I often write and speak on workload management. But even I occasionally get overwhelmed by the sheer volume of requests and assignments. I’m in such a state right now.

In the last week I’ve attended board meetings for three different companies. Two were out of town. In addition, I have spoken publicly five times and am right in the middle of reviewing the copy-edited manuscript for my new book.

I awoke this morning to the dragon’s hot breath on my face. I was disoriented, not quite knowing where I was. I struggled to open one eye. Then another.

And there he was. A dragon. A very big dragon. With three heads. Sitting in my bedroom, like so many mornings before, he was waiting. His heads swerved back and forth, dancing in the dim light. Each head alternately belching fire and hissing smoke.

Everyone’s heard of the “To-Do List.” Whether you use Outlook, Gmail, a dedicated task manager like Nozbe (which I use), or the back of a paper napkin, the idea is the same: you list in priority order the items you want to get done. Simple. Elegant. Powerful.

Until you have more items that you can physically get done.

Yesterday, when I posted about buying the new Macbook Air, several people asked in the comments or via email what programs I use on a regular basis. I thought I’d post a list of mine in the hope that you will post a list of yours. Even if you are a Windows user, I’d also like to see your list.

Here are the programs that I launch automatically when I turn on my MacBook Air.

I have been quietly using the new MacBook Air for the last 30 days. I haven’t written about it until now, because, frankly I didn’t know if I would like it. However, after using it for 8–12 hours a day over the last month, I can honestly say it is the best computer I have ever owned.

When Steve Jobs announced the new Air computers on October 20, 2010, I was intrigued. While I have always been impressed by this model’s size, I couldn’t imagine it replacing my beloved MacBook Pro. I saw three major obstacles:

Jason Fried is the co-founder and President of 37Signals and author of Rework. At a recent Ted Conference, he spoke on the topic of “Why Work Doesn’t Happen at Work.” (Thanks to ChurchCrunch for bringing this video to my attention.)

Jason’s presentation got me to thinking, Where am I the most productive? Big surprise: it’s not at the office. Evidently, I am not alone.

My to-do list is at the center of my personal workflow. Like you, I am bombarded with scores—sometimes hundreds—of requests every day. They show up in my inbox, on the phone, and at my door. All of them want action now.

That’s why years ago, I learned the importance of creating a daily to-do list. It might sound simple, but I don’t know of a more important productivity tool.

You schedule time for large meetings, small meetings, conference calls, and phone appointments. If you are like many leaders, you often feel that your life consists of nothing BUT meetings. As a result, there is no time to complete the work you volunteer for, agree to, or are assigned in those same meetings.

What can you do? Simple: Schedule time for you.

On Wednesday, I made a presentation at Catalyst West on the subject of “Platform: What It Is, Why You Need It, and How to Build It.” When I finished, I opened my presentation for Q&A. Finally, after about 20 minutes of lively discussion, I indicated that we had time for one more question. Someone asked, “How does a busy CEO—someone like you—find time for social media?”

Let me be honest. I am actually better at writing about delegation than actually doing it. This is especially true when it comes to email. I have always prided myself in being super-responsive. As a result, I like to process my email myself. However, that has become increasingly difficult.

A couple of weeks ago, I was feeling overwhelmed with my workload. I always leave the office at 6:00 p.m. in order to have dinner with my family. Then I typically get back on my laptop and catch up on my email. I shoot to be in bed no later than 10:00 p.m.

Last week, one of my friends asked, “How do you get through all of your email. It’s killing me. I just can’t seem to get on top of it.” I know the feeling.

Actually, I get asked this question a lot. Despite all the current technology and software tools available, many people are falling further behind with each passing day. They just can’t seem to keep up with the avalanche of digital messages hitting their inbox.

Almost everyone I know is working more time than they would like. That’s why a book like The 4-Hour Work Week by Timothy Ferriss has been such a big bestseller. This is a great book, but the promise is a little over the top. I don’t know of anyone, including Tim Ferriss, who really only works four hours.

Several people have written to ask how I am managing my current workflow. Most of those writing are “GTD practitioners” (inspired by David Allen’s bestseller, Getting Things Done [affiliate link]) who are specifically interested in what software tools I am using. So, I thought I would I would dedicate a post to providing an overview of my current practices.

Most of us don’t spend enough time thinking. We are so busy doing that we have, I fear, almost forgotten how to think. Yet it is our thinking, more than any other single activity, that influences our outcomes.

I thought it was about time to overhaul my standard voice mail greetings. I’ve been following the same procedure for several years.

I am reading The 4-Hour Workweek by Timothy Ferriss. He’s only twenty-nine-years old, but wise beyond his years. This is probably the best book I have read on productivity since Getting Things Done by David Allen. I highly recommend it.

Tim says,

… limit e-mail consumption and production. This is the greatest single interruption in the modern world.”

I change my voice mail greeting everyday, so that it references the current day. Why? Because I want people to know that I am on top of my messages and their message is important to me.

As a CEO, I get asked this a lot. And, I’m always a little embarrassed by it. For the most part, I get the question from people who are in their twenties. They want to know “the secret path to the top.”