HOW TO PRIORITIZE

YOUR TODO LIST AND

GOALS

Transcripts
 Finding Time to Get Everything Done
Video 1
Ever wonder how some people seem to be so productive. We all have the same 24 hours in a day but
some people just seem to get so much more done than others.

In this video, we’re going to teach you how these people manage to be so productive with their time
and introduce you to some basic principles that will allow you to reclaim lost time, manage your
willpower and energy well ,so you’re always ready for anything and one very simple trick that will
help you eliminate or minimize the friction that causes most people to freeze up.

The secret to maximizing your productivity, is to manage your willpower. We all have limited will-
power and it affects how much you can actually get done. To illustrate, let me share with you a
study that was conducted by Ray Baumeister in 1996. In the study, he had two groups of people who
were taken one by one to a room with both a plateful of cookies and a plateful of radishes. One
group was told they could eat the cookies and one group was told they couldn’t eat the cookies, and
instead was told to eat the radishes. They were then taken to a separate room after several minutes
and asked to solve an unsolvable puzzle. The group that had been told they could eat the cookies
gave up on average after a period of twenty minutes, but the group that had been told to eat the
radishes gave up on average after only eight minutes. Their willpower was significantly depleted and
they lasted less than half as long as their cookie eating counterparts. Now sometimes you have to
eat radishes, there’s just no easy way to do some tasks. However, there are a couple of things you
can do to help conserve and manage your willpower so that when you have to do those hard tests
and eat your frogs, you have the capacity to make it happen.

The first thing you can do is establish rituals. Rituals take advantage of the habit loop, which is your
body’s built in efficiency mechanism. By doing the same things over and over you actually create
habits that lessen the amount of energy and willpower that are required to actually do the task.
Rituals take advantage of this and help you get done what you need to get done faster and with less
effort. Here are the four key components to any ritual.

Number one, is the marker. The marker signifies the start of the ritual. Examples of markers, could
be driving to the gym, your alarm clock going off, or sitting at your desk. It’s the thing that you no-
tice that gets you moving towards completing your ritual.

Number two, is the routine. The routine is the series of steps taken to complete the ritual. For ex-
ample a standard morning ritual might include something like drinking water, stretching, journaling,
etc.

Number three, is the reward. The reward is what causes the routine to stick. It’s the positive rein-
forcement. The treat that you give yourself, once you actually complete the ritual or the positive
feeling of actually finishing something.

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Number four, is the tools. The tools are the things that will make it easier for you to complete your
routine and get on with other things. Things like a notebook, music, an exercise mat, etc. Setting up
your tools can also make the ritual easier to start again. This last step is key because it requires ad-
vanced planning. There’s a quote that I love by Benjamin Franklin that goes; “Those who fail to plan
plan to fail”. A big part of planning is actually writing down your plan.

The British Journal of Health and Psychology did a study with three groups of people, and they
tracked how many of them exercised at least once a week. About 38% of the first group, the Control
Group, actually exercised once a week. The second group, attended motivational talks about the
benefits of exercise but only 35% of that group actually exercised at least once a week. The third
group, who were told to write down an implementation plan, was much more successful, with 91%
of that group actually exercising at least once a week. So as you can see, you have a much better
chance of successfully achieving your goals and implementing your rituals, if you take the time to
write down how you are going to achieve them. When you write down your implementation plan,
you’ll also see which things you need to have ready and what you need to do ahead of time to pre-
pare for your ritual. Some of these things you can do immediately after you complete the ritual,
making it easier to initiate the next time. This is called Clearing to Neutral.

Clearing to Neutral is a term we use that literally means resetting things so they are ready to go for
next time. Clearing to Neutral makes the task easier by eliminating the friction to get started. For
example, let’s say you need to write an article or a paper. Are you more likely to get started writing
here? Or here? The messy desk can be enough to cause you to procrastinate on that project, no mat-
ter how important the project actually is. A lot of times we don’t start on our most important tasks
because our willpower is depleted, so even a little bit of friction like this can keep you from taking
action.

Here’s a couple of other examples of Clearing to Neutral.

Getting enough sleep. This is so important. Ever find yourself staring at the clock saying “I’ve gotta
get up in only 4 hours”. Then the next day, you’re exhausted, it’s a struggle just to make it through
the day, and you don’t have any energy for the people who are most important to you. A lot of times
we’re our own worst enemy when it comes to sleep staring at the screens on our computers and
smartphones until right before bed, while the blue light messes with our circadian rhythm. Clearing
to Neutral in this area, might look something like, no computers after sundown, no coffee after 2
PM, etc., so that when it’s time to actually go to bed you can fall asleep quickly and easily.

Another example, of clearing to neutral ,is cleaning your desk. I know we talked about this already,
but I bet there’s some of you that keep your work desk clean but your home desk is a mess. This was
me, but why should that sense of order end with your workday. If you work from home, this is actu-
ally even more important. Don’t let yourself fall into this trap. It’s sometimes easier to keep things
organized in a professional environment where there are high expectations, but at home you have to
set that bar high.

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Another example, is organizing your workbench, so you know exactly where the tool that you need
is. Nothing is more annoying to me personally than starting a home improvement project and not be-
ing able to find the tool that I need. Even something simple, like hanging a picture becomes a dread-
ed task if I can’t find my hammer because it didn’t get put away last time.

Another example, is washing your dishes so they’re clean the next time that you need to use them.
We actually had someone on The Productivity Show, who shared a story about when he was in col-
lege, about going to the store to buy paper plates because his food was ready and he had no clean
dishes. Which sounds ridiculous, but at the time he honestly thought that was a better option. That
just shows the importance of clearing to neutral on how not doing it can drastically affect how you
actually interpret things.

Another example, is closing all the tabs and apps when you shut down your computer. When you
leave the office for the day and you’re packing up your laptop, close all those open loops, close all
the tabs, save all your work, close all your apps. So when you start again, you can start on the things
that are most important, not try to pick up in the middle of something when you forget where you
were.

Another example, is putting your keys in the same place, so you know exactly where they are when
you need to go somewhere.

Another example, would be setting out your clothes for the day the night before. That way, you
don’t have to run around looking for clothes in the morning trying to find something that’s clean or
is ironed. The third key to getting more done in less time, is to turn off the television. The television
is the biggest time waster we know of. Most of the time people veg out in front of the TV because
they’re so tired and overwhelmed at the end of the day but that doesn’t actually help you reset and
recharge, and we do it far too much especially Americans. The average American watches thirty-four
hours of TV a week. That’s almost a full time job. Just think what you could get done with all that
extra time if you didn’t watch TV or at least, not as much. And just to be clear, I’m not saying never
to watch TV. I enjoy watching NBA basketball and the occasional NFL game, but I make sure to limit
the amount of time that I do spend in front of the TV. One of my mentors once told me, there’s no
PV or Personal Value in TV.

To solidify these concepts and help you manage your time more efficiently, here are some action
steps that you can implement right now.

Identify all your current habit.

See if you can add a clear to neutral action to the end of each habit.

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 How to Identify What’s Most Important
Video 2
Focusing on the things that are most important, sounds simple in theory but in reality it can be diffi-
cult sometimes to correctly identify what really is most important.

In this video, we’re going to teach you how to systematically determine what is most important
according to your chosen criteria, so you can objectively and consistently work through your most
important tasks. If you’re not careful though, you can find yourself simply reacting to what other
people say is important. You can easily fall into the trap of allowing other people to define your
priorities for you and before long you find yourself overcommitted and overstressed. That’s why it is
so important for you to have a system that you can follow, made up of consistent criteria for defining
what you determine to be important.

A great system for defining what is important and what isn’t, is Stephen Covey’s quadrant system.
This is also called the Eisenhower box. After President Dwight Eisenhower, who once said that, “What
is important is seldom urgent and what is urgent is seldom important”. This is what an Eisenhower
box looks like.

On the Y-axis you have important and not important. And on the X-axis, you have urgent and not
urgent. Most people tend to focus their efforts on the things that are urgent. However, when you do
this you can sometimes neglect the things that are important, by simply responding to the latest ur-
gent requests for your time, focus, and energy, you can completely miss out on the things that have
the greatest impact on moving you towards your goals.

The Eisenhower box is divided into four quadrants. Let’s take a look at these, one at a time.

Number one, things that are both important and urgent.These are the things that you should do.
These are things that are both very time sensitive and will have a significant impact on your overall
happiness and goal achievement, so you should do them as soon as possible. Some examples of things
that are both important and urgent, are things like paying your taxes, your wife going into labor, or a
deadline approaching for a big project.

Number two, things that are important but not urgent. These are the things that you should decide
when to do. These things can easily be neglected if you simply respond to the most pressing demand
for your time and attention. These are things that have a significant impact on your overall happi-
ness and goal achievement but don’t need to be done immediately. Some examples of things that are
important but not urgent, are things like exercise, spending time with your family, and taking the
time to plan your week.

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Number three, things that are urgent but not important.These are things that you should delegate to
someone else if possible, since it’s not that important if you actually do the task. These are things
that are time sensitive but really don’t make that big an impact in your overall happiness or goal
achievement, so you shouldn’t worry too much about getting these things done as soon as possible.
Some examples of things that are urgent but not important are things like phone calls, text messag-
es, and most e-mail.

Number four, things that are neither urgent nor important. These are the things that really don’t
matter when you do them or even if you do them at al, and you should delete as many of these time
wasting tasks as you can. Some examples of things that are neither urgent or important are checking
your social media most of the time, watching TV, and sorting through junk mail.

Chances are you have a few things on your task list that really aren’t that important. To help you
decide what’s most important, do this exercise.

First, look at your task list and take the top 10 things. Next, draw an Eisenhower box and label the
axis. Next, plug each of your tasks into the appropriate quadrant in your Eisenhower box. Be honest
with yourself and don’t talk yourself into making things more important than they really are. Now
pick your top three important items. These are your most important tasks or MIT’s. Focus on com-
pleting these three things. Forget about all the other items on your list until you do. If you accom-
plish all three of these tasks and still have time, go back and pick a few more tasks to work on. This
is called the Asian Efficiency workflow and will allow you to get more done than you ever thought
possible by helping you narrow your focus to the things that have the highest return on your invest-
ment. Of course once you decide what your most important tasks are, you still need to actually do
the work. To help you do that, we recommend you implement the practice of “eating your frogs”
which is one of our favorite concepts at Asian Efficiency. We picked it up from the book Eat That Frog
by Brian Tracy and it originated from a Mark Twain quote that says: “Eat a live frog first thing in the
morning and nothing worse will happen to you the rest of the day”. In this case your frogs are your
most important tasks or MIT’s. The basic idea is that if you do the things that you know you need
to do but are distasteful early in the day, then no matter what else happens you can look back and
know that you made positive progress towards your goals by completing your most important tasks.

Here are a couple reasons why you should eat your frogs first thing.

Number one, you have the most energy and willpower to throw at the task. True, you may not feel
like doing your most important tasks first thing in the day but you’ll feel even less like it after a busy
day at work. After a full night’s rest your energy and willpower are at their peak, there is no better
time to attack your most important tasks.

Number two, there are fewer or no distractions. If you get up early to tackle your most important
tasks, no one has the ability to steal your time and attention by giving you other urgent, non-import-
ant tasks to do instead. You can literally pick whatever you want to work on because no one else has
had a chance to interrupt you yet.

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Number three, you are more focused. The day is fresh, your tank is full, you can do anything you
want, and the world hasn’t started throwing a million demands at you yet. Don’t ruin it by checking
your e-mail. This is what a lot of people do right after they wake up and when they do they open
the floodgates for other people to steal their focus off of the things that are important and onto the
things that are urgent.

The practice of eating your frogs is one of the most beneficial productivity practices we know of.
Here are a couple major benefits of eating your frogs.

Number one, you take away the pressure of having to do it later in the day. If you wait until after
you get back from work, after the kids go to bed, etc., your energy, focus, and willpower will be de-
pleted and you probably won’t actually do those things that are important. Sadly, a lot of people put
off their important tasks thinking I’ll do it later and just never get around to it so they don’t make
any progress on their goals. Don’t be like them, eat your frogs early and often.

Number two, eating your frogs helps you clarify what you should actually be working on. Sometimes
you can’t see the forest through the trees when it comes to your productivity. You might know the
next step but you might not know everything you need to do before you can actually complete that
project. When the long term objectives are unclear, focus on the things you know to do and as you
complete these important tasks it can become clear what the next steps are.

Number three, eating your frogs ensures that you are consistently getting the highest return on
investment for your energy, focus, and willpower. Don’t invest your limited resources in tasks and
projects that don’t move you towards your goals. Focus on the things that will make the biggest
impact on your overall happiness and goal achievement. To solidify these concepts and help you start
to identify what’s most important in your life, here are some action steps for you to follow.

Write down a list of tasks that you are going to do tomorrow that will get you closer to your goals.
Identify your most important tasks or frogs.
Plan how you are going to complete those tasks tomorrow morning.

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 What to Work on When You Have Too Many Projects
Video 3

It’s human nature to overestimate what we’re really capable of getting done and when that hap-
pens, we usually end up with too many projects.

In this video, we’ll show you how to identify the projects that matter the most, and how to establish
your own framework for deciding which projects you should actually commit to moving forward, and
which ones you shouldn’t touch with a ten-foot pole.

Occasionally, you might find yourself in a situation where you’re overcommitted and are trying to
balance too many things. When this happens, you sometimes might feel like you have so many things
to do that you just can’t decide what to do next or where to even begin. This is a sign that you have
too many projects going on at once and the best thing to do in this situation is to either drop some
or put them on hold so you can focus on the most important ones.

The critical question you must ask yourself when deciding what you should do with any given project
is, “Is this in alignment with my values and goals?”. Many times we commit to things that sound good
in theory, but when we sit down and ask ourselves this question and answer it honestly, the answer
usually becomes very clear. Before you can answer whether a project is in alignment with your core
values and goals though, you first need to identify your own core values. Many people don’t take
the time to do this but it’s a very important step because your core values determine where you are
headed. Lewis Carroll once said, “When you don’t know where you’re going, any road will get you
there”.

Your core values ensure that you don’t fall into this trap and actually help map your course. Let me
illustrate by sharing with you, Asian Efficiency’s 4 Core Values. These values drive us as a company
and all of our decisions are made within the framework that these core values provide.

Number one, is Glowing Green. This basically means that we strive to be excellent at whatever we
do. It comes from the belief that everyone and every company on the planet has a more successful
version of themselves that they want to become. Whenever we encourage a customer to be produc-
tive or to live productively or to implement a new habit, it’s coming from a place where we’ve done
that ourselves. We’ve been through the pain and challenge of it and know what it will take to get to
the other side.

Number two, is Pull Others Up. This is actually the flip side of Glowing Green. It’s the idea that when
we start to do well and glow green ourselves we want to help other people around us do the same,
and the more that we glow green the more we’re able to pull others up. We recognize that in order
to help others we often have to be in a stable and good position ourselves first, so we can share from
real knowledge and experience not just hypotheticals and theory.

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This core value also comes from the recognition that we can’t do everything ourselves and that hu-
man beings can do amazing things when we all work together and help each other out.

Number three, is No Ego Teamwork. It’s the idea that everything at Asian Efficiency is done as a
team. When we win, we win as a team. When we fail, we fail as a team. It means that we didn’t pull
others up enough. It means that when we have problems, they become team problems in a good way
and it means that wins and fails are on the entire team. Not any one team member. It means that we
try to self-organize as much as possible and that there is no one person micromanaging everything.
It means that there are constant iterations and improvements going on and if a process isn’t working
that we’ll get it fixed within the next week. It also means that any ideas are shared openly through-
out the team and everyone is humble about what they do.

Number four, is Data Driven Decisions. This describes the process of how we make decisions at Asian
Efficiency. We’re strong believers in gut intuition and in using data. Because you see gut intuition is
basically our subconscious taking in millions of data points and summing it up by saying: “Yep that’s
the right call.” but that’s our subconscious and when we take that and then add-in the real world
data on top of that, that we can communicate to others as well, that is actually infinitely better. So
this core value means that we recognize that we don’t know anything until we test it. We may think
we have an earth shattering idea but until we execute and implement it and test it in the real world
and get data back regarding the results, the truth is we just don’t know. Everything is a hypothesis
until proven otherwise. So let me ask you, what are your core values? If you’d never taken the time
to identify your core values. Here’s a couple questions that can help you identify them.

What in your life is most important?

What can’t you tolerate?

What personal boundaries are non-negotiable?

What are some things that you truly believe in?

Once you’ve identified your core values, you can define your priorities even further by identifying
goals. Goals help bring clarity in your day to day routine by showing you where you need to go. To
illustrate, think about trying to navigate through a hedge maze, when you’re in the middle of the
maze, you can easily get lost if you just look straight in front of you. To successfully navigate to the
exit, you need to focus on a focal point like a tree near the exit. Now as you make your way through
the maze, if you just keep moving towards your focal point you’ll eventually find your way out.

Goals play an important role because they provide that focal point by which we can measure our suc-
cess. There are seven areas where it is important to have goals. The first area, is the area of health.
You’d need to have goals for exercise, your eating habits, etc. if you want to be healthy. For exam-
ple, you might have a goal of going to the gym three times a week or limiting how often you eat out.

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The second area that goals are important, it’s the area of wealth. If you don’t have financial goals,
you won’t actually save any of your money and you’ll soon find that it’s all gone. For example, you
might decide to set aside a certain amount from every paycheck for a large purchase like a vehicle
or a down payment on a house.

The third area that goals are important, is the area of relationships. If you have a significant other
you might have a goal of having a date night once a week or you might have a goal of scheduling that
epic road trip you’ve been meaning to take with your college roommates.

The fourth area that goals are important, is the area of knowledge. Maybe you’ve always wanted to
go back to school and finish your degree or maybe you decide you want to try and go for your mas-
ters. These are obviously things that will take some time to accomplish, so it’s important to set goals
in this area if these things are really important to you.

The fifth area goals that are important, is the area of emotions. Being able to control your emotions
is very important. This is much more than just controlling your anger, however, having a positive
mindset is important if you’re going to be productive. For example, you may keep a gratitude jour-
nal as a way of documenting your progress in the area of thankfulness.

The sixth area goals that are important, is the area of discipline. These are things that you need to
do consistently whether you feel like it or not. For example, to become a good musician you have to
discipline yourself to practice, so you might set a goal to play your skills for 20 minutes everyday.

The seventh area goals that are important is the area of play, many people overlook this area but it’s
very important because play helps you reset your mind and recharge your energy, focus, and will-
power. It’s important to have hobbies and to set aside time for things that you like doing, like play-
ing a sport, reading a book,etc.

Once you’ve identified your core values and goals it will be much easier to see which of your proj-
ects are really important and which ones just aren’t worth pursuing anymore. When you have clarity
about where you want to go it becomes easy to see what is helping you and what is hindering you.
However, it’s still up to you to say no to those things that you shouldn’t be doing. Once you know
what you should be doing this gets a lot easier. To solidify these concepts and help you determine
which projects you should be focusing on, here are some action steps for you to apply to your own
life.

Write down 3-5 core values.

Write down your goals in 7 areas.
Ask yourself: “Are the things I’m doing right now, taking me closer to or further from my goals?”
Pick at least one thing or project to drop.

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 How to Prioritize When Everything is a Priority
Video 4
Prioritizing can be tricky with all the different areas of responsibility many of us have to balance. In
this video, we’ll teach you the correct mindset to use when prioritizing your tasks and projects, and
show you how to systematically work on things that are most important to produce extraordinary
results.

Before we dive in, we have to come to grips with the framework that we have to work within.
There’s an old Native American proverb that says; “If you chase two rabbits, you will lose them
both”. If you don’t focus on one thing and chase it only, you will never catch it and your goal will
elude you. Unfortunately, when it comes to productivity this is exactly what a lot of people do by
having multiple priorities. Gary Keller, author of “The One Thing”, said that you need to be doing
fewer things for more effect instead of doing more things with side effects. Sometimes it can be
difficult to choose what to focus on, because there seems to be a lot of things that are very import-
ant. But in reality, if you try to spread your focus, energy, and willpower out over several priorities,
you’ll find that you won’t actually complete any of them and you’ll let things fall through the cracks,
which will produce undesirable consequences. Unfortunately, the idea of multiple priorities is com-
monplace and encouraged in the business world today, but in reality multiple priorities is a myth.
In fact Greg McKeon, expounds on the history of the word “priority” in his book Essentialism. In the
book, Greg talks about how the word priority, came into the English language in the 1400s and was
singular. It literally meant, the very first or prior thing. It stayed singular for about the next five
hundred years. It wasn’t until the 1900s that people started pluralizing the word and talking about
multiple priorities. Illogically, what people reasoned was that by changing the word we could bend
reality and somehow we would be able to have multiple first things.

Even though this makes absolutely no sense. People and companies routinely try to do just that. In
the book, Greg talks about how one business leader in a company that he worked with talked about;
Priority 1, Priority 2, Priority 3, Priority 4, Priority 5, which gave the impression that many things
were the priority in the organization but in reality, it actually meant that nothing was.

The whole idea of multiple priorities, actually stems from the idea that humans can effectively mul-
titask, but this is also a myth. The human brain can only focus on one thing at a time. Multitasking is
therefore not actually working on multiple things at once, but really it’s just rapidly switching back
and forth between multiple tasks, but those switching costs, can add up quickly. In fact, brain re-
search has shown that multitasking can actually make a task take up to 50% longer.

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For example, there was an email study done in 2003, that showed that the average person checks
their email every 6 minutes and on average, it takes 64 seconds to resume the previous task after
checking email. That means, that you are wasting 1 out of every 6 minutes, approximately 17% of
your total time, and that’s assuming you don’t actually spend any time responding or filing email
when you check it.

A common trait of successful people is that they don’t try to multitask but instead focus on one thing
at a time. They work from a clear sense of priority focusing on the most important thing. They op-
erate like a samurai, not a firefighter, let me explain. A firefighter is trained to react. They see the
fire and they put it out. This is very important in the physical world as they respond to emergencies
quickly but from a mental task management perspective you can’t function this way. If you do, you’ll
quickly find yourself responding to emergencies that other people create for you which really aren’t
urgent or important and have very little impact on moving you towards your goals. In other words,
they may seem like high priority items because they are defined that way by the people around
you, but that might not actually be the case. As a firefighter who simply reacts to what is thrown at
them, you really can’t do anything about this. A samurai though, is different. A samurai has one goal,
they’re laser focused on a mission to kill and they are willing to do whatever it takes to get that job
done. A samurai never returns unless the mission is accomplished and only then does he receive his
next set of instructions. This is the way to work if you are serious about getting things done.

Og Mandino said that; “It is those who concentrate on but one thing at a time who advance in this
world”. The truth is, that everything does not matter equally. Some things are much more important
than others because they are in alignment with your goals and core values, which means they will
have a much bigger impact on your overall happiness and goal achievement.

Tasks like this are often the tipping point for greater success but you’ll never get to that point if you
try to balance too many priorities that have been defined for you by other people. By focusing on a
single thing and seeing it through to completion, you can actually achieve great levels of success as
you start to build momentum. In his book, The One Thing, Gary Keller shares a story about how great
success can be triggered by simply completing one small action. He illustrates the point with the fact
that a domino can actually knock over another domino up to 50% larger than itself. That means, that
if you start with a normal 2-inch domino and each domino is 50% larger, the 18th domino in the chain
that’s knocked over is actually the height of the Tower of Pisa, just over a 183 feet tall. The 23rd
domino, would be as tall as the Eiffel Tower, which is 1063 feet tall. The 31st domino, would rival
Mount Everest, which is 29,028 feet above sea level. And by the time you get to the 57th domino, it
would go from the earth to the moon, 238,855 miles. That can be intimidating to look at, but it all
started with a single small action, the 2-inch domino. You can achieve the same sort of momentum in
your life by asking yourself this simple question, “What is the one thing I can do, such that by doing
it, everything else will be easier or unnecessary?”. That THING is your priority, NOTHING else.

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To solidify these concepts and help you identify what is top priority in your life, here are some action
steps for you to implement.

Look at your to do list for today (or make one) with roughly 10 items on it that you could do.
Select 3-4 items that are critical that you should do - this is your “success list”.
Identify the ONE thing that will move you furthest towards your goals.
And do that, NOW!

AE DOJO | HOW TO PRIORITIZE YOUR TODO LIST AND GOALS 13