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.

 

Me on GTD Update: -Capturing

Update: I've received some great suggestions and links to other resources in the comments to this post - check them out and feel free to add your own tips and experiences.

You should also check out a great riff on this topic by John at Success Begins Today [link]

-- Dwayne

As a long-time Getting Things Done (GTD) follower, I love it and I hate it. I love it because it's simple, powerful, and flexible. I hate it because it's too flexible. I've had a hard time getting a specific workflow down and sticking to it. GTD doesn't have rigid "props" for me to use as mental queues like many other systems (with the Franklin-Covey systems, you can "ground yourself" to the daily task list - with GTD, there are a number of lists).

Reminder Part of my new year reset is to try to streamline my use of GTD and establish better rituals to help me keep up a consistent approach to evaluating my choices, scheduling, etc. (if you've visited here in the past, you'll know that this sort of thing is a recurring theme for me - I'm a bit of a GTD binge user).

If you have experiences or resources that have helped you create a set of daily habits for GTD, please let me know.

Please note that I'm not after yet another copy of David Allen's GTD Workflow chart - I know that one very well. What I am looking for is something that provides periodic nudges to condition me to automatically look to the lists, etc. as I find myself in between scheduled tasks. Something about the way I'm wired causes me to drift away from my lists, and I think I need some cues to bring me back to them.

This might be easier if I had the same routine every day, but I travel a lot and end up doing a lot of opportunistic things based on the work that I do. Rituals that will work regardless of location, time, etc. would be best. Other considerations are that I work with Outlook as my calendaring program (synced to my Treo 650 via Goodlink), and am using KeyNotes and KeyTasks to sync my notes and tasks with Outlook (Goodlink doesn't handle categories - that's a fatal flaw).

As I dusted off the old search engine, I've found some great articles from other practitioners that I think are worth sharing.

The interesting thing I've noticed is how many of my blogging pals have already commented on the articles I've found - I don't feel so alone in this after all

Got others? Please share.

Technorati:
Del.icio.us:

Read More

Spiritual clutter

Continuing on my recent clutter theme, I want to relate an "a-ha" brought on by some comments from a visiting missionary at church this morning. This is a little philosophical, so bear with me.

Our visiting missionary was talking about how we are called to leave behind things that make it more difficult for us to live the life we want to live. The "things" we need to leave behind are sometimes physical, but he asked us to broaden our perspective to include relationships, grudges, and so forth. Of these, he said something like, "If you don't get past those blockers, you'll never have a better life." He also emphasized that getting clearer on what that "better life" is for you can make it easier to choose what to leave behind.

What he said reminds me of some of the core principles of Getting Things Done, and I think the impact is very similar. In GTD, David Allen talks about how you need to get everything out of your head and into a trusted system so you can free up "psychic RAM" and focus on more productive uses of your time and energy.

Likewise, if you hang on to grudges, frustrations, problem relationships, etc. those things will grab a piece of your psyche and prevent you from using your gifts in the most productive, fulfilling ways.

Definitely got me thinking about how I can clean up some of the spiritual / emotional clutter. For example:

  • Who can I forgive (or ask for forgiveness) and get past a grudge?
  • Who can I apologize to and make amends?
  • Do I have any relationships where it's time to move on and stop trying to "make it better?"
  • Are there areas where I'm struggling because I don't have a clear idea what my "best life" looks like?
  • and so on...

Great food for thought.

Read More

My scattered brain

Lately, I have been working on uncluttering my inbox. Sure, in the spirit of Getting Things Done, I "get In to empty" every day, but I realized I've been processing waaay too many messages that have little or no relevance to me, and handling too many pieces of paper. I want to share some of the things I've done, and hear from you about additional steps you may have taken to trim down your inbox.

Spam filtering

I've experimented with a number of add-on spam filters for Outlook (most of them have free trials) and have settled on Cloudmark Desktop, and am quite happy with it. It's very easy to use, and is based on a 'neighborhood watch' kind of model - all users are able to report things they believe are spam, and messages flagged by enough people are reviewed and added to the spam list, if appropriate. Likewise, if you find a message that you think was mis-identified as spam, you can unblock it which unblocks it for you (this sometimes happens when people who are too lazy to unsubscribe to messages just hit the Block button on the toolbar instead). At right is a snapshot of my stats since I started using it in January, for perspective.
Unsubscribe more aggressively
I've been paying more attention to newsletters, Google alerts, and other recurring email traffic and unsubscribing from them if I notice that I always (or almost always) delete them without reading. Same goes for offers from vendors I've purchased from, particularly if I'm no longer using their product.
I've also been unsubscribing to physical mail, as well. Letting magazine subscriptions end, returning unsolicited or unwanted mail (in their own postpaid envelopes with a note asking them to remove me from their mailing lists), and so forth.
Deleting, rather than responding to more email
I'm getting better at not jumping into the fray on email threads that don't directly pertain to me or my primary goals. I'm seeing a gradual, but persisten, decline in mail volume from this. Once I realize I no longer want to follow an email thread, I use ClearContext's "Unsubscribe" button to make it disappear from my view (don't fret - it puts these things in a special Unsubscribed folder where you can go re-subscribe if you make a mistake).
Automate recurring bills
Last year, I wrote about "outsourcing the drudgery" in my life. I've now gone a bit further and set up every service I can as an "autopay" account, and converting to electronic statements if they offer them (this allows me to easily use NitroPDF to mark them up and forward them for expense reporting, and makes it easy for me to file the statements electronically so I can retrieve them if I need to.
Back off on the email "whack a mole"
When I first discovered the joy of an empty email inbox, I constantly watched it and tried to keep it empty. Now, I only "work" my email inbox about 30 minutes in the morning, 30 minutes in the afternoon, and sometimes a quick check in the evening. And I still get to empty every day.
This helps partially because it prevents "rathole emailing" since many problems have resolved themselves by the time I see them. It also helps because the limited time windows help me do a better job of sticking to the 2-minute rule, etc.
I shared my tips for getting a very large email inbox down to a very empty one a while back - if your inbox is overloaded, this may help.
And I'm still looking for more ways. What about you? Any tricks you've discovered that you'd like to share?

Are you wired for clutter?

Gretchen Rubin at the Happiness Project has a great quiz/commentary on the subject of clutter, packrat tendencies, etc. I definitely learned a lot from her article - both about myself and about ways to declutter my house. Click over and take the quiz.

In addition to her comments and topic areas, I find that lack of good storage space is often a big factor in whether my "stuff" becomes clutter or not. If I don't have a place to put something, or if that place is inconvenient to get to, then that increases the likelihood that I'll create more clutter.

One of the "project candidates" I'm considering for this summer is to pick some key problem areas in my house and figure out how to resolve the "inadequate storage" problems they present. Of course, there is also an element of procrastination here, as well. I've bought a couple of storage racks to hang from my garage ceiling, but have been putting off installing them, and I have a couple of cabinets I still need to assemble for additional storage. The Projects portion of my list is something I've skipped in my last 3 weekly reviews - time to get back on the wagon, I suppose.

What about you - any major epiphanies for dealing with clutter?

Read More

Putting PowerPoint on a diet

One of the consequences of my dabblings with Beyond Bullet Points (see related items, below for more) is that my PowerPoints now have lots of graphics, which often makes them huge. This has made them a challenge to email, send around for collaboration, etc.

I have found an awesome solution: PPTMinimizer. This product's sole mission in life is to help you squash your bloated PowerPoint files down to a much more friendly size (and it also optimizes presentation files from StarOffice and OpenOffice). It does its job by using a number of techniques to reduce the size, including optimizing the pictures and embedded objects (like graphs that are fed by Excel data, for example) to make them more space-efficient.

You simply open one or more files with PPTMinimizer, set your options (or use the defaults like I do) and click a button to optimize the files. You have the option of saving to a new name or replacing the original, and you can also drag & drop files onto the PPTMinimizer window to add them to a list.

The coolest function, in my opinion, is it's Outlook integration. Any time I send an email that has a PowerPoint deck attached to it, PPTMinimizer displays a dialog asking me whether I want to optimize it or not. If I say "Yes," it quickly optimizes it (most files take only a few seconds), reattaches the optimized file to the email and completes the Send process.

If you want to try it out, you can download a free trial version which lets you optimize something like a dozen files. I got to about 7 optimizations and paid the $29.95 (US pricing) to buy the key to convert my copy to a full version. By the way, they offer quantity discounts and there is an enterprise version available that can crawl your local and network drives and optimize any presentations it finds.

As you can see from the screen grab I've included here, the results are impressive. I routinely reduce the size of my files by over 60% - way cool.

Related items:

Read More