Dec 22, 2008
Posted by arif in GTD and Productivity | 2 comments
Me and Ali are also contributors to GTD Times, the official GTD Blog of David Allen Company. At GTD Times, we have posted a review of Eat that Frog, by Brian Tracy. A book that has extended Mark Twain’s analogy of doing the toughest task of the day to eating an Ugly & Repulsive Frog. I thoroughly enjoyed the book and gained many insights that I was able to immediately put into practice. This book has been reprinted for India and is available at a reduced price of Rs.150/- at most bookstores.
Below are some of the snippets from the book that would give you more of a gist and also get you moving on your tasks. You can read more excerpts at the end of this GTDTimes blog post by clicking here.
Taking the Frog analogy forward:
If you have to eat a live frog at all, it doesn’t pay to sit and look at it for very long.
When you’ve got two frogs, eat the ugliest one first.
You cannot eat every tadpole and frog in the pond, but you can eat the biggest and ugliest one.
How do you eat your biggest, ugliest frog? The answer is: “One bite at a time.” i.e. you break it down into specific step by step activities and then start on the first one.
You should never be distracted by a tadpole when a big frog is siting there waiting to be eaten.
On the Pareto principle or 80/20 rule:
There is never enough time to do all the tasks, but there’s always time to do the most Important task.
The most valuable tasks you can do each day are often the hardest and most complex. But the payoff and rewards for completing these tasks efficiently can be tremendous. For this reason, you must adamantly refuse to work on tasks in the bottom 80 percent while you still have tasks in the top 20 percent left to be done.
A Question to ask yourself for maximum productivity: “What can I, and only I, do that if done well will make a real difference?” ~ Peter Drucker.
photo credit: TimmyGUNZ
Dec 19, 2008
Posted by Mohammed Ali in GTD and Productivity, Reviews | 0 comments
I recently switched my RSS reader from Netvibes to Google Reader, and I’ve been loving it. Behind the simple interface is a powerful set of features, that makes it a winner.
One of these features is the ability to share news items. The simple way to share an Item in Google Reader is to click on the “Share” link that is found at the end of each post. Once done, this item will automatically be added to the list of Shared Items, that can be seen by your friends.
But what if you want to create several different lists of Shared items. For example, you might want to create:
* One for Colleagues at work
* One for your family
* One for your friends working on a Project
Using the ‘Tags’ feature you can create custom RSS feeds which you can then share with your friends. This is how it can be done:
* Add an appropriate Tag to an item that you would like to share by clicking on the ‘Edit Tags’ option at the end of the item:
* If the Tag does not correspond to any folder, then you will see the tag at the end of your folder list. The next step is to make the items on this tag public, so that an RSS feed is generated.
* Go to Settings > Folders and Tags . Click on the RSS Image to make it Public. You will then be able to “view Public Page” listing all the posts with the Tag. On the right you can grab the RSS feed to share with your friends!
Sep 6, 2008
Posted by arif in GTD and Productivity, Spirituality | 10 comments
Have you ever come across a quote, an inspiring saying or a Hadith, that you liked so very much you just had to take a printout and stick it up somewhere that you could see it everyday. Infact you may have a couple of these either around your office desk, or home, maybe in your car. If you haven’t done it yourself, you certainly know friends who have this quirky little habit.
I have done this a couple of times in the past too. And sure the first couple of times I read the quote, it does charge me up to either work harder, or be focused or more caring, loving etc. However, after a week or so, if I happen to read the quote, it makes no difference to me. Give it a fortnight, that quote becomes invisible. I don’t even look at the side where I’ve got that quote up. Infact even if I did, I would probably see right through it. There’s a psychological reason that if anything is seen or told at too often, one becomes completely immune to it. The technical term for this is: nagging. So what do you do to get the same impact again and again? So how can you see and read this advice regularly enough that it encourages you but not so often that it stops having an effect on you.
David Allen has this slick web-application called an Intention Journal, to help you do just that. Sadly it’s not free and you have to be a member of GTD-Connect to use it. However if you are a Microsoft Outlook user, you can setup your own personal Intention Journal.
7 Easy steps to setup your own personal Intention Journal:
1. Go to the Tasks Module of your Outlook, by clicking on Go->Tasks (or shortcut Crtl+F4)
2. Create a New Task, by clicking Crtl+N
3. Type into the Subject, the topic of the Quote
4. Copy & Paste or Type into the notes Section of the New Task Window, the entire quote
5. Click on Recurrence on the New Task Window. Or press Alt, H, E.
6. Choose how often would you like to see this quote, then click Okay. I generally would like to see my quotes to an obscure number like every 43 or 54 days or so. That makes it really random, thereby giving me the maximum impact each time I see the quote, as I would never be expecting it.
7. Save and Close, and you’re done! Now every so often you will have your selected quote show up as a daily task on your Outlook screen. I look at my daily tasks almost first thing every day, however if you would want it to pop-up, then just put an alarm/reminder too.
Here are a few quotes that I currently have randomly spread across in my Outlook Intention Journal:
On Ascetism:
Asceticism does not mean that you should own nothing. It means nothing should own you. – Imam Ali
On Valuing one’s youth:
”Oh. Soldier. Value your youth and worship God. The pleasure of worship is in your youth. When you get old, your heart will want to worship, but you will not have the health and strength to do so.” – Imam Khomenie
The Illusion:
You Are Nor Veiled From Allah By The Existence Of Something That exists with Him since there is nothing which exists with Him. You are veiled from Him by the illusion that something exists with Him. – Shaykh Abdal Qadir Gilani.
Charity:
Stop giving charity only after you either run out of money or run out of breath.
Desire & Expectation:
Truly, The Thing I Fear Most For My Community Is Illusionary desire and excessive expectation, for desire bars one from the truth and expectation makes one love the world.
Definition of Regret:
”What is regret but that we were not more fully present in a situation, or to be more ‘there’ in a relationship that we have now lost?” – from Tom Butler Bowden’s summary of, Eckhart Tolle’s, Power of Now in 50 spiritual classics.
On Work:
’Through work you express your love for those whoever will benefit from it, and satisfy your own need to create. Those who enjoy their work know that it is a secret to fulfillment, that we can be saved through what we do.” Khalil Jibran
If you liked this post, you may further benefit from the post: How I use my Tickler file to remind me of all the important and unimportant things in my life.
Jul 8, 2008
Posted by arif in GTD and Productivity | 5 comments
It’s because of Rules. We had them as School kids, there are Rules at office, then then there are traffic Rules. Rules Rules Rules everywhere. Who needs ‘em, Wouldn’t it be better if we just got rid of them? No, you know that it wouldn’t be. And that’s because, it’s these Rules that are in place to provide us with the freedom to do what we can, within limits.
One of the great things about GTD is that it believes in making and following rules. GTD has a great set of Rules. These rules if one can adopt them as “Commandments” in one’s life that are never to be broken, it would save you from a lot of one of the most stressful and anxiety-ridden activities i.e. Decision-making. Having these rules in place, spares you from thinking through many things each time they crop up. You don’t need to make decisions any more, just follow the rules that have been set.
(Side note: There are many great GTD rules, (expressed as Best-Practices of the 5 Phases of Gaining Control), but in this post, I’ll be discussing the rules which are not strictly GTD Rules by the book. But have nonetheless helped me greatly in simply getting things done.)
2 minute rule
Okay, this is an official GTD Rule that all GTD practitioners know and love. If anything takes you two minutes or less to do the moment it has your attention, you do right then and there. Because it’s much more bothersome to defer it, track it, review it and do the next time round you think of it. Don’t think about it, Just do it. So if an email takes less than two minute to respond, do it then and there. If that call you going to make, can be done in two minutes or less, finish it right away. So, whenever there’s something that you need to do, and you feel like postponing it, first ask yourself will it take two minutes or less to do it. If the answer is yes, then simply just do it.
10 minute exercise rule
This is a great Rule that has immensely helped me. If there’s something really painful to do, like cleaning a cupboard, or making the first draft of a very difficult report, or plain exercising, have a rule that you would start doing it and spend just 10 minutes at it. When you break it down to that small a size, just 10 teeny weeny measly minutes, it gets much easier to handle. And after those 10 minutes up, you have three options:
i You can give yourself the option to stop doing the difficult task. If you really want to stop there, great, no problem.
ii However, 9 times out of 10, you would get so involved in the first 10 minutes that it would give you a greater sense of relief to complete the task or make significant progress on it.
iii Finally, if you’re not in the mood to continue on, but still dont’ want to give it up, treat yourself to a 2 minute break (it could be checking emails, web-surfing, or just a nice luxurious stretch) and can get back to the task for another 10 minutes and 10 minutes only.
6 month get-rid-of-it rule.
If you’re like me, you may have the habit of continously taking on more stuff to read than you can possibly complete. Web-pages that you’ve bookmarked to get back to, email forwards from friends that you said you’d read later, books lying around your bedside which you told yourself that you said you’re gonna complete someday. The 6 month get-rid-of-it rule, applies just not to reading material, but if there’s anything lying around that you said that you’d get back to, but haven’t been able to do so for 6 months or more, you’re better off just getting rid of it.
The logic is that each time you’ve passed by that pile (for eg. Reading material) you have subconsciously made the decision that what you are currently doing is of more importance that what is piled there. And you’ve been doing that for 6 whole months. Therefore, it could be that what’s in that pile is not really that important at all. And after all if there’s some information in there that you may need after some time, there’s always the internet. So for now you really can trash it. You don’t have to follow this rule religiously, but for the most part it does help get rid a lot of clutter and helps you focus on what really needs your attention.
3 minute email rule
Ever confused should you be sending an email to someone or if you’re better-off speaking to that person personally or over the phone. Well here’s where we introduce the 3 minute email rule. If it’s going to take you 3 minutes to draft and send the email then you might as well just send an email and do it then & there. However, if you’ve really got to think this through and the matter is not as simple as it sounds, then it most likely that an email would not resolve the matter and it’s something that needs to be discussed face to face.
Still Confused, have a rule to follow your intuition.
Not sure whether to buy this Printer or that one? Or if you should be taking part in some activity at all? Of there still something that you’re not able to decide over, don’t analyse too much, you’ve researched enough data on the internet already. Now, just close your eyes, breathe deeply, and follow your instinct. After that, put a reminder 3 or 6 months down the line to checkup on yourself. I put a note for myself in my Calendar or Tickler file reminding myself on the decision I had taken based on my gut-feel. So 6 months later it gives me a chance to relfect back and see whether the decision taken was a hit or a miss and if so then by how much.
Do you feel any of these would help you? Are there any rules that you have adopted that help you get more work done by the end of the day? Drop a note in the comments.
Jan 28, 2008
Posted by arif in GTD and Productivity | 7 comments
Earlier this is what I would go through:
1. Before Packing: Pretty much the whole day I would be thinking: “Oh my God, I’ve still got so much packing to do. When will I do it? I’m still at work. I better leave soon, but there’s still so much to do.”
2. And while I’m packing: “I’ve got to pack clothes and then there’s my toothbrush, and oh-my-God I cannot forget my mobile charger…aargh!”
3. But worst of all after I’m all packed: “hmm I’m know I’m forgetting something, but don’t know what that is.”
These days, packing is so easy when I’ve got to travel. (Ofcourse that’s mostly got to with the fact that I’ve got my sweet wife to help me out). But even then, every time I start packing, all I need to do is pick up my Travel Checklist and then blindly, without a shadow of a thought just start piling stuff into my laptop bag or suitcase as it maybe. Gosh, do you know how relieving that is. Ah, if you could just taste the sweetness of being in the state of no-thought, the mind-like-water. (Thank you David Allen, may the Lord bless your kind soul).
Have a Travel Checklist:
Even if you travel as less as once a year, I highly recommend making a Travel Checklist the very next time you start packing. It’s been an amazingly time-saving & stress-saving tool for me. The trick is to have it complete. If it’s not compete, then it’s only half-a travel checklist, and the other half is in your head & it’s giving you lots of stress.
I started mine using David Allen’s Travel Checklist as the initial draft and then customised it for my needs. I’ve saved it as a note in my Outlook Notes folder, which then automatically syncs to my Blackberry. You’ll find my entire Checklist below.
Feel free to use it, copy it and share it. I’m sure you’ll find quite a few things below that will make you go “Aha!” and want you to add it to your checklist. If so, or if you’ve found anything useful, do mention that in the comments below. Also if you’ve got any other Travel-tip would love to hear it.
Keep smiling ☺
Arif
Ps. I’m currently typing this being a royal house-guest of my wonderful in-laws at Mahuva in Gujrat. Thanks to my Travel Checklist, I had everything in place (laptop, charger, mouse, Reliance USB NetConnect) to make this blog post.
Arif Vakil Travel Checklist
To Carry in my Pocket:
Blackberry and Bluetooth
ipod with headphones
wallet (with enough money)
business card holder
pocket notepad
Pilot red & black pens
Sharbo pen/pencil in one
Laptop bag:
Macbook
power cord
Mouse and mouse-pad
Reliance usb connect
All gtd folders: (blue Ins, read/review etc)
2 books for reading
Dua book
Namaaz Compass
Sajdagha
Prayer Mat
Crocin red & blue
Red bull
Regular Bilt notebook to take notes
Business Cards
small yellow post-it
Empty cd
Cd writing pen.
Home keys in laptop bag keychain
Multi-plug converter (esp International travel)
Cable case only if feel necessary (ipod cable, camera cable, bberry cable)
Headphones splitter
Suitcase:
Running shirt
Running short
Running shoes
Climbing shoes (if going to Mumbai)
Deodrant
Laptop sleeve
Totebag / travel bag
Toothpaste/toothbrush/
Floss
If journey crosses Thu/fri: a Nail cutter.
Lens kit
Extra pair of lenses
Lenses
Spectacles
Lens cleansing solution
Hair comb
Underwear
Socks
Dress Shirts
Jeans
T-Shirts
Night Clothes (T shirt + pajamas)
Belt
Dress Shoes
A Bag to Carry Clothes that I have worn and now for Laundry.
Sweaters
Jackets
Slippers
Neck Support (for long journeys)
Phone Charger
Ipod charger (if travelling for 3 days or more)
Bluetooth charger (if necessary)
Tickets
Camers
Camera Charger
Video Camera if travelling with family or to meet family.
Car-tuner (esp if travelling with family)
Go through conference checklist if going to conference.
Handled (stuff to do):
Put forward tickler file.
Take support papers (credit card copy) from travel folder and put in Action support.
Browse through article/blogposts folder for read/review material to carry.
Collect laptop sleeve bag/tote travel bag from Ramesh
Ask Ramesh to get talking yellow pages tel number for city visiting and put in Addressbook
Hotel booked
Car P/U Arranged or taking airport taxi, decide (Ensure driver speaks hindi/english)
Mac Backed Up
Taken cash from accounts/atm
Print Off The Web:
Subway restaraunts in the area
Closest mosque
Weather checked
International
Passport
Foreign currency (eg Dirhams when Dubai)
If Traveling With Family:
Markers (for writing on cartons)
