Archive for the ‘Getting Things Done’ Category

I continue to be amazed with the application of the ideas within “Getting Things Done.” Literally anything that I see as functional in my life I implement immediately, and I’m having a blast doing it. 

For a long time I have been diving in to ideas like “productivity” and “priorities” (including my first long philosophical treatise which dealt with these activities directly), but there’s a lot covered here that I haven’t seen anywhere else.

Here’s what I’ve been up to recently:

• Organized a workflow for my room and my car. Things are no longer randomly put in nice places, but placed in the most functionally efficient places possible, along with other related items. For instance, I have my reference files directly next to me by my desk, and I have a specific role for each drawer in my desk (writing utensils and office equipment, electronics, financial records, etc…
• I’ve begun reading “Keeping Work Simple.” This is another interesting book relating to uncluttered, stress-free work and productivity. Fascinating stuff. I’m currently digesting it in chunks (during discretionary time, such as lunch break at my internship) and taking notes on the poignant tips and tricks that I extract.
• I’ve begun consciously scheduling 60 to 90 minute blocks of time for important work. Its not a simple algorithm given my currently lifestyle, and it takes away more time from sleep (which as some of you know, I’ve been getting away from lately). However, these blocks of time are integral in genuinely becoming immersed in a project and producing the kind of quality work that comes from flow.
• I’ve organized the way I write in my daily planner. Used to be strait down chronologically with “maybe” actions in there with cemented issues. Now my calls are written on one side, with specific times listed next to those that require them. My “maybe” actions are fitted at the bottom, these are the actions I refer to when I find discretionary time. What’s written down chronologically are things that must be done. Different contexts are underlined to make things cleared (IE: At Jiu Jitsu Academy, At YMCA, At Internship, etc…).

There’s so much more to go into with this project and I’m eager to dive into it. One thing I’ve got to work on now is finding blocks of time to turn the phone off so that I can focus appropriately and not have intermittent distraction and random, fleeting topics cross my mind.

Much more to come, and in fact I’m sure this isn’t a complete list of the things I’ve updated.

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I’m digging into “Getting Things Done” big time right now.

Since I have a bunch of other large projects in the works right now, I’ve mainly been listening to the material on audio while I drive. When I hear something poignant I type it into my phone and keep listening.

I’ve done some tweaking lately, and I figure I’d run through some of the changes that I have gotten a lot out of:

• I added a “Waiting For” list to my ongoing Project List. Until GTD I had never though of having such around, but now I see its validity. Making lists and getting ideas out of your head and somewhere where you can actually refer to them on your own time is brilliant. However, having a “waiting for” list provides me the ability to keep track on all of the phone calls or deliveries I’m expecting to receive (and by when). I had a million lists but for some reason never had this one, and now I can sense the relief of knowing those items are kept track of.
• Started processing notes immediately. As soon as I get home from my internship or from anywhere where I’ve recorded information about things I need to do, or delegate, or remember, etc… – I run through the notes swiftly and put them where they belong. This means writing that future event on my calendar, updating my project list, making phone calls (or making note to call later), recording important finance information, putting paperwork and receipts in appropriate files, and whatever else I need to do in order to process all of the random information floating around me and put it in its appropriate place.
• Consolidated my notes to a specific pads. This was certainly an important detail for me. I used to take notes in my day planner, on a scrap of paper, on the back of an envelope, and in my school notebooks. Keeping track of this information (be it a phone number, ideas for future writing projects, a reminder of a future action, etc…) was tough, and frankly I don’t think I can ever remember going through all of this stuff at the end of a week – nevermind at the end of a day – to figure out what I needed to keep and what I could throw away.
• Organized my car. This is different than making it “neat.” Sure I took out all the cloths, flyers, shoes, papers that didn’t need to be where they were (which wasn’t all that bad, I don’t allow it to overflow). I also designated where certain things would belong. Essentially, I treated my car like a desk. “Neat” just looks pretty. “Organized” means things are where you want them to be in a way that makes sense for functioning. No more chap stick in the glove box, alcohol towlettes in the side door, marketing material and beach stuff on the back seat. Now marketing material is under the driver seat, hygiene items are in the passenger door, notebook and pens are in the driver door, etc… Makes me think about applying this idea to other areas. What if my whole house could be like this??

These are a few new distinctions for productivity, but collectively these increases are going to pay off. Its about getting the “flow” of what I’m doing and what I will be doing, and streamlining it.

The biggest step here is in immediate processing. Of items. Notes, business cards, reminders – everything getting run through right when you get home. Its a pretty big change from the wishy washy processing I was more accustomed to, I already like it a lot more.

David Allen talks about having NO tolerance for the accumulation of unprocessed things. Even if you process a few, the rest might still take up space in your mind, and information to move projects forward will be left in the dust. Not to mention the nagging feeling that you’re missing something, or that you could be doing something more important than your current task.

I think cultivating an appreciation for this kind of processing is well worth it.

Let the experiments continue —–

Sweet, I’m finally getting this to be an actual Life Experiment. 

Anyone who likes getting things done (accomplishing tasks, organizing processes, keep track of things, working towards objective) and hasn’t read “Getting Things Done” might be missing out. I highly recommend it as a work on the productive process and managing our projects and work. I have a lot of other nice things to say about David Allen’s work, but we can just stop it here.

GTD (as it is often referred to as) has a lot of input on how to file things properly for reference, how to keep track of ideas throughout the day, how to disengage yourself from future tasks until the appropriate time to act on them comes, how to properly use calendars and day planners, and generally how to disengage your mind from the menial work of reminding a remembering and allowing it to focus on strategic ideas for action.

Awesome.

So obviously I’m not just going to spill David’s material on the blog here, but I am going to be throwing up some posts on more of my experiments, practices, and perspective on “being productive” and having an absolute blast while accomplishing meaningful ends.

I’m pumped to get this on the site because it definitely makes it concrete, it turns it into something I’ll definitely chase and being writing and studying.

Just so that this Experiment has some original meat to it, I’ll identify a few key changes I’ve already made in terms of productivity:

• Bought a bin and a sliding folder for each letter in the alphabet. I’m beginning to use it as a general reference file.
• Created a project list with all my major projects. Each is accompanied by actions to take ASAP on the project itself.
• Structured designated times and days for email checking and online research.
• Re-organized my room with a few dests and more drawers. More space.
• Hung up a massive white board in my room to blast out ideas and web it all out.
• (a bunch of other cool things that evade me at the moment)

My point is, I’ve been getting into this stuff.

However, there are a few things that I want to make note of rand work on! :

• Getting a new wallet with more space in it, including room for note cards (and maybe a pen)
• Using a small backpack when going places. I tend to carry a million things at once in my arms and its lame.
• Getting a legitimate calendar on my wall instead of using the cheesy one on my phone.
• Setting up a place in my car to put all the books I carry around, and a garbage bag for when people eat in my car.

So, I’ve got tangible things to work on here, none of which are tremendously difficult to deal with. 

In this category I’ll be posting about my findings in the productivity field, as well as cool stuff that I use (or don’t use) and why. 

They don’t call it a Life Experiment for nothing.