The All-In-One, Centralized Strategy To Staying Organized & Making This the Most Productive Year Yet
Free tools included
In today’s crazy world, we all need a way to keep our lives and businesses organized and on track. As Entrepreneurs, we have numerous tasks, goals, ideas, and distractions thrown at us daily. In order to stay ahead, we need to be as efficient and organized as possible.
It’s a new year. How can we make it the best year yet and 10X any success we had in the following years? It’s simple…
Following this simple process consistently will result in amazing results. This article will spell out EXACTLY what you can do to keep it all in one, organized and centralized location. I will provide you with the actual google templates at the end, so make sure to read the whole thing.
We are going to cover:
How to create your ideal week and stick to it
How to create consistency
How to create/track your weekly goals
How to create/track your monthly goals
How to create/track your yearly goals
How to practice/track your gratitude
How to make each month better than the last
How to track your bucket list for the year.
How to keep everything in one place.
How to analyze your progress & pivot if necessary
If you haven’t planned out your year, take an hour to read this post, swipe the templates and fill them out. You will be on your way to a productive ass year.
I am going to get right into it! All of the following live in Google Drive, which is free and extremely user-friendly. All you need is a google email (Gmail) and you’ll be good to go.
Eliminate Decisions & Stick to the Script
When I wake up in the morning, I do not have to think. Instead, I just do. I hate having to think about what is next and selecting from the unlimited options I have laying in from of me. So instead, I planned it out in advance and followed the script to a productive ass day, week, month and year.
The trick to consistency is having everything live in one place and having easy access to it 24-7 no matter where you are. This is why Google is ideal. It has all the tools you need and resides in the cloud. You can access it on your computer, phone, and iPad. Let’s start with the thing you’ll look at the most..the calendar.
It all start with the calendar, Google Calendar to be exact. I realize not everyone uses Google, but I have tried a lot of different platforms for different things, and Google is the winner for me. If you don’t use google, you can still apply these same principles, so read on.
This may look overwhelming to you, but once again, it eliminates my decision making. If I am ever wondering what the hell I should be doing, I look at my calendar either on my phone or laptop.
Take some time and think about your ideal week and create your script. I went through and blocked off the larger chunks so that I can focus on certain priorities for an efficient amount of time, then move on to the next important task.
Simply add an event > Title > Time > Reminder > Set how often this event occurs > Choose color (strategically select colors based on the type of event) > Add any additional information > Save.
Most weeks will be very similar, so you will only do this once and make them reoccurring (every week day for example). You’ll only be adding in pop-up meetings, spontaneous trips or important chores.
As you can tell, most of my day is filled up. I do not by any means follow it to a ‘T’ every day. But, this gives me structure when I am in an unorganized or inefficient mindset.
Here is what most of my weekdays look like:
5:00 AM – 600 AM: Morning Routine
(within the description of this event, I have the following):
(within the description of this event, I have the following):
Shower, brush teeth.
Clothes for tomorrow.
5 min of stretching
LIGHTS OFF, Phone on airplane, alarm set.
15 min of reading
9:30 PM – 5:00 AM: Rest & Restore
You can see that almost every minute is accounted for. This may seem crazy, but it takes away the thinking, which allows me to focus on the task at hand.
I by no means look at this all day, nor do I follow it exactly every day. The point is having structure in place in case I need to rely on it (which I often do).
I will typically leave my weekends open, other than a few hours of hustle time. This allows me to grind during the week and be extremely productive, then relax, recharge, and do as I please on the weekends.
Instead of what I do, you could only set events for the work-related stuff, and leave everything else up to your habits and solidified routines. This works for me, find what works for you!
Next, we are discussing goals. They are powerful and essential to success. If you are just wandering around in life, you will most likely never achieve the life you desire.
We all have goals. Most of us set goals. Few of us track goals. VERY few of us stick with our goals and change them accordingly until they are met or exceeded. I don’t want you to be in the majority, just like you probably don’t.
I have created a spreadsheet in Google Sheets that you can use to create, track and analyze all of your goals in life. (read this entire article first, then swipe the template at the bottom).
Below, you see the ‘snapshot’ page or the Dashboard where you can get a glimpse of where you stand with your weekly, monthly and yearly goals.
Simply add and assess your goals once every Sunday for about 15-30 minutes and see how you are doing for the year. The image below is of the “Snapshot” page that allows you to check in and see how you’re doing.
This view will give you the name of each goal you have set, the due date, status, and success rate. It even provides you with a visibly satisfying color change in accordance with the status.
This makes it quick and easy to stay on track with your goals!
I use this every week and have noticed a remarkable change in my ability to stay on top of my goals.
Before using this spreadsheet, I typically wrote down my goals or repeated them in my head only to have them dissipate after a few weeks.
There are four tabs within this google sheet. The first one I showed you was the Snapshot. The next one is for your weekly goals. Check it out.
My goal was to make this as simple as possible. I originally made all of this for myself since I get overwhelmed fairly quickly. The simplicity of this allows me to stay consistent as it requires very little time and effort.
Think about your short-term goals for the week. What do you need to accomplish? Add your title, details, status, and due date.
All of these sections are connected to your dashboard. For example, when you complete a goal and change the status from ‘in progress‘ to ‘complete‘ it will automatically change the view on your dashboard.
At the very bottom, there is a place for you to track your progress throughout the year to see how you’re doing.
Simply add up the number of goals you set compared to your completed goals for the week and it will calculate the percentage.
This percentage will also live in your dashboard.
Below your goals, there is a section for gratitude.
Practicing gratitude has proven to be one of the most effective ways to increase happiness, fulfillment, mood, health, and productivity. I figure, why not use this space and time to keep track of the things you are grateful for.
Jot down one thing per day that you are grateful for or think of 7 at the end of the week.
These are bigger than your weekly goals. On the 28th of every month, sit down for 15-30 minutes and analyze your monthly goals. Did you achieve this month’s goals? Do you need to pivot and change them for next month?
You will not always achieve your goals. This is no reason to get discouraged. Instead, change them accordingly for the next month and analyze why you didn’t achieve them. Was it too lofty?
Was it unrealistic? Did things get in the way? What can you do to make it a better goal for next month?
Make Each Month Better Than the Last
At the bottom of this sheet, I created space for you to track your improvements. As an entrepreneur, you naturally want to get better every single day, week, month and year.
So take a few minutes once a month to jot down the areas where you feel you can improve.
“This is my year.”
“This is going to be the best year of my life!” “I am finally going to start that business.” “I am finally going to take my business to the next level.” “I am going to lose 20 pounds and put on muscle this year.” “I am going to get a six-pack.” “I am going to get rid of my brain fog.”
These are things that a lot of people say at the beginning of the year, but what are they actually doing about it.
After January ends, how much progress did they make. What about after February and March.
Most people drop off as the year goes on. So how can you commit for a year (an extremely short amount of time in the big picture) to get the best results possible and drastically change your life and business?
Here is the ‘Yearly’ sheet that allows you to set and track your yearly goals.
Again, you need to PLAN. Every business, every victor in war, every successful movement, every millionaire, Billionaire, and professional athlete, had a plan and stuck with it.
It’s a fairly simple concept, yet only a select few are able to do it.
Very few people are able to master this because of the way we are wired and the way we conform to what others want us to do, think and believe.
We need to get out of the consumer mindset and make something happen.
This phrase has become a little bit cliche today. But, without being too cheesy…at the end of it all, what really matters?
During the final moments of your life, when you are looking back at your entire life, what is going through your head?
Imagine you’re 90 years old, laying in a hospital bed. You close your eyes and start to have all sorts of flashbacks from your life.
“I would do anything to go back to (insert your current age). I would eat better, I would exercise more, I would make more friends and tell my loved ones that I care about them every single day. I wouldn’t take a single day for granted and would appreciate the little things. I would get joy from the small talks I had with random people. I would travel the world and do the things I said I wanted to do instead of putting them off until it’s too late. I would enjoy my youth, but solidify my future. I would live life to the absolute fullest.
Instead, you are sad, scared and full of regret.
You would do anything to go back and do it right. Well guess what, here is your chance.
You blinked your eyes at 90 and woke up at (insert current age).
Go through your bucket list once a quarter and do whatever it takes to make them happen.
If you ever feel you have “too much going on right now” or you “don’t have the money,” think back to you as a 90 year old on your deathbed and do what you need to do to make it happen.
In the end, what really matters?
Speaking of money, most people don’t know what they are doing when it comes to finances.
It all comes down to what’s coming in versus what’s going out, compounded over time.
As this is not a money blog, I will not go into investing, but I will give you the tool you need to track your monies and keep things up and to the right.
Again, my goal was simplicity. You have all your monies that are coming in (personal, fixed income, side hustle money, business money etc.), all the money in your possession (different bank accounts, cards, cash, other etc.), versus your expenses (both personal and business).
There are formulas in place that calculate your assets, liquid money, total money left after each month, business salary and personal salary.
This was built for an entrepreneur that has at least two streams of income or a side hustle, but can easily be used for anyone with a 9 to 5 job as well.
The purpose of this is tracking your monies in one place instead of keeping your accounts or incomes separate.
I have put in fake numbers to give you an idea of how it works, but you can easily delete them and put in your own.
Everything you will need to create the best year ever is right here. It is all customization and easy to change within google.
You can use these tools that I built for myself, or you can find your own that work for you, but the moral of the story is; create, plan, track, execute, and analyze, your way to your ideal life and business and make this the best year of your life…why not.
How to get the Google Templates
Watch this video below.
Click the link that takes you to the folder within drive. The folder (MY2018) will have both the ‘G O A L S’ and the ‘M O N I E S’ sheets.
Sign into (or sign up for) Gmail and open one of the files.
It will be in ‘View Only’ mode so you won’t be able to edit yet.
Click ‘File’ then ‘Make a copy’
Edit the file name if you’d like and click OK
This will save the folder to your drive, now you can edit it as you please!
Go through and do the same for the other file and you’ll be on your way.