The Supreme Productivity System: Using OmniFocus and Rituals for Peak Productivity

Let’s talk about how I stay at peak productivity by using rituals. Not the superstitious kind of rituals, but think of rituals as recurring reminders. I use “rituals” because the word is short and takes up less space on the screen of my computer. This is my Supreme Productivity System.

The supreme productivity system is one that works for you. I share how I structure my system. Take what works for you and leave the rest.

Let’s get to it!

Getting Things Done (GTD)

My journey into productivity started around 2010. About the time when I started graduate school for my MBA. Of course, any talk of productivity is inextricably linked to David Allen’s book, Getting Things Done. I still use and follow David’s GTD structure, with a few simplifications and customizations along the way to make the system work for me.

The KEY element that I adopted and continue to use to this day are the recurring REVIEW of things on my plate. And over the years, my own addition to GTD is to be absolutely ruthless in culling old tasks and projects from the system.

Secret to Productivity: Right Thing at the Right Time

I came to the conclusion that the secret to productivity is to say no! And to ruthlessly cut things that are not truly MY priority. It is so easy to dump everything into OmniFocus and GTD and turn it into a discouraging nest of chaos. When I did this, I felt like I could never move the needle on bigger picture things. The Lesson Learned, of needing to say no and to let go of things, took several years. This is still an area that I have to be intentional about, and ruthlessly cull the noise from my system.

Productivity is NOT about doing MORE

Productivity IS about doing the RIGHT THING at the Right TIME

OmniFocus Application

The OmniFocus App is the center of my productivity system. I first discovered the OmniFocus as a Mac application circa 2007(ish) when I switched from Windows to Mac. The Things App also crossed my radar around this time and it’s the application I used first throughout my undergraduate studies. I was drawn to the simplicity of Things, but later with grad school and more plates to keep spinning, I made the switch over to OmniFocus scratches a key itch of mine: bullet lists.

I love bullet lists! OmniFocus is more natural when it comes to thinking of projects and tasks in terms of bullet lists, and bulk management is easy.

It wasn’t until 2010 when I headed to graduate school for my MBA that I switched from Things to OmniFocus because it provided more power to compartmentalize and isolate different aspects of my life between Personal, School, and Work. That capability in OmniFocus is called Perspectives.

I use the OmniFocus apps extensively each and every day.

OmniFocus Perspectives: Personal & Work

OmniFocus provides immense flexibility in how you structure things.

I keep my setup very simple with two folders: Personal and Work. Nice and simple. Here’s what the full list looks like. I only have a few ACTIVE projects and I am ruthless about killing and purging from my system and my brain anything that’s not truly a priority for me. My Get Fit project is the one exception, which I hope to write about in future why that is.

I also have two buttons customized in the OmniFocus Toolbar that let me change Focus to only look at one of these folders. Here are my buttons.

Click on the person and OmniFocus only shows my Personal folder. Click the briefcase and OmniFocus only shows my Work folder. Nice and simple!

This setup helps me only fill my limited brain space with projects from my current mental state. When I’m on personal time I don’t care about work, and when I’m at work I don’t care about personal things. But I have access to both at all times on my Mac, iPhone, and iPad.

When I have great ideas in the shower or while walking, I capture them right away and then process them to their final home later. Very much akin to always having a pad of paper and pencil nearby for late night epiphanies while trying to fall asleep. I use Siri by saying “Hey Siri, Remind Me to …” and this automatically gets imported to my OmniFocus Inbox. I don’t even have to open my eyes in the middle of the night and futz about trying to jot down my thoughts.

OmniFocus is great!

Tags (Contexts)

I used to follow the original thought of Contexts from GTD–of only seeing things that are relevant to the context that I was in. However, I did not feel that I got a lot of benefit out of this system. And it was more data entry than practical use because of the type of work that I do. I don’t use Geofencing or location-based reminders either because I don’t need them. Therefore, I simplified my Contexts to be about Prioritization and a few other indicators if social interaction is required (🙋‍♂️People), or it’s a specialized list like 🛒 Grocery shopping list. Here are my current tags.

Every project and task in my system always has a Priority tag. I use this tag to see at a glance what order I want to do them in.

Tasks labeled 1️⃣ First, I do first. I reserve this priority for the really🔥HOT things that truly must be done first thing in the day.

The majority of my tasks fall into the 2️⃣ Next bucket. The order I do things in doesn’t really matter too much in this bucket.

Lastly, 3️⃣ Later tasks are the “nice to haves” that I can do last, or defer to the next day if I’ve run out of brain power for the day, or am time capped at work.

I also make use of flags a lot and then sort my perspectives in OmniFocus so that my tasks appear in priority order, followed by flagged items within each bucket. This gives me a lot of flexibility when I scan the to-do list in the morning. I flag what I really want to get done today in each bucket and then get to executing!

Order matters in my system. Even if tasks can be completed in parallel I will still sort them into the order of priority within each bucket.

OmniFocus Sidebar

Here’s my customized sidebar in OmniFocus. Everything is fairly self-explanatory.

My Today view show me everything due today or flagged in order of my priorities that I mentioned previously.

The Next perspective shows me everything available that I could action on. You know, incase I get bored or something.

Forecast shows me the calendar view of all tasks due to gauge how hard my workdays will be.

The rest of the custom perspectives are administrative and I rarely look at them. My main items are Inbox, Projects, Today, Next, and Forecast. That’s why those are at the top of the list.

Rituals (Recurring Things)

😱I bet you are going to skim my rituals below and feel overwhelmed how many there are. These rituals are my own and what work best for me. I’ve done them so many times that they are second nature to me and I rarely need to refer to the notes shown in grey italicized text.

Take these for inspiration and example. Come up with your own rituals that you need that will work for you. These are simply what I have chosen over time to include into my system. You need to tailor your own Rituals to your own needs. But it’s helpful to see what others do to get the creative brain juices flowing and that is why I share my 🔁 Rituals. Here they are!

TIP: Each section below is in TaskPaper format that you can copy/paste into OmniFocus, or TaskPaper.

Annual Rituals

Annual Retrospective & Planning

• Annual Retrospective @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First) @repeat-method(fixed) @repeat-rule(FREQ=YEARLY)
  Why: see how much I’ve grown this year and learn from those lessons. Reread all my journal entries of the year. Write freeflow what my thoughts are after I’m done reading to synthesize what I just read. Summarize the year in one word. Look for areas of friction. Change my level of thinking of the problem. Make sure all my projects and actions are mapped to my higher goals. What do I want out of whatever the work is. Step back and take a look.
  – Annual Retrospective Freeflow writing thoughts from this year
  – Did I Accomplish my themes for this year?
  – * Few Word Recap of the year
  – What Went Well (Repeat)
  – What Didn’t Go Well (Change)
  – Surprises (Risks)
  – Lessons Learned (Apply)
  – Objectives/Themes for Next Year

Quarterly Rituals

Quarterly Retrospective & Planning

• Quarterly Retrospective, and next quarter goal planning (Personal) @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next) @repeat-method(fixed) @repeat-rule(FREQ=MONTHLY;INTERVAL=3;BYDAY=1FR)
  Why: Recognize how much I’ve grown this quarter and celebrate my achievements, and plan my next quarter. What should I start doing? What should I keep doing? What should I stop doing?
  Pick your 3 goals for next 12 weeks. Look for areas of friction. Change my level of thinking of the problem. Make sure all my projects and actions are mapped to my higher goals. What do I want out of whatever the work is. Step back and take a look.
  
  – Quarterly Retrospective Freeflow writing thoughts from this quarter
  – Did I Accomplish my themes for this quarter?
  – * Few Word Recap of the Quarter
  – What Went Well (Repeat)
  – What Didn’t Go Well (Change)
  – Surprises (Risks)
  – Lessons Learned (Apply)
  – Objectives/Themes for Next Quarter

Monthly Rituals

Monthly Retrospective & Planning

• Monthly Retrospective @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First) @repeat-method(fixed) @repeat-rule(FREQ=MONTHLY;BYDAY=1FR)
  Look for areas of friction. Change my level of thinking of the problem. Make sure all my projects and actions are mapped to my higher goals. What do I want out of whatever the work is. Step back and take a look.
  – Reread every journal entry from the past month. Try to read objectively and without emotion.
  – Free flow thoughts on the last month. What one or two words describe the month?
  
  Monthly Retrospective
  Free flow thoughts of month
  Did I Accomplish my themes for this month?
  * Few Word Recap of the Month
  What Went Well (Repeat)
  What Didn’t Go Well (Change)
  Surprises (Risks)
  Lessons Learned (Apply)
  Themes for next month

Weekly Rituals

Collection of weekly recurring rituals to do once per week

Quarterly Retrospective & Planning

Weekly Retrospective @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next) @repeat-method(fixed) @repeat-rule(FREQ=WEEKLY;BYDAY=FR;WKST=SU)
– Reread every journal entry from the past week. Try to read objectively and without emotion. – Free flow thoughts on the last week. What one or two words describe the week?
1. What went well (repeat)
2. What didn’t go well (change)
3. Surprises (Risks)
4. Lessons Learned (apply)
Weekly Retrospective Free flow thoughts of week. Did I Accomplish my themes for this week?

Other Weekly Recurring Rituals to do once per week

• Update and review finances @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next) @repeat-method(fixed) @repeat-rule(FREQ=WEEKLY;BYDAY=MO)
  Why: $2.5 Million by age 40 — Ensure I’m living within my means and making progress towards my Net Worth objective.
• Do laundry @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next) @repeat-method(fixed) @repeat-rule(FREQ=WEEKLY;BYDAY=SU;WKST=SU)
  Why: Clean smelling and sharp looking. Remenber bedsheets, bathroom and kitchen towels
• Clean house @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 3️⃣ Later) @repeat-method(fixed) @repeat-rule(FREQ=WEEKLY;BYDAY=FR;WKST=SU)
  Why: clean house makes me feel more productive and less chaotic Time: 1 pomodoros (30 minutes) – Clean kitchen
  – Clean bathrooms (toilets, mirrors, showers)
  – Dust surfaces
  – Vacuum
  – Mop hardwood floors
• Cut fingernails and cuticles @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 3️⃣ Later) @repeat-method(fixed) @repeat-rule(FREQ=WEEKLY;BYDAY=FR;WKST=SU)
  Why: regularly trim nails so it’s not randomly on my mind during the week.
• Weekly Retrospective @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next) @repeat-method(fixed) @repeat-rule(FREQ=WEEKLY;BYDAY=FR;WKST=SU)
  – Reread every journal entry from the past week. Try to read objectively and without emotion. – Free flow thoughts on the last week. What one or two words describe the week?
  1. What went well (repeat)
  2. What didn’t go well (change)
  3. Surprises (Risks)
  4. Lessons Learned (apply)
  Weekly Retrospective Free flow thoughts of week. Did I Accomplish my themes for this week?

Weekly OmniFocus Review

This is my weekly review, in GTD terminology.

• Weekly Review (Personal) @parallel(false) @autodone(true) @estimate(1h) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next) @repeat-method(fixed) @repeat-rule(FREQ=WEEKLY;BYDAY=FR;WKST=SU)
  Why: feel at ease knowing everything that needs to be done is getting done. Checkpoint, cleanup, backlog, brain dump, and self improvement
  • Get Clear: tie up loose ends @parallel(true) @autodone(true) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next)
    • Clean Up Loose Papers @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next)
      – Gather all accumulated receipts and miscellaneous physical materials into in-basket
      – Empty wallet and backpack
      – Collect and scan paper from around the house
    • Clear Inboxes to Zero @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next)
      Process all outstanding paper materials, journal and meeting notes, voicemails, dictation, and e-mails Process Mail, Downloads, Inboxes, Receipts
    • Empty Head @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next)
      Put in writing and process any uncaptured new projects, action items, waiting-for’s, someday-maybe’s, etc.
  • Get Current: trust the system @parallel(true) @autodone(true) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next)
    • Review Calendar, Previous and Upcoming @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next)
      – Review past calendar (since last review) in detail for remaining action items, reference data, etc., and transfer into the active system.
      – Review upcoming calendar events – short term (next week) and long (next 2-3 months). Is it curent?
    • Review Stalled, Waiting, Delegated, & Agendas Lists @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next)
      Record appropriate actions for any needed follow-up. Check off received ones. Look at subject for meetings/1x1s scheduled for next week — is preperation neded?
    • Review Projects, Desired Outcomes, and Ruthlessly Cull [Work Smart and Be Aligned] @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next)
      Why: Ensure I’m working on the right actions that will move the needle on my objectives and are more than just motion.
      1. Align. Re-evaluate my overarching objectives and WHYs. Ensure that projects and actions will move the needle on those goals. What can I abandon with no real loss? Cut out as much work in progress as possible.Evaluate status of projects, goals and outcomes, one by one, ensuring at least one current action item on each. Ensure each project also defines: (1) WHY, (2) OUTCOME/GOAL, (3) DONE STATE. Browse through project plans, support material & any other work-in-progress material to trigger new actions, completions, waiting-for’s, etc.Re-Evaluate all projects and actions in terms of Eisenhower Matrix and set focus on quadrants 2, 1, 3 in that order.Ruthlessly remove or retire projects and actions that are obsolete, got stalled for too long, or no longer offer any clear or desired outcome (why did I even start this?)For every action, ask myself “Am I the best person to do this?” and “Am I accountable for this?”. If the answer is no, delegate or drop.
  • Get Creative: move forward @parallel(true) @autodone(true) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next)
    • Review Someday/Maybe @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next)
      Review for any projects which may now have become active, and transfer to “Projects.” Delete items no longer of interest. Review OmniFocus Someday/Maybe bucket lists and MacJournal ‘Ideas’ notes
    • Eliminate and Trim @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next)
      Eliminate the chaff and unnecessary. Create time and space to be creative. What is holding me back from making progress? What am I doing that could be dropped without consequence?
    • Think About Big Ideas @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 2️⃣ Next)
      Wild out there ideas that could move the needle? Any new, wonderful, hair-brained, creative, thought-provoking, risk-taking ideas to add into my system?

Daily Rituals

Collection of daily reminders for morning and evening. These get my personal day started, into productivity mode so that I work on the right things at the right time, and wound down at end of day.

Daily Kickstart Checklist

Checklist to get the day kickstarted and off on solid footing.

• Daily Kickstart Checklist @parallel(false) @autodone(true) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
  Why: get the day rolling on the right track. 6 AM – Wakeup
  6:15 AM – BM, checklist, and productivity kickstart checklist
  8 AM – Let’s Jam!
  • Daily Devotional @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Why: God is #1
  • Calisthenics (morning) @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Why: loosen up and get the blood flowing
  • Drink 500ml water @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
  • Take Allegra, Flonase, Magnesium, Vitamin D @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Test Magnesium for possible migraine reduction
  • Move toward a positive perspective with intention (the day is full of possibility) @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Why: The day ahead is full of possibilities! I don’t know how events will play out, so don’t worry about it—know that I will do the best I can do and live in this moment now. Instead of thinking “I have to do this,” think “I GET to do this!” Happiness is a choice, not a condition.Relax. Don’t worry. Time spent worrying is time wasted. Look for the beautiful moments TODAY and take time to savor the moments. The choice to be happy is one that is not made once and for all. Instead it must be enacted consciously each and every day—regardless of external circumstances. 4/29/18: Started because I read 30 Lessons for Living.
  • Life is SIMPLE in reality — be mindful of my overthinking habit and steer thoughts towards positive and simpler outlook on life @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    You tend to overthink and over complicate. Reality is usually simpler than in your head! Find that simplicity and anchor yourself to it and enjoy life and the journey. Enjoy this moment right now. 7/1/2021: added from lesson observed in my journal writings retrospective for month of June 2021.
  • Be Mindful of my Self-Talk and make talk POSITIVE — craft positive narrative for myself and people around me @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    For every negative self-talk thought you have about yourself, stop, and think two positive thoughts about yourself in its place. I always try my best. I strive to do good. I have integrity. I am reliable. I am honest. I am flexible and harmonious. I am willing to put in the hard work to tackle hard problems. I care about other people and their well-being. I try to do to others how I want them to treat me. I try to be fair. I am accommodating. I am kind and considerate of others. I am worthy just as I am! I have a right to be myself and express myself and I don’t have to take shit from anyone. I deserve to feel empowered, to feel happy, grateful, joyful, peaceful, calm, happy, energetic, and optimistic and to have the opportunity to make life better for myself and those I care about. I deserve to live without anxiety, without depression, to feel in control, and without unmanageable stress. It all comes down to tiny little tweaks all day long. These small changes will change everything.
  • Be Mindful of old patterns, habits, limiting beliefs -> Focus instead on what CAN I do @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Why: Retrain my brain, and get out of my negative self-talk habits and patterns by replacing negative patterns with new positive patterns. Think High AQ. I overcome Adversity! 2/17/19: Added from Mel Robins workbook “Take Control of Your Life”
  • Refresh myself on modes of the brain: Direct and Default @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Why: retrain my mind and default thinking to be positive You are capable of changing how you think and it starts with switching gears in your mind, the moment your negative default setting takes over. Autopilot is for driving, not doing. Our brains have a default mode network for a reason. Your brain learns patterns that you repeat like brushing your teeth, chewing your food, or making lunch—and then stores them as a default setting. If you didn’t do this, your brain would use so much energy brushing your teeth that you’d be ready for bed by 10 a.m. The problem is that any pattern you repeat gets stored in your default network. Especially thinking patterns. So, when the first thoughts you turn to in the morning are gloom and doom, or the voices in your head immediately start beating you up when something goes wrong in the day, it’s a pattern and it becomes your default mode. The good news? You can change your default settings. The first step to dismantling your default mode is to be aware of when you’re using it. Today, I want you to audit the way your thoughts suck you into the abyss. Then, 54321 to engage prefrontal cortex and use a positive anchor thought to take control of your thoughts and change your thinking.
  • I have a CHOICE of how to view setbacks and failure @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    When I face criticism, setbacks, or failure, realize that I can choose how I want to view it. Do I want to put on the negative glasses and quit? Or, I can say to myself, “oh, I guess I didn’t work hard enough or on the right activities. Time to try a new strategy.” Or perhaps the criticism is not valid and I should stand firm and ignore others who are talking negative and out of their own selfish or insecure reasons. Simple as it sounds, just realizing I have a choice in whether I listen to the thoughts in my head is key. It’s Adversity! I am a person with high Adversity Quotient. “The wildly underrated upward spiral: I’m sad / I’m embarrassed / I’m angry / But this doesn’t define me / I’ll move on from this.…” 3/9/19: added from take control of your life workbook
    12/16/22: added upward spiral from Just Send the Text
  • Look for CLARITY to quell Anxiety @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Understand that when we’re anxious, it’s because we’re uncertain. The solution to this, then, isn’t worrying more—it’s doing all we can to either find clarity or working to accept that uncertainty is part of life.
  • Think on what makes me HAPPY – all the BEAUTIFUL things @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    There is a reason to be HAPPY today. Anchor myself on that. Every single day, be HAPPY. Life is Simple. Move like water. Be grateful for every moment. Play the Kenichiro Beautiful Things song. Remember WHY I have reasons to be HAPPY
  • FUN & POSITIVE Mental Shift – Life is what I design it to be — make it light, easy going, humorous, relatable, positive @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    I am the boss. I am the LEADER. I set the tone. I choose light, cordial, positive, and inspirational mood. Let’s feel good about what we’re doing together!
  • ACT! Make something happen! Decide, Commit, Plan @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    I choose to ACT! I can sit around and follow the same day in and day out (time to make the donuts!) or I can make something happen. If I just ride the waves and don’t hustle in my free time, nothing changes. Life’s short, so stop just doing what you’re expected to do and start planning to do what you’ve been dreaming of doing to live your best life. 7/8/2021: this works! Keep doing it. I own two houses and have a source of passive income because of this mantra. This technique works!
    1/22/2021: new reminder ritual from routetoretire.com. My hesitancy to rent my house and jump the canyon of my complacency. I thought about renting 2+ years ago (2018) and already two years of complacency have passed. I resolve to hustle and make something happen.
  • High 5 myself in mirror and rock the day from a good foot @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    4/24/2022: new ritual from Mel Robin’s book
• Daily Productivity Kickstart Checklist @parallel(false) @autodone(true) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First) @repeat-rule(FREQ=WEEKLY;BYDAY=MO,TU,WE,TH,FR;WKST=SU)
  Why: orient myself to the day and prioritize work on the vital few rather than trivial many.
  • Review Goals and Priorities @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Frame priorities today around these goals. What important tasks that contribute towards my goals do I want to accomplish today? Not the urgent tasks.
    1️⃣ THIS WEEK THEMES
    1. 🏃‍♂️ Exercised consistently and ate less–dropped weight to 237 LBS.
    2. 🚵‍♂️ Get outside and enjoy the hot weather!
    3. 📝 TaleOfWealth.com published 2x this week and built up 2x surplus of future blog articles at-hand
    
    2️⃣ THIS MONTH THEMES [August 2023]
    1. 🏃‍♂️ Exercised consistently and ate less–dropped weight to 235 LBS.
    2. 🏘️👷‍♂️Cape Coral officially broken ground
    3. 🚵‍♂️ Enjoy outdoor activities with SO throughout August
    4. 📝 TaleOfWealth.com published 2x per week consistently this month and built up a good draft surplus of future blog articles at-hand for when I’m on holiday.
    
    3️⃣ THIS QUARTER THEMES [August – October 2023]
    1. 👩‍💼 Grow Relationship with significant other. Enjoyed Hawaii vacation together. Created relationship vision board together.
    2.🏃‍♂️ Exercise, eat less and dropped weight to 230 LBS.
    3. 🏘️👷‍♂️Cape Coral build in progress and well on its way and I see regular progress updates.
    4. 🚵‍♂️ Enjoy late Summer weather to the fullest.
    5. 📝 TaleOfWealth.com Blogged 2x per week consistently this quarter.
    
    📅 THIS YEAR THEMES [2023]
    1. 🤵‍♀️ Healthy Relationship with significant other
    2. 🏡 Grew Real Estate Empire
    3.✌️ Living FLEX Lifestyle – work and life feel Fun, Light, Easy, Positive Experience.
  • Review Calendars (Personal and Work) @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    What commitments do I have today? Is there anything that I need to do to prepare for meetings and calls that are coming up today? How much time do I have left to work on non-calendar things?
  • Process OmniFocus inbox @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
  • Review stalled, waiting, and delegated items @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Why: Trust, but verify. Take action on follow ups if needed and stay aware of delegated actions.
  • Pick most important task to work on first today (Big Rock Project and MITs) @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Why: ensure my day is oriented around my most important task (frog). To avoid going down the rabbit hole, you must set aside a specific time to complete certain tasks. Nothing can kill concentration more than working on an important task and stopping every five minutes to respond to the latest email or text that is sent to you. By time blocking you not only decrease the time it takes to complete each task but your quality of work will increase. – What’s the Most Important Task todo? Eat that Frog! – Block time on calendar for large rocks (work).
  • 80/20 Optimization @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Why: Action over Motion – Review whether I plan to spend time and effort on the vital few rather than the trivial many today. – Ensure I will be in a comfortable, relaxed, and collaborative position with time today. – Assert I have focus for myself and the team on the few things that really matter. – Do the right actions. Actions that are effective towards my goals. Should the work be done in the first place? Drop actions that are just busy work. – Am I the best person to do this? Or, should I delegate to someone else. – Am I applying the 80/20 principle to what I plan to do today? “You are unlikely to spend the most valuable 20 percent of your time in being a good soldier, in doing what is expected of you, in attending the meetings that everyone assumes you will, in doing what most of your peers do, or in otherwise observing the social conventions of your role. In fact, you should question whether any of these things is necessary.” When thinking about any potential use of time, ask two questions:Is it unconventional? Does it promise to multiply effectiveness?It is unlikely to be a good use of time unless the answer to both questions is yes.

Daily Productivity Checklist

Kickstart my productivity system into gear. Review my objectives for the day and WHY they fit into my bigger overarching plan for the month, quarter, and year.

• Daily Productivity Kickstart Checklist @parallel(false) @autodone(true) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First) @repeat-method(due-after-completion) @repeat-rule(FREQ=WEEKLY;BYDAY=MO,TU,WE,TH,FR;WKST=SU)
  Why: orient myself to the day and prioritize work on the vital few rather than trivial many.
  • Review Goals and Priorities @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Frame priorities today around these goals. What important tasks that contribute towards my goals do I want to accomplish today? Not the urgent tasks.
    1️⃣ THIS WEEK THEMES
    🏃‍♂️ Exercised consistently and ate less–dropped weight to 237 LBS.
    🚵‍♂️ Get outside and enjoy the hot weather!
    📝 TaleOfWealth.com published 2x this week and built up 2x surplus of future blog articles at-hand
    
    2️⃣ THIS MONTH THEMES [August 2023]
    🏃‍♂️ Exercised consistently and ate less–dropped weight to 235 LBS.
    🏘️👷‍♂️Cape Coral officially broken ground
    🚵‍♂️ Enjoy outdoor activities with SO throughout August
    📝 TaleOfWealth.com published 2x per week consistently this month and built up a good draft surplus of future blog articles at-hand for when I’m on holiday.
    
    3️⃣ THIS QUARTER THEMES [August – October 2023]
    👩‍💼 Grow Relationship with signficant other. Enjoyed Hawaii vacation together. Created relationship vision board together.
    🏃‍♂️ Exercise, eat less and dropped weight to 230 LBS.
    🏘️👷‍♂️Cape Coral build in progress and well on its way and I see regular progress updates.
    🚵‍♂️ Enjoy late Summer weather to the fullest.
    📝 TaleOfWealth.com Blogged 2x per week consistently this quarter.
    
    📅 THIS YEAR THEMES [2023]
    🤵‍♀️ Healthy Relationship with Significant Other
    🏡 Grew Real Estate Empire
    ✌️ Living FLEX Lifestyle – work and life feel Fun, Light, Easy, Positive Experience.
  • Review Calendars (Personal and Work) @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    What commitments do I have today? Is there anything that I need to do to prepare for meetings and calls that are coming up today? How much time do I have left to work on non-calendar things?
  • Process OmniFocus inbox @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
  • Review stalled, waiting, and delegated items @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Why: Trust, but verify. Take action on follow ups if needed and stay aware of delegated actions.
  • Pick most important task to work on first today (Big Rock Project and MITs) @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Why: ensure my day is oriented around my most important task (frog). To avoid going down the rabbit hole, you must set aside a specific time to complete certain tasks. Nothing can kill concentration more than working on an important task and stopping every five minutes to respond to the latest email or text that is sent to you. By time blocking you not only decrease the time it takes to complete each task but your quality of work will increase. – What’s the Most Important Task todo? Eat that Frog! – Block time on calendar for large rocks (work).
  • 80/20 Optimization @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First)
    Why: Action over Motion
    – Review whether I plan to spend time and effort on the vital few rather than the trivial many today.
    – Ensure I will be in a comfortable, relaxed, and collaborative position with time today.
    – Assert I have focus for myself and the team on the few things that really matter.
    – Do the right actions. Actions that are effective towards my goals. Should the work be done in the first place? Drop actions that are just busy work.
    – Am I the best person to do this? Or, should I delegate to someone else.
    – Am I applying the 80/20 principle to what I plan to do today? “You are unlikely to spend the most valuable 20 percent of your time in being a good soldier, in doing what is expected of you, in attending the meetings that everyone assumes you will, in doing what most of your peers do, or in otherwise observing the social conventions of your role. In fact, you should question whether any of these things is necessary.” When thinking about any potential use of time, ask two questions: 1) Is it unconventional? 2) Does it promise to multiply effectiveness?
    It is unlikely to be a good use of time unless the answer to both questions is yes.

Other Daily Tasks

Things I do nearly every day that aren’t part of another checklist.

• 🎡 Turn Options Wheel, 🪙 Speculate $100 Penny Stocks, 🤖Monitor Option Alpha bots @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 1️⃣ First) @repeat-method(fixed) @repeat-rule(FREQ=WEEKLY;BYDAY=MO,TU,WE,TH,FR)
  Update free free cash in each account
  Look at OptionsSamurai for opportunities
  Screen underlying stock for one I want to own, and that is undervalued (Buffet style)
  Sell to open put, around 0.30 Delta
  Set a stop limit order to sell at about 50% profit credit, and a -80% loss.
  Keep rolling!

Evening Shutdown Checklist

Daily shutdown ritual to unwind, empty the mind, and be ready for a great night’s sleep.

• Evening Shutdown Checklist @parallel(true) @autodone(true) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 3️⃣ Later) @repeat-method(due-after-completion) @repeat-rule(FREQ=DAILY)
  • Calisthenics (evening) @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 3️⃣ Later)
    Why: loosen up and don’t sit at the computer all day
  • Write Journal Entry @parallel(true) @autodone(false) @context(🔁 Rituals) @tags(🔁 Rituals, ➕ Priority : 3️⃣ Later)
    Why: brain dump to clear to neutral. This is also material for retrospectives and improvement. By being thankful and grateful for others I move focus outward which helps me be less selfish and more positive.