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.
Source: GETTING THINGS DONE page 34
An execution step set smack in the middle of defining next actions. This is an exception to David Allen’s rule that doing work be separated from processing the inbox. If the work is small (<2 minutes) you do it upon definition.
When processing items out of your inbox, you ask yourself “Will it take less than 2 minutes?” and if so, then you do it. But …
There are A LOT of recurring tasks that don’t come out of our inboxes. For example some come out of litter boxes:
And the productive GTDer will apply the 2 minute rule upon recognizing these tasks. Even if s/he does not like the task. This takes discipline only until you’ve built a track record of following through. Conversation with self: “Cat box need cleaning. Just do it! Ugh, I HATE CLEANING THE CAT BOX. Yeah, it has killed you for the 31 days in the last month you’ve done it every day. Just do it. Well, OK.”
Avoiding a trusted system full of minutia. Organized minutia is not exciting to work on, is an energy suck to set up, and a repeat-energy suck to close out.
True with the cat litter and squeegeeing, false with every other two minute task. But please note, that me procrastinating to make my spouse re-recognize a task, and do it, does not harmony make. Before marriage, flirtation. After marriage, negotiation. Harmony is negotiated.
Aha! The “inventory theory” of motivation. The more you let pile up, the more motivated you will be. The flaw in this theory, is that the more that piles up, the less motivated we get. I knew someone once who checked himself into a mental hospital. When I found out I asked him “I’ve felt a lot of times like I was close to the edge. What is going over the edge like? And his response was “I had so much to do, I could not do anything. I sat on the couch for a week, and then realized I needed to check myself into a mental ward.”
David Allen has cast his lot with mowing down small tasks immediately to prevent work piling up. Cutting real work out of “stuff” is 1/2 the genius of “What is the next action” that got you into the 2 minute rule boat to begin with. Following through on 2 minute tasks is the other half.
Nice try, but sorry. Since the task can be done in <2 minutes, it is too much overhead to track, and it is too much overhead to delegate. Just do it.
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!
I have this high school engineering teacher friend John Niebergall. Long time readers of RestartGTD.com will remember John as the character studied in the abomination of deskolation from January of 2012. Here are John’s Getting Things Done before/after desk makeover pictures:
Well, John has embarked on something of a teaching odyssey. But before I get to that, I should point out one of John’s previous odysseys: female-only engineering classes, which you can watch on the CBS Evening News.
John was trained as a shop teacher (Oregon State, go Beavers!) but what he really teaches is engineering. Here’s a picture of the all girls class in the computer aided design lab (from the CBS story above):
John’s CAD lab was so advanced that it could certify students in Solid Works, Rhino 3D, and several other CAD packages. All this on ancient computers with tiny (40 GB) hard drives.
I met John while building a college-level experiential entrepreneurship program designed to get people to learn cad, design products, then apply customer development to refine the products until customers said “I must have this” and once the product concept was strong enough to scale, to apply accounting, sales management, etc., the normal business curriculum, so that students could emerge with a business degree and a running business. Ideally, at a profit.
Yes, this is crazy, out there, impractical, etc., etc., etc., except … it works.
So Niebergall’s stuff has magic success pixie dust all over it. So much pixie dust that he should be viral. But so far, Niebergall’s magic pixie dust has not translated to virality. This morning I realized why. RestartGTD has not alerted the 100 daily readers of this blog. So without further ado, let me tell you about …
Last year John wrote an educational grant to buy a RV and fill it up with laser engravers, 3D printers, CAD work stations, vinyl cutters, etc. and then drive around Oregon to spread the gospel of fab labs in middle and high schools. John’s grant was funded … fully. And this year, he is living the dream. You can follow John’s magic pixie dust world tour on his Facebook Page
This week, John was in Sutherlin in mid-Western Oregon:
and here is a picture of the effects of the Niebergall magic pixie dust which is in a word: empowerment. You can see it in the face as people pull the first things they’ve made from a CAD program, from the vinyl cutter or 3D printer or laser engraver:
The fundamental importance of empowerment, was probably discovered by Neil Gershenfeld, a leader of the development of Fab Labs, Check out Gershenfeld’s fab lab TED presentation and his book FAB. The story of Fab Labs starts at about 10:30 in the TED video, this clip is from 11:20
So John is taking fab labs around the state of Oregon, allowing people to hands-on discover for themselves that they can change their lives, and by extension, the world.
So, check out John’s Facebook page for updates on the magic pixy dust world tour. And when rapid prototyping begins to turn the Oregon, and then the US economy around, you’ll know where it all started.
John Niebergall is to going to kick my rear end if I don’t add that he is not a lone genius. There is a cadre of lone geniuses behind this story. All of which have pulled together to use fab labs to extend from shop curricula into teaching engineering proper. These people are changing the game of technical education because they have amassed a body of skill, equipment knowledge, and a world view, that is a decade ahead of college engineering and college business education.
I met John at a high school engineering teacher boot camp for rapid prototyping put on by Pat Kraft (and the NSA) of Portland Community College – Sylvania campus. Pat is a behind the scenes guru of additive manufacturing, rapid prototyping, and change management.
Don Domes, another high school engineering teacher who has worked behind the scenes to get the state of Oregon to think in terms of fab labs changing the economy. Don’s relentless, skilled, and refreshingly idealistic advocacy for technical empowerment has produced successful students, programs, and a communion of kindred minds for high school lone geniuses to plot improving technical education.
Don Domes image from Oregonlive.com
Another lone genius is Tim Morley of Century High School in Beaverton Oregon. Tim is a first class idealist, protecting himself under a thick skin of cynicism. But long time readers of RestartGTD.com know that cynicism is nothing more than frustrated idealism.
Co-conspirator with the Niebergall, Kraft, Domes gang, Tim is a specialist in finding the skeleton keys to unlock high school minds to become interested in learning. If you talk to Tim, ask him about tasking his students to cut precise dimensions with a laser. Little things matter. Little things like “How wide is the laser beam?” :-)
Tim Morley from Ainsworthoriginals.com
Paul Reetz is the final person I’ll call out here. Paul teaches math or more accurately, he tricks the students into teaching each other math with an amazing collaborative math curriculum. Paul coaches a robotics team, has put together an amazing welding curriculum, and was the most difficult person to find a picture of. Somehow, no surprise. Paul is all about students.
If you talk to Paul, ask him about how his students make skate boards and wheels for their skate boards. When touring high schools while building my entrepreneurship program, I was continually surprised. Every high school is unique. And every high school was way more advanced than I expected. Paul’s choice of a problem that his students love, skate boarding, and his progressive development of a fab lab that allowed experimentation around student enthusiasms, were transformational. Layering wood, carbon fiber, and whatever other materials the students wanted to try, into a skate board deck, blew my mind.
The conspiracy to take engineering education to the next level despite falling funds, discouragement, a bad economy, etc. is much larger than just these people. But these should give you an idea how behind the scenes deep embers of burning idealism can bring together amazing approaches to education, and ultimately, amazing results.
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.
Received book advice from David Allen Friday:“BTW, if you haven’t got it yet, absolutely get the new book
To order click here. I’ve ordered but am not very far in yet. I’ll update this post with some sound bites from the book as I make my way through. Another book like THE ORGANIZED MIND that is very good (with an interview of David Allen and an example of Drew Carey implementing GTD) is WILLPOWER by Baumeister and Tierney.
It *looks* to me like both THE ORGANIZED MIND and WILLPOWER would be ideal to read via Audible.com. That is, install the Audible.com app on phone and listen while on your commute.
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.