So, You Want to Be More Productive?

The past four months have helped me to move forward with the idea that technology isn't all that bad, and if we use it properly - it can help us. Below is a quick summary of my findings, and technology can help you be a little more productive.

Procrastination

I stumbled across an interesting article that highlights the 7 common causes for procrastination, and they are as follows: 1) Fear of the outcome, 2) Helplessness in the face of complexity, 3) Rebellion and laziness, 4) Lack of motivation, 5) Lack of focus and fatigue, 6) Not knowing where or how to start, and 7) Perfectionism.

Looking back on the course, we can see that we can deal with reasons 2, 3, 4, 5, and 6 through the simple concept of collecting the open loops - writing down everything that you need to do, and getting rid of all the small bits of info that are distracting you from your focus. The first step is actually taking that step, not getting things done. Once you bite the bullet and write down what needs to be done, you can see that it can be managed when you reference times, tools needed, and a review/reflection process.

Organization

The whole point of being more productive is being organized, knowing what has to be done and how you will do it. With the aid of task managers, reference tools and email inboxes, you can keep up - spending time to decide what is worth doing, what isn't and what should be valued helps to get rid of the bulk of confusion. Studies have proven that using mnemonic devices, and color-codes are an effective means of knowing what is going on. Sure, it takes some time but taking that time to figure out your prioritizes will help you to avoid the dreaded crisis mode.

Creativity & Inspiration

People can stop blaming social media for destroying everything. Like any object, it is how you use it. A bad example: a hammer, you can use it to build - or you can use it to destroy. There are resources all over the internet to that teach users how to get the most out of social media. Surveys and studies show that social media helps to improve collaboration and creativity. Whatever your learning style is, whether it is kinetic or visual - social media can easily fit into the equation.

If you're a visual & creative person like myself, you're always looking for something that grabs your attention. Or if you're even more like me, you have a lot of ideas and inspirations that you need to keep a tab on. Social media sites like Pinterest allow users to 'pin' items to a digital corkboard-type thing - it's visual, clean, it references, and it's just plain awesome. Explore your options, you're only effective if you want to be - know yourself, interests, strengths, and weakness and explore what avenues can help you.

Did I Get Stuff Done?


Reflecting over the past few weeks (exactly 22 days, from the 21 day course) and the art of getting stuff done... and while I had my struggles, I did walk away with a better understanding on the fact that if you want to be productive - you have to work for it. It's not a simple app to fix everything or a course, it's being intentional and you're only going to be productive if you want it. Otherwise you defeat the purpose of wanting to be productive and efficient.

I wasn't expecting the course to be how to make one of the best organized to do lists, I thought it would have been based on more a lifestyle thing but regardless of intent it did have an impact on me. My one issue was that the semester for Spring 2014 was by far one of the craziest. If this course were to have happened at any other point in my academic career it would have done some amazing things but unfortunately the timing was off. My semester will filled with last minute urgencies: defederation campaign from the Canadian Federation of Students, work on both Senate & Board of Governors, plus student elections, final projects, managing work projects, chairing meetings... it wasn't the type of schedule I could have organized even if I wanted to. But, what it has done was give me the keys that I needed to have a fresh start to my summer. While the semester pushed other priorities out the way, it did leave a significant amount that is ready to be tackled. I currently have a cleaned out inbox, a list of 53 task items, and with that I now know how I can get the most out of summer as I work on shifting my goals, wants, needs, and aspirations.

If anyone else is interested on getting into the 'Getting Stuff Done' I definitely recommend the course hosted on SkillShare - you can see this link and other resources on the left in the 'Resources' link.

"Doing Things" Phase 5

And we're almost there! The final phase focuses on doing things and with that I was given a 4-Criteria Model for Choosing Actions.



1) Context 
What can you do?
What tool do you need to accomplish this task?
What tools do you have available?

Tag your tasklist item with the tool required, so when you do have some time you can filter out what can be done with the tools you have e.g., no computer? well, what can you do if you only have your phone with you?

2) Time
What do you have time for?
How much time will this require?
How much time do I have?

Tag your tasklist item with the time required, this way you can decide what you can do within your given amount of time. e.g., < 15 minutes, < 30 minutes, < 1 hour, > 2 hours... and so on.

3) Energy
What are you up to doing?
What level of energy will this require?

Tag your tasklist with the energy level required for the task, then based on how you are feeling you'll be able to filter out accordingly e.g., high, medium, low, zilch.

4) Priority
What's the most important?
How much of a priority is this?

Tag your tasklist with the priorities levels, this can help aid you when you're organizing your schedule for time management. It is noted that this is the last step and not first because you can turn a task from high priority to emergency response mode and to be productive you might want to avoid that mindset. Different levels of priorities: low, medium, high, and the world will end of this is not completed (joking, but at times it does feel like it.)

Other Options
Tagging options can include but are not limited to:
Location (home, school, work etc)
Type of Activity (studying, designing, meeting etc)

And there you have it, after loading everything in, reflecting back, collecting, reviewing, and tagging - my workflow is designed allowing me to move forward with important projects.

"Reviewing Projects and Areas of Responsibility" Phase 4




The Review, is one of the most important parts of achieving the goals of getting things done. To the left is what Tiago highlights as the importance of doing a weekly review. In reality, a review is something that is a good way to recollect yourself every week, this can help you to manage your loads week to week versus letting it pile up to the point of being stuck in a pit of open loops and we're back where you're unproductive self started. You'll never know what went wrong and where if you just keep going, slowing down to look back will help to gather a better understanding of your workflow and how in the future it can be improved.

So, how do you do your weekly review?
1. Gather and process all of your stuff, these are your open loops.
2. Update your containers.
3. Review your system
4. Get 'clean, clare, current and complete.'

It is suggested that the review checklists should become a part of routine, but should only take about 10-20 minutes.

Daily checklists consist of: collect, process, and do. 


Weekly review checklists consist of collect, review, organize. 


Monthly review checklists consist of review - allows you to focus on the bigger picture, and on long-term goals. 


Now, the challenge was to develop my own checklists - I used stickies (the app on Mac) to get my reviews going. It was recommended by Tiago, but who can go wrong electronic sticky notes? Personally, they have been a pick help for remember key information without having the hassle of logging into/opening other applications.

After using all three forms over the past month I'll be honest during the last 2 weeks of classes it has been hard to prioritize accordingly. My monthly review has short of being impressed, but this is a new habit that I am learning and it goes without saying that this is trial and error until I design a perfect workflow based on my needs. If you're looking for template on reviews, here's an excel file that allows you to visually convert your data into visual graphs - this way you can see if your new productive habits are working.

For daily: I used smaller and tangible goals which included clearing out my email inbox, cleaning up my desktop, adding direct action items as they appeared throughout the date, looking back on the open loops that I didn't jot down, and lastly looking back to see what open loops had to be dealt with. After 3 days, it started to become a habit for me - and I noticed that my anxiety associated with workloads started to ease of for a bit. The key is to deal with it (can be collecting, organizing, or doing) right away, versus letting it slide. The more I said to myself 'I'll do it later' the more I never did.

Use the below example to help form the weekly review checklist - the below is based on the suggestions made in David Allen's Getting Things Done: Weekly Review Booklet.



*updated April 21, to conclude reflection on the almost monthly review. 

"Organizing Tasks in a Trusted System" Phase 3 - Roadblock


So, alas I have hit a roadblock. The roadblock is the app Evernote and while my teacher explains it well and uses it - I still don't like using it. This is going to take a bit longer than a month to get use to it. The frustrations of not being able to understand Evernote could trigger some steps backwards in productivity but looking at some outside resources, I was able to find something that was a bit more tangible for myself. "How to Organize Evernote for Maximum Efficiency" by Michael Hyatt goes over the notebooks in Evernote (I'm still having a hard time with it), and how to use and organize them. He has has some other notes, which I've attached below.

In the meantime, I have been using Things + CONTROL + OPTION + SPACE to reference links with actionable items. For what I don't consider to be actionable, I am using the app and extension called Pocket - which allows you to bookmark and save links online which are then converted for use offline. Pretty nifty and is a simple reference tool.

While we are on the note of organizing, I can say with pride that my files are organized on my computer. In a short and brief explanation, we can use the examples used in the past posts to create for ourselves categories, and with that we can assign colour labels on folders and files - labels on Mac or any of the following if you're using PC. The key is to keep it simple, know what you need to organize and do it.

Other posts written by Michael Hyatt and how to get the most out of Evernote.

  • How to Organize Evernote for Maximum Efficiency
  • How to Use Evernote If You Are a Speaker or Writer
  • How to Use Evernote with a Traditional Paper Notebook
  • How to Use Evernote with an iPad to Take Meeting Notes
  • How to Email Your Documents Directly to Evernote
  • How to Scan Documents Directly into Evernote
  • How to Get Your Stuff into Evernote
  • Is Your Data Safe in Evernote?
  • How to Use Evernote as a Blogger
  • How to Find Your Stuff in Evernote
  • 7 Evernote Resources You May Not Know About
  • How to Get Your Kindle Highlights into Evernote
  • "Processing Tasks Using Next Physical Actions" Phase 2



    Processing: Asking yourself a series of questions about your open loop. Take a look at the flow chart above to see what questions you should be asking yourself.

    What is it? 
    Is it actionable? 

    > No? > Trash, or > Someday/Maybe, or > Reference
    > Yes? > What's the next action? > Projects (planning), or > Project Plans (review for action)

    Will it take less then 2 minutes?
    Yes? > Do it!
    No? >  Delegate it, or > Defer it. 

    A step that was introduced was Reference - kinda of like the task manager but it is used to keep track of information, things that are valuable and are worth looking at in the future. The recommended program for this is Evernote - a free account allows you 60mb of notes, plus a bunch of other awesome stuff. If you want to go premium, it's only $5 a month. You're going to want to sign up and download this onto your devices - it's an easy way to collect what matters. An extensions is available for Chrome called 'Web Clipper'- so while browsing you can directly send notes to Evernote.

    3 rules for processing: 1) process top item first, 2) process one at a time, 3) never put anything back into the inbox.

    The challenge for Phase 2 was to clear out my inbox, and I was given four distinct rules.
    1. If it's not actionable and not valuable, delete it immediately.
    2. If you may want to do it someday, send it to to your task manager
    3. If it's non-actionable but is valuable, file in Reference.
    4. If it's actionable, send it to your task manager.

    Keep in mind, I currently have 3,000 emails - it never used to be like that until... well, I don't know what happened. I guess you can say, life happened?

    Just as a review, here are some things to remember: If you can do it, task manager that bad boy. If you want to look at it later, also send it to the task manager. If you want to remember info for the future, reference it - and if it's none of the above. Delete it.

    Fast forward several hours, and I've manager to trim my mailbox down to an amazing number of 49 emails. I just reduced my email inbox by 84% - and I have to admit it's much nicer going into my email without seeing that terrifying fout-digit number haunting me.

    Challenge: What is the REAL next physical action? In order to move forward with something, the next physical action is something that can be done, but then you realize that you have to contact so-and-so for that, and then you realize you need to be book this, and etc. Once you get to that final step, you have your next physical action. Projects are action items that need to be done through a series of steps. Say you need to remodel your backyard, but you have an old playground set back there and Debbie said she'd take it, well now you contact Debbie to get the playground and now you can really start your project.

    Once that big step is done, the rest can be done. The next step, is to assign REALISTIC due dates. This is a bad habit of mine, I think I'm superwoman and I overplan everything, get too stressed about my list, get anxious and then shut down. Coming from experience, listing out the details you need to get a job done is important, and be real with yourself. Leave time to recoup, rest, enjoy your life - you don't need to forget yourself in order to get something done.

    Projects: 1) have goals to be achieved, and 2) are time-limited. While Areas of Responsibility: 1) Have standards to be maintained, and 2) are indefinite in duration.

    If you remember my to-do list from before, I jumped the gun a bit and assigned tags. This are known as areas. These help you to categorize what has to be done and where it belongs. My personal tags/areas in Things are as follows: photography, design, CSU, Senate, Board of Governors, school, health, and leisure. You can have as many as you want, again just be realistic. Do you need 100 different tabs? I really hope you don't.

    "Collecting Your Open Loops" Phase 1




    Getting Things Done: "It is a toolset to help people focus on their energy strategically and tactically without letting anything fall through the cracks." - David Allen, productivity consultant and author of "Getting Things Done" 

    Collecting Your Open Loops: "Most people's productivity system consists of incomplete lists of unclear things." - David Allen

    According to GTD, it is believed that stressed is called by 'inappropriately managing internal commitments." Should, need to, or ought to - are good indicators for what the incomplete lists are.

    What are open loops? Open loops are things like a paper that you have due tomorrow, a household task you've been putting off for too long, or even something that you want to do - like reading a book, painting, playing an instrument etc. Tiago Forte brought up an interesting analogy for this, open loops are like open programs on a computer - they use up RAM, they take up resources which end up leading to reduced productivity. Your brain is the computer, and every open loop is using up energy and focus.

    How do you control these open loops? The answer are called 'containers' or inboxes - these are email inboxes, task managers (electronic to-do lists), mobile apps, and notebooks. There are three rules for collection containers are: 1) every open loop must be captured in a collection container 2) you must have a few collection containers as possible, and 3) you must empty them regularly.

    If you're using Mac, I recommend (as well as the course) Things - it's a task list manager that allows to organize your open loops all in one place. It's minimalist, and effective. I've been using it for a few years, so I definitely recommend it. If you're in education - you can save 30%, so click here! 

    The challenge is to now list all of these lovely open loops - there's no limit, so it's okay to have a larger list but jot everything down. Below is my daunting list of open loops (limited amount shown) - oh dear!