OmniFocus: Getting Better at Projects

December 27th, 2009

I’ve noticed over the past couple of months that my usage of OmniFocus has trended back toward a cluttered to do list. Sure my actions are sorted into projects and contexts, but I never seem to complete a project. What’s going on?

During a recent review session, I realized I had way too many projects. I was using projects as categories of single actions. I had projects at work for each department (Sales, Account Management, Engineering, etc) and for each product. Every thing that went into OmniFocus was a single action within one of these “folders”, even if a set of single actions were actually related to each other. So even though I happily ticked off actions, I never completed projects. After all, when will the Sales or Engineering projects be done?

I was making the same mistake for personal things as well. I had a project called Chores, another project called Of Interest to collect things I wanted to check out later. Again, I’m not sure I’ve ever completed a project.

So what’s the big deal? I was still getting stuff done.

I realized that I wasn’t very focused. I had no way of knowing which actions or projects were important. There was no priority, I was using OmniFocus to store everything (a good thing), but wasn’t using it to tell me what was my priority (a bad thing).

So I’ve changed the way I use OmniFocus yet again.

I have a new rule. When creating a project, I now force myself to think through when will this project be done. What am I trying to accomplish? So each project has a clear goal with an end in sight. I’m also limiting myself to having only a handful of active projects for work and a handful for personal stuff, so I can really focus on the priorities.

So for work, I switched from having projects that reflected departments to these projects: 2010 Planning, Finalize Partnership Agreement, Get Company Y Using our Product. That’s it. Only 3 active projects. I won’t activate another project until one of these is complete. If something comes up, I’ll activate it at the cost of deactivating one of these.

For personal stuff, i went from having projects like Chores, Of Interest and Hockey to Move Downtown, Launch Sharks App and Apply to MBA Programs. Again, those are the top 3. If something else wants to squeeze in there, one of those three have to move out.

No more committing to too much. No more thinking I can do it all. 3 priorities at work, 3 priorities at home. It seems so simple.

There are all kinds of leaders …

October 30th, 2009

I’ve read a lot of management books about leadership. It’s a topic that fascinates me. Personally, I’ve found confidence as a leader on the ice, looking out for other players or making sure everyone gets a fair shake. So it’s not surprising that I found myself at a Sharks game tonight thinking about leadership.

The Sharks finished the season last year with the best record in the league, but they flopped in the playoffs for the third year in a row. Over the summer, the GM said they needed to make some pretty dramatic changes. Among them, was a Captain change.

Patrick Marleau, the captain for the past several years, was stripped of the captaincy and had to endure trade rumors all summer. But come the beginning of the season, he was still with the team.

You might think that a player who was just stripped of a leadership position might struggle. But Patrick Marleau has been the best player on the ice for the Sharks in every single game this season. He’s scored 10 goals in 13 games, faster than any other player in Sharks history. He looks faster. He looks hungry. He looks like he’s enjoying the game.

It’s as if the C on his jersey weighed him down last season. He looks care-free like the kid who doesn’t want to come off the ice even though it’s way past dinner time.

It got me thinking. We can’t all be rah-rah leaders. We can’t all take charge and be the vocal leader. We’ve all been in situations where too many people try to do this. But we can all be like Patrick Marleau. We can all lead by example, face adversity with true character and push ourselves to be our very best.

San Jose has a great gift in Patrick Marleau, both on and off the ice.

Great Tip: Use Text Expanding Software to Save Time

July 16th, 2009

I love this blog post.

It discusses techniques for using text expanding software. Makes perfect sense. I didn’t even know something like this existed, even thought it’s right up my alley.

OmniFocus: A Pie-in-the-Sky Wish List Idea

July 10th, 2009

I just sent this feedback to OmniGroup and thought I would share it here as well, since my last OF post got such a positive response.

I’m in the middle of an OF review session (on a Friday evening, I know!) and I had a few ideas. I recently switched from using due dates to start dates, because I was sick of constantly resetting due dates when I fell behind. Typically during my review, I set start dates on the things that I want to tackle during the upcoming week. But as I review project to project, it’s hard to keep track of how many things I have committed to starting. Now I haven’t really committed to anything, but that’s not the point. It would be nice to have some kind of visual indicator of what I have selected. Right now I jump back and forth between project and context view as I plan to make sure I don’t pick too many things to start. It would be great if OF had some basic graphical reporting (perhaps borrowed from OmniGraphSketcher). It would be great to see things like:

- how many tasks are set to be started by day in the next week / month / etc.
- how many tasks are due by day in the next week / month / etc.

I’ve never really seen the point of using the estimated time field, but I realize this may be because I just don’t get it yet. I used to feel that way about start dates, but now I live by them. But if I could see the following on a graph:

- time committed by day based on due activities
- time committed by day based on start activities

Well, I’d be all over using that time estimate column.

I guess the core problem I’m getting at is, I dump all kinds of things into OF. I mean everything from when to take my garbage cans to the curb to big life goals. When I plan and review, I really would like to have a sense of how much I’m committed to so that I can be a little more realistic in my planning.

Leading Questions: When You Think You Know the Answer

May 20th, 2009

I’ve been noticing this a lot lately. Some one will ask a question that assumes the answer. In which case, why ask the question? And are you really listening when they give an answer or are you hearing what you expect?

For example, I heard an account manager ask a client, “do you have concerns with usage or budget?” Well, after hearing that, I’d have concerns about both. How about, “What are your concerns?” instead.

More often than not leading questions happen when the person is uncomfortable with the question they are about to ask and so they keep talking after they ask the question. See above.

My advice is twofold: 1) If you are afraid of the answer, get over it before you ask the question. 2) Stop talking. Say as little as possible and just listen. Otherwise you are going to get the answer that is making you afraid to ask the question.

Also, it’s never as bad as you think, until you make it so. Often when it seems as bad as you think, if just truly listen, you usually uncover that there is a very solvable problem underneath.

OmniFocus: Changing My Strategy

May 19th, 2009

First some background, I always have way more to do than I can possibly get done. I’ve been using OmniFocus for a couple years now (since May 2007) to track everyting and really can’t imagine how I would get things done without it. Today, I just made a pretty significant change in how I use it.

Here’s what I was doing before. During my weekly review, I would assign due dates to the things I wanted to get done during the upcoming week. I would assign dates such that my projects were spread evenly across the week. But I was always too optimistic. I rarely got done everything I planned to.

As a result, I ended up with a bunch of red tasks that really weren’t overdue. I in turn stopped paying attention to color (one of the very useful feedback cues that OmniFocus provides). I also spent a lot of time scanning through my overdue items, cherry picking the most important ones. It was a GTD nightmare.

So here’s what I just did to fix it.

First, I set up review schedules for each of my projects. I wasn’t using this at all before. Then I set up my “Planning” perspective (my default Project view) to be grouped by “Next Review” so my most neglected projects appeared first. In my weekly planning, I’ll start here.

Then I got rid of the due dates for things that really weren’t due at any time but I had added a due date to force me to get them done. Instead, I now plan to during my weekly review, identify a couple of projects that I want to tackle that week and set Start dates for each of them, much like how I set Due dates before, spreading them out across the week.

But here’s the key difference. I changed my “To Do” perspective (my default for context view) to group by start date. I collapsed the start any time category because those are the things I want to ignore and can now see just the tasks that I set out to do this week sorted by when. The best part is if I fall behind nothing turns red, except for the things that are truly past due because most things (that don’t really have due dates) don’t have due dates.

If things slip, then the next week I’ll just add start dates to fewer items to allow me to catch up. Or I might decide something else is more important and remove start dates from some projects and add them to others.

The benefit of this change are the following:

  • No more screens full of red tasks that aren’t really past due.
  • I’ll now pay attention to the things that are truly past due.
  • Start dates are way more pleasant than due dates
  • I like change.

We’ll see how it goes after a few weeks, but for now I’m excited.

Getting the Itch to Create Things

April 3rd, 2009

It’s been awhile since I’ve posted here and I’m not quite ready to say I’ll be picking it up again on a regular basis. But I have been getting the urge lately to get back into creating things. I’m not sure what things quite yet. But something is brewing.

For the past six months, I’ve been completely consumed by work. I moved from a straight up product management role (where all I did was make things) to an operations role, and have done everything from selling to account management to expense management to you name it. While I love the variety and the new array of challenges and problems to solve, my brain keeps reminding me that I really like to create things and I’m not getting enough of that lately.

Work has been tough. The world is tough right now. We have way too much to do and not enough people. My days are long. I wake up to sell (that means getting up when it’s dark out), and I typically stick around until the last engineers are gone (that means it’s dark out). I’m not complaining. Most of the time I love it. But on a Friday night, when I start to think about all the things I would like to create, but am too tired to work through a half-baked idea, I get a little sad.

This week, I left work early a few times. That was good. Trying to recharge the batteries a bit. It’s no big surprise that slowing down, brought back the need to create things. It feels good.

More to come …

The Sky Is Not Falling

September 17th, 2008

I have found myself on many occasions recently trying to convince people that the sky is in fact not falling. The economy does suck, despite what Republicans want to believe. The election process makes me miserable. At work we are desperately trying to climb out of a vast valley. But despite it all, I do believe the sky is not in fact falling. Here’s why:

Not to trivialize the consequences for the many people who have lost their jobs this week, but companies do come and go. So it goes. Stock markets crash and recover. So it goes. People lose their jobs and then pick themselves up again. Many move on to bigger and better things. Some learn valuable lessons and become better people for it. Again, so it goes.

As for the election, it looks as if the same old tactics are working. Instead of having a debate about how to solve problems, we are engaged in a culture war that has little to do with politics, government or the philosophical foundation that has gotten this country to where it is. It would be easy to say that people these days don’t care enough. Or aren’t educated enough. Or aren’t smart enough. But I don’t believe any of these things are true. People are simply being people, which means we are reacting emotionally, we ignore reason, we overly generalize (look at what I am doing right now) and worst of all we stay in our comfort zones and avoid the hard problems.

But this too is all okay. Because at the end of the day, there will be a new president. There will still be 100 senators and 435 representatives and 9 justices to help correct things along with the one guy we elect in November. Hopefully, a few of those 545 people will look at the last 8 years and decided it’s not good enough and be inspired to do better and have the courage to inspire those around them to do better.

Life is full of tough times. The sky is not falling. We simply have crashed (on many fronts) and have not yet picked ourselves up again. But we will. We always do. So it goes.

Merlin Mann: You rock!

September 11th, 2008

I’m too tired from a week of traveling to write a proper post, but I wanted to get this out there.

Merlin Mann has just evolved the mission of 43 folders and I couldn’t be more thrilled. I’m a productivity nerd, but I do it because I aspire to make great things. It’s the classic effectiveness vs. efficient argument. I could give a damn about efficiency, if it doesn’t come with effectiveness. If productivity tricks help free up time, but I don’t use that time to do a better job at making things. What’s the point? I’m excited to see where Merlin goes with this.

Traveling for Work Instead of Working for Travel

September 8th, 2008

Lately, I’ve been spending a lot of my free time, thinking about where I want to travel. I recently took a five week vacation to Italy (but that’s another post) and am already thinking about a trip to Argentina and another trip to Thailand. I don’t know what it is, but I can’t shake the travel bug.

Today, I find myself traveling for work again. I’ll say that traveling for work has taught me that I don’t actually like to travel for the sake of travel. I like traveling because it gets me out of my routine, away from my every day life. It forces me out of my comfort zone and gives me new perspective when I return.

But work travel does none of this. When I travel for work, I inevitably spend every waking minute either focused on whatever it was that prompted the travel or trying to catch up on the stuff I am missing back in the office.

Regardless of the city, work trips always entail a hectic schedule that encompass mediocre hotels, restaurants you would never otherwise eat at, convention centers, office buildings, and awkward cab rides. Occasionally, you get a chance to get outside and enjoy the actual city these events take place in, but it’s always crammed in to the one free hour you have before you have to catch your flight home.

On these trips, it’s hard to believe that I look forward to travel and have to remind myself that this isn’t travel. This is just work.