Productivity Blueprint Worksheet

PRODUCTIVITY
BLUEPRINT
Worksheets
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PRODUCTIVITY BLUEPRINT (WORKSHEETS)

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Contents
CONTENTS
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Procrastination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Procrastination Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Motivation 101: Having a Why. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
6 Techniques #1: Break It Down . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
6 Techniques #2: Visualize the Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
6 Techniques #3: Solar Flaring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
6 Techniques #4: Timeboxing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
6 Techniques #5: Clear to Neutral . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
6 Techniques #6: Leverage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Contents
Starting and Finishing Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Avoiding Last Minute: Staying on Top of Things . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Avoiding Last Minute: Delegation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Avoiding Last Minute: Prioritization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Avoiding Last Minute: 3 Times Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
10 Quick and Dirty Tips for Procrastination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Focus and
Self-Discipline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
Focus and Self-discipline Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Multitasking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Improving Focus and Reducing Distractions: Having Clarity and Vision (Goals) . . . . . . . . . . . . . . 75
Improving Focus and Reducing Distractions: Inner Peace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Improving Focus and Reducing Distractions: Meditation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Contents
Improving Focus and Reducing Distractions: The Silent Cockpit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Improving Focus and Reducing Distractions: The 5am Challenge. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Improving Focus and Reducing Distractions: Timeblocks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Improving Focus and Reducing Distractions: The Progress Principle . . . . . . . . . . . . . . . . . . . . . . . . . 93
Willpower 101 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Hacks to Replenish Willpower . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
The Art of Self-Discipline: Core Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
The Art of Self-Discipline: Areas of Life . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Distractions and Interruptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Distractions and Interruptions Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Dealing with Interruptions: People . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Unexpected Emergencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
Contents
Shiny New Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Tips to Avoid Day Gone By Syndrome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Handling Backlog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Email Productivity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

Email Productivity Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Handling Incoming Email. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Future-Proofing Your Email Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
How to Deal with Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Writing Effective Emails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Email Habits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Boomerang Theory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Email for Teams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Contents
Inbox Guardian . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Inbox Warrior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
The Asian Efficiency Email System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
About Asian Efficiency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

About Asian Efficiency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
10
Introduction
IntroduCtIon
INTRODUCTION
Thank you again for purchasing the Asian Efficiency Productivity Blueprint.
Well keep this introduction brief as we know youre keen to get into the worksheets and start implementing things right
away.
The questions in these worksheets may seem deceptively simple, they are extremely powerful and will help you achieve
both productivity and success if correctly applied.
Remember - each worksheet has an accompanying screencast where we walk you through each question in detail and
show you how to apply it to your own life.
Youll be pleased to know that this as an interactive PDF file (welcome to the 21st century!) - that means you can type
in your responses using any PDF application and then save/print them later. If you prefer to print out and write in your
answers, you can do that too.
Please also note that not all videos have an associated screencast and worksheet.
To your productivity,
- Aaron Lynn & Thanh Pham
Bangkok, Thailand & Los Angeles, California
12
Procrastination
ProCrastInatIon Worksheets
PROCRASTINATION WORKSHEETS
MOTIVATION 101: HAVING A WHY
6 TECHNIQUES #1: BREAK IT DOWN
6 TECHNIQUES #2: VISUALIZE THE PROCESS
6 TECHNIQUES #3: SOLAR FLARING
6 TECHNIQUES #4: TIMEBOXING
6 TECHNIQUES #5: CLEAR TO NEUTRAL
6 TECHNIQUES #6: LEVERAGE
STARTING AND FINISHING PROJECTS
AVOIDING LAST MINUTE: STAYING ON TOP OF THINGS
AVOIDING LAST MINUTE: DELEGATION
AVOIDING LAST MINUTE: PRIORITIZATION
14
ProCrastInatIon Worksheets
AVOIDING LAST MINUTE: 3 TIMES RULE
10 QUICK AND DIRTY TIPS FOR PROCRASTINATION
15
MotIvatIon 101: havIng a Why

1. Why are you procrastinating right now on this activity?
(Type response below.)
PROCRASTINATION
MOTIVATION 101: HAVING A WHY
16

2. Why? Write down your justification.
17

18

19

20

6. At this point, you should have found your one-liner that will compel you to take action. This is your why. Do this
simple exercise each time you feel like procrastinating to find your why and it will immediately help you overcome
procrastination.
(No response required.)
21
6 teChnIques #1: Break It doWn

1. Think about what you want and write down below what it is.
PROCRASTINATION
6 TECHNIQUES #1: BREAK IT DOWN
22

2. Divide the outcome in 3 to 6 steps.
23

3. Make sure the first step starts with a verb, is action-able, and takes no more than 5 minutes to complete. Rewrite the
first step if necessary.
24

4. Now take action on the first step.
25
6 teChnIques #2: vIsualIze the ProCess

There are no worksheet questions for this video, but here is a checklist of the Envision Film process.
1. Sit down at your desk.
2. Know what you will be working on. This step is very important.
3. Before you start your task, close your eyes.
4. Now visualize how you are going to complete that task. This should take no more than a minute. Set a timer if
necessary.
5. Open your eyes and get to work.
PROCRASTINATION
6 TECHNIQUES #2: VISUALIZE THE PROCESS
26
6 teChnIques #3: solar FlarIng

1. Write down what youre procrastinating on right now.
PROCRASTINATION
6 TECHNIQUES #3: SOLAR FLARING
27

2. Now tell yourself Im just going to work on this for five minutes. After that I can stop.
28

3. Start on this task for just five minutes. Thats it. Just five minutes and after that you can stop.
29
6 teChnIques #4: tIMeBoxIng

This worksheet will walk you through on how to use Timeboxing to overcome procrastination.
You will first need a timer to complete this.
Here are our recommendations:
The timer function on your phone.
Vitamin-R (Mac) or Focus Booster (Mac/Windows/Linux).
Physical tomato timer
PROCRASTINATION
6 TECHNIQUES #4: TIMEBOXING
30
6 teChnIques #4: tIMeBoxIng

Now that you have a timer, follow the steps below.
1. Know what you need to do or know what youre procrastinating on.
2. Set a timer for 25 minutes.
3. Now only work on that one thing for that duration. You can do absolutely nothing else but that one thing.
4. After the timer rings, you must take a 5 minute break. No exceptions.
5. Reset the timer and repeat this process.
6. For every 4 cycles, take a 30 minute break.
31
6 teChnIques #5: Clear to neutral

1. Write down 5 habits that first come to mind.
PROCRASTINATION
6 TECHNIQUES #5: CLEAR TO NEUTRAL
32
6 teChnIques #5: Clear to neutral

2. For each habit, write down a Clearing to Neutral step at the end of the habit.
33
6 teChnIques #6: leverage

1. Identify the task or action that you are procrastinating on. Write out a description of what it is in detail.
PROCRASTINATION
6 TECHNIQUES #6: LEVERAGE
34

2. List out the negative consequences of not completing the task or action you are procrastinating on.
35

3. List out the positive upsides of completing the task or action you are procrastinating on.
36

4. Think about the negative consequences that you have listed. Really step into them in the first person - as if you were
experiencing them now.
37

5. Think about the positive upsides that you have listed. Really step into them in the first person - as if you were
experiencing them now.
38

6. Bonus Exercise.
1. Find a space on the floor. Mark one spot for the task/action (Spot T), negative consequences (Spot N), one spot for
positive upsides (Spot P), one spot for a neutral reset (Spot R).
2. Think about the process of doing the task/action and step into Spot T.
3. Think about an all-white room/blank room and step into Spot R.
4. Think about negative consequences and step into Spot N.
5. Step into Spot R to reset.
6. Think about positive upsides and step into Spot P.
7. Step into Spot R to reset.
8. Look at Spots T, N, P and R from multiple angles - from outside all 4 spots, from one spot looking at the other etc.
9. Step into each spot and experience the process, negative and positive consequences.
10. Take notice of how this gives you perspective and leverage to get through what you are procrastinating on.
39
startIng and FInIshIng ProjeCts

This worksheet will walk you through on how to consistently start and finish projects.
1. For starting projects, remember the two keywords:
speed of implementation
start small
2. Re-evaluate your why. Use the 5 Whys exercise (in Having a Why worksheet) to re-evaluate your why.
3. Know what done looks like.
4. Implement the 1% Interest Technique. Schedule in your calendar that you will work on your project for the next 30
days. It doesnt matter for how long, as long as you work on it each day.
5. Create a checklist of what needs to be completed.
PROCRASTINATION
STARTING AND FINISHING PROJECTS
40
avoIdIng last MInute: stayIng on toP oF thIngs

1. Write out a list of the tools and applications you have at your disposal that can help you stay on top of things.
PROCRASTINATION
AVOIDING LAST MINUTE: STAYING ON TOP OF THINGS
41

2. Identify your Digital Inbox and Physical Inbox.
42

3. Identify where all your appointments and meetings are scheduled, whether it is a calendar application or a day
planner.
43

4. Identify where all your tasks go.
44

5. Identify where your contacts (phone numbers, emails) go.
45

6. Identify where your reference material goes.
46

7. Setup the systems referenced in Steps 2-6. If you get stuck, email us at support@asianefficiency.com.
47

8. Create a daily checklist that comprises of the components discussed in this screencast and customize it to work for
you.
Heres a start:
1. Look at your goals and outcomes.
2. Look at schedule.
3. Look at your to-do/task list.
4. Capture thoughts into Inbox as
necessary.
48

9. Schedule into your calendar a regular review where you go through your Inboxes and clear them.
49
avoIdIng last MInute: delegatIon

1. Make a list of things that you can delegate to other people.
PROCRASTINATION
AVOIDING LAST MINUTE: DELEGATION
50

2. Next to each of your items, ask if the task can be completed virtually or locally.
51

3. Identify the top 3 things you want to delegate out.
52

4. From those 3 items, pick 1.
53

5. Ask yourself where you can find someone to delegate that 1 item to.
Suggestions
Local
Craigslist (USA
mostly)
Gumtree (UK/
Australia)
TaskRabbit (USA)
Classifieds
Virtual
Odesk
Elance
Freelancer.com
54

6. Decide how much of the task you want to delegate.
55

7. Go ahead and delegate it out!
56
avoIdIng last MInute: PrIorItIzatIon

1. Write down 6 things you need to do today.
PROCRASTINATION
AVOIDING LAST MINUTE: PRIORITIZATION
57

2. Now next to each item, write down the quadrant number (1, 2, 3, 4) it belongs to.
58

3. Re-order your todo list in order of:
Quadrant 2
Quadrant 1
Quadrant 3
Notice how Quadrant 4 tasks are not on this list.
59

4. Start at the top of your todo list (your Quadrant 2 task) and try to complete them all today.
60
avoIdIng last MInute: 3 tIMes rule

1. Identify and write down the recurring problem you are experiencing.
PROCRASTINATION
AVOIDING LAST MINUTE: 3 TIMES RULE
61

2. Identify the root cause of the problem. Write this out.
62

3. Find a solution to the problem. This can be addressing it at the root cause, changing something in the sequence of
events (process) leading up to the problem, or creating a bypass/jujutsu-ing it completely.
63

4. Test your solution. Write down how it went.
64

5. As you go about your day-to-day business, notice things that bug you multiple times and capture them into your
Inbox as things you can apply the 3 Times Rule framework to.
65
10 quICk and dIrty tIPs For ProCrastInatIon

There are no worksheet questions for this video, but here is a checklist of the 10 Quick Tips for Beating Procrastination
that are mentioned in the video.
You can take whatever you are procrastinating on and run it through this list anytime you come up against procrastination.
1. Set a deadline. Today, tomorrow.
2. Make it fun
add music.
smile.
change your environment, try a coffee shop or park.
set a ridiculously short time limit and challenge yourself.
pretend and act as if you were someone else (roleplay).
3. Take a break. 5 minute water + walk. 20 minute nap.
4. Creative procrastination. Do everything around the task youre procrastinating on but not the task itself.
5. Set a time constraint. 30 minutes, 1 hour, 15 minutes.
6. Consider the negative consequences (get leverage).
7. Good enough is good enough. Fine-tune later.
8. Delegate it.
9. Add a reward. Break, TV, rest of the day off.
10. Watch a motivational video on YouTube.
Note: there is no accompanying screencast for this worksheet.
PROCRASTINATION
10 QUICK AND DIRTY TIPS FOR PROCRASTINATION
66
Focus and
Self-Discipline
FoCus and selF-dIsCIPlIne Worksheets

FOCUS AND SELF-DISCIPLINE WORKSHEETS
MULTITASKING
IMPROVING FOCUS AND REDUCING DISTRACTIONS: HAVING CLARITY AND VISION

(GOALS)
IMPROVING FOCUS AND REDUCING DISTRACTIONS: INNER PEACE
IMPROVING FOCUS AND REDUCING DISTRACTIONS: MEDITATION
IMPROVING FOCUS AND REDUCING DISTRACTIONS: THE SILENT COCKPIT
IMPROVING FOCUS AND REDUCING DISTRACTIONS: THE 5AM CHALLENGE
IMPROVING FOCUS AND REDUCING DISTRACTIONS: TIMEBLOCKS
IMPROVING FOCUS AND REDUCING DISTRACTIONS: THE PROGRESS PRINCIPLE
WILLPOWER 101
HACKS TO REPLENISH WILLPOWER
THE ART OF SELF-DISCIPLINE: CORE VALUES
68
FoCus and selF-dIsCIPlIne Worksheets
THE ART OF SELF-DISCIPLINE: AREAS OF LIFE
69
MultItaskIng
1. Write down 5 activities you do the most on a day-to-day basis.
FOCUS AND SELF-DISCIPLINE

MULTITASKING
70
MultItaskIng
2. Look at each activity and assess if you multitask during that activity. Put at asterisk/star next to each activity where
you multitask.
71
MultItaskIng
3. Make a commitment to yourself to stop multitasking during those activities. Write down these commitments in the
space below by starting with I will stop multitasking when Im (activity) and just focus on that activity, e.g. I will stop
multitasking when Im writing and just focus on that activity.
72
MultItaskIng
4. Schedule a time and day in your calendar where you are allowed every week to multitask.
73
MultItaskIng
5. Going forward, try to catch yourself whenever you are multitasking. Each time you catch yourself, simply say to
yourself that you need to focus on just one thing right now. As you do this more often, it will become easier to stop
multitasking and start focusing on just one thing at a time.
74
IFrd: havIng ClarIty and vIsIon (goals)

1. Write down things that you want (goals) in the following areas of your life: health, wealth, relationships, knowledge,
emotions, discipline, play. Dont censor - just write, long term and short term.

IMPROVING FOCUS AND REDUCING DISTRACTIONS: HAVING CLARITY AND 75
VISION (GOALS)

2. From the list above, pick the most important goal in each area.
76

3. From your shortlist of 7 goals, pick the 3 most important. These will be your 3 primary goals.
77

4. Better define your 3 primary goals. Use: Goal, Why, Process, Result.
78

5. Make asking Is what Im doing right now taking me closer to or further away from my goals? a habit. Write down
how you are going to make this a habit.
79
IMProvIng FoCus and reduCIng dIstraCtIons: Inner PeaCe

This screencast and worksheet will help you resolve any internal conflicts you have and guide you towards inner peace.
Below are the seven domains:
1. Health
2. Wealth
3. Relationships
4. Discipline
5. Emotions
6. Intellect
7. Play

IMPROVING FOCUS AND REDUCING DISTRACTIONS: INNER PEACE
80
IMProvIng FoCus and reduCIng dIstraCtIons: Inner PeaCe

1. Write down in the left column the dominant thoughts youre having.
2. Still in the left column, next to each thought, write down the number of the domain its in.
3. On the right column, write down one simple step you can take to address the issue.
4. Take action on all those steps as soon as possible.
Dominant Thought
Action Step
81
IMProvIng FoCus and reduCIng dIstraCtIons: MedItatIon

There are no worksheet questions for this video.
Here are the simple steps to start meditating:
1. Sit comfortably in your chair.
2. Close your eyes.
3. Breath in for 3 seconds. Breath out for 6 seconds.
4. Do this for 5 minutes (if necessary, set a timer).
5. Open your eyes.
Try to increase the duration (step 4) each week up to 15 minutes.

IMPROVING FOCUS AND REDUCING DISTRACTIONS: MEDITATION
82
IMProvIng FoCus and reduCIng dIstraCtIons: the sIlent CoCkPIt

1. Ask yourself what time of the day is best to build your Silent Cockpit?

IMPROVING FOCUS AND REDUCING DISTRACTIONS: THE SILENT COCKPIT
83
IMProvIng FoCus and reduCIng dIstraCtIons: the sIlent CoCkPIt

2. Create a ritual for starting your Silent Cockpit time.
84
IMProvIng FoCus and reduCIng dIstraCtIons: the 5aM Challenge

1. Write down the number of hours of sleep you need each night. If unsure, use 7.5 hours.

IMPROVING FOCUS AND REDUCING DISTRACTIONS: THE 5AM CHALLENGE
85

2. Subtract that number from 5am and write down your new bedtime.
86

3. Set the alarm for 5AM and go to bed tonight at your new bedtime.
87

4. Regardless of how you feel each morning, get out of bed as soon as the alarm goes off.
88
IMProvIng FoCus and reduCIng dIstraCtIons: tIMeBloCks

1. Write down a project that you want to focus on within the next couple of days.

IMPROVING FOCUS AND REDUCING DISTRACTIONS: TIMEBLOCKS
89

2. Schedule in your calendar this week an 1-hour block where you will be working on the item you wrote down in step 1.
90

3. Notify the people around you that you cannot be disturbed during that timeblock.
91

4. Turn off all distractions when you are working during your timeblock. This includes email, phone and tablets.
92
IMProvIng FoCus and reduCIng dIstraCtIons: the Progress PrInCIPle

1. Acquire a physical journal or journal app.
For a physical journal, we recommend a Moleskine.
For an app, we recommend Evernote.

IMPROVING FOCUS AND REDUCING DISTRACTIONS: THE PROGRESS
PRINCIPLE
93

2. Write down the specific time where you will write in your journal. This should be near the end of the day.
94

3. For each journal entry, write down the following:
Date: (date)
My 3 Accomplishments
1.
2.
3.
95

4. Do this for the next 7 days in a row.
96

5. On day 8, reread your journal and reflect upon it.
97
WIllPoWer 101
1. Make a commitment to yourself to not check email in the morning until you have done one thing on your to-do list.
Write down that one thing below.

WILLPOWER 101
98
WIllPoWer 101
2. Make a commitment to spend at least 30 minutes of learning every single day. Write it down below.
99
WIllPoWer 101
3. Come up with your own I want and I wont challenge to strengthen your willpower. Write them down below.
100
haCks to rePlenIsh WIllPoWer

1. Strategically plan out what breaks you are going to take. Do this at every timeframe.

HACKS TO REPLENISH WILLPOWER
101

2. Write out your list of willpower-boosting quick hacks.
102

3. Write out places where you can tap into social energy.
103

4. List out what kinds of passive and active entertainment you engage in.
104

5. Figure out what kind of exercise you want to do and schedule it into your calendar.
105
the art oF selF-dIsCIPlIne: Core values

1. What in your life is most important?

THE ART OF SELF-DISCIPLINE: CORE VALUES
106

2. What cant you tolerate?
107

3. What personal boundaries are non-negotiable?
108

4. To form a relationship with another, what must they know about you?
109

5. To understand you, others need to know...
110

6. What are some of the things you truly believe in and are guidelines that you live by?
111

7. Look at all your answers. Now try to formulate in 3-5 points what your core values are.
112

8. Now look at this list every day and try to live your life in alignment with your core values.
113
the art oF selF-dIsCIPlIne: areas oF lIFe

HEALTH
MANAGE ANY MEDICAL CONDITIONS THAT YOU MAY HAVE
1. What injuries or illnesses hold me back from optimising my health?


THE ART OF SELF-DISCIPLINE: AREAS OF LIFE
114

HEALTH
MANAGE ANY MEDICAL CONDITIONS THAT YOU MAY HAVE
2. What can I do about them right now?

115

HEALTH
BE IN THE BEST PHYSICAL SHAPE THAT YOU CAN BE
3. How can I exercise at least 3 times a week?

116

HEALTH
4. What form will this exercise take?

117

HEALTH
5. How can I implement this?

118

HEALTH
EATING PROPERLY
6. How do I want to approach my eating and nutrition? What particular philosophy or methodology do I want to follow?
119

HEALTH
EATING PROPERLY
7. What do I need to find out about this particular methodology?

120

HEALTH
EATING PROPERLY
8. How can I set this up so that I can always eat like this, most of the time?
121

WEALTH
HAVE A PLAN IN PLACE
1. Where are my finances at right now?

122

WEALTH
2. What would I like my finances to look like?

123

WEALTH
3. What is my plan for getting there?

124

WEALTH
REMOVE ANY RESENTMENT AND NEGATIVITY YOU HAVE ABOUT THE WEALTH OR FINANCIAL SUCCESS OF OTHERS
4. Clearance Drill.
Use this Clearance Drill to help you systematically remove any negativity or resentment you may have about the wealth
or financial success of others.
1. Think of the person or group of persons you feel you have negativity towards.
2. Notice any negative emotions.
3. Switch them to whatever positive emotions you can manage - respect, awe, admiration. This is supposed to be hard at
first.
4. Repeat by thinking of the person again, noticing any negative emotions and switching to positive emotions. Repeat
until you no longer feel negative emotions towards that person.
5. Select another person or group of persons and run the drill again.
Note that this drill can be used in other areas of life as well.
125

RELATIONSHIPS
UNDERSTAND AND ESTABLISH BOUNDARIES
1. As you go about your upcoming week, make a list of all the things that people do to you that you find acceptable and
not acceptable.
126

RELATIONSHIPS
UNDERSTAND AND ESTABLISH BOUNDARIES
2. What are some smaller boundaries that I can start enforcing?

127

RELATIONSHIPS
RESOLVING SOURCE RELATIONSHIPS
3. Are there still any childhood experiences that hold me back or that create issues in my current adult life?
128

RELATIONSHIPS
RESOLVING SOURCE RELATIONSHIPS
4. As an adult, I have control and I take responsibility for myself. What has happened in the past cannot be changed, and
it doesnt have to affect me right now.
129

RELATIONSHIPS
BASIC SET OF SOCIAL SKILLS
5. For one-to-one and small-group communication, go meet new people.

130

RELATIONSHIPS
6. For public speaking, go do public speaking.

131

RELATIONSHIPS
7. For overcoming any fear of approaching strangers, the simplest way to do this is to make a point to talk to at least
one stranger every day. All you need to do is go up and say hi, and see if the conversation goes anywhere. If it doesnt,
thats fine, just do it again tomorrow.
132

EMOTIONS
EMOTIONAL CONTROL AND MASTERY
1. Take the 10 Day Positivity Challenge.

Rules of the Challenge:
You are not permitted to dwell on anything unresourceful or negative for the next 10 days.
You get a maximum dwelling time of 2 minutes, and if you exceed that time you have to start the 10 day challenge
again.
133

EMOTIONS
EMOTIONAL CONTROL AND MASTERY
2. What are some things that I can do that will put me into a good mood right away or really quickly?
134

EMOTIONS
NOT CARING WHAT OTHERS THINK
3. Do I consider what other people think about me often?

135

EMOTIONS
NOT CARING WHAT OTHERS THINK
4. In what potential areas or situations would I be able to act without the prior approval of others?
136

KNOWLEDGE/INTELLECT
FILL THE SKILLS GAP
1. What goals am I pursuing in my life right now?

137

KNOWLEDGE/INTELLECT
FILL THE SKILLS GAP
2. What skills or abilities am I missing in terms of those goals?

138

KNOWLEDGE/INTELLECT
LIFELONG DEDICATION TO LEARNING
3. Am I reading or learning something new every day?

139

PLAY
GETTING ENOUGH SLEEP
1. Am I getting enough sleep?

140

PLAY
2. Do I wake up in the morning feeling refreshed and ready to take on the world?
141

PLAY
3. What do I need to do to get enough sleep and feel refreshed when I wake up in the morning?
Resource: Better Sleep
142

PLAY
GET ENOUGH PLAYTIME
4. When was the last time I took a vacation?

143

PLAY
GET ENOUGH PLAYTIME
5. Do I get enough downtime on a daily basis?

144

PLAY
GET ENOUGH PLAYTIME
6. Do I get enough downtime on a weekly basis?

145

PLAY
GET ENOUGH PLAYTIME
7. Do I get too much downtime?

146

PLAY
GET ENOUGH PLAYTIME
8. What sort of things do I like to do during my downtime, and how do I make sure that I get to do them?
147
Distractions and Interruptions
dIstraCtIons and InterruPtIons Worksheets

DISTRACTIONS AND INTERRUPTIONS WORKSHEETS
DEALING WITH INTERRUPTIONS: PEOPLE
UNEXPECTED EMERGENCIES
SHINY NEW OBJECTS
TIPS TO AVOID DAY GONE BY SYNDROME
HANDLING BACKLOG
149
dealIng WIth InterruPtIons: PeoPle

1. Purchase a headset or headphones that you can wear while you are working.
Our recommendation: Bose QC15
DISTRACTIONS AND INTERRUPTIONS

DEALING WITH INTERRUPTIONS: PEOPLE
150

2. Close the door right now if you dont want to get disturbed.
151

3. Use any of the following lines or scripts whenever you get interrupted by someone.
I would love to, but (reason)

I wish I could, but (reason)
Right now is really difficult for me because Im in the middle of (situation) and I really need to work on this first.
I wish I could but my workload is really high right now and I need to finish some other important stuff first.
To be honest with you, I might not be the best person for this. Could you try someone else? In worst case scenario I
can do it but I think your chances are better with someone else.
152

4. Practice them by saying them aloud a couple times in private until you are comfortable enough to say them when the
situation calls for it.
153
unexPeCted eMergenCIes
1. Take an inventory assessment immediately. Note down what you are working on, and any relevant ideas or thought
points. This especially includes thoughts and concepts that are in your head but not yet down on paper.

UNEXPECTED EMERGENCIES
154
2. Let somebody know that youre going to step away from your regular work to handle the emergency. Note down who
you notified, and what you told them.
155
3. Now lets handle the emergency. What is the emergency? Write down the simple facts about the situation that needs
to be handled.
156
4. What is the worst thing that could happen?
157
5. What is the cause of the problem/emergency?
158
6. What are the possible solutions?
159
7. Which solution is the most viable?
160
8. Implement the solution. Note down what happened.
161
9. Pick up and continue your regular work. This could be asking the person you notified it Step #2 about what you were
doing. Or looking over the inventory assessment from Step #1.
162
shIny neW oBjeCts

1. Write down one shiny new object that you want to spend time on.

SHINY NEW OBJECTS
163
shIny neW oBjeCts

2. Be a skeptic and write down a list of reasons why you should not explore this shiny new object.
164
shIny neW oBjeCts

3. If you have something else already in place that does the job, write down the name of the app or tool.
165
shIny neW oBjeCts

4. Now compare the two. Is the shiny new object superior to your existing app or tool? Yes or No.
166
shIny neW oBjeCts

5a. If you answered YES, wait at least 7 days before you explore your shiny new object. If youre still interested after 7
days, you may explore it.
5b. If you answered NO, you just saved yourself a lot of time.
167
tIPs to avoId day gone By syndroMe

1. In the left column, write down 5 of your most important values.
2. In the right column, write down 5 activities you spend most of your time on.
3. Now match the two lists and see if they are in alignment.
Values

TIPS TO AVOID DAY GONE BY SYNDROME
Activities with most time spent
168

4. Rewrite your list where everything is in alignment.
Values
Activities with most time spent
169

5. Setup strategic reminders in your calendar for today and tomorrow. For every hour, set an alert with the text:
Are you working in alignment?

Use this alert as a reflection point to review your list.
170

6. Get a journal. Every morning in your journal write down a list of things you will do that day.
7. At the end of the day, write down in your journal what you did or didnt do - and WHY.
8. In your journal, write down corrections or improvements that you need to make for tomorrow, if there are any.
9. Review your journal once a week.
171
handlIng BaCklog
1. Compile all your backlog tasks into 1 list. This can be in bullet point + task name format.

HANDLING BACKLOG
172
handlIng BaCklog
2. Day of Pain and Suffering Option.
173
handlIng BaCklog
3. Strategic Seeding Option.
174
handlIng BaCklog
4. Design a system for preventing future backlog.
Example
1. Add a note to your morning scheduling to assign fewer
tasks to yourself if you have appointments that day.
2. Look for opportunities to delegate out unimportant
tasks to others.
3. Make sure that all your items have start dates and due
dates if appropriate.
4. Set a weekly timeblock of 2 hours at the end of every
week to handle any ongoing backlog. Even if you dont
have any, its still nice to have that time available in your
calendar on a weekly basis.
175
Email Productivity
eMaIl ProduCtIvIty Worksheets

EMAIL PRODUCTIVITY WORKSHEETS
HANDLING INCOMING EMAIL
FUTURE-PROOFING YOUR EMAIL SETUP
HOW TO DEAL WITH EMAIL
WRITING EFFECTIVE EMAILS
EMAIL HABITS
BOOMERANG THEORY
EMAIL FOR TEAMS
INBOX GUARDIAN
INBOX WARRIOR
PUTTING IT TOGETHER: THE ASIAN EFFICIENCY EMAIL SYSTEM
177
handlIng InCoMIng eMaIl

Please refer to the Action Screencast for examples on how to apply the Handling Incoming Email workflow to different
types of emails.
EMAIL PRODUCTIVITY
HANDLING INCOMING EMAIL
178
Future-ProoFIng your eMaIl setuP

Please refer to the Action Screencast for examples on how to Future-Proof your Email Setup.
EMAIL PRODUCTIVITY
FUTURE-PROOFING YOUR EMAIL SETUP
179
hoW to deal WIth eMaIl

1. Before you start clearing your inbox, dont pay attention to the number of unread emails.
2. Decide on which approach you want to take:
Everyday approach - set aside 30 to 60 minutes every day to clear emails.
Once a week approach - set aside one day a week to clear emails.
3. Schedule in your calendar your email clearing session.
4. Turn off all email notifications.
EMAIL PRODUCTIVITY
HOW TO DEAL WITH EMAIL
180
WrItIng eFFeCtIve eMaIls

1. Use this simple checklist for every email you send.
Do all recipients all need this email?
Is the subject line specific and crystal clear?
Is the body short and to the point?
Is there explicit etiquette stated?
If you checked all boxes, its an effective email.
EMAIL PRODUCTIVITY
WRITING EFFECTIVE EMAILS
181

2. Here is a list of phrases you can use for explicit etiquette:
Please do not use reply-all. Reply ONLY directly to me.
Do not reply back to this email with any questions or concerns. Please raise them at the next team meeting.
Please call me to confirm.
Please reply to confirm receipt.
182

3. For your next broadcast email, use the 5Ws and How technique.
Write down the:
What
When
Why
Where
Who
How
183
eMaIl haBIts
Please refer to the Action Screencast for examples on how to implement the Email Habits discussed in the video.
EMAIL PRODUCTIVITY
EMAIL HABITS
184
BooMerang theory
1. For every email you send, use this checklist to assess if its necessary to send the email.
Is this email ABSOLUTELY necessary?
Is email the best medium?
If both boxes are checked, you can send the email.
EMAIL PRODUCTIVITY
BOOMERANG THEORY
185
eMaIl For teaMs

1. Set up some guidelines for using email among your team.
(Type response on next page.)
Examples
Dont use email to manage other team members. Nobody likes getting tasks assigned to them through email - not
you, nor anyone else on the team.
Any email written within the team should be written only if it requires a paper trail and contains multiple issues. For
everything else, stick to Asana and HipChat and Skype.
No open-ended questions on email. Book an appointment and get on Skype with the person.
Instant Messaging Guidelines:
1. When youre working, you have to be online on Hipchat. Since we are a virtual company with team members all
over the world, this our way of knowing that youre available and doing work.
2. Use the status feature of Hipchat. You can set it to Available, Busy or Away. So if youre working and dont want
to be disturbed, you set it to Busy. And once youre done and can chat again, set it back to Available. If youre away
from your desk, you simply set it to Away.
3. For calls, you have to log into Skype. No one is to be online on Skype unless you have to do a call.
EMAIL PRODUCTIVITY
EMAIL FOR TEAMS
186
eMaIl For teaMs

1. Set up some guidelines for using email among your team.
187
eMaIl For teaMs

2. Recommended Tools:
Project Management Platforms
Asana
Basecamp
JIRA (for software teams)
Confluence (enterprise wiki)
ActiveCollab (self-hosted)
Instant Messaging Clients
Skype
HipChat
188
InBox guardIan
1. Turn off all email notifications in your email clients.
2. Schedule in your calendar 2 or 3 times in a day when you will check email. Make it consistent for each day for the
next 30 days.
EMAIL PRODUCTIVITY
INBOX GUARDIAN
189
InBox WarrIor
Please refer to the Action Screencast for how to be an Inbox Warrior.
EMAIL PRODUCTIVITY
INBOX WARRIOR
190
the asIan eFFICIenCy eMaIl systeM

All you need to do is to decide what days you want to play Inbox Guardian, and what days you want to play Inbox Warrior.
Here are a couple of things that will help you implement the Asian Efficiency Email System:
Print out the email handling diagram.
Write out step-by-step instructions for switching notifications on/off for your email client.
Set times of day to check email in Inbox Guardian mode.
Note: there is no accompanying screencast for this worksheet.
EMAIL PRODUCTIVITY
THE ASIAN EFFICIENCY EMAIL SYSTEM
191
About Asian Efficiency
aBout asIan eFFICIenCy

ABOUT ASIAN EFFICIENCY
Asian Efficiency stands for simplicity and action.
Our mission is to make the world a more productive place, one person at a time.
We give people the ability to control their lives, to handle their daily information bombardment and to juggle it alongside
things to do, commitments, responsibilities and a busy schedule - all in a seamless manner.
We produce and publish high-quality ideas and solutions to help you become a better, faster and more efficient highachiever. We believe in experimenting with the limits of human potential, in intelligently using new personal technologies
and about keeping things simple - and efficient.
Everyone at Asian Efficiency lives and breathes personal development and growth, and is passionate about helping others
become the best they can be.
We are also productivity nerds, Apple enthusiasts and generally love working out how to do things better. One day
we would like to see Asian Efficiency make an impact on the global productivity index, and by buying the Productivity
Blueprint, youve helped contribute a bit towards that - thank you.
You can find out more about Asian Efficiency at:
www.asianefficiency.com - our company blog where we talk about the latest (and best) productivity tips and tricks.
store.asianefficiency.com - our company store, where you can purchase our products. We highly value all our
customers - so expect lots of goodies your way very soon!
facebook.com/asianefficiency - our Facebook page where we post cool articles, videos and other things we come
193
aBout asIan eFFICIenCy

across online.
twitter.com/asianefficiency - our Twitter account where we give away daily tips about productivity, and we generally
get to know our followers.
If you want to get in touch with us for any reason (testimonials are nice!), send an email to: support@asianefficiency.com
or log into our Customer Area at customer.asianefficiency.com.
194

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PRODUCTIVITY

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PRODUCTIVITY BLUEPRINT (WORKSHEETS)

LIMITATION OF LIABILITY/DISCLAIMER OF WARRANTY

Distractions and Interruptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Email Productivity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

About Asian Efficiency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

MOTIVATION 101: HAVING A WHY

6 TECHNIQUES #1: BREAK IT DOWN

6 TECHNIQUES #2: VISUALIZE THE PROCESS

6 TECHNIQUES #3: SOLAR FLARING

6 TECHNIQUES #4: TIMEBOXING

6 TECHNIQUES #5: CLEAR TO NEUTRAL

6 TECHNIQUES #6: LEVERAGE

STARTING AND FINISHING PROJECTS

AVOIDING LAST MINUTE: STAYING ON TOP OF THINGS

AVOIDING LAST MINUTE: DELEGATION

AVOIDING LAST MINUTE: PRIORITIZATION

AVOIDING LAST MINUTE: 3 TIMES RULE

10 QUICK AND DIRTY TIPS FOR PROCRASTINATION

MotIvatIon 101: havIng a Why

MotIvatIon 101: havIng a Why

MotIvatIon 101: havIng a Why

MotIvatIon 101: havIng a Why

MotIvatIon 101: havIng a Why

MotIvatIon 101: havIng a Why

6 teChnIques #1: Break It doWn

6 teChnIques #1: Break It doWn

6 teChnIques #1: Break It doWn

6 teChnIques #1: Break It doWn

6 teChnIques #2: vIsualIze the ProCess

6 teChnIques #3: solar FlarIng

6 teChnIques #3: solar FlarIng

6 teChnIques #3: solar FlarIng

6 teChnIques #4: tIMeBoxIng

6 teChnIques #4: tIMeBoxIng

6 teChnIques #5: Clear to neutral

6 teChnIques #5: Clear to neutral

6 teChnIques #6: leverage

6 teChnIques #6: leverage

6 teChnIques #6: leverage

6 teChnIques #6: leverage

6 teChnIques #6: leverage

6 teChnIques #6: leverage

startIng and FInIshIng ProjeCts

avoIdIng last MInute: stayIng on toP oF thIngs

avoIdIng last MInute: stayIng on toP oF thIngs

avoIdIng last MInute: stayIng on toP oF thIngs

avoIdIng last MInute: stayIng on toP oF thIngs

avoIdIng last MInute: stayIng on toP oF thIngs

avoIdIng last MInute: stayIng on toP oF thIngs

avoIdIng last MInute: stayIng on toP oF thIngs

avoIdIng last MInute: stayIng on toP oF thIngs

avoIdIng last MInute: stayIng on toP oF thIngs

avoIdIng last MInute: delegatIon

avoIdIng last MInute: delegatIon

avoIdIng last MInute: delegatIon

avoIdIng last MInute: delegatIon

avoIdIng last MInute: delegatIon

avoIdIng last MInute: delegatIon

avoIdIng last MInute: delegatIon

avoIdIng last MInute: PrIorItIzatIon

avoIdIng last MInute: PrIorItIzatIon

avoIdIng last MInute: PrIorItIzatIon