank you!
Sorry, that last part was supposed to say “ I also like that I can listen to the podcasts in faster speeds. Thank you!”
Yes! Love that, Kerrie. I listen in higher speeds, too. For YouTube videos, there should be a settings icon in the bottom right of the video player. If you click that, you can change the speed. I usually do 1.5. Hope that helps!
I really needed this! My desk is a nightmare right now. But I feel like my biggest problem is, if I put things away, I will forget where I put it. So now I need a list to remind me of where I put things. My frustrations are real… any suggestions on that issue?
Thanks,
Leialoha
You are totally not alone, Leialoha! (LOVE your name, by the way!!) The key for me is to have a finite number of places for current project support materials. My cubbies hold books, papers, manuals, etc. by category. Or bigger items (like all my photo album supplies) are kept together in a closet. If you have the STEP program already, the setup is in Module 3 and 4. Or you can search “Command Central” on our website and there are tours and podcasts that explain the “as needed” category. I also have a 1-minute Command Central tour on our YouTube channel. Hope this helps!
I really needed this! My desk is a nightmare right now. But I feel like my biggest problem is, if I put things away, I will forget where I put it. So now I need a list to remind me of where I put things. My frustrations are real… any suggestions on that issue?
Thanks,
Leialoha
It does help, yes. I will check it out.
Thanks, great little nugget of wisdom. I am wondering where do you put the actual items like the form if you need to reference it later.
Thanks
Yes! Great question! They go into my Current Project Support materials. Those are my cubbies, organized by category. Or sometimes the Tickler folder, which has 12 monthly folders. This is how the Command Central is set up—so you have landing spots for everything, and you can locate any paper within 30 seconds. There’s a 1-minute tour on our YouTube channel! https://youtu.be/9_REEg05PCg
Love, love, LOVE seeing your beautiful face along with your dynamic energy in this video! I listen to podcasts because they are convenient, but my brain processes information best visually…so I would be a HUGE fan of seeing more LDB videos. Thank you, as always, for meaningful content that supplements my STEP Mastery program membership so nicely. Your posts always keep me motivated to keep going with my system!
Oh, I am so glad! Thank you for your kind words. So happy you are building your Command Central!! ❤️ Keep it up, Brooke!
Yes people have different ways of learning. You can look up “VARK.”
V – Visual
A – Auditory
R – Reading/writing
K – Kinesthetic
They have a questionnaire if you want to do it.
BAM!!!!!!!!!!!!! You are so brilliant, April Perry – so simple but BAM!!!!!!!!!!!!!
Oh my goodness, this made me laugh! Love you, Amy! My family has been forever changed by your work at Positive Parenting Solutions. 😀🥰
I’m pretty familiar with GtD approach of turning a “thing” into a next action (I love it). So, that aspect of this video was not new. What I struggle with is how to physically set up the space so there are places for all the things to go (once translated into a next action) and done in such a way as to support easy retrieval when needed.
LOVE this question, Michael! Since you already understand the GTD terminology, setting up a Command Central will probably be pretty simple for you! That’s essentially what we teach in our STEP program–how to build the system that holds everything so you can find it when you need it. I searched “Command Central” on our website, and this link will give you the top items: https://learndobecome.com/?s=Command+Central That includes things like our “Command Central in an Hour,” our processing video from the “party” we held in April/May, and several other podcasts. This one-minute video on YouTube giving a tour of my setup will probably help, as well: https://youtu.be/9_REEg05PCg Hope that helps! The Command Central is a game changer. 🙂 Sending you lots of encouragement!
Thanks for the quick written summary. This is the way I like to get information (don’t make me watch a video). I love that you gave me the choice, and the tip is awesome in it’s simplicity!
I thought I knew what the rule would be, but you surprised me! This was a great video. Thank you!
Video is helpful! And the raspberry colored top is so flattering on you!
Thank you so much for sharing your insight!
I normally prefer a written format, but for this tip and other tips that involve physical items, it connects in my brain better as a quick video. Thanks for all you do!
Thank you, Jen!! Sounds like the video/written format together is what our community prefers. Thanks for your feedback!
I think it varies for me. In the case of today, I liked the written version because I’m at work and can very quickly (but quietly) review the information. Other times, podcasts or videos are helpful as I might be multi-tasking (driving and listening to a new nugget of information). I like the fact that you often put the materials in both options (audio and written) so that I can flex as needed depending on my situation.
This is a great tip and one that I just reminded myself of the other day, but seem to constantly forget!
Great tip! I prefer the video because I can listen while doing laundry/ housework. I tend to save the emails to read later but never get back to them. Thanks!
Brief and to the point!! Love it! You nailed my problem exactly!! And I don’t remember reading this anywhere else – and I have read a lot. VERY helpful!!!….. I’m off to round up all those “reminders” I have laying around. And BTW, I much prefer your written format, so thanks for asking!
I love seeing your smiling face on the video! And this topic is resonant for me. What is the piece of paper you’re using to record your tasks — it looks like it may be from a planner system?
I definitely prefer to read because it is so much faster and you can skim to parts that you are interested in. BUT video is sometimes invaluable when you are showing someone how to do something (or it’s just really entertaining) or the visual aspect is important. Please keep doing the written summaries!
Hi April,
Wow, very insightful. Yes that’s what I do, and then the clutter.
I like watching the video, while getting ready in the morning so I have time, and having it written so I can print or save it.
Thank you for keeping me engaged. It helps me to get this done.
I prefer written to video (except where visual prompts or demos are helpful) … but I still really like podcasts for intro the ideas and booster shots of motivation. When I first joined, I wished you had audio-only so I could listen when not tethered to my laptop. I have since found your podcast, which I have enjoyed, but is there an audio only version of the full program for those in the whole StEP mastery program? 🤞🏻
I really enjoyed the video, but always appreciate the written part to refer back to. This was a great nugget and a good reminder about CBNAL! Thanks.
I like text the best. I actually have a new system that started immediately after I started the STEP program. While I’m reading, I copy text that I think is important to remember or is implementable, into a Google Keep note. Then I go through the note and implement it, deleting along the way. The text I thought was important might go to a future project that is relevant.
I’m really thankful for these new systems. I’ve only been doing this a couple weeks and it’s changing my life!
I adore the podcasts! I don’t make time for videos, but I can take podcasts with me to exercise. The written blog is next fave and perfect for any handouts/attachments. I miss you terribly when you take podcast breaks, but also totally get it with a busy family.
I also love the written summaries. I prefer podcasts (I listen to them in the car) or written content (I’m a fast reader). I don’t watch videos as much.
You are insightful, amazing, and awesome!! This is definitely my main problem!!!
Also, I like your format. I like the choice to watch the video or read the summary.
Thanks for all you do!
I loved the bit size video. It is nice to see your example and it helped to reinforce a principle you taught. There is quite a bit of reprogramming going on in my life to be able to maintain the control center system. The short video feels like a cheerleader popped in and said, “You can do this!!”
Hi April,
I super like video AND written. Sometimes I have more time to listen, and sometimes a quick read serves my purpose. I have to squeeze these in inbetween everything else I am doing to variety is best for me. PS – a podcast would also work just as well for me as the video since I listen to the video more often than I actually watch it.
Question: Since I will still have the item itself even though I have put the task onto a list, what do you suggest we DO with the items? It seems that I would have to have a place for the “pile” of items that I need to have in order to do the task on the list. I know this is not always the case – for instance you don’t need the light bulb hanging around (unless you need it to make sure you buy the correct bulb).
Thanks!
Yes! Perfect question, Megan! I should make a Part 2! 😀 Essentially, you put those 3 items in the STEP Command Central.
The random envelope for my sisters would go in my correspondence cubby (behind me in the video). Bottom right.
The insurance paper would go either in my paper planner, so it is with me when I make calls on the go OR in my personal cubby/medical folder (top left).
The car repair info would go in my home management cubby (bottom left).
All those cubbies are part of my Support Materials, and they are categorized simply so I can locate any piece of paper at any moment. Does that make sense?
I’m also in the video with written transcript category. I read much faster, and don’t have time to watch all the videos I want to.
I leave things out because I don’t know where to find the supporting materials if I don’t. To call the insurance agent, I’d need to refer to that piece of paper.
Great! Thanks Vicki! And I just answered this question in response to another comment, so I will copy what I said there!
Essentially, you (throw out the dead light bulb and then) put those 3 items in the STEP Command Central. The random envelope for my sisters would go in my correspondence cubby (behind me in the video). Bottom right. The insurance paper would go either in my paper planner, so it is with me when I make calls on the go OR in my personal cubby/medical folder (top left). The car repair info would go in my home management cubby (bottom left). All those cubbies are part of my Support Materials, and they are categorized simply so I can locate any piece of paper at any moment.
I prefer video so I can see the speaker, watch them using the process they are describing AND I appreciate the written script that followed the video so I
can read afterwards for re-enforcement and cause you usually include some thi gs that weren’t spoken in the video.
And by the way April, I love how you’re wearing your hair and the new outfits too. And finally, I admire how more confident you are when you speak, than when I first heard you back in 2017.
I’m doing the self study and haven’t finished the cleaning an area portion yet, so maybe you go over this question there. After you address the envelope and put the pictures for your sister in it, do you now move that item to the errands list? To buy a stamp (if you don’t have one) or to mail it?
YES! You’ve got it, Donna!!
April, this is TOTALLY what I do!! Not any more!! Thank you , Setting up my context-based-next-actions-list now 🙂
BTW, I appreciate both formats – when I received your email, I
1. quickly scanned the top of the written words to see if this would apply to me. Your large blue font to highlight the main point totally struck me as: yes, this applies to me.
2. Next I read the article (for the sake of time) but I didn’t quite understand what the context-based-list was, or what your “family” or “to discuss” files are, so…
3. When I had a few minutes, I watched the video. It’s really important to me to SEE what you’re doing, so the YouTube video is great. You are friendly & engaging and I feel like I know you, there’s no shaming the messy-me, you’re like a supportive friend offering what has worked for you. Seeing and hearing your tips was the best ~ then
4. I went BACK to the transcript to remind myself what you’d said.
👍🏼😊TY!
Great reminders! I enjoyed the brief video format – perfect amount of time with clear, concise messaging! Thank you!!
Thank you, April. I use the Next Actions List and intend it to cover a week, but I still find myself leaving little reminders like the ones you mentioned. I’m motivated to go put those 2 or 3 items away now and add action items to my list. Your examples were so helpful.
Love this simple solution. Thanks
I love, love, love the transcripts, just way, way easier and I read pretty fast so definitely works for me. Also, love that most of your videos are 10-15 minutes which also works for me. Thx a million.
Thanks for the feedback, Deborah! We’re so glad you’re here!
I usually wing up reading because I’m pressed for time, but I appreciate short, well edited videos for some topics where the visuals are important. Also I love podcasts for when I’m in the car or doing housework. I find your voice very calming and I like Eric’s jokes and sly humor.
I enjoy having the option of viewing the video or reading the content, but I find I enjoy the video because I can watch them/listen while I put on my make-up in the morning and feel I’m being extra productive with my time. 🙂
Thanks for your feedback, Tara! Watching the video while you’re getting ready in the morning sounds like multi-tasking at its best! 🙂 Thanks for being with us!
Lists are great as long as you can find the items.
How do make sure you know or remember where the stuff is once its on your list?
Note where u put it beside the spot on the list?
Have a folder or bag u bring with you?
I leave it out so it doesn’t get lost esp if leaving it out is the first step and I don’t have time to get it on a list or into my bag or folder.
I am also often lose my list, so I take pictures.
April, this is such a great question! As mentioned in the video, we use the Context-Based Next Action List to help with this. This list is part of our Command Central system. You can learn more about that here, https://learndobecome.com/episode65/, and we teach you how to build your own Command Central inside our Steps to Everyday Productivity program.
To more specifically answer your question, here is how we would handle this using the system built with our STEP Command Central. If the item needed to be saved until it was replaced, it would go into the support cubby or folder for that area of “life.” If it doesn’t need to be saved, then it can go into the trash can. The actions will be noted on your Context-Based Next Action List or in another appropriate area of your Command Central. During your Weekly Review, you would be reviewing each area on a regular basis so that it’s not forgotten.
I hope that helps!
PS We’d love to share more with you about our program! Follow this link to register for a free webinar, http://www.LearnDoBecome.com/STEP.