GTD: Defining Tasks

May 15th, 2008

So I’ve been using my hybrid GTD system which merges David Allen’s Getting Things Done, with Dan Sullivan’s The Strategic Coach Philosophy.

As I continue to find the right balance between the number of contexts that I have, and the projects I need to complete I am finding myself constantly re-examining the way I am defining a set task.

Old Way:

For example, in my old to-do list system I had one item entitled “Post Blog Entry.” Ideally I wanted to post something every other day, but I found it hard to sick to that system. This meant sporadic and unreliable posting schedule.

New Way

When you factor in context and the type of day I actually discovered that blogging was a four step task.

1) Research blog post ideas, which fall into my buffer days.

2) Draft a blog post, which I would normally do on my Focus days

3) Review the blog post, which I would do on a buffer day

4) Post the blog post, which I could do any day.

* If you’re confused about the types of days, see the second post of my GTD series.

Why This Works

This breaks down the vague concept of “Post a blog entry” into concrete steps that I can actually do on different days while optimizing my time.

So on my buffer days, when I’m in research mode, it’s natural for me to be surfing the internet for cool stories. Instead of forcing myself to switch gears into writing mode, I simply flag the appropriate subject matter and email it to myself, or write a post it note on my mac.

On my next Focus day, I have already done all the grunt work, so I merely need to write up my findings. I can do multiple post drafts in a sitting because once I get my writing groove on, it’s easy to switch from one entry to another without having to jar my flow by needing more research.

When it’s time to edit, I’ve had some space from the piece, and am doing buffer related tasks. My buffer days tend to be filled with many smaller tasks which gets me in a good rhythm which prevents me from dawdling over a particular post.

That means posting has been reduced to a click of the button which can be done every other day with the peace of mind that I am posting pieces on a regular schedule.

I love GTD!!

Posted in Being Self Employed | 1 Comment »

GTD Part 2: Time Management for Knowledge Workers

May 12th, 2008

If you’re wondering why there is a picture of the borg, it’s because I’ve merged two GTD philosophies and technologies to produce a system that is the embodiment of perfection and efficiency. (If you’re not familiar with Star Trek Terminology then just read on.)

In the first part of this mini-series I spoke a little bit about GTD philosophy including David Allen’s Getting Things Done, and Merlin Mann’s fantastic 43folders

The power of the system lies in the ability to assign tasks a context which takes into account where you are and what you have at your disposal at that time. So if you’re out and about vs. if you’re at your computer.

Which is all fine and good unless you’re like me, and the tasks are mainly done on your computer. Then I stumbled across Dan Sullivan, business strategist extraordinary, and the brain behind the Entrepreneur’s Time Management schedule.

DAN SULLIVAN STRATEGIC COACH:

The system outlines three “types” of days that Entrepreneurs should use to manage their time. From the site

1) Free Days

A Free Day is a 24-hour period, Midnight to Midnight, in which you, the entrepreneur, do not engage in any business-related thinking, communication, or actions. The idea is that by taking time away from the business to rejuvenate, you’ll tap into more energy and creativity.

2) Focus Days

A Focus Day is a 24-hour period, again Midnight to Midnight, in which you spend 80 percent of your time on the activities that create results for your business. On Focus Days, you concentrate on your most important business-related activities, relationships, and opportunities.

3) Buffer Days

If Focus Days are for performance, Buffer Days are for rehearsals. On Buffer Days, you handle all of the details that would otherwise distract your attention on a Focus Day. You use these days to catch up, clean up messes, delegate, and learn new skills. You use them to maintain and restore simplicity and order in your life – what could be more satisfying than clearing a week’s worth of phone calls to return from your to-do list?

How to use the days

Consider the emphasis and breakdown — Free Days first, then Focus Days, and finally Buffer Days, in a ration of about 3:3:1.

THE NEW SYSTEM

Ok, so stay with me here, I know it’s a lot.

You have David Allen who says we need contexts in order to be efficient, and Dan Sullivan who gives entrepreneurs a way to divide up you week. Mix them together and you get: a great set of contexts to use!

So now, I list all my tasks according to whether they are buffer tasks (Emails, phone calls, research), Focus Tasks (Writing, Consulting, Learning) and Free tasks (Readings, watching tv, hanging out)

At the beginning of each week I identify when each of my buffer, focus and rest days will be and voila, all my tasks are no organized based on priority and resources available.

It’s been working wonderfully for the last two weeks and I have been getting a lot more done.

I will let you know how the system is working, but so far, so good!

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GTD Part 1: Using technology to up productivity

May 6th, 2008

This will be a two (or maybe three) part series about GTD.

I’ve been trying to find a time management/ Getting Things Done system that fits my schedule and lifestyle without much success. Then I found OmniFocus. The software uses some of the philosophy of David Allen’s Getting Things Done, which I discovered through 43folders, one of the web’s best personal productivity sites. I would highly recommend picking the book up. Allen’s philosophy in brief:

Stuff Can Be Your Worst Enemy

One of the biggest factors that can stop you from completing your tasks is “stuff.” You know, those lumpy, annoying tasks on the to-do list labeled “wishful thinking.” If you’ve ever thought to yourself: “If I only had a spare afternoon I would (insert task here)” or “I really should get around to (Blank)” then you know exactly what I mean. That list on the back burner of your mind that always seem to stress you out.

It’s anything that’s floating in your mind that you haven’t quite decided what you’re going to do with. Cleaning out the storage room, getting your filing system in check, alphabetizing your library, writing that thank you note, etc

Let Stuff Win and you Lose Control

So you always feel like you’re behind and you basically run around doing everything last minute never feeling that “zen” feeling that people who practice yoga feel because who even has time to GO to a yoga class let alone the gym.

Merlin Mann summarized how GTD works and did a better job then I, so am going to quote him:

This is a really summarized version, but here it is, PowerPoint-style:

  1. identify all the stuff in your life that isn’t in the right place (close all open loops)
  2. get rid of the stuff that isn’t yours or you don’t need right now
  3. create a right place that you trust and that supports your working style and values
  4. put your stuff in the right place, consistently
  5. do your stuff in a way that honors your time, your energy, and the context of any given moment

What the means is that you take inventory of all of your stuff, all those loose floaty ideas and you turn them into actionable items or you get rid of them. As Merlin says “This gives you an amazing kind of confidence that a) nothing gets lost and b) you always understand what’s on or off your plate.”

The magic of context

A cool thing about this system is the use of context: which is the impact of the resources available to you has on your to-do list. So if you’re out and about your task list might have a different priority then say if you were sitting in front of your computer at the office.

A great feature of OmniFocus is that it lets you seamlessly view your lists in different perspectives: either by project or by context. That means I can create a “context” called “@computer, or @Out&About and assign tasks to it.

This comes in handy when you want to prioritize your tasks list in the most efficient way.

It gets a little more complex when your contexts are hard to define, but I think I’ve figured out a way for knowledge workers like me to get the most out of GTD system.

Look for part 2 coming up shortly.

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