Email, please

Because every WhatsApp “informational” group eventually devolves into a water cooler chat, my app badge currently shows 1,457 unread messages. Because I rarely open Facebook, its app badge shows 312 unseen notifications. Because I participate in seven Slacks, with several “channels” in each, there are currently 117 unread messages in there.

Add in iMessage, Skype, Basecamp, Google Hangouts, Telegram, Signal & Twitter DMs, and we have a clear situation of contact-point overload.

If it’s important that I see what you have to say, there’s only one reliable channel—email. If you contact me through any of the others, let me apologize in advance—because I probably won’t see it.

Structure and planning vs The Flow

I know that, for me at least, a key to long-term success is planning. I carefully track my tasks. Each day I make a list of what I want to accomplish, and plan the day hour-by-hour. I know this is important. At the same time, I’m most productive when I get in “the flow”—that state of intense focus where one loses track of space and time, and is absorbed in the activity at hand. When in the flow, I don’t want any interruptions—not moving to the next task, not having dinner, nothing.

I struggle to reconcile the tension between these conflicting ideas.

A Two-Context Approach to GTD with OmniFocus

With versions available for both iOS and OS X, OmniFocus is the most powerful task management system intended for individuals on the Apple platform. OmniFocus is highly configurable, allowing the user to tailor it to their own particular approach to GTD (Getting Things Done). Until recently, I’ve struggled with identifying an ideal approach to using OmniFocus for task management. The solution I settled on is described in this post.

Continue reading A Two-Context Approach to GTD with OmniFocus

My new social media diet

1996. I remember it clearly. Recently graduated, I was working as an engineer at the European Space Agency in Darmstadt, Germany. A rebellious type, I’d decided that either they let me keep my Mac, or I’d go work somewhere else. They let me keep it.

I’d heard about the internet, and supposedly we had it, but via an email gateway called Bitnet. To “FTP” something, we’d send an email, and get back several encoded file chunks, requiring a terminal emulation program to download for offline reassembling.

Curious one day, I downloaded, assembled and launched John Norstad’s usenet reader. I’ll never forget that day; the moment I realized I had graphical access to the internet, and a door opened to a brand new world.

Soon I was following several newsgroups, and before long I experienced the first feelings that we’re probably all familiar with these days — that a huge amount of possibly useful information was being continually exchanged, and that missing even a day of it could leave one hopelessly behind. There was a larger social audience than accessible in my real-life world. There were those who were considered authorities, and getting their attention felt like an elevating accomplishment.

Little by little, my productivity began to suffer. Somehow I found myself having difficulty focusing and getting as deeply involved in my projects. The furtherest suspicion on my mind was that it might have something to do with the energy I was expending in following the newsgroups. After some time, I decided that perhaps it was the calling of the internet and the bursting horizon of opportunities, and I left to start a business. Looking back, it was probably a bit of both.

Rewind back even a bit further, to the decade covering my university studies, and first couple of professional years.

Somehow, without access to social media, I managed to identify some of the key areas that would later prove central and valuable in my life. I discovered that design is something everybody can benefit from understanding, and Robin William’s, “The Mac is not a Typewriter” forever changed my written communications. I discovered that engineering is about trade-offs, and Frederic Brooks’s, “The Mythical Man Month” taught me that there are no silver bullets. Stephen Covey taught me that it’s critical to understand the difference between “urgent” and “important”. Michael Gerber taught me that being good at something doesn’t always translate to being good at the business of that something. Roger Black showed me the beauty of black, white & red. Jan Tschichold helped me understand why I cozy up to some books, and not others. David Ogilvy taught me why I bought things.

These were, for me, profound and valuable lessons learned, over the period of about a decade, from a relatively few, but accomplished, individuals.

Fast forward to today, 2011. I read my RSS feed over breakfast, and then catch up on Twitter over coffee. Twitter stays active all day long, continually grabbing my attention.

I start to notice that even while concentrating, pauses in thought — for example, hitting a conflict while defining some project specifications — seems to trigger a desire to switch into Twitter, almost like it’s a relief to active thinking and problem-solving.

And at the end of the day, I have a feeling of uneasiness, of dissatisfaction, a little anxious. Rather than engage in reflection, though, I check my feeds. And Facebook. And Twitter, again.

I also begin to wonder whether the reasons I communicate, in the online context, have changed. Do I really have something to say, or am I just trying to have something to say? Why am I reaching to jump into that conversation? Is because they’re influentials, and I want to be seen a part of their conversation? Why did I reply to that person’s comment to me, but not the other’s? Is it because I know people are looking? Am I becoming influenced by the superficial pull of status? Are we really socially interacting, or are we more like living window mannequins, maintaining a carefully crafted expression, position and always seeking notice of those passing by?

For some reason, which I haven’t yet identified, several weeks ago I simply thought, “Enough is enough.” And since then, I’ve only opened Twitter to tweet (and that was relatively infrequent), and respond to the people who’ve contacted me. No Twitter consumption at all. Nor Facebook. I’ve only caught up on RSS one day per week, usually on Saturday afternoon.

It has felt wonderful.

I’ve enjoyed a sense of calm I’d forgotten I was capable of. I found myself intellectually and analytically engaged in my life’s important activities, and haven’t felt those activities any longer to be overwhelming.

Although there have been times in the past when I cut back on social-media consumption, this time, for some reason, it has been different. This time, I’ve had the sort of “eureka” sensation I had after studying about the Paleo diet, and somehow knowing that I’d made a change that’s going to stick with me permanently.


I find it interesting to reflect on my life before 1996, and after. If I visualize pre-1996, I see a relatively open and sparse world, in which based on nothing more than my own pursuits and limited social interactions, I identified and learned about a small handful of things that would prove of lifelong value to me.

Post-1996 — the online period — looks, by comparison, like a noisy television screen, tuned to a channel that’s signed off the air. Literally thousands of topics have appeared on my radar, raised by people I don’t know, but whose social weighting, rather than their accomplishments, have caused me to at least mentally flag the matters as potentially important to understand. File them to Delicious, tag them, Instapaper, Readability, a quick Amazon Kindle purchase, and add the author to some Twitter list.

And rather than a select, few individuals, my inflated and distorted perception of expertise has extended to hundreds, if not thousands. 10,000 twitter followers? He must know what he’s talking about.

As I look back on the past 15 years, and try to identify what I’ve learned in consuming social media, what has proven really valuable in my life, I come up empty. And that’s, I think, profoundly disappointing, considering the number of information pieces that I temporarily found interesting; of course, bookmarked and tagged for later reference. Can it really be true there was nothing there of comparable value to the visualization lessons I learned from Eduard Tufte, or the principles of investing I learned from Harry Browne?

And what I also see, looking at pre- and post-1996, is a difference in independent intellectual engagement. And I prefer the “pre” period, during which I would spend long periods of time just thinking. Just observing. Just reflecting. And, most importantly, I’d piece things together on my own, that would result in meaningful personal progress, and identification of what’s really important to me.

Affects of virtual societies

In his book in on mathematical illiteracy, John Allen Paulos discusses (among many other things) some not-so-obvious affects of global media. In our everyday lives, we’re exposed to a gaussian-like distribution of events, with extremities like murders and natural disasters being so statistically rare that if exposed only to local news, we’d hardly ever hear of them. Most of us in the developed world would perceive life as relatively tranquil.

But national and global daily news have the effect of artificially compressing the distribution, making rare events seem far more common, and this has the disturbing effect of distorting our perceptions and views. We tend to see the world as a far more hostile place than it really is.

It seems logical to me that social media would have similar distortional effects, perhaps in other, non-obvious dimensions, since the characteristics of these virtual contexts are so radically different.

Our social circles are much larger, but contain far less mutual inter-connections. We can develop artificial senses of belonging, and false impressions of relationships, where none really exists. The conversations are usually one to many, and originate in different motivations than real-life discourse. Why we communicate changes. Influence tends to derive from status, rather than accomplishment. Our susceptibilities to pride and status seem amplified in these scaled environments.

My new social media and information diet

How social media and the explosion of information affect individuals and societies is the subject of a lot of study and research today. As with most major technological shifts in history, there’s certainly benefits and drawbacks. What I tend to conclude, though, about myself at least, is that without discipline, patterns can develop that affect productivity, and without careful awareness, perceptions can be distorted. And above all, I simply don’t want to waste time!

My intent is the following:

  • Blogs For the time being, I’ll continue to read the blogs I like, but I’ll set strict boundaries; for example, only on weekends.

  • Social Media I’ll also limit Twitter (which is really the only social network that’s stuck with me) to weekends, but will make an additional change as well. Rather than follow a private curated list, whose members are based on perceived status, influence, or likelihood of saying something valuable to me, it will be based on relationships; mostly containing people I know (personally and virtually), who I want to keep up with.

I have a feeling this represents an important new phase in my life; a phase in which my social media consumption will get dramatically reduced in the same way the Paleo diet led to the dramatic reduction of carbs in my diet. (And just as with the Paleo diet’s “cheat day”, it’s not really about complete abstinence, but rather reduction and discipline.) Hopefully this represents a phase in which I’ll return as captain of the ship, determining what’s important through independent thought and experience; less affected by the biases and influences of the emergent online social contexts.

(As an end-note, I do recognize the irony of expressing all this in a blog post — and one that concludes with a “follow me on twitter” link! But for the time being, I’ll continue blogging, and tweeting, since writing, for me, is a great way to consolidate and distill vague ideas into some form of coherence.)

My system for Getting Things Done

Update: This article was written in 2011. An updated description of my system for Getting Things Done can be found here.

Back in 2004, I wrote a popular article describing my system for “Getting Things Done”. Since then, tools have changed and my needs have changed, and so it was about time for an update.

Today’s system is simpler; it’s based on two tools — OmniFocus, and TaskPaper. Here’s how it works.


Having OmniFocus on the Mac, the iPad and the iPhone, I can capture ideas and actions pretty much any time, anywhere.

On the Mac, a hot-key (command-space) triggers OmniFocus’s quick-input window. Many of the tasks I create on the Mac are associated to incoming emails. By dragging those emails into the quick-input window, a link to the original message is created in the task, allowing me to archive the message in (and helping to maintain inbox-zero zen.)

On the iOS devices (iPhone and iPad), OmniFocus thoughtfully allows you to create a new task, without even having to wait for its cloud-syncing to complete. Fast and efficient.

Most important, the highly-reliable cloud-syncing ensures that my captured tasks are immediately available in OmniFocus on all devices, regardless where they were captured.

Weekly Review.

For both review and planning (discussed next), I use OmniFocus on the iPad. OmniFocus on the iPad has a better UI than its Mac counterpart; but even more importantly, the iPad itself tends to promote focus, which I find essential for reviewing and planning.

For each project in OmniFocus, you can set a frequency for how often you want to review it. For my active projects, this is weekly. But for some projects (especially product ideas or suspended projects), this might be once every three months — long enough so that I’m not mentally interrupted too often, but at the same time, making sure they’re not forgotten.

Once a week, usually on Sundays, I’ll grab the iPad and head down to the local tea shop, order a “Té Moruño” (green tea with fresh mint), and spend about an hour doing my weekly review and planning.

I’ll start in OmniFocus’s Review Mode. In this mode, OmniFocus walks you though each project — one at a time — which is due for review, showing you all the tasks you’ve created. In this mode, I:

  • Think about the state of the project. Is it still active? Has it received enough attention? Should its priority in the overall scope of things change? If necessary, I might change the status of the project from “Active” to “On Hold”, so that its tasks (for the time being) don’t appear anywhere else in OmniFocus. (Or, vice-versa; I might “activate” a project that’s currently on hold.)

  • Manage the tasks. I add new ones that come to mind, and I delete those which may no longer be relevant. Since OmniFocus’s perspectives allow me to filter my tasks (something we’ll look at next), I can define all the tasks I imagine relevant to the project, without worry about task-overload while later working.

  • Manage the start and due dates. Each task can have “start” and “due” dates independently assigned. The meaning of due dates is obvious; start dates somewhat less. For every task that I’ve committed to do, I assign a start date corresponding (roughly) to when I plan to start working on it. This means that all the tasks I’m currently working on have start dates in the past. (In fact, more specifically, I make sure the start date is set to “now”, or in the past, for all tasks I plan to work on in the upcoming week.)

When I’m done reviewing a project, I tap “Mark Reviewed”. OmniFocus closes the project, and then shows me the next project needing review. I continue until there’s no projects left to review.

Weekly Planning.
When I finish the weekly projects review, I move on to planning of the following week — i.e. figuring out when I’m going to work on my active tasks. OmniFocus supports something called perspectives — which are highly configurable filtered views of your tasks. In addition to the default perspectives delivered with OmniFocus, I have two others:
  • Urgent — This contains all tasks that are due, overdue, or coming due soon (within two days), grouped by Context.

  • Active — This contains all tasks that are active — i.e. have a start date defined as now, or in the past. The tasks in this perspective are grouped by Project.


p>To start the planning process, I switch into the Active perspective. This perspective should show me all tasks on which I intend to be working on in the following week.

If I see any task that I don’t want to work on this week, I’ll tap the “+week” or “+month” buttons in OmniFocus, to bump up their start dates into the future (or just reset them completely.) With a change of start date, they disappear from this perspective. Out of sight, out of mind.

At this point, I’ll try to mentally group the week’s tasks into related, largish, chunks of time — like two hours, or four hours, or eight hours.

While “chunking” my tasks, I’ll switch back and forth from OmniFocus into TaskPaper — a text-based outliner on the iPad — into a document called “Weekly Planning”, and start adding chunk tasks to a TaskPaper project called “Weekly Objectives”.

(Don’t confuse TaskPaper “projects” and “tasks”, with projects and tasks used elsewhere in this article; those are just the terminologies used in TaskPaper for its outline elements — parents and children.)

When I’m done, my “Weekly Objectives” project (list) in TaskPaper might look like this:

  • RaceSplitter (8h)
  • Makalu Miscellaneous Tasks (4h)
  • Makalu Management (4h)
  • Makalu Finance (4h)
  • Personal Finance (2h)
  • Catalog Choice (8h)

I won’t schedule a full 40 hours, because I know I’ll need some margin for daily emailing, and the various little things that inevitably pop up over the course of a week.

This TaskPaper document also contains day-of-the-week “projects” — i.e. Monday, Tuesday, Wednesday,…

When I’ve finished chunking about a week’s worth of work into the “Objectives” list, I’ll then conduct a finer-grained planning by distributing those chunks over the days of the week:

  • Monday — Miscellaneous (4h), Management (4h)
  • Tuesday — RaceSplitter (8h)
  • Wednesday — Catalog Choice (8h)

What this achieves is the organization of the week’s planning into blocks of time in which my focus is relatively contained within a common context. And that leads to better productivity.

(As a side note, my TaskPaper documents are kept in Dropbox, so they’re also available everywhere!)

Daily Planning

Each evening, I’ll look at the following day’s chuncked plan in TaskPaper. If it’s Monday in the example above, I see that I’ll be working half the day in “Makalu Miscellaneous” and half in “Makalu Management”.

I’ll then switch to OmniFocus, into the Active perspective (which shows me the active tasks), and I’ll focus only on the tasks in these two projects. From those, I’ll tap to “flag” each task that I intend to complete (or just work on) during the following day.

The list of “flagged” tasks then becomes my next day’s work-list.

Finally, after doing my daily planning, which just takes a few minutes, I’ll quickly switch into the Urgent perspective, just to make sure nothing due, or coming due soon, is slipping through the cracks.

Daily Work

During the day, as I work, I keep the iPad on and displaying the “Flagged” perspective in OmniFocus — i.e. displaying my task list for the day.

These tasks should be roughly within the same project or context as the day’s chuncked plan in TaskPaper. As I work through the day, I check them off — hopefully until the “Flagged” perspective is empty.


This system works really well for me, achieving the following:

  • Based on just two tools, it’s far simpler than my GTD systems of the past. Being simpler, I’m able to better stick with it.
  • Having OmniFocus on all devices, I’m almost never in a situation in which I can’t capture a thought, action or task.
  • When looking at my tasks in OmniFocus’s “perspectives”, I see only what’s relevant, when it’s relevant. This helps to prevent feeling overwhelmed.
  • Using TaskPaper, my week is organized into “blocks”, allowing context-consistent focus, and improved productivity.

The biology of productivity?

I’ve been reading the book, “Why we get fat” by Gary Taubes. If you’re interested in understanding the relationship between eating and getting fat, then you must read the book. It could change your life.

The revelation of the book is that some common dietary beliefs are, as demonstrated by science & biology, complete inverted. And that got me thinking about possible parallels in other areas, such as productivity.

Continue reading The biology of productivity?

The benefits of setting limitations.

I’m currently reading “The Power of Less,” by Leo Babauta, the guy behind the blog. The book focuses on the benefits of setting limitations on what we do and consume, and focusing on the essential things in life. Right now, I’m reading the chapters on setting limitations.

Examining my own life, while I can’t see many areas where I’m excessive, I could only find one area in which I consciously set limitations, and that’s in the area of diet. I follow the Paleo diet, which avoid sugars and carbohydrates (pastas, breads, grains, beans, etc.), and focus on meats, vegetables, nuts and fruits — basically what the “hunters & gatherers” ate during the Paleo age.

In part due to the Pareto 80/20 principle, and in part due to the suggestion that it helps the metabolism from resetting, I allow myself one day per week to eat anything I want. On that day, I might have Churros con Chocolate for breakfast, paella for lunch, a double ice-cream in the afternoon, and maybe some spicy Jamaican jerk chicken with lots of beer for dinner.

I’ve definitely observed that limiting consumption of sugars and carbs to once per week both amplifies my enjoyment of them, and allows me to enjoy them without any of the detrimental health and weight-gain consequences of their regular consumption. (Particularly interesting is the amplification of enjoyment.)

So on the point of setting limitations, it looks like Leo Babauta may be right on the money.

Personal Productivity Revisited

Update: This article was written in 2011. An updated description of OmniFocus’s role in my Getting Things Done system can be found here.

Recently getting access to the alpha version of OmniFocus (which, by the way, is going to be the ultimate GTD application) provided a good opportunity to re-assess my personal productivity.

Over the past months, without being able to pinpoint a precise cause, I’d begun to sense myself becoming less and less productive. Although somehow there never seemed to be enough time in the day to get everything done, the actual amount of useful output I’d been producing seemed to diminish.

Continue reading Personal Productivity Revisited

More Productivity Tips

Thinking about productivity lately, following are a few more tips relating to the minimizing the distractions and interruptions in our desktop environments (which I’m convinced is one of the big killers of productivity these days):

  • If you’re a MacOS X user, turn on Dock auto-hiding. There are just far too many distracting icons there informing you of 10 new emails, 15 new RSS article, Marco trying to reach you in chat, etc.
  • Use something like ImOnTime to remind you to check email three times a day, and then don’t check it more often than that.
  • Quit any instant messaging software you don’t need during the working day. People just seem to ignore “I’m busy.” status. I’m working on a cron-driven shell script that will start iChat and Adium at around 6:00 in the afternoon, and shut them down around midnight. (I’ll leave IRC running, because we use that intensively for work.)


p>Other ideas?…



Getting Things Done

The recent posts of Merlin Mann have re-kindled a long-time interest I have in the area of personal productivity. According to Peter Drucker, one of the defining aspects of our generation is the fact that, as a society of information workers, many of us are responsible for defining both what we do, and how we get it done. Complicating matters, many of us work in environments (i.e. in front of internet-connected desktop computers) that provide us with a continual barrage of inputs (email, chats, browsing, RSS feeds, phone calls, etc.). Defining what we should do, how it should be done, and then getting (the right) things done are some of the biggest challenges we face.

In this article, I hope to describe the system I’ve put in place for myself. I’m quite satisfied with it, although it remains under continual review. The system is based on a guiding philosophy and supported with an implemented process.


I agree with Steven Covey’s view that all the things we do can be mapped on four quadrants in two dimensions, with a vertical axis of Importance, and a horizontal axis of Urgency. Most of us seem to spend too much time in the “Urgent/Not-Important” quadrant and far too little time in the “Important/Not-Urgent” area. Urgent/Not-Important activities might include responding to a request to chat with somebody, or attending to emails, while Important/Not-Urgent activities might include exercise or review of a company’s quality system.

So, when working, I try to focus on avoiding losing too much time in Urgent/Not-Important things, and to spend more time with the Important/Not-Urgent ones.


I follow a process that is based on [[[David Allen’s, Getting Things Done]]] (GTD). In a nutshell, the idea is to:

  1. Write down everything that enters your life or mind that may require some action, or later reference. Getting things out of one’s head reduces anxiety, and the possibility of things being forgotten.
  2. Process this list regularly, filing reference information where it can be easily located, and creating action items or projects for things you have to do.
  3. Maintain a list of action items and projects (todos), and let those guide your work.
  4. Review ongoing projects and todos regularly with the objective of possibly adjusting priorities (i.e. keeping on track with our philosophy)

My driving principle in the definition of the process itself, is that it should be as simple as possible, so we don’t fall into the trap of spending a disproportionate amount of time managing the process, planning and organizing, and as a result, actually accomplish very little.

My process is implemented primarily with desktop computer tools, for the Mac OS X platform:

  1. I use Hog Bay Notebook as my information entry point and repository. (It’s where I’m writing this article.) HBNB is basically an outliner, with exceptional search capabilities, and has user interface features that supports efficient data entry (e.g. pasting things from the Dock menu, an OS X Service menu item, contextual “Move to…” and “Copy to…” commands on entries, etc.)

  2. I use Life Balance, as a todo list and project management system. Life Balance allows tasks to be decomposed into sub-tasks (steps), and allows for any given task the assignment of “importance”, possibly scheduling information (i.e. a due date) and an associated “place”. At any moment, LB will show a list of todos based on an advanced algorithm that takes into account due date, importance and place (context). More details about LB are discussed later in this article, but let me emphasize that while Life Balance has a learning curve, it is truly one of the most powerful and valuable applications I’ve ever come across. As LB also syncs with a version running on the Palm, I also use it as my portable “Inbox” when away from the desk.

  3. I use Apple Mail, as email is a primary source of inputs these days.

  4. ImOnTime. This is a background program that does one thing—reminders. I can’t imagine a better implementation of the perfect reminder program. It’s very easy to create new reminders, there are reminder “templates”, useful snooze features, etc.

Here’s how I have each of these setup:

Hog Bay Notebook. I have defined the following outline nodes in HBNB (all mapped to quick-access “Bookmarks”):

  • Inbox. This is where I record everything notable that happens. If, for example, I see a reference to a new book I’d like to read, I create an entry here. If I get a phone call, I’ll jot down a summary here. Etc.

  • Projects. This is where I store reference information (clippings, notes, etc.) about projects I’m currently working on.

  • Someday/maybe. This is where I record ideas for things I hope to do at some point in the future, but for which I don’t want to create any actions now.

  • Goals. This is where I document goals I have related to my professional context, and related to various time spans.

    • Areas of responsibility
    • 1 to 2 years
    • 3 to 5 years
    • Life
  • Resources. Any information I may wish to refer to at some point in the future goes here. I may copy and paste in a nice website article about some technology I’m interested it, or I may document how I solved a problem with my computer, or the contents of a phone conversation. HBNB makes it very easy to later locate the information through its search facilities.

Life Balance I have defined the following “Places” in Life Balance:

  • Work (+)
  • Work (-)
  • Personal (+)
  • Personal (-)
  • @Waiting For…
  • @+
The (+) places are more important contexts, and the (-) places are less important (recall the philosophy of important and non-important things.) The @+ place aggregates all the important places together. In the LB todo listing, if I switch to the “Work (+)” place, I am shown all the todos related to work, that I consider important. The order of the listing will be arranged according to the “importance” slider setting I’ve specified for each tasks. If I switch to the Personal (+) place, my todo lists updates to show only personal-context items, that I consider “more important”. I have defined the following top-level todo outline in Life Balance:
  • Inbox. Same concept as my inbox in HBNB.

  • <


    • More Important. Things I’m working on, or need to do, that I consider more important, are found here, and assigned the place “Work (+)”.
    • Less Important. Things I’m working on, or need to do, that I consider less important, are found here, and assigned the place “Work (-)”.
    • Routine. Things I regularly need to do, are found here (e.g. create a monthly off-site data files backup.). They may be assigned to either “Work (+)” or “Work (-)” place.

  • Personal

    • GTD Process. I have defined “routine” (recurring) todos here (and assigned to the Personal (+) place), that guide my daily and weekly GTD process, e.g.:
      • Daily
        • GTD-D: Clean out Email Inbox.
        • GTD-D: Review Email Waiting For…
        • GTD-D: Clean out Hog Bay Inbox..
        • GTD-D: Clean out Life Balance Inbox…
        • GTD-D: Review Life Balance Waiting for…
        • GTD-D: Check iCal calendar.
        • GTD-D: Review Life Balance todo list, and get to work.
      • Weekly
        • Review HBNB Projects
        • Review HBNB Someday/maybe

    • More Important
    • Less Important
    • Routine


In my email program, I have (in addition to others) the following folders:

  • @Inbox. It’s important to keep an empty in-box in one’s email program. Any incoming email during the day that I can’t address immediately, gets filed here for processing, at latest, one day later.
  • @Waiting for… For any emails I send to people requesting something, I copy myself, and file the copy here as a reminder that I’m waiting on somebody for something.

How does this all work?

Following is a (simplified) example of a typical day:

First thing in the morning, I sit down at the computer, switch into Life Balance, and switch to the “Personal (+)” place. I’m shown my daily list of GTD related “todos”. The first one is “Clean out Email Inbox”, I check this off as done (it will appear again tomorrow), and I switch into my Email program.

I switch into my @Inbox folder, and process every mail here. Each mail may generate a response, may generate a todo or a project in Life Balance, or may get filed. When I’m done, there are no messages left in this box.

Life Balance tells me I now need to process my “@Waiting For…” email box. I run through the messages pertaining to things I’m waiting on, and will maybe send a reminder if a particular thing is getting urgent.

Life Balance tells me I now need to process my Hog Bay Inbox. This will usually contain, on average, 10 new items created since the previous day. Each item is processed, such that this “basket” is empty when I finish. Items in the Inbox generally get filed into “Resources”, or result in the creation of projects or todos in Life Balance. Say one item is, “Customer X requested an offer to do Y.” I’ll process this entry by switching into Life Balance, and creating a new todo in my “Work (+)” place. I’ll then break down this entry into small steps, each defined as a sub-task. (The parent task I’ll refer to in the future as a “Project”, since it’s a todo with sub-tasks.)

Life Balance now tells me to review my iCal calender. I switch to iCal and have a look at the day and the week, in case I may have some appointments.

Life Balance tells me I’m done with my daily GTD processing, and it’s time to get to work. I switch to the “Work (+)” place, and have a look at my todo list. For any todo (project) that has sub-tasks (or any sub-task that has sub-tasks), LB will allow me to specify “complete sub-tasks in order”. This implements the “Next Action” concept from GTD, such that I’m only shown the very next thing that needs to be done. So, I review my todo list of things I’ve noted as important (i.e. things assigned to the Work (+) place), possibly modify priorities for a task here and there by adjusting the “importance” slider for a given task, and then I start to work.

The whole morning GTD processing takes about 45 minutes on average. Then I get to work on my todos.

Say I get a phone call, I’ll switch into Hog Bay (via a hot-key I’ve assigned with MaxMenus), into my “Inbox” (by clicking on its sidebar “bookmark”), and create a new entry titled, “Phone call with Carol.” I’ll document the phone call there, and maybe create some immediate actions if necessary. If I don’t want to think about it right now, I’ll leave it, because I know that it’ll get processed tomorrow morning.

Say I decide to read some RSS news feeds, and come across an interesting URL. I’ll use Hog Bay’s Dock icon to paste the URL into the Hog Bay inbox, without leaving my browser. Tomorrow, when reviewing my Inbox, that entry will get filed under “Resources” for future reference.

Say I get a phone call from Carol, asking me to call her back at 3:00. I’ll create a quick reminder in ImOnTime, to popup a reminder 10 minutes before 3:00.

At noon, an ImOnTime reminder pops up reminding me to check email. I switch into my email program, and process every new incoming email. Most go into the @Inbox, for processing in tomorrow morning’s GTD activities. (Note, I’ve disabled Mail’s notification, and use ImOnTime to schedule the checking of mail only twice per day.)

And that’s how the day basically goes.


Well, that in a nutshell is how I work. This process has been under refinement for a number of years, and works quite well for me. The one thing it doesn’t address, which is a problem I’m still trying to solve, is planning according to estimated load. Assume I have 10 ongoing “Projects”, and that Project 1 requires 40 hours to complete, and must be completed by next week. I wish that some aspect of my process could inform me that I should only work on that activity, because if I work on anything else, I won’t meet my deadline. (That’s simplified, of course. The value of a planning mechanism comes when you’re trying to juggle several projects with different load estimates and deadlines.)

I hope to write more later. Let me know if you found this useful.


I’ve been thinking a lot lately about productivity, especially in the context of our business environment. General questions and issues such as:

+ How important is the role of tools (such as task managers) in the achievement of productivity?

+ How important is the role of techniques and methodologies in the achievement of productivity?

+ How detrimental is the inevitable mix of personal– and professional contexts in the desktop computing environment to productivity?

+ How detrimental is persistent network connectivity (web browsers, instant messaging, email, etc.) to productivity? (Can it be thought of, to any degree, as trying to work with a telephone permanently against one’s ear?)

+ How detrimental is today’s flood of email to productivity?

+ How dominant is the role of personal characteristics, and to what extent can such characteristics reasonably be conditioned or changed to achieve better productivity? (For example, in certain sports, such as cycling, if you don’t have the genetics, there really is only so far you can go…)

I certainly don’t have answers to these questions, and this post is really more a note-to-self placeholder for later thought/writing. If you have any comments, though, please feel free to express your thoughts/opinions.