Balanced Black Girl Podcast Episode: [Solo] How to Be More Organized: Everything You Need to Create A Personal Productivity System
Release Date: October 22, 2024
Host: Les

Introduction: Embracing Fresh Starts in Fall

Les begins the episode by reflecting on the season of fall, associating it with fresh starts and new routines. Drawing from personal experiences, such as having a late summer birthday, Les emphasizes the effectiveness of fall over the new year for setting goals and creating organizational systems.

"I found that this time of year is always a lot more effective for me in creating new routines and setting goals than the new year."
— Les [02:10]

Understanding the Type A Minus Personality

Les introduces the concept of a "Type A Minus" personality, a nuanced take on the traditional Type A personality. This personality type is characterized by a strong organizational drive without the accompanying stress or inability to relax.

"A Type A Minus personality is someone who is mostly Type A, who has things mostly in a row, but like I can sleep at night."
— Les [02:45]

Les discusses the value of knowing when to push forward and when to pull back, maintaining balance and avoiding burnout. This self-awareness is crucial for sustaining productivity without compromising well-being.

Redefining Productivity: From Quantity to Quality

A significant portion of the episode focuses on reshaping the traditional notion of productivity. Les shares her journey from equating productivity with an endless to-do list to viewing it as the creation of space for meaningful activities.

"These days I actually don't define productivity as how much I get done. I now define productivity as how much space am I able to create."
— Les [07:15]

This shift in perspective allows Les to prioritize tasks more effectively, ensuring that her efforts lead to meaningful progress rather than mere task completion. She emphasizes the importance of efficiency and delegating tasks without adding unnecessary stress.

Implementing Systems for Personal and Professional Life

Les delves into the importance of systems in both personal and professional domains. She illustrates how systems can streamline routines, reduce mental fatigue, and enhance overall productivity.

Personal Systems: The Bag-Switching Station

Living in a small studio apartment, Les faced challenges in maintaining cleanliness and organization, especially with multiple bags and constant switching. To address this, she created a simple yet effective system using a marble tray and a designated spot for bags.

"When I switch bags, I place the essentials in the tray and return the bag to its designated spot. This keeps surfaces clear and reduces clutter effortlessly."
— Les [19:15]

This system not only declutters her living space but also alleviates the stress associated with constantly relocating items.

Professional Systems: Notion Template for Podcast Management

In her professional life, managing the "Balanced Black Girl" podcast full-time necessitated robust organizational systems. Les developed a Notion template tailored to her podcast's workflow, encompassing show notes, episode outlines, guest research, and file sharing.

"I created a Notion template that populates a whole page with the entire process each time we start a new episode. This consistency allows us to run the show efficiently."
— Les [22:05]

This system ensures that all team members are aligned and that processes remain consistent, even as team members change.

Weekly Planning and Wellness Integration

Les emphasizes the importance of integrating wellness into organizational systems. She shares her weekly planning routine, which includes:

1. Reviewing Upcoming Events: Assessing meetings, social engagements, and personal commitments.
2. Mapping Gym Schedules: Planning workouts around her calendar to ensure physical well-being.
3. Factoring in Menstrual Cycles: Adjusting plans based on her cycle to manage energy levels and stress.

"By mapping out my week considering my schedule and wellness needs, I can navigate my days seamlessly without feeling overwhelmed."
— Les [24:20]

Tools for Enhanced Organization and Productivity

Les discusses various tools that aid her in maintaining organization and productivity, emphasizing the importance of selecting tools that align with individual needs and workflows.

Pen and Paper Systems

Despite the digital age, Les remains a strong advocate for pen and paper. She uses plain lined notebooks for brain dumps and paper planners to structure her days.

"Physically writing things out helps me feel like I'm getting it out of my head and reduces my stress."
— Les [31:20]

Digital Tools: Google Calendar and Notion

Les balances her analog systems with digital tools like Google Calendar and Notion. Google Calendar is reserved for scheduling appointments and events, while Notion serves as a comprehensive database for personal goals, work tasks, and financial tracking.

"My Google Calendar is my go-to for managing appointments. If it's not on my Google Calendar, I won't remember to be there."
— Les [35:05]

Project Management with Asana

For more structured project management, especially involving multiple stakeholders, Les utilizes Asana. This tool helps her manage brand deals and other complex projects efficiently.

"Asana allows me to communicate with my team and manage projects with clear timelines and responsibilities."
— Les [40:10]

Time Management with Sunsama

Sunsama aids Les in time blocking and managing her "time optimism." It integrates with her other tools, allowing her to import tasks and map them against her calendar, enhancing her understanding of task durations and improving efficiency.

"Sunsama has helped me realize that some tasks take longer than I thought and find ways to be more efficient."
— Les [43:10]

Leveraging ChatGPT for Efficiency

Les also explores using ChatGPT for strategic planning and task management. By inputting her weekly tasks and deadlines, ChatGPT assists in creating efficient schedules and optimizing workflows.

"ChatGPT was super helpful in creating a schedule that batches different tasks, protecting my focus and enhancing efficiency."
— Les [45:00]

Final Thoughts: Personalized Organizational Systems

Les concludes by encouraging listeners to reflect on their organizational challenges and brainstorm personalized solutions. She emphasizes the importance of understanding one's own needs and brain functions to select the most effective tools and systems.

"Understanding what you need organizationally and selecting tools that support those needs creates a system that truly works for you."
— Les [47:00]

Les also highlights the importance of flexibility, allowing organizational systems to evolve with one's life circumstances and needs.

Key Takeaways:

• Redefine Productivity: Focus on creating space for meaningful activities rather than completing endless tasks.
• Implement Personalized Systems: Develop simple, tailored systems for both personal and professional life to enhance efficiency and reduce stress.
• Utilize a Hybrid Approach: Combine analog tools (pen and paper) with digital tools (Google Calendar, Notion, Asana) to cover all aspects of productivity.
• Continuous Reflection and Adaptation: Regularly assess and adjust organizational systems to align with current life stages and needs.
• Leverage Technology Wisely: Use tools like Sunsama and ChatGPT to optimize time management and task planning, but remain flexible in their application.

Notable Quotes:

"A Type A Minus personality is someone who is mostly Type A, who has things mostly in a row, but like I can sleep at night."
— Les [02:45]

"These days I actually don't define productivity as how much I get done. I now define productivity as how much space am I able to create."
— Les [07:15]

"When I switch bags, I place the essentials in the tray and return the bag to its designated spot. This keeps surfaces clear and reduces clutter effortlessly."
— Les [19:15]

"ChatGPT was super helpful in creating a schedule that batches different tasks, protecting my focus and enhancing efficiency."
— Les [45:00]

This episode of Balanced Black Girl offers a comprehensive guide to creating a personalized productivity system. Les shares her insights on redefining productivity, implementing effective systems, and selecting the right tools to enhance both personal and professional life. By emphasizing self-awareness and flexibility, listeners are encouraged to develop organizational strategies that align with their unique needs and lifestyles.