Category Archives: gtd

Google and Lazy Students

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The Lost Arts of Problem Solving and Asking Questions.

How does it begin and where does it end? If I can not find the solution on the first page of google, it must not exist. If my teacher isn’t readily available to do it for me, then “I can’t do it”.

Problem Solving
It is a learnable skill, and for some it is an art. You must begin with determination and then add in some perseverance. It requires a willingness to research… beyond the first five links on google. For challenging problems, you might not even find your answer online. Problem solving can sometimes lead to what used to be referred to as ”head scratching”. Something can be gained by staring at an actual piece of paper where you have scribbled notes and you PAUSE TO THINK. Be willing to follow leads, come to dead ends, and then start down new paths. Some creative brainstorming with other smart people may even be required.

Asking Questions
Don’t be afraid or to proud to ask sharp people for a bit of intellectual assistance. This is different than asking someone to do your job for you. This is actual learning and it doesn’t have to be limited to a classroom at school. Seek out people who know a thing or two or three. Exchange value with them. Get a push in the right direction. Most leaders are willing to donate a few quick minutes to share their skill with young, hungry, up-and-coming leaders. But your do have to ask.

 

How I Got Things Done in 2011

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Every year we all try to get a little more productive. Here is my list of “The Most Essential and Indispensable Applications of 2011 For Getting Things Done”. No application can make this list if is not cloud sync capable. (Cloud sync is now a ‘must’ and can no longer be considered a “neat feature” for applications.)

Wunderlist - To-Do (GTD)
Since Apple can’t seem to ever get it right with a simple and powerful ‘to-do list’ program, everyone is left searching for the best thing. Here it is.

1Password - Universal Password
Worth every penny. Save & recall all of your passwords in one very secure application. This is a life saver with every website having their own log in requirements. The ‘auto-fill’ feature is time saving both for log-ins & for purchases.

Evernote – Notes & Ideas
Simply the best, most complete place to start, develop, keep and share ideas. PLUS it’s Free!

Google Docs – Documents, spreadsheets, word-processing, pdf’s & more
Google Docs started as a cute alternative to word processing on your own machine is now a viable replacement for ever again paying for a Word or Pages. The best improvement in google docs is the upload feature. You can simply import a document that someone sends you. Edit it. Share it. Download it. Convert it. Great stuff! PLUS it’s Free!

Dropbox – Easy File Sharing
“Get your files anywhere” is the company’s explanation, and that pretty much sums it up. You can also quickly sync files, share files and back-up files of all kinds. PLUS it’s Free!

*If you are still on a windows machine, I feel bad that you are such a slow adopter to superior platforms. Get going! Buy a refurbished machine.

Those Magical Two Words

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There are two types of people who are working your projects. Lazy people don’t count.

One type just wants the job to be over and is trying to find the quickest possible exit. The other type are those who are on the look out for how to make your project remarkable. Both have their place as long as they are working, but I’d rather have the person who is in pursuit of excellence. You know you have found one of these types when they include the glorious little phrase “and also” into sentences.

“I finalized the contract and also was able to save us 10%.”
“We finished the code and also found a couple of ways to make the site more user friendly.”
“I wrapped up the work outlined for this week and also had time to get ahead on next week’s items.”

‘And also’ hints at a person’s willingness to work hard and also their capacity to see what’s ahead and take initiative. Do you have people on your team like this?

Facebook Could Rule the World of Project Management

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In my spare time I am a recreational project management hack. I enjoy starting teams of people (mostly volunteers) to do good in the world. Currently I am heading a new leadership team and experimenting with project management through Facebook. (If you are doing or trying the same thing on Facebook, then I would be curious to hear how you run project teams with the tools that already exist there.)

If Facebook wanted to, they could rule the world of Project Management.

Here is what Facebook already has:

  • Lots of People: Obviously this is key for project management.
  • Lots of People who already know the program. The less you have teach people how to use a new system the better participation you will get.
  • Groups (private & public) — this is key — I don’t want everyone to see my project and leadership team thoughts, notes, debates and content.
  • Postings & Comments. These are important for creating dialogue.
  • Documents
  • Pics & Albums
  • Calendars and Events
  • Email, group email and emailing to the project
  • Chat.

Here are critical features that Facebook is still needing to develop:

  • ToDo list with assignments
  • Time tracking. I bet Facebook is already tracking how much time we spend on each section so now they could just make that public for each of our projects (a timer).
  • Milestones
  • Dynamic document updating
  • Screen sharing, audio & video conferencing.

Most importantly here’s how Facebook could make money … (and believe it or not, for us also, not that they need me to figure this out for them). Facebook could run a basic version for free like everyone else does. Then run a pro version with a few more widgets &/or more volume of projects. Put ads on the side that directly relate to the type of project being run. (They already this in other areas. For a FEE let me turn OFF the crap I don’t want to see on my company project management tool. Also for a fee let me eliminate some of the social play crap that I wouldn’t want my employees to be goofing around on at work.

Yes, I understand that Google does most of this stuff already. But let’s face it, most people who you try to get to use Google Docs and features who aren’t using them already have a really hard time learning and adopting them. The experience isn’t as intuitive as it needs to be to be adopted by the masses.

My Unscientific Theory of Forming New Habits

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30minutes x 3days x 4 weeks = solid foundation for a life changing new habit.

[disclaimer] I don’t have any scientific data to prove this, but I do have plenty of real world experience. [end disclaimer]

So, it’s just my personal working theory, but I believe that if you really want to form a new life changing habit it is as simple as dedicating yourself to a new discipline for 30 minutes a day, for 3 days a week over the course of 4 weeks.

I have tried this theory on both exercise and on work projects. This devoted time has been applied and worked with my children in academics and also household responsibilities. I have been witness to this simple principle transforming people’s spiritual lives.

Here’s why I think that it works.

30 minutes
It is not a long enough segment of time to be initially demotivated from trying it.
It is enough time to separate a good intention from a little bit of hard work.

3 days of a given week
This is less than half the week, so it doesn’t leave you with the sensation that you are doing something that you don’t yet “every day”. It’s a tolerable rhythm, it allows for a weekend and yet gets you going in the direction of discipline.

4 weeks
Make it to the the end of the month and you feel like “holy crap!, I just did that for a whole month and it wasn’t that hard”. It is a long enough segment of time to feel a true sense of success and also a long enough span to see some true gains.

I am going to apply this theory for the next 4 weeks to reading. I already read, but it is inconsistent at best, and usually comes in unscheduled bunches of time. Reading is one of the first things to get pushed aside during busy seasons. For me, reading isn’t a habit, it’s more like a good intention that I sometimes do. I know that if I were to read more that it would benefit my personal, spiritual and business life.

You try it with me.

Pick a category… anything.
Help me test my theory of the next 4 weeks.
I’ll post my updates here in the comments of this blog.

Paper and Pause

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The power of paper, pause, prayer and a simple process can give you clear direction for your day. These simple things done in 15 minutes or less can revolutionize your productivity, energy and outlook.

1st, get a sheet of paper.
Divide the paper into 2 columns
Left half = list the things that are stressing you out; your right now life challenges & problems.
Right side = list out items that you need to get done; personal, work, spiritual, for others
Bounce back and forth between the 2 sides.
Check your email for work (work only!) that needs to get on your list.

[pause... right now!]
- pray (if you do that).
- slow your mind.
- process what is truly important for today.

Take a 2nd sheet of paper.
Make an ACTION LIST for TODAY only from your first list.
# the items in priority order.
Don’t exceed putting 2 really big things on your list.
Start at the top and just get going on them NOW!

Rinse & repeat for tomorrow.
Try this for 5 days.
Stay focused when you work — don’t do things that aren’t on the list.
HOLD email and calls for your last hour of the day UNLESS they are related to the list.

No Connection Productivity

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You want to be extremely productive with your day?
Turn off your phone.
Turn off your internet connection.
* You can still use your computer, it does still function very well without being connected to the web.
NOW, go to work and focus on your 2 biggest projects.
Try this for 2 whole hours… straight!

EXTREMELY PRODUCTIVE time can be found in dis-connectivity.

Ask any working person who flies regularly. They will tell you how great their time on an airplane is for getting caught up and also getting way ahead. The world continues to function. Earth and all of it’s joys and heartaches will still be here when you plug back in. There was an era where we were highly functional human beings without the drugs of facebook, twitter, email, text and calls… there really was.

It’s as simple as it sounds OR you become addicted to the internet.

3 Month Pathfinder

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Don’t let your big dreams or your ambitious project overwhelm you. Try some of these tricks to keep yourself moving toward your big goals.

Pick a milestone. Set your sights fully on a major accomplishment that you REALLY want to have come to fruition 3 months from now. Look at it as biting of a slice of the larger whole. Try to  put the more daunting mountain of a dream within your grasp by focusing on this piece.

Dump your brain. Get out everything that you can think that has to get done or that you want to get done on your project over the next 3 months. If you don’t like computers that much, get a pile of sticky notes and a fresh wall…. every time you think of an item or a to-do put it up there.

Walk backwards from your goal. What will have had to have happened in order for you to end up where you want to be? Do you have to raise money? Create a budget? Recruit a team? Find a needed resource?

Think in containers. Try to find 4-8 master categories. Ask yourself what some things have in common with each other. A few usual suspects  are: money, people, needs

Create stages. “Month 1, 2, 3″ — “Prep, Action, Wrap up” — “Beginning, Middle, End”. Use something that inspires, seems creatives, or helps you visualize the process. Take the to-dos and give them a stage so you know ‘when’ to get to each item in the proper order.

Start fast and easy! Everyone likes easy stuff. So, if it helps you get excited and see progress, ignore every other things I have said and start with those things. Another trick I like to do is outsourcing items that I hate doing or that slow me down… making reservations in among these things.

Take the necessary time. Most big plans fail for lack of time and planning. Make your goals reasonable. Block out a portion every work day to do the project of your dreams and desires. FOCUS!

Get it done!

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Who wants to hear anyone frustrated at them for not getting stuff done on time? Not one of us, but yet, it seems that for some of us as the work load is piling up, we have a hard time just “getting it done”. Here are some basics to consider and integrate into your work life when you need to just get some crap done, out the door and delivered.

  • Get alone – Find a quiet place (don’t tell me you work best at Starbucks) where NO ONE will bother you; politely tell the nosy person next to you to be quiet if you aren’t allowed to leave your work space. When you are done you can go out for drinks and make up later.
  • Set aside a chunk of time - More than you realize, most everyone has a hard time sitting still and just doing some work. Before prioritizing your list, schedule your next isolated work time right away on your calendar. Block it out as an appointment to yourself and make every effort to keep it as though you were meeting with your boss.
  • Turn off your email & cell phone - Seriously… you are wasting more time there than you realize and it distracts your focus.
  • Brainstorm your tasks - Everything you need to accomplish should be in one master list. Yes, it must be digital! Don’t tell me your notebook works, your grandparents didn’t have to hold onto as many details as you do today. Don’t worry about sorting yet, just get it ALL done on a list… think through every aspect of your life: work, projects, home, personal goals, honey-do’s, etc.
  • Most important stuff first - Use the #’s 1, 2 & 3 to prioritize your list; #1′s being urgent items, #2′s being important & #3′s being items that you would someday like to get to.  Since it is on the computer you will be able to sort it (see the genius now?).
  • Do it NOW! - If there is a project that is due today, the get to work on it now! make a sub-list for the project of the things associated with it that you need to get going on. enjoy the victory of checking things off.
  • Easy stuff 2nd – There might be more projects to do, but with you next allotment of time (now or that time you set aside) use it to clear a bunch of easy things off your plate. you will feel much better.

Tech info. - if you run on a PC, then just use the Outlook task pad; I used it for years and it is VERY robust. if you are MAC, you can use Wunderlist, Things, Task Paper, or OMNI Focus.