If you’ve ever felt overwhelmed by your to-do list, struggled with procrastination, or wondered how some people seem to get so much done in a day, this article is for you.

Over the past two months, I completed 262 tasks - and missed 6- ranging from deep work projects like editing videos and building websites to smaller, routine tasks like responding to emails and working out.

And no, I’m not a robot.

I’m just someone who’s learned how to stay focused, prioritize effectively, and push through even when motivation is low.

If you’re tired of feeling like you’re constantly busy but never truly productive, let me break down the exact system, mindset, and techniques I use to get things done.

no matter what life throws at me.

Being Busy vs. Being Focused: What’s the Difference?

Before we dive into the how, let’s talk about the difference between being busy and being focused.

- Being Busy: This is when you’re juggling 10-15 tasks a day, most of which are easy to medium in difficulty.

You’re constantly switching between tasks, multitasking, and feeling like you’re doing a lot—but at the end of the day, you’re exhausted and haven’t made meaningful progress on anything important.

- Being Focused: This is when you have 1-2 deep work tasks that require your full attention (like editing a video, working on a client project, or writing an article)

,and a handful of smaller, less demanding tasks (like responding to emails or running errands).

You’re not trying to do everything at once; instead, you’re prioritizing what truly matters and giving those tasks your full energy.

For me, I’m somewhere in the middle.

I typically have 2 main tasks that require deep focus and 2 to 3 smaller tasks that are easier to complete.

This balance allows me to stay productive without burning out.

The Mindset: How I Stay Motivated (Even When I Don’t Feel Like It)

Let’s be real: motivation is overrated.

If I waited to feel motivated to do my tasks, I wouldn’t have completed 262 of them in two months.

Instead, I rely on a few key mindset shifts to keep me going:

1. Focus on Results: When you’ve already put in the work and seen results, it’s easier to keep going.

Remind yourself of what you’ve achieved so far, it’s a powerful motivator to keep pushing forward.

2. Reward Yourself: I always promise myself a reward after completing my tasks for the day.

Whether it’s watching an episode of my favorite show, enjoying a treat, or simply relaxing guilt-free, having something to look forward to keeps me motivated.

3. Visualize Your Ideal Life: I often imagine myself living the life I want—whether that’s running a successful business, traveling the world, or simply having more free time.

This vision keeps me grounded and reminds me why I’m putting in the work.

4. Discipline Over Motivation: At the end of the day, discipline is what gets things done.

And the only way to build discipline is to have a strong purpose.

Why are you doing what you’re doing? What’s your bigger goal?

Keep that in mind, and it’ll be easier to stay on track.

The Techniques: How I Get Things Done

Now, let’s get into the practical strategies I use to stay focused and complete my tasks:

1. Set Your Tasks the Night Before

Most people wait until the morning to plan their day, but here’s the problem: if you wake up without a clear direction, you’ll feel overwhelmed and unmotivated.

That’s why I set my tasks the night before.

- Why It Works: When you already know what you need to do, you can wake up and start working immediately.

There’s no decision fatigue, no wasted time, and no excuse to procrastinate.

- Pro Tip: Don’t overcommit. I used to set 7-8 tasks a day and end up feeling defeated when I couldn’t finish them.

Now, I stick to 2-3 main tasks and a few smaller ones. Be realistic about what you can accomplish.

2. Prioritize Based on Energy Levels

Not all tasks are created equal, and neither are all times of the day. Here’s how I prioritize:

- Morning: I tackle tasks that require the most mental energy, like editing videos or working on a new project.

- Midday: I focus on physical tasks, like going to the gym or running errands.

- Afternoon/Evening: I handle smaller, less demanding tasks, like responding to emails or writing articles.

If you have a full-time job or other commitments like school, experiment with your schedule to find what works best for you.

3. Track Your Time

One of the best ways to improve your productivity is to track how much time you spend on each task. This helps you:

• Identify tasks that take longer than expected.

• Adjust your schedule to prioritize high-impact tasks.

• Avoid wasting time on low-priority activities.

I use my system to monitor my progress and make adjustments as needed.

4. Deal with Procrastination and Unexpected Situations

Even with the best system, life happens.

Here’s how I handle procrastination and unexpected disruptions:

- Procrastination: When I feel like procrastinating, I remind myself of my bigger goals and the rewards I’ll get after completing my tasks.

Plus, I developed my mindset to just jump into tasks without overthinking or waiting to have the entire vision and steps mapped out.

Another strategy that forces me to complete my tasks is setting hard deadlines.

- Unexpected Situations: If something comes up (like a guest visiting or getting sick), I don’t stress. I simply move the task to another day.

Why This System Works

At the end of the day, the most important thing is to have a clear vision and purpose.

Without a bigger goal, it’s easy to lose focus and get stuck in the cycle of busyness.

- Set Ambitious Goals: Whether it’s building a business, writing a book, or improving your health, having a big goal gives you direction and motivation to accomplish your daily tasks.

- Make Progress Every Day: Even if it’s just one small task, completing something every day keeps you moving forward.

So if a day passes and you just finished one task, that's ok, actually that's great, but don't let a day pass without making any progress.

Well...

Completing 262 tasks in two months wasn’t easy, but it was possible because I had a system in place.

By setting clear priorities, staying disciplined, and focusing on what truly matters,

I was able to make consistent progress toward my goals.

If you’re ready to take control of your productivity, start by implementing these strategies.

And if you want to take it a step further, check out my Second Brain 6.0 system, the exact tool I use to track my time, monitor my progress, add rewards, and stay organized. -> Click here

Or if you're a Content Creator, check this system instead -> Click here

Remember to Stay Focused.

Thank you for Reading

Osama aka Ols