How to remember everything (even when crazy busy) - 4 step framework
It's infuriating when you're reminded of something you should have started weeks ago.
"Don't forget about that thing..."
You get that sinking feeling.
You've now got zero time to get the thing done.
You're more annoyed with yourself than anyone else.
What's worse, you actually made a mental not NOT to forget the thing.
Here's what used to happen to me.
- I had a thought, meeting, message that uncovered a task
- I made a mental note to write it down
- I got distracted by something else
2 major situations bit me as a result that forced me to change.
- Big presentation
- Loss of business
I'd committed to the presentation months before, and thought I was being organised by putting it in my calendar.
But, it was US time, so when I looked ahead at my calendar it didn't appear (it was at 7PM as my default view showed 9-5)
- Monday comes around
- Major panic sets in (as I'm already over-committed)
- My week is destroyed (I'm working 5AM and 9PM to find extra time)
The loss of business was worse.
- I speak to a prospect with a project in 3 months
- I then call them back in 4 months instead of 3
- I find they've take their business elsewhere
All because I forget to set a reminder!
The good news is, you can learn from my mistakes.
Plus, it's actually super easy to remember everything.
All it requires is a system, and a bit of diligence.
Information
In reality, there are only 2 types of information
- Information we receive from others
- Information we receive from ourselves
Information from others includes e-mails, DMs, meetings etc Information from ourselves includes ideas, reading, research etc
If we donât capture information from others, we:
- Miss deadlines
- Come across as disorganised
- Fail to live up to our promises
If we donât capture information from ourselves, we:
- Lose good ideas
- Miss learning opportunities
- Fail to build self management skills
So here's a tech powered framework you can use to capture everything (so you never need to worry about forgetting anything ever again)
Providing you're diligent. This works even when you're crazy busy.
The Framework
1. Set up a 'Mind Hub'
A 'Mind Hub' is a digital location when you can build a list.
Tools that you can use:
- Notion
- Evernote
- Microsoft OneNote
I use Notion with a database that I add stuff to. Literally everything I come across goes there, no matter how big or small the thing is.
It's important that's it's digital, as you'll see in the next step.
2. Define 'Capture' processes
The next step is to add to the database.
This needs to become part of your day to day activity.
Some of my processes include:
- Syncing an e-mail to Notion (using make) when it's dragged into a folder
- Using AI to capture tasks from meeting transcripts (and syncing to Notion)
- Using the Notion phone widget (creates a plus button on my home screen) to capture thoughts that come into my head.
Whatever tool you use for your 'Mind Hub' is likely to have an app or chrome extension. So use them.
Some other examples:
- Using the Todoist for Gmail extension to create e-mails as to-dos
- Using the Evernote 'web clipper' to capture stuff you find online
- Using the OneNote IOS mobile app for Quick Capture
3.Prioritise
This step could be a newsletter in itself (it probably will be).
I use the Eisenhower matrix to group stuff into:
- Do
- Decide
- Defer
- Don't worry
As you'll be capturing EVERYTHING, it's important that everything isn't given equal weighting.
Most stuff should be in Defer/Don't worry to revisit at a later date.
The stuff that's in DO/Decide should be scheduled on your calendar.
4. Review and Remind
It's good to get in the habit of reviewing your 'Mind Hub' on a daily basis.
I'll capture stuff throughout the day, and then prioritise once or twice a day.
This way, every time I open up Notion, I can see my tasks ranked by priority.
If you want to make doubly sure you don't miss anything, then you can set a due date or a reminder.
In Notion, this is simple as typing @remind, and I'm sure other tools have similar capability.
So there you have it:
TL;DR
- Set up a catch all areas in your digital workplace of choice
- Define a capture process using tech to make the process fast and easy
- Rank everything you capture so it's not commanding equal attention
- Review your digital workspace every day, and set reminders to make doubly sure you don't miss anything.
And remember:
It's impossible to remember everything (you shouldn't even try)
But it's more than possible (even easy) to capture everything.
All it requires is a system, and a little diligence.
Until next time
Speak soon
Adam
P.S - Thereâre 3 ways I can help you right now:
