Productivity System

After listening to this podcast on Time Management and Productivity, an Upbuild client, now the CEO of a public company, asked me to share what he jokingly called “The Michael Method.” I wouldn’t call it that since it’s not particularly original, but this is the system I’ve used for the past few years, and it works well for

System overview: The system relies on self-emailed reminders, lots of Google Docs, and precise, liberal use of the snooze feature to make sure the right things resurface at the right time. The goal is to reduce friction for getting things done and to prevent anything from slipping through the cracks.

Task & Information Management

  • One-off reminders: Whenever you need to do something, immediately send yourself an email about it (e.g., "Talk to Joe about the Upbuild workshop") and then snooze it to the ideal time for you to be reminded.

  • Recurring reminders: For regular tasks (e.g., "Take out garbage"), send yourself an email about it, snooze to the necessary time, and once complete, snooze again for the next instance.

  • Google Docs for anything you update or reference periodically: Keep a Google Doc for anything you need to update or refer to over time, such as annual goals, a personal journal, or tracking when your ego shows up. Email yourself the link and snooze it to your next planned update, ensuring it resurfaces when needed.

  • Recommendations: When someone suggests a video, book, or article, email yourself the link and snooze it to when you’ll have time to engage with it.

  • Birthdays: For important birthdays, anniversaries, etc., send an email to yourself with the subject “[Name] BDay [Date],” snooze to the date, and once you’ve messaged or called the person, snooze to the following year.

Inbox Workflow

When you receive an email, take immediate action with one of the following:

  • Respond: If you can take care of it in under two minutes, handle it immediately.

  • Archive: For emails that don’t require action or reference, archive immediately.

  • File for reference: If you need it later and would benefit from having a set of emails in the same place, move it to a labeled folder (e.g., organizing hotel quotes for a family reunion). I rarely use this option.

  • Snooze:

    • Snooze for later attention: If an email needs attention but you can’t handle it today, snooze it to a time when you’ll be free.

    • Snooze for timing needs: For emails with an ideal follow-up or review time (e.g., flight confirmations), snooze it to that specific time.

    • Daily inbox review: Fully review your inbox each day, snoozing lower-priority items to keep only the most current or urgent ones visible. Aim for inbox zero.