5 scopes of management in personal productivity

Task Management (including Projects and Goals Management) – consider financial management as a project inside this.

Time Management (events to attend, meetings)

Notes Management / Ideas, PKM (Personal Knowledge Management) / Minutes / Journaling (including physical notes).

Files Management (including physical resources), Document management.

Communication – Email Management, People/Contacts Management

What are the apps you use for each scope?

Superhuman – The fastest E-Mail Experience

  • Fastest – 100ms to complete an action
  • Simple, Minimal Look with Gmail Shortcuts
  • Read Receipts
  • Quick calendar peek, Access to calendar events, RSVP
  • Social profile of the sender
  • Automated Zoom, and Google Meet integration
  • Multi-platform
  • Split Inbox, easy Command Pallette (even in mobile version), and many more…

Superhuman is invite-only. If you need an invite, fill out the following form and bypass the waiting queue. ( * NO affiliate, only referral. )

4-Step Instructions (memos)

  • No instructions should have more than 4 steps.
    • If it has many steps (to follow), find the significant 4 that keep the other actions in alignment.
  • Give “enough” freedom to the team to develop their own ideas to improve the process while preserving the “four steps” that keep the standard and outcomes in line and prevent things from going wrong or bad.
P.S. 4 Steps to write an efficient memo
(1) Write/draft your instructions as action-steps, 
(2) Rewrite them for utmost clarity and simplicity, 
(3) Rephrase the sentences to make every step unambiguous and connected (adopt 3rd person's view or ask for feedback, if needed), and 
(4) Repeat steps (2) and (3) until you make the instructions as short as possible.

Avoid assumptions.

Always ask follow-up questions to understand better and clearly. It is better to look like an unwit (in the eyes of others, for a period of time) than construct your understanding based on false assumptions and fail badly later.

P.S. Be naive to everything you hear.

Effective Meeting = 3 things, exactly 3 times, in 3 different ways

Whether it is a team meeting or one-to-one. List all the things you wanted to share arrange them (move small items as a sub-task to primary agenda item), then order them priority-wise, and now share only the first three things in that meeting. Repeat them thrice in three different ways.

Benefits

  • Reduces ambiguity on instructions or ideas shared.
  • High signal-to-noise ratio in your meetings.
  • Saves everyone’s time

P.S. Remaining things on the list may wait for the next meeting.