August 29, 2008
Overcommitted
A foolproof way to create resistance to stretching into new and wonderful places for you is to maintain a sense of over commitment. And one of the surest ways to allow that feeling is to lose track of what your commitments are. The Weekly Review -- done regularly over time -- awakens your self-regulating mechanism. Knowing how overcommitted you are -- really -- is very different than being afraid of how overcommitted you are! -David Allen
Posted by Kelly at 09:55 AM | Comments (1)
August 11, 2008
Two reasons why we procrastinate
We all do it: kick something around on our lists (if we were even brave to put it ON a list), curse it, skip over it and try really hard to ignore it. Yet, we can't let it go. The longer it lingers, the guilt and stress builds or the opportunity is simply missed. Sound familiar? Good, join the club, you are like everyone else on the planet who procrastinates!
Is it necessary to eliminate procrastination to be effective in your personal and professional life? Not necessarily. Sometimes a little breathing room on something is exactly what I needed to get more clarity that I didn't know I needed on it. But it is helpful to know some strategies for unsticking your stuff, especially if it's something you really need or want to do now. There are two primary reasons why we tend to procrastinate:
1. The outcome is not meaningful enough to you
2. You don't have a clear next action
Now, think of one thing you are procrastinating on. If you had to go take action on that right now, do you have all of the information you need to take that action? If not, you haven't nailed the next action. Back yourself up to a clear next action. Go more microscopic in your next action if it feels too big or complex. Now, the outcome. What images do you hold when you picture yourself finishing that thing? Failure? Boredom? Jail? Out of control? Painful? Good chance that outcome is not only not meaningful enough to you, you're not picturing a successful outcome. Procrastination will pounce on that like weak prey. Reshift your outcome to a finish line you see yourself winning. Yes, it's that easy.
Posted by Kelly at 04:56 PM | Comments (3)
August 04, 2008
Collecting directly into a handheld
A GTD'er wrote to me and asked:
How do you capture ideas, projects, and NAs with your Treo? Do you enter them into the Treo directly as you think of them? Or do you write them down and enter them into the Treo later? If I enter into a PDA directly, I subconsciously resist capturing the idea because of the multiple steps it takes to enter something. If I capture on paper, then it seems inelegant to carry around both a Treo and a notebook.
My response:
Yes, I do sometimes capture actions directly on my handheld if I know exactly where I want to put it--meaning I'm collecting/processing/organizing directly into my lists if all the thinking required is done and it's easy enough to put it directly on the list. If it's just simply collecting something that I still need to process & organize, I usually capturing/collecting on paper first. I almost always have a notepad with me as well as my handheld.
Here's the bottom line here folks: Decide before you organize. If you are putting things on lists that still need thinking than you're no further along in having your attention be freed up from it. If you haven't figured out what your next action is, it doesn't belong on a next actions list yet. If you really want to capture directly on a handheld, just create a category called "mind sweep" or leave it uncategorized in Tasks until you process it. Here's an easy way to think of the flow of your work:
Collect = the first entry point where stuff comes in for you
Process = the step where you are deciding your outcome and next action with what you've collected
Organize = you're putting what you've made decisions about in a place you trust
Posted by Kelly at 10:22 AM | Comments (4)
August 01, 2008
GTD & Outlook 2007
For those of you working with Outlook 2007, you might want to get the new GTD & Outlook 2007 whitepaper. We overhauled the previous Outlook document with new tips, tricks and strategies for maximizing Outlook for your GTD system. You'll also find new instructions for setting up categories in 07 (although customizing your tasks view has stayed exactly the same.)
Note: If you have the GTD Outlook Add-in for 2007, the Tasks setup is done automatically when you install the software, so you don't need to buy the whitepaper for that purpose.
Posted by Kelly at 10:48 AM | Comments (0)
July 14, 2008
GTD & Google Spreadsheet
Easy accessibility to your GTD lists is key. If your brain thinks it will take longer to get something onto a list than to hold on to it in psychic ram, it will have no incentive to let go of it.
For those of you who are fans of Google spreadsheet as a GTD list manager, a quick way to get actions on to your lists is to create a "form" for new entries. What a form will do is give you a few simple fields to capture next actions. What you enter will automatically get filed onto your spreadsheet (setup as GTD lists) in the proper format. No need to even navigate to your spreadsheet.
Here's how to set that up:
1. Once you've created a Google spreadsheet, open up your spreadsheet on your desktop
2. Go to the sheet you are using for next actions (will be easier if all next actions are in one sheet)
3. Click on the Form tab
4. Click on Create a form
5. All of the columns in your current worksheet are captured as a form and will open in a new window
6. Once in your new form, hover over the Categories question, select Edit, and create it as a drop-down list instead creating options for each of your contexts (quick fill on the first letter of the list name will work if you don't use the @ at the beginning.)
7. Change the Next Actions question to the format of Paragraph text for more space to type
8. When you are done making changes, click Save, then Next, choose recipients. You don't actually have to send it to anyone. Just create a bookmark for the unique URL you see there. I added it as a button on my Firefox toolbar called "Add Actions."
What this gives you is a simple web page that includes all of the fields you need for capturing a next action on the fly:
For those of you with web access on your phones, this could make getting things onto your lists much faster and easier. If you primarily work from your desktop, keep an open window for this form when you start your day so that you can easily toggle over to it.
Posted by Kelly at 01:46 PM | Comments (8)
June 27, 2008
Going Numb to Reminders
A smoke detector works because you drop everything when it goes off in case of emergency. Your door bell works because you answer the door when it rings knowing it means someone is there. A reminder on your calendar works because it gets you to focus on something timely--or does it?
Feel like you've gone numb to the Reminder windows that pop up on your Calendar? (Hint: answer yes if you find yourself clicking snooze or dismiss most of the time when you see that window.) Don't feel bad. Most programs are built to help you to go numb to those Reminder because they set them on everything that is timed.
I'm not saying don't use reminders--just use them sparingly so that when they go off, they actually mean something.
Outlook is famous for putting reminders on everything by default. To turn them off by default go to Tools>Options>Calendar options and uncheck the reminders box:
When you really do want to be reminded of something timely, just manually check off the Reminders box within the entry:
In Lotus Notes, the same setting is under Tools>Preferences>Calendar & To Do>Alarms:
And the place to manually set the ones you do want in Notes is in the top right-hand corner of any entry:
In Google Calendar, check under Settings>Notifications.
I've never found I've needed reminders all that much, as long as I scan my Calendar often enough throughout the day. When I start my day, I typically open--and keep open--3 things:
My Calendar
My Inbox
My Action lists
Hope this helps!
Posted by Kelly at 03:08 PM | Comments (6)
June 21, 2008
@BrainToast
It's 4pm on a Friday. You want to keep cranking through stuff (at least until the boss leaves) but you know you're mentally fried and know you really don't have any business doing important things or talking to important people. That's a perfect time for a context called @BrainToast:
Posted by Kelly at 11:35 AM | Comments (12)
June 07, 2008
GTD & personality types
While GTD may not be for everyone, I think there's something it in for anyone. In fact, it's often fascinating to see the range of people who are attracted to GTD. In any given month I can be doing GTD classes for Baptist camp directors, Wall Street brokers, software engineers, admins and actors. You would also be amazed at how people implement GTD and what they find valuable. I've had incredibly technical people decide to keep their lists on paper. I've had artists love the system because it helps them be more creative and wanted to keep their lists online. I've had power planners have major "Ah-ha" moments from working with the less linear part of their brain doing something like mindmapping, during Natural Planning Model (p.54 of the book).
Someone recently wrote to me and asked:
David has occasionally made reference to Myers Briggs personality types and I wondered if anyone has worked out whether some of the MBTI (Myers-Briggs Type Indicators) fit better with GTD than others.
For instance, I'm an ISTJ and GTD comes naturally to me. My wife is an ENFP and it doesn't come at all easy to her. When we did the GTD-Q analysis (A GTDConnect feature) she, not surprisingly came out as a Visionary/Crazy Maker and I came out as a Captain/Commander. We make a great team!!
But I wondered if, in your coaching experiences, you'd ever used MBTI and whether you've seen any tie-up with willingness or aptitude to GTD?
My response:
Good question. I have not seen any formal review of GTD and types, although we've all encountered the differences in coaching and seminars. Our staff has gone through many assessment tests so we are both familiar with them and know how to work well with each other and our clients.
Some types will be more attracted to tracking than others. Even within tracking, some will want a less linear system than others. Some will want to do more planning versus just diving in and doing. Specific to Myers-Briggs, here are a few resources I have found interesting:
Out of Time: How the 16 types manage their time and work
Type Talk at Work
By the way, according to Myers-Briggs, I'm an ENFJ and my husband is an INTP. We couldn't be more opposite in that respect and we work fantastically together!
I think personality type tests are interesting, if they are used in the spirit of learning who we are and how to leverage our strengths. I've also seen them help people relax and accept some part of themselves that they previously had been pressuring themselves to change. If you tend to be a crazy maker, then enjoy being a crazy maker!
Posted by Kelly at 10:20 AM | Comments (2)
May 30, 2008
Those burning GTD questions...
This week I'm going to open up the lines to anyone who would like to ask me a GTD question. I've been working with this methodology for a long time and I'm happy to share strategies for getting clarity on what might be stuck for you.
Anything not quite making sense for you?
Wondering where something gets organized?
Have anything you're just not sure how to process?
This window won't be open for long so fire away while you can!
Update on 5/31: Thanks for the tremendous response. The lines are now closed :) I'll be posting some of my answers (in generic form/no names mentioned) on my blog in the coming weeks. Thanks!
Posted by Kelly at 11:53 AM
