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What is GTD? RestartGTD’s GETTING THINGS DONE technology notable

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Introduction

I once worked in Hewlett-Packard future-products-marketing. HP had a tradition of preparing single piece of paper, with writing on both sides, that answered five questions, and calling these documents “Technology Notables.” And while I was at HP, I fell in love with the format.

The technology notable five questions are:

  • What is it?
  • How does it work?
  • What are the benefits?
  • What is the strategy?
  • What are the objections?

Technology notables translate product features, into benefits for customers. Writing notables was a hated job, so I volunteered. And discovered the power of a simple format, to make complex features into understandable benefits.

I don’t know why I haven’t written a GETTING THINGS DONE notable until now. I just had the idea this morning after 3.5 years of writing RestartGTD.com. But, whatever, NotableGTD01.pdf draft 1 is now downloadable.

For GTD evangelists reading RestartGTD.com, this is a document that is intended to be an skull-piercing shell. That is, you can send this to your hardened, cynical, anti-GTD friends who need GTD, but don’t want to listen to you talk about GTD. And, … some of your friends may come around.

Cynics are frustrated idealists. The key to overcoming cynicism is to penetrate the skull and reach down to whatever embers of idealism remain, and to feed the embers oxygen in the form of hope.

When I was at HP, I knew that a technology notable was dialed in once I began to get “Thank you!” voice mails from sales people around the world. Always after they had briefed themselves on a technology notable for a sales call, and then closed a sale at the expense of a competitor. Not a bad result for a Ph.D. in marketing! :-)

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 RestartGTD.com Uglified HTML Version. Click for pretty PDF

Technology Notable      

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What is IT?

A way of looking at your life through the lens of an organization system that accepts and processes work. Developed over 40 years by David Allen in his book Getting Things Done.

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How does IT WORK?

  • By applying pre-processing rules:
  • Is there an action needed? If so, what is the next physical thing that needs doing?
  • One-Idea-One Piece of Paper.
  • If you can do it in 2 minutes, just do it.
  • Plan work naturally.
  • Review work weekly.
  • By separating processing work, from doing work:
    Step 1: Get your work into your inbox … everything.
    Step 2: Take one piece of work out of your inbox and process it based on actionability.
    Step 3: Once all work has been processed, decide what to do next.
  • By using simple infrastructure tools: Inbox, Calendar, Reference Filing, Project Files, Contexts.

TrustedSystem03.pptx-5.jpg

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What are the benefits?

Release of Mental Stress: Having all open-loops processed into project actions, reference files, recycle bin takes an enormous load off your mind. You recover memory until now, wasted with “not forgetting.” And, worry about forgetting stops, adding more mental power. An emergency department doctor who implemented GTD said “I can’t believe how much less stress I’m feeling.” An MBA student who implemented GTD said “I’m not dreaming about work any more.”

Increasing Quality and Quantity of Results … With Reduced Stress: GTD’s system is a container that pre-processes work focusing on actions. GTD distills work to its essence, clarifies tasks, and allows your mind to fully “get around” every work item. Time you spend worrying vanishes, and the mental energy you recover by not worrying and “not forgetting,” shifts via the GTD invisible hand, into closing out projects. You get more done. A lot more if you are prone to over-thinking, and worrying. A spouse of GTD implementer said “Why are you so happy?” More results at less stress will put a GTD smile on your face too.

Death to Guilt: Generalized guilt about work, is the quiet desperation of our time. You achieve the American dream, house, mortgage, cars, kids in evil-and-anti-family team sports (I may be a little bitter about team sports). And you are likely to feel constant guilt over being pulled in many directions. GTD cuts guilt, allowing you to savor blessings, and begin to consciously budget more your life.

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What is the strategy?

To build an organizing system that allows you to maximize your brain. GTD gets your unconscious into the game of processing work. If you are disorganized, your unconscious burns enormous work energy, the unconscious is 90% of our cognitive processing power. And the unconscious is obsessive about what it does: put a picture in front of your eyes and the unconscious facial recognition neurons spin up and fire-fire-fire until the picture is out of view. Have an important piece of work come into your life that you don’t process and put in its proper place, and your unconscious will be on you, just before you go to sleep, to review all the things you can’t forget. Do you enjoy dreaming about work? If not, develop a GTD system, and like the MBA student, you’ll say “I’m dreaming again.”

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What are the Objections?

  • I can’t implement GTD.

True, but irrelevant.[1] Everyone, even unemployed people, fail in implementing GTD. I started RestartGTD.com because GTD success means starting, falling off the wagon, then restarting GTD.

The real question is “What is in GTD that I could implement, that would make my work life much better?” And that system for most people is reference filing in Evernote. Full instructions here.

  • I’ve tried other organizing systems, they did not work, so GTD can’t work.

This is fear talking. “I’ve tried B, so A can’t work.” May be convincing emotionally, but not logically. If you really take a look at Getting Things Done (Chapters 1 – 3), you will find that you are using lots of GTD, successfully, right now. Probably, the previous systems you have tried, are working. But, because you have not processed your work all the way to the edges (including personal tasks as well as occupational), you have not experienced the benefits of your subconscious letting go of worry and letting go of “not forgetting.” GTD for you is likely to put in place one or two keystone infrastructure pieces (Evernote reference filing, in my case), and a couple new skills (Next actions, and project lists). C’mon, you in the game, and … you are almost there!

  • Implementing GTD, or reference filing, or the 2-minute-rule will take too much time and I’ll fall behind.

Gilb’s law is that there is always a way to measure, that is superior to not measuring at all. I think “Allen’s law” should be that: “There is always a way to organize, that is superior to organizing unsystematically.” If you can just get the pile of your stuff, processed into “projects” and “other, “ you increase efficiency and effectiveness enough to pay back initial time costs, in one week! After one week you’ll be at break even. Every week after that, you’ll be at a >1 multiple. Productivity increasing over the long term should be the goal.

Validation Test: How many projects are you working on right now? Take a second and think. Fix a number in your head before reading more. OK, got your number? Double it just to be conservative. Now compute 300 – [2x your number]. The average GTD newbie has 300 projects. 300-[2x your number] = worry, guilt, not forgetting and procrastination. Just process all those 300-[2x your number] projects and you’ll feel a lift, a lightness of knowing what is going on. And you will gain a giddy GTD smile.

[1] If you can implement nothing else from GTD, you can implement asking yourself “What is the next action?” from work events, and using the 2-minute-rule. Which is, if you can do it in two minutes, just do it.

bill

Nice post on “just do it” getting started with GTD

EricTheGeek_-_Gravatar_Profile

Check out EricTheGeek’s great post on Getting Started with Getting Things Done at Life is PERL. Eric takes exception to my 27 Steps to getting started with GTD. And if Eric’s approach works for you, go for it. Don’t look back. Just do it!

I have also written on simple GTD start up methods. And would like the record to show that 27 steps is many fewer steps than in the 11 chapters in the Bible of GTD … GETTING THINGS DONE by David Allen. But I’m evangelizing more than GTD. I think Evernote keeps me on the GTD wagon. And, I’m also evangelizing getting a ScanSnap to help break with the past. And a monitor arm. Wireless keyboard. Wireless mouse. Real Desk. But I digress. All these recommendations in 27 steps here.

bill meade

Tunnel Vision

Top 5 Causes of New-Job-Tunnel-Vision

  • Meeting 30 people at once on the “first-day-tour-of-death”

What happens is that you get to see 30 people whose names you instantly forget, and immediately start feeling guilty for not knowing.

  • Asking the new boss for a project list, before accepting the job

What happens is that you get a list of 10 projects that the boss wishes s/he had time to do. This is great except that what is left out is the time-to-come-up-to-speed on the company’s infrastructure. The projects won’t be do-able for at least two months. So they sit on your project list mocking you until you are no longer clueless. The new boss *hopes* you can do these. But, you won’t be able to do them.

What happens is that your boss-to-be won’t have time to read any of GTD, even if you buy him/her the Audible version of GTD. But, new-boss’s expectations of your performance will be amped up.

  • Taking a job in a “guns-drawn” produce-or-die company

If you are joining a little company that is rapidly becoming a big company, you will be entering a “guns-drawn” environment. You can be optimally organized, but the organization has such intense needs for people it does not yet have, that you will be working constantly to bring definition to work that is inherently beyond the infrastructure of your employer.

Peter Drucker (Two must reads: Innovation and Entrepreneurship and Post Capitalist Society) articulated the essence of knowledge work as defining the work to be done. But, it is possible to work places where there is so much work to be defined, that one GTD person can not succeed on “normal” GTD terms. Be mindful of what you can do. GTD only allows you do maximize what you can do, not to do everything a rapidly growing company needs.

  • Not managing self-expectations

As a GTD person, it is at time, easy to allow expectations creep to exceed your GTD work capacity. Every company will accept every hour you give them. And, demand obedience to a corporate culture. Mature GTD practice requires that you manage your own expectations about what can pragmatically be accomplished.

The hard part of this is is focused on your responses to every-day-emergencies that happen. In the course of accepting and processing incoming work, emergencies happen. The best part of GTD for me personally, is when I am being the greyhound running down the path, and when a rabbit (the emergency) crosses the path, turning on a dime and running down the emergency.

But, … when you have emergencies every day, you will fall behind accepting and processing your work. Your boss will not hold you accountable to getting all the work done. The boss wants the rabbits run down so s/he looks good. You have your weekly meeting, and the boss will focus on the latest rabbit. This is the GTD temptation tipping point. This is where your self-expectations can get out of whack.

Your job as a GTD person, is to accept and process your work. Then, to do the most important work. When you get to the point where you can’t process all the incoming work, say in OneNote (my new favorite work processing tool), you are no longer managing your self expectations.

What is Tunnel-Vision?

I had a tunnel-vision experience recently. I needed to send an email in Outlook to my boss. And I wrote the email, no big deal. But when it came time to send the email, the only send button I could see was “encrypt and send.” I said to myself “Self, where is the normal Outlook send button?” But I could not see it.

When your vision narrows, and you can’t see stuff on the computer screen plainly in front of your eyes. You are over-wrought. And when you are over-wrought. You are done for the day regardless of what time it is.

When your brain can’t process normal stuff in front of it. You need time away from the work, to subconsciously process. To finish getting your head around what you are trying to do. And what you need to do. Like a trotting horse that is driven too fast, when you start galloping, you slow down.

What to do about tunnel vision?

Pull your head out of the oven. The muffins are not going to get done faster by you watching them bake. Your body is keeping the oven door open!

  • Take a bio break. Always acceptable.
  • Take a walk. Preferably with a colleague who you can share your experience with.
  • Go to the Apple store. For some reason, it is easier to get out of being in a feeding frenzy, by watching all the Apple fan bois in their feeding frenzy. Gives *perspective.*
  • Take a laptop and go to a public place, and then log in and focus on processing work, not doing work. There is always something you can do processing work that is superior to working in a tunnel. Getting back on the GTD wagon is therapeutic.

What not to do about tunnel vision?

  • Try harder. Sitting at your desk.
  • Talk to the boss. Instinctively s/he wants you to be a uniform plastic person with an unlimited appetite for doing. Any words you say that threaten this stereotype can and will be held against you.
  • Force things to happen.

Remember the game

New jobs seem like sprints. But they are marathons. Remember the marathon. Don’t burn yourself out early. Think “What would David Allen do?” and do that. Repeat. You can only do the best you can do. If you can’t silence fear in a new job. You need another new job. Life imposes limits, unless you manage your own limits. Reflect. Refactor your expectations. Manage your expectations.

bill

ScanSnap GTD Tricks #1: Next Action Stamp

Getting_Started_with_GETTING_THINGS_DONE_–_2014_–_in_27_steps___RestartGTD

As I was depositing a check with my ScanSnap this morning, I had the idea that I should post a few ScanSnap GTD tricks. Then Joe Terrana posted a comment to the 2014 Getting Started with Getting Things Done post, with a cool *new* trick.

Amazon_com___Ideal_4912__3_4__x_2__Custom_Self-Inking_Rubber_Stamp___Business_Stamps_And_Print_Kits___Office_Products

Source: Amazon.com

Go to Amazon, then order this custom rubber stamp, and then follow the instructions to “Contact Seller” and send them “Next Action” as the message for the stamp.

Then once the scanner arrives, you can stamp paper with “Next Action” scan the paper into Evernote (Click here to subscribe to Evernote), and then after Evernote does optical character recognition (OCR) on the stamped part of the note, you can search for “Next actions” and find all of your scanned next actions.

Very slick.

Very Simple!

Thank you Joe for the ScanSnap GTD Trick #1.

bill meade

p.s., I had the idea, since Evernote also attempts to recognize hand-written characters, that I could scan a note card with “Next Action” on it, and perhaps achieve the same result as using a custom rubber stamp. Here is what the card looks like:

Evernote_Premium

Expecting Evernote to be able to read my handwriting is not a fair test, I know. But, it seemed like a fun trial. Evernote’s explanation of how OCR works says that it take a “few minutes.” I’ve always assumed that Evernote takes “over night” to complete OCR operations, so we’ll see how long it takes for this note:

  • 1st check on indexing status: 20 minutes later … not indexed.
  • 2nd check on indexing status: 11 hours later … not indexed.
  • 3rd check on indexing status: 23:10 later … not indexed.
  • 4th check on indexing status: 33 hours later … INDEXED!!!!

However long it takes, I’ll update this post after Evernote indexes the card to see if it is possible to simply write “Next Action” and have OCR recover the magic GTD words.

You can tell if an Evernote note has been indexed by clicking on the i at the upper right of the note:

Fullscreen_2014_09_17__8_01_PM

And then looking at “Attachment Status” 3/4 of the way down the dialog box (red arrow).

While it is true that GTD indexing can be measured in minutes 33 * 60 = 1,980 minutes. It is not a safe workflow to depend on Evernote scanning documents immediately.

Success … kind of

After my index card was OCR’d by Evernote, I am able to search for the word “Next” but alas, “action” in my hand writing was not recognized. :-(

Evernote_Premium

I was not able to determine precisely how long it took for Evernote to do the text recognition.

Lesson Learned:

You can buy a self inking stamp, and Evernote will read it. Thanks again Joe Terrana for giving me the stamp idea, so I could have the stepping stone idea of just writing “next action” on the card.

It would be smart to create a sample card for yourself, scan it, and then see if Evernote can recognize your hand writing. In fact, if you’ve already written “next action” on a 3×5 card that you scanned into Evernote, you might be able to test this out today. Just search on the GTD Magic Words! 

Use OneNote and Snipping Tool for your Excel GTD Crib Sheet

RemedialExcel01_pptx

I’m teaching a remedial Excel class this week, and so I’ve developed a tutorial to get people going using OneNote to capture crib sheets in Excel. I store my GTD crib sheets in Evernote (Example, Click here to subscribe). But OneNote is a great program too and if you have Microsoft’s Office, you have OneNote for free.

  • If you have a Mac Office, you probably don’t have OneNote but you can get OneNote for free.
  • If you have an older version of Office for windows you can get OneNote for free here.

RemedialExcel01_pptx

To create your OneNote Excel crib sheet do this:

RemedialExcel01_pptx

When OneNote opens, then create a top Tab titled “Crib Sheets:

RemedialExcel01_pptx

Then add an Excel page:

RemedialExcel01_pptx

Then copy the first entry from the image at the top of this blog post.

  • To enter A1 + B1 = C1 do this
    • With the pinky finger on your right hand, push the = 
      sign on the keyboard

RemedialExcel01_pptx

Now, start Excel so we can get some practice using our Excel crib sheet!

Next question: How do I snip from Excel?

RemedialExcel01_pptx

RemedialExcel01_pptx

RemedialExcel01_pptx

RemedialExcel01_pptx

RemedialExcel01_pptx

RemedialExcel01_pptx

RemedialExcel01_pptx

RemedialExcel01_pptx

You have created an Excel crib sheet, and made your first entry!!!

RemedialExcel01_pptx

bill

Use GTD to become an Excel guru

The Big Secret of Excel

Is that everyone who uses Excel uses this use model:

xkcd__Tech_Support_Cheat_Sheet

http://xkcd.com/627/

Excel is complicated. It is easy to remember the functions I use every day, but, the functions that I don’t use every day, I forget. Whenever someone, say Chris at 4:30 pm on Friday asks me to solve an Excel problem. Say with the boss’s boss’s boss standing behind us waiting for the distilled essence of our genius to flow neatly through our wrists into Excel. This kind of pressure means I can’t remember anything I was not doing earlier on Friday. I call this pressure-forgetting.

What Excel Gurus Do

Excel gurus do one thing that non-gurus do not do. Gurus keep Excel notes in Crib Sheets:

RemedialExcel01_pptx

One excellent way to do this is to use Evernote (Click here to sign up). Here is my Evernote crib sheet set up:

Evernote_Premium_and_RemedialExcel01_pptx

I created an Excel notebook named “CribSheets” and dragged CribSheets to the top-left-hand corner of Evernote (top left red arrow).  At present, I have 25 crib sheets on R, ggplot2, SAS, MySQL, etc. The tools of my trade. At the top of my list (2nd red arrow) is my Excel crib sheet.

Excel’s Paradox

Excel functions are easy to learn, but hard to remember. And they are even harder to remember when the boss’s boss’s boss is standing behind you while you work. The GTD connection here is that because I have an Excel crib sheet in Evernote, no matter where I am, I can log in to Evernote, and access my crib sheet. My brain knows this. And, knowing that I have the answer on a crib sheet gives me GTD confidence. GTD confidence is a countervailing force to pressure-forgetting.

The Save

On Friday, sitting in front of Chris’s computer, with the boss’s boss’s boss waiting for the worksheet, my subconscious floated me a lifeline. It said “What about a helper column?” Helper columns are an Excel *trick* that I have stored away in my Excel CribSheet. And helper columns solved the immediate problem.

I did not open my crib sheet. Just knowing that my subconscious thought it would be worth a try was enough. I tried a helper column, and *it worked.* Then Chris said “Oh, yeah, I forgot, can we subtract the rows from this other tab?” No problem. A second helper column did that. Life is good.

Life and Excel

_Surely_You_re_Joking__Mr__Feynman____Adventures_of_a_Curious_Character_-_Richard_P__Feynman_-_Google_Books

Richard Feynman “Surely You’re Joking Mr. Feynman!” p. 26

What a contrast Excel life is. The boss’s boss’s boss gets a clean worksheet and the pantry workers are fighting an epic battle between pressure-forgetting, organization, and the typical Excel problems of “The worksheet is done, but it will not let me save it!” which also happened. “Damn deez doilies!”

But no worries, the *trick* is to use helper columns to filter the data with Vlookup. I’ll rebuild the worksheet from scratch, starting by saving the empty worksheet. 2 minutes.

Crib Sheets

From a GTD perspective, crib sheets seem to fall between a reference file and a project file. Because I don’t know when I’ll need the crib sheet, it is not really a project. So I prefer to keep Crib Sheets in Evernote, my reference filing default.

However, I will post a step-by-step on how to set OneNote up to house Crib Sheets. They can live in OneNote just fine.

The requirements for crib sheets are two:

  1. Crib Sheets must be available (synched) on all your computers. And …
  2. Crib Sheets must allow you to insert screen snap shots (jpg) files in-line with the text you type.

The tool you use does not matter. Many tools will do that meets the above two requirements:

RemedialExcel01_pptx

The key to becoming an Excel guru is not forgetting. And to not forget, a crib sheet is 100% effective. Try a crib sheet. See if your brain likes the taste of it. See if your brain will give you GTD Confidence when the boss’s boss’s boss is waiting.

bill

Best GETTING THINGS DONE Scanner Alternatives

Alternatives

The dominant alternative scanners if you are looking to use Evernote as your GETTING THINGS DONE reference filing system are:

  1. ScanSnap Evernote Edition $495 (*Note* that you get a year of Evernote worth $45)
  2. ScanSnap iX 500 $448
  3. Epson WorkForce DS-510 USB ($279) or WiFi ($399)
  4. Brother ImageCenter ADS-2000 $308
  5. NeatDesk Desktop Scanner $339
  6. HP ScanJet 3000s2 $350
  7. ScanSnaps on Craigslist

Which one should you buy to get GTD off the ground? Any of them! Even though they cost real money, the incredible lightness of being you will get from being paperless will more than compensate. Do it, click a link and order. Do it now!

Having purchased a scanner (ScanSnap iX 500) recently, my fourth Fujitsu ScanSnap, here is the decision process I went through.

Came out just after I purchased. I missed my chance to have all the drugs. This scanner today, is a great first choice for an Evernote person. There is a scanner control panel for the Evernote ScanSnap edition that looks like this on a mac:

Preferences

When the ScanSnap Evernote Edition came out, it was featured prominently on Evernote’s web site. It is much less prominent today. In fact, I had to Google to find the direct link to it. So this *might* be a white elephant that gets abandoned by the green elephant in the future. Still, it is a ScanSnap so you probably can’t go wrong.

And which routes documents, business cards, receipts, and photos automatically to Evernote notebooks that you specify. If automatic routing of documents to folders is something you are looking for, stop reading and buy the ScanSnap Evernote edition.

The reason to buy this scanner is that it is top rated. It has the highest satisfaction rating in document scanners on Amazon.com. When I’m buying a product on Amazon.com I look for as high a proportion of ratings as possible in 5 stars. And, the distribution of ratings has to be at least a triangle. Draw a line from upper right to lower left in the ratings bars, and if there is a bar over the line, I won’t buy that product. Look at the iX 500’s ratings:

Amazon_com__Fujitsu_ScanSnap_iX500_Scanner_for_PC_and_Mac__PA03656-B005___ElectronicsFullscreen_2014_09_09__9_13_PM

The iX 500 has the questions and most answered questions, and it is the best seller. Great machine, neutral price (because it is wicked good), and as you push click, you will think of the machine’s price for the last time. Having four successful ScanSnap purchases, this is what I bought last time around.

I looked at the Epson last time around. But it has less traffic, fewer ratings, fewer answered question. And is 1/2 star lower rated by Amazon customers.

Fullscreen_2014_09_09__9_12_PM

Still, this would be a better buy than the $250 ScanSnap scanner. The automatic document feeder on the lower level Fujitsu scanners is … um … not strong. I’ve owned two of the 300ish ScanSnaps and I’d rather gamble my money on the Epson DS-510 than re-buy a 300ish. Also, I like that there is a USB-only option for $120 less. Wireless connections are demon possessed by definition. I tried wireless on my ScanSnap iX 500 to make sure it works. And even got scan to phone working over wireless. But for everyday trouble free scanning, wireless can’t compete with USB.

If you go for the DS-560, you are just $50 away from the price of the defacto standard iX 500. So knowing I was going to like the iX 500, I just paid the extra money. Buy the best only cry once. But, I bet the DS-510 is a great product.

Like the Epson scanner, the Brother unit looks good. But again, fewer reviews, and less highly rated.

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Again I thought hard about this, but for $150 less, the 150 customers giving it 5 stars vs. the 1,070 giving the iX 500 5 stars, might give me pause.  Still, saving $150 bucks could be done. Amazon.com has great return privileges I hear. But I’m old and lazy so I did not go there.

NeatDesk does the most advertising, so many people see this as THE scanner to get. Until they check out the Amazon.com customer ratings:

Fullscreen_2014_09_09__9_21_PM

NeatDesk flunks my “triangle rule” as the number of 5 star reviews is actually lower than the number of 1 star reviews. Too bad, the slots that this scanner has for receipts of different sizes might be a great feature. Anyway, when I looked at the ratings, I knew this was not what I was looking for. Also, NeatDesk has separate versions of the scanner for Mac and PC which is always a bad omen.

Having worked at HP with HP’s Digital Sender 9200, I would like to love this scanner. The 9200 was the first product I ever saw scan to PDF and email the PDF. It was a network only device. An amazing work of art from HP Bergamo (may it rest in peace) and a software artist section manager.

A quick look at the Amazon.com feedback is instructive:

Fullscreen_2014_09_09__9_28_PM

Only eight 5 star ratings. And very few customer reviews. HP’s entry is a poor bet just because there is so much less user information about it.

  • Craigslist ScanSnaps

If you are no-money-down GTD person, Craigslist is for you! Yes, you can find ScanSnap scanners locally. Here are three that are available in Portland OR near me.

portland_for_sale___wanted__scansnap__-_craigslist

I’ve had students buy ScanSnap S1500 scanners for $100 and be very happy with them. I’ve also found ScanSnap S1500 in liquidation shops. New-in-box ready to get you on the GTD wagon for good!

Hope this helps you pull the trigger! Order the scanner of your choice, and then go to my Getting Started with GTD 2014 post and start at the top of the list.

bill

RestartGTD with Evernote Clearly

I’ve Tried Evernote … but I don’t use it

OK, it is possible that I’ve raved about Evernote. Perhaps you installed Evernote and paid for an account based on my recommendation or a step-by-step. But, then … you never reached critical mass with Evernote. And your Evernote account has gone dormant. And, you’ve fallen off the GTD wagon. If so …

This post is for you.

The stumbling block with Evernote is that it comes in two pieces: (1) A database piece that takes care of reference filing, and (2) a web-browser-plug-in that takes care of sweeping all worthwhile internet content into your reference files.

Most people install the database and are so tired after getting their minds around yet-another-software-install, that they don’t go “ALL THE WAY” to having the on-ramp, the web-browser piece, installed. The on-ramp never gets installed, so the database never builds.

If this is you, follow these steps to rejuvenate your Evernote (reference filing) experience.

Evernote_Clearly___Evernote

  • Click “Download for Chrome” or if you are using Safari, you can not install Evernote Clearly. You have to use some other browser. For instance Chrome or Firefox.
  • Or if you are using FireFox you can click “Download for Firefox” like this:

Evernote_Clearly___Evernote

  • Or, if you are using Internet Explorer for Windows, you are in the same boat as Safari users. Sorry. You have to use Chrome, Opera, or Firefox.

Whether you use Chrome or Firefox on Mac or PC, your mission, should you choose to accept it, is to install Evernote Clearly into your browser.

Click the download link and take the defaults to the questions that pop up, and then you should see a Luxo Lamp icon in your Mac or PC browser. Look for something like this:

Presentation1

  • Now, you have Clearly downloaded and installed. Let’s go to the world’s ugliest web page: PCMag.com. When you arrive the page will look something like this:

Technology_Product_Reviews__News__Prices___Downloads___PCMag_com___PC_Magazine

Source: http://www.pcmag.com = Clutterville in the Firefox web browser

Now, either wait, click the the escape key, or click the circled X in the “Signup now….” pop up box. to bring the web page to the foreground of your browser. Now you’ll see this:

Technology_Product_Reviews__News__Prices___Downloads___PCMag_com___PC_Magazine

Source: http://www.pcmag.com in Firefox

Next, find an article like “AMAZON FIRE PHONE NOW ONLY 99 CENTS” and click on it. If you need help finding the article, follow the red arrow here:

Technology_Product_Reviews__News__Prices___Downloads___PCMag_com___PC_Magazine

Source: http://www.pcmag.com in Firefox

When the article comes up with all its fireworks of flash (thank you IBM!), it will look like this:

Amazon_Fire_Phone_Now_Only_99_Cents___News___Opinion___PCMag_com

Source: http://www.pcmag.com in Firefox

Now, click on the Luxo Lamp icon in your browser. and you will see this:

Amazon_Fire_Phone_Now_Only_99_Cents___News___Opinion___PCMag_com

Source: http://www.pcmag.com in Firefox, via Evernote Clearly

No flash advertisements. No advertisements of any kind. Just the pictures from the core of the article, and the text. Next, click the Elephant icon. This will save the article into your Evernote database. Don’t worry, you can delete it easily, once you see it in Evernote.

Anyway, when you click on the Elephant icon you will be asked for your Evernote username and password. So get those out if you don’t have them handy, and then fill in the dialog box. The dialog looks like this:

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Enter your user name and password. If you have Evernote’s two factor authentication turned on, then you’ll see this additional prompt:

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And you just need to fill in the numbers and click “Continue” and then your screen will look like this:

Amazon_Fire_Phone_Now_Only_99_Cents___News___Opinion___PCMag_com

Where now we can have some fun. Click on the highlighter icon underneath the elephant icon at top right. Then, select the title of the article. Your page will look like this:

Amazon_Fire_Phone_Now_Only_99_Cents___News___Opinion___PCMag_com

And if you open Evernote, and then synchronize it with your cloud database, the note will look like this:

Evernote_Premium

And, the note will be editable!

You can use clearly to read notes, highlight them, and after you add new highlights, Evernote Clearly will re-synchronize the new highlights into the note in your Evernote database. Cool!

But … it gets better!

Not only can you strip annoyances from the web page, you can also set the default font size, and page style of the pages you read. To do this, click once on the “Aa” icon at middle right of the Clearly-processed web page:

Fullscreen_2014_09_08__8_03_PM

You can pick the page style from “Newsprint” or “Notable” or “Night Owl” or “Custom” and the fonts as “Small” or “Medium” or “Large” and …

if you mistakenly highlight a passage (Sign of Genius!) you can mouse over the passage and a small circled x will appear that you can click to delete the highlighting. Here is large font size, newsprint, with the circled x appearing on “fire-sale price of 99 cents.”

Fullscreen_2014_09_08__8_07_PM

To highlight notes already in Evernote, select the text and if you are on a mac, type Ctrl + Command + H. If you are on a PC type Ctrl + Shift + H.

Evernote.com is constantly working on the highlighting to make it smarter. I’m hoping before long we will be able to highlight in multiple colors. And, that we will be able to insert sticky notes on top of the web pages we capture.

RestartGTD

Take the trouble to get Evernote Clearly working, and you will go a long way to restarting your Evernote GTD use. It is SO EASY to capture web pages in Evernote. Then, when you need to send a friend a link, you open Evernote on your computer, type in the two words that will search out the web page you are looking for, and then click the saved link on the page. The saved link is available in the note when you are not editing the note.

Evernote_Premium_and_Add_New_Post_‹_RestartGTD_—_WordPress

Click on the note at left, then click on the link that pops up over the top of the note. This will open the original web page, so you can see the link is still working. Then copy the link, and paste it into an email to your friend. Or tweet. Or Facebook post.

Once you have the most vital source of information (the web) functioning as an on-ramp for your Evernote database, I defy you to not use Evernote. And once you are using Evernote, your reference filing will get better. Better to the point where you are doing GTD reference filing.

Because reference filing is a capstone GTD skill. Evernote will pull you back into GTD and hold you there. Hold you because it is easier to do reference filing in Evernote, than to live in a blizzard of paper, browser book marks, and desk clutter.

“Companies don’t innovate, people do.”

Intro

Just read a very interesting MEDIUM article by Peter Sims: How Andreessen Horowitz Is Disrupting Silicon Valley about how venture capital is being disrupted by talent management driven by CRM (Customer Requirements Management) systems. The title sound bite of this post comes from Peter’s article.

Reflections

Three thoughts came to mind about GTD in reading this article:

  1. Because we GTDers are focused on seeing the world outside-in and keeping our projects moving, we don’t have a GTD equivalent of CRM, or a strategy to exploit networks, in particular, a strategy like Andreessen Horowitz’s. A.H. sees network power as coming from the outer-most edges of the network. When GTD people are embedded in get-it-done corporate cultures, team building gets crowded out by relentless execution. Perhaps too much individual-contributor execution when the world is becoming network centric.
  2. There should be dramatic increasing benefits of people employing GTD TOGETHER. CRM systems as Peter Sims describe’s A.H.’s, look a lot like shared GTD systems. But we don’t see shared GTD systems, CRMs are not really GTD. We don’t see shared GTD systems disrupting industries. My second thought was, “What is wrong with this picture?”
  3. My third thought was related to the first two: “Why not?”

GTD Teams

Yes, GTD has “Waiting For” buckets, and we all use address books and jot down notes about when and why we met someone. In a way, like senior executives who encounter a new business fad, we can kill the idea of needing team GTD with “Really, we’ve always been doing [insert business fad here].” But GTD team practice is a pallid picture of the promise.

And don’t forget the apps. There is Twillo (thanks John) that uses my beloved card metaphor to allow teams to share. There is Microsoft’s SharePoint. There is Evernote for teams. There are more apps for GTD and teams than a sane mind can keep up with. But these have not taken off. Tons of tools. No critical mass? Why?

Because GTD is about evolving a system that works with each GTDer’s individual brain. GTD as practiced, is idiosyncratic, individualistic, and evolutionary.  And the BIG ANSWER to getting teams to work together, is uniformity. CRM systems work by imposing a rigid, interlocking, pull-together-or-perish, uniformity on how people work. Uniformity is monolithic, and take-it-or-leave, and freezes work into fixed patterns.

If you’ve ever worked with another GTD person, and had a collaborative review, and come away amazed at how productive the encounter was, you’ve touched the potential. The problem is, I’ve been doing GTD for 5 years, and I’ve had exactly one of these encounters. Why? Probably because as a GTDer, I focus not on the edge of my trusted system, and bridging to others. But rather, on the core of my trusted system, and staying on the GTD wagon.

Perhaps the limit of GTD to transform teams lies not at the core of trusted systems. But at their edges. The innovation that will unlock GTD for teams, will come from an individual who can enable individual trusted systems, to work together.