Archive for the ‘Productivity’ Category

Find the Best Number of Projects to Work on Simultaneously

Thursday, November 1st, 2007

I have too many projects. It’s true. I have so many projects on my projects list that I couldn’t possibly get them all done in the next few years. At age 21 or even 31 that wouldn’t have bothered me quite as much as it does now at 41. I hope to live a good long while, but even then, the number of years I have left to complete projects is finite and growing smaller with every passing year.

I’ve tried tackling just one project at a time and pouring all my energy into that one focused goal, but — though that sounds logical and efficient — it has never worked out very well. On the other extreme, having too many projects doesn’t work out either. A few projects get done, but there’s a lingering unpleasantness around all the projects that are laying fallow. So, somewhere between the two extremes is the best number of projects. I’ll be the first to admit that I don’t know what that magic number (or more likely, the magic range of numbers), but I do know that I’m on the high side, and it’s not working well.

Today, on his blog Zen Habits, Leo has an excellent article on striking that elusive balance between too many and too few projects, based on his Haiku Productivity principles.

This application of Haiku Productivity may be one of the most useful and powerful (along with the two I mentioned above), transforming your ability to get projects done from one of juggling to one of focused completion.

How about you? Do you have too many projects? Too few? Or perhaps you’ve found the magic number of projects that works best for you. Feel free to leave a comment, and, as always, thanks for reading!

Brainstorm with Mind42

Monday, October 29th, 2007

Earlier this month I wrote an article for LinuxWorld about Freemind — a free mind mapping application. I love mind mapping. It’s an excellent way to brainstorm and organize your thoughts, especially early on when thinking in a linear fashion may not yet be the most productive. For those of you who haven’t tried mind mapping, a mind map is a diagram that represents ideas arranged around a central concept. It’s a non-linear way to organize and visualize ideas.

Most of the articles here on DevYou start life as mind maps. Sometimes I like to mind map the old fashioned way: with pencil on paper. Other times I prefer to use an application such as the aforementioned Freemind. Today I discovered another mind mapping application that shows promise. It’s called Mind42.

Mind42 is a free, online mind mapping application. (As opposed to Freemind that runs on your local computer.)

In Mind42, 42 is not only the answer to Life, the Universe, and Everything! 42 means FOR TWO and indicates the collaborative character of mind42, because that is exactly what mind42 is: A collaborative browser-based online mind mapping tool. It allows you to manage all your ideas, whether alone, twosome or working together with the whole world. As mind42 runs inside the browser, installing mind mapping tools is no longer needed – for a hassle-free mindmapping experience. Just open the browser and launch the application when needed – it behaves like a classical desktop application!

The Mind42 folks define mind mapping as follows: “Mind mapping is about collecting ideas arranged in a tree like diagram.” And because Mind42 is web-based, rather than isolated to your computer, the way is opened for collaborative mind mapping with friends and colleagues whether they’re in the next room or the next continent.

The Mind42 website explains mind mapping and the Mind42 application in detail, and they’ve provided a handy screencast movie that shows you how to create a mind map.

If you’ve used Mind42, please share your impressions of it in the comments. Likewise, if you use a different mindmapping application that you’re crazy about, please feel free to share your thoughts as well.

[Link: Mind42]

Arrest the Time Thief

Wednesday, October 24th, 2007

The other day, in his post, When Everyday Life Gets in the Way of Your Dreams – And A Plan To Get Past It on the Simple Dollar blog, Trent included among his tips for getting a dream off the ground, this advice:

Turn off the television. This is the single best move I’ve made in terms of giving me the freedom to work towards my dreams. Instead of draining my brain in front of the television for a few hours each night, I instead do other things that are more fulfilling and much more in line with my big dreams.

This is great advice. I’d like to expand on it a bit by looking at the actual numbers:

  • There are 24 hours in the day.
  • If you sleep 8 hours a night, then that leaves 16 waking hours.
  • Let’s say you work an 8 hour day, and it takes you a half hour to get to work, and another half hour to get home. That’s 9 hours. Subtracting 9 hours from your 16 waking hours leaves 7 waking hours.
  • In the morning, let’s say you spend an hour having breakfast and getting ready. That leaves 6 waking hours.
  • In the evening, let’s say you spend an hour eating dinner and unwinding from your day at work. That leaves 5 waking hours.
  • You probably have other things to attend to in the evenings, such as paying the bills, playing with your kids, or taking the dog for a walk. Let’s say you spend an hour on such things. That leaves 4 waking hours.

Four waking hours to do with as you please.

Now, according to the A.C. Nielsen Company, the average American adult watches nearly five hours of television per day. If you are average, then that means you’re spending all your precious remaining waking hours each workday watching television. How many hours are left over for working on making your dreams a reality? Zero. Zilch. Nada.

Do I think television is evil? No. Do I have a “Kill Your Television” bumpersticker on my car? No. I think there’s a ton of great programming on television. I also think it’s nice, sometimes, to relax and watch a show. On the other hand, would I sacrifice working on things that are meaningful and rewarding to me and align with my life goals just to zone out in front of the tv? Not a chance.

If you have unfulfilled dreams — such as: writing a novel, starting a home business, traveling the world, or learning to play a musical instrument — consider how much time you could create to work toward that goal if you cut down, or cut out, television. If you gain 5 hours a day every week day, that’s 25 hours a week or 100 hours every month.

If your dream energizes you, as dreams tend to do, then — take it from me — you can get an amazing amount of stuff done in 100 hours. Give it some thought!

Make Your Dreams Tangible and Actionable

Friday, October 19th, 2007

Many of us have dreams of things we’d like to accomplish in life, but haven’t yet. Perhaps it’s writing and publishing a novel. Perhaps it’s visiting the Taj Majal. Perhaps it’s finding an excellent relationship, acquiring material wealth, or climbing Mt. Kilimanjaro. Whatever it is, if you have a dream you’ve long nurtured but haven’t acted on, today’s article entitled “When Everyday Life Gets in the Way of Your Dreams – And A Plan To Get Past It” on The Simple Dollar blog may inspire you. In it, Trent describes how to transform a nebulous dream into an actionable reality.

He advises writing down the seed of the idea (eg. “I’d like to have a book published”), and then building on that idea until you have tangible steps to perform.

When the dream starts to get quite detailed, enough so that it begins to actually step out of the clouds of nebulousness and become something tangible that you can actually understand, think of the first step you can take to make that dream happen. … This step gives you a very specific action that you can follow to get started. It moves this dream from something tangible.

Have a dream you’d like to make a reality? Read the full article on the Simple Dollar! And, if you’d like, share your dream endeavors in the comments of this post.

Federerizing Productivity — The Federer Swing and Economy of Motion

Wednesday, September 19th, 2007

Earlier this month I wrote an article called “What I Learned About Life From Watching Roger Federer”.

Roger Federer, as you may recall, is the number one male tennis player in the world — the Michael Jordan of tennis. In the article, I talked about how his economy of motion, equanimity in the face of difficulty, and deep consistency are inspirational and instructive in ways that transcend tennis and have relevancy in various aspects of life.

Ever since then, I’ve been giving thought to how one can “Federerize” one’s productivity, and I’ve coined a phrase for it: The Federer Swing.

What is the Federer Swing? It’s bringing the three qualities I mentioned above — economy of motion, equanimity in the face of difficulty, and deep consistency — to one’s productivity. Let’s concentrate on economy of motion.

The more I thought about economy of motion, the more I noticed how much wasted energy I expend while working. Now, as someone who follows the principles of GTD pretty closely, I thought I had a fairly streamlined workflow (eg. not keeping my file cabinet in a different room than my desk — what had I been thinking), but upon closer inspection, and with the economy of motion of Federer’s swing in mind, this turned out to be an area I can refactor significantly.

For example, while writing this post I notice I waste time and precious energy (even if just a bit — it all adds up) by checking the Preview habitually. I write blog posts in TextMate using Markdown syntax (which increases my economy of motion and efficiency), but then I reflexively hit ctrl-option-command-p every so often for no apparent reason — just a behavioral tic. True, sometimes I really do need to see the post-Markdown preview. For instance, when I’ve used a Markdown syntax I’m not used to, and I want to see if it worked. But, most of the previewing I’m doing is just pointless. An equivilant action on the tennis court might be twitching the racket in some habitual way just before swinging. If the twitch serves no purpose in the context at hand — hitting the ball — then the twitch isn’t economical motion and must go. Likewise, seeing a post preview a dozen times isn’t economical and must go.

For another example, let’s say I’m programming. And, let’s further say I need to look something up about a method I’m trying to use. I switch to my trusty browser to find information, but suddenly it dawns on me that I could take a minute to pop on over to Google Reader and see what’s new in my feeds. Just “a minute.” Now, obviously, stopping to check news feeds is counter-productive, since the goal at hand is programming, not feed surfing. But, let’s look at it in terms of the swing metaphor. When Federer dashes across the court to hit the ball, does he stop along the way to check his cell phone voicemail? Preposterous! Un-economical? Yes. In the extreme. And yet, I know for a fact I’ve stopped to check feeds in the middle of another task. Perhaps you have too.

All that said, I think there’s a danger to being too draconian or rigid about economy of motion. There are times where being a little loose, a little scattered, is advantageous. Sometimes wandering off the path for a bit leads to serendipitous discovery. But, generally speaking, when bearing down on a specific task, refining economy of motion is useful and desirable.

Use Quicksilver to Avoid Email Distraction

Tuesday, August 7th, 2007

I’m a huge fan of processing my email inbox only once a day. I plow through it mid-day every day, and when I’m done my inbox is totally empty. It’s amazing how much this has helped my overall workflow.

The trouble is, when I swoop into Gmail to compose an email at other times of the day or evening, just seeing the unread messages in my inbox gives me a mild but perceptible jolt of stress. Worse yet, I feel the temptation to process all that mail right then and there. Obviously, this little jolt of stress and resisting the temptation to read all that mail is a waste of energy. So, I purposefully set up a method of composing new emails without seeing the inbox at all. I do it by combining Quicksilver and Gmail’s compose page.

Here’s how to do it:

  1. Launch Google Notifier. Under ordinary circumstances, I strongly advise against running mail notifiers (unless you’re, say, expecting an urgent email that requires immediate attention), but for this process we need a way to get to the compose URL and Google Notifier is one such way.
  2. Set Google Notifier to use Gmail for composing email. Set this in the Gmail tab of Preferences.
  3. Choose Compose Mail in Google Notifier. A new browser window will appear containing the the Gmail compose form.
  4. Bookmark the page. I called this bookmark “compose_gmail” and filed it with my “just for quicksilver” bookmarks. Remember to give it a name that is descriptive, but unique so that you an do an efficient type-ahead search in Quicksilver.
  5. Quit Google Notifier. You don’t want it running, do you? Nope!
  6. Bring up Quicksilver and rescan.

That’s it! Now whenever you want to send an email without the distraction of seeing your inbox first, simply bring up Quicksilver, type the first few letters of your Gmail compose bookmark name, and *voila!* you land directly on the compose page.

Write Better GTD “Next Actions”

Friday, August 3rd, 2007

An easy but effective way to improve your GTD system is to make sure your next actions are worded such that they describe the next physical act you must perform — not an abstract notion related to the action.For example: Rather than “Make sure Bob knows the dolphin is really a robot”, use “Call Bob and warn him about the robo-dolphin.”

See the difference? “Make sure bob knows the dolphin is really a robot” is too vague. “Making sure” isn’t an action you can take. You may “be sure” after you’ve taken some action, but “making sure” itself isn’t something you can do.

In contrast, “Call bob and warn him about the robo-dolphin” is a concrete, physical action. Pick up that phone and call him.

When I review my lists, I keep an eye out for these vague, non-action phrasings and replace them. For instance, I frequently — in my haste — add next actions that are just things. Like, “subcontractor agreement”, or “printer ink”, or “robo-dolphin.” None of those are physical actions I can perform, so I replace them with better phrasing: “Email subcontractor agreement to Bob”, “Go to Ink-o-Rama and buy printer ink”, and “Activate and release evil robo-dolphin.”

Er, I mean “Call Bob and warn him about the robo-dophin.” Yes… that’s it. Warn. Must warn Bob…

[Note: This article originally appeared in one of my other blogs earlier this year. I'm up to my eyeballs in preparations for my move, so I'm saving a bit of time by re-using this. But don't worry; the info is still timely. Have a great weekend!]

Boost Energy with the Morning Blech

Thursday, August 2nd, 2007

No matter what style of organization we use to track our “to do” items, we all have items on our lists that fill us with mild but annoying dread. You know the ones. They’re the unpleasant, onerous things we know we must do, but dread doing.

Maybe you hate filling out forms, and you have to fill out a particularly long and complicated one. Or maybe you fear the dentist, so you resist calling for an appointment. Or maybe you have to make a difficult decision about something, and just the thought of figuring it out gives you that uncomfortable feeling in the pit of your stomach.

These loathesome but unavoidable tasks tend to get stuck in our lists. They land there one day, and, because we really don’t want to tackle them, they stay there for a long time. Each time we see them, our stress level jumps up, and we avoid them once again.

Here’s a little trick to help get those stubborn items off your list. I call it the Morning Blech.

The Morning Blech has nice side effects:

  • It gives you momentum first thing in the morning
  • It boosts your energy for the rest of the day
  • It helps you start the day with a sense of accomplishment
  • It makes your queue of tasks less ominous

Sound good? Great! Let’s try it. Here’s what to do:

  1. Wake up and get ready. The Morning Blech should be the first thing — or nearly the first thing — you do for the day. So, get up and get ready for your day. Once it’s time to start doing things, it’s time for the Morning Blech. Earlier is better.
  2. Choose a blech from your list. Pick one and only one blech to knock off your list. The ideal blech is something you dread doing, but must do. It should also be relatively small. Something that takes less than 30 minutes is best. Chances are, you already know which blech you should choose without even looking. It’s that little but onerous thing that’s been nagging your mind for days.
  3. Do the blech. Crank that widget! Give it your full attention and throw yourself into action. Remember, it’s not going to take more than 30 minutes — probably less, so just get it done.
  4. Mark the blech done. Do whatever you ordinarily do to mark a task done, whether that’s crossing it off your list or marking it complete on the computer or PDA.
  5. Take a moment to acknowledge your little victory. This is an optional step, but it doesn’t hurt, and very well may help. Be careful though. If, for instance, you high five yourself and shout, “Oh YEAH, baby!” in a crowded coffee shop, people will notice.

And that’s it. Now you can go on with your day. Try it out for a few days and see if it works for you. I hope it does.