Oh shit, I forgot. Is this
something you see a lot? How do you feel when you give you word
to other people, but then forget about it. I know, I know you have so much
to do, and it's hard to remember everything. That's bullshit,
stop making excuses and get a system right now. Hi, my name is
Andre. And in this video I'll show you how to use to do is to
track and process all the ideas and things you have to do. More
importantly, I'll explain to you why it's absolutely critical
that you have a personal system in place, trust me, your life
will become easier as it gets more organized. And that's what
this tutorial is about. I'll guide you from a blank app to
running your everyday from a to do list. Good news, everything
you will learn in this video is using the free version only will
focus on the mobile app. But you can apply to principles on any
platform you prefer. And you'll get to see my drawing skills in
action. Now, before we get into the basics of to do lists, we
must first talk about why why do you need an app like to do is to
track everything you have to do or want to do? Well, obviously
so that you don't forget anymore. And that way you can
take full control of your life and your goals. Imagine this,
you would work writing an important email, suddenly, you
get a reminder that a team meeting starts right now. So you
rush into it. The meeting is going well. You come up with
some great ideas, organized lunch with a client draft a new
campaign, scheduled training for a new team. Good job, except
that you never noted down as soon as the meeting is over if
you want to go back and finish your important email. But your
colleague stops you for a chat. Hey, want to go for a beer one
day? Sure, why not? Let me check my calendar and get back to you.
Finally, you returned to your desk to continue working on is
the email You're so close to finishing this important task.
when the phone rings. Honey, can you buy eggs on your way home?
Oh, and don't forget to pay the bills today. Okay. These are
just a few things that can happen in a day, not to mention
your articles you thought off, lose weight, get a better credit
card, spend more time with kids clean up computer. Let's be
real. If you're trying to remember everything in your
head, you are going to forget you will never have to be with
your colleague. And all your great ideas will go to waste,
you will never take an action. And that's why you need a
personal system. Ever heard of GTD getting things done. The GTD
method rests on the idea of moving plan tasks and projects
out of the mind by recording them externally, and then
breaking them into actionable work items. This allows
attention to be focused on taking action on tasks instead
of recalling them. The first step of GTD is to capture
everything that has your attention into a system. Once
you have everything in the system, and you constantly
review it, you are not going to forget anything ever again. For
me the system is to do is I've been using it since September
2013. What I like about to do is that it has a very neat UI. The
synchronization works perfectly across devices, and the whole
company behind it seems like they know what they're doing.
Using to do is can put you from being reactive to being
proactive about your life. No more stress about forgetting
what you had to do. And the most important thing, keeping your
worth leads to trust, whether it's at work or in your personal
life. In a shirt woman, I'll show you how to get started with
to do it and build your personal productivity system in it. If
you liked this video so far, give it a thumbs up. And if you
have any questions, please let me know below in the comments. I
promise I'll answer everything. When you launch to boost for the
very first time, you'll get a bunch of tasks that serve as a
tutorial, because you'll get a better explanation in this
video. Let me quickly delete the tasks and projects. Oh good. Now we're starting from
scratch, no tasks and no projects. This is the default
view of to do list where you see the tasks that are due to date.
I'll explain to you later why it's the default view. And why
you shouldn't be spending most of your time here to do is
mainly a task list. So let's create our first task. To add a
task, simply tap the plus button. Type what you have to do
like create invoice under a task name, you see that it will be
scheduled for today. It will also go under your inbox which
I'll explain shortly at this point and we don't need to do
anything more. So confirm the task by tapping the arrow in the
bottom right corner. What are first to do is now on the list.
Let's create another task to pay the bills again for today. It's
a good practice to keep all your to dues in one list. Whether it's for work or
personal matters, your lead would be pretty boring. If you
only had to create an invoice and pay the bills. Let's quickly
add a bunch more tasks that we have to do today. Prepare
meeting agenda, organize meeting, write a script record
to do his app, edit the video, review Joe's presentation,
approve the budget, read a book, clean the room. All 11 tasks are
now sitting in our to do list app, all due today. Not
everything you do must be done today. Of course. In fact, the
key to not forgetting anything is to put everything into a
system like to do list where it's due today or in a year.
What we're going to do now is to add a few tasks for the future.
I would like to start planning a new project tomorrow. If you tap
on today, you'll get an option to set the due date for a new
task. We'll select Friday from the calendar view and confirm by
tabbing reschedule. And I just remember to visit my family this
weekend. I'll add this as a to do in the same way, this time
selecting Sunday from the calendar view. One great feature
about doing is smart dates, you can type the due date next your
task name without having to select the date from the
calendar view. Let me show you how it's done by creating the
same tasks again. Now using smart dates, if you type TMR to
do is will recognize it and set a task for tomorrow
automatically. For the family visit on Sunday, we can type su
n. And to do this we'll set the due date to the next Sunday.
When we scroll down to list the task we've just added are not
there. Remember that we're in the today view. So only two dues
due today are showing up here. If you remember, all to dues are
added to inbox by default. inbox serves as a staging area for all
your to dues before you decide to categorize them into a
project. There's also a view for inbox. Here, you can see all to
dues that are added to inbox regardless of their due date. By
default, it's sorted by the date the tasks were edit, so we can
see our new tasks at the bottom. The second more useful view is
the upcoming view. This is where you can see beyond today, and
the tasks are grouped based on their due date, you can simply
scroll down to see what you have planned for any date in the
future. As you've noticed, we have duplicate tasks, one we
created using the current date, and then using the smart date.
Let's get rid of one of the instances. First step the task
to see its details. Then select the three dots and pick delete
task and confirm it with Yes, the task is now gone. And it
will do the same for the family visit. Now that we know how to
add and delete tasks, I'll show you how to edit them. Let's go
back to today's view. Here we have a task which says organize
a meeting. But who is the meeting wit. The problem with
vague descriptions is that you forget what exactly you intended
to do. You may know now, but if you look at your to do in a week
or later, you will know the context. So we'll make it more
descriptive. This is a simple and straightforward think tap
the task to bring up the details and then tap the name. This
allows us to edit the title. So I'll just add that I want to
organize a meeting with designers confirmed a change
with the black arrow and it's done. It would be a very bad
system. If you couldn't change due date. We already have a lot
on our plate for today. And you want me to clean the room as
well. I don't think so. Let's reschedule it for this weekend.
type of task to get its details. And now select today. This will
bring up the calendar view where we can select a new due date
confirmed a change by pressing reschedule. As you can see, the
task disappeared from today's view as expected. One of the
most powerful ways how to be productive is to create habits,
things that we do on a regular basis until a point where they
become automatic, or second nature. The set these up
introduced we will create recurring tasks. A key habit
I've started doing recently for myself is to always start every
day with the most important task abbreviated as MIT. Let's add a
task introduced to start with MIT. When we're building a
habit. It's important that we practice this every day, not
just today. And I'm going to tell those that this task
repeats every day by simply typing every day. To do it
recognizes this as a smart recurring date, which is
indicated with the arrows. Another good practice is to
always reach inbox zero for your work emails. We want to do this
every work day which is another smart date that to do with gets. Once you get into a
weekend, this won't show up for you. Next habit I do every
morning is to write a journal. You don't even have to type
every day, just type EV day and to do is will recognize it as
well. For the final demonstration, I'll use my dance
practice, which I try to do at least every other day. Right now
we have 17 tasks in our app, and it's starting to get a bit
confusing. It's because of work related tasks and personal ones,
but there's no indication of it. We're going to fix this by using
projects. Projects basically grouped, reduce and allow you to
organize your tasks. When you open the menu in your app,
you'll see the option to add project. First, I'm going to add
Work Project and give it a blue color. Then I'll create a personal
project with a yellow color. One more project for my creative
work. And if you saw my toggle video, he noted I like to use
both red color for anything creative. We have all three
projects created, but there are no tasks in them. The reason for
that is that we created all the tasks initially for inbox, which
is sort of a special default project. What we need to do now
is move our tasks from inbox to these newly created projects.
Let's go back to today's view. To move a task into a project.
First tap it. Then you select the current project which is
inbox. This gives you the option to move the task to a different
project. For create invoice, we'll move it to work project.
Now you can see on the right side that the task belongs to a
work project. Next, I'll move paying the bills to a personal
project in the same way. Another way to move a task is to bring
up more options by tapping the three dots, and again selecting
to move to task. I'll categorize all remaining
tasks to their respective projects. I've started using
projects on there recently, and it brings more clarity into my
to do list. These days, I can have 30 plus tasks every day.
And it's a mess if they're not categorized. Sometimes I just
want to focus on my work to dues and if they're assigned to work
project, I can easily recognize them in my view. But if you have
a low number of tasks, you can do fine without using projects
at all. Now that we've added all tasks from today into projects,
we can see that under each project work project has six
tasks, personal five, and we have three creative tasks, we
can forget about a tasks that are due in future, they're still
assigned to inbox, I'll quickly add them to the right project.
You can of course, assign a task to a project right when you
create it. Let me show you. I'll add a new task to publish a
video tomorrow. Before you confirm the new task, tap on
inbox, which brings up the list of projects you can assign it to
this one is a creative task, confirm it, and when we switch
to the upcoming view, you can see it scheduled for tomorrow
and marked as creative. Even though all our tasks are now
categorized into projects. It's still 14 things we have to do
today. But what should be the first thing we need to work on.
This is where we need to start talking about prioritization. By
default, all the tasks are sorted according to the time
they were edit. But that doesn't mean we have to work on them in
the same order. Our goal is to work on the lists from the top
to the bottom, have the most important things on the top and
work your way down. We can prioritize the past by simply
reordering them. If you tap and hold the task, you can move it
around. approving the budget seems important, so let's move
it under create invoice. When I finished the two tasks on the
top, I'd like to review Joe's presentation next. These are all
the things I'll do once I get to work. But I want to start my day
writing the journal. So let's move it all the way up. Finally,
I'll move my dance practice a little bit higher. Another way
to prioritize your task is to use the four priority levels
that to do is gives you so far all the tasks were added as
priority four, which is the default one, I would say that
starting with the most important task is very important. I'll tap
a task. And here we look at the flag icon, which indicates the
priority. You can see four levels of priority. The greatest
one being the lowest, this is the default one as well. I'll
select the blue priority three, which automatically bumps the
task to the top of the list. Why? Because all our tasks are
paid for. I still want to write my journal The first thing in the morning,
so I'll change the priority for this task to p3 as well. If you
try to manually move priority for task above priority three to
do, it won't allow you to do that you can only reorder tasks
within the same priority. If I wanted to make create invoice
more important, I can market this P two. This gives it the
orange circle and moves it to the top because it's more
important than the blue p three tasks, and the great p four
tasks. Finally, now that we created all the tasks in our
list, it's time to do them. Unfortunately, the current
version of to do is doesn't support doing the work for you.
So you still have to do it on your own. But once you finish a
task, come back to the to do list and simply tap the circle.
This marks the task is complete, and it goes away from your list.
I'll complete a bunch of tasks because it's so satisfying to
get things done. Congratulations, you finished
the first part of the tutorial, learning the basics of to do
list. The app has more features in its free version, like
subtasks sections and boards. But honestly, I don't use them
at all. As you'll see in the second part of the tutorial.
This is all you need to manage your everyday for him to do. If you'd like this video so far,
please share it with your friends and colleagues who tend
to forget a lot and you let me know what helped you the most.
Now Welcome to the second part of the tutorial will show you
how to manage your everyday from the newest. This way you'll
never forget anything again and people will start to trust you.
Let's start by refreshing what I mentioned in the intro GTV. What
is GTD the GTD method rests on the idea of moving plan tasks
and projects out of the mind by recording them externally and
then breaking them into actionable work items is allows
attention to be focused on taking action on tasks instead
of recalling them. One of the main principles of GTD is that
we need to lock all our actual ideas into a system like Dewey's
immediately, as soon as we have them never delayed is because if
you try to remember what your head, you are going to forget
for sure to do is is a storage for your ideas, we should use
our brain to process the ideas and work on them to do is
basically tells you what to do. And your brain is there to
figure out how to do it and then do it. Once you have everything
in the system, you just have to be consistently using it. I'll
explain the daily process later. Just to demonstrate, remember,
in the intro, you wanted to grab a beer with your friend. If it's
just a thought that it would be nice if it happened, then
nothing's going to happen. Both of you will probably forget,
whenever you have a thought of doing something, put it into do
list right away. B or meeting with Chris. If you're in a rush,
just use a default setting today an inbox, you can categorize and
schedule it later. Another example, it's 8pm you're doing
the dishes and suddenly you have an idea for your team. You want
to discuss it with your boss. Don't be naive and think you
will remember it tomorrow. Just put it in your system
immediately. If you want to make things easier, you can
categorize the task right away. And let's also look for a gym
and sign up. We always wanted to get fit and lose some weight.
Now, it's not just a dream. It's an actual task that lives in
your system, and you decide what to do about it. Another
important thing to share with you is the way I think about the
due date for me, if something is due today introduced, it doesn't
necessarily mean that it needs to be completed to date. If a
task is scheduled for today, it means I want to give it
attention today and decide what to do about it. There are a few
different types of tasks you'll find in my today's list tasks
that must be completed today. tasks that I want to start doing
today, but they don't have to be fully completed today. Things I
just want to be reminded of, and new tasks and ideas we quickly
locked so that we don't forget about them. Because we use due
date introduced to mark when a task should grab our attention,
we need a way to indicate the real due date for tasks that
need it. I started putting the real due date in the task name
in square brackets. This is not recognized by to do as a smart
date. Here I'm adding the new task two draft proposal, which
must complete by Saturday. But I don't want it to show up in my
today's view only on Saturday because it's a larger task that
I'd like to work on continuously. So I'll simply set
the due date for Friday. This way it shows up for me on
Friday, and I can start working on it but I also know I need to
only complete it by Saturday. Another example I have to
deliver a big project by next Friday. But in order to do that,
I want to monitor the progress throughout the next week. Let's
say that I scheduled it for next Tuesday to see if I'm on track
delivering the project by Friday. Now, let me finally
explain to you why you should be spending most of your time in
today's view, and ignore the rest. I read a book from Dale
Carnegie called How To Stop worrying and start living. One
of his advice for a happy life without worrying was to live in
the tight compartments. What this means is that you only
focus on what you have to do today. And don't worry about
what you have to do in the future. If you give your best
each day, you'll be happier and do better work than worrying
about what you will have to do in a week. Now, it doesn't mean
that we don't do any preparation in advance for bigger tasks that
are in the future. But that's what I explained in the previous
section, that you can schedule something for debate without
having to complete it. today. I'll give you an example. Your
trip to Las Vegas is coming up in a month, you set a task one
week before your flight into do is to start packing. But until
the packing task shows up in your to do list, you don't worry
about your trip at all. And you focus on other things. It's as
if there was no trip at all. It is important to learn how to
schedule things in advance so that you know when to set your
due date introduced. But this mostly comes from practice and
experience. Now I want to summarize everything in a
process, how to go through your day with a to do list, you wake
up, launch the app and look at your list. It should already be
prioritized the night before, you pick the first task on the
top, and you go do it. Then you come back with the list and mark
it as complete that you move on to the next item on the list and
so on. You go through your day with the intention of completing
all tasks, respecting the priorities and their real due
dates. Eventually, you will start getting towards the end of
the day. If you completed everything and reached zero
tasks for today. Congratulations to you. But if you follow my
previous advice, and your today's list contains all the
things you wanted to start your day and your new ideas, you will
still be probably left with a few uncompleted tasks. But that
is completely fine, we'll deal with it. First, start with tasks
that have a real due date for to date. And you either make the
extra effort to complete them, or you inform everyone involved
about a delay, and reschedule. Now tasks that don't need to be
completed today do still have energy and time to start working
on them is the real due date very soon. And you should really
force yourself to do at least something, you either complete
these tasks fully, or you do at least something or nothing at
all. And you reschedule for the next day for new ideas and to
dues that we locked during the day. Now it's the time to
classify them and set the right due date for when we want these
tasks and ideas to get our attention. So let's imagine that
this is where we are at the end of the day. Right script done
record to do is done. I can't finish the editing today. And
I'm totally fine. Will we get tomorrow because it doesn't have
a restriction to complete it. Today, I write a quick message
to Chris about our beer meeting and Consider it done. idea that
we log was to look for a gym. I'll look into that next Monday.
Talk to Jeff about a team, we'll do that tomorrow. I quickly pay
the bills and practice my dancing. Unfortunately, no time
for a book. But Saturday might be a better chance. We've
reached zero task for today, which is how you should end
every day. Again, it doesn't mean you completed everything.
You just processed everything that you could, and the rest is
okay to be done some out of time. Now before you're
completely shut down. This is the best time to set the most
important tasks for the next day. Go to the upcoming view and
check tomorrow. Flag the most important tasks with the right
priority so that when you open your to do list the next day,
they will be on top of your today's view, I usually pick
three but start with the one that can radically change your
life. Give it at least one hour before you start with your daily
routine tests. And you will get there eventually. To me keeping
your word leads to trust. Think about how many times you forgot
to do something and you let other people including yourself
down. Once you start using a system like to do this, you
won't have this issue anymore. And I believe you will be able
to achieve more in your life and you will have better
relationship with other people. And that's the end of the
tutorial my friends. I hope you got some value out of this.
Please let me know below in the comments. Actually, no wait, in
order for us to practice what you just learned. Please come
back in exactly one week and then Leave your comment. I just want
to see how many of you will forget. PS, please do not subscribe if
you expect more videos like this. I really enjoy doing this
video but it took me so much time. And in 2021 I want to
niche down and focus on my industry, which is localization.
So I won't be doing a lot more videos like this. So thank you
for understanding. I hope you enjoyed this. If you did, you
can give it a thumbs up and share with others. But again,
please do not subscribe. Thank you
