Carolyn, my chief of staff, sat on the couch as I ran into my office. The Palo Alto building wasn’t built for tech; it’d been adapted to support the use case over the years. My office was in the center of the building, which had an inner atrium. Way too many windows. Maybe a salon?… more
Remember. Monday. It’s not Wednesday when everything is already blowing up. Monday is a blank slate before 9am; this is my chance to set the tone. While it is still quiet, get a fresh cup of coffee (I prefer black and strong). Not a coffee drinker? Great, try Chai or just a glass of water.… more
You need to understand my to-do list process before you read these steps. I strive for a daily inbox-zero task system, which means I can scrub the complete list in less than 10 minutes. The size of individual entries varies. Most can be completed in one work session, but others are project-like tasks where the… more
I am DONE with this task. I finished. Good job. Victory. Next. I am STILL THINKING about this task. I might need more time to complete it or be thinking about an appropriate approach. Going to just leave it here for now, but I will make a choice regarding this task (and all tasks) by… more
Level 1: NOT BUSY My schedule is wide open. I can choose infinite paths. Zero commitments. The weekend. I sleep like a baby. Life is good, but am I living my best life? Level 2: STUFF TO DO I have a few commitments wandering around my brain. They are reasonable, knowable, and not deadline-based. I… more
At this moment, at the beginning of the year, I have eight active big rock projects. The following attributes define these projects: I am the primary owner and have committed to someone that they will be done at a specific time. I am the correct owner of this project. There is no obvious better owner.… more
Josh Olson asks, “How do you stay the course with task management?”
As part of the new gig, I’m continuing with Workflowy as my personal to-do system. It’s a bookmark called “Brain” and it’s roughly a page-long outline, but it’s still early in the gig. I’m bracing for the inevitable flood of tasks when I leave the honeymoon phase.
When this flood does occur, I’ll likely do what I’ve done in the past. When the work associated with task management become onerous, when it’s 1am and I’m dragging and dropping tasks hither and fro, I’ll think, There has got to be a better way.
There is. And it has nothing to do with well-designed productivity software.
I eagerly evaluate every single shiny new productivity system because my sincere hope is that they’ve solved for… me. They need to solve for the fact that I excite easily, but I have a short attention span. They need to solve for the fact that I eagerly embrace the disruptive new, I’m not beholden to the past, and will adapt to whatever new craziness they’ve designed. But they also need to account for the fact that new craziness has an incredibly short half-life.
It’s an impossible design specification and my advice for productivity software vendors is to ignore it.
We spend a lot of time asking too much of our tools when, in fact, what we really need is just good practices. I’m certain I could keep track of my individual tasks on a torn coffee-stained napkin reliably as long as the practice around the maintenance of that napkin list was reasonable and, more importantly, maintained consistently.
I eagerly evaluate every new productivity solution that shows up because I truly want them to be “the one,” but after doing this for over a decade, I’m certain the tool isn’t the problem. I am. Where the innovation needs to occur is not within Asana, Things, or Workflowy, it’s with how I choose to spend my time. It’s developing a well defined protocol for myself regarding maintaining my to-do list, and then religiously following this protocol and consistently investing my time.
Fact: to-do list management is boring. It’s like writing unit tests for your life. It’s maintenance work and we engineers both understand the value of maintenance work and excel at finding brilliant excuses to not do it. A simply delicious way of avoiding this boredom is to keep it interesting by changing the rules, finding a new application, and talking about your productivity workflow rather than maintaining that workflow.
Which is what I’m doing right now. See, I’m the problem.
At some point in the last year there was too much email. I’ve considered myself a competent manager of email and to-dos for much of my career, but the quantity of email that needed my attention exceeded a heretofore unknown ceiling and I began to understand how the smallest parts of my inbox policy could… more
I am told that the manner by which others understand that I am busy is when my writing coherence suffers. This primarily occurs in email when whole words are dropped, sentences become jumbled, and logic falls on the floor. Rands, I literally did not understand what you were asking in that email. Poorly written emails… more
There’s a gaping hole in The Taste of the Day. Yes, it’s a handy task management system, but it’s incomplete. It describes a process for constant scrubbing of a task list, as well as a handy place to keep distractions out of your way via the Parking Lot, but at the end of the day,… more
