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title: You Run the System, the System Runs Your Business description: [AFW M.1.26] Michael's Epiphany #26 published: true date: 2026-06-30T08:09:39.359Z tags: editor: markdown dateCreated: 2021-07-09T04:09:50.716Z

Getting Things Done

"To become a high-performance professional you must utilize systems that enable you to run your business, instead of it running you." -Michael

“You do not rise to the level of your goals. You fall to the level of your systems.” -James Clear

Read Steve Siebold's Secrets of the World Class #146 - Masters of Time Management PDF

Watch Getting Things Done VIDEO

Watch AF MKOM 1610: Time Management VIDEO

Getting Things Done is a time management philosophy that emphasizes productivity, efficiency and effectiveness. It means having a system, then having the discipline to stick to it. Creating processes and procedures can be a tremendous help in streamlining your workflow, and keeping you disciplined. I'm sure you've heard the expression, "You Run the System and the System Runs your Business." In this case, the "System" is the procedures discussed in this module.


Benefits of Having a System

  • Prevents future problems.
  • Banishes guilt.
  • Frees-up your mind for creativity and focus.
  • Enhances personal time.
  • Creates self-discipline.


Step 1: Data-Dump Your Mind

You want to offload the arduous task of memorization from your mind to the System.

“The biggest lie I tell myself is… I don’t need to write it down, I’ll remember it.”

Dump everything that has to be done from your mind into your System. Use the following five tools:

  1. Use Google Calendar Reminders / Google Assistant by saying "Okay Google, remind me to..." to your phone and/or using the "New Reminder" function of Google Calendar. Don't rely on your memory!
  2. Use Google Calendar for scheduling events that have a specific time/date. Always create a Calendar event when scheduling a meeting, webinar or phone call with someone (and invite them to the Calendar event). Don't rely on your memory! Bonus tip: add the Google Calendar widget to your phone's home screen to see your agenda at a glance.
  3. Use Google Keep for notes, projects, thoughts, checklists and and more in-depth to-do's. You can also set a "Reminder" for a Keep Note. Don't rely on your memory!
  4. Use Google Contacts for tracking and notating thoughts about your contacts.
  5. Use Gmail to track incoming to-do's from others. Once you are finished with an email, make sure to Archive to get it out of your inbox (see Step 3). If someone ask you to do something, make them send you an email so that it ends-up in your System.


Step 2: Triggers

Triggers are alerts, notifications, reminders and signals that remind you to take action.


Internal Triggers

These are triggers that you set yourself.

  • Reminders that have a date/time will show-up on your phone, Google Email, Google Keep and Google Calendar. When the reminder pops-up this is your "trigger" to take action. Learn to use the "Snooze" function to "hide" the reminders until a later date, if needed.


External

Therse are triggers are set by others but that you follow.

  • An example is seeing my Client Newsletter sent to you reminding you to email the Nick Murray Client's Corner newsletter.
  • The first day of the month reminding you to do your monthly routines, both personal and business.


Step 3: Actions

This is what it's all about... Actually doing the task!


Step 4: Clean-Up Completed Activities

Archive, delete or mark items done. This completes the System.

  • Get your Inbox-to-Zero. Mark emails as "Archived".
  • Mark Google Reminders as "Done".
  • Archive or delete Keep notes once completed.
  • Calendar events take care of themselves.
  • Add/remove Contacts from Groups when they are no longer appropriate. Also, edit the "notes" areas of your Contacts to track "to-do's" and maintain information on them.


Time Management

  • can't steer a parked car. You have to have activity to manage.
  • it's really about activity management, not time management

research and tools

  1. book getting things done
  2. calendar
  3. to-do list

calendar

  1. use it relogiolust - most powerful tool in electronic age
  2. send invites for all client meetings - for yourself and them
  3. use a to-do - set for all-day
  4. use layers
  5. make a business one, and make a birthday
  6. always keep permament tab on your computer
  7. place widget on your phone
  8. the #1 activity we need to schedule is prospecting

Clean-up

  • reduces guilt and worry
  • inbox to zero
  • check off to-do
  • write everything down - brain dump

time management

  • schedule time for most important thing - prospecting
  • multitasking = 1) unimportant active + 2) passive


Bonus Tips


Use the right tool for the job

  • Find a balance between using too many tools, but not so few that you use the wrong tools for the job. For example, don't use a spreadsheet for your contact list (use Google Contacts). Don't send an email to yourself as a reminder (use "Reminders" in Google Calendar).


Admin ASAP

  • Embrace existing systems such as the AdvisorFirst collection of procedures and best-practices.
  • Get all your administration/technical tasks taken care of immediately when they come up.
  • You want to free your mind and remove “nags”.
  • Licensing, continuing education, RSVP to calendar invites, respond to emails, technology, etc.


Checklists

  • Checklists are a series of procedures, instructions action-steps that help you efficiently process repeated tasks. They are the secret weapon of high-performance professional.