Archives For Productivity

Everyone takes notes. And we all have many ways to capture those precious thoughts at random times; more ways now than ever before. Tablets, phones, laptops, notebooks, Moleskines, business cards, napkins, coasters. If there’s a way to write on it or with it, chances are, someone has used it to take a note.

Moleskineh Amir Kuckovic via Compfight

And while many of my peers advocate using their gadgets for journaling and writing and note-taking, I’m a bit more old-school. I prefer a fountain pen and a good, sturdy paper like the Rhodia Webnotebook.

Change Your Perspective

I’m a technologist, a software developer, so you might well wonder why I wouldn’t prefer to use some gadget to capture these things and, in fact, I often have. I have electronic calendars, to-do lists, and notes of all kind thanks to tools like Evernote, Dropbox, and others.

But when I really want to think and let my mind work at its best, nothing beats a blank sheet of paper.

I’ve found nine reasons for this.

  1. My eyes need a break from staring at computer screens all day and paper helps my eyes relax.
  2. A quality pen on quality paper just feels rich and special. It transports me back to another time, when great writers created whole works in this fashion that we’re still reading today.
  3. Paper never interrupts me with email alerts or twitter alerts or software update alerts or….
  4. Ink is permanent. When I write something down, I’m more hesitant to scratch it out and start over. I get a permanent record of all my thoughts even as they develop, and can revisit ideas I thought were poor at the time but which might be gems later. In pixels, I can erase a sentence, a thought, and it’s just gone forever.
  5. Ink is permanent. It makes me consider my thoughts as I write.
  6. Did I mention that ink is permanent? My laptop can crash. My iPhone can get stolen. The sync service I use can go out of business. The bits and bytes that represent my data can be lost to me in many ways. But my notebook is mine as long as I hold on to it.
  7. I can easily change from text to drawing to annotation without requiring different applications. I just draw or write or annotate. Simple as thought.
  8. The finished product often has a romantic look that just makes me feel good when I look at it. No matter what font I use, I can’t duplicate that on any screen.
  9. The change of perspective, from lit screen to soft paper, often gets me thinking in new and different ways.

Are there times when I capture a note into my phone? Certainly. There are always going to be serendipitous moments when I need to grab a thought and hold it for later, and nothing does that like whatever I have at hand. Usually, that’s my iPhone.

But for most things, my most important thoughts, plans, and cogitations? Those are going on paper.

How about you? How do you capture your important and not-so-important thoughts? Leave a comment and join the discussion!

My dictionary defines efficient as “performing or functioning in the best possible manner with the least waste of time and effort; having and using requisite knowledge, skill, and industry.” That sounds pretty good, doesn’t it? Who wouldn’t want to work in the best possible manner, wasting as little time as possible?

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Hitachi high efficiency electric motor

But what is efficiency taken all by itself? A highly efficient motor is great, but if you simply hook it up to your Christmas lawn decorations to keep Rudolf rotating, are you making good use of that efficiency?

High efficiency loudspeakers produce walls of sound from very little input, but if all you play through them is white noise, what’s the point?

My dictionary also defines another word, effective.

adequate to accomplish a purpose; producing the intended or expected result

See the difference?

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No More To Do: Getting To Done

September 19, 2012 — 4 Comments

I really think it needs a new name. And “task list” doesn’t work for me either. Both imply a pile of things that you haven’t gotten to yet, but which are sitting there, lurking, demanding your time and attention. Sucking the life from your day. Frustrating you beyond belief.

Headshot Martin Gommel via Compfight

Is that really what you want to turn to every hour or so?

Really?

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Agile developers know that keeping all of your work in front of you at all times is counter-productive. It’s confusing, it keeps you defocused, and serves as a constant reminder of all the things you still have to do, which allows your mind to drift to places it shouldn’t go.

Preparation

Andrew Ferguson via Compfight

Which is why you need a backlog.

What’s a Backlog?

Simply put, if you use a to-do list of any kind to manage your daily routine, you need a place to keep the items that are of immediate interest to you, the items that are your focus right now. The things commanding your attention.

The things you want to spend your time on.

Everything else is your backlog.

In agile teams, the backlog represents the pool of work to be done eventually, but which isn’t currently getting any of your effort. It’s the stuff that’s going to be done tomorrow, or next week, or eventually. It may have deadlines or it may not. It may be well thought-out or not. It may be highly detailed or roughly sketched.

But while you’re working through your daily routine, you’re not going to spend any time thinking about it.

Focus Where it Matters

The idea here is to bring laser-like focus and gazelle intensity to the tasks you’ve picked to work on. You don’t want to be distracted by thinking about what you’re going to be doing next week or on that long-term project.

By placing those tasks which are your chosen work for the day into a separate container, the daily list, you have isolated them so that they’re all you can see. They command your attention. As you work through them and check them off, take a moment and feel good about each one you’ve accomplished.

Which brings up a good point. Each item on this list needs to be scoped so that it can be accomplished within the amount of time allocated for this list. If it’s a daily list, then no task on it should take longer than a day. In fact, the list take as a whole should be completable within a day’s time.

Which means that at some point, you have to refine your tasks to get them properly scoped.

Grooming for Success

At the end of each day, I suggest spending 15 minutes or so grooming your backlog.

Grooming?

Yes. Go through each item on the backlog and see if you can add any specificity to it. See if you can split any items into subitems. Can “Plan Cross-Country Vacation” be split into “Finalize Route” and “Book Hotels”? These are more bite-sized tasks which have definite ends to them, where “Plan Cross-Country Vacation” is more nebulous. What else needs to be done before that task would be complete?

Look for opportunities to add specifics. To drill down. To break tasks into smaller chunks. To throw away chunks that no longer make sense. To add detail to the most sketchy thoughts in the backlog. But be careful that you don’t take this too far.

Spend the most time on the most near-term items, as they’ll be the items coming up next. If you use priorities, consider those as well when deciding where to spend your 15 minutes.

By separating your immediate work from your longer-term plans in this fashion, you’ll find you’re better able to focus, and to use your time more effectively.

What do you think of the two-list backlog idea? Leave a comment and let me know!

Today we wrap up our series on Agile Leadership examining the four values in the agile manifesto and seeing how they apply not only to software development, but to leadership in general. And that means today I have to figure out the hardest one of the bunch to apply outside of software. Man, I’ve been putting this off for a reason.

Be seeing you Oliver Hammond via Compfight

The second value listed in the agile manifesto is, “[we value] working software over comprehensive documentation.” Yikes. How on earth are we going to find a general case for that?

Well, let’s take a step back and figure out what the point of this for a software team really is.

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This morning, I shaved. It was the ritual that launched the rest of my day.

Wet Shave

It all started with a hot shower to soften the whiskers. Next, I whipped up a puck of shaving soap into a lather before slapping a steaming hot towel onto my face for a few minutes. I spread the warm lather on with the brush and made the first of three passes using my freshly stropped straight razor. After the last pass, my face now smooth as a baby’s tuckus, I splashed on some cold water, witch hazel, and after-shave lotion. My mind was serene, my thoughts were focused, my spirit was centered, and my body was relaxed and energized.

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Continuing our theme this week of Productivity, I’d like to talk about what I think is the biggest enemy of personal productivity: distraction. Yesterday’s post about the Pomodoro Technique is one way of limiting the amount of distraction in your workflow, but is it enough?

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Not really. Even when you set aside 25 minute Pomodoros in which to work, the tempting distractions are still there. Email alerts, ringing phones, shouting children, urgent questions from co-workers that will just take a second. Even your own mind can be a distraction as it drifts to thoughts that aren’t related to the task at hand, drawing your focus away, making you unhappy, and compromising the work you’re trying so hard to accomplish!

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Continuing Productivity Week here at the blog, I wanted to talk today about a technique that really helps me focus on specific tasks and achieve dramatically increased productivity. It’s called the Pomodoro Technique.

Tomato sauce

The technique is very simple to implement, but contains tremendous power for creating focus within your day, in bite-sized blocks of time. Best of all, it has almost no barriers to entry, and you can start it today with equipment and tools you already have.

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Yesterday, we looked at how the Action Method works, in both paper and online forms. Today, we’re going to dig a little deeper and I’m going to show you how I actually use it to manage some of my work and home tasks.

Overview

Action Method

This is my default view in the web tool. It shows my tasks, sorted by date, and all three colors of Action Steps are displayed. You can elect not to sort by date, but for any Action Steps that aren’t what GTD would call “Maybe/Someday” tasks, I assign dates to keep myself honest. I may move these dates if needed, but I keep the dates there as a reminder that these tasks need to be worked on.

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I’ve fought for years against practically every conceivable method of organizing the todo items I accumulate every day. I’ve tried Day-Timers, Franklin planners, and other agendas but my life doesn’t ever lend itself well to advance scheduling. I’ve tried GTD but it’s just too paper- and folder-intensive and I end up filing things in places and then forgetting what I named the folder, or worse yet, I end up with fifteen folders all containing pieces of the same thing, each with a subtly different name, all filed separately. I’ve tried at least twelve different tools on my iPhone and iPad all without much success. I’ve even tried keeping simple “ToDo” lists on pads of paper or sticky notes!

stress

I’m the one in the pan!

Then I read Scott Belsky’s book, “Making Ideas Happen” (this is an affiliate link) and I threw all other tools, apps, planners and methods away.

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