Becoming like the elite 11% who get all their tasks done each day Part 1

There are a number of reasons why, according to a recent Linkedin study, only 11% of professionals get their planned tasks done each day. This is an elite group, and one reason people use the resources here at ScheduleU is to improve their chances of finishing the day with all their tasks crossed off.

But it’s not easy, even at the higher skill levels discussed in A Course in Scheduling. Many people use methods which are simply unsuitable for the number of tasks they are trying to complete. Without an upgrade to their behaviors and tools, they will never get there.

However, even if they are using the appropriate tools for their circumstances, there’s still a challenge.

I noticed that, even with the use of SkedPal, there were moments and days in which I would be doing something different from what I had written in my calendar. I gave it a name: “Being Off-Calendar.” (I also dubbed the preferred state “Being On-Calendar.”)

While there is no way to completely avoid a day’s disruptions, I imagined that there must be a continuum from very bad to very good days. I supposed that the more productive someone is, the more likely they are to have good days in which their actions mirrored the contents of their calendar. The opposite would also be true.

While it would be impossible to be perfect, there should be some ways to be better, I reasoned. They key would be to change some behaviors I had never focused on before.

A Game I Set Up

If you have read any of my recent writing on improving task management apps, you may agree that one of the best ways to engage yourself and others in changing habits, practice and rituals is to introduce elements of gamification. If they are used skillfully, they can make behaviors stick by making a transformation fun, challenging and immersive.

I decided to use some of these principles, inviting others to join me in playing an “On-Calendar Game.” While fewer than ten people responded, I had a feeling I would be far more focused if I had even one other person watching my progress. Accountability works.

So does fun. Who wants to play a game alone?

In my next post in this short series, I’ll share the initial game I created and why it ended up being the only game I could feasibly invent, given a number of limitations. In a subsequent post, I’ll share the results and lessons learned.


The “Top” 18 Calendar Apps

I strongly recommend that if you are, or aspire to be, a Total Task Scheduler, you must pay close attention to the latest software developments.

Here is an article which outlines some of the most popular calendar apps. I think it leaves out a few good possibilities, and it completely ignores all the auto-schedulers. However, if you are a manual scheduler, it could be useful.

Beyond Google Calendar and Apple Calendar: The 18 Best Apps to Manage Your Schedule.

Superpowers for Surviving Improvement Fatigue

The sheer volume of productivity advice you and I face each day is mind-boggling. As we look to a future in which we must make further upgrades just in order to keep up, we cringe.

Are we doomed to surf the internet for random tips, tricks and shortcuts that might fit? How many “Top 3”, “Best 10” and “Secret 99″ lists will we have to read or listen to? Hundreds? Thousands? Really?

In the area of time management, the end-result is “improvement overwhelm.” It’s a feeling that with so many potential upgrades to our practices and tools, it’s impossible to choose the best one. Exhausted, we collapse into doing nothing at all. But can there be a better way?

Deep down, we hope there is. We know that the future is likely to demand more from us. Getting stuck using old, inefficient tools is not an option.

Today, it’s as if we have no other choice than to somehow filter an increasing number of recommendations. This is a losing strategy: at some point, even the best curator will fail.

Instead, we need to transform the problem.

To keep improving the way we have in the past, we must learn to drive our personal upgrades from a different place: the inside. Rather than being pushed by advertising, blogs, and random notifications we require an internal source.

Inside-Out Improvements

Our journey to the inside begins with a deeper understanding of human development. Psychological researchers tell us that we all follow a similar path in the way we forge a unique time management system. The road we take is described in the diagram below.

In almost all cases, the personal system we create is self-taught: it’s all our own. As a result, you have a different set of specific habits, practices and tools from everyone else reading this article. When put together and seen as a single system, it’s not hard to see it has strengths and weaknesses which are uniquely yours. Here is some data that backs this up: it’s borrowed from the hundreds of people who have completed my training programs.

As a result, one-size-fits-all, super-simplified solutions may be easy to grasp but rarely work as advertised. The data suggests that they can’t: when people are in different places, using different behaviors, giving them all the same prescriptions won’t work. While it’s simpler for an author to write a “Just-Do-What-I-Do” article or book, it makes things harder for readers who can never become junior replicas.

Unfortunately, very few people appreciate this fact. When they discover a blogger’s “Top Ten List of Time Management Hacks” they believe that the writer’s description of an El Dorado of ideal behaviors must also apply to them. When they discover otherwise, time, money and energy have all been wasted. Sometimes people even feel guilty, believing that failure must mean something is wrong with them.

There isn’t. They are not to blame.

Most simply don’t understand that issues in time-based productivity are a result of stale practices and tools. They worked fine in the past, then suddenly, it seems, they didn’t. Fortunately, this usually means that the changes needed to be made are closer to small tweaks, steadily applied over time, than they are to total makeovers.

But developing these solutions, even the tiny ones, isn’t easy. You need to develop three extraordinary abilities.

Superpower #1 — Detect Like Sherlock Holmes

Most people are quite weak in picking up on small but important changes in their productivity. Hoping for the best, they ignore them, believing that things will work themselves out.

This especially applies to their personal system for managing time demands. As I mentioned in the diagram above, each one is an “internal, individual commitment to complete an action in the future.”

Lacking a practical knowledge of the processes they use to manipulate time demands, they suffer. They just don’t know what to look out for. As a result, only big failures gain their attention, attached to painful symptoms.

Take the example of Geoff, an executive. He has access to all the latest technologies, changing his smartphone regularly. However, he will readily tell you that he’s “not that good with email.”

Attending a webinar, he’s shocked to learn that the most effective people practice a technique called Inbox Zero, in which they empty their inboxes once or twice per day. Only then does he realize the advantage they have over people like him who practice an unstructured “Skim and Leave Behind” method.

On reflection, he realizes that the 10,000 unprocessed email messages in his Inbox are concealing all sorts of tasks he is supposed to do. Recently, his boss warned him that he shouldn’t be dropping the ball by failing to keep up with email. “It lets down the entire team” he advised, before forwarding the email about the webinar.

Geoff learns that this situation did not have to become such a big issue. He missed the warning signs.

It’s the very opposite of what Sherlock Holmes would do. If you have ever seen him in action on the screen or in a book, you may remember that he constructs an entire narrative based on a few easily overlooked observations. He paints a picture others cannot see, but it all starts with an uncommon superpower: keen observation.

He operates a bit like Spiderman who miraculously developed “spidey-sense” when his alter-ego, Peter Parker, was bitten by a radioactive arachnid. With it, he’s able to discern imminent danger even before it occurs.

With respect to time-based productivity, anyone who has the ability to detect lead indicators is rare. In fact, it’s a superpower which enables them to see around proverbial corners, and pick up on future issues with their system.

For example, you would know that a sudden increase in time demands is a strong predictor of trouble. So is the adoption of a new tool, or an unexpected surge in late nights at the office.

These are three examples of early warning signs few bother to notice. Focused on just getting through the day, they fail to see the larger indicators. Neglecting their personal systems, they leave the door open for repeated failure.

However, when this superpower exists, you operate like a skilled mechanic who can listen to an engine, picking up on problems others can’t. They must wait for a catastrophe to occur.

With this skill, your ability to intervene on a small scale prevents disasters from happening, but they also help you take the next step to uncover root causes.

Superpower #2: Diagnose Like Dr. House

Andrea sat in my class, stunned. She had just learned that she wasn’t incompetent because she couldn’t mentally keep track of all her time demands. In fact, she was quite normal.

Her panic dissipated: now she could imagine herself being promoted without the pressure to remember more stuff. Relieved, she could see that it was all a classic case of misdiagnosis. She had correctly identified unwanted symptoms, but assigned them to the wrong causes.

Television’s Dr. House is the opposite. His character possesses a fantastic ability to perform expert diagnoses that stump other professionals. Physicians assure me that the show is an exaggeration: in real-life, no single physician covers so many fields of expertise. It portrays a superhuman, but fictional, capability.

In the world of time-based productivity, you need skills which touch on these heights. With study and practice, your development of a diagnostic superpower can be a reality. It starts by undertaking a deep examination of your personal system for managing time demands.

Without it, you make mistakes. A 2010 survey showed that 87% of people who purchased an iPad intended to use it to increase their productivity. Unfortunately, studies have shown that it has little impact. Instead, it allows for better entertainment and greater convenience.

Imagine if Andrea had wasted several months training to improve her memory?

This superpower helps prevent such errors. Once you gain an in-depth understanding of how your system for managing time demands actually works, you can diagnose true root causes.

Our work at 2Time Labs should help. We have narrowed the practice of managing time demands to 11 observable behaviors: 7 Essential fundamentals supported by 4 Advanced.

Because we are self-taught, we unwittingly introduce errors at an early age. They continue into adulthood, where we are often strong in some fundamentals and weak in others, as the data I shared earlier shows. When we assemble them into a single system, it produces defects such as forgotten commitments, email overload and lateness.

With this superpower, and an understanding of technology, you can diagnose the root causes of these and other everyday problems in your life. In turn, this helps you focus on the next step: making the right adjustments to your behaviors and tools.

Superpower #3 — Implement Like Federer

Arriving at the Australian Open in January 2017, Roger Federer hoped to beat one or two players. In his mind, it was only a warmup tournament for a year in which, by April, he’d be able to play decent tennis. Coming off a six-month layoff, it was the best he could expect.

When he won the singles title, it was testament to careful preparation during his time away. After a complete and in-depth examination of his injury during the previous summer, he made a multi-month plan that included rehab, diet, running and sprinting. In the fall when he finally stepped back on a tennis court he also tweaked his return of serve plus a few other strokes.

“It was just being clever with my scheduling, making sure I’m not getting hurt,” he explained.

Now, he’s spending a chunk of his time off the court studying what it takes for his 35 year-old physical self to compete with younger players who could be his kids.

It’s a great example of the inside-out method one needs to take to change a long-term behavior.

In time-based productivity, I recommend you use a similar approach to implementation, a weak point for most of us. Here is the ETaPS method we developed at 2Time Labs.

E — Evaluate your current standard of behavior against those which are best-in-class using objective criteria. Look for break-downs of complex practices into small ones which can be measured easily.

Ta — Set Targets for new behaviors. Pick a level of expertise or skills which corresponds to your desired goals.

P — Plan to make changes for new habits, practices and rituals by stretching them out over time. They should appear to you as baby steps which makes the plan realistic, but easy to implement.

S — Support the plan with the right mix of internal and external elements, such as a checklist (internal) and a coach (external.) Put in enough supports to make failure almost impossible.

Federer’s approach follows these four steps quite closely. Other players might have been impatient, injuring themselves in their recovery, because they failed to set up a sufficient support system. The fact is, long term change isn’t easy and we often overestimate our ability to make permanent shifts.

This superpower, more than any other, keeps you focused on the small changes you need to make. Now, suggested improvements from outside your life show up in the right context. If they support your overall plan, you entertain them. If not, you can safely filter them out of your attention.

To be clear — we are always declining improvement opportunities. But if you have this superpower, you do so effectively and powerfully, in ways others may not understand. Like Federer, who resisted the impulse to shortcut his recovery, you say no.

Bring the Superpowers Together

These three capacities are not completely missing for most people. We all possess them in small quanta at the very least.

Developing them into superpowers does not come naturally or without effort. It requires hard work and diligence to achieve that level of performance. Just ask Federer. Or Dr. Anders Ericsson, of Deliberate Practice fame. His study of high performers shows that they rarely accomplish the top echelons without 10 years or 10,000 hours of diligent effort. Much of it involves focuses on the weakest skills in their repertoire, under the guidance of a skilled coach.

Those who are fortunate become highly skilled in these superpowers, facing the future confidently. They aren’t afraid of all the suggestions and recommendations flying around because they understand what they need and why. It comes from their plan, not the external world, so improvement fatigue is something they are aware of, but don’t experience.

However, they are open to fresh opportunities. When someone offers a new behavior or technology, they know how to evaluate them against their needs. They are careful, even suspicious, knowing that it’s unlikely that a random suggestion will fit into their plan at just the right moment in time.

It’s a level I failed to reach while writing my book, Perfect Time-Based Productivity. A few months before publication I had my first exposure with SkedPal, an auto-scheduling app, but didn’t believe it would work. My hasty dismissal led me to publish without even a single mention of this new AI-driven technology. Now that I use it several times per day, my prior lack of planning is appalling!

Studies show that many people become cynical and resigned about their inability to cope with a future of increasing time demands. They simply don’t see a way out.

People armed with an improvement plan are free from this trap. They relax, working with what they have, rather than complaining about the stuff they don’t. Their acceptance of the way things work and how they can be upgraded is essential in overcoming the challenge of improvement fatigue.


Thanks to editors Brendan Bain, Doug Toft, Nicki Franklin, Wim Annerel, Jolene Brown, Catherine Munson and Arlene Henry. This article was originally published on Medium.

To learn more about developing your three superpowers, visit

Article on Time Blocking

Kourosh Dini recently shared his thoughts on the concept of time blocking: On Time Blocking.

He makes a very good point – the technique is not for the beginner, for that would be like asking someone to lift heavy weights on their first visit to the gym.

That’s a great analogy!

Using Powerful Scheduling Skills

One of the benefits of becoming a Total Task Scheduler is that you can set aside entire blocks of time or days to accomplish whatever you think is most important.

Most people don’t think about scheduling anything other than hard-core work, but the fact is, anything important can be managed through your schedule.

One example is the need to set up the occasional (or not so-occasional) lazy day.

Here’s an interesting article: “To Boost Your Productivity Start Scheduling Some ‘Lazy’ Days.”

A New Auto-Scheduler Evolves – Todoist Smart Schedule

News broke this week that Todoist, the popular task list management app, now features real-time Google Calendar integration. What does this mean for the Total Task Scheduler?

Well, if you are looking for alternatives to apps which already exist, this is good news. SkedPal, TimeTo, Focuster, Sheldonize and SELFPLANNER have been your only options for some time. My analysis shows that SkedPal is the most advanced of the bunch. (Disclaimer — Iam a SkedPal user and am not unbiased in this regard.)

For current users of Todoist who are interested in Total Task Scheduling, this is wonderful news as you may tell from the comments on the article. It comes on the heels of the announcement of “Smart Schedule” in November; it was the app’s prior step on the journey to becoming an auto-scheduler.

That announcement was also well-received.

However, there appears to be a pattern. Todoist users hail the arrival of these new auto-scheduling features, but then once they actually start to use them, they find there are problems. In the case of the prior announcement, the most recent comments are from annoyed users. Also, I couldn’t find a positive review of the new feature, even after a lengthy search. It was as if all the happiness that users expressed when the new feature emerged turned into its opposite. What’s happening?

To help understand, see the diagram below.

It shows the path an average user takes as they upgrade their tools. Todoist is a typical example of a Complex Task App, used by people who manage their time demands using various kinds of lists. Each one its tagged with attributes such as importance, urgency and duration in the program.

With the latest features, Todoist is attempting to make the jump to Level 6 by adding the typical features of an Auto-Scheduler.

The challenge is that the program’s users all have habits which are suitable for Level 4. Now, they must make a difficult adjustment, without much explanation and with no training. It’s a bit like giving someone a racehorse to ride when they have only ever ridden a donkey.

At first, it seems like a good idea… in theory. But when you actually start riding for the first time, a whole new reality emerges.

I don’t know if Todoist has figured out what they are asking their users to do from a behavioral perspective, but they must do so. It’s the only way to prevent the annoyance that ensued when the last feature was rolled out. Fortunately for them, this need not be a matter of trial and error, hit or miss. In A Course in Scheduling on the Schedule U website, there is a road map of behaviors which must be mastered by users of all auto-schedulers. It’s inherent in the way human beings relate to their tasks and calendar.

In other words, there is no reason to reinvent the wheel. The addition of these features is leading users down a well-defined path. Where certain capabilities are needed, but lacking, users will experience a predictable level of frustration. For example, there are already complaints that users can’t manage projects and notifications the way they want. Plus, some want to sync some tasks their calendar but not others. Many want to “cross off the item once it’s complete” which is one of the reasons people like using lists, and Complex and Simple Task Apps.

How can this frustration be alleviated?

Maybe there’s a way to show Todoist users the path they are on… that this is more than just a few cool features being added to meet some user’s requests. It actually involves a completely new way to manage tasks. This is a fact Total Task Schedulers know from experience.

This implies that there needs to be more than just added functionality… there should also be a level of transparency at first, then the offer of education and training.

Or maybe not.

I could be wrong — there has never been a company which migrated its users from Level 4 to 6 by adding new features. All I have is the experience of people who made the jump by letting go of one app and adopting an entirely new one altogether.

It will be interesting to watch. Obviously, Todoist isn’t interested in losing its users to other apps so the addition of auto-scheduling features is a must. I described the dilemma app designers face in a prior series of article s—What Task Management App Developers Can Do to Catch Up with Pokemon Go.

Will Todoist find a way to prevent the predictable frustration that will unfold? Is it sufficient to leave it up to users to figure out the path they are on and how they should educate themselves? Only time will tell.


Recent Questions Answered on Quora

Here’s an interesting resource for all Total Task Schedulers.

For the past year, I have regularly searched for questions on Quora that may have an answer in the content here at ScheduleU. Recently, the number of questions being asked has been growing, even as I do my best to answer the most popular ones.

Here are some of the most recent. Take a moment to visit, and remember to Upvote them to help other people discover them when they do a search.


I hope you enjoy my answers to these questions – there are over 100 other questions I have responded to in a similar way since January 2016.. You can check them out here.

Cal Newport on the Monk Mode Morning

Cal Newport, Professor at Georgetown University and author of Deep Work, recently published a blog post entitled The Rise of the Monk Mode Morning.

It’s an interesting article and echoes one of the tactics I use to write my books, articles and columns. For me, I intersperse morning spent writing with triathlon training mornings. The breakthrough occurred when I decided to consciously move my last hour in the evening to the morning.

In other words, I decided to go to be an hour earlier in order to awaken an hour earlier. The end result was a swap – one unproductive hour at the end of the evening for a productive hour at the start of the day.

It worked like a charm, due to the reasons outlined in this article.

For Total Task Schedulers it’s an easier transition to make. When you consciously think about the use of your time you gain the ability to schedule spans of time when you can be hyper-productive. The Flow State, Deliberate Learning or Deep Work are all techniques which become easily available to you because you schedule everything.

It’s just one of the outstnading benefits of being a Total Task Scheduler.

Why Scheduling Everything Can Make You Happy

Chances are, you already know a thing or two about the hyper-focused frame of mind which produces a state of high productivity. But there’s surprising information emerging about its opposite: a state of “mind wandering” which makes you not only unproductive, but unhappy. It made me ask: “Is there are a hidden connection between happiness and being a Total Task Scheduler?”

Authors Mihalyi Csikszentmihaly, Anders Ericsson and Cal Newport are separately known for a trio of similar concepts: Flow, Deliberate Practice and Deep Work. They advocate a variation of the same idea; there comes a time when, in order to achieve a productive state, you must shut out distractions and focus on a single challenge for a long enough time to produce a breakthrough result. These tasks are the ones which produce the most movement in our professional careers. Complete enough of them, and the improvements compound over time, giving you a clear path to growth and an advantage over the competition.

The most productive people who attempt to achieve these states know that they don’t just happen by accident. They must not only be scheduled beforehand, they involve clear-headed preparation. Not only must you set up your environment in a particular way, you must also ward off other people who could become a source of interruptions.

While these highly productive states may occur by serendipity, you are unlikely to fall into them by accident. The opposite is more likely. Most workplaces are set up to interrupt you easily. As a result, a professional may never experience a single moment of Flow, Deliberate Practice or Deep Work in the course of the average working week.

Now there’s evidence that a failure to manage oneself to reach these productive states can make you unhappy. The evidence actually comes from a recent study of wandering minds.

Matthew Killingsworth

Apparently the behavior is widespread. “People spend some 4.9 percent of their waking hours thinking about something other than what they are doing” according to a recent study by Harvard psychologists Matthew Killingsworth and Daniel Gilbert. “A wandering mind is an unhappy mind,” they state. Even though our ability to think about what is not happening in the moment is a great advantage to us as humans, apparently we indulge in it far too often.

We think about stuff that has already happened, is about to happen, and will never happen, instead of being present. By contrast, we are at our happiest when completing tasks which occupy our attention the most: “making love, exercising or engaging in conversation.”

Daniel Gilbert

We are least happy when” resting, working or using a home computer.” Each of these are un-challenging tasks which are completed alone while not using any particular skill.

Not surprisingly, there is a strong link between mind wandering and happiness. “Mind-wandering is an excellent predictor of people’s happiness,” Killingsworth says. “In fact, how often our minds leave the present and where they tend to go is a better predictor of our happiness than the activities in which we are engaged.”

In fact, the researchers estimate that a person’s mind-wandering is responsible for some 10.8 percent of their happiness, while the nature of the activity only accounts for 4.6 percent.

Someone who schedules everything is far more likely to stay on purpose each day. After creating a written schedule, they know what they hope to be doing at different times. This includes time for rest, social activity, meals and exercise.

Without a schedule, they have to make multiple decisions each day about what to do next. When decision fatigue sets in, it’s easy to let the mind wander, particularly late in the day.

Compare that with the approach of Total Task Schedulers who experience what I call “awakeness.” They don’t become lost in time, arriving at the end of the day wondering what just happened. In fact, they are likely to know the purpose of the activity they are engaged in at that moment, plus all its temporal attributes: how long it is supposed to last and what due date it is meant to hit, if any.

As a result, they leave little time for mind wandering to set in, and for unhappiness to accumulate. Instead, they move purposely from one task to the next, giving it as much of their attention as possible.

Furthermore, having a plan for the day serves as insurance: they are less likely to fall into the trap of chasing their tails – being hit by one surprise after another, often instigated by other people. Without a plan, the average person is entirely off-balance all day, wondering about the stuff  she had kinda intended to get done but never actually wrote down.

We hate this feeling: it’s when the Zeigarnik effect is at its worst and we are at our least productive. It turns out that we are also unhappy.