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#[1]Stationery 🍕
[2]
Stationery 🍕
[3]Home [4]About [5]Colophon [6]Contact [7]Favourites [8]Philosophy
[9]Subscribe [10]Pen & Inks
[11]Task management system: Analog Calendar
2023-05-25 00:00
My current analog calendar is a Hobonichi Cousin A5.
I use it part for planning, and part for setting goals on different
levels. Yearly, monthly, weekly and daily. I find it very useful
process to do in order to see how busy things will be and setting
realistic goals.
Yearly
I use on of the graph pages in the back to define some goals I hope to
achieve during the year.
Monthly
On the monthly pages I make a note of the most important dates like
birthdates and pay day and things like that. Plus that I use the empty
area left of the calendar to define some goals and things I’d like to
complete during the month.
Weekly
In the weekly page I do a lot of the same. I define some goals for the
week and usually write down a few things I really should get done that
week. And in the week spread I write down appointments that involve
others or require me to go somewhere plus where I am working from and
if I have my daughter.
Makes it really easy to plan and check how much time I have for stuff
that show up .
Daily
The daily page is probably the thing that change the most. In some
periods it have been where I do my bullet journaling. These days I use
them more to define the focus of the day.
So the page laypit it is kind of split into two sections, one taking
1/3 and the other taking 2/3.
The first section I use to outline all the stuff I’m doing that day. It
typically looks something like this:
* Get up & dressed
* Walk the dog
* Pack my bag
* Skateboard to work
* Work
+ Work meetings
+ Lunch
* Skateboard home
* Walk the dog
* Eat dinner
* Etc
Then on the big section I first define three areas that I’m going to
focus on when I get home from work. After that I use the focus areas to
define 2-3 goals/bigger tasks for each of them.
Made with ❤️ in Bergen, Norway by Eivind Hjertnes
References
1. https://stationery.pizza/feed.rss
2. file:///
3. file:///
4. file:///about
5. file:///colophon
6. file:///contact
7. file:///favourites
8. file:///philosophy
9. file:///feed.rss
10. file:///pen-inks
11. file:///2023/05/25/task-management-system-analog-calendar

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#[1]Stationery 🍕
[2]
Stationery 🍕
[3]Home [4]About [5]Colophon [6]Contact [7]Favourites [8]Philosophy
[9]Subscribe [10]Pen & Inks
[11]Bullet Journal
2023-05-27 00:00
The nerdy pen bits
I use Leuchtturm1917 A5 dot grid notebooks for it at the moment.
Sometimes the Bullet Journal versions sometimes the regular. It all
depends on what is in stock and if I find a color that is cooler than
the dull crap they have for the Bullet Journal versions.
Most of the time I use fountain pens. Usually a finer nibbed one for
writing and broad stub to underline headings.
How I use it
I usually re-collect things when the number of pages from first to last
go beyond 20-30 pages, mostly because I find it easier to deal with.
Plus that I often need to replace at least some of the goals every 3-5
days anyways.
On the first two pages I write down my current “yearly” theme, and then
I write down some goals I have on some areas of my life. Usually weight
and fitness goals are there. Plus some things I focus on improving.
Then I put a marker there. Then I turn the page and make a daily page.
I make one every day. And move over whatever was left on the day
before.
I just write down the day of the week and the date. And start adding
stuff. I usually start by adding auto generated check lists from things
that kind of keep my life together.
Usually first work stuff, then my personal daily stuff. I often start
with the most important stuff. And then things I have to carry over
from the day before. And then I put a marker on the start of the daily
page and one marker at the first page with free space to write things.
The first marker is always on the “status / goal page” the second is
always at the first page with tasks I haven’t checked off and the last
one is always at the first page with available space.
As I complete things and run out of tasks I start refilling it. Usually
start with Daily tasks, move over to weekly and monthly if there are
anything there I need to do. And after that over to projects that are
in focus. First the ones outlined in the Hobonichi and then later
anything not hidden in my task manager.
Formatting
I don’t use the official Bullet Journal formatting, I’ve tried a few
times but after many years of using [12]Dash/Plus as my task management
on paper formatting system I’ve never been able to change it.
The way I do things is that I use one pen and color for writing and
another pen and color for underlining things.
I usually only have two levels of headings. One is the day, and then
one for the “collection”, when things go deeper than that I typically
will do it as sub-tasks and sub-sub-tasks etc. Anything that has tasks
under it will be underlined. To make it easy to spot.
In addition to this I also often will write a + between different
areas. Like when I move from “Work” related tasks to “Daily” tasks etc.
Page layout
My page layout is usually that I align the top level heading (the day
and date) to the left written larger than the rest.
The collection I typically center.
I also try to use as much of the page as possible. So, if a collection
only takes up half the width or a third of the width of the page, I
often will add another section next to it. Other times I write the
tasks two or three per line. It all depends on what works and how
mindful I am of not wasting page while doing it.
Made with ❤️ in Bergen, Norway by Eivind Hjertnes
References
1. https://stationery.pizza/feed.rss
2. file:///
3. file:///
4. file:///about
5. file:///colophon
6. file:///contact
7. file:///favourites
8. file:///philosophy
9. file:///feed.rss
10. file:///pen-inks
11. file:///2023/05/27/bullet-journal
12. https://patrickrhone.com/dashplus/

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#[1]The Sweet Setup [2]alternate [3]alternate [4]alternate
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____________________ Go
How to Create an Effective Weekly Schedule
April 24, 2023
by [17]Isaac Smith
Hero Hero
How to Create an Effective Weekly Schedule
Have you ever finished a week feeling like your to-do list got longer
with each passing day?
Even though each day was a flurry of activity, it feels like no matter
how hard you try and regardless of how much you do, it seems impossible
to make progress. I can relate. And there were a lot of weeks this was
my reality.
But it’s been a while since I’ve had one of those weeks. And as a
whole, they have become a lot less common. I would attribute much of
this due to my weekly and daily planning process.
Every Monday for the past 5 years, I’ve taken the first 15 minutes to
plan the week ahead.
For me, this has been my single greatest productivity routine. Before
being sucked in to the myriad of inboxes and notifications, I take a
brief moment to identify and plan what is truly important for the week
ahead.
Part of this planning process includes accounting for the unmovable
rocks in my schedule. Meetings, errands, when the kids need picking up,
the things I know are going to happen on a specific day and time. These
events act as guardrails in my schedule. Hard stopping points in which
I know I’ll have to transition out of “get things done” mode.
With a framework of my week sketched out, I set myself to the task of
painting what done or progress looks like. First, what two or three
projects do I need to push forward? Second, what are the two to four
tasks associated with each project? And what does “done” mean? The more
specific the better.
Targets
In every sport, there is a clear objective — get the ball into the
basket, hit the target, get to home base, etc. Strategy and tactics may
differ, but ultimately there is clarity on what it means to win. That
clarity allows for an endless number of ways to achieve success. The
rules and boundaries actually cause creativity to thrive within their
confines.
When we give ourselves clear objectives (targets) to aim for through
planning, we increase our ability to be creative. A lack of clarity
leads to confusion, inefficiency, and ultimately, frustration.
When there is a lack of clarity, people waste time and energy on the
trivial many. When they have sufficient levels of clarity, they are
capable of greater breakthroughs and innovations—greater than people
even realize they ought to have—in those areas that are truly vital.
—Greg McKeown
For me, the planning process gives me time and space to identify what
is truly important. This results in clarity of what needs to be done.
That clarity moves me to precise action.
Winning Each Day
Once I’ve outlined my weekly plan, I turn my attention to the day
ahead.
Weekly plan Weekly plan
The same principles that guide my weekly plan are also true for daily
planning. Greater clarity on what I’m trying to accomplish leads to
taking action.
This does not mean my tasks do not involve any level of ambiguity.
Often in the doing of something, greater clarity comes as a result. I
try to remove any guesswork for myself in planning out my tasks.
Instead of assigning myself the task, “write weekly newsletter” I may
start with instead “outline weekly newsletter on restoring margin.” A
smaller, bite-size, specific task.
I’ve found my limit is typically three important tasks (MITs) for each
day. And usually I only have enough brain power for two deep work
tasks. Things that require a large chunk of un-interrupted focus and
creativity. If I assign myself five deep work tasks in a single day,
it’s unlikely I’ll get through three of them, and I’ll finish the day
feeling behind.
The real secret to winning each day has been planning my three MITs the
day before.
At the end of each day I review what I accomplished and compare that to
my plan for the week. Then, I look at my schedule for the next day and
plan the two to three tasks I will tackle.
* * *
All of this leads to a remarkable level of calm and responsiveness to
my work, rather than feeling frantic and reactive.
I’m able to be proactive in managing my workload rather than just
surviving the dog-pile nature of incoming requests.
The more I lean into the 4-Focus Method, the more I find it working for
me.
IDENTIFY → PLAN → ACT → CELEBRATE
Studio spread Studio spread
My 15-minute planning session on Monday mornings has changed the way I
get work done. And thankfully, it’s rare to find myself absolutely
buried on Friday as I wrap up my week.
There will always be more work to do, but I know I’ll be able to plan
for it when I’m back in the saddle on Monday.
(P.S. We’re re-launching our task and time management course All the
Things next month (May). 🙌 In which we cover weekly and daily planning
extensively.)
Follow us
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[23]»
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all courses »
[26]The Latest Posts
[27]Lock Screen Widgets, Productivity Must-Haves, and More
Catch up on what we published this week, including a look at some great
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apps from our team, and more. [28]»
[29]Great Lock Screen Widgets for the iPhone 14 Pro and Pro Max
Here are some of our favorite Lock Screen widgets thus far. [30]»
[31]Using ChatGPT for Productivity, Josh’s Must-Have Apps, and More
Catch up on what we published this week, including a look at Josh's
must-have apps for productivity, some apps for using ChatGPT on macOS
and iOS, and more. [32]»
[33]Your opinion: Notion
Do you have thoughts about Notion? Good! We need your feedback. We’re
working on some new trainings, resources, and templates for Notion
users — specifically to help with prioritizing ideas and managing
tasks. We’re excited about it, but before we get too far we have a
quick favor to ask you: Would you mind taking […] [34]»
[35]Josh’s Must-Have Productivity Apps
As Matt so wisely put last week, we’ll quickly run the risk here of
replicating each The Sweet Setup contributor’s must-have productivity
apps. By the end of this little series, you’re likely to see a few
commonalities, such as Notion, Fantastical, Ulysses, 1Password and
perhaps Things. Each of these apps rock in their own right. And we as a
group have a great taste in productivity apps. [36]»
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References
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29. https://thesweetsetup.com/great-lock-screen-widgets-for-the-iphone-14-pro-and-pro-max/
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48. http://mondaybynoon.com/
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