One Time Setup
One Time Setup
Embedded Files
1) Read this First
1) Read this First
Greg’s Work System assumes good working knowledge of document editing shortcut keys: select, cut, copy, paste, and document headings. If these are new to you, I can’t recommend enough internalizing these basics whether or not you decide to use my system. It can transform your way of working.
Setup time for these steps will vary depending on your comfort level with Mac and Google Docs.
Read This First (1 min)
Set Up Your Machine (10 mins)
Create Your Core Documents (5 mins)
Configure Google Docs Substitutions (5 mins)
Create Your Communications Window (5 mins)
Power users will take 15-20 mins.
Feel free to reach out to me on chat if you hit a snag.
Remember - there is no rocket science here - you’re just manipulating text.
2) Set Up Your Machine
2) Set Up Your Machine
Setup is dependent on Mac or Chromebook.
Required
Mac or Chomebook - This system depends on Mac for Workspaces, or Chrome for Desks.
Google Chrome, Docs, Calendar, Slides, Sheets - This system depends on some very basic Google Docs features.
Nice to Have
Firefox - This is my “fun” browser, configured for privacy and a zero-ad experience. Significantly less annoying, creates reasonable separation from work.
Flow - A free & simple Pomodoro timer for Mac I use for timeboxing activities. Get it here.
Clocker - A free multi-time zone clock for the Mac. Get it here.
For Macs
For Macs
Configure Mac Screens
Duration: 2 mins
I use two unmirrored screens - a main monitor for Mac spaces, and an open laptop screen for Mantra Document, Flow app, and Clocker.
Configure Mac Spaces
Duration: 5 mins
Spaces provide separate contexts for your day. You need to use stickies to name Spaces, because Mac annoyingly does not provide Workspace naming.
Space Setup
Read the Mac Workspace basics, and create around 5 workspaces. More than that becomes cumbersome.
Ensure you disable automatic Workspace rearrangement based on usage activity. See how to do it here.
Name Spaces with Stickies
Create your workspace labels using stickies. Customize the names to the “big rocks” in your life you want to manage.
Drag the stickies into the workspaces, effectively naming the spaces.
Configure your Function Keys
On the Mac, you can change your function keys to act like old fashioned function keys by going to: System Settings > Keyboard > Keyboard Shortcuts > Function Keys
Greg's Work System does this so we can quickly get to any desktop.
Configure your Shortcut Keys
On the Mac, you can configure shortcut keys in System Settings > Keyboard > Keyboard Shortcuts > Mission Control.
This will configure shortcut keys for each space: F1 for Work, F2 for Practice Building, F3 for Fun, F4 for Family, F5 for Career.
An example view of my Mac Spaces using the Mac Mission Control command.
For Chromebooks
For Chromebooks
Configure Chromebook Screens
Duration: 2 mins
I use two unmirrored screens - a main monitor for Chrome Desks, and an open laptop screen for Mantra Document, Timers, and Clocks.
Configure Chrome Desks
Duration: 3 mins
Desks provide separate contexts for your day, and Chromebook Desks provide the same functionality as “Spaces” on the Mac.
Make sure when you cycle through windows they all are in the same desk. The fastest way I’ve found is to press alt + tab and click on “Current desk”.
Read Chromebook Desks setup, and create around 5 workspaces. More than that becomes cumbersome. Note that if you’re using an external keyboard, the search key usually corresponds to the windows key.
On your Chromebook keyboard, press the show windows key. Then, you can name your desks using the UI.
Difference with Mac: Currently, I have all projects clumped in a single desk, and switch between the windows using alt + tab. It’s not ideal, but reasonable analog to the Mac.
Configuring your Desk Shortcut Keys
Currently there’s no way to configure shortcut keys - so you’ll need to rely on next and previous desk shortcuts to cycle through scenes.
An example of Chrome OS Desks setup.
3) Create Your Core Documents
3) Create Your Core Documents
Create documents from the 4 core templates that provide planning and execution structure.
Duration: 5 mins
Work Plan
Your weekly work plan.
Place it un-maximized in Work space.
Meeting Minutes
Simple template for meeting note taking.
Place it as the first pinned tab in maximized Communications Window
Mantras
Highly personal, inspirational, and up to you. Create the document, use any format that works for you.
Place it un-maximized on Laptop Screen, along with clock, pomodoro timer.
4) Configure Google Docs Substitutions
4) Configure Google Docs Substitutions
These shortcut keys will enable you to quickly update and annotate documents without the use of a mouse. They become second nature in a few days.
Duration: 5 mins
In Google Docs, go to Tools > Preferences > Substitutions
Configure your Substitutions with 4 basic entries:
5) Create Your Communications Window
5) Create Your Communications Window
This is your primary Chrome window for email, chat, and calendar - all the things you need to communicate during the day.
Duration: 5 mins
Open a Chrome window, maximize, place directly after your home “work” space
Open and pin the following tabs, in this order:
Meeting minutes document (see Core Documents)
Google Mail
Google Calendar
Google Chat
Personal Google Mail
go/messagesweb (Google internal experimental text messaging and calling)
Optional: Configure a Basic Pomodoro Timer
Optional: Configure a Basic Pomodoro Timer
A quick and effective Pomodoro timer hack for non-Mac users utilizing Google Search timer and bookmarks. See also Flow App for a Mac-native option.
Duration: 5 mins
Search on google.com for “25 minute timer”. Google search results will present you with a basic countdown timer, automatically in countdown mode.
Bookmark the search results. Name the bookmark “25 min timer”.
Repeat the process for 5 minute intervals.
Example Chrome bookmark.
Consider moving the chrome tab for this timer to your laptop screen (as a second work space) and maximize the timer.
Optional: Configure the Google Docs H5 Header
Optional: Configure the Google Docs H5 Header
This is a very simple and easy header formatting trick to simply and visually indicate work in process (example 🔸 Update go/expectations). Not needed if you are using the Work Plan Template that’s already configured for this hack.
Duration: 60 seconds
Write some text in your Work Plan.
Format that text with a very bright red background and white text.
Select the text.
Go to Normal Text → Heading 5 → Update Heading 5 to Match.
Now you can highlight any text and format with H5 shortcut keys.
An example Work Plan, with highlighted WIP.
6) Warm-Up
6) Warm-Up
Once configured, warm up with these simple actions. See Practices, Hacks, and Shortcuts for how to do it. If you prefer a more abridged & concise help guide, see 🌑 zen mode.
Navigate to your Work Space, then navigate to your first Customer Space. Then navigate to your Family Space.
Write a new task in your Work Plan, marking it as Not Started.
Change the task status to In Progress.
Change the task status to Immediate Work in Process, indicating it is your current singular focus.
Navigate to your Communications Window. Take some notes in your Meeting Minutes document.
Navigate to your Fun Space.
Create an Unplanned task in your Work Plan by entering in the Unplanned section.
Mark a task as Urgent.
In your Work Plan, Deprioritize a task by moving it to the Icebox section.
Ponder your Mantra document. Breathe.
Set your Pomodoro timer for a 25 minute uninterrupted work block.
Set your Pomodoro timer for a 5 minute exercise break.
In your Work Plan, review your weekly tasks, and decide which you will accomplish today.
Create Focus Time entries in Google calendar for 1-2 tasks that require deep thought.
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