Productivity Hub
Getting Things Done (GTD): What It Is and How to Do It
Always racing against the clock to meet deadlines, only to see your task list getting longer. Endless meetings, countless emails, and unexpected events constantly interrupt your flow. Have you ever felt like you've never truly enjoyed the feeling of a clear mind and complete relaxation, instead constantly overwhelmed by a mountain of to-dos? If your answer is yes, then GTD (Getting Things Done) might be just what you need. It helps clear your mind—moving your to-dos out of your head and into an external task list, so you can focus on what truly matters. Let's first understand what GTD is. What is Getting Things Done (GTD)? The Core Concept of GTD GTD stands for Getting Things Done, which is an effective time management and task management method proposed by productivity expert David Allen. The core idea of GTD is to capture all tasks and ideas from your mind and store them in a reliable external system. This helps people organize tasks more clearly, focus on current work, reduce stress, and improve efficiency in both work and life. By doing this, you always know what to do next, freeing your mind from the burden of occasional thoughts or remembering unfinished tasks. It's like setting an alarm for yourself — you don't need to worry about oversleeping because the alarm will go off on time the next morning. 5 Steps to Getting Things Done (GTD) Method GTD comprises five core steps forming a closed-loop system to ensure all tasks and information are appropriately handled without being overlooked. Capture Transfer all unfinished tasks from your mind to an external collection tool, such as a notebook, mobile app, or computer software. Clarify Transform collected vague tasks and information into clear and actionable steps. Organize Arrange and prioritize processed tasks and projects into specific categories and folders, and organize your schedule accordingly. Reflect Regularly review and update your task and project lists to ensure all tasks and projects are under control. Engage Focus on completing current tasks according to the organization and planning you’ve done earlier. Advantages of GTD The GTD methodology proves effective due to its foundation on several crucial principles: Liberating the Mind The brain excels at thinking rather than remembering. Attempting to retain every task can induce stress and anxiety. Hence, a reliable external memory system (referred to as an "external brain") to manage all commitments, both external and internal, relieves the mind from the burden of recall and processing. This freedom facilitates clearer thinking and decision-making. Clear and Specific Task Management GTD underscores the importance of breaking tasks and projects into precise, actionable steps. By adopting this approach, each task becomes more distinct and manageable, averting procrastination and stress stemming from overly complex or ambiguous tasks. Systematic and Orderly Approach GTD offers a systematic process that brings structure to task management. Each step is purposefully designed with a clear method, ensuring the prompt and appropriate handling of all tasks. 🔔 Note: The traditional GTD system places significant demands on users and necessitates substantial effort to become proficient. If your task load is not overwhelming, a basic to-do list might be adequate. Consider adopting GTD if you: Find yourself managing more than 10 tasks daily and are concerned about forgetting details. Juggle multiple roles in both work and life, simultaneously handling numerous projects. Operate in a fast-paced environment with dense workflows, involving coordination with numerous contacts and managing large volumes of information. GTD Guide: 5 Steps to Better Time Management 1. Capture The key to achieving a "mind like water" lies in thorough capture! Ensure your mind is clear so you can fully trust your GTD system, ultimately freeing your mind for more creative endeavors. Thus, if you're starting from scratch, begin by conducting a mental scan in a quiet environment, listing out all tasks and ideas to add them to your inbox. In addition to comprehensiveness, another crucial aspect of capture is immediacy: record new tasks or ideas as they arise to prevent overlooking or backlog. So, if you're already in the GTD process, swiftly capture any thoughts using TickTick's powerful inbox features. 2. Clarify After a day filled with various activities, it's likely that your inbox has accumulated a range of thoughts, facts, and commitments. Now, it's time to clarify your information and convert it into actionable tasks. To begin, refine the original task details to ensure clarity during engagement: specify when, with whom, and precisely what needs to be done. For instance, transform "call Jack" into "Friday, 8 p.m., call Jack to discuss data analysis report format requirements". 🔔 Note: TickTick facilitates automatic time recognition, simply input the time when naming tasks. For tasks requiring multiple reminders or repeated execution, you can set them to recur when you set the task time. For relatively complex tasks, utilize "subtasks" to break them down into specific actions and set their dates and times. For highly intricate tasks involving more than five steps, consider converting them into projects by creating a separate new list. Examples include obtaining a driver's license or home renovation. Additionally, if needed, you can further refine each task to include sufficient information: Any relevant details, such as important points to note, current stages, obstacles, and solutions, can be recorded in the task details to serve as reminders. If you have dozens of tasks to handle each day, it's advisable to set priority labels to quickly focus on high-priority tasks amidst a sea of tasks. TickTick offers priority settings that allow you to categorize tasks as high priority, medium priority, low priority, or no priority based on their importance. 3. Organize Setting Up Your GTD System After clarifying and adding details to your tasks, move them out of your inbox and into the appropriate lists. If you haven't set up your lists yet, refer to the GTD system to organize them: The core of the GTD system includes Inbox, Next Actions, Waiting For, Projects, and Someday. We recommend adding Projects as a folder, allowing you to create specific project lists under it, such as "Getting a Driver's License" or "Home Renovation." Emptying Your Inbox Next, open your inbox and evaluate each task individually, making the appropriate decisions: Can it be completed within 2 minutes? If so, take care of it immediately. If not, proceed to the next assessment. Delegate or handle it yourself? Assign tasks that can be delegated to others and move them to the "Waiting" list. Tasks requiring your attention should proceed to the next assessment. Does it have a specific deadline? If yes, establish a due date and transfer it to the "Next Actions" list. If it's pending, move the task to the "Someday" list. Once all tasks have been clarified, your inbox will be empty, and everything will be categorized accordingly. 4. Reflect Regularly reflecting on your lists is the key to success. It helps ensure you don't forget any items you've added, preventing important tasks from slipping through the cracks. It also reminds you to delete tasks that no longer need to be on your lists, reducing the stress of an overwhelming number of tasks. You can perform reflections twice a day, once in the morning and once in the evening. During these reflections, check the status of each list, mark completed tasks, reschedule overdue tasks, and mark tasks you're abandoning as "canceled" or move them to the trash. Additionally, review the "Inbox" and "Someday" lists to adjust your plans based on any changes. This keeps your mind clear and ready to tackle each day. 5. Engage Once everything is organized, your tasks for the day are readily accessible in the "Today" smart list. Customize grouping and sorting options to prioritize handling either important and urgent tasks or those scheduled at specific times. Lastly, to enhance efficiency, utilize the built-in Pomodoro Timer to implement the Pomodoro Technique, aiding in maintaining focus on the current task. GTD is a time management method worth trying. You may not achieve perfection in its implementation, but I believe you'll benefit from the process. Whether it's prioritizing tasks or breaking down complex projects, you'll gain valuable insights and may even internalize them as instincts. So, why not give it a try now?
The Pomodoro Technique: What, Why, and How
What is the Pomodoro Technique? The Pomodoro Technique is a time management strategy that helps you stay focused and boost productivity. Developed by Francesco Cirillo in 1992, the technique divides your work into 25-minute intervals, each called a Pomodoro. After each Pomodoro, take a short 5-minute break. Here are the 6 steps of the Pomodoro Technique: Choose a task to focus on. Set a timer for 25 minutes and focus solely on your task until it rings. Take a 5-minute break—make a cup of coffee, stretch, and relax your eyes. Repeat steps 2 and 3 for a total of 4 rounds. Take a longer break. Repeat steps 1 to 5 as needed. Cirillo's innovative approach emphasizes the balance between concentrated work periods and regular breaks. This method not only improves concentration but also helps maintain productivity throughout the day by preventing burnout. By consistently applying these intervals, individuals can manage their time more efficiently and develop a better understanding of their work patterns. 🤔️ Consider incorporating the Pomodoro Technique if you: Engage in long work sessions and seek to enhance your focus. Manage ADHD and tend to be easily distracted. Often become deeply engrossed in tasks and aim to avoid fatigue and burnout. Strive to optimize time allocation and utilization. Why is the Pomodoro Technique effective? While it sounds effective, you might wonder why the Pomodoro Technique can boost productivity: Improving Focus for Maximum Efficiency Psychological studies show that people's attention and focus decline over time during continuous work. To counteract this, regular breaks are necessary to allow the brain to rest and recover, thus restoring its capacity for sustained focus. The Pomodoro Technique addresses this by dividing work time into short, focused intervals, typically 25 minutes each, called "Pomodoros." After each Pomodoro, a brief 5-minute break is taken. This method helps maintain concentration and prevents mental fatigue, ultimately boosting productivity. By integrating structured intervals of work and rest, the Pomodoro Technique leverages the brain's need for periodic recovery, enhancing attention and maximizing efficiency in task completion. Promoting Healthy Work-Life Balance The Pomodoro Technique helps maintain a healthy work-life balance by incorporating regular breaks into your workday. Each 25-minute Pomodoro session is followed by a 5-minute break, preventing overexertion and fostering a more sustainable work rhythm. By reducing mental fatigue and enhancing productivity, the Pomodoro Technique supports overall well-being and makes it easier to sustain high performance without compromising mental health. Optimizing Time Management Tracking and analyzing your focus flow and time expenditure are essential for effective time management. By carefully monitoring how you spend your time, you gain valuable insights into your daily workload. This helps you become more aware of how to optimize your time efficiently, ensuring tasks are completed with greater productivity and focus. Boosting Motivation with Positive Feedback Using a Pomodoro timer provides immediate positive feedback. Each completed Pomodoro not only adds to your progress but also gives you a sense of accomplishment. This positive reinforcement helps counteract negative emotions associated with work and significantly boosts your motivation, making it easier to stay productive and focused. How to Use the Pomodoro Technique? The Pomodoro Technique is not just about alternating between focus and rest. The complete process involves four essential steps: planning, executing, tracking, and analyzing. The Pomodoro timer in TickTick helps you track your focused work sessions. Set your timer, work for 25 minutes, and take a 5-minute break. Monitor your productivity and adjust your work schedule based on your performance. Planning Planning involves two key steps: scheduling and estimation. Start by listing all your tasks, and scheduling them for the day marks the initial stage of preparation. Once scheduled, assign an estimated number of pomodoros to each task. 📌 Tips: Break down complex tasks that take more than 7 Pomodoros into multiple subtasks. Combine trivial tasks that take less than one Pomodoro into one task. Executing Before you start the Pomodoro timer, here are some simple tips: Can I pause the Pomodoro timer? Pausing can cause interruptions, making it ten times harder to resume. Therefore, it is generally recommended to complete a Pomodoro in one go. Only pause in emergencies. Can I switch tasks within a Pomodoro? Yes, but frequently switching between tasks may not be a good way to maintain focus. Ideally, doing one thing in a Pomodoro can improve concentration. How to avoid distractions during a Pomodoro? Unexpected things often suddenly appear, distracting us and making it hard to focus on the task at hand. For example, various external distractions in the office, like phone calls or colleagues' coffee invitations... To avoid this, White Noise and Full-Screen mode might be something you can try—accompanied by rain sounds or flowing water sounds, keeping your timer ticking in full screen helps you enter the flow faster. What if I complete a task before the Pomodoro ends? What the author of Pomodoro Technique Illustrated suggested is "overlearning". That is, if there is extra time in a Pomodoro, go back to the completed task to see if there is anything that can be improved. What if the 25-minute Pomodoro time is too long or too short for you? Some people can stay focused for a long time, while others need more frequent breaks to maintain their attention levels. If the 25-minute Pomodoro interval is too long or too short for you, you can adjust the length to find the work rhythm that suits you best. PS: When increasing the Pomodoro time length, you can correspondingly increase the break time to ensure you have enough time to relax and recharge. The Pomodoro Technique is a flexible work method, and we encourage you to adjust and modify it according to your needs. Tracking For athletes and professional gamers, data tracking is as essential as having three meals a day. Without it, you won't know where you went wrong or what needs improvement. Therefore, remember to regularly evaluate your completed Pomodoros and consider how you can improve next time. Instead of manually calculating all the numbers, TickTick Focus Statistics provides comprehensive insights, including time spent on individual tasks, daily focus records, and weekly/monthly trends in Pomodoro performance. 📌 To better track your data, here are some tips: Associate tasks / habits for precise time tracking Before starting focus, you can choose to associate a task or habit with this Pomodoro to generate precise focus statistics. Use "Focus Timer" Unlike one-time tasks like "writing a market analysis report", for projects requiring long-term focus like exercise or reading, you can set up a "Focus Timer" for better data tracking. Analyzing Last but not least, analyze the data you’ve collected and optimize the Pomodoro process for next time. With all the in-depth data that TickTick Focus provides, some key information needs special attention: The gap between estimated time and actual time on each task Based on the difference between the estimated time and the actual time expenditure on a task, you can gain a fair understanding and make a better estimation next time. The number of interruptions and specific contents According to the number and contents of interruptions, summarize what usually distracts you from being focused, and think about how to avoid similar situations in the future. Distribution of your daily focused hours From this perspective, you can find out your most productive time of the day to suit your workflow best. Fun Facts Francesco Cirillo, the author who proposed the Pomodoro Technique, has also found some fun facts: The ideal Pomodoro time is from 20 to 35 minutes, preferably less than 40 minutes. The Pomodoro Technique can make people more sensitive to time. Some who have used Pomodoro for a while reported that they could accurately determine whether a Pomo has passed halfway. Two types of people are prone to anxiety when using Pomodoro: One is those who procrastinate a lot, and the others are perfectionists. For procrastinators to better execute Pomodoro Technique, the first goal is to complete the first 25-minute Pomodoro without interruption; for those perfectionists, TickTick wants to tell you that starting to do is more important than doing well. Time to reap your first Pomo!
Mastering Time Blocking: Enhance Your Productivity
Do you often find it hard to finish your daily tasks within an 8-hour workday? Do you end up sacrificing your personal time to get things done? How can we better manage our schedule, make time for rest and self-improvement, and balance work and life while actually getting things done? Time Blocking can help by dividing your day into focused time blocks for each task, minimizing distractions and boosting productivity. What is Time Blocking? Time blocking is an efficient time management method that divides the day into several fixed time slots, each dedicated to specific tasks or activities. This method emphasizes focusing on one task within a time block, avoiding the inefficiencies and distractions of multitasking. By doing so, you can effectively manage your time and enhance productivity. As early as the 18th century, efficiency experts like Benjamin Franklin were already using similar methods for time management. In modern times, time management experts such as Cal Newport have highlighted the effectiveness of this method in his book "Deep Work." Deep Work refers to eliminating distractions and focusing intensely on complex cognitive tasks to achieve significant and valuable outcomes. According to the Time Blocking method, by scheduling specific time slots for each task and prioritizing important activities, you can fully immerse yourself in the current task. For example, you won't need to check your phone or decide how to respond to emails or social media notifications as they arrive, which would interrupt your focus. Instead, you can concentrate on responding during designated times set aside each day. 🤔️ Who should try time blocking? Struggle with multitasking Want to enhance focus on individual tasks and minimize interruptions Seek deliberate allocation of time and energy How Time Blocking works? Time Blocking works by dividing your day into specific, dedicated time slots for each task or activity. Here’s how it helps: Facilitates Deep Work and Boosts Productivity Research indicates that frequent task switching significantly reduces productivity. Time Blocking effectively mitigates this issue by assigning dedicated time slots to specific tasks. By concentrating solely on one task during each designated block, you minimize the efficiency loss caused by task-switching. This focused approach allows for undivided attention and deep thinking, resulting in higher-quality work. Reduces Decision Fatigue and Improves Execution Efficiency Spontaneous decision-making can lead to disorganized planning, while repeatedly deciding on the next steps can cause decision fatigue. Time Blocking mitigates these challenges by pre-planning each task's dedicated time block. This approach minimizes unnecessary decision-making and enhances the efficiency of task execution. Enhances Time Management and Utilization Clear time allocation enables better estimation of task durations, preventing overcommitment and maximizing productivity. By prioritizing important tasks and avoiding distractions, you can utilize your limited time more effectively. This structured approach ensures that work tasks are completed efficiently, allowing you to progress towards your main goals more swiftly. A step-by-step guide to start Time Blocking with TickTick TickTick is a powerful task management tool. The combination of tasks and calendars can help you easily practice Time Blocking. Here are some tips for practicing Time Blocking with TickTick: 1. Create Your Lists Create your task lists in TickTick, covering as many areas as possible, including work, personal, family, etc. Then, add all the tasks to the corresponding lists, including meetings, gatherings with friends, doctor's appointments, and more. 2. Prioritize Once your lists are complete, you need to carefully review them and prioritize tasks based on their importance and urgency, for preliminary classification and sorting. 3. Assign Time Blocks Next, allocate time blocks to different tasks using TickTick's Calendar View. Go to the top right corner ..., then click Arrange Tasks. The Arrange Tasks feature helps you easily allocate time. You can drag unassigned tasks from the Arrange Tasks area to the calendar to quickly assign time to tasks. But before this, recall when you are most efficient during the day, so you can schedule the most energy-consuming tasks during your most productive times. At the same time, you need to consider the importance and urgency of tasks and prioritize important and urgent tasks. 🔔 Tip: To differentiate your task priorities, click on the top right ... -> View Options -> Color of the Task Blocks, and choose to display task blocks in the calendar by Priority. TickTick's Calendar View offers various view options, including Day View, Week View, and Multi-Day View, which with timelines. You can choose the appropriate view to schedule each day's time blocks. For example, to make a weekly plan, choose the Week View; to make a ten-day plan, choose the Ten-day View. 🔔 Tip: For tasks with time scheduled, set the task time when adding the task, such as scheduled meetings or confirmed medical appointments, to ensure these tasks already occupy time blocks and avoid adjustments later. 4. Review and Adjust Set a fixed time daily / weekly to review your lists. You can mark completed tasks as Done, mark progress for unfinished tasks, and label abandoned tasks as Won't Do. Then use the Summary feature to quickly review your task completion over time and reflect on the allocation and effectiveness of time blocks. Based on the review results, adjust future time block arrangements, continuously optimize time management strategies, and ensure more reasonable and efficient time block allocation. Common Pitfalls of Time Blocking Although Time Blocking is an effective time management method, some common pitfalls can affect its effectiveness. Being Too Strict Over-scheduling every minute can lead to an inability to adapt to unexpected events and increase stress. It is recommended to leave some flexible time, reminding yourself to maintain adequate flexibility to handle unforeseen situations. Ignoring Breaks Not allowing time for rest and relaxation can lead to fatigue and reduced efficiency. When scheduling time blocks, ensure there is enough time for breaks and relaxation to maintain high efficiency and a healthy work state. Underestimating Task Time Misestimating the time needed for tasks can lead to chaotic scheduling and delays. When planning initially, consider adding buffer time to tasks to handle potential delays. Effectively using Time Blocking can help you manage your day, focus your attention on important tasks, and achieve high efficiency through deep work. Begin implementing it gradually today, and you'll soon master Time Blocking.
Conquer Procrastination with Eat That Frog Method
Procrastination is a common challenge, and many of us find ourselves spending time on unimportant tasks to avoid dealing with bigger ones. We all know the frustration of having to-do lists that grow longer without ever getting fully completed. It's like signing up for a gym membership but never going. But procrastination doesn't always hinder success—high achievers are often strategic about it. They prioritize the most critical tasks first. This approach is known as Eat That Frog in productivity methodology. What is Eat That Frog? The term Eat That Frog might sound peculiar, but it's a metaphor for tackling your most important (and often most difficult) task first thing in the morning. The term originates from Mark Twain's quote: If your job is to eat a frog, it's best to do it first thing in the morning. Simply put, it's about confronting your biggest task early in the day, before anything else, to overcome procrastination. Why Does Eating That Frog Work? Overcome Procrastination Prioritizing the most important task helps you tackle procrastination by reducing the mental strain of worrying about it. Instead of postponing critical work, you address it head-on, relieving the anxiety that comes with putting things off. Improve Focus Starting your day with the hardest task helps you stay focused on key priorities. By removing distractions early, you can maintain concentration for the rest of your day, boosting productivity. Increase Productivity Morning energy peaks are optimal for challenging tasks. By eating your frog first, you can maximize productivity for the rest of the day. The sense of accomplishment also keeps your momentum going. Accelerate Goal Achievement Eating the frog is a key principle of goal achievement. Tasks that align closely with your long-term objectives often provide the most significant returns, allowing you to make faster progress toward your goals. 21 Core Principles of "Eat That Frog" In his book Eat That Frog, Brian Tracy lays out 21 principles to help you tackle procrastination and reach your goals. Key strategies include: 1. Define your goals and write them down Lack of clarity is a major cause of procrastination. If you don't know what your goals are, you can't determine what to do next. 2. Plan Every Day in Advance Spending just a few minutes planning your day can help reduce wasted time and scattered energy throughout the entire day. 3. Apply the 80/20 rule Ensure that you prioritize the most important tasks, as these 20% of tasks/activities will yield 80% of the results. 4. Consider the Consequences Ask yourself: What are the consequences of doing or not doing this task? Consider the long-term impact to help make current decisions. 5. Practice strategic procrastination Ensure that you complete high-value, important tasks while delaying less urgent, low-value tasks. 6. Use the ABCDE Method The ABCDE method is a prioritization strategy that categorizes tasks from A to E to determine their importance. 7. Focus on Key Result Areas Ask yourself, "What are you hired to do? What should you deliver?" Stay on track to avoid deviations. 8. Work When You Work The best way to achieve work-life balance is to be fully engaged in work during work hours. 9. Be Fully Prepared Adequate preparation before starting work allows you to stay focused and increase efficiency. 10. Focus on One Task at a Time Concentrate on a single task and avoid distractions. 11. Enhance Your Skills Continuously learn and improve your abilities. The stronger your skills, the faster you can complete tasks. 12. Leverage Your Strengths Use your strengths and talents to tackle tasks more effectively. 13. Identify Obstacles Determine and eliminate barriers that hinder your progress. 14. Motivate Yourself Identify and utilize your motivations and incentives. 15. Maximize Your Energy Levels Complete the most important tasks during your peak energy periods. 16. Be an Optimist Approach work and life with a positive and optimistic attitude. 17. Control Technological Distractions Manage your use of technology to prevent it from diverting your attention. 18. Break Tasks into Smaller Parts Divide tasks into smaller, manageable steps for easier completion. 19. Schedule "Frog-Eating" Time Block out time in your calendar for completing important tasks. 20. Find Your Flow Identify and optimize your work process. 21. Complete Tasks Fully Don't quit halfway, see tasks through to completion. How to eat your frog? Eating the frog typically involves six steps: Clarify your goals and write them down. List the tasks needed to achieve your goals. Break down complex tasks into manageable subtasks. Prioritize all your tasks. Schedule your plan on a calendar. Complete one task fully before moving on to the next. Find the Frog The first step is to identify your frog. This means recognizing tasks with the highest value and requiring the most energy investment. According to the Eisenhower Matrix, tasks fall into four categories: urgent and important, urgent but not important, important but not urgent, neither important nor urgent. The "frogs" are tasks that are both urgent and important and should be marked as "high priority". Be cautious not to assign too many high priorities, as this can dilute their significance. Keeping the rules simple and strict ensures effective prioritization. 📌 Tip: In TickTick, when adding or editing tasks in your to-do list, prioritize using one of four levels: high, medium, low, or none. Identify your frog and assign it high priority for efficient organization! Make a Plan It's highly recommended to identify tomorrow's "frog" before wrapping up your workday. Start by reviewing the tasks on your "Today" list to plan for your "Tomorrow" list and pinpoint tomorrow's "frog". Then, close all browser windows except those related to tomorrow's "frog". This way, when you start your computer the next morning, it will be the first thing you see. Another helpful strategy is to schedule tasks in time blocks. Following Brian Tracy's advice in his book: organize your days around large blocks of time where you can focus on your most important tasks. Utilizing TickTick calendar to schedule tasks in various time slots can enhance your day planning and ensure you stay on top of all commitments. Keep your "frog" prominently displayed at the top of your calendar and use a bright color to mark it if needed. 📌 Tip: If your "frog" is too large to tackle at once or requires more than half a day, consider breaking it into smaller tasks. This approach makes starting easier. Aim to "eat a small frog" before lunch to boost positive emotions and maintain motivation for the rest of the day. Furthermore, the subtask feature in TickTick can be beneficial for breaking down complex tasks into more manageable parts and assigning multiple levels and priorities to them. Execute the plan When all is set, now is the prime moment to tackle your frog. Grab this guide and dive into today's task! 📌 Tip: To aid in digesting your frog, you might also consider: Employing the Pomodoro Technique with white noise. Practicing mindfulness to reach a state of flow.
What Are SMART Goals and How to Write: Examples Included
"The tragedy in life doesn't lie in not reaching your goal. The tragedy lies in having no goal to reach." Goals are a powerful driving force, but without a clear and systematic approach to setting them, we may find it difficult to achieve them. SMART Goals provides a proven framework that makes goal setting clearer and more attainable. Learn how to write SMART goals with clear steps and examples. Discover how to make your goals Specific, Measurable, Achievable, Relevant, and Time-Bound for better success. What Are SMART Goals? SMART Goals is a goal-setting framework that stands for Specific, Measurable, Achievable, Relevant, and Time-Bound. This method ensures that goals are clear, focused, and achievable. S - specific M - measurable A - achievable R - relevant T - time-bound Each step is essential for overall success. I'll explain them specifically in the following with some tips and examples of SMART Goals to help you understand them better. How to Write SMART Goals S - specific This simply means that a goal has to be clear and well-defined for more effective planning. Most of the time, one’s failure of reaching a goal can be largely attributed to the ambiguity of his/her objective. The more vague the goal is, the less clear our minds will be, and the less likely we will be goal-driven. Therefore, start by narrowing down an ambiguous statement and making it something more specific and that can be executed. Example: An ambiguous goal: “I want to be a social influencer.” A specific goal: “I want to be a social influencer with a not-so-big size of the audience in the make-up field on Youtube.” 📌 Tips: Use adjectives and adverbs to describe and define your idea. Ask yourself the classic 4W questions: what, why, who, and where. M - measurable A smart goal also has to be measurable, which means that some metrics are set beforehand and can be used to evaluate whether the goal is met and progresses along the way. Example: “I want to be a social influencer with a not-so-big size of audience in the make-up field on Youtube.” Define the promising result “a not-so-big size of the audience” and make it more specific with a number, e.g. 20k subscribers. 📌 Tips: You can also have multiple layers to indicate the outcome: When your subscribers reach 20k, that would be an A result. B=80%, C=60%, etc. Replace KPIs with OKRs to objectively measure results and work towards the goal. A = achievable An unrealistic goal is set usually because of the blind optimism we have on the ability of our future self, according to some psychological studies. We also tend to experience an instant adrenaline rush when a goal we’ve set is ambitious because it seems exciting enough even just thinking about the time the goal is met and our beautiful future life after that. This is what makes setting an achievable goal not easy as being said. 📌 Tips: Apply a 30% discount to your expected results when setting a goal. Visualize the process of doing something instead of the outcomes. Do some research and take more inside and outside factors into account. For example, if you want to be a make-up YouTuber in the example, ask yourself at least those questions: “Do I have enough time to do that?” “Do I have enough make-up skills?” “How will I learn video shooting and editing?” “What is my special style compared with other competitors?” “Will there be any costs?” R = relevant This metric suggests you consider your goal from a broader perspective. Does the goal align with your life purpose or other long-term pursuits? Will the accomplishment of it be a stepping stone for you to achieve bigger goals in the future? Is it the right time to do that now? What will I gain and sacrifice and is it worth doing? Does it match your skill set? Example: Before you are determined to be a make-up YouTuber, you may need to consider whether it suits your situation. If you happen to quit a job recently with some savings and are good at make-up techniques, and developing a side business on social media is a long-time dream of yours, you may find this goal is relevant to yourself from many different angles. 📌 Tip: Consider opinions from people you trust as well, because they can sometimes provide you with more objective thoughts. T = time-bound Time-bounding your goal is the last but not the least. Why? Having a specific timeframe for your goal can increase your motivation. If there is no end date, most of us would be prone to procrastinate because we know something is still far away, which means the reward for it is also far away. Having a time-based goal can also help you prioritize tasks because you have a deadline to focus on and always know what to do next. This can increase your efficiency and thus the possibility of reaching your goal. Example: Think about what you can do tomorrow, one month from now, and within a year. Sketch a roadmap with a clear timeline of what you do to become a make-up YouTuber with 20k fans. On the roadmap, there should be different stages, within which tasks are scheduled to be checked off one by one. 📌 Tips: Always time-bound your tasks, every little one. You can learn more about the Time Blocking method (the most popular time management skill used by Bill Gates)! Use a simple calendar and to-do list app to manage tasks and make schedules. Let TickTick help! Why SMART Goals Matter Optimizing Resource Allocation The more specific the goal is, the more we will be able to notice the resources that help us get to it or things associated with it. This is because it has been brought to your attention and thus stimulates the “Reticular Activating System” (RAS) in our brain.This helps us better plan and allocate resources, thus improving work efficiency. Enhancing Motivation and Engagement Being able to see the milestones that indicate our progress along the way contributes to the final success. It also shapes our behavior and keeps us on track. Those stepping stones are also strong motivators that will keep us in good momentum. Increasing Sense of Direction Keeping a relevant goal involves our core values since we have to analyze our strengths and weaknesses to go with it, which helps guide our work direction and decision-making. We also need to ensure it’s relevant to our life purposes. Therefore, it can increase our self-understanding and help us achieve it. Step-by-Step Guide to Writing SMART Goals To effectively implement the SMART Goals method, follow these steps using TickTick: Step 1: Clarify Goals First, clarify the goals you need to achieve and create a new list in TickTick for each main goal. This helps you distinguish between different goals and organize tasks for each one. For example: "Lose 10KG," "Improve Spanish proficiency," etc. Step 2: Set Specific Tasks (Specific) Set specific tasks for your projects, ensuring that each task clearly describes the specific action to be completed. For example, if your goal is "Lose 10KG," you can add specific tasks like "Exercise 4 times a week." Step 3: Add Measurable Standards (Measurable) To ensure your tasks are measurable, you need to set quantifiable indicators for each task to track progress. In TickTick, you can use subtasks or set task completion percentages to track specific indicators. For example, "Exercise 4 times a week" can be broken down into 4 more specific subtasks, such as "Swim for 1 hour," "Aerobic boxing for 1 hour," "Run 5KM," "Outdoor cycling for 1.5 hours." Alternatively, you can use our progress bar to track completion. For example, "Exercise 4 times a week" requires "Exercise for more than 90 minutes each time," and you can set the completion percentage when you mark it as done. Step 4: Ensure Tasks Are Achievable (Achievable) After adding tasks, you need to assess whether they are achievable. If tasks are too large or complex, break them down into smaller, more manageable parts. In TickTick, you can use the Subtask feature to break a large task into several small steps, ensuring each step is specific and achievable. As we did in the previous step, breaking down "Exercise 4 times a week" into 4 more specific subtasks. Step 5: Ensure Relevance (Relevant) Ensure that each of your tasks is closely related to your long-term goals or core values. Regularly review your TickTick lists and adjust or delete those lists or tasks that are no longer relevant. For example, the purpose of "Lose 10KG" is to achieve a healthier body, and excessive dieting might be harmful to your current health status, so we need to adjust the "Control Diet" part of the plan. Step 6: Set a Time Frame (Time-bound) You also need to set a clear deadline for your goals and create a detailed schedule, including key milestones. TickTick allows you to add due dates and reminders, helping you plan well, maintain a sense of urgency for tasks, and ensure they are completed on time. Step 7: Execute and Adjust Finally, you need to start executing according to the plan to continually move closer to your ultimate goal. PS: If necessary, adjust your goals and strategies in a timely manner based on actual progress. Final Words Understanding the basics of SMART Goals and the science behind the criteria, it's the right time to take these tips and set a smart goal NOW!
PDCA Cycle Explained: 4 Steps for Continuous Improvement
PDCA stands for Plan, Do, Check, and Act, also known as the PDSA or Deming Cycle. It is a problem-solving method used for the continuous learning and improvement of a process or product. Learn the 4 steps of the PDCA cycle (Plan-Do-Check-Act) for continuous improvement and how to integrate it with TickTick for better productivity. 4 Steps of the PDCA Cycle There are 4 basic steps in PDCA Cycle: Plan: identify a problem and possible solutions Do: execute the plan and test the solutions Check: evaluate the results and lessons learned Act: improve the plan/process for better solutions These four steps incorporate inductive-deductive interplay and have been a simple and scientific approach for problem-solving (process-improving). It follows the curve of how we acquire knowledge through constant reflection, standardization, and modification. Step-by-Step Breakdown The PDCA framework begins with a planning phase where a problem or a process to be improved is identified. This involves not only the goal setting and finding possible solutions, but also hypothesizing methods that can be used to reach the ultimate goal. Another thing that needs special attention is defining the success metrics. This means establishing a clear evaluation matrix in advance. Then, the solutions will be tested in the Do process. To detach the Do, there could be two steps: making the Do multiple To-Dos by splitting the task and defining them with a specific time, personnel, and steps, and collecting real-time data and feedback. Check includes analyzing the results and comparing them to the hypothesis in the Plan stage: how well the solution worked, how much the goal has been achieved, and whether the methods were proven feasible. If there are any unexpected issues, you may also need to find the causes and possible solutions. Note that there might be a forth and back between Do and check. The Act step closes the cycle, which involves adjustment on the initial goal or solutions and integration of all key learnings by the entire process, to standardize successful parts and avoid error recurrence. In a nutshell, the Act phase summarizes the current cycle and prepares for the next. However, the PDCA cycle doesn’t stop here. Instead, it can repeat from the beginning with a modified version of the Plan. There is no end to it and sustainability should be its main pitch. History of the PDCA Cycle Usually used interchangeably with "PDSA Cycle", "Deming Cycle", "Deming wheel", "Shewhart Cycle" etc, the PDCA model has indeed confronted some misunderstanding and confusion. It remains unexplained in most cases how PDCA became what it is today and what’s the difference between those mysterious terminologies and how they interact. According to Ronald D. Moen & Clifford L. Norman, its evolution could be summarized like the following: Shewhart cycle (1939): Specification - Production - Inspection. He brought up this method from the viewpoint of Quality Control. Deming Wheel (1950): Design the product - Make the product - Sell it - Test it. Deming built off the Shewhart cycle and emphasized the four steps should be rotated constantly to aim for the product quality. This has gained increasing popularity when Deming participated in the Japanese Union of Scientists and Engineers (JUSE). PDCA Cycle (the 1950s): Plan - Do - Check - Act. A Japanese executive reworked the Deming Wheel and translated it into the PDCA Cycle for problem-solving. PDCA emphasizes more on the establishment of standards during the process and the ongoing modification of those standards. Extended PDCA Cycle (1985): Plan - Do - Check - Act. Kaoru Ishikawa refined the PDCA model to include more steps in the Plan and Do steps: Identify the goals and methods to use; involve in training and education during implementation. PDSA Cycle (1985): Plan - Do - Study - Act. Deming claimed that the ownership of PDCA Cycle was never recognized by anyone and the word "check" was used incorrectly because it means "to hold back". Therefore, he replaced it with "study" to emphasize the importance of the continuous learning-improvement model. Benefits of PDCA Cycle Among all those other methods, why does the PDCA model shed some light in history, especially known for the "Japanese Quality" and is still widely used today? Some key benefits of it need to be valued. Continuous improvement and adaptability: PDCA methodology emphasizes minimizing errors and maximizing results. When applied to business development, e.g. a product’s iterations, it could ensure a developing path where the product is shaped better and better to the market and customers. It’s the same when it comes to personal growth. By consistently planning, doing, checking, and acting, you can refine your work methods, resulting in enhanced efficiency and improved outcomes. Learning curves and knowledge acquisition: PDCA framework follows a learning curve and enhances the learning-improvement process continually. This is the key factor defining PDCA as a scientific and methodical way to gain knowledge. Through continuous learning and improvement, your knowledge and abilities will steadily enhance. Fostering a growth mindset: PDCA model encourages a growth mindset. By consistently refining your work methods, you can boost your self-esteem, cultivate a sense of achievement, discover significance in both work and life, and avoid stagnation. Implementing the PDCA Cycle Integrating the PDCA (Plan-Do-Check-Act) cycle with TickTick can streamline your workflow and enhance productivity. Here’s how you can effectively use TickTick to implement the PDCA cycle: Plan Planning is the cornerstone of the cycle, laying the groundwork for subsequent actions. During this phase, establish your work objectives and task plans. Add tasks: Populate your task list with all the tasks you need to complete. Use the SMART principle and subtasks or checklists to break down complex tasks into manageable steps. For example, if your main task is "Write a market analysis report", subtasks could include "Gather market data", "Analyze market trends", "Write the report", etc. Set priority and deadline: Utilize TickTick's priority feature to rank tasks by importance. Then, assign deadlines to each task based on priority, ensuring a clear timeline for your plan. Do Simply execute tasks according to the plan in this step. Here are some helpful suggestions for maintaining focus: Set reminders: Ensure task completion by setting reminders for each item. Use the Pomodoro Technique: Use TickTick's Pomodoro timer for 25-minute work intervals followed by a 5-minute break, aiding in task concentration and distraction avoidance. Use the Eisenhower Matrix: With the Eisenhower Matrix, you can visually see the most important tasks of the day, ensuring a productive start by tackling the most crucial tasks first. Check Check task execution status and assess plan goal achievement. Ask yourself: What are the issues if execution falls short of expectations? What aspects can be maintained if execution is successful? Create a checklist: Establish a "Check" note list for review and replay. Record evaluation goals and results in this list. Record check results: Summarize task completion and data periodically in note comments, comparing actual outcomes with plan expectations. Utilize TickTick's markdown feature to document feedback and issues encountered during the check process. Act Based on the check results, summarize lessons learned and implement necessary improvements. Develop a new plan: Adjust plans based on check feedback. For instance, reduce daily task quantity if overestimating energy levels. Start the next cycle: Implement improvement measures in the next cycle for application and validation. The PDCA cycle is an invaluable tool for anyone seeking continuous improvement in both professional and personal contexts. By adopting this systematic approach to problem-solving, you can drive consistent growth and achieve measurable results. Use TickTick to seamlessly integrate the PDCA cycle into your daily workflow and start experiencing better productivity and efficiency today.
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