Swift To-Do List Blog

How to get organized, how to be productive, Swift To-Do List tips and tricks

10 Ways to Get More From Your Work Day

Get more from your work day

We’ve all had those times where we wish we could add hours to the skimpy 24 hour days we’re limited to on this planet. As the work day rolls along, we look at the clock and say “Hey, where did the time go?” Well I haven’t figured out a way to actually add hours to a day, but here are 10 ways to at least preserve the precious hours you do get:

  1. When a task comes along that you can do in less than 2 minutes, do it and be done with it. E-mails are a great example; it takes time to read an e-mail, so when it’s something quick, deal with it right at that time.
  2. Related to tip number 1, don’t be a slave to your inbox. Studies have shown that it’s better to concentrate on one task and finish it before moving on to the next. Turn off your e-mail notifications, finish your project, then check it and follow rule number 1 for e-mails that you can address quickly.
  3. Make phone calls standing up. Research shows that you’re less likely to shoot the breeze when you are standing. (As an added bonus, you actually burn more calories for those of you interested in that).
  4. Batch similar activities. If you have several calls to return or e-mails to send, group them together to do at one time.
  5. Use a scheduler. I know it sounds obvious, but it’s amazing how many people don’t schedule their day – plan the work and work the plan.
  6. Don’t multi-task. Research has shown that you actually get less done when you try and pack 10 activities in at the same time. Sequential is better.
  7. Use information management software. Statistics show that office workers spend an average of 48 minutes a day just looking for misplaced information.
  8. Delegate. Not all of us have this option, but for those of you who do, there are probably plenty of tasks that could be done by someone else. Even if you work alone, you can get outsourced help for just about every task imaginable online these days.
  9. Cut down on your e-mail newsletters. Most people are subscribed to way more e-mail newsletters than they’ll ever read and having them in your inbox still takes time to deal with them. Take the time to unsubscribe.
  10. Limit the amount of socialization you engage in. I know it’s fun and it does provide a nice break, but try to limit it to a set amount of time.

These 10 tips come from Telexis. Telexis produces software that helps offices stay organized and manage their time: GroupReady scheduling software and PHONEslips office management software.

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Swift To-Do List 7

The ultimate to-do list and notes software for Windows.

One Minute To-Do List

One Minute To-Do List
“The One Minute To-Do List” is a new organizing method by Michael Linenberger, who is also the author of “Master Your Workday Now”, which is probably the best alternative to Getting Things Done (GTD) method.

One Minute To-Do List method is perfect for people who want to quickly start using some proven organizing system, instead of doing things haphazardly and randomly on their own, or learning some complex organizing system.

One Minute To-Do List approach is very simple compared to both GTD and “Master Your Workday Now”. And since it is so simple, I will explain it to you – along with some of my own insights and remarks – and show you exactly how to use it with Swift To-Do List.

Once you read this this post, you will:

  1. Learn the proven One Minute To-Do List method
  2. Know exactly how to use it with Swift To-Do List for Windows

But what this really means to you is that you will get your workday and life under control and bring intelligent system into your to-do lists. Your to-do lists will finally help you to eliminate stress, not add to it!

I’m so glad that Michael Linenberger developed this simple method that I can now teach to you. Sure, perhaps the method could be even little bit simpler, but I believe that anything simpler probably wouldn’t work. This is as simple as it gets. Do you know the 80/20 principle? 20% of the effort will bring you 80% results – and that’s exactly what One Minute To-Do List is about.

Michael is a truly brilliant guy. This method is backed up by a real-world experience of him as a very successful coach, seminar organizer and best-selling author, who has helped 10.000s of individuals to eliminate stress and become organized. It really works, and it is proven. Michael trains employees of Microsoft, GE, GE, US Coast Guard, and other organizations. And I really believe that you can reap the 80% benefits of his expertise by learning this simple method.

We will cover 4 areas here: Prioritizing Tasks, Capturing Tasks, Reviewing Tasks, and Keeping the List Reasonable. Feel free to skip the “Why this works” box for each area, although the boxes can provide you with better understanding.

You can start using this method today. Just follow the instructions. Let’s get going!

1. Prioritizing Your Tasks

The One Minute To-Do List method works with just 3 task priorities, all based on urgency:

  1. Critical Now
  2. Opportunity Now
  3. Over the Horizon

The Critical Now priority is for tasks that are urgent and must be completed today. At any point, you shouldn’t have more than 5 tasks with this priority. This priority should be used only when necessary. If any action is not urgent and doesn’t absolutely have to be done today, then don’t prioritize it as “Critical Now”. It is perfectly OK to not have any “Critical Now” tasks.

Opportunity Now is for tasks that you would like to do today or this week, given the opportunity. You shouldn’t have more than 20 tasks with this priority.

Over the Horizon is for everything else. It’s great for tasks that are not concerning you right now, but that you don’t want to lose. You will revisit these later.

Why this works: Prioritizing by urgency makes much more sense than prioritizing by importance, because we tend to think that nearly everything is important. There is always some reason why any particular task is important. Yet, if everything is important, nothing really is. Also, it is the urgent tasks that are the most stressful. You simply need handle these first in any case. Mark Forster (Author of “Do-It Tomorrow”) also agrees that prioritizing by importance is a guaranteed failure. If you stop doing do the less-important things, they will eventually pile up and clog up your work.

How to implement this with Swift To-Do List: Because Swift To-Do List is very flexible, there are multiple ways of implementing this. You could either edit the inbuilt task priorities using menu Manage – Priorities, or, you could create a separate to-do list for tasks of each priority. Let’s go with the priority customization here, as that will allow you to use the to-do list tree for something else than priorities (e.g. project/area categorization).

Start Swift To-Do List (Download it if you haven’t already). Then, use menu Manage – Priorities:

Manage Priorities in Swift To-Do List

This is how the default priorities look like:

Default Swift To-Do List Priorities

Let’s delete the “High” and “Low” priorities, so only “Highest”, “Medium” and “Lowest” remain. Then, we will rename these remaining priorities:

  1. Edit the “Highest” priority and rename it to “Critical Now”.
  2. Edit the “Medium” priority and rename it to “Opportunity Now”.
  3. Edit the “Low” priority and rename it to “Over the Horizon”.

This is how it should look once you are done:

One Minute To-Do List Priorities

And hey, feel free to change the colors. It’s your to-do list after all!

2. Capturing Your Tasks

  • Always use the next action necessary to accomplish the task as the task name. That way, all task names will be actionable. It will be obvious what you need to do to move things forward.
  • All your tasks should be in one place. The best place is your computer.
  • All new incoming tasks should be put into your to-do list, regardless the source (email, phone, notes from co-workers or family members, meetings).

Why this works: Having actionable task names removes friction when it’s the time to actually do the task. You won’t have to think about what’s the next step, and it will be less intimidating. Having all your tasks on your computer is important, because your computer is the place where you carry out most of your work. Even if you would have your to-do list somewhere else, you would still need it on your computer. To-do list software has many advantages over paper to-do list. You can easily re-prioritize things, easily capture new tasks, write notes for each tasks, create reminders or recurring tasks, attach files and emails to your tasks, email tasks to others, and many other advantages. If you ever need a paper to-do list, you can simply print it. Mobile devices are useful for capturing new tasks, which you can put later into your main to-do list on your computer.

How to implement this with Swift To-Do List: Not only you should put all new incoming tasks into Swift To-Do List, but you should move all your existing tasks and lists into Swift To-Do List as well. This includes any tasks you have on your phone, on paper, in text files on your computer, or in other software.

To quickly enter multiple tasks, use menu Task – Add Multiple Tasks (Ctrl + H), then enter one task per line. If your tasks are in other software or spreadsheet, you can usually export them to CSV, and then import the CSV file into Swift To-Do List by using menu File – Import Wizard.

With Swift To-Do List, it is especially simple to create tasks from emails. If you use Outlook, Windows Live Mail, Mozilla Thunderbird, Lotus Notes, The Bat, or other desktop email client, you can just drag & drop the emails into Swift To-Do List to create tasks. Here is a quick video how to create tasks from emails.

3. Reviewing Your Tasks

You should review the “Critical Now” tasks about once per hour.

You should review the “Opportunity Now” tasks once per day or more often.

You should review the “Over the Horizon” tasks once per week.

Why this works: If you review your urgent tasks often, you will feel in control, always know what needs to be done, and therefore greatly reduce stress. But it’s not enough to review just the urgent tasks, because non-urgent tasks will eventually become urgent too. You need to “catch” these before they get the chance to become urgent, and that can be accomplished with the daily and weekly reviews. Additionally, the reviews will help you to constantly re-focus to adjust your efforts. If you are focused on the right things at the right moment, you will be very efficient and productive.

How to implement this with Swift To-Do List: First, to be able to quickly review the Critical Now tasks, learn to use the global hotkey for quickly displaying Swift To-do List. This will allow you to review your tasks as often as you need. The default hotkey is Ctrl + Alt + S, and can be changed using menu File – Options. (In the Options window, it is located in the Hotkeys section.) Start using the hotkey often. It is useful especially whenever you are not entirely sure what to do next, and/or if you get distracted or interrupted.

Second, make it a habit to review your Opportunity Now tasks either when you start your workday or when you finish it.

Third, create a recurring weekly task to remind you to review all your Over the Horizon tasks. To do that:

  1. Click the Add Task button.
  2. Then, in the Add Task window, enter the task name: “Review all my Over the Horizon tasks”
  3. Select the Priority – this task will have the “Over the Horizon” priority.
  4. Go to the Recurrence tab, select “Weekly” as the interval, and in the Action dropdown, select “Set undone and remind me”. This way, Swift To-Do List will remind you once a week to review all your Over the Horizon tasks.
  5. Press “OK” to add the task.

4. Keeping the List Reasonable

With a little discipline, it’s easy to stick to the rules of having no more than 5 tasks with the Critical Now priority, and no more than 20 tasks with Opportunity prioriy Now. If you have more than that, simply move some tasks to the lower (less urgent) priority.

The real problem here is that your list of tasks with “Over the Horizon” priority can quickly grow out of proportions. This is a problem, because you want the weekly review to be fast and easy. No one wants to read hundreds of irrelevant tasks.

To keep things manageable, Michael Linenberger recommends using the Start Date field for this purpose. Using the following clever technique, you can defer some Over the Horizon tasks for later review. That way, your list of Over the Horizon tasks that you review weekly won’t become too long. This is how it works:

First, all new tasks should have the Start Date set to today.

Second, all tasks that have Start Date in the future should be hidden.

Third, you can start deferring tasks by setting their Start Date to future. So, if don’t want to (or need to) review some tasks for some time, then set its Start Date to a future date. This will hide the task, and when that particular future date comes, this task will start appearing on your to-do list again.

Why this works: The number 1 reason people abandon a to-do list or organizing system is because they get overwhelmed. They put in too many tasks – and the once helpful tool now just adds to their stress, instead of reducing it. That’s why it’s important to regularly delete irrelevant tasks from your to-do list, and hide things that you don’t need to worry about for now. That way, your to-do list will stay relevant, up-to-date and useful.

How to implement this with Swift To-Do List: First, to make sure new tasks get the “Today” Start Date automatically set, do this: Use menu Manage – Columns, and enable the Start Date field (if it’s not already enabled). Then, use menu File – Options, and in the New Tasks tab of the Options window, select “Today” upon “Start Date”, as shown below:

Start Date for new tasks

Second, to hide all tasks with Start Date set to a future date, we will create a new filter: Use menu Manage – Filters, then click Add. In the Add Filter window, check “Start Date” and select “Today”. At the bottom, check “Include tasks with expired dates” and “Include tasks with unspecified dates”. Name the filter “Started” (or anything else) and click OK:

Filter to hide all non-started tasks

After you add this filter, apply it the main window by clicking the Filter toolbar button:

Applying the Started filter

That’s the whole setup part. Now, every time you want to defer any task for a future review, edit it, and set its Start Date to the desired future review date. That will immediately hide it, and the task will start re-appearing in your to-do list on the future date.

And by the way, to move multiple tasks to another priority (e.g. from Opportunity Now to Over the Horizon), select them (e.g. using Ctrl + Click), then right-click them, and use Batch Edit – Priority in the popup menu.

And that’s it!

We’ve now covered all 4 main components of the One Minute To-Do List system: Prioritizing, Capturing, Reviewing, and Deferring. You are ready to use it. Just stick to the simple rules described in this short guide and you will reign over chaos and improve your life. For the best results, re-read this guide a week later or so once you have some experience with the system.

If you have any questions, don’t hesitate to contact me, or submit a Reply in the form below. I am here to help. I am also very much interested in your results, so don’t hesitate to let me know them once you try this.

And by the way, this is what Jason, one of our customers/fan wrote me recently as reaction to this post:

I’ve read most of your blogs over the past couple of months as I’ve been looking for ways to calm down the task crisis that I’ve had. They have been very helpful and I thank you for taking the time to post them all! The One Minute To-Do List blog [post] is what finally clicked with me and that’s when I finally broke down and bought the Ultimate Edition.  I’ve been using ideas from that along with my own tweaks to help organize all the tasks I have for all the work and personal projects that I have going on.  I love how I can set a new start date to review something in the future and know that it won’t be forgotten nor in the way as I focus on my current tasks.

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5 Counter-Intuitive Productivity Tips

Counter-Intuitive ProductivitySince I decided to become an expert on productivity and time management and started studying these topics, I’ve run into many examples of counter-intuitive advice that actually works.

I find it fascinating that whenever you want to really understand something – anything – you will discover that the real truth behind it is usually counter-intuitive.

So, here are 5 very useful productivity tips that you can immediately use.

1. Make sure your work is left unfinished

Before you take a break, make sure that your work is left unfinished. This will help you to zap right back into the flow once you get back. Your brain craves completion.

This is actually a famous writing tip from Hemingway – he always left the last sentence unfinished, so he could pick up again easily the next session.

Once you finish something and want to take a break, you could also start working on the next thing just right before you take the break, but it’s not nearly as powerful as stopping when you are 80%, 90% or even 99% done, and then taking the break before completing it to 100%.

2. Begin with the least urgent task

The tendency is to wait until something becomes urgent – and then do it. That’s bad, because most of your urgent tasks were non-urgent once.

The idea is to complete your tasks before they become urgent. And the only way to do that is to work on the last urgent tasks first.

This won’t help you to eliminate genuine emergencies, but your overall emergencies might drop by up to 90%, and the stress along with them. Your efficiency will increase, and predictability and reliability of our your output as well.

3. Schedule the fun first

We all have trouble with procrastination. There are many causes of procrastination, but one effective technique of reducing it is to schedule the fun things first, and then work only between these blocks of fun time.

This way, your reptile brain won’t feel threatened when you want to do the work, because it will know that the fun is guaranteed.

So – schedule the fun first, and then work in the “free” time.

This tip comes from The Now Habit book. If you are struggling with procrastination, read my detailed summary of The Now Habit.

4. Work less to get more done

By setting a time limit on your work sessions, you will get more done than if you have all the time in the world. Instead of beating yourself up because you are procrastinating and having trouble getting started, you will be able to jump out of the inertia and soon feel eustressed about finishing your stuff in the allocated time.

Limit both your work sessions (60-120 minutes), and your weekly output (40 hours).

It’s interesting that scientific evidence shows that working more than 40 hours is not sustainable in the long-term anyway; and yet, in the Do More Faster book (which is a collection of interviews with startup founders) almost everyone is working 14-16 hours a day for many months. How is that possible? I would argue that if you love what you are doing, it’s a bit different. But still, one has but to wonder what the real productivity of these entrepreneurs are.

Working hard is not just about the quantity (time), but about quality. To increase the quality, you need to decrease the quantity. There is a sweet spot for every one of us. Experiment with limits to find it.

5. If everything is on fire, go for a walk

Sometimes you just get stuck during your work session. For some unfathomable reason, the more urgent and important something is, the harder is for you to make progress.

If you’ve hit a wall, you need to break the downward spiral of procrastination and bad feelings. (More on breaking bad behavioral patterns in Outsmarting Yourself for Success.)

If you can’t push yourself to do something, just stop the losing battle and go for a walk. Chances are, on your return, you will jump on that task with unexpected eagerness.

There are many reasons why this works. One simplistic explanation is that when you walk, your body is in movement. When you come back, you have to sit down and stop your body – but since things in motion tend to stay in motion, all that energy will get transferred into the work. Plus, when you walk, you can’t work even if you want to – and this makes you realize how much you actually want to work.

What works for you?

If you have some productivity tip that you’ve discovered (counter-intuitive or not), please share it with me and others in the comments below. I am fascinated by these things.

- By , the obsessed author of task management software for Windows, Swift To-Do List. Jiri’s life quest is to become productivity and achievement world-class expert to empower others, and his current main goal is to create the best task and notes organizer for Windows.

PS: If you could use task and notes organizer for Windows, then definitely download free 30-day trial version of Swift To-Do List that I’ve been working on for over 7 years now. You will be amazed.

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Swift To-Do List Review by Chuck Gallozzi

Chuck Gallozzi has been using Swift To-Do List for over 7 years. He has written a review of it for his Personal Development newsletter, but he has also sent us a copy to publish on our website. Chuck Gallozzi is personal development expert, prolific writer, certified NLP Practitioner, speaker, seminar leader, and coach. Chuck is the Founder and Head of the Positive Thinkers Group that has been meeting at St. Michael’s Hospital, Toronto since 1999. He is the author of a book “The 3 Thieves and 4 Pillars of Happiness”. We are proud to have Chuck among our satisfied customers. In the past, we’ve also published a review by Chris Engelsma, who has shared his thoughts on why is Swift To-Do List better than web-based organizers, and review by Darryl Benjamin.

What Have You Got to Do Today?

- By Chuck Gallozzi

Chuck Gallozzi's Swift To-Do List

We can hold only 7 or 8 ideas in our mind at a time. Yet, throughout the day countless new ideas occur to us. Each time this happens, we have to discard old ideas to make room for new ones. No wonder we often forget or lose track of some of our best thoughts.

To prevent this from happening, we have to stop trying to commit everything to memory and start writing down our ideas while they are still fresh in our mind. But there is a second problem. As our list of ideas or things to do grows, a brilliant idea or important task can get lost in the clutter.

So, besides recording our ideas, we need to organize them for easy and rapid retrieval. It’s hardly surprising, then, that software developers responded to this need by offering task managers to help us remain in control and not be swept away by the tsunami of things to do.

Seven years ago, software evaluators praised a new entry into the field of task managers, Swift To-Do List. Ever since its introduction, it has led the way for others to follow. And each year, while maintaining its ease of use, it has grown more powerful, helping its users to more easily organize and manage their hectic lives.

The purpose of this article isn’t to delve into Swift To-Do List software at great length. Rather, it is to introduce you to it and whet your appetite to learn more about it. The premise of Swift To-Do List is simple enough. Rather than making a long, unmanageable list, gather related tasks and place them in separate folders.

Take a look at the partial screen shot which appears at the top of page one as an example. Although I have 78 tasks to perform, they are neatly arranged in folders. The folders appear in the narrow window at the left of the screen, and it operates in the same way as Windows Explorer. Returning to the example, the folder labeled TODAY has been selected. The number “8” appearing next to the folder means that it contains 8 tasks, or things to do.

By clicking on the TODAY folder, its contents appear in the large, upper window to the right of the list of folders, which are also called the To-Do List Tree. So, rather than seeing a long, hard to manage list, I just see what needs to be done today, making it easy to focus on what’s important.

Among the 8 tasks I have to do today is one labeled CALL GRANDKIDS. When I click on it, it becomes highlighted and notes about this task appear in the window below the task list. (The notes remind me of some of the subjects I may want to cover when I call them.)

When it comes to creating folders in your To-Do List Tree, you can use any system you are comfortable with. My example is a form of the GTD system, but you may want to use folders labeled NOW, TODAY, THIS WEEK, THIS MONTH, THIS YEAR, SOMEDAY. Or you could just use these four folders: Urgent and Important, Urgent but Unimportant, Not Urgent but Important, Not Urgent and Not Important. You get the idea. With Swift To-Do List, creating your own system is a cinch because of its great flexibility.

When it comes to Swift To-Do List, I haven’t even begun to scratch its surface, for its list of features is staggering. Staggering, yes, but not overwhelming. For after downloading the software, all you need to do is read the Quick Start Guide, and you’ll be up and running in 10 or 15 minutes. After that, you can use the built-in Help Manual to learn one new feature a day. As you do so, you will grow amazed at the power Swift To-Do List puts at your disposal.

For a detailed overview of the software, a list of its many features, screen shots, and a comparison of its different editions, see the Swift To-Do List page. Does the screenshot in my article appear quite a bit different from those at the Swift To-Do List website? That simply attests to the flexibility and many options offered by the program. You will be free to use the default settings or to adjust its settings to your liking. (Remember, I said its list of features is staggering.)

Do you work with a high resolution monitor and hate the tiny fonts that often appear in software packages? With Swift To-Do List that’s not a problem because you will have full control of the font selection and size.

What I love about the software is its clean, uncluttered look. And unlike many other task managers, there is plenty of space to write a long description of the task. And if you were to run out of space, you could add reams more of information in the notes.

Also very attractive is its lightweight design. That is, it doesn’t consume a lot of resources. After working with the program, hit the Escape key and Swift To-Do List, living up to its name, swiftly zips out of the way, hiding in the taskbar. When you need it again, simply hit the keyboard hot key, and it immediately pops into view, awaiting your command.

Finally, you will find Swift To-Do List to be robust and reliable, a friend you can depend on.

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Outsmarting Yourself for Success

Is the following familiar to you?

You set a goal, or take on a new project. You are excited! But soon you discover that your progress is, frankly, a joke. If you are getting closer to achieving your goal or finishing your project at all, your progress is SO-DAMN-SLOW than it COULD have been! You know it, but you just CAN’T get yourself to take the right actions necessary for success.

You are both the grand visionary and architect of your life, and your worst enemy that sabotages your dreams.

Why is that?

You have two brains: A rational brain and a caveman brain (also known as “reptile” brain).

The rational brain wants you to achieve that goal or project.

Caveman brain wants you to pig out, watch TV, play games, surf the web, read news and lay around.

The bad news is that until you learn to co-operate with your caveman brain, you will never be successful. It will sabotage your best efforts when you set goals, it will slow your progress when working on an important project, and when you want to diet – oh Lord – it will stuff your face with asinine amounts of food with 150% of jolly-saturated fat.

The good news is that the rational brain is much smarter than the caveman brain. Better yet, I will show you exactly how you can outsmart the caveman brain and succeed.

It’s all about stacking the deck in your favor. Here, let me show you what I mean:

Before Stacking the Deck for Success

Outsmarting Yourself For Success - Before

After Stacking the Deck for Success

Outsmarting Yourself For Success - After

Unless you love partying with black dragons, hydras, ghosts, and the smell of fresh lava, you are more likely to succeed in the environment “After Stacking the Deck”. So, how to do it? Well, my friend, read on! I promise we will have some fun too ;-)

When it comes to achieving your dreams and goals, this might be the most important thing you will ever learn. If you have trouble with focusing, I urge you to close everything else to make sure you finish this – because this can change your life.

I’ve discovered lot of these concepts by studying behavioral psychology and the science of success, yet I kept only what has worked for me personally and ruthlessly eliminated everything else. It took me over 8 years of experimenting to figure out this stuff. It’s tested and it works. It will work for you, too.

And by the way, the caveman brain is not always our enemy. We need the caveman brain. Not just to pig out, but to survive in dangerous situations, avoid accidents, and dodge huge boulders rolling on us in narrow corridors.

The problem: You know WHAT, you know HOW, but you don’t know HOW TO MAKE YOURSELF DO IT.

You know exactly how to accomplish your goal, because you know the actions to take to accomplish your goal. That’s not the problem! After all, knowing this is rather easy: It doesn’t matter how epic or big your project is, you can just break it down into smaller tasks. A few hours of thinking/writing, tops, and you have a very detailed action plan.

Even if you don’t know all of the action steps, you surely know the first few steps that will move you closer to success; and by taking these steps, you will quickly discover the rest of the steps.

So you already know everything you need to do now, but you don’t know how to make yourself do it. The problem is entirely in the execution.

What is NOT the solution

  • You don’t need to rely on motivation. Don’t make the same mistake as I once did and focus just on motivating yourself. It is far better to focus on taking action! Once I stopped worrying about motivating myself and focused on taking massive action instead, my productivity went supernova. When you start taking action successfully, motivation will always come as a result. Just make sure that your goal is something that YOU really want.
  • You don’t need to rely on willpower. There is a body of conflicting research on whether willpower is a limited resource or not, but for our purposes, it doesn’t matter! By stacking the deck in your favor, you won’t need to rely on willpower. Betting on willpower is unreliable. You need the willpower just for stacking the deck – and that doesn’t require that much of it.

What IS the solution

  • You need to outsmart yourself to make yourself do it.
  • You need to discover and fix your Failure Patterns.
  • You need to stack the deck in your favor.
  • You need to take massive action. Once the deck is stacked in your favor, it will be a breeze. Heck, the caveman brain will enjoy himself by actually helping your rational brain!

Two Behavior Patterns

Every time you say to yourself that you will do something (“Intention for action”), one of the following will happen:

The Success Pattern:

  • Intention for action=> Action => Success!

The Failure Pattern:

  • Intention for action => Caveman brain feels threatened or has a “better” idea => Different action => Failure!

Perhaps the “different action” was pleasant, but the end result is that you feel like crap for failing – again.

What you must do is to fix the behavioral Failure Patterns in your life and transform them into Success Patterns, one pattern at a time.

That way, the rational brain will be at the helm. You will finally be in control.

How do you fix the Failure Patterns? There are several ways. The optimal way depends on the particular pattern and situation.

Let me give you an example from my own life.

Example of Fixing Failure Pattern in My Life: Waking Up Early

I wanted to become an early riser, and get up at 7 AM or sooner. I was already waking up early, but every time I woke up, I looked at the clock, and if it was “too early” (e.g. anything before 8 AM), I wanted to sleep some more. So I did. Mind you, I was not really tired. It was just “too early” for my caveman brain. Sleeping some more actually made me tired. Long story short, I continued to get up at 9 AM or so. Not cool.

But once I realized what is going on, I was able to instantly fix this Failure Pattern:

  1. Goal: Get up at 7 AM or sooner each day.
  2. Actions necessary: First, make sure I wake up before 7 AM, either by going to sleep soon enough, or by setting an alarm clock. Second, get up immediately after waking up.
  3. The Failure Pattern: I wake up at 6 AM => the caveman brain sees the clock, feels threatened, and wants me to sleep some more => I sleep some more => I get up at 9 AM, feeling tired.
  4. The solution: Before going to bed, I turn the digital clock to face the wall so I can’t see it.
  5. The new Success Pattern: I Wake Up => I can’t see the clock, but because I feel well rested, the caveman brain doesn’t feel threatened and assumes I have slept enough => I get up. It’s 6 AM and I feel great!
  6. Stacking the deck in my favor even more: I don’t eat after 7 PM, so I need less sleep. I make sure the blinds are up when I go to bed, so there is natural light in the morning. I make sure I am warm in the morning. After getting up, I immediately open the window, breathe deeply and look into the light to energize myself. Then, I jump on my mini-rebounder for 5 minutes while thinking about my goals and getting energized and excited about the new day.

The solution, in my case, was to break the Failure Pattern by eliminating the source of undesired behavior. Seeing the early time on the clock was a trigger for caveman brain to take over and make me sleep in. It was a perfect excuse. Eliminating the clock eliminated the trigger for undesired behavior.

Then, I stacked the deck in my favor even more, to absolutely conquer this goal. There is no chance of me sleeping late now. I LOVE GETTING UP EARLY! The excitement and energy feels great to the caveman brain too – remember, the caveman brain is all about positive emotions and good feelings. This is the co-operation you should aim for.

Life-hack tip: While jumping on the rebounder in the morning, or while walking to the office, I often listen to my own custom “motivational” tape (in mp3) that I got produced professionally for $5 dollars. It reminds me about my goals and floods me with positive emotions for the day. It invokes tremendous enthusiasm and desire for action in me. I will talk about getting your own completely custom motivational tape for $5 in a blog post that is coming soon. If you don’t want to miss it, subscribe: G+, Facebook, twitter.

How To Turn Your Failure Patterns into Success Patterns

By seeing my example, you might already have some ideas of how to fix the Failure Patterns. Let’s look at it -

First, you need to be intelligent and observant enough to discover and understand your own Failure Patterns. That might be a bit tricky, as these patterns are often unconscious, but now that you know what to look for, you can do it.

Second, you need to be creative in breaking your Failure Patterns and transforming them into Success Patterns. This is the fun part!

Third, you need to stack the deck in your favor some more, to make the success inevitable. This is fun, too!

Where to look for Failure Patterns? Whenever you want to do something, but end up not doing it, or doing it late, or doing it badly, look for Failure Pattern. Whenever you wonder where the time went by and how you ended up not doing anything again, look for Failure Pattern.

So the whole process looks something like this:

  1. Pick a goal that you really want.
  2. Make a quick action plan so you know the steps to achieve your goal.
  3. Start with the first step immediately.
  4. Take massive action and observe what’s going on – both in your thoughts and behavior.
  5. Discover Failure Patterns.
  6. Once discovered, break the Failure Patterns. Stack the deck in your favor as much as possible to transform them into Success Patterns.
  7. Go back to 4, repeat until the goal is achieved.

How to Stack the Deck in Your Favor for Inevitable Success

The easiest and most powerful way of eliminating Failure Patterns is by changing the environment. Changing the environment is by far the easiest way how you can stack the deck in your favor. It’s easy, because caveman brain doesn’t feel threatened when you change the environment, so it won’t sabotage the changes. That is your leverage.

Remember, the caveman brain will always choose the easy path. And as shown in the images at the beginning of this post, we can exploit that!

Changing the environment is just one possibility. Your situation is unique. You need to discover strategies that will work best for you. Before you cry out “Lame!” – here is a BUNCH of ideas to get you started. This is what I would do (or already do).

A) Make it harder to do the wrong thing

  1. Watch too much TV? Turn the TV around to face the wall. Unplug it. Or just give it away!
  2. Spend too much time on some website? Block it. Better yet, redirect that website to your own HTML file with list of your goals and the next action you need to take now. You can easily create this in any word processor.
  3. Eat too much junk food? Throw away all junk food and make a COMMITED DECISION that you won’t buy it again. Also make a decision that you won’t shop when hungry. If you fail and shop when hungry, don’t buy the junk food! If you fail and do buy it, throw it in the thrash on your way home [I actually did that once]. If you fail in that too, throw it in the trash later at home. If you fail in that too, then just don’t eat it. Now you have to fail FIVE times in a row to do the wrong thing. Before, all you had to do was to fail ONCE and eat it.
  4. Check email too often? Make your email client forget the password so it forces you to manually retype it every time. Move the shortcut for the mail client into some obscure location.
  5. Play too much PC games? Uninstall the games. Sell the DVDs. Cancel your accounts. [I once sold my account in a MMORPG game for a laughable amount, and it was one of the best things I've ever done. Since then, I never played any MMORPG again.] Too hardcore? Then at least use some parental control software on yourself to limit the time when you can play the games. Then – and I don’t care what it takes – substitute the game playing with taking action towards your goals! If you love games, in what ways could you gamificate your life?
  6. Procrastinate too much? Write baby-steps for your top action. Work just 5 seconds on the first micro baby-step if you must. BUT TAKE ACTION! RIGHT NOW! It’s ridiculous not to take a 5 second action! How hard is to procrastinate on that? Very. Clean your plate so there is nothing else you can do. Die of boredom or do that 5 second action.
  7. Sleep in instead of waking up early? Setup 3-5 different alarm clocks. Tell your lover to kick you out of the bed and take your blanket in the morning. (Hey, I told you this is fun!)
  8. Always forget that you want to do something important for you in the morning? Close your laptop and turn it upside down, so the next day, you remember: “A-ha, I wanna do that thing first!” Or, place a chair in your way from the bedroom. Break the Failure Pattern by any means necessary!
  9. Eat at night? I would suggest locking the fridge, but most fridges can’t be easily locked, and turning the fridge around is not very convenient either – but it would certainly interrupt the eating pattern :-) Maybe a frakking scary boogeyman in the fridge with a loud car horn would do the trick for you!

B) Make it easier to do the right thing

This is mainly about removing obstacles and adding as much convenience as possible.

  1. Want to run each morning? Prepare your running gear before going to bed, so you see it immediately after waking up and can put it right on. Then go for a walk to enjoy the crisp morning air [caveman brain won't protest – after all, it feels good!]. Then run.
  2. Want to go to the gym regularly? Hire a personal trainer. You won’t be overwhelmed when you arrive at the gym and see 1000 machines. The personal trainer will tell you exactly what to do and how. He will adjust the machines and weight. (Personal trainer has many other benefits too – for one, you will know you are doing the exercises right.)
  3. Want to finish your project? Schedule a time just for your project in which you can’t be interrupted. Create an action plan with all the steps for finishing your project, so you always know the next step. Make sure that you always know the next step. Write it on paper and place beside your computer.
  4. Want to eat light before going to bed? Make sure you always have an early satiating dinner – so you are not hungry later. Make sure you are not bored in the late evening, but fully engaged in something exciting.

C) Make it painful to do the wrong thing

You can also make it so that if you do the wrong thing, it will have painful consequences.

For example, as I described in Achieving goals like a Mad Klingon, you can promise your best buddy that you will give him $1000 if you won’t do X. Talk about leverage!

As far as your caveman brain is concerned, it will be more painful to part with $1000 than to do the action X. After all, do you have any idea how many bacon flavored marshmallows you could buy for $1000?!

D) Eliminate distractions

Being the spontaneous dude he is, the caveman brain loves distractions, So… make sure there aren’t any!

Why are distractions so horrible? Here is a hint:

  • Intent for action => Distraction => Entirely different action => Failure!

Distraction equals destruction. Distractions are pure poison. They rob you of your life and potential.

Declare full scale war on distractions. Show no mercy.

Simplify and unclutter your workspace.

Simplify and unclutter your computer desktop – and for crying out loud, disable all notifications!

E) Eliminate commitments to irrelevant projects and people

You can do few things right or many things badly.

Clean your plate. Unburden your load.

Drop as much irrelevant commitments as possible. Decide that you will NOT do.

Commitments that are not aligned with your goals are nothing but distraction factories.

F) Train Focus

Focus alone can’t save you – but it sure as hell helps!

Focusing makes it harder to get distracted, helps you to avoid the mental burden of context switching, and increases the likelihood of finishing any action successfully from beginning to the very end.

I’ve described a simple yet powerful way of focusing when working on the computer in my post Are You a Zen Coder or Distraction-Junkie?

G) ALWAYS have a PAPER to-do list in front of you with the NEXT action

Before going to sleep (= leveraging the subconscious mind), prepare a paper list of actions for the next day that you MUST do the next day (= leveraging focus).

Place it on your desk (= leveraging the environment.) You can start with just 1 or 2 actions, and ramp it up over time. After waking up, immediately begin working on the first action (= leveraging the peak state of the freshly rebooted mind)

If you do this, your day will be completely different. How different? Successful different.

More on this in Be Successful First Thing in the Morning and Seriously, Stop Sabotaging Your 2012 Goals.

H) Have a list of goals on your wall

We need to constantly re-focus. Every time you focus on your goals, it will push other distracting thoughts out of your mind (at least a little bit).

Print your goals and post them on the wall. Read the list once or twice daily. I read mine after waking up, and before going to sleep.

I) Manage your emotional state

It’s hard to be successful when you are lethargic or angry. But you CAN control your emotions. How? Take actions that are INCOMPATIBLE with any negative emotions you might be feeling. Move. Jump. Dance. Walk. Run. Smile. And then, TAKE ACTION! Believe me; taking the right action WILL make you happy. Being successful will make you blissful.

J) Get Creative and Do Something Else

Your situation is unique. You need to get creative, and whatever it takes, break the Failure Patterns. Stack the deck in your favor as much as possible.

Summary

You have two brains: Rational brain and caveman brain.

The caveman brain prefers instant gratification over long-term success. By stepping in, the caveman brain slows or halts our progress towards your goals set by the rational brain.

You need to learn how to outsmart the caveman brain and cooperate with him.

There are two behavioral patterns that humans executes all the time:

  • The Success Pattern: Intention for action => Action => Success!
  • The Failure Pattern: Intention for action=> Caveman brain doesn’t like and has a better idea => Different action => Failure.

You need to break the Failure patterns and transfer them into the success pattern. To do that, we have to be creative and stack the deck in our favor, by making the success easy and failure hard.

You can stack the deck in your favor by:

  • Making it harder to do the undesired behavior
  • Making it easier to do the desired behavior
  • Making it painful to do the undesired behavior (e.g. by making a significant commitment to others and placing cash on the line)
  • Eliminating distractions
  • Eliminating commitments to irrelevant projects and people
  • Training focus
  • Always having a paper to-do list in front of you, and writing tasks for the next day the day before
  • Having a list of goals on the wall so you can constantly re-focus
  • Managing your emotional state by taking actions incompatible with negative emotions
  • Being creative and breaking the Failure Pattern by any means necessary

The whole process of achieving goals by outsmarting yourself for success works like this:

  1. Pick a goal that you really want.
  2. Make a quick action plan so you know the steps to achieve your goal.
  3. Start with the first step immediately.
  4. Take massive action and observe what’s going on – both in your thoughts and behavior.
  5. Discover Failure Patterns.
  6. Once discovered, break the Failure Patterns. Stack the deck in your favor as much as possible to transform them into Success Patterns.
  7. Go back to 4, repeat until the goal is achieved.

Now it’s your turn!

If you’ve read this far, you are determined to succeed. So put this in action!

What are some of the Failure Patterns in your life? How do you plan to fix them? Post in comments below.

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And if you want to make my day, link to this post and/or to www.dextronet.com. Thank you.

About the author

has started programming when he was 7, and gotten interested in personal development at 14. He reads 40-50 books a year, and always does crazy experiments to improve and grow.

Jiri is the author of Swift To-Do List 7. His ongoing goal is to create the best task and notes organizer for Windows.

Jiri’s life purpose is help others reach their full potential.

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Swift To-Do List 7

The ultimate to-do list and notes software for Windows.