A Look Inside my Lists

For better or worse, I chaperone a number of dances each year.  These usually leave me feeling old, somewhat disheartened and wondering where all of those slow-dance songs of my own childhood have gone.  Things are different now, including how young men meet young women.

The aquisition of phone numbers occupies a great deal of attention nowadays at dances.  Instead of a handsome pad of paper (very professional, no?), kids have cell phones which serve as the collection bucket for phone numbers. Before you roll your eyes at teenage behavior, let me suggest that their methods reveal a sophisticated method of list keeping.

CAPTURE THE INFO

Capturing information in a trusted system (see my post on lists) makes sense.  The mind can only remember so much at one time so any number of "buckets" become necessary.  Post it notes, pads of paper, iPhones, PDA's, voice recorders- the list goes on.  For teens, the cell phone is the capture tool of choice.  It's quick, allows for instant follow up and has a trendy vibe.  Who can forget the first Moto Razr phones?  You just wanted one even if you already had another cell phone- it was that cool.

A GTD CONNECTION

David Allen's GTD methodology is big on list keeping and capturing data into trusted systems.   I've been listening to his GTD Live! audio set and my motivation to cultivate lists has only increased.  The goal of this is not only to be able to touch the data at a later time but to clear the head so as to focus on more important things.  A 2007 Wired interview put it this way,
"Allen says his goal is to be free from worrying about anything he has to do. His techniques allow him the pleasure of having, much of the time, nothing on his mind. 'People are afraid of the void, afraid of negative space,' he says. 'But having nothing on your mind is one of the most awesome experiences.'"

MY CURRENT LISTS

Which lists am I currently maintaining?  Here are a few:

  • Around the house- 2 hour projects

  • Around the house- more than a day projects

  • Blog post ideas

  • Books to buy

  • By summer's end

  • Computer tasks

  • Craigs List/Ebay

  • Errands

  • Hardware store

  • Library- books to check out

  • Magazine subscriptions

  • Nice to have

  • Office

  • Online sites and articles to read

  • Phone calls

  • Someday/maybe

  • Supermarket

  • Why Catholic invites


I check these lists about once a week, some more often.  I've found a tremendous freedom in knowing that I have a system that I can trust for idea incubation, triggers to remember things, and blue-sky thinking.

APPLYING THE PRINCIPLE

As you consider your own life, it's a good time to evaluate your own list-keeping system.  How much do you trust your own lists?  How often do you check them?  If you're like me, I bet that an increased dedication to list-keeping will pay off and move you closer to a clear mind.  List-keeping is very contemplative and helps to appreciate the many blessings of daily life.

*Photo by sunshinecity

The Zen of List Keeping

I've been a list keeper for as long as I can remember.  It began as a basic means of keeping things in placeholders in my old Palm PDA.  The simple memo feature was perfect for keeping track of my blood pressure, bike race statistics or talks that I had given and didn't want to repeat to the same audience.

That was then.  This is now- let's just say my list keeping has recently gone into overdrive.  And I'm loving it.

What's brought on the recent maturation of my list keeping?  Simply put- GTD.  David Allen's Getting Things Done methodology has been very important to my productivity ever since the book came out.  I can remember stopping on my way home from work to sit and read a chapter and it was hard to put down.

Well it's been nearly eight years since then and I feel like I'm learning GTD all over again.  Thanks to the GTD Live audio set, I've spent the past few weeks retooling and recalibrating my systems.  Ultimately, I've tried to keep the following in mind:

A CLEAR MIND IS A PEACEFUL MIND

This won't make sense until you try, consistently, to get thoughts out of your head and into a trusted system.  Whether you put it on paper or use a digital device, just do it.  I use a hybridized system that looks like this:

  • iPhone for capturing photographs (currently using Evernote) and context-specific ideas (currently using Toodledo)

  • Pocket notebook (currently using one from Staples, very inexpensive) for on-the-fly to-do's and various other ground level ideas. It's lightweight and super fast.


SYNC THE iPHONE WITH AN ONLINE APP

This is a must for me as I didn't want to lose any of the items in my lists.  If I'm trusting a system, a backup plan is crucial.  That's why I dumped Things for the iPhone and have made nice with Toodledo.  This is a solid app that allows for quick syncing with the click of a button.

THE RESULTS

I've seen a marked improvement in my ability to draft new articles and blog posts.  I've seen my downtime become more enjoyable and as for my prayer life, I'm recapturing lost ground.  I find that I can focus more in my a.m. quiet time due to the fact that fewer distractions pop in.  Why?  Because I've got so much stuff in my lists.

Later in the week, I'll provide a glimpse inside my lists, including the contexts that keep me organized.

FOR FOLLOW UP: RECOMMENDED READS

*Photo by thatcanadiangirl

Why All That Productivity Stuff Still Matters

Ok, so The Daily Saint has put one foot outside of the productivity world and we're now focusing on faith at work.  As a blogger, this is an interesting endeavor.  There are all sorts of questions that I've asked myself.  Focus more on my own Roman Catholic tradition?  Teach people how to pray more often?  Add more Scripture quotes to add some spice to weekly posts?

And one lingering question that I just can't get away from is this: does the productivity stuff matter at all? Is there more than gadgets and online apps?  Do sites like 43 Folders make any difference in my life outside of work?  The answer is a resounding YES.  But the reason might surprise you.

Origins

I first got into the productivity scene as something of a hacker.  As an educator, I prided myself on the gadgets and gear that often accompany folks who get things done.  Since few teachers are also interested in productivity, I also stood out from the crowd.  I once piloted a Palm Pilot (no pun intended) project by which students would beam me their assignments.  Very fun, especially considering they were 7th graders and it was 10 years ago.

As The Daily Saint blog then took off, I decided to get more serious, focusing on work-related issues and time management basics.  I plumbed David Allen's GTD methodology and found it surprisingly spiritual.

Discovery

What I have discovered over and over again is this: work can be as prayerful as prayer can be "workful".  The distance between my spiritual life and my life at work is shrinking with each day.  Sure, I work in a faith-based setting so it's a bit easier to talk the talk.  Walking is where things get difficult.

So how does all of the productivity stuff impact one's faith?  Here are some suggested points for discussion:

1. Productivity points to a higher purpose for working. Let's face it- you either work to live or live for working.  Or, maybe a third option is now emerging- how work can serve the rest of your life's priorities and how those other things can flow back into work.  Here's what I mean- my family life makes me more effective at work precisely because I have a life outside of work.  On the flip side, my work provides my family with a context for doing good.  I get to do so many amazing things at work and my family supports this ministry.  If they didn't, I couldn't throw myself into my work as much as I do.

2. Productive work will get you into the zone. Think of the last time that you lost track of time by engaging your work.  This could have been folding the laundry, doing some gardening or clearing out your in-box.  It doesn't matter- work can be richly fulfilling and it often helps you to get into the zone.  And zoning is profoundly spiritual.  The next time you're there, enjoy the ride.  I think God is there to be found in the world of to-do's, meetings and calendar items.  If He cares about the environment, global poverty and those inflicted with disease, I'd like to think that my ordinary schedule is also fodder for his blessing and intervention.

3. Productive organizations can change the world. The Timberlands, Interface Floorings and FranklinCoveys of the world are doing amazing things and doing business differently.  FranklinCovey is closed on Sundays. Timberland is obsessive about the prevention of sweatshop labor in relation to its products.

So where are you at with your own productivity?  And how can you allow it to impact your faith-filled life?

*Photo by TXKIMMER

Around the House: Take Your Project from Start to Finish

His name is Bob and he's a landscaper.  A super nice guy who works his tail off and has a beautiful home.  He also happens to be my neighbor.  What makes Bob more than a blog post is that he's constantly working on his yard.  Cutting down trees,  trimming shrubs, planting grass.  Makes sense since he's a professional.

Each year, I watch Bob ramp up in the Spring for what will be another round of yard projects and each year I fantasize about what it would be like to really Get Things Done in my own yard, which isn't shabby in its own right.  As I watched him spread some grass seed yesterday while our family was sitting down for dinner, one thought crossed my mind...

Game on.

This year, I plan to use the GTD methodology to go from project plan to project done. I wrote 9 Ways to Take the Stress Out of House Repair for LifeHack and a quick review of that article is a good primer for anyone who owns a home and is trying to do some repairs.

For me, I'll use the following (simple) system for this year's projects:

  1. List projects now and as they come into my head; put them in one place so it will be easy to find them.

  2. Collect photos, ideas, etc. in two places.  In my journal, I'll keep the master project list and insert clippings from the newspaper or magazines.  On my MAC, I'll use Evernote for web clippings.  My iPhone version of Evernote will also come in handy.

  3. I'll then sketch out a tentative time frame for my projects, prioritizing them in a fluid way that allows for flexibility.  In other words, in the Spring, I'll do X and in June, I'll tackle Y.

  4. I'll also use some key dates as benchmarks.  My daughter's first Communion party will be in May so that's a good date to keep in mind.  July 4th weekend is also key as we'll have folks over, etc.

  5. Get it done. By not tackling four projects at one time, I'll aim for one project from start to finish, then move on to the next one.


I'm thankful for my neighbor.  Without him, I might not have the motivation to do some home improvements that will ultimately make our yard more enjoyable.  How about you?  What's your system for getting things done around the house?

Resources for the Road


GTD at Home: Your Family Can Get Things Done

Michael Sampson: Applying GTD at Home

Kelly Forrister: Building Your GTD House
*photo by MikeG626

10 Ways to Collaborate in a Down Economy

Collaboration is hot once again, but this time for more dire reasons.  People are fighting to keep their jobs and scared of losing their livelihood.  With a down economy, collaborative folks have an advantage.  With each act of collaboration, they add value to themselves and expand their sphere of influence.

Here are 10 ways to collaborate in a down economy:

  1. Prepare more thoroughly for meetings.  This may seem basic (and it is) but too many folks simply show up and forget that they also have to show out.  By reviewing meeting minutes, asking insightful questions and being nice to colleagues, the collaborative guy/gal gets more done via meetings.

  2. Follow up wherever and whenever needed.  Think of all of the areas at home and at work where you can follow up.  The next time you promise to do something ("let me get back to you" or "I'll send you that email contact"), write it down and then process your notes later in the day.

  3. Go the extra mile, especially when it's not expected.  Do the small things that separate you from the average worker.  Make the call, write the note, do the research.  Surprise others with your exemplary customer service.

  4. Reach out to those who are struggling.  Few things are remembered more than when a person reaches out to someone in need.  Attend the funeral, viewing or memorial service.  Aid someone who is having a tough time.

  5. Line yourself up for a hot project.  What new endeavor at work can you be a part of?

  6. (Work) outside the box. You've heard of thinking outside the box?  Now try working outside your own facility by doing freelance work on the side.  This is a great way to stay fresh in your field and earn some extra income.

  7. Social network with people you'll never meet. Experiment with Twitter if you do nothing else in the next year.  David Allen has been on Twitter for nearly two weeks and has 100,000 followers.  That's a wow in my book.

  8. Publish for people you want to meet.  Volunteer to write an article for someone or some organization that you enjoy.  Many articles that I've published have come as a result of me reaching out to the publisher.  Don't wait for someone to discover you- become discovered through your own ingenuity.

  9. Blog because you can.  Blogging expands the creative capacity and gets things off your chest.  Try it out via Wordpress.com or Typepad.com.

  10. Listen empathically when you're tempted to give up. Above all other steps, be a listener. As someone who wants to collaborate, it's critical that you actually care about those around you.  People can spot a phony.  Dig in, get to know those around you and let your listening be a vehicle to care for them on a deeper level.


Photo by Challenge Business

Why Now is the Best Time to Get Things Done

SCENARIO

A grad student had only two days to complete his thesis and decided that he would get everything in order before launching into his work.  He first made sure that no one would disturb him so he created a sign for his door which read, "Work in progress, do not disturb".  Once this was done, he brewed a pot of coffee and tidied up his desk.  With java in hand, he settled in to work on what would be his masterpiece.

Except that his laptop battery wasn't fully charged- better put that on the list of items to complete before getting things done.

Then there was the call from his mother, inquiring about his progress.  10 minutes later and he was back at his desk, ready to work.  Sadly, the thesis would not be done by deadline and our beloved grad student was left scrambling for an extension.

Our friend had succombed to the age-old pitfall of perfectionism.

BEWARE OF NIBBLERS

When it comes to productivity, perfectionism can be a deadly bedfellow.  While it's not quite as dangerous as procrastination, it comes in a close second.  Our grad student caved to what Julie Morgenstern calls the "productivity nibblers".  These are the little actions that can easily sidetrack even the most productive person.

What kinds of well-intentioned actions did our friend give in to?

  • Making a sign for his door

  • Making some coffee

  • Charging his laptop

  • Talking to his mom on the phone


None of these are, on the surface, dangerous.  Who could argue that talking to mom on the phone isn't a good thing?  But if mom prevents you from getting your thesis done, drop the phone and get to work.

THE JUST DO IT MINDSET

A key to Getting Things Done thinking is to put yourself in the right context for productive work.  By keeping an up-to-date list of your agreements with self and others, you can bang out some useful tasks when the moment hits you.  It also means that you can put aside, even if just temporarily, some well-intentioned items in order to focus on what's really important right now.

Our grad student wanted to set the mood for his work to get done.  Nothing wrong with that.  The problem was that he put "mood setting" ahead of truly doing.  Before he knew it, hours had gone by and we can all relate to the thought of losing vast amounts of time to seemingly trivial actions.

SIMPLE SOLUTIONS

What could our grad student have done differently?  First of all, starting is very important.  I would suggest that any task needs to get some momentum under its belt in order to really reach "done".  Our friend could have skipped the elaborate task of making a sign for his door and just closed the darn thing.  If someone knocked, just ignore it.

By using some preventative maintenance, his laptop could have been in charging mode.  Something as small as charging a cell phone or laptop can go a long way.  That's a behavioral action that anyone can learn.

One final suggestion- don't wait for productive energy to hit you.  Sure, the mood is important but if you're feeling like you have some want-to for cleaning the garage, know that it won't be with you for very long. Jump right in and enjoy your desire to get things done.

This awareness of your own productive psyche is what usually separates the champs from those who wished they had more time to get things done.  Set yourself up for success by always having a capture tool on hand- a notebook, a smartphone, a voice recorder, etc.  That way, when inspiration hits, you're ready to handle just about anything.

Photo by Ayalan