Justin Jacoby Smith is an organizer, web geek, Buddhist, and poet.

Filtering by Tag: Inbox Zero

starting to break out of the sand

Thus far I've been doing an awful lot of namby-pamby self-helpy "CARE ABT YR STUFF" writing here, but it's time for the rubber to meet the road. If you're buried in tiny tasks, organizing meetings, and action planning, it can feel an awful lot like waking up buried in sand on the beach: how did all this stuff land on me? How did I not notice that I'm stuck? This is a warp-speed set of tips to get you thinking about how--and more importantly why--you want to get better at managing your time and energy. This isn't a step by step how-to, but a framework for thinking through the ways you might be able to make room in your life for the machinery required to get the shit done that you need to get done.

In the next few posts I do I'll be breaking these out and expanding on their purpose, relevance, and implementation for people trying to do work that matters.

Adopt a set of rules for dealing with incoming stuff

Eliminate the 'what do I DO with this?' problem

Some people will say you need a "productivity system" like David Allen's Getting Things Done. I like GTD, and there are lots of great lightweight introductions to it available, but it can take time and work to get started with. If you're looking for something you can adopt quickly so you can begin to see results and decide whether or not it works for you, I'd start with something simpler, like the Do/Defer/Delegate framework of Inbox Zero. In essence: if you see a thing, and it can be done in less than 2-3 minutes, do it. If not, put the time required to do it on your calendar. If you have someone in your life or circles or team who can help you, see if you can farm it out.

Then, maybe try GTD for more control.

Make (and keep!!) commitments to yourself

When you put something on your calendar (the 'defer' part), do it.

If you're hitting the end of your calendared time for Item 1 and it's time to start Item 2, stop item 1 and do item 2. You'll probably quickly discover that you aren't budgeting yourself enough time to do the work you need to do. That's ok. You're making progress, you're getting a better sense of the true time costs of what you do so you can plan more effectively going forward, and you're strengthening your discipline by moving from one kind of focused work to another kind of focused work on your own terms.

Guard your time like it's your last slice of bacon

People. will. walk. all. over. you. If you let them.

To whatever extent you can, you have to guard the commitments you make to yourself. Obviously if somebody with a fancier tie and a longer title than yours comes in and drops something heavy on your desk and says "I need it a week ago," you have to make allowances and tradeoffs, and maybe shift the commitments you make to yourself. The key is that you make people--even Manager Fancy Tie--aware of the relevant tradeoffs: "Sure, I can get on this--I'm workin on the TPS reports now, so those will have to be a little late while I handle this here hot potato. Is that ok?"

Keep a Journal

Capture, Review & Reflect

Throughout the day, as you make notes, add them to a running journal. As the day goes on, review items you've "captured" and (as in 'do, defer, delegate') and either put them on to-do lists for the projects they're relevant for, find a place on the calendar to put it (affinity group meeting at 4!), or send the necessary communications ('hey john, how's the dooblybop coming?'). As you accomplish things, move them from to-do lists to my Completed list. In the last few minutes of the day I like to look at my journal to see a list of the things I've gotten done that day. I use that list to generate about 75-100 words of reflection on the day. It lets me clear my head, think through the progress I made and opportunities for improvement, and jogs my mind to get thinking about tomorrow. Here's a sample of what I'm talking about. I highly recommend it.

Think About Tomorrow Today

Get A Framework Down & Review It AM

The last thing I do before I leave is be sure I have time blocked out tomorrow to work on the things I know--from my daily review, my reflection, and my overall understanding of my day--will be important tomorrow. Transfer that skeleton schedule to a place you'll be able to look at it in the morning, on your way in to work. I like to put it on my Google Calendar so I can review it on my phone as I ride the train in to work, but maybe just jotting down a little list on paper works for you. Whatever you need to do, the important thing is that you A) have a sense of what you'll do tomorrow and B) look at it in the morning to remind yourself of what you've decided is important.

Bonus Tip

Jumpstart Critical Thinking

Here's little bonus brain hack-y thing to get yourself sharp in the mornings: before reviewing your calendar, read something short that you disagree with. Cognitively speaking, the act of mentally questioning and interrogating something ("wait a minute, that's BS!") is connected to the critical thinking lots of us have to do in our daily work. By massaging your brain out of the fog of sleep into the act of thought, you'll be prepared to look at your calendar for the day and examine it critically, so that when you get to the office you'll be ready to hit the ground running, deal with stuff effectively, strengthen your discipline, and generally wreck shit. That's a technical term.