How a Project Management Approach Saved My Sanity This Week
Helped me feel in control. Just getting started on my Christmas planning relieved stress. I even enjoying talking with the kids about what they’d like to eat over the holidays. In the past, it was a rushed process with little input from them.
Will save time. I haven’t had a chance to put it into practice yet, but I do a lot of online shopping on Black Friday (beginning Thanksgiving night). I realized I can use one of the forms in the planner to plan my online shopping. I will make note of the must-visit websites, the items I want (with prices in case I find a better deal) and discount codes. I’m surprised I’ve never done this before, but again, I didn’t approach Christmas as a project before now.
Excellent memory aid. One of the reasons I haven’t used a project approach for Christmas is because I think I can remember everything. Well, I can’t! I’m really looking forward to next Christmas with these forms because I’ll remember what gifts I gave, how many strands of lights I need, and what activities we want to be sure and include.
How a Project Management Approach Made Me Crazy This Week
Focusing on the forms. When I focused on the details of the planner that I would change, it kept me from enjoying its benefits. No planner is perfect for you, but most can be modified to serve you. The great thing about a digital planner is you can leave off pages you don’t need and print extras of those you need more of. If you realize you need a form that isn’t there, make one!
Did a Project Management Approach Help Me Get More Done?
Yes, though the real benefits of it have yet to be realized. Planning ahead and keeping necessary information and materials together has been helping me get more done with blogging, too.
**UPDATE**
I do use project management for curriculum writing and blogging and I like it. However, I do most of my work using one system –ToDoist and Skedpal.
The Productivity Approach I’ll Be Using for Week 40
This week I’ll be testing little and often, as espoused by Mark Forster. I’ll be combining little and often with another of Mark Forster’s approaches I’ve tested previously: Do it Tomorrow. Every incoming task (that doesn’t already have an assigned day for completion) will be given a due date of “tomorrow.” When I do anything to move a task along, but it isn’t completed, it will be redated for the following day. Furthermore, I’ll be applying little and often to my routine tasks, too.
The concept. I was first exposed to little and often when Mark created the rules for Autofocus (AF). The idea was to write down everything you wanted to do, including recreational tasks. Scanning the list, you worked on the first task that stood out to you for as long as you wanted and kept working on a page until nothing stood out. Tasks that were worked on, even a little, were crossed off and re-entered at the end of the list. Pages had to be worked on in order. When you came to a page where nothing stood out, the whole thing was “dismissed.” The problem I had with the system (though I really enjoyed it) is my list became enormous. It was taking me many days to get through the whole list to the recent tasks that really needed to be addressed. (Note that several iterations of Autofocus were created to deal with this issue).
Little and often, regardless of implementation, has the potential to overcome the fear and perfectionism that create procrastination. Example: For some reason, I hate snail mailing things. If all I have to do is get an envelope, look up an address, find a stamp, or put something in my car to go to the post office, I can get myself to do it. Often, I will do more, but even if I don’t, the next time I come to this task, it’s easier to do because I’ve already started.
Little and often is also designed to help you get projects done early. That being the case, even projects which aren’t due for a few months should be added to the list to start on tomorrow. If you have a task or project that doesn’t make sense to begin immediately or that you aren’t sure you want or need to do, this can be added to a Someday/Maybe list that can be reviewed weekly. Alternately, a tickler or future review due date could be added to these items. I am currently using SmartPad for this purpose.
Explanation of the DIT/AF Approach (Scroll down if you just want to get to this week’s assignment)
My approach, which is very much a hybrid of DIT and AF, has the advantage of not letting the list become too big. Current items (typically being those that were entered yesterday) can be worked on at any time during the day. The pressure to get things worked on before they are more than 3 days overdue gives enough grace time to allow for “busy days,” with a consequence for not working on them that is entirely appropriate: tasks that you haven’t touched at all in that period of time get deleted from the list. I don’t allow myself to add these tasks back to the list, so that I have to rely on memory only. If I have a planned absence, it’s my responsibility to make sure I will have no tasks more than 3 days overdue on that day. If I were ill or unexpectedly detained for a day or two, I would put off deleting tasks for that period of time.
I have already been using this approach for a number of weeks and want to apply little and often to one of the problems with it that has cropped up. My DIT / AF approach focuses my attention on the tasks appearing on my ToDoist list, leaving routine tasks that I keep in my HomeRoutines app (mostly cleaning tasks) neglected. I have determined some reasons for this. First, there is no “do or delete” deadline for routine tasks and there should be. Going three days without completing my routine means that I need to delete something from it, because I obviously can’t keep up with it. Second, I need to apply the same little and often principle to routine tasks. Rather than having to clean my whole bathroom on Monday to mark it complete, I just need to do something.
If you’d like to join me this week, here’s what you do. Read Mark Forster’s explanation of Little and Often. You could choose to complete his assignment which is to choose the project with the furthest deadline and begin working on it little and often every day. Or, you could try my approach of giving everything a deadline of tomorrow and working on each task or project to completion or using little and often as desired. If you try this approach and also deleting items more than 3 days overdue, I’d love to hear how you get on with it.
To see if little and often worked for me, click here.
Are you on Google+? Circle me here. I also participate in Mark Forster’s General Forum.
Here are the links to the productivity hacks I’ve tried so far:
This week I tested whether keeping an interruptions log and making related changes could improve my productivity. Scroll to the bottom of last week’s post for details.
How an Interrupters Log Saved My Sanity This Week
Helped me give myself grace. I am interrupted A LOT. Like really a lot. Between the door bell ringing (with delivery people, Jehovah’s Witnesses, and neighborhood kids), my husband’s secretarial needs, and my kids’ homework and other requests for assistance, it’s a miracle I get anything done. I’m going to be much nicer to myself where productivity is concerned. Speaking of grace, please forgive the misspelling on the graphic.
Helped me recognize parenting issues. We do most of our homeschooling in the basement near a closet stocked with blankets. It does not matter if it’s toasty warm or that we have two blankets per person; fights over blankets constantly rage. Believe me, I didn’t wait until I had a week’s worth of blanket fights on my log to make a change. Blankets are no longer allowed in school! The funny thing was every time someone interrupted me, I wrote it down and the kids found my silent writing ominous.
Pointed out the need for order. My entire family likes to interrupt me, because I haven’t set limits. My husband is needing me to help him with his work frequently now, which is fine–but not on a right-this-minute basis. I need a set time to handle his office work. I also need to make sure my children understand not to rudely butt in when I am working with their siblings and not to pepper me with questions during time I’ve set apart for writing.
How an Interrupters Log Made Me Crazy This Week
It’s an interruption to keep a log. I really dislike logging things all day. However, the process really focused my attention on interruptions.
Not all interruptions are bad. I was running around in a tizzy preparing for a day of scrapbooking with friends. I planned to make a fabulous new dessert and to organize a huge project to scrapbook in one evening. My husband then declared that he really wanted to spend time with me. I was at the grocery store shopping for the fabulous dessert when I realized what I needed to do. I bought a dessert to bring and decided to work on a project that required no prep time. I spent the evening with my husband and thanked God for the interruption.
Didn’t use it for self interruptions. The ways we interrupt ourselves are probably the most harmful to our productivity — when we decide to take a quick peek at Facebook that turns into an hour. The log is supposed to be used to note these times, but I would have really been crazy trying to track all that. Tracking others’ interruptions was time-consuming enough.
Did an Interrupters Log Help Me Get More Done?
Yes. Doing away with the blankets in school helped us get more done. Taking steps to eliminate other interruptions by establishing office hours and a no-interrupt rule will help even more.
**UPDATE**
I don’t use a log and I don’t need one as much because I am completing critical work in the morning before the interrupters are up! But I think it’s a great exercise to point out problems.
The Productivity Approach I’ll Be Using for Week 39
This week I’ll be testing project management. I will be using the Christmas Countdown Planner to get more done in preparation for the holidays.
The concept. Managing individual tasks is sometimes ineffective. I realized that where Christmas is concerned, I can benefit from a project management approach. Toolkit argues that you can’t manage what you can’t see. Having all my to-do’s and information related to Christmas in one place should help me manage my time better and get a head start on this busy season.
This week I tested whether using computer shortcuts could help me get more done. I used the keyboard shortcuts app, added a browser extension, and started using a WordPress plugin to save time. Scroll to the bottom of last week’s post for details.
How Computer Shortcuts Saved My Sanity This Week
Saved me from stupid time wasters. The Chrome extension to email webpages saved me lots of time. I do this on Chrome all the time on my phone, yet was copying and pasting URLs I wanted to email on my desktop. Dumb. I’ve used the email extension many times since adding it. The other dumb waste of time I was saved from was approving pings back to my own blog. I knew I was being ridiculous to put up with that, but had never taken the time to get a plugin that stopped self-pinging.
Serious fun. I recognized quite a while ago that productivity is a hobby for me. Learning new ways to save time on the computer is not only fun, but addicting! I really love the Brainscape app and am looking forward to mastering all the shortcuts.
How Computer Shortcuts Made Me Crazy This Week
Hard to break old habits. It’s been a challenge not to reach for the mouse as much. It’s kind of like changing to a car with a new location for shifting with lots of wasted movements.
Not all time savers yet. Because I keep reaching for the mouse, some time savers really aren’t. Opening a new tab with Control/Command T for example, takes more time for me than clicking the new tab button on Chrome because I have to stop and think. My hand automatically goes to the mouse.
Take time to find. The shortcuts that will save me the most time take time to research. For example, I had to find a new plugin to turn off self-pings because the old one hadn’t been updated. As with most hacks, you have to take time to save it.
Did Computer Shortcuts Help Me Get More Done?
Yes! The real benefits will take time to be realized, however. I need more time to change my mouse-loving ways and to find the right time savers for the way I work.
**UPDATE**
While I use the browser tab closing and a few other common keystrokes, I have to admit I haven’t continued to add keystroke habits to save time. That is probably because it takes time to create the habits.
The Productivity Approach I’ll Be Using for Week 38
This week I’ll be testing an interruptions log. By recording the when, who, and what of the interruptions to my work, I can prevent unnecessary interruptions. Okay, I can hear you laughing. I might be able to prevent some interruptions. Maybe.
The concept. Many interruptions we have to our work flow are internal and can be prevented by eliminating distractions like the phone, alerts, and websites. Internal interruptions can also be prevented by having systems in place for coping with them — a list of things to check out later, a Pomodoro timer, using Do it Tomorrow, etc.
Other interruptions occur because we haven’t scheduled focus work at the right times, haven’t discussed them with family or co-workers, or haven’t established boundaries (like phone being on Do Not Disturb or closing the office door).
Recovering from interruptions wastes valuable time.
If you’d like to join me this week, here’s what you do. Read this Mind Tools article and download the free form for tracking your interruptions. Then implement the ways to handle interruptions based on what you learn.
To see if the Interrupters Log worked for me, click here.
This week I tested whether getting up at 5:00 a.m. could help me get more done. I went to bed at 10:00 p.m., hoping to enjoy these 5 benefits to rising early. For details, scroll to the bottom of last week’s post.
How Rising Early Saved My Sanity This Week
Helped me make progress on an important project. I was able to get a lot done on the homeschool curriculum I am writing. I felt great about making this a priority.
Made me feel virtuous. By the time I started school, I felt I had already accomplished so much.
Wasn’t hard to get up. By day two, I was waking up at 5 on my own. I wasn’t crazy tired at 5 and the extra hour flew by.
How Rising Early Made Me Crazy This Week
Not in sync with my family. I was not a nice person when the first day, my husband got up too and said, “Hi.” Let’s just say he really thought I was a crab until I explained that I was getting up to have work time alone. He made the adjustment, but nights were tough. On one particular night, our ball team was playing late, and everyone stayed up to watch. I could not get to sleep.
Mid-morning crashes. I felt great until a few hours after 5. Then I couldn’t think about anything but going to bed. I took naps to compensate, but the morning after my trouble sleeping was a fiasco. I didn’t seem to be able to recover. Caffeine doesn’t agree with me (I love that expression, don’t you?), but I’m sure I couldn’t have drunk enough coffee to feel better after my sleepless night. The extra productivity I gained was lost to fatigue and naps. Would it get better the longer I got up at 5? I didn’t care.
Did Rising Early Help Me Get More Done?
Yes and no. I realized that in general, I am already an early riser, getting up at 6. I have time to exercise on planned days, spend time with my husband and oldest son, and have personal devotions before starting the school day. Getting up at 5 was great for having project time, but the negatives outweighed the positives. The compromise I have made is to get up at 6 and to spend half an hour working before my family members are really in a chatty mood. (In fact, I’m writing first thing in the morning now).
**UPDATE**
I continue to get up at 6 a.m. I do think I could adjust to getting up earlier, but there is no way in this household that I could get to bed before 10 a.m. I have learned that I need 8 hours of sleep to be at my best. I love getting up at 6. I get my most important activities done and feel like even if the rest of the day is a waste, I’ve had a great day.
The Productivity Approach I’ll Be Using for Week 37
This week I’ll be testing computer shortcuts. I am going to adopt several keyboard shortcuts apt to save me the most time.
The concept. I’m pretty computer savvy. And I’m also pretty geeky about productivity. But when it comes to saving time on the computer–where I spend a good portion of my time–I’m pretty dumb. Example. I have a reputation at home for being the Open Tab Queen. If I’ve been sitting at a computer using Chrome, you can bet that (especially prior to Do It Now), I have left a good 25 tabs open. Leaving that many tabs open slows performance down such that closing them all takes forever. At least it does if you’re computer shortcut ignorant like me.
So one day when I faced my 25+ open tabs, I happened to right-click on a tab and discovered that I could close them all at once. Furthermore, I saw that I could close all tabs to the right. Then I got really crazy and figured out that I could move the tabs I was actually using to the same place, making it even easier to use “close tabs to the right.” The amount of time this has saved me is significant. Brainscape wouldn’t be surprised. They assert that simple keyboard shortcuts can save us eight days a year!
That got me thinking. How many other shortcuts are there that would save me time? Turns out, a LOT. Some of them are easy to implement, like the tab closing trick. Others are habits I would need to develop. I’m excited that there’s an app to help you learn the keyboard shortcut habit!
If you’d like to join me this week, here’s what you do. Decide on which computer shortcuts you’d like to adopt this week. Choose a few easy, automatic ones and some that may require habit formation. Make sure that what you choose will be a major time saver based on how you use the computer. Consider trying the free app if you’re an Apple user. Here are some lists of shortcuts and time savers to get you started.
I tested whether Steve Kamb’s Do it Now approach could help me get more done. As you might surmise, any routine task that occurred to me to do, I did immediately, as much as I was able. I did not do tasks outside of their assigned time. Scroll down to last week’s post for details.
How Do it Now Saved My Sanity This Week
Made me realize I’m a procrastinator. I really didn’t think I was. After all, I quit doing those stay-up-all-night-to-meet-a-deadline jags years ago. But what I still do is put off one task in favor of a more pleasant one. For example, rather than clean up (with the kids’ help) right after lunch or dinner, I do social media stuff. I tell myself I’ll get to it as soon as I’m done. I don’t think I have to tell you how that usually works out. Acknowledging that I’m a procrastinator helped me think of appropriate interventions.
Helped me recognize the source of most of my productivity problems. I would have admitted that I put some tasks off until later before this week. But I would have denied that the areas where I still struggle were related. They are. It really doesn’t matter what systems or hacks I put into place if I’m not willing to do what needs to be done (or what I said I’d do) now.
Saved me time and my self-esteem. There is no doubt in my mind that doing things when you think of them takes less time than doing them later. I demonstrated that to myself this week. As I saved more time, I even felt better about myself. Deep down I know it’s a stupid thing to do to put off the inevitable.
How Do it Now Made Me Crazy This Week
Hated admitting the truth. Hearing the Narrator’s voice say “Do it now” didn’t bother me at all. What bothered me was hearing my own voice saying, “See what you have to deal with because you didn’t do it now?”
Wasn’t able to resolve the problem in a week. My tendency of putting things off (even for a few hours) impacts every area of my life. It’s been a little discouraging to realize that it’s going to take a while to change this pervasive habit.
Sometimes difficult to decide on using it. Most of the time I knew which things should be done “now” and which should be saved for later. But sometimes I wondered if I should take a little extra time to put things away as I went to start a scheduled task or not. It probably wasn’t as big as a concern as I would have thought, however.
Did Do it Now Help Me Get Things Done?
Yes, but I have work to do. If I change this very bad habit of mine, I think the potential for increased productivity is greater than with any other hack I’ve tested. The question is, can I change it?
**UPDATE**
I think I’ve gotten better with this, but I could benefit from watching the Do It Now video regularly. It’s definitely a very effective approach for many regular tasks.
The Productivity Approach I’ll Be Using for Week 36
This week I’ll be testing Steven Aitchison’s Early Riser Approach. Rather than rising at my typical 6 a.m. or later (my schedule hasn’t been as routine lately), I will wake up at 5 a.m. so I can add an hour’s work in the morning. I will attempt to get the same 7 hours’ worth of sleep by going to bed an hour earlier.
The concept. Steven claims 5 benefits of rising early which include productivity and time to work on life goals. I am wanting to complete a first volume in a new curriculum I’m writing and rising earlier is one approach I’ve considered toward achieving this challenging goal. The advantages of working at this time are no distractions. No one else will be up! The potential disadvantage is that I will not be on the same schedule as my husband. He has said he is game for me to give it a week’s test. We’ll see if he helps or hinders me. 😉
Steven gets just five hours of sleep a night and argues that we can train our bodies to require less sleep. I agree to some extent. I used to require 8 hours nightly and have trained myself to do well on 7. Maybe it’s what Steven would call “lack of training” that contributes to my belief that I need all 7 of those hours, but regardless, I plan to keep them.
Steven emphasizes the importance of gradually making the change to rising earlier (and/or requiring less sleep) and I agree. I get up at 5:45 fairly often, so I don’t think it will be a huge shock to get up at 5, but time will tell.
If you’d like to join me this week, here’s what you do. Read the 5 benefits of rising early, decide on what time you’d like to get up (and how to stay up!), and whether you’ll break it in slowly or not. Make sure you’re motivated by knowing exactly how you’ll use the extra time.
To see if rising early helped me get more done, click here.
This week I tested whether David Seah’s Emergent Task Planner could help me get more done. I pre-planned 3 tasks and added more as they “emerged.” I also estimated how much time the tasks would take and scheduled some of the pre-planned tasks. Scroll to the bottom of last week’s post for details.
How The Emergent Task Planner Saved My Sanity This Week
Got me thinking about my MITs again. I’ve gotten away from thinking about the most important tasks to accomplish each day. The Emergent Task Planner (ETP) definitely helped me narrow down my list of want to and must do’s.
Reminded me to be realistic. I really wasn’t far off in terms of estimating how much time my tasks would take, but that was AFTER I’d written them down. My usual approach is to live in lala land, imagining I can “get caught up” in one day. hahaha
Gave me a place to write. I didn’t do this until later in the week, but I really enjoyed brainstorming on the extra lines provided. I drafted a terrific blog post idea. No, I don’t think that’s the point of the extra space, but I was shying away from the form because of perfectionism. Feeling free to take notes on it made it much more appealing.
How The Emergent Task Planner Made Me Crazy This Week
Couldn’t keep track of the paper. It got better toward the end of the week, but at first, it was really annoying to realize that I’d left the form on a different floor of the house. I didn’t feel free to just work without it as I have with other paper approaches because of the time tracking issue. I knew I would have no idea how much time I actually spent without referring to the form before starting a task.
Cramped by the task ordering. I don’t think I did the tasks in order any day this week. I didn’t feel it mattered so much within the first three tasks, but I was doing tasks that emerged first and didn’t feel this was in the spirit of the form. Maybe I’m wrong, but in any case, it made the form less appealing for me.
My inner rebel. It seemed that as soon as I committed to doing a task this week, that was it: I wouldn’t do it. It seemed to be my inner rebel rearing her ugly head. She may have had enough of all this productivity hacking! Either that, or I was just really tired. I gave myself permission to let things go. I’m OK with that, except in some situations (not this week), that attitude has meant I’ve forgotten some critical things. I tend to be an all-or-none lady. I don’t think this has anything to do with the ETP, however.
Did The Emergent Task Planner Help Me Get Things Done?
Given my attitude, yes. I was tempted to say no, but the truth is I think I would have done even less without the process of writing out my plan each day on the ETP. That being said, I’m not that excited about continuing to use it. Maybe I’ll change my mind when my rebel has been placated.
**UPDATE**
I don’t need a paper planner like this now that I’m using Skedpal. However, I think this may be a good analog tool for people who aren’t as rebellious as I am.
The Productivity Approach I’ll Be Using for Week 35
This week I’ll be testing Steve Kamb’s Do it Now approach. Just as Steve Kamb, the blogger behind Nerd Fitness, suggests, I am going to stop putting off daily living tasks until later. Instead, I will do them “now.”
The concept. Steve argues that we make work for ourselves by putting off things like dishes, laundry, and clean up. Doing it later means doing it longer. The principle of Do it Now does not mean that you interrupt your work for every person, demand, or idea that presents itself.
This is not a new concept to me at all. In fact, it’s a problem I thought I’d mastered. But slowly, I’ve noticed that I am not immediately hanging up my clothes, putting my dishes in the dishwasher, or putting school books away “now.” I am waiting for that magical time period when everything is quick and fun to do known as “later.” Of course, later usually makes tasks more onerous.
If you’d like to join me this week, here’s what you do. Read Steve’s post and watch the funny (and strangely motivating) video he includes. Purpose to handle all those little tasks that should be done as you think of them “now.” If you’d like to comment or share this post, you’d better do it now. You know you won’t have time later. 😉
I’m a Christian psychologist turned homeschooling mother of six. My life can be a little crazy, so I look for sanity-saving ideas to use and share. I hope you’ll read my About page to learn more.
This is Week 39 of a Year of Living Productively
The Productivity Approach I’ll Be Using for Week 40
