Michael Keithley has a great post for those who want to use Evernote as their trusted system. Covers all the basics in just over a page.
Click here to see RestartGTD’s 30+ posts on Evernote.
Quick note on the GTD of fear at work:
I recently started a new job. A dream job. But all dreams come with some crazy, and some weird (C&W). The C&W in the new job was extreme time pressure. This post is my observations on what extreme time pressure and the ensuing fear did to my use of GTD. Or better, what my use of GTD did to my productivity under extreme time pressure + fear.
But, … GTD did allow me to develop an attitude towards worry = that worry was a complete waste of time. Being afraid, and resolving to not worry about it. I focused on doing good work, and living or dying based on the good work. This turned out to be an ace that I can keep. I’ve been able to re-use the “We are data scientists, all we can do is good work. And we will live or die based on doing good work.” and so far, good work has produced nothing but breakthroughs. And, …
I don’t miss the time spent worrying. :-)
Fear at work pushes my use of my trusted system, to the point where I stop using it. And like trotter horses, I begin to gallop with stream of consciousness organization. And I slow down.
When I go from trotting with my trusted system, to galloping without it. I’m off the GTD wagon. :-(
I find that I have to budget time to focus on organizing all the information pouring in. Budget time to refactor and build-out my trusted system towards new challenges. But because of the time pressure, I have to sneak trusted system building into time cracks of the day.
This is the sentence we GTD users bring upon ourselves. Raising productivity, taking on more, getting to the point of galloping. Then, refactoring and refining. Over time, responsibilities increase, and the refactoring of the trusted system never gets easy. It just works. No guarantee trusted system refinement will be easy.
(a) A common pattern of our customer sales cycle.
(b) The repeated pattern of co-workers under pressure.
(c) The validation of my “radar” that sees future problems … far in advance
Perhaps there is a self-induced “Hawthorne effect” for GTD people in struggling to keep work life functioning smoothly from a trusted system. Whatever the source, GTD has stood me through.
Evernote had their fourth annual conference this week. A recap of Day 1, was posted by Evernote, but Day 2, and Day 3, did not make the blog. I watched from afar, underwhelmed at what the technology press were able to wring out of the conference as news. but there are a few big benefits for GETTING THINGS DONE users:
I wish GTD had a tool that aided project thinking the way that spreadsheets and databases aid analytical thinking. But .. not. Getting Things Done for the foreseeable future remains an act of will, to think.
When I was getting started with Getting Things Done (see GTD Notable PDF), I had two buddies. First, an experienced GTD buddy Ian Watson, and another novice buddy, Mark VanderSys whom I mentioned in yesterday’s Getting Started with Getting Things Done post as well as in earlier RestartGTD posts here and here.
GTD buddies help you by:
Using Skype to share screens is easy!
1. Get your Skype session going. If you need to set up Skype, click here for a YouTube tutorial.
2. Click on the plus thought bubble at the bottom of the screen
3. Click share screen in the pop up:
4. One buddy goes first, showing how s/he has implemented GTD. Questions go back and forth.
5. Then whoever went first, clicks the + thought bubble, stops screen sharing, and it is the turn of the other buddy to give a walk through of their system. Questions go back and forth.
6. MOST IMPORTANT after you sign off, each buddy writes four “lessons learned” bullet points, and emails them to the other buddy.
I have an artist friend, Mark VanderSys
Source: BetterLight.com (2/3 down the page)
who runs a small, extremely high-touch graphics business: PixelLight.com. By extremely high-touch I mean: gigapixel pictures with digital scan backs, heavily customized web sites, and seemingly impossible pictures without parallax (i.e., the entire width of the picture is taken at a perfect 90 degree angle to the subject) and …
extremely clean low-retouch photography
The picture at the top of this post is an un-retouched image taken of objects spinning. It was taken with a BetterLight.com digital scan back in a standard 4×5 industrial bellows camera, Mark gave a tutorial at BetterLight where he showed step by step how the picture was taken. Click here for the magic pixie dust demo via an .mov file that shows the process.
Mark and I have been implementing Getting Things Done together for several years. Mark uses a customer requirements planning program, Asana.com, to organize, share, and track his work. Mark and I just spent two hours looking over his implementation of Asana, and reflecting on how GTD lives in very complicated, very powerful systems like Asana.
Source: Preface Intertwingled
This is a many-to-many link which CRM systems have evolved so that a next action can be tracked in relation to many projects. With many-to-many relationships, CRM allow GTDers to use “more colors of the rainbow” by tracking multiple projects that a next action relates to, but CRM systems shatter top-down one-to-many work hierarchy that a GTD person is used to seeing, and substitute an extra step of running queries, to see the full status of a next action against its projects. Very disorienting … at first.
Thanks Mark VanderSys for a fun afternoon of GTD buddy check in!
In the past week I’ve noticed problems with Evernote capturing from Web Clipper and Clearly. For example, go to this WIRED article on an artist who did a self portrait with GPS equipment and DHL taking the equipment around the world.
When I opened the article in Chrome for Mac, Evernote Web Clipper, and clicked Save:
Evernote said that it saved the clip:
GTD Evernote users, *might* want to check that web clippings are actually being captured. Just to be sure.
This might be a problem of capture (from Web Clipper or Clearly) or it might be a problem of synchronizing. I’m using Evernote Mac 5.6.0 which I think is a beta release.
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:
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! :-)
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.
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.
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.”
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.
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!
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.
 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.
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.
What happens is that you get to see 30 people whose names you instantly forget, and immediately start feeling guilty for not knowing.
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.
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.
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.
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.
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!
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.
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.
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.
Thank you Joe for the ScanSnap GTD Trick #1.
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:
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:
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:
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.
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. :-(
I was not able to determine precisely how long it took for Evernote to do the text recognition.
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!