March 28, 2006

GTD & Entourage

Just a quick note to say I'm so happy that we've released our GTD & Entourage document, which is basically a sister product to our GTD & Outlook document. 37 pages of great insights from our coaches, yay! A triumph for Mac users everywhere.

Posted by at 02:02 PM | Comments (2)

April 04, 2006

Unusual Capture Tools (A Confession)

One of the things that has always intrigued me about GTD, or rather about GTDers, is the wide range of tools we choose to capture our ideas. It makes sense that when a bunch of diverse people learn about writing everything down to keep it off your mind, some creative capture tools emerge. Here are my musings on some of my favorites. I welcome your comments on cool tools of your own!

-3 by 5 cards- stackable, lined or unlined, easily papercliped together for portability. The big con I see is that they're fairly thick, not something I'd want in my pocket.

-My Notetaker with a twist- I decided to take the idea of our popular Notetaker wallet and create my own version of it. It's essentially a paper pad (the same ones we put in our wallets) tucked into the business card slot in my leather Palm carrying case. My expandable pen fits into the center section, which is normally used for an extra graffiti wand. The result of this little recipe is a paper capture tool for quickly gathering up my thoughts on the left, and the PDA where I often input these thoughts on the right.

-The Winner, my absolute favorite of the capture tools I've adopted:
I have a standard yellow post it pad attached with velcro to the stearing wheel of my car. The velcro allows me to remove it and switch in a new pad when I need to. I know it's dorky, I know it doesn't look particularly cool, but I can't tell you how many times I've had an important thought while caught in traffic or driving along the beautiful California coastline. The pen that goes with it lives on my dashboard, so anytime I'm in my car I'm ready to offload my thoughts. I don't recommend anyone write while driving, of course. It's just such a handy way to eliminate fumbling for my purse when in transit.

Finally, I just wanted to pay a little tribute to my friend Eric Mack for his great blog on capture tools, one of his ideas involves capturing while in the shower- brilliant, I think. Besides, it makes me feel better about my post-it note confession!

Posted by at 09:21 AM | Comments (3)

May 03, 2006

Managing email

If you're like most people these days, you've experienced what it's like to have an email inbox that is out of control. The key for dealing with it is to treat this space like any inbox- a place to gather incoming information that you will process frequently. There are really only 3 options for what you decide about any email-

Is it actionable?
Is it reference?
Is it trash?

It has made a world of difference in my life since I've made it a rule for myself that emails don't get to just "live" in my inbox, instead I decide the first time I read them whether or not to do something with them. I would never want to return to the added stress of not knowing what's lurking in my inbox. Check out this hysterical comic strip that illustrates some of the worst possible practices for handling email.

For anyone who may be reading this who can relate to Cathy's mother, give yourself the gift of a great sigh of relief- and start working that inbox down to zero using David Allen's Workflow Diagram. You can download it for free here, and it's also on page 32 of Getting Things Done or page 160 of Ready For Anything.

Posted by at 01:35 PM

May 09, 2006

Another great weekend- at school

I'm just settling in from a really fantastic weekend at University of Santa Monica where I've been studying applied spiritual psychology this year. The highlights for me this weekend were getting revved up about the second year of the program starting next fall, the fact that I find myself laughing more than in any other classroom (I've taken courses on humor that didn't come close) and best of all this incredible sense of community and connection to my class of 250-some dedicated people. Many of the folks I meet in our classroom exercises have had incredibly rich careers in all different walks of life, and are now so thrilled to be turning towards counseling.

One assignment that I've found so much value in this year is the exercise of creating detailed descriptions of the vision I have for my life, broken up into separate mindmaps based on each Area of Focus. So as I planned out my ideal vision of my health for instance, which included everything from an exercise plan to experiencing regular and deep sleep, I incidentally had a great opportunity to review all of the Areas of Focus/Responsiblity in my life before planning out specific next actions. It's so essential to occasionally pop up above the clouds and get a sense of how I'm doing in the main areas of my life, and USM has given me a great way to do that.

I'm now making it a part of my custom weekly review check-in to ask myself to reflect- Which area of focus has had most of my attention this week? And which one has had the least? Just looking at that often reveals to me some factors that were previously unconscious. This prompts me to wonder, what would happen if we recorded the 20,000 ft. (Area of Focus) level for every single next action step we identify and process? It would be a fair amount of work, perhaps more than it's worth, but I'll bet some interesting information would probably arise...

"What has your attention?"

Posted by at 08:06 PM

May 10, 2006

Two piles are better than one

As I was reading through an article on managing email in an Outlook environment written by GTDer Richard Kuo, what stuck out most for me was the fact that he had hinted at what I consider one of the most powerful coaching tools available. He says:

Decide whether each e-mail needs to be acted on, and either move it to Action Required or Reference as necessary.

Essentially he's suggesting two simple buckets for your emails instead of one. Deceptively simply, the following question often proves a critical coaching question when a client is knee-deep in processing their inbox:

Is it actionable?

Too often it's easier to shuffle around the various reminders and commitments in our world. (i.e. Ever found yourself changing the due date on a task in a robotic way?) Even when it's all collected in an inbox it can seem easier to rotate the stacks rather than pick away at them. At some point it comes down to a yes or no answer, and I was refreshed by the way this blogger suggests people take the first stab at inbox-emptiness by putting a clear line between pile 1 and pile 2.

What's a reasonable "first-stab" you could be taking towards your objective now?

Posted by at 10:23 PM | Comments (1)

May 15, 2006

Ask yourself "why?"

I thought I'd share the checklist I've been using recently when I create or review a new project. It's made a big difference for me to not have to think of these questions each time I work with a project. Instead I can think about them in a deeper way.

Project Checklist

-Do I have a clear next action step that I can identify for this project now?
-Is there any equipment, software, or information that I need before I can move forward on this project?
-Am I waiting for anything?
-Is there a deadline on this project?
-What Area of Responsibility does this relate to for me? (See page 52 of Getting Things Done for more on this.)
-Are there any key people with whom I should be talking about this?
-Why am I doing this?

The more obvious it is that you should do something, the more important it is to ask why. - Kent Beck & Martin Fowler

Posted by at 11:27 AM

May 24, 2006

5 Reasons to have a post-it cube in your car

A while back I wrote about some of my favorite capture tools (a fancy way of saying devices that allow you to write things down instead of keeping the ideas in your head). Here are 5 more reasons that everyone should have a post-it cube and a pen affixed to the steering wheel of their car:

1. The next time an out-of-towner asks you for directions to a restaurant, street, or neighborhood; try drawing a mini-map instead of trying to describe it out loud. I've lived in a lot of tourist towns, and not only do the tourists appreciate it, it takes about half the time and a quarter of the goofy-looking hand gestures to communicate your directions effectively.

2. When you're on the road and your chewing gum, mint, etc. gets stale, wrap it in a sticky note instead of fumbling around for a scrap of paper. (If you've ever had a piece of gum melt in your car, you can understand how nice this peace of mind is.)

3. Are you dropping off a book or a document for a friend? If they aren't home you can just stick a post-it on top of the delivery to let them know who it's for, that it's from you, if you need it back, and leave it in the mail-box or on the porch.

4. Sometimes being in your car can trigger new thoughts or reminders that are much easier to process into your system if you write them down right away. i.e. "Check pressure in tires", "Schedule an oil change", or "Waiting for new auto insurance documents to arrive since 5/15/06."

5. Since a lot of people fill their commuting time with music, the radio, or audiobooks, it's especially nice to be able to jot things down like "Download the new Jack Johnson song from iTunes," or "Look into current events on the BBC website," or "Research jazz clubs for next Chicago trip." Then you can get back to enjoying whatever you are listening to, knowing that you can always handle that cool new thought back at the ranch.

Posted by at 09:01 AM | Comments (2)

June 13, 2006

Getting Clear with Agendas

As I've integrated GTD into my life over the past six years, most of the methods have seemed pretty natural and common sense to me. But one area that has always stuck out as a challenge for me is keeping and using a complete Agenda list for each key individual in my life. Creating the lists is no problem, but for me actually remembering to look at the list at the appropriate moment has been, shall we say, somewhat lacking. Particularly with business items I need to handle with my friends and family.

A while back when the bulk of my work was customer service for our products department, I received some telecoaching from Meg Edwards. She assisted me with setting up a low-tech system so that I could very quickly process the many voicemails and scraps of paper that were rapidly flowing into my world. Since then I've navigated back to a high-tech digital system because it suits my needs and my personality better, but the one element of a low-tech system that I still love using is Agenda folders. I like to write each item on a separate piece of paper and stick them in a plastic folder labeled "With Rick" or "With Robert".

Now here comes the trick- I use a transparent file folder for each Agenda folder, and I place the folders in a standing file organizer, putting them in plain view. That way when a key person walks into my office, I can literally glance up and know if I have anything I should handle with them in person. It also gives me an instant sense of how much time I need- if the folder is getting bulky, it's time to call the person and setup a meeting, pronto. If there's one little scrap of paper in there, maybe we can handle it quickly while the person has a moment free between meetings.

I've grown to love these transparent folders, and probably couldn't do without them. For people who are highly visual like myself, transparent storage devices can make a difference. It's a nice hue to choose for folders that transport items between the home and the office, and it's also handy to have transparent organizers within a purse or a piece of luggage so you know what you're reaching for. So here's to getting clean and getting clear.

Posted by at 09:37 PM | Comments (2)

August 28, 2006

Friendly advice on NYC

Have you ever been in a situation that provokes a whole lot of well-meaning, unsolicited advice?

I'm in one now, as I prepare to take my first trip to NYC in a few days. In my excitement about the trip, I've been telling lots of friends about it. What shocked me was how many people have eagerly offered their ideas about what I "must do" when I'm there. It's exciting to know that people feel so strongly about this city, but a little overwhelming all the same to hear the laundry list of must-sees.

I've been dilligently using my Notetaker wallet to capture all of these great museums, sites, burroughs, restaurants, hotels, friends, relatives, and friends-of-friends that I should see.

But in the end I must confess, this trip is all about spontaneity for me, and I am sure that with all New York has to offer, my experience will be rich even if it isn't complete. I have a nomadic friend who once told me that you can't truly get to know a place or culture in less than one year's time. So I've given over any false hopes of consuming New York, and though my laundry list is coming with me, it may remain in my back pocket.

However, since I am fearless when it comes to input (bring it on, world, I am a processing machine!), I thought I'd open up this post for comments:

What is the ONE thing you love most about NYC and would not want me to miss seeing?

Posted by at 02:38 PM | Comments (4)

September 03, 2006

Home office setup

I am 99% complete with one of my bigger projects this year- completely redecorating and refurnishing my home office. Here are the subprojects that are done:

Remove old furniture
Prepare for painting
Paint the room
Move in new furniture
Move in desk supplies, reference files, books, equipment

And still left to go-

Decorate the walls with inspiring and relaxing art

I am so pleased with my new room that I find I am drawn to it even more than my bedroom as a place to relax, surf the web, listen to music. That's how I know it is a success- I've often heard coaches here at The David Allen Company talk about how every task either repels or attracts you. And even more consequential, I've discovered firsthand that every piece of my GTD system will either attract or repel me. Revelation: it actually matters whether or not I enjoy my physical working environment. When it's pleasant and appealing, some part of the subconscious mind relaxes and can devote more of my creative energies to the work at hand.

Here's a picture of my new space. I often hear questions from new GTD users about how to setup their reference files, inbox, etc. So I thought I would share mine as yet another individual example. My basic setup consists of:

My laptop, mouse, speakers, printer, and Palm
An in-tray (I keep an inspirational photo and quote attached to the bottom of it, motivating me to get "in" to zero everyday!)
Trays for each of the GTD File Folders: To Office, Action Support, Read & Review, and my own Waiting For Action Support

My colorful GTD File Folders brighten up the otherwise bare room. And speaking of color, I LOVE my lavender file folders for my A-Z references. Anything you can do to make the mundane experiences more enjoyable, I say.

Hope you enjoy the pictures and feel inspired to do good things to your own space. If only you could see how hideous the room was before this!

Posted by at 08:07 AM | Comments (6)

September 18, 2006

Travel in style!

I have to admit I was initially rather horrified at the thought of security personnel taking away my water bottle before I can board an airplane. But having easily survived my first plane ride since the new TSA security regulations, I decided to look at this problem from another angle.

As it turns out, the water supplied on the plane was ample. So that one is handled.

My main concern became this: do I seriously have to check my tiny carry-on luggage just because of a bottle of shampoo, or some toothpaste? Well as it turns out, when I fly to Chicago in early October, I won't be checking any baggage at all. [g]

I've decided to use this as my excuse to invest in some high-quality solid cosmetics, from a UK-based company I love, LUSH. Their name really does them justice. Every gram of every bar of soap, shampoo, or body butter is truly luscious. They have a brilliant marketing campaign- you're sure to buy their soap because somehow they've made it smell so good you can't help but want to eat it. That's right, you will want to eat this stuff, but instead you will bathe with it.

For my trip I've picked up some minty solid shampoo, my favorite solid facial cleanser (see above), a nice figs & leaves soap, and I'll rely on my own supply of body butter instead of lotion.

That nearly rounds out my toiletries bag, the one item missing: toothpaste! What's a girl to do?!

I think I'll buy some at the hotel gift shop.

Posted by at 09:44 PM

December 29, 2006

10 Beginner Behaviors

What are the entry-level behaviors to GTD that anyone can do to "get in the game"?

First of all I should say that this question contains some forethought. A GTD Connect member brought this idea to my attention at a recent public seminar and the theme of entry-level behaviors for GTD has been following me ever since.

The question of entry-level behaviors rests on the assumption that GTD is like any complex system worth learning on multiple levels (from nitty gritty to deep and profound). Other examples include golf, mastering aikido, driving a car, running a business, and assimilating into a new culture. What all of these mega-projects have in common is a need to master smaller subprojects in order to gestalt the more meaningful principles that form the whole. With any of these endeavors, it's easy to fall off the wagon en route to mastery. They are also similar in that getting started can be daunting without a little help. Entry-level behaviors are the accessible and practical behaviors that a beginner can do in order to see some real results without having to do a whole-life overhaul. My hope is that the following tips will give you some ideas on how to get started with (or get back into) Getting Things Done for the New Year.

10 Beginner Behaviors

1. Purge your files

The biggest jam in the system for most people is reference files that aren't current. New Year's tip- spend a few hours attending to your paper or digital reference (yes, "My Documents" can get messy, too!). Through out the old and simplify where you keep the current items. If you have a safe place to put reference (non-actionable) items, every other piece of the system will go more smoothly.

2. Write it down

Get a tool for writing down your ideas, and keep it near you always. Even if the thought amounts to nothing, writing it down is the only way to give yourself a fair shot at handling it responsibly. The mind is a great place for having ideas, not storing them.

3. The 2 minute rule

If you're going to do it at all, and it takes less than 2 minutes from where you are now, do it now. It would waste more time and energy to try to remember and track it if you don't.

4. The waiting for list

Keep a complete list of everything you are waiting for from others that you care about. Items loaned, next actions delegated, online orders that should arrive. This one has instant payoff when you see how empowering it is to follow up before something slips through the cracks.

5. Use your inbox effectively

Your inbox is a runway, not a parking spot. Practice processing the items that come in (not doing them, not reshuffling them, not procrastinating on them). Simply make a decision one item at a time.

6. Read every email only once

Never re-read an email unconsciously. Unless you need to reflect on it while you are composing a response, you should be able to cue yourself up about how to handle it the first time you see it. Rereading emails can drain energy and reinforce procrastination.

7. The someday/maybe list

There are millions of things you would like to do someday if you had more resources, time, energy and money to do them. Rather than letting them nag at you, capture them in a complete list that you review regularly. You are much more likely to do them or renegotiate them if they are out of your head.

8. Be real with your calendar

The calendar is meant to give you some clear cut guidelines for your day, it is not a parking spot for all the things you wish you could do in one day (if you were superhuman). Use it well. Does that item need to be done on that specific day? If not, try an action list instead. Are there other items that you know you will only get to if you set aside some uninterrupted focus time (i.e. writing a paper, home maintenance, drafting up a project plan)? This is one of the easiest areas of your system to get squeaky clean.

9. Do it, Defer it, Delegate it.

If it's actionable, there are only 3 options: do, defer, or delegate. Do it in 2 minutes or less, or defer it to a more appropriate time on your action list or calendar, or delegate it if you can.

10. Start at "zero"

Give yourself a clean start whenever you can. I recently heard a financial advisor suggesting that people open a new checking account in order to ensure their electronic bank statements synchronize appropriately, with no old transactions clouding the view. Use this analogy of starting with a clean slate in your organizational system. Process your inbox to zero, start a new file cabinet, get a tickler file, buy a new personal organizer. Newness has psychological power. Your new system is more likely to attract you, which will help you give it appropriate attention as you maintain it.

Wishing you a productive and joyful 2007!

Posted by at 11:30 AM | Comments (9)