Clearing the 'I have so much to do but I'm not making progress' feeling with my voice. How 'Notta Memo' made my solo planning meetings much easier

I have so much to do, but for some reason, I'm not making progress.

This is really exhausting, isn't it?

It's not that I'm slacking off. In fact, I'm thinking about work the whole time.

And yet, I'm not moving forward.

I don't know where to start. I get distracted by other things along the way. Even though I feel like I've worked hard, all that's left is a sense of fatigue, not a sense of accomplishment.

Have you ever been in this situation?

I previously wrote about a method called a solo planning meeting as a way to break through this blockage. Whether using paper or a memo app, the method is simple: spend 30 minutes getting everything out of your head, categorize it into four parts, and decide on your next move.

The method itself hasn't changed at all. However, recently, I changed the way I do the initial 'get everything out' step, and it has become much easier.

I stopped writing on paper and started using my voice instead.

The catalyst for this was a small AI voice recorder called Notta Memo.

You can attach it to your smartphone, carry it around, and record the moment an idea strikes. Plus, the recorded audio is transcribed afterward. This turned out to be a great fit for the first step of a solo planning meeting: 'getting everything out'.

*This article was written with a product provided by Notta Inc.

To begin with, why is 'getting everything out' so important?

Just in case, let me briefly review the concept of a solo planning meeting.

When work isn't progressing, many people think it's because there's 'too much to do.' But the real cause of the blockage is often not the volume itself, but the fact that things are being held in your head in an unorganized state.

Emails I haven't replied to. Projects I haven't summarized. Tasks waiting for a response. Come to think of it, what happened to that invoice?

All of these are floating in my head with the same weight. My brain is constantly receiving interruptions, making it impossible to focus on the task at hand.

That's why I take everything out at once. I turn the clutter in my head into a visible form.

This is the starting point of a solo planning meeting. And this is where many people get stuck.

'Writing' things down was a surprisingly high hurdle

I've written this simply so far, but to be honest, there were weaknesses in methods like writing things out on paper or registering them in a memo app.

The hurdle for taking notes is high.

If you write it on paper, you have to sit at a desk, and if you register it in a memo app, you have to unlock your smartphone, open the app, and type it in.

But think about it. The moments when a worry like 'Oh, I have to do that' pops up are usually not when you're at a desk, and you're not necessarily free to use your hands.

When you're walking. When you're cooking. When you're washing dishes. Right after you get into bed.

It's in those moments when you're 'not in a situation to work' that ideas suddenly pop up. But it's a hassle to go out of your way to take out a memo and write it down, so you think, 'I'll write it later.' And then you usually forget (and the set is complete when you feel depressed, thinking, 'Have I finally lost my mind?').

A smartphone memo app might feel easier than paper. But the moment you open it, you see notifications, and before you know it, you're touching an app that has nothing to do with it. Instead of clearing your head, this actually clutters it.

In that respect, Notta Memo is a tool just for recording, so you don't have to look at the screen or notifications. This was a bigger difference than I had imagined.

When the hurdle for 'getting it out' is high, the solo planning meeting itself becomes a chore. This has been a subtle problem of mine for a long time.

When you speak out loud with Notta Memo, the hurdle becomes almost zero

Notta Memo is a card-like AI voice recorder that is 3.5mm thin and weighs about 28g.

If you put it in a MagSafe-compatible case, you can attach it to the back of your iPhone and carry it around, and you can record just by operating the button.

The recorded audio is transcribed by the Notta app, so it's convenient that it remains as a memo you can look back on later, rather than just 'speaking and being done with it.'

I have summarized the details of the product itself, such as the fine specs, transcription accuracy, call recording, and pricing plans, in the blog review article below. Please take a look.

In this article, I will talk about what comes after that: 'So, how do you actually use it to make your life easier?'

What has changed since I started using this?

It means I can now 'get everything out' without having to stop what I'm doing.

Just press the button on the device and say what you're thinking out loud. 'I haven't replied to Company A's email yet, where did I put that invoice, I have to make the materials for next week's meeting'—I just ramble on in the order they pop into my head.

That's it.

What I like about it is that I can put it in a MagSafe-compatible case, stick it to the back of my iPhone, and carry it around. The moment a worry pops into my head, I can get it out right there. The first step of 'getting a memo ready' has completely disappeared.

The beauty of Notta Memo wasn't just the ability to record, but the fact that 'the moment I think of something, I can get it out of my head with my voice without opening my smartphone.' This meshed surprisingly well with my solo planning meetings.

In fact, I often use it when I'm standing in the kitchen. Since I work from home and also take care of my parents, I'm in the kitchen quite often during the day. While I'm making meals for my parents, work worries keep popping up one after another: 'I need to reply to Company A's quote,' 'I want to decide on the headlines for the manuscript first thing in the afternoon,' 'I still haven't done the invoice.'

Before, I would think 'I'll write that down later,' and usually forget. But now, I just press the button on the Notta Memo on the back of the smartphone I keep on the counter, and just say it out loud.

In the few dozen seconds while something is simmering, I can get the worries out of my head. Not having to stop what I'm doing is a really big deal.

Of course, Notta Memo is useful in situations other than the kitchen, too.

Brainstorming while walking, organizing tasks while commuting, noting key points right after a meeting, planning for tomorrow before going to sleep. Complaining a little about frustration. All of these are things you can do if you open your smartphone.

But when you open your smartphone, you see notifications. You look for apps. You end up doing something else. Being able to press a button and save it with your voice without those few seconds and distractions is what I felt was the convenience unique to Notta Memo.

Besides, voice is fast. It's definitely faster than writing, and you don't have to worry about typos. You can get the clutter in your head out while it's still cluttered. The weakness of 'writing'—where your hand stops because you're trying to summarize it neatly—doesn't happen in the first place.

The audio you've offloaded is transcribed by the app after a short wait.
So, by the time you open the app later, what was in your head is already in a state where you can look back at it as text. All that's left is to look at that list and sort it out. It's very easy.

Divide what has become text into four categories

From here on, it's exactly the same as my original solo planning meeting.

While looking at the transcribed list, I divide them into four categories.

1. Things to act on right now.

2. Things that don't have to be done today.

3. Things I can't do anything about right now (waiting for replies, waiting for others).

4. Things I was just worried about.

Since what I voice out is already in text from the start, sorting it is smooth. I don't need to listen back; I can just sort it while following along with my eyes.

I open the transcription screen of the app, and while looking at the monologue I recorded turned into text, I sort them: 'This is for today,' 'This can wait until next week,' 'This one is waiting for a reply from the other party.'

If it remained as audio, I'd have to listen back and rewind over and over, and I wouldn't get this ease of use (for people who hate their own voice, listening back is quite painful). It's precisely because it's listed in text that I can sort it quickly.

The trick here is not to try to set perfect priorities right away. It's enough to just roughly sort them into 'Can I act on this now?', 'Should I do this today?', or 'Can this be put on hold?'

With just this, 'Everything is a disaster' changes to 'This is all I need to do now.' It's that feeling of your head suddenly feeling lighter.

Finally, decide only the next step

If you stop after just sorting, you might feel refreshed, but you'll end up back where you started. That's why, finally, I decide on just the next step from the 'Act on now' list.

At this time, the point is to make that one step concrete.

Instead of 'Proceed with Company A correspondence,' it's 'Send a quick message to Company A saying I will reply by the end of the day.' Instead of 'Think about the project,' it's 'Write out just three headings.'

Break it down to a size you can start within 5 minutes. People get stuck not just because there is a lot to do, but because the first move is ambiguous.

By the way, the fact that what you voiced out remains as text is quietly effective here too.

If you copy the transcribed sentence as is and paste it at the top of your task management app or your to-do list for the day, you've already created your 'things to do now.' The clutter that was in your head has somehow turned into something you can start working on.

The detailed methods and common pitfalls for the entire flow so far—getting it out, sorting, and deciding—are summarized in detail in the article I wrote previously. If you want to reproduce the procedure exactly, please refer to that as well.

Notta Memo is also quite good for everyday use

Up to this point, I've been talking about 'solo planning meetings' where you sit down and focus. But the good thing about the habit of voicing things out is that it also works for casual, everyday use where you're more relaxed.

For example, brainstorming ideas for blogs or projects. Rather than when I'm at my desk, I sometimes think, 'I haven't written that explanatory article yet,' while I'm out for a walk or doing chores.

If you throw those fragments in with your voice, you'll have a stock of ideas left when you open the app later. The time spent freezing in front of a blank screen wondering 'What should I write today?' has decreased.

It's also effective for organizing small work tasks. After a meeting or a phone call, if you spit it out with your voice while it's still in your head—'I need to do this and that for that matter'—by the time you get back to your desk, the tasks are already lined up in text.

Because you can get it out while the memory is fresh, there's no hassle of trying to remember 'What was that thing I thought of?' This is huge!

In short, Notta Memo allows you to use the same ease for both focused organization and daily small ideas, as both involve the same action of 'getting it out of your head.' This quietly leads to a sense of peace of mind every day.

What Notta Memo changed was the 'ease' of doing things.

As I used it this way, the biggest change was that the hurdle for my solo planning meetings was lowered.

Back when I used paper or my smartphone, I had to psych myself up and sit at my desk, thinking, 'Alright, let's do this.' Now, I can just 'get it all out' the moment an idea strikes, even while walking or washing dishes. Later, I look at the transcribed text and quickly sort through it.

In short, it became easier to keep up.

No matter how good a method is, if it's a hassle, it won't last. Conversely, if you can lower the hurdle, you can turn it into a habit.

When you're busy, you're tempted to cut back on the time spent clearing the mental clutter. But if you cut that out, you end up with hours of ambiguity later. That's why, especially on days when I'm not making progress, I do this first.

Trying to power through with sheer willpower doesn't work. Especially for those of us from the older generation, 'guts, grit, and effort' are deeply ingrained, but that's not the way to go.

Above all, clear your head before moving forward.

The 'solo planning meeting' is a small system for that, and Notta Memo made it even more effortless.

I especially want those who feel like they're working hard but not making progress lately to try 'getting it all out with your voice' at least once.

As a tool for that, Notta Memo is a great fit. You can record without even opening your phone, and look back at the text later. Just that alone makes the clutter in your head much easier to manage.

Lastly, a quick announcement.

If you're interested in Notta Memo, you can check the latest prices on Amazon or the official Notta online shop. In addition to the Amazon Prime Day-related sale scheduled to start in early July, an 8% OFF coupon exclusively for readers is also available.

Coupon code: GS3T497G
Expiration date: Until July 31st

If you are considering a purchase, please check both the sale price and the availability of the coupon.