The Power of Personal Organization Systems

This week, why it’s important to know what kind of person you are. 

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Script | 350

Hello, and welcome to episode 350 of the Your Time, Your Way Podcast. A podcast to answer all your questions about productivity, time management, self-development and goal planning. My name is Carl Pullein, and I am your host of this show.

WOW! 350 episodes. I never thought this podcast would still be going strong after six years. Thank you to all of you for following me and this podcast and to everyone who has sent in questions. Please keep them coming in—they are the fuel of this podcast. 

So, back to this episode. 

One way to destroy your efforts to become better organised and more productive is to fight against yourself. This can manifest itself when you are a deadline-driven person trying to be a carefully planned out person. 

Let me give you an example: if you struggle to find the motivation to begin a project because the deadline is six months away, yet you pressure yourself to start now. You’ll likely find yourself losing interest and giving up after a few weeks. 

Then you beat yourself up. 

But, perhaps you’re not doing anything wrong; you’re just trying to do something you are not wired to do. 

That’s why it’s important to know what kind of person you are and to figure and what works and what doesn’t.

Okay, before we go further, let me hand you over to the Mystery Podcast Voice for this week’s question. 

This week’s question comes from Matthew. Matthew asks, Hi Carl, What do you recommend to someone who finds it difficult to get motivated unless there the deadline is right on top of them?

Ho Matthew. Thank you for your question. 

I’ve witnessed something like this very close to home. 

My wife struggles to start work on a project or a task until the deadline is right in front of her. She then pulls out all the stops pulling all nighters if necessary. Yet, she always meets her deadlines. 

In the twenty + years I’ve known her, I cannot recall a time she missed a deadline. Ever. 

My mother, on the other-hand is the complete opposite. She will begin getting her holiday items together sever months before she travels. I know, when we travel to visit my family over the Christmas holidays, he will be wanting to plan her next trip to Korea with me. Six months before she’s likely to travel. She even gets her suitcase ready.

It would be fruitless to encourage my wife to be more like my mother or vice versa. 

My mother hates stress—it gives her a headache. My wife doesn’t see the point in over preparing. 

Yet, we shouldn’t be looking at the methods, instead look at the results. Neither my wife nor my mother miss deadlines. They have different approaches, but still achieve the same results. 

Some of my coaching clients wake up very early 4:30 - 5:30 am and like to plan their day before they finish their morning routines end. Others find it more beneficial to plan the day the evening before. Yet, as long as you begin your day with a clear idea of what needs to be accomplished that day, does it really matter when you do your daily planning? 

I recommend if you are an early bird, do your planning in the morning. If you are more of a night owl, do it the evening before. What matters is you plan the day. The benefits of having a clear idea of what you want to get accomplished that day, far outweighs the timing of your planning. 

I have clients who see Ali Abdaal’s productivity recommendations and wonder how he gets any work done with so many tools being used to organise something as simple as what to do and when. Yet, I have other clients who love using the tools Ali recommends.

There’s no right or wrong way to do this as long as you are getting the results you want. 

In your case, Matthew, the productivity tool that you should master is your calendar. If you are motivated by deadlines, you will need to be very clear about when you deadlines are. Having your deadlines on your calendar in the all-day section and in a colour you cannot fail to see will ensure you know when your deadlines are.

All my project deadlines are in my calendar in red. These are hard deadlines and when I am planning my week, all I need to do is look ahead two or three weeks to see what’s coming up. 

You may also find it helpful to have a Master Projects list in your notes app so when you are planning the week you have a central place where all the information you need is. On your Master Projects list you can have the deadlines, and what needs to happen next. That way you can judge how much work is still required to meet your deadline. 

That’s something I’ve learned from my wife. While on the surface she looks a disorganised mess, underneath that disguise is someone who’s looking at the calendar on her phone every evening to see what’s coming up over the next few days. 

Last Monday, while we were sitting on the sofa, my wife reminded me that Louis had a grooming appointment on Thursday and she wanted to check I was sill okay to take him. 

And there I was thinking she was scrolling social media, yet, she was looking at her calendar for the week to see if she needed to to do something. 

Did she need to know about that last week? No. 

I did, though. My system’s different from hers. Yet both our systems produced the same result. Louis arrived for his grooming appointment on time. 

However despite having very different methods for getting our work done, there are some principles that will never change. Writing your commitments down somewhere you trust is critical. 

While my wife does not use any kind of task manager, she does use, and trusts, her calendar. And I’ve seen this with many other people who don’t use a task manager—they still use something they trust. 

A former boss of mine, would have his secretary print out his Outlook calendar for the week each Monday morning. He would then fold that calendar up into his pocket diary. 

Throughout the week, he would add to-dos and appointments to that printed calendar as required and on Friday afternoon update his Outlook calendar so the up-to-date version would be ready for him the following Monday morning. 

Again, he never forgot anything as far as I could tell. It was an unorthodox system, but it worked. 

This is why it can be dangerous to copy other people’s systems. They are not you. 

Earlier, I published my latest Todoist setup on YouTube. I do this twice a year, and I suspect I do it more for me than for anyone else. I have been doing this since around 2019, so now I have five years of set-ups I can refer back to and see my evolution.

The biggest change came in May 2020 when I launched the Time Sector System. That was a result of struggling to make Getting Things Done work for me in the digital age. I remember walking to the gym one day and being hit be a sudden realisation that really the only thing that mattered was “when” I would do a task, not what I needed to do. 

It doesn’t matter how much you have to do if you don’t have time to do it. What matters is what you do when you do have time. 

This realisation solved so many struggles for me. It caused me to limit the number of meetings I was available for each week, and if I could not restrict my meetings, then I had to restrict the number of tasks I was trying to do. 

Perhaps I am more aware of the limits time imposes on us than others, or others knew all this before I became aware of it. Either way, it helped me to begin working to my strengths rather than fighting against them. 

This also applies to when you are at your most focused. Most people will find they are at their most focused in the mornings but not everyone is. 

Some people will find they are at their best in the evenings. This is one reason why flexible working times work for some and not for others. 

If you are more a night owl, working for a company that allows you to work to your own schedule will help you thrive. Working for a company that keeps strict 9 till 5 hours will create all sorts of difficulties for you.

Doist, the parent company of Todoist, works flexible hours. Because they are a 100% remote company, their team is spread throughout the world. They have people on the west coast of America, and people here in Korea. That’s a seventeen hour time difference. Insisting everyone worked a 9 till 5 day would not work. 

Doist has an unenviable staff turnover level. I believe over the last ten years only four or five people have left the company. That’s incredible for a company that employs over one hundred people. 

I’ve discovered more on this with my pen and paper experiment this year—well, it began as an experiment. It’s hard to call it an experiment now. 

Returning to pen and paper has helped me to rediscover the art of thinking and the importance of slowing down from time to time. 

Digital tools are great, they make storing and finding documents easy. They all help manage quick notes and ideas. Paper, though is different, there’s no batteries and if you grab an A4 pad of paper, and a Bic ball pen, and disappear to a cafe, you could spend all day there and never have to worry about recharging your device. That bit ball pen will draw a 3 kilometre (about 2 miles) line before it runs out. And of course, there’s no notifications or beeps and buzzes. 

Yet, pen and paper doesn’t work for everyone. There’s a lot of people who do love them, there’s also a lot of people who hate them. And that’s fine. 

So, Matthew, look at how you prefer to work. If you need deadlines to motivate you, the only thing that matters is you meet your deadlines. If that causes you to have to work later than you want to, perhaps you could create a false deadline. You could say this piece of work must be finished tomorrow by 5PM so I can hand it in the next day. 

False deadlines are great. I generally have most of my projects finish at the end of the month, so my “fake” end of the month is the 25th. This gives me around a week before the real deadline hits and ensures I am not scrambling to finish things late into the night. 

I hope that has helped. Thank you for your question, Matthew. And thank you to you too for listening. It just remains for me now to wish you all a very very productive week.