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The Time Rich Tip: Build Sustainable Systems

What I’m thinking about this week:

If you create easy, simple systems that work for you, you are more likely to maintain them.

A Tactical Tip:

My clients often struggle with keeping their files clean and organized, and like so many other things it’s about building the right system, then flexing the muscle for pausing and being intentional.

The first thing is to decide on a system that you intentionally create and follow so you know where to find it. For example, "when I have an idea, I always put it in Notion". If you choose a new place, be preemptive about moving all your ideas from your old place to your new place. I use notion now for ideas, so I had my VA move all the "ideas" from ClickUp to Notion. Before that I used Slack so she moved everything from Slack to ClickUp. If it's a file or template for a client, I use Google Drive. Videos go on Loom. Photos go on Google Drive. I recommend not changing that often, but I am susceptible to the appeal of new technology.

It is important to choose ONE place and to move everything to that ONE place so you're not digging everywhere. And make sure that place is easy to use and accessible even via Mobile so you don't use something else when you're in your car and have an idea. And pick a titling convention and stick to it. It will make finding things SO much easier.

Before you save a whole file, decide what you're using that file for. Is it just for a couple of the comments so that you create a clear plan for creating a newsletter? If so, immediately take that part out of the file and put it where you put action items, then THROW AWAY the rest of the file because it will just create digital dust. Be relentless in asking yourself what you'll use this thing for, collecting the one thing you actually need, titling it correctly so it's searchable, storing it in the one place you use consistently, and then trashing the rest.

And it's the same thing for losing the remote or whatever - when you find it, put it in the first place you looked for it because that's how your brain works.

Create systems that work for you. Names that make sense, organization that feels natural, and you'll be more likely to maintain it.

A quote has me inspired this week:

“If you're having trouble changing your habits, the problem isn't you. The problem is your system. Bad habits repeat themselves again and again not because you don't want to change, but because you have the wrong system for change. You do not rise to the level of your goals. You fall to the level of your systems.” James Clear

Here’s to a Time Rich week,


PS. Here’s your reminder to think about (and take action on) what you can eliminate, automate, and delegate this week!


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