Link to original video by Bolton & Menk

Core Values Leadership Program - Project Manager Training Video Final

Short Summary:

This video, "Core Values Leadership Program - Project Manager Training Video Final," details Kyle Johnson's time management system. He emphasizes proactive time management, highlighting the importance of tracking action items and deadlines. His system utilizes Evernote (similar to OneNote) with a weekly template categorizing tasks by urgency and due date. This allows for prioritization, delegation, and breaking down large tasks into smaller, manageable ones. The video demonstrates a process for managing tasks, meetings, and delegation, emphasizing avoiding distractions ("shiny objects"). The implications are increased efficiency and improved project management.

Detailed Summary:

The video is structured as a personal time management tutorial.

Section 1: Introduction and Importance of Proactive Time Management: Kyle introduces himself and explains the importance of proactive time management, contrasting it with reactive approaches. He emphasizes the need for a scalable system as responsibilities grow. He mentions his previous struggles with notepads and the need for a better solution.

Section 2: Introducing Evernote and the Weekly Template: Kyle introduces Evernote (compared to OneNote) as his chosen tool. He details his weekly template, which categorizes tasks into: "Absolutely Due Today," "Absolutely Due Today/Tomorrow," "Absolutely Due This Week," and "Really Should Do This Week." This structure forces prioritization and allows for flexibility in rescheduling tasks using cut-and-paste. He also mentions incorporating thoughts and reminders directly into tasks. A standard naming convention (project, task, notes; preceded by three stars for easy sorting) is also highlighted.

Section 3: Managing Meetings and Preparing for Them: Kyle explains how he uses the template to schedule meetings and prepare for them. This often generates new action items or highlights existing ones needing prioritization. He stresses the importance of proactive preparation to avoid creating emergencies for others.

Section 4: Breaking Down Large Tasks and Prioritization: The video emphasizes breaking down overwhelming tasks into smaller, manageable chunks. This process often reveals the most urgent items needed to advance larger projects. Daily prioritization is discussed, focusing on "Absolutely Due Today" tasks and those requiring delegation to meet deadlines. He stresses the discipline needed to maintain a manageable "Absolutely Due Today" list.

Section 5: Delegation and Following Up: Kyle explains his process for delegating tasks, turning delegated items blue and noting dates sent and requested by. He regularly reviews this "waiting on others" list to follow up. He also discusses consolidating similar tasks for delegation or removal.

Section 6: Avoiding Distractions and Conclusion: The video concludes by warning against "shiny objects"—distracting tasks that consume valuable time. Kyle encourages viewers to develop their own systems and offers his system as inspiration. He mentions that tasks tend to pile up, necessitating periodic sorting, bundling, and delegation or removal of less urgent items.