Genuine Curiosity

Author Dwayne Melancon is always on the lookout for new things to learn. An ecclectic collection of postings on personal productivity, travel, good books, gadgets, leadership & management, and many other things.

 

Total Workday Control

In my continuing quest for methods and tools to make me more productive, I've been reading and applying Michael Linenberger's latest techniques from the 2nd edition of his book, Total Workday Control Using Microsoft Outlook. As I've chronicled here in the past (see "My GTD Odyssey"), I have been a follower of Michael's methods for a long time.


One of the reasons I liked them is that they were more prescriptive than -- but still philosophically compatible with -- David Allen's "Getting Things Done" (GTD) methodology. I found Linenberger's instructions to be more actionable and specific, and they helped me sustain my productivity better than GTD alone. As I mention in my GTD Odyssey posts, with GTD I missed the "go to the list; get next task" feel that I remember from my old Franklin/Covey days - and Linenberger's method feels more comfortable in this regard.


"Manage Your Now"


In this second edition, Linenberger has raised the bar again and introduces more techniques, workflows, and Outlook tweaks to help make things easier. He's even moved beyond "Total Workday Control" to establish a methodology he refers to as "Managing Your Now" or "MYN" for short (I suppose everybody's gotta have a 3-letter acronym, or TLA, these days).


The book walks you through a step-by-step sequence for setting up Outlook for better email, task, and calendar management through the use of customized views to help you filter the information you must deal with to get your work done (the book's example of the Task view is at right).


MYN involves managing to a "Now Horizon" and segmenting your tasks. Basically, you are able to create several tiers of priority:



  • Critical-Now: the 1-3 tasks that must be done today
  • Target-Now: high priority items that you would like to do today but are not urgently due
  • Opportunity-Now: medium priority items that need to be done soon, and could be done today if the right opportunity presents itself
  • Over-the-Horizon: items that are on your lists, but you've consciously pushed them out for future consideration

This filtering and sorting method has made it much easier for me to become more methodical about working through the tasks on my lists, and the views described in the book provide a sort of "at a glance" cockpit to help you pilot your day. Find out more in the sample chapter available on the book web site.

The right tool for the job


You can go through the book and manually set up the views, but I recommend using a tool described in the book instead: The MYN special edition of ClearContext IMS. This not only automatically configures all of the special MYN views, it offers a ton of very easy-to-use shortcuts to help you become more productive with Outlook. The features are numerous, efficient, and sooo useful. I've been a loyal ClearContext customer for at least a couple of years now and couldn't live wthout it.


By the way - even if you choose not to adopt Linenberger's methodology, I highly recommend ClearContext. You can get the regular, non-MYN version at the ClearContext web site, and they even offer a 30-day trial so you can find out if it's a fit for you.


Some examples: I love being able to file a whole topic thread automatically, schedule follow-up tasks automatically, and use ClearContext's "Unsubscribe" button to make irrelevant email threads disappear

Commit - don't dabble

As I mentioned above, this book is much more prescriptive than the first edition. One of the asepcts of that is that it really requires a commitment for a few weeks to really develop new habits so you can get the benefits of Linenberger's methods. I think it's absolutely worth the commitment - I don't have exact metrics, but I think the books claims that you can increase your efficiency by 25% to 45% are in line with actual results.

And I also recommend taking a 'baby steps' approach to adoption, and focusing on the front half of the book to become proficient in the basics of task, calendar and email management before moving on to the more advanced topics later in the book (like project management and Goal/Project/Task management).

Summary

Total Workday Control Using Microsoft Outlook can truly help you "Manage Your Now" whether you're an accomplished GTD user or someone just getting started on the path to gain control of your workday. Just make sure you stick with it for a few weeks (21 days is a good rule of thumb) to ensure you get the benefits.



Eliminate procrastination - the high tech way

The folks at Fruitful Time have launched an interesting product called Fruitful Time TaskManager Electro, and it promises to eliminate procrastination. Yes, you heard me - it eliminates procrastination.

The product functionality is very intriguing - as Fruitful Time declares, "Trying to use programs which hinder your productivity is automatically detected and blocked through an innovative way... " And the results are no less impressive - they cite an independent research study which determined that use of this product "...increased productivity ranging from 50% to 75%." Wow.

Apparently, their advanced algorithms can detect when you are doing things that are in conflict with your next actions on your task list, such as "Loading up a game or randomly browsing instead of finishing off a paper due in two days time..."

The method seems a little unorthodox (and sounds a little dangerous) but according to the FAQ's it is completely safe.

The product is available now as a free download.

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Getting Things Blogged

Thanks to my dear friend Rosa, I have been reading a great post from Web Worker Daily on "Getting Things Done (GTD) for Bloggers."

As the name implies, this article is an adaptation of David Allen's Getting Things Done, geared toward bloggers. I think it does a fantastic job of mapping GTD activities to the tasks of blogging. I'm tempted (but maybe not that tempted...) to produce such a mapping for my "day job," too.

Innate or acquired productivity?

As I reflected on this, I was wondering: how much of productivity is learned, and how much is wiring? I have three children, and they each approach organization and planning in very different ways. My youngest is a natural listmaker and planner. For example, this past weekend, she had a sleepover at a friend's house. The Sunday before, she had her bag packed and had created a little sign that she put on top of her bag, reminding her to put her toothbrush, toothpaste, and her favorite stuffed animal in the bag before going to her friend's house.

She's only 7 but she is by far the most "together" member of the house - and this is all stuff she picked up on her own.

So, what do you think? I consider myself to be productive, but not naturally so. I've learned some tricks and techniques to help with organization, but I must work at it to stay with the program - what have you observed in your own life?

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A few for Friday

After a crazy week, I have a few assorted tidbits to share with you:

The new edition of Beyond Bullet Points just plain rocks.

Last week, I posted an item about Cliff Atkinson's book, Beyond Bullet Points, over on Joyful Jubilant Learning - this is a book that totally changed how I do presentations, and I have long recommended it to others.

Shortly after posting the item, I got a note from Cliff telling me that there was a new an improved edition of the book. I updated the links in all my posts about the book and ordered a copy of the new one for myself. It showed up earlier this week and I started reading it.

Let me tell you - Cliff has raised his own bar on this one. There is more analysis of what's effective and ineffective in presentations, more about why his techniques work, much more prescriptive guidance on creating presentations, and -- very handy -- a CD with tools and examples.

Free ebook on stopping procrastination

The folks at "Fruitful Time" are offering a free ebook called "Stop Procrastination Now," along with a bundled evaluation copy of their Fruitful Time software. Fruitful time is a personal task management system that was recently released.

I played around with their software and it is pretty good - I don't use it because of my unnatural dependence on Outlook, and it doesn't currently integrate with Outlook. However, if you don't have that requirement, their product could be a good fit for you.

And, in any case, the ebook is worth the read.

SameCell is ready for prime time

Some time back, I wrote about a product called "SameCell" that runs on your cell phone or PDA and alerts you when you are near someone else in your SameCell "friends list." I've been using it since then, and I like it. There are quite a few folks on my list that travel a lot, and we have discovered we were in the same airport a few times and gotten together for a drink during a layover.

They are now out of Beta test mode and in full production, with more phone platforms being supported (including Blackberry, the iPhone and iPod Touch), and some cool integrations with FaceBook. Oh - and it's still free.

Related items

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[Review]: Discovering Your Inner Samurai

I'm privileged to be a part of the Virtual Book Tour for Dr. Susan L. Reid's book, "Discovering Your Inner Samurai: The Entrepreneurial Woman's Journey to Business Success1." This book is an interesting business book in that it grapples with a tremendous array of topics, all designed to help women conquer the trepidation, disillusionment, and other obstacles that must be overcome by a successful woman entrepreneur (referred to as a "Pren-Her" by Dr. Reid).

Now, a lot of the obstacles discussed in this book are the sorts of things that entrepreneurs of any gender can encounter, so there is tremendous advice here for any aspiring entrepreneur - not just Pren-Hers. However, Dr. Reid weaves in some powerful advice tailored to the "styles" and needs of women, exploring differences in bonding and communication styles, and the advantages of women's ability (and willingness) to "go deeper" into the emotional realm of business. For example, there is a chapter on "Womaning - Woman As A Verb" that I really enjoyed - it's a great exploration of how women build relationships. For such a short section in the book, it sure helped expand my perspective.

Keeping it real

Like most books that really "connect" with me, this book is full of wonderful stories of real life experiences. Dr. Reid talks a lot about her own journey through business and life (don't miss the early chapter describing her spiritual awakening). It's through these stories that she teaches us to connect with our "Inner Samurai" -- the voice in our heads that gives good advice and helps you remain centered in the heat of battle. She also teaches us to be more aware of this good voice, since it can easily be drowned out by our less helpful voices.

"Why do we think our thoughts are the truth? Because we form attachments to our thoughts. Instead of listening to our Inner Samurai, we form attachments to what the voice inside our head is telling us. When that happens, we're lost -- lost to focusing on past failures or future dividends instead of present joys. Lost to what really matters in life. We dwell within the domain of ego believing it to be real."
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