Posts Tagged ‘GTD’

The 52-week guide to becoming an entrepreneur – Week 23

November 25th, 2013 1 comment

IMG_2710This is the twenty-third post in my epic journey going from lawyer to entrepreneur.  You can read the previous entry here, and next week’s entry here.

I’m not really sure what lesson I learned this week.  I think the big take away has been that you never really reach any real kind of destination as an entrepreneur – the scale just shifts.

I know a lot of people fantasize about how different their lives would be if they won the lottery, or get that new job they’ve been after, or change careers, or finally get the boyfriend they’ve been pining for.  But I also know that that isn’t true at all.  Things won’t be any different, because you won’t be any different.

As an entrepreneur, the things that overwhelm me out or that I cannot be with don’t change simply because I’ve started bringing in a certain amount of income.  Just because I’m making X amount of dollars a month doesn’t mean I’m any less concerned about money.  The only that that has really changed is the scale.

The funny thing is that stuff happens when you give yourself and the universe the space to allow it.  For me it’s so easy to get caught up in the sheer amount of doing that I can step right over the opportunities for peace and tranquility that I’m looking for.

I’m trying to create flexiliby and dynamism in my life, but locking that out by continually doing more and more stuff because I’m entertaining the fear that I will fail if I stop.

Yesterday I woke up in the middle of the shitpit.  Everything was wrong and I was frustrated and grumpy.  Rather than try to fix it, I just chose to be a stand for authenticity.  Whenever someone asked me how my day was doing, I shared with them what I was going through.  Not from a place of victimhood and complaint, but from a place of having it distinguished that I just woke up feeling shitty and grumpy.

It was amazing what it allowed.  Instead of resisting it, trying to pave over top of it, or doing to remedy the problem, I just let myself sit in it, and shared it when it was appropriate.  By the end of the day, I was feeling fantastic, and had accomplished more than any other day that week.

So I guess what I’m taking away this week is that the real work isn’t what you think it is.  It’s not working 12 hours a day and converting your blood, sweat and tears into widgets, product releases and dollar signs.  The real work is actually about creating space for you to not do those things.

Today, I stand for stillness and space.  Give yourself room to expand.


GTD’ing with Reminders and Quicksilver

April 3rd, 2013 2 comments

Screen Shot 2013-04-03 at 10.21.20 AM

A quick post today on integrating iOS and OS X’s reminders app into your GTD workflow, with the help of our friend Quicksilver.

GTD relies heavily on the concept of the “tickler”.  A folder that serves as a place for you to put everything that you need to do in the future.  If you want more details on the tickler, you can read about them here.  The intent here is to take Reminders and have it act as a digital substitute for your tickler.

First, if you haven’t installed Quicksilver, do so.  It is fantastic, and will save you time even if the only thing you ever use it for is to launch programs.

Second is the easiest step – setting up Reminders as a tickler.  While I have used apps like Remember the Milk to create complicated solutions to my tickler in the past, I have found that they’ve fallen by the wayside because of the overhead they require.  For our purposes, we want Reminders to be as lightweight as possible.  Here are the rules that we follow to create that:

  • create a reminder (with a day and time) for everything that needs to be done this month.  Any hard appointments (requiring a specific time and date – ie, a calendar appointment) should be in your calendar, and not your tickler;
  • for everything that is to be completed in one of the following months, create a reminder for the first day of that month; and
  • at the start of each month, review each reminder for that month and reschedule with a day and time.

Simple right?  That’s our game.

Third, we want to be able to add reminders efficiently, and with a minimal number of clicks.  To do so, we start by adding a Quicksilver script.  Download it here.  Save the unzipped file in ~/Library/Application Support/Quicksilver/Actions/.

If you are unable to find this directory in Finder, you may need to change your settings. You can do so by launching Terminal and entering the command:

chflags nohidden ~/Library/

Once you’ve done this, you can close Terminal.  The folder should show up in your Finder window right away.  If you want to hide the folder again afterwards, simply open Terminal again and enter the command:

chflags hidden ~/Library

Before we restart Quicksilver, there’s one final change we need to make.  First, identify the name of your list in Reminders.  You can do this by opening up Reminders and checking the left side of the app.  My list is called TODO.  Yours might be called something else.

Fourth, we need to update the script with your list’s name.  Navigate to the script you just put in to ~/Library/Application Support/Quicksilver/Actions/ and edit it using either Textedit or Applescript Editor.  Right toward the top of the script is a line that says:


Where listname will be the default list name.  Change this to whatever the name of your list is (mine now says showlist “TODO”).  Save the script and exit (you don’t need to compile it).

Now, restart Quicksilver.  At this point, you should be able to load up Quicksilver (using command-space, or whatever hotkey combination you set), and enter natural text reminders, such as “Remind me on may 4th at 9am to call julie”.  The complete workflow now looks like this:

  • command-space to bring up Quicksilver;
  • Type “.” to begin typing in text
  • “remind me to call julie on may 4 at 9am”
  • [Tab]
  • Type “Reminder”
  • [Enter]

Boom, new reminder added, from anywhere on your computer, regardless of what you’re currently doing.

Lastly, I find Reminders integration with to be super useful.  Whenever I have an e-mail that requires some kind of action in the future, I drag that e-mail onto Reminders’ app icon in the Dock.  It will create a reminder for me which includes a link to the original e-mail.  I can fill out the rest of the details and then archive the e-mail, knowing that it sits in my trusted system.

Good luck with all your GTD’ing needs, and feel free to post if you have questions.  Follow me at @adamquiney and @evergrowthadam, and my professional blog at for productivity tips beyond the realm of tools.  Lastly, a big thank you to @LoveQuicksilver for providing this handy Reminders script.

Help me out with a psychology question

September 1st, 2011 No comments

You can help me out with 10 seconds of your time.  I’ve been thinking about motivation and how we can best spur ourselves onward to action.  I’ve slowly absorbed the fact that I have a bit of an emotional aversion to the process of actually getting things done (hence the many systems that I set up and maintain to spur me forward).

To help me gain a better understanding of overcoming aversions like this one, use the poll below to answer this simple question:

Without knowing anything else, which of the three lists below makes you most inclined to start filling it out?

Each list has three slots.  List A already has the third slot filled, list B has the first slot filled and list C has the middle slot filled.


List A

List A

List B

List B

List C
List C









Which of the above 3 lists most makes you want to add items to it?

  • List B (50%, 14 Votes)
  • List A (29%, 8 Votes)
  • List C (21%, 6 Votes)

Total Voters: 28

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The results

I will share the results and what I think they mean after I’ve gotten enough answers.  Thanks for taking part in the experiment!

Productivity as a vice

July 28th, 2011 9 comments

Vancouver on Canada DayFor a long time, my writing has been heavily focused on productivity.  I love being productive, and it provides me with a sense of purpose and of balance.  When I’ve accomplished things during the day, I feel like I’ve actually made the world a better place through my own industry.

In the first part of my life as an adult, I spent a lot of time learning how to maximize my productivity.  This, in effect, was a way for me to get as much as I could out of life.  The logic went that the more I can do, the more enriching my life is.

However, in recent years, that focus has started to shift.  It’s not that I no longer value productivity — it’s that I value something else above it: balance.

We can spend so much of our time focused on productivity that we lose sight of the present.  If we are no longer able to appreciate the moment at hand, what’s the point?  Without an ability to appreciate what’s going on around us, it doesn’t matter how much we accomplish.  Everyone else may gain from my productivity, but how fulfilling can I really say my own life has been if I’ve been unable to enjoy it?

We have become so focused on productivity.  We’re always looking for new ways to squeeze more efficiency out of our employees, ways to accomplish more during our commute, ways to do more things every day and tools to help us manage everything that we’ve chosen to taken on.  How often do we stop to ask if we’re doing what’s most important to us?

Productivity without balance is a vice, not a virtue.

If we don’t check ourselves and seek out balance by setting our own boundaries, how do we determine when enough is enough?

I know many people that are either unaware, unable or unwilling to set boundaries for themselves and allow the drive to be productive rule their day.  The result?  Their bodies set and create the boundaries for them when they won’t.  Stress, illness fatigue and burnout are all ways that our body provides an indication that we need to re-prioritize balance in our lives.

Tragically, our working culture has evolved to the point that you can often overhear people boasting about how late they’ve been staying at the office, as though it is a badge of honour.  It isn’t; it’s a sign of an unhealthy working culture.  Employers should be seeking to imbue in people an appreciation and respect for balance.  It means that they’ll get more out of their employees, hold better retention rates and have more satisfied workers.

Productivity without balance is a cancerous pursuit.  Without taking the time to check in with yourself and prioritize the other things in your life, your own industry will be coming from a less meaningful place.  Productivity that does not have a purpose behind it is like growth for the sake of growth.  This kind of unhealthy focus on productivity can develop its own vicious cycle.  The more out of balance you become, the easier it becomes to take on more stuff.  With a myopic focus on productivity, you lose an awareness of the other demands on your time.  Without a sense of balance, it becomes easier not to say no.

By making the effort to prioritize balance in your life, you will ensure that you remain productive in the greater sense.  Think about it – if you’re living your life out of balance, worn out and tired, who’s really gaining from your productivity?

By prioritizing balance, you maximize your productivity

By striking a balance in your life, you’ll actually ensure you are maximally productive by attending to all of your needs, rather than just a few.  These needs include things like:

  • Sleep
  • Nutrition
  • Fitness
  • Your relationship/Marriage
  • Friends
  • Family
  • Fun

The more out of balance you become, the greater your body and mind will subconsciously pull you back toward your centre.  Your ability to sustain productivity, when done at the expense of balance, will suffer from diminishing returns.

Many of us respond to this reduction in productivity by attempting to push ourselves harder, staving off the inexorable return to balance as long as possible.  We don’t realize that the longer we remain in a productive state, the longer we need to recharge our batteries.  This isn’t a failing on our part (though we often treat is as such) — it’s simply a fact of life.

Imagine yourself as an elastic band.  Our natural, balanced state is the when the elastic band is left at rest.  When we push ourselves to be productive, we are tugging the elastic band from two ends.  The longer we push ourselves to be productive, the greater this elastic band is stretched.  We can attempt to squeeze more productivity out of our heads, but this requires stretching the elastic band even further.  The longer we hold ourselves from a state of balance, the more effort it requires to stretch that band further.  Hold yourself to a state of productivity for too long and the band snaps.  Your body will eventually take over and forcefully undertake the return to balance.  If you’ve pushed yourself too hard, that will often be via crashing into sleep, illness, or worse (Eg, your head could explode).


Here’s what we’ve covered:

  • Productivity, when pursued to the detriment of balance, is not a virtue — it’s a vice
  • A tunnel-vision-like focus on productivity is cancerous and self-perpetuating
  • When you prioritize balance in your life, you actually maximize your ability to be productive
    • If you think you can actually get more accomplished by cutting back on the other important parts of your life, you’re only fooling yourself
Take care of yourself, and seek out balance.  The next time you consider taking on something new, ask yourself whether that coincides with what you need to do to stay balanced.

Retreat to get ahead.

July 1st, 2011 1 comment

Ahhhh...A lot has happened since I last posted.  I included a link to one of my articles detailing my weekly review process over at GTD Times, and got over 100 daily visits across the span of about 5 days (without doubt a record for this humble site).

Unfortunately, that timing coincided with an assignment in one class and writing a take-home exam in my administrative law class.  As such, I effectively invited a bunch of people into my home and then fell into a coma for the duration of their visit.  Not the best way to increase traffic or treat people that are interested in what I have to say.

Administrative law was a challenging course, though only inasmuch as the subject matter was very dry, and it was a large-credit course condensed into half the time.  I was spending 8 hours a week in class, and additional time reading.  The challenge was to stay motivated and engaged throughout.  Nevertheless, things have started to settle down a little bit, and as I travel over to Vancouver for the weekend, I’m given the familiar gift of a dedicated 1.5 hours in which to put thoughts to keyboard.

Today I want to talk a little bit about the importance of retreating.  If you don’t need convincing and only want the strategy, you can skip to it here.


..from what?

From everything.

What I’m hoping to convince you is that there is value in having the self-discipline and awareness to take a step back from time to time and pull away from whatever you are currently focused on.



There are many good reasons to purposefully retreat from your current task or project.  First and foremost is the need to combat diminishing returns.  Although this is generally an economic theory, it is applicable to much of our daily lives.

Can you think of a time when you were banging your head against the metaphorical wall for hours, trying to solve a problem, only to go for a walk, return and immediately conceive of the solution?  These experiences are not uncommon, and are illustrative of the value of retreating.

When a problem is receiving all of our focus, we can develop mental tunnel vision.  Our mind’s become focused to the extent that we are unable to synthesize or incorporate any additional information from outside of our particular area of focus.  It is not until we step back that the blinders on our mind are removed and we are free to think of a solution in terms that exist outside of the confines of the box we were operating in.

Do you take breaks at work?

If you answered no, you probably thought to yourself “I’m way too busy to take a break, I can’t afford the time”.  The fact is, you can’t afford not to take breaks.

Without taking time to retreat and reconnect with yourself, the efficiency with which you are able to apply yourself to your work will diminish over time.  This is not an uncommon process amongst law students.  A-type personalities have an aggressive bent and love throwing themselves at a task.  Failure in achieving that task within expectations is met with zeal and resentment, and a redoubling of effort.  Many a weary face have I seen turning in assignments in the morning, telling fables of seeing dragons at 5 in the morning, shortly before they awoke in a pile of drool in time to hand in their completed paper.

I’m using hyperbole here because it’s more fun, but you can probably relate to this state of mind.  Most of us would benefit from procrastinating less (also here) and taking more frequent breaks.


I can’t afford to!

Actually, you can’t afford not to.

This is a good statement to trigger your self-awareness and alert you that maybe you need to take a step back.  With unbelievably few exceptions, taking 15 minutes away from a task you are working on is not going to result in failure.

Retreating from your tasks and projects is important, but this philosophy should be applied not just to work, but to life in general.

For the first two years of classes, I’ve been a part of the co-op program.  This means that I take classes for four months, then work at a legal job for four months, and back again.  A lot of my friends planned their work so that they finished on a Friday, and then started school again on a Monday.  When I told them that I had two weeks off, they exclaimed disbelief: “You’re so lucky!”.

Luck has nothing to do with it.  You have to actively make time for your retreats.  No one else is going to do it for you (and the same applies for your breaks at work).  Are you thinking that you can’t afford the time off?  Why not?  The benefit you will gain from taking two weeks off to process your own thoughts and reconnect with yourself will far outweigh the material costs of missing out on the paycheque.


But I go on vacation..

Vacations are awesome.  For many people they are a form of retreat.  It takes them away from their context, frees their minds up to relax and focus on what they want to achieve when they get back home, and spend time with the person that they love.  For some people, this is all that they need, although I must admit that the people I know that take the most vacations are often the ones that are the most stressed out on a daily basis.  They should probably be retreating more on a daily basis, and less on a monthly or annual one.

When you go on a vacation, are you doing a lot of planning?  Are you stressed out at all about the cost, either during the vacation or when you get back home?  Do you go on vacation to let your mind sit idle for hours on a beach, or to be exposed to culture different from your own?  None of these are cause for judgment, simply different approaches to vacation.  I love being exposed to new cultures when I travel, and so this type of vacation really isn’t much of a retreat for me — it’s time I spend actively engaging and expanding my mind.


It’s about balance — remember?

Regardless of the approach you take, the bottom line is balance is a quality that we must seek to imbue in our lives on a continual basis.  This balance must be sought at the microscopic level (on an hourly or daily basis) and on a macroscopic level (annual vacations, etc.).  If you never make the time to be at peace with your thoughts, you’ll never have the time.


Some strategies

Okay, you’re convinced.  Here are some of my own strategies to help adopt the habit of retreating:

  • Remember the trigger phrase
    • If you catch yourself saying something like “I can’t afford to take a break right now”, it’s probably the time when you most need one.
  • Question your assertions
    • If you’re telling yourself that you can’t afford the time away from your task or away from work, question how accurate this is.  Why can’t you afford to take that break?  Will the benefit you gain from taking a break really be that detrimental in the long run?  Looking back, would you have more regret for not taking the break, or for having taken it?
  • Ask yourself what would happen if you didn’t have the option of turning down the break
    • I always ask my wife this question when she refuses to take a sick day (in spite of being dreadfully snotty and sick).  What if she wasn’t given the option — would her entire project fail?  Would she get fired?  Would the world end?  Ask yourself what would happen if your power went out for 15 minutes and you couldn’t continue working during that period.  (If you’re thinking about how you really need to start saving your work more often, you’re missing the point).  The consequences of taking a break are not that bad.
  • Specifically schedule time in your work calendar for breaks.
    • Label them “appointment” or something sufficiently vague.  Doing this for 15 minute breaks may become onerous, but I know more than a few people that would benefit from booking time like this for a couple of hours during the day — if only to ensure that they have a few hours of undisturbed time.
  • Whenever your situation is undergoing change (new job, moving homes, etc.), give yourself more time than you think you need
    • Don’t assume that the weekend will be enough time — specifically leave a little bit of extra room between the end of one job and the start of the next one.  A few days off will not break your bank (and if it is, perhaps you should be focusing some attention on living within a tighter budget).  Taking the extra time will allow you to adjust and accept the change at a reasonable pace.
  • If you need more encouragement, think of all of the things you wish you had time to accomplish but never do
    • The simple act of contemplating what you might use the added time off for will help you focus on the value that retreating may provide, rather than just the costs

Head up — Breathe — Head down.

May 26th, 2011 No comments

.Breathe.They say that one of the most important things in swimming is learning to breathe correctly.  In a sport that is ultimately based on streamlining and moving yourself as efficiently as possible, the extra drag that is created every time you take a breath can be the difference between winning and losing a close race.

However, if you don’t take breaths often enough, you won’t be feeding your muscles and body the oxygen that it requires to be as efficient as possible, in which case you may be as streamlined as possible, but your engine won’t be functioning efficiently.  (Or you’ll just drown and die.  And also lose the race.)


(It’s a metaphor)


When technology first started to improve our efficiency, it allowed us to shift our focus to spending more time in leisure and with friends and family (formerly only the privilege of royalty).  However, as time has progressed, our focus has slowly drifted away from the notion of technology enabling us to do less, to enabling us to take on ever-increasing amounts of work.

These days, the increasing emphasis placed upon productivity is reaching epidemic levels.  This is in part due to the fact that productivity and efficiency have become ingrained in the fabric of the modern working world.  Operating at the subconscious level, most of us aren’t even aware of how much pressure we put on ourselves to produce.

I am by no means suggesting that being productive and efficient are bad things, all else considered equal.  But when an emphasis and priority are placed on these two concepts to the exclusion or detriment of the rest of our lives, things start to fall apart.  You need look no further than places like Japan’s working culture and our more demanding professional careers like lawyers and doctors to see that efficiency and productivity without balance are detrimental in the long run.  (see my friend Michi’s blog for an insider’s perspective on Japanese working culture).

Recognizing the importance of balance is one thing, but understanding how to actually affect changes in your life that allow for it is another altogether.  Many of us get caught up in feedback loops that lead to a lack of balance simply because we don’t know any better.  All we know is that working hard got us to where we are, so presumably working even harder will take us even further.

But we know that this approach is fallacious in swimming, and so too is it in life.  So what should you do?  Simple:


Stop.  Breathe.  Repeat.

Literally.  Just breathe.  Don’t think about what to do next.  Don’t think about what you aren’t doing while you’re taking time out to breathe.  Don’t think about your deadlines, or what you need to do next, or where you’re going to be tomorrow.

Just breathe.  Physically.

Put down what you’re doing, close your laptop, put your phone on vibrate, and just breathe for five minutes.

It’s not a huge commitment – but it is a commitment.  Five minutes may feel like eternity to you if you’re not used to taking time out from your own productivity.  Commit to those five minutes (set a timer if you need to), and turn your focus toward breathing.

You need to make sure that you’re kicking and stroking with your arms as you swim, but you also need to actively increase your drag (temporarily) so that you can take the time to provide your body with the nourishment that it requires.


Practicing What I Preach


I’ve got a lot on my plate right now.  It’s easy to tangled up by all of the strings pulling at me, and if I’m not careful, I can find myself with days that are booked up from 9 in the morning to 9 at night.  This does not leave much time for reflection or relaxation, let alone spending time with my wife.

I find it especially challenging to maintain balance when I have multiple projects or commitments demanding my time, as they are not always willing to play nice, and the only commonality between them is myself.  This kind of situation makes breathing that much more important.

When things are really busy, it’s all I can do to try to follow my own advice.  Bring up my head and breathe.  Take a look around, see what the rest of the world is doing, and get a handle on what I’m currently undertaking.

The reason that granting yourself moments of breathing and clarity is so valuable is that when our heads are down, we’re unable to get a feel for what we actually have on the go.  Our attention is focused on the immediate task at hand.  Every intrusion feels overwhelming and like a whole new emergency requiring our attention, regardless of what the distraction may be (Eg, e-mail, a new piece of reading, a meeting request, a phone call, etc.).  All we can tell is that it is not what we are currently focused on, it is another thing to be added to our plate, and good grief, don’t we have enough stuff on our plate already?


Lift your head up and breathe


Find time to pull yourself up from what you are currently focused on and assess what you’ve got on the go.  What are the things that are currently demanding your attention?  What are your immediate priorities?  What do you need to do, but can be left until later?  (If you’re having trouble figuring it out, a braindump may be a good way to go).

I generally find that most people prefer not to seek the answers to the questions I’ve asked above — they’re worried that knowing will only add to their stress.  The reality is that there are few things that generate as much fear and anxiety as the unknown.  If you know what the demands on your time are, you can at least take active steps to prioritize what needs to be done, and alert the appropriate people if a deadline is going to slip.

Awareness will free you from the burden of knowing only that you have an undefined number of other things you need to do.  (This is a common concept in GTD, and much of the methodology is based around addressing the open loops that are tugging at your mind, thereby freeing it up to focus).

You’ll be amazed at the relief and clarity that can be brought by the simple action of taking ten minutes out to assess where you stand and what needs to be done.  I can attest that I am regularly surprised whenever I conduct this exercise, generally discovering that I actually have a lot less that needs to be dealt with immediately than it felt like I did ten minutes ago.

Above all, try to remember that the way that you feel about the demands on your time does not necessarily reflect reality.


The larger context


In the larger context, making the time to take a deep breath is analogous to making time to perform weekly reviews, or setting aside time during your day to meditate.  Both of these activities simply represent other ways to pull your head up and assess where you stand and where you’re going.

If these suggestions sound simple, that’s good.  Life doesn’t need to be as complicated as we make it.  Taking steps to simplify your life may be exactly what you need.




As always, here’s the summary of the keypoints:

  • While taking time to stop what you’re doing may cost a little in the short term, it will benefit you greatly in the long
    • (Remember, it doesn’t matter how fast you’re swimming if you’re dead)
  • The unknown will generate more stress than anything else.  Taking stock of where you are and what demands are on your time will give you clarity and relax you
  • Learning the skill of retreating to centre yourself (this is what we’ve been talking about) will continue to serve you as you get better at it
    • Meditation, weekly reviews, and other techniques are all just different implementations of this simple concept

Productivity quickie: Use RTM tags to keep your errands distinct from other tasks

April 29th, 2011 2 comments

Most of us know that life can’t all be hard work and no play, but few of us realize that it’s our own responsibility to ensure that this is the case.


Some of my @RTM ListsI’ve just completed an incredible term working in Vancouver.  I’m in the middle of a retrospective that I want to post, but I’m suffering from mild writer’s block in that department.  Rather than hammer my head against the wall, I wanted to publish something and keep the creative flow going.

Accordingly, instead of a retrospective, today I’m going to show you how to I use Remember the Milk’s tagging functionality to keep my errands and tasks distinct.

Are they actually distinct?

Where you draw the line between an errand and any other kind of task will be subjective.  For me, an errand is any task that requires me to be out of the house, and generally with some degree of transportation available to me (bus, bike, car).  Sometimes that transportation is specific to the errand (to get groceries, I usually -but not always- need a car).

While I assign a time estimate to every task that I enter (it sounds cumbersome but once you make it part of your process, you stop noticing it), I don’t usually bother doing so with an errand.  This is because errands generally happen when I’m doing other things at the same time (I try to do errands in batches).  There’s also a lot that I can’t account for: traffic, running into acquaintances, getting held up somewhere, etc.

Also, because of the nature of errands, there’s no sense in me having them clutter up my attention when I’m planning to spend the next four hours getting work done at home.  At that point, they are simply noise, getting in the way of my signal, and increasing my risk of information overload.

RTM?  Tagging?

If you’ve gotten lost, let me refer you back to my original post discussing what Getting Things Done (GTD) and Remember the Milk (RTM) can do for you and how to leverage them here.

However, here is a brief summary:

Remember the Milk is an application that allows you to manage any number of lists, and is very flexible.  When you combine that with the GTD methodology for managing all of your stuff (information, todo items, chores, etc. – everything that is on your plate, every day), you have a pretty good system for avoiding information overload and staying on top of life.

Tagging in Remember the Milk

Everytime I enter an item into my GTD list, I record the following things:

  1. Due date (when do I want it to start showing up on my TODO list)
  2. Time estimate (5 mins, 10 mins, 1 hour, 1 day, etc.)
  3. Any relevant #tags

Tagging is a skill in itself, and the more you practice it, the better you’ll get (subtext: don’t get discouraged because it seems overwhelming.  Just do it and allow your system to evolve around you).  I have two kinds of tags:

  1. Those based around a context
  2. All other tags

Tags that are based around a context are tags that let me know, at a glance, what kind of environment I need to have around me in order to complete a task.  For example, if I need to follow-up with someone about a task at work, that will generally require email.  So, for that task, I would include #@email as a context tag.  Assuming that that task also requires that I email Bob specifically, I would include #@Bob as a tag too.

All of the other tags are simply keywords that apply to the task.  If you want to start out simple, you can ignore this part for now and just focus on including a context.  If you are ready for more, this is the place to build from.

The only rule for these tags is that you generally don’t want them to represent context – those tags get a ‘@‘ in front of them.  Your other tags don’t.  That’s all.

Some examples would be:

  • #boring
    • It sounds silly to record this information, but if that’s what pops into your head as you’re entering the task, include it as a tag.  It’s better to have too many tags than too few (I think), and maybe you’ll notice that you accumulate a lot of #boring tasks that don’t get done.  (It’s always good to have a place to focus your improvement).
  • #chore
    • Many of these tasks might also be tagged with #@home – many chores need to be at home to accomplish.
  • #vacation
    • If you have a lot of tasks that relate to your vacation, this is a very convenient way to enter them and be able to find them quickly later on.  You can even create a quicksearch to get all posts tagged with vacation (“tag:vacation”).
  • #fun
    • Most of us know that life can’t all be hard work and no play, but few of us realize that it’s our own responsibility to ensure that this is the case.  Tagging items with fun is a good way to divide up your tasks wisely.  With this approach, you can make sure that you do something that is enjoyable in between the lame stuff.  Think of it as a reward for completing the boring tasks.
      • Example: Bay and I have always had fun grocery shopping together.  So, even though it’s an #@errand, it’s also #fun.

Putting it all together

So, the only other step in putting tagging to use for you is to create and save some searches.  Based on the two lists I mentioned at the start, we’re going to want to create two lists:

  1. One list displays all tasks that are tagged with #@errand
    • Search is: tag:@errand
    • (Each of these tasks requires the errand context to be completed)
  2. One list displays all tasks that are NOT tagged with #@errand
    • Search is: NOT tag:@errand
    • (None of these tasks requires the errand context to be completed)

Once you’ve performed your search, you can save it by clicking on the save tab in the upper right corner of the web interface and naming it:

Saving an RTM search

It’s up to you what you call the smart list.  I try to choose names that are as intuitive as possible, to save myself time later trying to figure out the clever naming scheme I’d come up with.

I find the most intuitive thing to do in this case is to the corresponding context tag as the name.

Thus, our first list is @Errand, and our second list is @NoErrand.  (Note that this second name is not an actual tag that we’ve created.  Just the name of our list.  I find this makes the most sense to me, but if you find it confusing, by all means try out a different naming scheme).

Now that you’ve completed that, you’re set.  With just a glance at your system, you can now determine what errands you can do while you’re heading in to town.  Or, if you’re stuck at home for the next two hours, you can determine what chores you may be able to take on (without having to wade through the mental clutter of all your errands).

My Errand List in RTMMy No errands list in RTM

Note that my lists also contain a bunch of other search criteria – this is specific to my system and will likely not be relevant to your own.

Let’s be real

Don’t be discouraged if this stuff sounds complicated.  Find one thing to try and improve upon in your routine, and focus on that until you are satisfied.  The less you can succumb to information overload, the better you’ll be able to devote yourself to your own progress (that blog idea just got added to RTM, tagged with #blogidea and #listitem).

As I mentioned earlier, I’m feeling a little bit of writer’s block trying to capture the massive bowl of thoughts that the past four months represents in my head.  I’ve absorbed so much that I’m having trouble dispensing it in any articulable fashion.

Having said that, I have another week off before classes start up proper, so I have a line in the sand within which I plan to complete the task.  Once classes begin, I anticipate being extremely busy.  I am currently working on an application with two other very capable people and we’re seeing a lot of synergy and dynamism that is very exciting.

In addition to that, I’m also renting a studio with a very good friend and will be teaching dance classes there on a weekly basis.  I am very much looking forward to this development and am very excited to see how it continues to progress (I will post more information here soon – we’re meeting to pound out details this weekend).

With all of these items on my plate, my posting frequency will necessarily slow down – it gets difficult to write creatively when I spend all of my days studying and writing papers.  However, I will post when I have the time, and as usual, my posting frequency will increase again in four months, once my next workterm starts.  You can bet that I will have a lot to report after the coming four months.

Hang in there and stay tuned.  Life is an exciting journey, and if you’ve been reading these entries, hopefully you’re experiencing some of what that looks like through my eyes.

Braindump – Wondering what it looks like under the hood?

April 19th, 2011 No comments

Precious BrushyI’ve been back from Vancouver for a little over 48 hours. Since then I’ve been working diligently to clear out my inboxes, unpack, get back on top of everything and ensure that my time off between school and work can be used as effectively as possible.

This is usually the point for me where I feel at my busiest and can be most easily overwhelmed, and I think a lot of us feel this way.

Braindumps are one of the things that I like to do to centre myself and find focus.  To keep things interesting, we’ll start today off with my own example.  The speed with which my days are flashing by is incredible, and I felt like I needed some solitude.


The results

  • App Development
  • Project Management
  • Dishes
  • Laundry
  • Chores
  • Unpack
  • Arpeggiation
  • Reason
  • The Climb
  • Chords
  • Clean
  • Cook
  • Dinner
  • Exercise
  • Blog
  • Vancouver Retrospective
  • New blog


Five minutes.  Your thoughts.  Captured on paper.


The rules are simple:

  1. Devote no more and no less than five minutes to the process
  2. Don’t judge the thoughts

The application of the rules is the challenging part.  Many people either forget about the time limit or give up too soon.  By setting a time limit of five minutes, you will ensure that you don’t get hung up on any one idea, nor give up too quickly.

Don’t judge what comes up.  Just write it down as quickly as you can.  The sooner you can write it down, the sooner your mind will be freed to skip to the next idea.  I promise you that things will bubble up that surprise you.

See how I have redundant items up there (Clean, Chores; Cook, Dinner)?  That’s an artefact of the fact that I did not stop to judge the word as it bubbled up.  It doesn’t matter if it’s redundant.  In fact, capturing that thought actually added value for me: it indicated that those particular items were at the front of my mind.


A clean mind is an effective mind.

You may often find that a lot of minutia pops up while conducting a braindump.  Minutia it may be, but it’s occupying some part of your mind’s available energy.  Write it down, let your mind move past it.

Conducting a braindump is a great tool to apply when you’re feeling overwhelmed.  The simple act of writing your thoughts down is an act of control and will help calm you and let you feel like you’re making some progress (because you are).  Asserting control over your thoughts will help ensure that you are in control of them and not the other way around.

Lastly, seeing everything currently overwhelming you, written down and contained on a single piece of paper, will have a powerful psychological effect.


So now you’ve got another tool in your problem solving toolbox.  Next time you’re feeling overwhelmed or like you can’t figure out how to move forward, set aside five minutes and splurge your brain.

Effectively managing your energy

April 10th, 2011 5 comments

This coming week will be my last in Vancouver this co-op work term.  A reflection on the last four months will be forthcoming – stay tuned to hear what I’ve been learning!

Until then, let me start with a story:

I was making coffee in our office’s lunchroom a few weeks back and struck up conversation with the co-worker that was waiting for the kettle with me.  Well, waiting isn’t quite the right word.  It was more like she was mentally somewhere in Thailand while her body patiently awaited her return.  We talked briefly and turned our thoughts briefly to what she referred to as “energy management”.  I liked the term so much that I’ve been using it since, and maybe you will too.  Let’s dig in to the concept a little deeper.

(Want all of the wisdom but without the narrative?  Skip to the TLDR section here.)

The set-up

Many of us go through our day vested with the expectation that we should expect 100% efficiency from ourselves, without ever stopping to consider the magnitude of that expectation.

I lay part of the blame at the feet of the modern world in which we work.  If you’re a professional, the expectation is that you come in to work everyday, sit at your desk at 9AM, and work through solidly until 5PM.  Of course, anyone that has ever worked a day in their lives knows that this kind of expectation is completely unreasonable, and yet we persist in mentally holding ourselves accountable to this kind of energy expenditure.

We are not robots – we’re inefficient humans, with quirks, emotions, digestive systems, and energy that correspondingly waxes and wanes throughout the day.  These are some of my own tips for maximizing the benefits and minimizing the negatives that arise from this fact.

Recognize that you cannot be 100% productive

This is basically what I’ve just finished writing.  However, for many of us, it will be the most difficult hurdle to overcome.  The subtle expectations that bombard us on a daily basis are legion – from the way our modern workday (and week) is structured to the desire to be a member of the group rather than not, there are plenty of subtle forces that tug at our psychology.  Before you know it, we’ll slowly but surely start to beat ourselves up over the fact that we’ve sat at our desks for over an hour without managing to get a single thing done.  Even an innocuous comment from a supervisor, such as “Hey, how’s the work coming on the Penske file?” can regress us right back to this mindset.

Recognizing that you’re not perfect and you shouldn’t expect yourself to be will be an empowering experience.  Being aware of who you are and what your limitations are can free your mind up to work around those limitations and give yourself permission to be imperfect.  Until you are able to let go of the fantasy that you can be productive all of the time, you will be hindered in your ability to maximize your potential.

I want to reiterate this last point, because it’s important:

An integral aspect of maximizing your potential is being aware of your own limitations.

If you aren’t cognizant to your own strengths and weakness, you may waste precious resources (time, energy, willpower, money, etc.) seeking to accomplish something unrealistic or beyond the scope of what you really desire.  (..and  most likely, something that you don’t actually care about).

I’m not advocating that you give up on a particular dream you may have, or that anything in particular  you desire is out of your reach.  However, if you’re forty-years old and dividing your energy between managing a career, a family, and trying to make it big in the NBA, you may benefit from understanding what your limitations are and applying the energy that you have available accordingly.

Be present to your energy at any given moment

Most of our time working, our self-awareness operates on  auto-pilot.  It’s rare that we’re actually present to how we’re thinking and feeling, because we’re focused on our work.  If we’re not being particularly productive, we’re probably focused on our web browser and whatever YouTube video has currently gone viral.

Getting in tune with how you’re feeling and how much energy you have available is a process.  It’s not a skill that you can develop over night, because most of us have become so good at setting aside the way we feel in order to get our work done.  After all, that’s the expectation that comes with endless school assignments and 9 to 5 work, right?  It doesn’t matter how you feel, because the time to work is from 9 to 5.  You think about how you feel outside of those hours.

People that have made a positive change to their physical routine for the better will have an analogy to which they can draw.  At first, you start exercising and your whole body aches.  But over time, you start to get a feel for  that type of pain, and eventually, you’re no longer simply feeling “back pain”.

Now you’re  able to identify things like “hmm, my lower back is quite sore, and that feels like muscle pain… that’s probably because I’ve played four squash games this week”.

Getting mentally in tune with yourself is the same thing.  When you are feeling frustrated at work because you can’t seem to get anything done, take a moment to check in with yourself and ask where your energy level currently sits.  NB: Even if all you can do at first is recognize that you are feeling frustrated, you’re making progress.

Over time, you’ll get better at picking up on the cues your body naturally provides you with.  The more you try to check in with yourself, the sooner you’ll be able to pick up on the fact that you may be sitting in an energy funk and address it.

Use your downtime effectively

Okay – hopefully you’re starting to gain a better awareness of your energy level and how it’s affecting your work.  If you’re not yet able to make use of the previous tip, you’re not ready to move on to this one – the next question is what do you actually do once you’ve identified that fact.

Being a law student, I’m no stranger to people that take the attitude that they will hammer the work through no matter what.  In some people, recognizing that they are low on energy almost presents a challenge that makes them feel defiant.  “Low energy?  Nice try, we’re finishing this tonight”.

On the surface, this may appear to work for some people, but I personally do not feel that this is the habit or coping method that I want to develop.  Is this approach to your body’s physical cue a sustainable practice?  If not, ask yourself why you are continuing to behave in this manner.

How can you effectively make use of your periods of low energy?  Simple:

Do something that doesn’t require much focus or energy

My own solution is to spend the time where my energy and focus are low to go on walks and pursue other distractions (browsing the web, tweeting, drafting blog entries, etc.).

By mentally giving yourself permission to take breaks, you will have scored a double-victory.  First, you’re acknowledging your own limitations and working within them.  Sometimes, you’re simply not going to be able to crank out high quality work – that’s okay!

Second, you’re allowing yourself a break from the exercise of your willpower.  We know that we have a finite amount of willpower (see also here); as a result we can only exercise it so much in a day (like almost every other type of psychic energy, it would seem).  Applying your focus to a task and ignoring distractions that may pop up is a small but constant strain on your willpower.

I can’t speak to your own mental state, but my brain seems to be constantly attempting to sabotage my efforts to focus by taking those moments to think up things that I haven’t yet read on Wikipedia (“Hey, I wonder what critics thought of Mortal Kombat?”).  By making time for these kind of breaks (NB: this is different from having time), you give yourself a reprieve from the application of willpower and take your break at the most opportune time.

Maximize the way you use your periods of high energy

The Yin to the previous section’s Yang..  As the metaphor suggests, if you’re not balancing your application of this principle with the previous one, it may be worth taking some time to recalibrate.  Balance is the harmony within which I strive to live.

Maximizing your periods of high energy is often best accomplished by simply allowing yourself to focus on what you’re there to do.  Many of us have experienced moments of mode known as flow.  Time falls away from your awareness and you hold a wonderful focus that allows you to plough through your work like it ain’t no thang.

While having a decent amount of energy is necessary to get into a zone, it is not sufficient.  Meaning: you will not be able to enter flow every time you are experiencing the upper part of your energy levels.  You will also need to sit, focus and work without distractions for a period of time.

Logically, it follows that our path to maximizing periods of high energy should be spent free of distractions, focused on the task at hand.  As before, if you are able to recognize the cues that your body and mind are sending you, you will better be able to position yourself to take advantage of these periods of high energy.  Regardless of what you want to do, your head and the people around you may not be willing to co-operate.

While there is not too much you can do to deal with co-workers (closing your office door is quite effective, though I’m generally not a big fan of closed office doors), I have two strategies you can employ to try and keep your brain in check.

The first is to employ a way to address the thoughts that pop up into your head without actually pursuing them.  My way of achieving this is to write down on a piece of paper anything that is a distracting thought and holding my mind hostage.

If I’m trying to get myself into the zone and thoughts about Mortal Kombat pop into my head, I pick up my pencil and write “Mortal Kombat” on my note pad.  I’m not actually pursuing this distracting thought, but I have addressed it in a way that allows my mind to go “okay, I’ve dealt with that – back to the work”.

If this sounds cheesy to you, think of it like another tool you can put in your toolbox.  You don’t have to use it now, but if you’re sitting there feeling like you’ve tried everything and can’t break out of your habit, give this a go.  It is simple and will not introduce a lot of overhead to your existing process (have a pencil and paper next to your workspace).  The results can be quite surprising.

The second approach that I take is based on a recommendation that Seth Godin made on his blog (an excellent resource that I certainly suggest checking out).

Find some means to offload all of your distractions to something other than your main computer.  Those of us that work on computers generally use the machines both for our productive work and our distractions.  We like to think that we’re pretty good at dividing the two up (though most of us recognize that we’re not as good as we’d like to be).

Example: use a tablet computer as your dedicated “distractions device”.

Don’t allow yourself to use your computer for anything other than work.  If you don’t have a tablet, try using your smartphone.  No smartphone?  Start reading instead of browsing websites for a break.  (Believe it or not, we took breaks even before the Internet existed!)

This change too will have a rather profound result.  Framing your computer mentally as the device that you sit in front of when it is time to do work will cause your psychology to naturally align itself within the context of this frame.  When it’s time to work and you position yourself in front of your computer, your subconscious will take note and click you into a productive frame of mind.  If you don’t believe me, prove me wrong by giving it a go.  (The results surprised me when I did the same.)

TLDR? (Too long, didn’t read?)

That’s okay – you probably wanted to get back to being productive!  (You can click any of the summaries here to be linked back to the corresponding content). Here’s the summary:

  • Learn to accept the fact that you can’t be 100% productive.  You’re not a robot; you’re not perfectly efficient, and; that’s just fine
  • Try to get more in tune with your energy levels throughout the day
  • Make good use of your periods of low energy
    • (and give yourself breaks from exercising your willpower)
  • Make the most of your periods of high energy
    • (by reducing distractions and allowing yourself to focus)
  • Two tricks to help yourself focus:
    1. Write down any mental distractions as they come to mind, then let them go (keep a pencil and paper near you)
    2. Offload distractions to something other than your computer, and let your computer be a machine that is devoted purely to productive work

As a parting shot..

If you like my writing and would like to see more, I ask that you show support however you can – leave a comment if something that I’ve said turns some gears with you, or help me out by mentioning this site to anyone else that you think might be interested in the same topics.  If an article I wrote was especially meaningful to you, share it on Twitter or Google Reader.

Eventually, I would like to take these articles and compile a book (and release it open source, no less!), but in order to achieve that goal, I need the inspiration that comes from speaking to an audience and feeling some support.  I love doing the hard work – you just have to help me out from time to time by telling like-minded individuals and communicating back.  We all benefit in the long run.  Thanks for the support and keep reading!

iTunes and Inbox Zero quickies

August 9th, 2010 No comments

Two quick items today, aimed at making you more efficient at using and managing your iTunes library, and maintaining a zero’d out inbox, once you’ve gotten there (check out this post if you want some directions on how to achieve a zero’d out inbox in the first place).


A quick little tidbit today, that may make it simpler to manage music collections that span across multiple computers on your network at home.  The setup that Bay and I have is a computer in our living room that operates as our media machine.  All of our TV shows, movies, and music sit on this computer, and it’s connected to our stereo and our TV.  I want this place to hold all of our music, but don’t spend a lot of time sitting in front of this machine because it’s awkward.  Most of the actual acquisition of music occurs when I’m at my laptop.

As you can imagine, this means that I need to go through the tedious process of copying my files across the network to our media machine, logging in to that machine, loading up iTunes, adding the songs into iTunes, and then deleting them from their original location (as I have iTunes setup to manage the files in its own directory structure – once it’s copied them in, it leaves the original files, which then need to be deleted).

However, there is a little-known aspect of iTunes that can greatly simplify this process.  The library of folders that iTunes creates and uses to manage all of your music will contain a folder called “Automatically add to iTunes”.  Any files that you copy into this folder will automatically be added into iTunes (and sorted into their appropriate directory) and then the originals will be cleared out of the folder.

We can leverage this convenient functionality by creating an alias to this folder, then moving that alias on to our local laptop.  Here are the steps, with the caveat that your computers will already need to connected to your home network, and you will need to have file sharing turned on for your media machine:

  1. Using your laptop, connect to your media machine over the network.  On a Mac, you will do this through the Finder, in Windows, through the Windows Explorer.
  2. Navigate to the iTunes folder, and search it for a folder named “automatically” (this is only part of the string, so it should catch the folder called “Automatically add to iTunes”).
  3. Right click on this folder and choose either “Create Alias” (Mac) or “Create Shortcut” (Windows).
  4. Drag this alias to a convenient location on your laptop (I keep the alias in the sidebar of my Finder):

    Automatically add to iTunes

    I keep a shortcut to this folder in my Sidebar

  5. Done!

Now, whenever you’re ready to transfer music from your laptop to your media machine, simply drag and drop the appropriate folders onto this alias.  They’ll be copied across the network into your media machine’s iTunes automatic add folder and loaded into iTunes the next time you open it (or immediately if it’s already opened).

Maintaining inbox zero

The last post I made was related to getting to a state of inbox zero.  Once you’ve gotten to this spot, you still have the challenge of maintaining it.  One of the things that I find frustrating is that I often am not able to be as agile as I would like at all times that I check my e-mail.  Sometimes I’m out and checking e-mails when I’m on my phone, waiting for the bus.  Other times, I’ll get an e-mail at work that I want to input into my system as a task, but can not conveniently do this from my work computer.

This trick will provide you with a little more agility, and enable you to immediately deal with incoming e-mails and clear them back out of the inbox.  (Incidentally, even if you don’t yet have a zero’d out inbox, this tip should still help you stay on top of all of your stuff a little better).

The means by which we make ourselves more agile is to make use of the e-mails that many of the web applications out there provide us when we sign-up.  In this case, I’ll be talking about Evernote and Remember the Milk, but I know that many web applications these days provide e-mail addresses that give you the same functionality.  If you’re like me, you probably saw that the web app mentioned an e-mail address you could use to do something, and then immediately forgot about it and have not touched it since.

What these e-mail addresses provide you is a way to instantly input tasks and items into the appropriate container in situations where you have only e-mail at your disposal.  If I’m waiting for the ferry, checking my e-mail on my phone, and receive an e-mail that I know I need to act on, I can simply do the following:

  1. Forward the e-mail to my Remember the Milk e-mail address.
  2. Update the subject line to something like “Look into information Graham has provided me RE: dance workshop”
  3. If you’re especially adept at RTM, you’d probably add some additional information to the subject line like “^tomorrow” (indicating that the due date is tomorrow) “#@web” (the context you need to complete this task is access to the web), and “=10 mins” (you estimate 10 minutes to complete the task)
  4. Send off the e-mail and archive it, removing it from your inbox.

You’ve cleared the item out of your inbox, you’ve input the appropriate action item into your todo list, and the body of the mail is saved for you as a note attached to the todo list item.

Evernote offers very similar functionality, allowing you to archive any piece of e-mail (and attachments that you include) into your digital filing cabinet.

And that’s all there is to it.  I know that WordPress, Flickr, Twitter and Facebook all offer similar e-mail addresses that can provide you with equivalent functionality.  The key to making use of these addresses is setting up your address book appropriately.  Everytime you receive one of these addresses, add it into your address book under your contact.  Make sure that you sync your address book/contacts with whatever mobile device you use to check your e-mail, and then you’re ready to go.

Too easy?

If these tips seem too easy, don’t kid yourself.  Whenever you’re striving for more efficiency, you want tips that are easy and simple.  You don’t want complicated, convoluted processes to add to your daily life that require additional mental overhead and will take up your creative energy.  The simple tasks that integrate cleanly and effortlessly into your daily life are what we’re after here.

That’s all for today.  The upcoming week is the annually recurring week-long dance workshop called Get Down.  I was fortunate enough last year to take the entire week’s worth of classes, and it changed the way I thought about and approached dancing forever.  I’m looking forward to working again with some of the originators of the styles of dance that I love, and bringing that knowledge back to Victoria for this Fall’s classes.