Hello folks, welcome back to the Keep productive YouTube channel
It is francesco here in today's video i'm gonna be passing over to jackson hayes, now Jackson
I've known for a fairly long time now about 2 years or so
He's a student and he's also very proactive as a student and goes above and beyond he creates a YouTube channel as well
Where he does fantastic cinematography and also does video reviews for a very big tech
Publication and as you can imagine he uses lots of apps across his day
Particularly Trello thing Surrey and Google Calendar today's video is going to be all about Matt
So he's gonna be taking us through how he uses that but I just wanted to say big
Thank you to Jackson and everyone should go and subscribe to his fantastic really. Well put together videos not like mine
So go and subscribe to him and enjoy this feature from Jackson. I'll talk to you guys very soon and thank you very soon
Hi there, my name is Jackson Hayes. I'm a cinematographer
Youtuber full-time student and managing all that is quite a lot
so Francesco asked me to kind of talk about my productivity system how I manage everything and
Kind of break all that down for y'all
You can kind of think of it as a three pronged approach with Google Calendar being the main overarching kind of management system
Trello as are more like project based management and then things as like various individual tasks
Alright, so now we're gonna jump into the computer and kind of see how everything is going down right now
I've pulled up calendar a week from a few weeks ago while I was actually in school right now
I'm on break and that's what I have time to make youtube videos
But this kind of is a really good picture of how I managed everything. So some things are redacted
Maybe I don't know. I might redact some things. We'll see
But basically I break everything down into individual calendars
I like being able to separate school calendar events from my personal calendar events from my work calendar events
So I've got personal classes client family film lux, which is one of the companies I work for
which is kind of separate from client, even though they are a client about podcasting school and then YouTube now, so
calendars I don't actually use
Actively just because well I haven't podcasted in a while
Family events being living away from my family. I never really used that counter. I'm gonna be using it more now that I'm back home
And so, you know some of these I'm not using I might rework some of this but this is the basic idea
I've got multiple calendar event calendars for different types of calendar events now
Obviously my school calendar events, those would be recurring they would have things like where the class was going to be meeting
What time obviously because as a calendar event?
As well as contact information for the individual
Instructors just in case something were to come up. And so these events. We just repeat until the end of the semester
So I'd always have those in there we'd have to create those individually
Repeating calendar events are so helpful
and then it would kind of fill up my schedule kind of based around that given that I'm a freelancer and
you know, I work remotely I'm able to kind of build my schedule how I want it and so
You can see here. I've got this like work event
And this is just for Luck's I would be doing like customer support and web development things like that
So I would just build out different little calendar events of like windows of time that I would have where I could get some work
done
I'd also put in, you know giant blocks of time to do homework because
They have to have to pass
And yeah
That's how it kind of structured that and then I'd also have like personal personal events different things
I had to do haircuts things like that now just kind of build out the schedule from there
and so I would pretty much go through and just
Schedule the next day's events just in case something were to come up
I'd be able to kind of react fast enough if I were to go ahead and like filled out my entire week
You know things change and things happen. So like I like just building out the next day
So, you know this would progressively fill out as the week went on but that's kind of my basic
Calendar and you know, it changes a little bit when it's you know, winter break now
I'm doing a lot more work, you know school because I'm done for the semester
And so yeah, that's kind of how that is built out
Alright, so now let's jump into Trello Trello is how I manage my projects lately
It's been just for school and homework. I do have these other things. I have like a board I'm on for
Android police and that's that's one of the videos that I do for this
Company called Android police where I make videos for the channel about Android and that's why we manage our projects
They I'm not gonna really open that because I don't think I necessarily allowed to show that in this video
but my main my main board is
college and so I have it in all caps because I'm
Weird like that and I would have different lists per day the way I built this out
is
You know per day I have what I have to do and so on Sundays
I would go through the syllabus or whatever was due that week and build that out into individual cars
And I throw them all into Monday and then I would schedule them and move them how I want
So let's pretend I'm still in school, but I'm not that's the break button
Let's pretend I am and say I had something do for my English class. Okay, so let's say
Right now I would put it in all caps just because I don't know it felt like a good system
So I do write let's say it's a I don't know
research report
Now if it's a big project like it's so for my English class
We had four major projects if it's a major project, I would create a checklist
So it's like, you know outline or research outline write the first draft edit things like that
So let's just pretend to do that real quick so we can go search out
lap spelling outline
First draft
edit
And then submit right?
Now I would have labels for each different class. So let's say English 101, and then I would label
whether it was gonna be a quick little task to do that you gather a very quickly a
Medium like I will take a little while but not too long or long and then time this would be like a first draft
I have to ride the entire draft. That would be a long project
But let's just say it's medium because it's just researched and outline
Those are the first things and then I put the due date in now
sometimes I would put a due date like a few days before just so I would like
You know finish things on the earlier side
I can get dangerous though because it's like if you forget that the day you put in one
Actually the due date and you think oh I have two days
You normally put two days in then you might have a lake project. You don't do that
and so if I were to say like
Put the due date three days before I would also write the actual due date here in this description
but yeah, let's just pretend this is due on Monday because the teacher was
being nice and you know gave gave me
Something to do over the weekend
and that's how I would I have that and
Let's pretend it's a month. It's Sunday, right? So we're going through and putting something
For the entire week and I would go through every single class and put in all the homework and all the things I had to
reorder
I put that all in and then I would just kind of move it around to when I wanted to do it
Say it's due on Monday, right?
I would probably put that on a Thursday so I could finish it by Friday and not have to submit
You know work over the weekend
oftentimes I would end up working on the weekend, but I would always try to not because
like that
And so that's how I would manage everything and I would fill this out
There'd be like tons and tons of cards some days, you know, they'd be pretty easy some days, you know
that's a lot of stuff but being able to see everything that I had to do for all my classes in one place was
Extremely helpful not having to go to you know the school website and try to you know
Go into each different class and figure out what's due now. I'm doing that all at once on a Sunday
I mean that all done for the entire week was just just life changing. I'm sorry
I'm just very excited about this it helped me so much
Now the way I would approach
like my homework in case you guys are wondering I would pretty much do the easier tasks first and the harder task later because if
I have a giant list and I'm working on something for hours and it's like the harder project and then after that a few like
Some quick and medium projects it would just get discouraging because I'd finish one thing
I felt like I did a lot but still have a ton to do so, I typically go from easy to hard, you know
And that cash snowball effect
That's just the way I work. You don't have to do that at all, of course, but that's how I would do things
So yeah, this is how I kind of lay things out
I'd also have like weekend and future if there was a big project that was kind of like looming
That when it's kind of like having my mind, I'll throw that into the future there something to do on the weekend
I put that one weekend and often if it's a Saturday night
I'd move weekend over to the very beginning like but I did it
All the way over to before Monday so that I would see that first and so let me scroll over
But yeah, it's how I've managed everything and it really really helped. So now jumping into thing where I manage money like smaller tasks and
Less school related stuff because that's what I would do in Trello
I wouldn't really do much YouTube management there sometimes do but it's not the best system yet
So I'm still working on that and it doesn really fit in Google Calendar. So don't put tasks and calendars
That just doesn't make sense to me. And so I do it all in things
So this is where I pretty much break down like my client work
I don't really do that in Trello while I totally could and you use checklist for each project or whatever
It just doesn't really work for me. And I really like the design of things now. I do use to do this. I
Used to used to do this and I also used to use things and I would go back and forth
I would switch like every couple months. It's not a good idea
It's just a lot of time especially going from things back to todoist because there's no import method like you could do that
Like you're on todoist and you want to go to things they have an import tool and it's amazing
But there's no way to go back. So you have to be like just input everything manually and it's a pain in the butt
I would still do it not recommended. So right now I'm on things to do
This is great - I'd love to do it. But right now things is kind of where I'm managing everything
So as you can see here, I've got quite a lot of like projects and things like that in things are something called areas
which is like kind of a folder you can put
Projects into and so I've got personal YouTube luxe optics clients film photography Design School and templates
I have Lux optics separate from clients because since there's such a big client. They often have a lot of different projects going on
So I don't wanna have that all kind of jumbled up inside of clients
Because my other clients it's kind of like one-time things that like happen kind of slowly
So it's not like as big of a deal and so that's why I have that kind of separate separated there
one thing you might notice at the very top I had winter break and
Whenever I have a trip and going on or some big event that's happening
I like to have all the tests that I'm doing in a project that's like at the very very top because that's the kind of
Like the biggest thing that's on my mind
so if there's things I have to do while I'm on winter break or on a trip or whatever I put that in there and
I kind of have that separated going down the list it got personal
so this is kind of just you know, personal stuff that I marine Cork's I'm in the process of joining the Marine Corps, which
Some of you might know if you know me some of you might not if you know me, but yeah, that's it
That's happening life management. I don't know why that's a project. Okay, whatever. That was random. I deleted it
It was something from as a holdover from something a while ago. It's not important. I don't use that anymore
Anyway, I've got my personal website, which I'm trying to build stick in boxes. You never have time
I've got finance health sequence is an app
I'm working on that's taken a while because waiting for a certain language to be more stable before I write it anyway
Below that YouTube so keep productive
That's this video that I'm you know
Keeping track of of what I need to do without a review of a phone coming up and then you know
It's just kind of standard going down the list
I've got templates things doesn't really have a very specific like template function, but you can duplicate a project
So I've just been using that to like manage e to video
Tasks because it's pretty standard like I have to outline a video. I have to script it out. I have to
Record the voiceover or if it's just a talking head. I'll just outline it and then just do it
But yeah
I just have a lot of tasks I need to remember to do and so I have these templates in there and it's super super
Handy, you can kind of take a look here
I've got these headers with online video shoot aerial edit a clean cut
So it's like a finalized video, but it's just a roll after that shot lists my YouTube b-roll
Film the b-roll edited in color grade verify audio is at about negative 3 DB
Decibels and the music make the thumbnail upload the video write the description add tags scheduled for production and prep social media posts
So it's it's quite a lot
but it's helpful to have kind of a
template to be able to reuse over and over and make sure that you hit various things like
Having the audio way to quiet is really annoying and it's always annoying when you forget it and you're like, oh well, sorry about that
So just having things like that is very very helpful for me
so then one last little thing I like about things is thing about things and
Is that you can see your calendar inside the app so having that integration is really really nice because you can see kind of everything
That's going on in the day and also all your tasks. So that's super helpful for me. And I really really like it
Well, that's pretty much my system from Google Calendar to Trello things. Hopefully that made sense. Hopefully you got something out of it
Maybe something you can adapt your workflow
If you have any questions, if you reach out to me, I'm Jackson H visuals on Twitter and Instagram
So feel free to DM me and ask any questions you might have
But yeah, that's pretty much it
Thanks francesco for having me on his channel
I've wanted to talk about my productivity setup for a while, but my own youtube channel does really fit that kind of content
And so this was a great way to have an outlet to talk about this. So yeah huge Sasa Francesco
You shouldn't say you guys were watching and yeah is Jackson Hays signing off?