A blog about productivity for the Internet entrepreneur.
My goal is to help you focus on your passions by reducing or eliminating the time needed to maintain your life.
So you’ve already made checklists for all of your routines and acquired the habit of using them consistently. What’s the next step?
Go through each item on your checklist and ask these questions:
Take a step back and look at the entire checklist and ask: Can I create a system or process to simplify (including outsourcing the entire checklist)?
Currently, I practice GTD using Omnifocus [pdf link] as the execution tool. I believe this system to be the best out of all the systems I’ve tried thus far, yet I still struggle with prioritization. After completing a few weeks of agile training with our awesome Rally coach Ann, I began to think of how I can apply agile principles, particularly the prioritization methods, to help solve the priority issue.
The first major difference that struck me is the prioritized backlog that is central to agile vs. the list of next actions split by context that is key to GTD. In trying to follow the non-prioritization ethos of GTD, I always have this feeling in the back of my mind that perhaps I’m working on the wrong thing at a given time. My work around has been using due dates and flags within Omnifocus. Specifically, due dates are for items that have some consequence if I fail to deliver on that date and flags are action items I’d like to complete that day.
Here are some initial thoughts of how to apply concepts from both GTD and Agile within the framework of the GTD weekly review in order to achieve some level of prioritization.
Part of my daily email routine involves logging into my Google Apps GMail accounts and applying the label:unread filter, which allows me to review any emails that I did not read throughout the day (since I filter my emails aggressively).
Now, I have found an even easier way to do this via my feed reader (which is currently NetNewsWire on Mac OSX and Reeder on the iPhone). Simply, use the following magical URL in your feed reader and enjoy:
https://mail.google.com/a/[your domain name]/feed/atom/unread
Note that you will need to authenticate your feed using your Google Apps username and login, where the username is your full email address.
Staying “in the zone” becomes increasingly difficult with the plethora of ways to be distracted. Especially if you spend most of your time in front a computer. Between email, IM’s, RSS feeds, phone calls and text messages it’s a wonder we ever actually find time to work for than 15 minutes at a time. My hope is that this simple tip will help you avoid at least one of these distractions multiple times per day … the non-important email. Before you continue, you may also want to check out How to Forward an Email as a Text Message.
I’m in the process of evaluating my GTD weekly review process, as I feel like I’ve entered into the trap of executing the checklist without concern whether I am doing so productively. Following is the current checklist I am using:
As an entrepreneur and consultant, I find that a balance between being responsive to people vs. focusing on work can often lead to an obsessive email checking compulsion. To battle this issue, I have a recurring task to clear my inbox every four hours via OmniFocus. When I check off that task (check email, voice mails, text messages, etc…), OmniFocus creates a new task automatically in 4 hours.
But what about the case where there is an email that is critical and you need to know when it arrives right away? Option 1 is to sit in front of your email hitting refresh every 30 seconds, option 2 is to use some sort of notification program that pops something up when you receive a new email. The problem with option 1 is obvious and option 2 is a bit more subtle. Every time you see that pop up or see a number next to your email client you will likely be distracted and break your workflow to check email, only to discover some non-important email.
So this post introduces option 3. Setup a special filter to redirect the email you are looking for to your phone via SMS. This tip assumes that your SMS is primary used for urgent matters. Following are the specific steps to do this in Gmail; however, you can adapt easily to any email client that provides forwarding functionality.
Ever since I read the article on Notational Velocity syncing with Simplenote by Merlin Mann combined with the wonder of Markdown, I’ve re-discovered the joy of working with text files. So now I’m using either Simplenote (when traveling with my iPhone) or Notational Velocity when I’m on my Laptop in most cases for taking notes. The following simple tip will give you an idea of how you can use these program’s powerful search mechanism to help you get things done.
Whenever I am taking notes and I realize that the item I’m writing down will end up being an action item, I add [A] to the beginning of the text. Then when I do inbox processing, I open up Notational Velocity and type [A] into the search box and then all notes that have pending action items appear. When I click on the note, all the instances of [A] are conveniently highlighted. Then I take each item and process through my GTD system (OmniFocus) deleting the [A] as I go along. For those with less complex task management needs, this could be the only system you ever need. Very simple, scalable, programmable and no vendor lock.
Do you manage notes using simple text files? What is your method?
It’s time to sweep 2009 under the rug and celebrate 2010 the only way us geeks can … Web 2.0 style! Most of us use the new year as a time to reflect and make resolutions for the coming year. Unfortunately, after a few months, we forget all about those resolutions and go back to our old habits. The number one cause for this is the lack of accountability. While self-accountability plays a key role, having the support of others, is often just the motivation you need to follow through.
Of course, you could use the old fashion method of simply telling your friends and family your resolutions, but then you probably wouldn’t be reading MakeUseOf.com if you participated in such old school methodologies. I’m kidding of course, but if you are reading this, you are interested in how to help make your resolutions a reality using free web 2.0 tools.
Following are two free social networks that can help you create, share and follow through with all of your 2010 new years resolutions and beyond.
As online project manager you should be using virtual meetings. The first reason is that it’s online and lets you manage the project, so it’s kind of exactly your job. The second is that it saves enormous amounts of time. The third and biggest reason begins with “r”, has nine letters, and rhymes with “Every economy in the world having a panic attack at the exact same moment-ession”. Since virtual meetings save money and time, and with the right tools, you can save even more.
[Read more...]
Your significant other says “What are you going to do with all that junk” and you reply “I’m going to sell it on eBay”. Tick … Tock … 6 months later … “We should have a garage sale!” … shudder at the thought of actually trying to sell stuff without technology! If you wanted to do that, call Clean House or be satisfied with having the world’s filthiest apartment. We’ll maybe not, but the point is that you have lots of stuff that other people want and will pay cash. In this post I will get your creative and motivational juices flowing by offering you some easy options to turn your junk into cash. You can follow any of these tips to get the wheels in motion today from the comfort of your home and computer. I personally recently transformed some junk into this.