--- title: 'My 2026 Productivity System (4 Steps): How I Organize My Life and Work' source: 'https://youtube.com/watch?v=jSOC1Uos0pA' video_id: 'jSOC1Uos0pA' date: 2026-08-11 duration_sec: 1119 --- # My 2026 Productivity System (4 Steps): How I Organize My Life and Work > Source: [My 2026 Productivity System (4 Steps): How I Organize My Life and Work](https://youtube.com/watch?v=jSOC1Uos0pA) ## Summary The video presents a four-step personal productivity system designed to organize work and life, moving from mental overload to structured execution. The creator demonstrates the system live, showing how to capture tasks, schedule them, store information, and execute with focused work blocks. ### Key Points - **The Problem: Too Many Things in Your Head** [00:02] — The creator describes the common problem of having too many pending tasks, meetings, and ideas in one's head, leading to being busy but not productive. - **System Overview: Four Steps** [00:29] — The system consists of four steps: mental download, organizing with a calendar, using a second brain for information, and executing with focus blocks. The creator has used this system for over 5 years. - **Step 1: Mental Download with Todoist** [02:27] — The first step is to clear all pending tasks from your head by writing them down. The creator uses the app Todoist to capture all tasks, categorizing them (work, personal, etc.) and scheduling them for specific days. - **Prioritizing with the Eisenhower Matrix** [04:37] — The creator uses the Eisenhower Matrix to prioritize tasks: important and urgent (do first), urgent but not important (delegate), important but not urgent (schedule), and neither (eliminate). This helps focus on what truly matters. - **Step 2: Organizing with Google Calendar** [08:15] — The second step is to place all tasks and events into Google Calendar, creating time blocks for each activity. The creator uses color-coded calendars to visually distinguish categories like personal, gym, and work. - **Step 3: Second Brain with Notion** [11:52] — The third step is to have an information bank, or 'second brain', using Notion. This centralizes all projects, notes, and resources, ensuring information is organized and accessible. - **Step 4: Execution with Pomodoro Technique** [14:20] — The fourth step is execution using Pomodoro technique: 50 minutes of focused work followed by 10 minutes of rest. The creator does 6-8 Pomodoros per workday and uses a physical timer or Windows app. - **Bonus: Music for Concentration** [16:15] — The creator recommends using AI-generated music, binaural beats, or lo-fi music to enhance focus during concentration blocks. This is an additional tool to support the productivity system. ### Conclusion The video concludes by emphasizing that this system helps transition from being busy to being productive, and encourages viewers to implement the four steps and the bonus music tip to improve their daily organization and focus. ## Transcript I used to have too many things on my mind: pending tasks, meetings, ideas, payments—in short, everything was in my head. The worst part is that at the end of the day I ended up busy, but not productive at all. So I built a system consisting of only four steps that I use to organize my schedule, my work, and practically my entire life. And in this way I've stopped improvising all the time, and it's a system I've been using for over 5 years, and in this video I'm not only going to explain it to you, but I'm going to implement it step by step right here with you so you can productive year and know how to organize your find that this will work perfectly for you. Three, a digital entrepreneur, to do during the day, you have one agenda for work and another for your absolutely everything here. I'm going to show you my complete productivity system. So let's get to it. This video is sponsored by OSD. If you are building an online business, creating content, or selling a service, there is something that sooner or later you will have to do, and it is illegal. Because yes, at the beginning you want to do absolutely everything, you want to edit, design, solve the technical part, think about strategy, create content, but there comes a point where that no longer allows you to grow. That's why OSD caught my attention so much, because OSD is a platform where freelancers publish their services and you can hire them in a much more direct way. And I like that because it literally saves you from wasting time on unnecessary processes. Here you will find services with a much clearer scope [music] and with prices defined from the beginning. Furthermore, there is a very important aspect, and that is trust. Payment is kept secure within OsD and is only released once the work has been delivered and accepted. And if any problems arise, they also have support and a troubleshooting center. So if you want to move faster and stop doing absolutely everything yourself, I'll give you the Osd link below in the description so you can create your account and start hiring today. And I also recommend that you follow him on Instagram as @osdipco and on YouTube Instagram as @osdipco and on YouTube as OSD. Let's continue with the video. As I told you, this system consists of four very simple steps. So, let's start with the first step, which is to mentally clear out all the pending tasks we have in our heads. Look, a lot of things come up in everyday life. Paying a bill, a meeting, recording some content, going to train, eating, paying for something, going out with another person, etc., etc. They are all those need, those pending tasks that we cannot leave to our brain. We have more than 70,000 thoughts per day, so thinking that we're going to remember something is the fatal mistake you can't afford to make. So, in order for me to write down absolutely all my tasks, all those little things I have to do during the day, I use an application called Todo E is. This practically allows me to have several things. In fact, look, I'm works. Look, I'm showing you something very personal, so I really recommend that you subscribe to the channel and like this video, can literally save your life. Look, these are my tasks for today. So, here I have some categories. For example, here [music] I have a job category and within it is marketing. I have a personal category on hold, ready, [music] studios and also templates. And I have here in when they are other people's tasks that I follow up on and the tasks of everyone for the next few days. For example, if I click on " next" here, look, here I see today's tasks, Saturday, Sunday's , Monday's, Tuesday's, and so on, and all my tasks appear repeatedly . Look, pay the credit card, cancel the plan, and I'm filling this in according to the days. So, for example, today, Saturday, I have to prepare an invoice for one client and gin. So, look, I already did this one, I 'm going to check it here. I have to review some videos about silicon master's degrees, and within this task I have these other two tasks here. He even tells me that I completed my daily goal. I have the productivity video recording for YouTube. So I . I'm going to click here on the checkmark to reply to comments, I, for example, am going to add a task that says here, pay the water bill for the apartment. So, in order for me to define if it is an urgent, Enhauer matrix. Because? Because look, there are four different priorities here, and I'm going to explain them to you. Look, this is the Enhauer matrix. Basically, what does it say? important and urgent things. So, here we have the important and what is urgent, it definitely needs to be done. In other words, priority number one. I classify all tasks that are important and urgent as priority number one. Next comes the second block, which are the tasks that are urgent, but not important. I mark those as number two, meaning they are the ones that I have to delegate or that I can do myself at another specific time of the day or week. Then we have block number three, which are the tasks that are important, but not urgent. That's where I decide whether to postpone it and do it myself, whether I can delegate it, whether I eliminate it, or what I do with that task. And there's the last group, which includes tasks that are neither urgent nor important; those are the ones to be eliminated. And we are often so that you can use the A ≠ 0 matrix here to done. Look, if for example we come here to my day, look at this task that says to take advantage of the afternoon to organize things, check files, PC, t, perfume, etc. This is number two, it's important, but it's not delegate this or I can do it later. And you'll realize that if I give it, for we're here on a task. So, look, pay the water bill for the apartment. Let's say this one is important because otherwise it's obvious if they cut it off. Here I'm going to give it to you in the personal category. If I want, I can set a reminder; I can even gather the water bill and set a deadline, and then I click " going to click here on next and you'll see that it says to check out J's videos for some new intros. This is not urgent, but it is important. Just like investments, it's not urgent, but it is important. Here, for example, we have some tasks such as paying the the urgent, not important block. So, either I delegate it or I do etc., etc. So, remember to always categorize those tasks to know what's a priority on your checklist. Once you have these tasks here that you are going to fill out, you have to put absolutely everything. Let's say, for example, here on Tuesday I would have to, I don't know, to finish this part here, train at the gym. So on Tuesday, I'm going to put it here in the personal section. I also take daily steps. personal section. I also take daily steps. So, daily steps, doing 10,000 steps, which I usually do in the morning, is important to me personally. I can put here, for example, a morning routine, which is important to me. In this case it would be reading, meditating, and also giving thanks. And then I place it here, which is important, and I give it to you in personal [music]. For example, on Tuesday I have recordings for the silicon master's program, but on Wednesday I have recordings here, two points for the YouTube channel, for is very important. And let's say that to record for YouTube I need the scripts. So I'm going to get into this and I'm going to have him write the scripts for the recordings. Ready? For example, let's say I was recording this week , but next week, on Tuesday, I need ideas for YouTube videos. And so here I'm going to give it to you, which is important, I'm going to give you organized. So, here, for example, with the filters, I can see what tomorrow is like, I can see everything, I can see, for example, what will happen the day after tomorrow, and so on. Now, once I have all these tasks here, we need to move on to point number two, which would be Google Calendar or your planner, where we're basically going to organize things. Look, this is something so you have no doubts. I'm going to post one view per month here. Look, I've been using this for years, years with this methodology that works too giving you here is a productivity system that, if you start completely change your life. Look, I'm going to give it a week and show you how my week went. So, I'm going to come here where it says today. And notice that recording. In fact, this is wrong here. Look, it's not recording, it's silicon mastery. In fact, it is not a silicon master recording. I'm going to edit it here once. Recording YouTube videos. Today I'm recording until 6:15 in the afternoon, but look, here for example, on Monday I had a bootcam. airport exit, the flight to Pereira, the airport Uber, the lunch and then I went back and that day I worked almost until midnight. The next day I only had breakfast, I did my morning steps, gin training is around here at this time. Look, for example, on Thursday I had a mentoring session with one of my mentors about sales funnels, so it was from 5 to 7:15 and for example next week I already have some Sunday I have a bootcamp, so I come back and travel again on Sunday. On Monday I have a personalized consultation from 3 to 4, then on Tuesday from 3 to 4 in the afternoon a meeting with another client, then on [music] Tuesday from 5 to 6:45. Here it is. And look, I'm just starting to fill things up here. So, for example, I say, well, from 11 a.m. to 12:30 p.m., then it's time to train at the gym. And look, each category has its own color. So, I have different categories here, and in this case, the one for personal items, which is blue, represents personal things, and then I use a slightly darker blue to identify what the gym is for. And these calendars, well, look, you simply calendar and you create these new calendars. So, what do we put here? These are the blocks of time where we will do some of those tasks. [music] So, if I, for example, go back here where it says next and check here on Monday, on Monday it tells me to train at the gym and cardiohit. Where does that go? It goes here where it says to train in the gym and cardiohit. He says he's starting the scripts for the master's degree recordings. morning block. So, from 8 a.m. to 10:30 a.m. I'm going to put scripts, [music], and master's degrees here. In that case, this would be for the silicone boot can, okay? Then it comes in green. What else do we have here? Personalized advice, tomato chili. We already have that here, personalized advice, tomato chili. Investments in happy. You could also watch the 9:00. So, here I can create an extra task which is to verify create an extra task which is to verify the actions. And I'm going to mark this one save. So, what else do we have around here ? The meeting with Carlos Ladino is on Monday at 5 pm. Let's look here, it 's not Tuesday. So we'll move this one to Tuesday. So instead of Monday we'll put Tuesday here and that way I'll get completely organized. And notice that there is something interesting here, is that in each of these checklists I can put some subtitles here to remember something. Then he says, ." Okay, this is along with the meeting that's here. So, the first step is the mental download and the second step is to put all those events and tasks into the Google Calendar. The third step is to have an information bank, I call it the second brain. For that, I use an application like Notion. Notion allows me to put virtually everything example, there are often studies, client projects, launches, content, YouTube videos, and so on. All of that. centralize it so we can be sure that the information is there. I, for example, used to keep things organized with lists, with Google Docs, with Evernote, thing here, another on Android Drive, etc., etc., and it was my notion is. Look, this is, for example, the inbox in Notion. Here on the left side. I have several of these sections, books, templates, practically all of my personal and professional life is in this part that says workspace. And here in my workspace I have several areas. I have the projects area, I have my YouTube channels area, I have Instagram, I have courses, and I also have some studios. So, for example, if I wanted to see the Carlos Ladino project that I have to releases, I'm going to put here where it says Carlos Ladino release and look, here is absolutely everything I Ladino release. If I go back, for example, I say, "Ah, YouTube, I want to show you, I'm going to go here where it says YouTube, and these are the YouTube videos. This tell me down here in the comments what date you're watching this video. Look, here it says my productivity system. Before recording this video, I already did the title, the cover, the keywords, the example, in the script, I'm going to go to the point where I am. Here, for example, I'm looking at my script, and I'm on step number three, which is the second brain here in Notion. So, you see, I'm an extremely come here to the workspace, for example, another thing I 'm always doing here is managing my investments. So, here I always list my investments, how much I invested, what stocks I this week. And look, here I have The entire history. What I want need to have a database where you'll put absolutely to review content, a YouTube video, a script, you have a place to consult it. And the fourth step is the execution of everything you're seeing. So, that you know when to execute it and that you have blocks of concentration time. And for that, I love using Pomodoros. And look, I bought this little device on Amazon; I can set a timer from 60 to 30 minutes. Look, it changes to 30, 60, 90 so I can focus on a specific task. However, look, here in Windows, in the bottom right corner, there's a section that says " those blocks. For example, a 45-minute concentration block. I click timer starts appearing immediately. So, I use these Pomodoros, which are basically 50 minutes of work followed by 10 minutes of rest. During the 10-minute check social media, then go back to focusing for another 50 minutes, then another 10, and normally during my workday I do between six and eight Pomodoros to have these blocks of total concentration . If, for example, you say, "Oh, well, Windows, etc., etc.," you can search for the Pomodoro extension here, and you'll go to the Chrome Web Store, and there are a number of apps Pomodoros extensions. So you can do it. Another thing I in Focus mode on my iPhone, set a timer, and that way Because before, for example, I would sit at the computer and work for 3 and You spend hours working, and that's not productive. What's productive is you: rest period. A concentration block, a rest period. And when you have four Pomodoros, you take a 20- or 30- minute break, which I usually use to run errands in the afternoon. I don't know, I have to pay social security, I have to pay my run an errand downtown, pay a bill, go visit someone. always have in the afternoon to do that. Look, I already told you four steps, but I want to give you a bonus that works really well for me, and one of them is music with artificial intelligence or music for concentration. Look, I've recently started following these channels that [music] you mentioned, " really cool music, you know? A lifestyle music made with to start working in those concentration blocks. Or a lot of other things I do are these sounds Binaural beats work really well. Also, [music], look, I use this YouTube channel exclusively for . Look, I listen to some DJ sets I like, playing very mellow music. I listen to Chislo Fight music. Also, here's some Chislo Fight music. Also, here's some music for concentration, music for hyperfocus. I actually recorded a video about Low Fi the other day, and look how it turned out! Low Fi Bogotá Vibes, it's fantastic. I also often use Hampan sounds. So, music is also part of this productivity [music] system, and I highly recommend using it. I just productivity system, and I even showed you some very personal things: my planner, my checklist, and the apps I use. this video deserves a like, a channel subscription, and especially a comment telling me what you thought of it . I want you to tell me insight was that blew your mind the most, if Was it the music thing, the Pomodoro timer, using a checklist, or setting up those hear from you because this is a problem daily, and simple videos like this can change your life. Back in 2019, before and during the pandemic, I was juggling a ton of stuff you wouldn't believe. I had a physical planner, papers, documents, a folder, and so on. I had Excel, something else in Tudi—it was incredible. And when I , blocked, and while I was busy , I wasn't this video is to help you go from being busy to being productive and able to accomplish all your tasks throughout the day. I loved filming this video, and I hope you put it into practice. See you in the next one! put it into practice. See you in the next one!