"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!

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"Getting Things Done"

To embrace the world of technology, I am taking an online course through SkillShare called "Get Stuff Done Like A Boss: Design Your Workflow and Double your Productivity in 21 Days."

The class is broken down into 5 different Phases: 1) Collecting Your Open Hoops, 2) Processing Tasks Using Next Physical Actions, 3) Organizing Tasks in a Trusted System, 4) Reviewing Projects and Areas of Responsibility, and 5) Doing Things. I will be documenting my process through the 5 stages, and in the end - I hope to have gathering a well-rounded work flow for productivity.

For the introduction, I learned to define the term "workflow" and was required to take the 'Getting Things Done' Diagnostic quiz. You'll see below my answers, and my shocking problem areas -  which are not so great.

I'll be honest, before I took the quiz I thought I would get a pretty decent score but I was surprised. I suppose that there is purpose behind this tutorial and that this much to be learned.

That ends the Introduction, the following posts will be updated with progress as I go through the final 5 steps of the class.

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Why Social Media Isn't That Bad

You name it, you have it - Facebook, Twitter, Instagram, Pinterest, Tumblr, LinkedIn... and there's more. For the lucky few who have escaped the abyss-like world of social media, you may be disconnected.. sure. But, I can bet you that you aren't refreshing Facebook around 25 times or day - and maybe even you are getting more done.

For some reason, I subconsciously just always (and I mean ALWAYS) go straight to Facebook. I don't even really know why - I just do. I'm not saying that it stops productivity, a bunch of social media tools are in fact very useful - social media networking sites are where I spot the trigger. Some people do spend their jobs analyzing Facebook Page views and how to market products, so that is a given they are benefiting from social media. But in terms of the workplace and school, while we want to foster that online creativity sometimes it's just enough to trigger a bigger problem of procrastination.

Social Networking has it's place for businesses: communication, file sharing, research, and for collaboration. It looks great - so what's the problem? The problem is that we start out to be productive while working on an important task. We then quickly check Facebook and somehow end up on YouTube looking at cat videos two hours later.

Technology places an important and irreplaceable role in our work environments (professional and academic). Forbes released an article April 2013 highlighting that in order to become a more productive employee, you need to be on social networks. Joe Nandhakumar, a professor at Warwick Business School reflected on his research, finding that employees who used different types of social media/digital forms for communication were more creative and collaborative at work - making them more productive.

Speaking from experience - while I do find myself on Facebook for no real apparent reason - 'appropriately' using social networks has helped not only myself but my business to be more productive. I currently run a business in photography and graphic designing, both of which are extremely visual and rely heavily on the Internet. I use sites like Instagram to see what other photographers are up to, I use Pinterest to gather inspiration for both myself and my clients, and I use Facebook to reach out to foster relationships with potential and existing clients. Our experiences with social media doesn't have to be bad, it can be productive and it can be controlled.

Check out the infographic below from Social Cast.

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Busy vs. Effective - And No, They Aren't The Same Thing...

I came across an interesting article on one of my new favourite websites Inc.com, entitled '7 Habits of Highly Ineffective People.' At first I was expecting something along the lines of not communicating, not doing work, having an apathetic attitude, and etc. But, I am wrong - boy, am I ever wrong. Sometimes the illusion of productive is really an act, the illusion is when we are convinced that we busy - we are productive, but that's not the case.

The article lists the 7 habits that show how the fine productivity line can be crossed, "The problem might not have anything to do with the tools. It might be how you use them."


1. You always finish your task list. "Checking every item off your list is a sure sign you are being unproductive. (It might also imply you just enjoy completing your task list.) Truly productive people prioritize tasks and let things slide if they are not that important. They are not completists--they are productivists."

2. You always answer the phone. "A call is an interruption in most cases--it means you are suddenly multitasking, and that means you are slowing down. Finish your task, then call back."

3. You use the "touch once" principle. "Apparently, when it comes to document management or your email or social networking, it is more effective to deal with an issue as soon as it arrives. Someone hands you a contract, it's best to sign it then and there. Otherwise, the time invested in receiving the document, filing it, signing it, and handing it back in will multiply. "

4. You see communication as a one-way street. "In most cases, those who have the most trouble communicating are the ones doing all of the talking. You can't really understand what people want if you never shut up and listen to them. Worse, being a one-way communicator means people are less likely to give you a hand. Listen more, and you might gain a productivity ally."

5. You block all interruptions. "Interruptions can work like fuel for your brain. You are finishing up a task and then--wham!--someone barges into your office. Those serendipitous moments of the day can inspire new ideas. Also, being effective sometimes means letting interruptions steer you in a different, possibly better, direction. Just make sure you're selective about which interruptions you let dictate your next move."

6. You in it to win. "The idea of always "taking" for yourself turns out to be counterproductive, because you fail to realize the role other people play in order for you to succeed. Highly effective people direct their efforts toward a group win; they are part of an overall team effort. It takes a village to be productive."

7. You are solely focused on being effective. "It's a kind of tunnel vision that hampers my ability to see the bigger picture. In many ways, it is better to focus on relationships with co-workers, or on whether your company is offering a better service to the world, or even if you are getting home in time for supper. That more holistic view, in the end, can give you perspective on what's really important."

Now, I challenged myself with this one - For a few days I took these 7 steps and incorporated them into my daily routine. You know what? It worked. Now, I could be the one-off example, but give it a try - often we are our own worst enemy. I'm guilty of these: I think I do it all, I think I'm the only one to do it, I overwork myself and then I send up exhausted and all my productive efforts go down hill. 

My thoughts on the list of 7

1. I like to-do lists. I like notebooks that have lists. I like sticky notes so I can make lists. I like lists, a lot. To be honest, this one didn't work for me. Lists help me to get stuff done. I'm a creative person and my brain is constantly going - I'm lost in music, colours, and ideas and if I don't have a list... I don't do anything that I really need to do. Lists help me to prioritize, as long as I keep them realistic. The more I think I could do in a given day, the more likely I am to panic because not everything is done. It doesn't hurt to map out what you're doing, personally it keeps it in order and I'll know what I need to do. 

2. Well, I never answer the phone in the first place - but when I do it instantly knocks off my concentration. The challenge of being self-employed is that your 'office' hours, are just regular hours. With that, you can do pretty much anything in your time - as long as you get stuff done. However, there's a fine line and sometimes work needs to get done and answering the phone every single time isn't productive. I give myself breaks in my day, 15 minutes every 2 hours and within that I return my calls/messages if needed. Balance - it's all about balance!

3. Simple: If you say you're going to do it - do it right away... or you'll never do it. Just do it. 

4, 5, & 6. You never know when inspiration is going to hit - communication is never a bad thing, and sometimes your ideas come from the most unexpected places. Cutting off interruptions all together is a bit too far, it doesn't help to shut yourself off and just work. We are communal creatures: we need balance, and we need to be open. Listening is the first way to earn respect, from there we build trust and from there we find support. Once you open that communication channel, don't shy yourself away from it. There is no I in TEAM! It's not about you. The more you make it about you, the more your work will fall. To remind yourself of why you're doing the work you are doing is to ask yourself why you started in the first place. In most cases, community keeps that passion alive - to help, to create, to refine all come from a simple foundation: it's for community.

7. I really think that this point speaks for itself. If you try so hard to be one thing without thinking holistically, it probably won't end up very well. The 'silo' model for getting stuff done doesn't cut it anymore, you need to think things thoroughly, and you need to be realistic. The more you push yourself to be solely effective, you start to build your own barriers. Be mindful, be critical, and be realistic - that is exercising effectiveness.

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The 4 Hour Day

It's a regular work day, 2pm hits and everyone hits their productive low on the job. A typical 9am - 5pm shift consists of 8 hours of work, no time to recollect or refocus - only time to work. If you're self-employed, you can expect 10-14 hour days.

I recently came across an interesting concept of The 4 Hour Work Day. The 4 Work Day Day consists of well,  a 4 hour work day. So, I know what is going through your head right now - But that's not enough time! In terms of numbers - yes it looks like it may not be enough. But look at your days, how many days do the hours drag out work that you know could be done faster? I say this coming from a online homeschooling background: the 4 hour work day is possible. In fact - it is much more productive and effective.

An important note to remember is that your amount of hours don't necessarily reflect quality - your final product is what matters. Being about to refine the output within a smaller time sharpens the appropriate skills to shift from quantity to quality.

To some the work day condensed may not seem to the best option, but - this is where measuring comes in handy. Creating a list of what the regular 8 hours of work accomplishes gives insight into what is actually being done. Switching gears into the 4 hours will help to realize what is being done and how it is being done. Measuring comes through lists and deadlines, evaluating what actually was completed - and then the switch will have the same list. The important note is to include realistic expectations based on the 8 hours, allowing for items to be push to another day's list is a 'form of meta procrastination' - so knowing what is within your limit is key.

I struggle with this, even though I have a schooling background that really benefitted from the 4 hour work day. For those who are self-employed, we can manage the 8am - 12pm for shift 1 and then 4pm - 8pm for shift 2. From experience, I do get more down when I am given that freedom to stop and decide - the more work I have to do within a day, it overwhelms me and then I find myself on Pinterest for 6 hours. The important factor is to know what can be done, and to simply just get it done. That focus on getting things done improves productivity but requires effort to make it habit.

I've noticed that when I am doing work (photography or design) - I usually get more done within those 4 hours then when I do when I give myself a 5 week process for delivering wedding photos. How could I get that 5 week down into 2 weeks? I know I can, I just refuse that the sorting through 5,000 photos, selecting 800 finals, and then entering two rounds of edits can be done even more effectively. I know it can be - I have a list prepared... but why I don't I use? Same question goes to: I know I have 4 papers do this week - so why am I spending 8 hours on each when 2,500 can easily be done within a 3 hour time stretch?

The answer is not time management, the answer is knowing our methods of production.

While the actual book of the 4-Hour Workweek (link below) promotes easy retirement and riches - that is not my basis for working in the 4 hours. My concept of it isn't to make more money (though I'm sure having a refined schedule will help), or to retire early - it is to get what needs to be done, when it needs to be done, and self care. Actually, the most important element is safe care. If we work productively and we finish what needs to be done - we can live our lives. Sure, it seems like a lofty goals - but how many people who work tirelessly need that road trip? How many painters are itching to have that time? Productivity isn't limited to work and school, there's other aspects in our lives that could benefit from this: healthy outlets, hobbies, family, friends, and rest.

Tips for the 4 Hour Workweek
1. Measure what your 8 hour day accomplishes.
2. Prioritize your week through goals, and make daily goals to get to your weekly output
3. Know what consumes your work time: Social media? TV? Kids? If you can't work without it - come up with procedures that keep your focus undivide.
4. Log your process and progress - and reflect.
5. Only place realistic expectations - biting off too much can trigger procrastination.
6. Reward yourself for your successes.
7. Work the 4 hours in shifts if work is too much, but do not work more than 4 consecutively. 

Reading material to check out
The 4-Hour Workweek: Escape 9 - 5, Live anywhere, and Join the New Rich

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What Are You Even Doing?

I suppose in my last post that I didn't really explain WHAT my tutorial actually is. Yes, there's stuff about productivity and computer science... but why?

Introduction

Procrastination and productivity are probably the two biggest issues when we talk about school/work, and technology. We have this notion that 'technology,' and I say that in quotes for a reason, is 'bad' - it's too distracting and we never get stuff done. Society believes that the issues of procrastination and getting things done is technologies fault. There's hundreds of computer and phone apps that help with productivity, but the issue is not with what we use... but who uses it and how do they use it.

How do we use modern technology? Do we use it as a bandaid for self-management? Do we incorporate it into our everyday lives where it becomes a habit and not an after thought? 

Personally, for me technology is a tool - after all that's the true meaning of it. Why aren't there more innovative themes, methods and upcoming technologies that help us become productive and efficient? Before starting this project, I looked into books thinking I could find a good sum of them to help me understand the positive relationship between technology and productivity. To my surprise, there's a bunch on time management and anti-procrastination, but nothing to meld it with technology to create real positive solutions. Sure, high-speed internet use and smart phones are annoying triggers for spoiling productive habits... but it doesn't have to be that way. Well, that's why I'm here.

Goals

My goals are simple, to remove the clutter of productivity jargon and to create a healthy and productive relationship with technology. There is a fine line of abuse and usage - but either for relief or workloads, it can be an enjoyable experience. Over the next 10 weeks, I will dive into new approaches, tools, design workflows to investigate what's going wrong when we are trying to be productive. Why does it trigger that lazy side of us? We strive for innovation, but we are so oblivious to the very lifestyle changes that could make that a daily reality. Of course, it's not a 1 word answer - there's factors such as community, emotional intelligence, leadership, and work/school place culture. My research will be taking me from productivity articles, the top productive apps, personality triggers, to even an online class to teach me how to design a productive workflow.

At the end of my 10 weeks, I will be hosting a productivity and time-management workshop. My workshop will summarize my months of research - as I monitor progress for being my own test subject. Everything I learn, I will apply and test it into my own life. As I track my progress through this blog, my workshop material will develop. The workshop will not just be a 'lecture' but I will be creating a tangible and re-usable resource package to give and circulate. My findings (I hope) will reflect honest habits, practical solutions, and why they work. The most important bit is to remove the stigma that technology is the bane of our existence - we created for a reason, and now it's about time we evaluate the pros and cons to innovate. I honestly believe it was laid out in the opposite way of how we concieve technology - we may be receptive to actually understanding it. If we take  away the flashing lights, and touch screens, we can show that it really isn't that bad. Breaking down the understanding through trial and error will be the key component to develop a productive and effective environment.

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The Problem with Getting Started

I write to you with a rather ironic post. Here I am - a student that opened a blog around the importance of productivity and the use of technology to aid the sting of procrastination… only to realize that I am my own test subject.

My life revolves around to help others and the contribute to the environment around me - while also working on myself - but the tables have turned. I am exhausted, irritated, and burnt out.

To be honest, being a student in present day isn't easy - regardless of the fact that my generation is label as Generation Z because things are just 'too easy' for us. The possibilities of what we can do are easy - we are told to dream big and to reach for the stars but the expectations and realities of it all aren't that easy. For instance, I have been in University for 4 years - I work full-time, I attend classes full-time, while also being involved with Senate & Board of Governors.. oh wait, there's more: I am a steady volunteer, an art therapy community event facilitator, barista, and a successful small business owner. At a glance you'll think, "Oh sure, she's busy - she must be productive!" But, am I? Just cause I do a lot does that make me productive? It makes me busy and stressed out to the point of combustion but in terms of definitions… no, I am not productive. I am terrified of how much I have to do, when I have to do it, how well it has to be done and even the biggest question - do I have to do it? The best/scariest thing is that I am not alone, there are hundreds, if not thousands, in the exact same position as I. We are too busy for our own good.

Are we happy when we are busy? Or, are we happier with manageable amounts that produce great results? Is technology really to blame cause we don't get enough done? Do we bite off more than we can chew? Can technology be used to develop positive work habits to manage ourselves?

When I think of technology specifically helping to aid the issue of not getting things done - it's calendars, reminders, internet timers, accountability software, electronic to-do lists, and the list goes on. After struggling 4 weeks into my Spring Semester, I've realized that while I incorporate these into my daily life - it's more of a mask to the solution but it's not teaching me anything about how to be productive in a healthy way. Only after realizing that I may have subconsciously have picked myself as a test subject that am I realizing that this is in fact a challenge. My LSBA Tutorial is not going to be easy, it's going to involve research but more importantly a lot of trial and error… and that's okay.

I've ripped off the bandaid, the biggest step is done: I have started.

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