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Yeah, today I will show you how you can
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have the simplest productivity system in
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the world as a busy professional because
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that is what matters. You cannot depend
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on managing tools and setting up complex
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systems when you're actually an expert
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out there and you need to focus on your
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own expertise. So this is why simple
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productivity is so important to us.
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After 8 years of coaching professionals
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helping them with their productivity
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systems, I can tell you it always comes
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down to just a few apps that you need to
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boost your productivity to the maximum.
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because I've been in big corporate and
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climbing the ladder there for over eight
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years was huzling there until I
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eventually found out this easy
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principle. So without further ado, let's
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dive into this. So I will go from simple
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to complex but you will understand why
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I'm adding each tool step by step. And
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in order to understand this, we need to
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understand quickly the ICO framework if
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you don't haven't heard about it yet.
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Quick interruption here. While I was
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editing the video, I realized the video
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of me is pretty choppy. However, the
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audio is perfect and the screen
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recording is perfect. So, I really
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wanted to get this video out to you as I
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think it's full of value. So, I
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apologize for the stuttering and I
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thought to add this comment so you don't
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worry that something is wrong with your
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machine. It is actually the video
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recording itself that is so choppy. I
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hope that you will still be able to
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enjoy. So, let's get back to the video.
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We differentiate in our icon methodology
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between personal knowledge management,
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personal project management, business
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project management and business
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knowledge management. That can be
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already complex enough. So let's just
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focus on the personal part which is this
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personal knowledge management and
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personal project management. The thing
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is when you go to YouTube or you go to
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other methodologies, they either focus
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on one or the other. So you have a lot
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about PKM talking about Obsidian, notion
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and all these solutions, but also you
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have people telling you about time
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management and it's always disconnected.
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And today I will show you how these
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things need to be connected and how they
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work smoothly together where we move
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information to action. Let's start with
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the tool that many the professionals are
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using. It is Appleotes. Okay. So you
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probably using Appleotes and when we
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think about it, it is your personal
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knowledge management system. And here it
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starts already when you think now about
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on this simple map here what are you
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actually using Apple notes for do you
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actually track tasks there do you write
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things down that has action well then in
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this case I would rather move it into
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the center which indicates now that
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you're using Apple notes for both and
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this is where the problem has happened
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because Appleotes is not a task manager
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and well it's not even a knowledge
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manager a note takingaking app where you
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can take notes you have some features
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like text for simple organiz ization,
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but it's not a personal knowledge
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management tool either. And we will get
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there in a moment. So, let's move it up
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here and say we define it now as just
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using it for information. But what do we
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do with our actions now? And that's
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where I love to-d doist. And let's move
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this here. And now we have the actions
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in here. So, I will take meeting notes
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and Apple notes. And whenever an action
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appears, I move it into to-do list. So,
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now the thing is what happens during the
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meeting? you have no time to open up a
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to-do list and take down these notes and
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so on. So if you really prefer to handr
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write your notes into Apple notes and
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write down your tasks there too, do so.
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But then have a routine, a routine that
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you have daily that just tells you
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simply check your inboxes and your other
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apps. So you have an inbox where you
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keep these notes in and you might give a
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tag or something in there note because
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you can search your handwriting or you
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type text, right? that indicates that
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there are open tasks and then process
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them later on into to-do list. It's as
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easy as that. And the routine guarantees
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that you won't forget this. How do you
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handle routines? Well, you can set up
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just a simple recurring task that recurs
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every day depending on when you want to
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process these things. A morning routine,
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afternoon routine, and there is part of
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the routine that you check the Apple
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nodes inbox. This is already the simple
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system because just by using this you
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have separated information from action
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but you also have a single source of
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truth for your information and a single
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source of truth for your action and
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that's key. You might say this is too
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simple man I have many more things maybe
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this is the problem if you have a lot of
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things in your PKM system here that
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might be the problem but don't worry in
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this video we will go deeper into this
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we don't stop here but for I'd say let's
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say 50% of the members they already
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would benefit by just cutting things
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down focusing on the personal part how
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to get things done more efficiently and
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have these two tools 12 years ago when I
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was in corporate this was my lifesaver I
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started using to-d doist also. We had
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all the tools in the world in this big
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company. I still needed a task list that
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is for me personally because I was
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involved in so many different projects
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all over the world and I got actions via
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email via different project manager. I
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needed to have a clear list of tasks
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that I need to do and that I can then
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prioritize for myself and this is why I
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needed this central point for my own
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personal tasks. Maybe you can relate to
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this. That's when people actually use a
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piece of paper in order to write down a
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list of tasks they want to accomplish
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this week. That's what we teach in the
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task management like a pro course inside
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the ICO journey. There we talk about how
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you set up routines but also your weekly
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goals and your daily highlights. So you
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really have the pure focus on the things
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that matter during the week but still
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compensate these unexpected events.
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Let's move on to something that's
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missing. If you're a busy professional,
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you probably have meetings. Let's bring
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in the calendar. Let's assume you're on
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Google or Outlook, it doesn't matter.
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And that's also in the PPM area because
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this is where action happens. This is
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time consuming. That's the time area.
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This needs time. And we also have
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emails. So, let's bring in the email.
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And you see, we add the things. And
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let's move it in here. And I explain you
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in a moment. But you see already things
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become more complex without even you
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knowing. So, if somebody says, I'm a
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professional. I'm just using Obsidian
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for everything. No, you're probably not.
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You at least have an email client and
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you have a calendar in order to move
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things forward and maybe you hook it
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into Obsidian or you get your emails
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into whatever or in notion and all these
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things. In the end of the day, you have
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these core applications that when
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somebody removes the Gmail, all the
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emails will be gone. So, you will need
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to rely on Gmail or Outlook. As I said,
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you can also use Outlook for this. And
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if you have this, things become more
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complicated already. But we talk about
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this in a moment when we talk about
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satellite apps. This is now still a
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simple system. I have a calendar that
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shows me the meetings that I have. I
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have a task list to know exactly what I
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need to work on. I have an email, which
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is my team communication system, my
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client communication system, and I have
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a personal note-taking app. The key is
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to make these things work together. And
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what people then get excited about when
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tools like to-d doist allow you now to
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integrate with their Google calendar or
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with other calendars and show up the
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tasks on the calendar and that's
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something I don't like to do because
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this works if you have a low volume of
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tasks yes then you can plan out these
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maybe however we have hundreds of tasks
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during the week and again as we have
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seen here it's not as simple as it is
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you probably also have a lot more tasks
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going on too that's where a planner
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application becomes essential in order
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to connect these things together and
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that's what we are using sanssama for
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but you can also use something like
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echiflow we personally really love
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sanssama and now we come into the
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satellite app so I just hover over to-d
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doist and I can connect it also with the
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calendar the sanssama application and I
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can connect it with my email so now we
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see that this sansama application is
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connected to these three app it is now
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in the satellite apps category what does
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this mean I don't have to show you the
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details inside the application if you
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don't understand the big picture and
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that's why we need to look at this in
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this way and now you see all the data
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that we get from these three
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applications end up in sanssama and now
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I get the big picture now I have my
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calendar to see my restrictions my time
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restrictions I have the tasks that are
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scheduled and I think I need to plan out
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or I can comside inside I can compare it
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with the calendar or inside to-d doist
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when you have the calendar there you
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will see we can now move the routines to
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sans sama that makes much easier and the
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view inside sans sama gives you a
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different way to do it. We are not going
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into much detail about how this is the
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difference but if you want to see a
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video where I compare to-d doist and
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sans sama to really show you the
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difference between a task manager and a
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planner application go to the comments
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below and let me know. I'm happy to open
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up my personal to-doist and sama and
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show you the details in another video.
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Right now it's crystal clear to me. I
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get an invite to a meeting via email or
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a request for a meeting. You schedule
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the meeting in calendar. You go to the
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meeting and take your notes and Apple
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notes. And then any actions that arrays
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out of this notes end up in to-d doist.
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It is as easy as that. And now you see
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that's something you can perfectly
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replace with paper. So we can have a
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paper notebook here and we can have just
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like a Franklin planner and therefore we
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can have a task list for these things
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too. But with the sheer volume of
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information and action nowadays, this is
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where the digital tools shine. But
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without understanding why you're
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actually using these tools and how they
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work together, you're lost. And after I
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have the task collected, I plan them out
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with my other time restrictions in my
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calendar. This is how it goes. This is
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all you need to to have. in order and I
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guarantee this in order to boost your
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productivity big time and at the same
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time have full clarity. If you become
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more efficient with these things with a
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simple setup, you might hit a ceiling
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when it comes to personal knowledge
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management and that's where he basease
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comes in after testing no technips for
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years. You know we are aware of Tana,
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Obsidian, notion all these complex
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systems but Hepabase really nails it to
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give you all the features even
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whiteboarding and things like that. As
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you have seen from other videos, I have
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our own dedicated YouTube channel about
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also keeping it simple and that's not
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something easy to do nowadays. Many
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tools urge you to take courses in order
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to understand it and in the worst case
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you need to download templates in order
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to set up the tool in a way that you can
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use it. But usually these templates are
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not customized enough for your specific
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use case. So that's why I'm using
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heptabase in there Apple notes. Now you
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have a conflict because now you have to
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think about where do I place these notes
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when I'm in a meeting. Do I do it in
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Hepabase? Do I do it in Apple nodes?
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Where do I find this later? And that's
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what you need to be clear the moment you
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add these PPM system that you start
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scattering information unless you
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perfectly define what you're using these
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tools for. So Appleotes could become
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just a capturing device, the
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intermediate tool that you use for note
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takingaking during meetings because this
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is what you love to do. handwriting and
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you don't want to look at the screen all
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the time and you just want to take notes
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and stay focused. Maybe that's you then
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maybe you should keep Apple notes.
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However, we move it down here to the
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utility app section that is just
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indicating that this is a temporal tool.
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It's not the single source of truth for
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your information in this case. So, this
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makes Heptase the final destination. And
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if you're a fast hyper then heep basease
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is the go-to because I would always try
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to send the information in my final
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destination rather than to have an
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intermediate step that I need to process
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that I need to have a set up a routine
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in between and so on. it goes directly
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into single source of truth. But we know
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there are many members who prefer doing
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this. But it's just key to have a
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routine where you process this
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information that you collect here. The
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actions into to-d doist and it the
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information that is relevant. Maybe you
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want to distill it goes into your final
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destination habase. Maybe you like tools
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like tana or workflowy or anything like
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that. This is the moment you know where
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it is you. This is you now. Maybe you
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prefer outliners and that's why you're
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using Tana. But then be aware maybe 20%
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of Tana is enough for you to use. Or you
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can use Workflowy or even to make it
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even simpler using Evernote, right? This
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is also an option that you can have. We
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can place it perfectly this way too. But
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now you see the definition stays clear
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and these are core applications. So now
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you're aware whenever you replace this
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or you find a shiny object and you start
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adding all these things after watching a
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YouTube video, you get confused where
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should I place now my information and
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this is the key outcome of seeing it
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this way. And in the next video I will
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show you what happens when we add the
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business part where we have project
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management where we have business
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knowledge management. You see complexity
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increases. Therefore, we also need to
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increase the complexity of our
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productivity system but with informed
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decisions. So, if you want to see the
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next video, make sure to like and
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subscribe the video. Share with your
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other colleagues if they are not aware
00:13:16
of the system and struggling too and let
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me know in the comments below. I catch
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you up in the next video then. Okay, I'm
00:13:22
just testing if this is working. It's
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actually recording the wrong screen,
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which is this one.
