The TV shouts out to me via infomercial that I need to spend at least 20 minutes a day with their latest exercise gizmo to get million dollar abs, while the commercials tempt me with the latest fatty snack foods. My wife has just given me a “honey do” list, while my social networks scream at me for updates…

How can I get it all done?

Sometimes I wish there was more time in the day. Maybe 25 or 26 hours per day would do it.

Maybe if I cut back on sleep, that would help.

Maybe I can organize things

Maybe I can learn to say NO!

Yet one thing is for sure… time never changes.

We all have 24 hours in a day… no more… no less.

We can’t stop time. It always marches forward.

We can’t go back in time.

We can’t do things tomorrow

We only have today

We can only take action… now.

Yet we act like we have control.

We think we can master the clock.

But just when we think we have it conquered, it starts ticking again.

Wouldn’t it be nice if we could just pause the world, and get caught up?

Imagine pushing a button and everything around us stops.

Imagine what you could get done.

Imagine the productivity

Imagine the silence

Do you want to experience it?

I’ll show you how…

Tomorrow.

Question: What would you do if you could stop time?

You have just encountered the resistance.

The resistance lives in our mind somewhere between the right side creative hemisphere and the left side logical hemisphere. It lives in a hidden crevice, out of sight from our conscious mind. Yet this little blob of grey matter can stop us in our tracks faster than anything else.

Here’s how it works…

The right brain has all the creative ideas jumping around and being pulled to and fro by the winds of stimulation. The eyes see something new, the right brain takes over. The ears hear something interesting, the right brain tunes in. The nose adds its input when the smells of fresh baked bread or a hot fresh cinnamon roll come into range. These ideas are fleeting, usually lasting only a minute or two. Once the new stimulation comes along, the right brain takes off in a new direction. This is really exacerbated with cell phones, iPads, iPods, and all sorts of browser distractions. It soon become a moving mass of noise…

The resistance is a simple on-off device between the crazy right brain and the logical left brain. The two hemispheres don’t get along very well. The resistance is the referee.

The problem is the logical left brain can only process one idea at a time. The resistance keeps the left brain happy by restricting what it sees from the right brain. The resistance only allows one item at a time to pass. When the right brain is overstimulated, the resistance picks and chooses small items one at a time for action from the logical left brain. It may allow a mouse click here, and a twitter lookup there. The resistance takes all the noise and makes it manageable for the action oriented left side.

So… When you want to get a project done, but your eyes and ears are over-stimulating your mind, the resistance shuts down the flow. That big project is put on the back burner, because it’s easier for the resistance to pass on small thoughts rather than large ones. That large project can rattle around in the right brain for days or weeks at a time, before the resistance will let it through.

The secret to overcoming the resistance is simple.

You just need to turn off the external simulation.

Unfortunately, for most people, this is not an easy task. You can shut off your web browser only to be influenced by a ringing cell phone. If the phone doesn’t get you, the email popup will. If you become really diligent, you might be able to get clear of this noise for five minutes… If you are lucky.

The real answer lies in a little device that works directly with the resistance and the left brain. It assures the resistance of a single flow of ideas for a set period of time. It blocks out the noise and let’s productivity rule.

This simple device is a timer.

The timer can be a stand alone digital unit, a spring bound egg timer, or the internal clock on a PC or tablet.

The key is to set the timer for 48 minutes, turn off all extraneous stimulation, close your door, and do one thing at a time. This allows the resistance to open the flood gates between the right side of the brain and the left side. That big project idea on the right side now has a full flow to the action based left side.

The laptop opens up, the keys start typing and the new book, project, or homework is finally on it’s way to completion. The resistance has been promised one big idea and it goes with it. The bandwidth is wide open.

The key thing here is to give the right brain a rest after 48 minutes. It’s not used to full flow and it can get overheated if it runs too long. After 48 minutes, you need to give the right brain a 12 minutes rest. Get up, stretch, get a drink, and then you can come back and do another 48 minute stretch.

With a simple timer and a little practice, you can get full flow in your brain. That new book you want to write can be handled quickly using this method. Do you have a big project with a looming deadline? Use multiple 48 minute periods to knock it out in record time.

Question: Have You Been Able To Overcome The Resistance?

In David Allen’s powerful book, Getting Things Done, he talks about committing our ideas and thoughts to paper. He suggests writing down our pending tasks and at least one action step to accomplish each one. This is especially useful before bed. If we write them down, our minds quiet down and sleep comes easier.

But where do we write them down… a scrap of paper, a notecard or possibly an old napkin? While those may work, they don’t offer the comfort of a trusted system. A place our mind knows that our ideas and action steps will be safe.

Over the years I’ve used different items on the nightstand to write things down. I’ve had note cards, small notebooks, and even the backs of old receipts. While these work as a capture agent, they don’t offer any type of organization. So many times my ideas are lost because the notes that I made at 1am are undecipherable or not in the proper context.

For example, I may wake up to a note that says 10am. While 10am may have meant something to me when I wrote it, it doesn’t mean anything in the morning. There must be a better way.

I decided to try a paper based organizational tool that I use at work as a capture agent for my nightstand. After some tweaking I’ve come up with a specialized tool that works really well to capture the noise and activities of the day and put them in a trusted place so I can sleep. I call it the Nightstand Planner.

Here is how it works…

The planner comes as a free download as a PDF and also as a MS Publisher document. Just print it out and put it on your nightstand near your bed. Before you go to sleep write down pending to-do items, appointments, and other items that you need to carry over to the next day. After each item, write down at least one action step that you will take to accomplish them.

Writing down the action step, frees your mind of the responsibility to remember and act on the item. You’ll be amazed how much better you sleep with this simple system. The Nightstand planner also has a free flow area at the bottom for those creative ideas that you get at 1am in the morning. Just keep a pencil or pen on the nightstand to quickly jot them down. The planner helps you keep ideas in context and you have a place for phone calls you need to make and e-mails you need to send.

This planner is easy to take along with you to work or school, so you’ll never lose those great ideas or next actions again.

Download: Nightstand Planner

Question: What things will you write down on your planner?

The planner is a free download and comes in two formats. One is completely customizable in Microsoft publisher and the other is a print only PDF version that you can print on any machine that has Adobe acrobat reader on it.

Here are the major components…

The planner is based around a twelve week time frame, but can easily be expanded with multiple sheets. There is a place for project title, work location and timeframe along with our focused work time, accountability partners, and project milestones.

The sheet is easy to set up and has two boxes per day for easy check-offs. To give you an idea how the system works, I’ll post three example setups in the next few days which will include…

• Our Name and some personal information
• The focused time period we plan to work (example: 48 minutes)
• The scheduled time for the focused time period (example: 6 to 8 am)
• The location we plan to work on our project
• The time period to reach our goal (example: Twelve weeks)
• Milestones along the way to keep us on track (example: weekly review)
• Completion date and intended results (example: lose 12 pounds by Oct 15)
• Checklist that will mark mark daily/weekly completion
• A list of people that will hold us accountable and contact information
• Tools and supplies needed for success

Why not download the template today and give it a try. Stay tuned over the next few days as we put the FAST system planner through three different planning challenges.

Fast Planner Download

Here is how it works…

On the right side of the document there is a generous white space for taking free-form notes. As I follow along in the meeting or lecture, I make notes about major points as they are presented. I usually start at the top and work my way down the document. The white space gives me room to add diagrams, simple pictures, and even flowcharts.

Once the meeting is over, I now have a collection of notes, pictures, and notations. This is where my note taking used to end. While this mass of scribbles was sometimes useful, it was easy to forget how things tied together and the document usually wound up being an exercise in futility.

But one day I went Hmn… What can I do with these notes to make them more useful?

The Hmn was the key… as I discovered Hyatt Markup Notation, a set of special characters designed to make action points out of esoteric notes. This markup language was created by Leadership expert, Michael Hyatt, the CEO of Thomas Nelson Publishers and popularized by this article on note taking at Lifehacker.

To add this notation to the template, I added a markup column to the left side of the document followed by an action column. Adding a special notation character followed by a specific action lets me take these notes back to my office and act on them in an organized fashion. Here is an example…

The Hyatt Markup Notation consists of

• [ ] A square checkbox denotes a to do item
• ( ) A circle indicates a task to be assigned to someone else
• * An asterisk is an important fact
• ? A question mark goes next to items to research or ask about

To make this work in this document, I use numbers for To-Do items and a regular circle for delegated items. In the picture above you can see an example of my notes from a software proposal session.

1. I marked important software facts about the proposal with Asterisks
2. I put a question mark next to questions about the platforms that I had
3. I put a circle next to a question that I delegated to Betty to call about
4. I numbered the To-Do items in the order they should be done

This template gave me a central one document focus on the project for reference and follow-up.

At the bottom of the document is a summary area, where I can summarize my action steps and come to a conclusion. After considering the facts, asking necessary questions, delegating research to others, and performing 4 To-Do steps, I was able to come to a firm conclusion on which software vendor to use. Writing this in the summary box gives me a complete project roundup which can be filed away or three hole punched and kept in a notebook for further reference.

Note System Blank Zip File

Note System Lined Zip File

In the zip file, I’ve enclosed a template with a blank note taking area and also one with lines. I’ve included templates for Word 2003, Word 2007, and also PDF versions. I’ve also included the markup notation at the bottom for reference. Your comments and suggestions are welcomed.

Michael Hyatt has a great post on his blog about tracking numerous delegated assignments. He lists four solutions that he has used including a Moleskine journal, e-mail folders, e-mail tasks and a dedicated task manager. While I have tried all four of these, I usually find myself resorting to a paper based solution.

Michael listed some things he looks for when delegating a task or project. They include

1. Assign the task to one person
2. Articulate a specific outcome
3. Include your delivery timetable
4. Be available for consultation
5. Track the delegated task on a to-do list

With his list in mind, I created a paper based project delegator in MS-Word. It’s a simple to use template that allows you to track start and end dates, who you delegated the project to, and list specified outcomes. It also allows you to track questions that need to be answered and also list specific facts or specifications that need to be included in the project.

Here is how it works…

On the project sheet you write down the project title, the start and end dates, who the project was assigned to, and the description of the tasks. If the tasks are to-do items put a number in the status column. If items need more research, a question mark will alert you that you need to follow up for answers. If a specific fact or specification needs to be followed, use an asterisk to make sure the task is completed to specification.

Each sheet can hold 6 projects and works well with our daily top six sheet. Just keep the project sheet on your desk under your daily sheet and refer to it as necessary. It’s simple and also has a place to check off projects as they are completed.

I’ve included both common versions of MS Word as well as a PDF file for your convenience. You can download the free template below. Enjoy!

Project Delegator Zip File:

While the differences are great, on a practical side one of the main distinctions is that left brain thinkers are linear and sequential. They are great at making lists and getting things done.

Right brained, creative types are more big picture oriented and tend to be random and intuitive thinkers. While this trait is great for creativity, it can hamper step by step progress on a project or task.

As a certified right brainer, I have struggled with To-Do lists and get distracted easily on tedious tasks. I have worked through organizational programs such as GTD by David Allen and have found them useful, but sometimes frustrating. My right brain and outside influences keep distracting me.

Luckily I ran across a technique a few years ago that has worked wonders in my life. It is called The Power of 48 minutes and it’s simple premise is effective every time I try it.

Here’s how it works… Set a timer for 48 minutes. Close out all distractions and work continuously for 48 minutes on one project. When the timer goes off, get up and stretch, get coffee, use the restroom etc, in the following 12 minutes. Repeat as necessary.

At home, this means closing my web browser, turning off e-mail, and working on one project at a time. It means having a full cup of coffee and putting myself in a quiet and comfortable work environment.

At work, it means closing my office door, shutting off e-mail and the e-mail reminder in Outlook, closing my browser, and focusing on one task at a time. My paper based daily route sheet works wonders here.

In both cases I use a countdown timer on my iPod touch and work straight through for 48 minutes.

When the time is up I take a 12 minute break and either finish up what I’m doing or set myself up for another 48 minute session.

This technique works wonders for larger projects such as book writing, blog posting, and web design. If you have never tried this before, do a little preparation and give it a go. You’ll be amazed how useful it can be. A simple egg timer works wonders here.

It looks like my 48 minutes is about up… until next time… keep focused with the Power of 48 minutes.

I thought to myself… a weekly calendar….hmmmm… what would I need on a weekly calendar that would fit on a business card? I tried some different things and I realized that I would need to keep this simple to be effective. I currently use Outlook as my calendar of choice, so I wrote down the things I use it for.

I make notes of …

1. Appointments
2. Things To Do / Next Actions
3. Phone Calls I Need To Make
4. E-Mails I Need to Send

While Outlook works well for appointments, it’s clumsy for the other three on the list. Those are usually delegated to my daily goal sheet that sits by my computer. But creating a card based calendar would give me additional flexibility. I could easily take it with me in my pocket or wallet and I could easily display the cards on my desk in a plastic holder. My wife was on to something here.

With her feedback, we came up with a simple 5 day business card based calendar. We added color for additional versatility, and made them two sided for maximum information.

The front side of the card shows the day at the top and has three columns for appointments and to-do items. The alternating color rows make it easy to segregate information at a glance

The back side of the card has a place for phone calls and e-mails. You can put the cards in a card holder on your desk for instant reference and as a constant memory jogger.

The cards come in five different daily colors and two weeks of cards are printed on one sheet for added value. Since they are provided in Microsoft Word templates, it is easy to add text in MS Word or just print them out and use a fine tipped Sharpie. Both Word 2007 and 97-2003 versions are included.

Instructions for use:

• Download the Five Minute Calendar Template for MS Word
• Open the templates and modify as necessary
• Print out on Avery business card stock (10 Card)
• Print the back of the cards on the back of the same sheet
• Break cards apart
• Fill in a appointments and to-do items
• Fill in phone calls and e-mail sections
• Arrange as necessary on your desk
• For portability stack cards in order and clip together with mini clip
• Transport easily in pocket or purse

Enjoy your calendar!

You can tell they are anxious, but you tell them not to worry and pull a small stack of cards from your pocket. As you pass around the cards, the waiter brings your lunch. As you start to enjoy the wonderful salad, you realize you also need to get business done. You grab a business card sized project list card and a pen.

As you start to brainstorm the project, you write down the major items on your project list one by one on the cards. You then lay the cards out on the table in front of you. This is where it gets fun. You and your co-workers arrange the cards in order of completion, make notes, and write down who will be doing what.

You bring out a second stack of cards. This stack includes a …

1. Resource List
2. Department list
3. Document List
4. Crew List
5. Cost estimate
6. Three different timeline cards

As you continue to brainstorm, you make notes on the appropriate cards. Pretty soon you have a good list going. The little cards are great memory joggers and they are easy to pass around the table. You have your HR person fill out the department and crew lists, while your business services person makes a note of all the required documents and fill out the resources that will be needed.

As lunch is winding down you grab a 5 day timeline card and put one word in each box. You ask Sally to grab some highlighters out of her purse and you mark the important days with different colors. The colors help you organize the project by milestones that will need to be met.

Soon the waiter brings you the check, but in your short lunch period you were able to get a lot done. You have each one of your co-workers grab a to-do card and make a quick note of their tasks for the next week. This will give them an easy to use take away so they wont forget what they need to do.

You gather up the project and resource cards and clip them together with a mini clip. It won’t take you long when you get back to your desk, to transfer the information and get the project started. With the cards at hand the e-mails start flying and the appropriate people are able to get started on their individual projects.

The cards you used were part of a free download and the three 8.5 x 11 sheets easily printed out on Avery Blank Business Cards on your laser printer. A few minutes breaking them apart and you had a project planning kit that was small enough to fit in your pocket.

Here is how you can create a set for yourself…

• Download the Instant Project Planner for MS Word
• Open the template(s) and modify the text as necessary
• Print out on Avery business card stock (10 Card)
• Break cards apart
• Use the project list cards to outline your project tasks
• Arrange as necessary on your desk to set the proper order
• Use the resource project cards to fill in all the necessary resources that will be needed for the project
• Use the appropriate timeline card to set priorities
• Fill in the to-do cards for task management
• For portability stack cards in order and clip together with mini clip
• Transport easily in pocket or purse

Make your next project more enjoyable, download a set today. 

Other Project Planning Tools you may enjoy…

Five Minute Flowchart
Five Minute Organizer
Five Minute Motivators

While this works good in most cases, when I get really busy my next action list is buried in small print in Outlook. Unless I’m looking directly at it, it can disappear with different e-mail and calendar views. I’ve come up with different solutions over time that help with this situation, including Next Action business cards and a daily actions sheet on my desk.

The main idea is to keep next actions where I can see them. I realized the other day that a GTD screensaver would work well to put these next actions up in view when the computer is not being used for a few minutes. I put together three different slides in PowerPoint, one for each of my common actions that I do at work, and made it so that it could be modified in just a few minutes.

I saved the slides as bitmap files and used the built in screen saver function in Windows XP to make it work. The resulting screen saver shows my next actions at the computer, on the phone, and errands I have to run. It’s quick to setup and it jogs my memory when I need it most… when I’m really busy.

Since it works so well, I put together a copy for you to use on your own computer. It’s a quick download and you can have your own Next Actions Screensaver up in just a matter of minutes. This version is designed for PowerPoint 2000 and later and Windows XP.

Here are the instructions.

Download the Next Actions Screensaver for PowerPoint.

Unzip the file and save it in a folder on your computer.

(Note: There are two versions of the file included, one uses plain text for the actions and is quick to setup, the other uses WordArt for the text and the resulting text will have a cleaner look when presented. Give each a try and see what works best for you.)

Open the file in PowerPoint and edit the three next action slides as necessary to include your next actions for the day. Just click on the text and modify. When you are done save your slide or presentation as a .bmp file

Open the PowerPoint presentation. If you want to save a specific slide, select it in normal view.

On the File menu, click Save As.

Select an empty folder or create a new empty folder in which to save your presentation or slide.

Please Note: If you use the default My Pictures folder under My Documents, make sure it is empty.

In the Save as type box, click Device Independent Bitmap, and then click Save.

Give your presentation a new file name.

Click Every Slide or Current Slide Only, and then click OK. (In PowerPoint 2000, click Yes to export every slide.)

Your presentation or individual slide is saved to the folder that you selected. After you close your PowerPoint presentation, you will use Windows XP to open the presentation or slide as a screen saver.

Close your PowerPoint presentation.

Step 2: Create the screen saver

Instructions for Windows XP to perform this procedure.

Click Start, click Control Panel, and then click Display, or click Appearance and Themes, and then click Display.
On the Screen Saver tab, click My Pictures Slideshow, and in the Wait box, set the amount of time you want to elapse before the screen saver is displayed.
 
Under Screen saver, click Settings.

Under How often should pictures change?, set the slider at the interval you want between pictures. try different settings to see what works best for you.

If you are making a single slide a screen saver, move the slider all the way to Less to avoid a distracting flicker on the screen during the transitions.
 
Under Use pictures in this folder, browse to the folder in which you saved the presentation or slide.
 
If you saved a single slide, make sure to clear the Use transition effects between pictures and Allow scrolling through pictures with the keyboard check boxes.

Note: The screen saver transition effects in this screen saver option are preset and cannot be modified.

Click OK.

To preview your new screen saver, on the Screen Saver tab, click Preview.

Enjoy Your Next Actions All Day!

Powerpoint Resources:

How To Do Everything With Powerpoint

Kingston Wireless Presenter

Portable Powerpoint

Other Powerpoint Posts:

Powerpoint Made Simple

Powerpoint that Sticks

Five Must Have Tools For Powerpoint

Do You Make These Mistakes With Powerpoint?

5 Quick Tips To a Better Powerpoint Presentation

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