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You are here: Home / 2009 / Archives for August 2009

Archives for August 2009

Recommended In Boxes

August 31, 2009 by Matt Perman

Post 3 in the series: Recommended Productivity Tools

For your physical in box, I recommend the silver steel letter trays that you can get at Target or Amazon. I used to have the plastic black letter trays from Office Depot, but I’ve recently switched over to these because they look a bit better.

As far as you to make the best use of your in box, it’s pretty simple: Put one on the top of your desk.

Some people stack several together and use the lower ones to hold pending items like material to read. I don’t do that because I prefer to only create very short-term, ad hoc pending stacks that I deal with right away. Pending items that need to be held for longer periods of time go into a file drawer (which will be covered when I, finally, get to my posts on filing).

If you have a desk at work and home, then obviously I’d recommend an in box at each location. Since my desk at home is in the basement, I also have an in box upstairs that I can easily toss stuff into.

As far as location goes, I recommend putting your in box on the left side of your desk. This creates a workflow of left to right: stuff to process starts on the left; you process it in the center; stuff that needs to be distributed elsewhere gets put into an “out” pile on the right.

Last of all, the big question here is: Is it “in box,” “inbox,” or “in-box”? I’ve seen all three. But when I think about it, I don’t think I like the looks of “in box” — which is the form I used in this post. So going forward, I’m going to start writing “in-box.” (If you have an opinion, let me know!)

Posts in This Series

  1. Recommended Productivity Tools: An Introduction
  2. The Tools You Need to Have (And Where to Keep Them)
  3. Recommended In Boxes
  4. Recommended Capture Journals
  5. Recommended Pens
  6. Recommended Pencils and Paper Pads
  7. Recommended Staplers, Staple Removers, and Tape
  8. Recommended Scissors, Letter Openers, and Post-Its
  9. Recommended Paper Clips and Super Glue
  10. Not Recommended: Desktop Organizer Things
  11. Recommended Chairs and Waste Baskets
  12. Recommended Labelers and File Folders
  13. Recommended File Cabinets and Bookshelves

Filed Under: Productivity Tools

The Tools You need to Have (and Where to Keep Them)

August 31, 2009 by Matt Perman

Post 2 in the series: Recommended Productivity Tools

While the right tools are important, the tools themselves won’t get you organized. You need to know how to think about your tools and where to keep them. Otherwise, getting the right tools will simply create clutter.

So before getting into the specific tools I recommend, I’m going to do two things. First, I’m going to outline the basic categories that everything you can possibly have at your desk falls into. Second, I’ll give a brief overview of all the tools that may be useful to have in your workspace and where they should go at your desk.

Understanding Workspace Setup

I posted some notes on workspace organization last week in anticipation of this series, so that may be worth looking at. The most relevant concept for our purposes here is that there are two kinds of things at your desk: permanent stuff and transient stuff.

Permanent Stuff

Permanent stuff falls into four categories: equipment, supplies, decoration, and reference.

Equipment goes on the desk if its used more than once per day, and in a drawer if not. Supplies go in a desk drawer in small amounts, with extras being kept in a cabinet or supply room. Decoration goes on the desk and walls, but should be kept limited. Reference items go in file cabinets and on bookshelves.

Transient Stuff

Transient stuff falls into three categories: input to be processed, action reminders, and project support materials.

Input to be processed goes in the in box. Action reminders will be in your task management software or, if you are paper-based, planner. Project support materials would be in electronic files and possibly some physical files.

The tools that we’ll be discussing in this series fall into the categories of equipment and supplies.

 

Core Tools and Their Locations

Here is an overview of the physical productivity tools you need to have and some brief words on where they go. My aim here is to provide you enough details on where to keep things to get you started; I’ll provide more details on desk setup in a future series.

The Desktop

On the top of your desk you should have your in box, computer monitor, any necessary computer peripherals, at least one pen, and maybe a pencil. If desired, you might maybe also want to have a desk lamp, a decoration or two, and a printer if you have one to yourself and there is room.

And that’s it.

The rest of the desktop is for working and just plain providing some breathing space. Any additional items will get in the way and, at least unconsciously, be a nuisance. The key principle is: keep your desktop as clear as possible.

Drawers

I’ll go into more detail on how to set up your drawers in my series on desk setup. But for the tools I’m covering here, two drawers are sufficient.

Drawer #1

In one of the drawers at your desk you should keep these items: pens, pencils, extra pencil lead, paper clips, scissors, a letter opener, and a unit of post-its. You might also want to have some rubber bands, super glue, twist-tie-things that come with the cords in neat new electronics gadgets, business cards, Advil, and maybe a few other things that fit and are useful (some permanent markers, a small ruler, etc.).

Don’t keep too many extra pens and pencils in this drawer; 5 of each is plenty. The point is to have a reserve to draw from if the one you are using on your desk runs out, you misplace it, or you just want to grab a few more for some reason. If you have any additional pens and pencils beyond the 5 or so, they go in a supply closet where you store extra supplies.

Regarding super glue and rubber bands: I admit that I hardly ever use these things. Having them around at all may be an old hold-over from when less stuff was computer based. Or maybe I just have rubber bands in there because I think it’s neat. The super glue is there because we have kids who sometimes break things. So, obviously, some things here are more or less relevant to each person’s specific situation.

Regarding the twist-tie-things: Whenever I get a new electronic gadget, I save those twist-ties the cords come tied up with. Or, I should say, I save them unless they are the flimsy kind. They really come in handy to tie up any cords that are longer than needed, so as to keep them from becoming unruly. I use them all the time.

Drawer #2

In another drawer you should have this equipment: stapler, staple remover, tape, and a labeler.

I admit that I hardly ever use the tape. But if I ever need it, I don’t want to have to go walking to find some. There’s space for it, so it’s easy enough to keep around.

The stapler I use about every other day or so. Whatever you do, do not keep your stapler on your desk. That just looks ugly. It goes in a drawer. So does the labeler.

I also keep a stack of blank CD-RWs in this drawer, some sleeves for the CDs, and a cloth to clean my screen.

Additional Drawers

If you have additional drawers, other stuff that you might want to keep in them include: chargers, extra batteries, Kleenex, and printer paper (if you have a printer at your desk). If you have a cubicle with a storage bin or a desk with some type of hutch on one part of it, these items also work well in there.

Obviously there is probably a lot of other stuff some people keep in their desks. That’s fine, but my recommendation is to keep the amount of stuff you have around to a minimum. Have only the essentials, and a bit more if it doesn’t take up any needed space.

Keep things to a minimum so that it is easier to keep them organized. The aim is easy, finger-tip access so that your workspace functions like an effective cockpit.

Around Your Desk

Around your desk are chairs, wastebaskets, and maybe bookshelves.

Supply Room

Extra supplies go in a supply room. Keep at your desk what you use, and keep extras somewhere else to avoid clutter. For example, if you have a printer and keep printer paper around your desk, keep one unit around. Keep extra units in the supply room.

Portable

Kept portable and with you should be your capture journal.

Posts in This Series

  1. Recommended Productivity Tools: An Introduction
  2. The Tools You Need to Have (And Where to Keep Them)
  3. Recommended In Boxes
  4. Recommended Capture Journals
  5. Recommended Pens
  6. Recommended Pencils and Paper Pads
  7. Recommended Staplers, Staple Removers, and Tape
  8. Recommended Scissors, Letter Openers, and Post-Its
  9. Recommended Paper Clips and Super Glue
  10. Not Recommended: Desktop Organizer Things
  11. Recommended Chairs and Waste Baskets
  12. Recommended Labelers and File Folders
  13. Recommended File Cabinets and Bookshelves

Filed Under: Productivity Tools

Recommended Productivity Tools: An Introduction

August 30, 2009 by Matt Perman

Post 1 in the series: Recommended Productivity Tools

Posts in This Series

  1. Recommended Productivity Tools: An Introduction
  2. The Tools You Need to Have (And Where to Keep Them)
  3. Recommended In Boxes
  4. Recommended Capture Journals
  5. Recommended Pens
  6. Recommended Pencils and Paper Pads
  7. Recommended Staplers, Staple Removers, and Tape
  8. Recommended Scissors, Letter Openers, and Post-Its
  9. Recommended Paper Clips and Super Glue
  10. Not Recommended: Desktop Organizer Things
  11. Recommended Chairs and Waste Baskets
  12. Recommended Labelers and File Folders
  13. Recommended File Cabinets and Bookshelves

Today we’re starting a series on recommended productivity tools. I’m going to cover some basic tools that you need to have and point out which ones work best to make your work smoother, less frustrating, and more enjoyable.

I have in mind here physical tools, rather than electronic tools. Which leads right away to the question: What? Why care about physical productivity tools?

Why Care About Physical Productivity Tools?

There are two reasons to still care about physical productivity tools.

First, even though we live in an electronic age, we still need to do some physical things. Physical “stuff” will always be with us in some form or another. As long as there is a need to do physical stuff, there is also a need to have the physical tools that enable us to work as effectively as we can.

In fact, sometimes physical tools are preferable to electronic. For example, I often prefer capturing ideas and notes in my moleskine notebook over capturing them electronically. This is not always the case, but sometimes it is faster and simpler. This brings into play two physical tools: a capture journal and a pen.

Second, it’s worth giving some reflection to physical productivity tools because most attention is given to electronic tools. And that is just as it should be. But since we still need to use physical tools, someone needs to give some attention to which ones will serve you best.

The Value of Good Tools

My aim in this series is to point out which tools work well and which you will most likely to enjoy using. A fundamental assumption behind that purpose is that having good tools matters. There are at least three reasons for this.

First, if you have good tools, you often times want to use them. This in turn makes your work a bit more enjoyable, and this pays dividends for your productivity. David Allen makes a good point when he writes: “one of the best tricks for enhancing your personal productivity is having organizing tools that you love to use” (GTD, 96).

Second, bad tools get in the way. This creates unconscious resistance to getting things done.

Third, it is important to make your workspace in general a place you want to be. The tools you have at hand are part of that environment, and thus contribute to your overall sense of satisfaction with your work environment. If you have tools that you enjoy using, you are that much more likely to enjoy your workspace in general – which enhances your ability to get things done.

Note, however, that having good tools does not necessarily mean having expensive tools. David Allen rightly notes: “Often, on the low-tech side, the more ‘executive’ something looks, the more dysfunctional it really is” (Getting Things Done, 91). A good tool is a tool that works well and that you want to use.

In the next posts we’ll give a quick overview of the main kinds of physical tools you need to have. A corollary question is where you should keep these tools for optimal access (and minimal distraction), so we’ll cover that to. Then, I’ll cover each tool individually for the rest of the series.

>> Go to next post The Tools You Need to Have (and Where to Keep Them)

Filed Under: Productivity Tools

The Surprising Science of Motivation

August 28, 2009 by Matt Perman

A friend emailed me the link to this talk and said that it was definitely worth the 18 minute investment of time. He was right.

I highly recommend this TED talk by Dan Pink. Here’s the key point: “There is a mismatch between what science knows and what business does” when it comes to human motivation.

And it is very interesting that, as he touches on at the end, the science of motivation naturally demonstrates the value of some of the more significant emerging workplace practices, such as a results-only-work-environment and 20% time.

(Although I acknowledge that 20% time isn’t necessarily new — it was practiced at 3M more than 50 years ago. Come to think of it, ROWE was also the basic operation of many people before the rise of the modern organization and the concept of an employee — a relatively recent occurrence. It is interesting how what is “new” is often actually “old.”)

(Final note: By pointing out the relatively recent occurrence of the concept of an employee, I am not implying that I think it is a bad concept. I do, however, think that many of the primary early practices for managing employees, which focused on control, were wrong-headed and we are still seeing their effects today. Employees deserve autonomy, not tight controls, and this leads to better results for organizations as well. This will be an interesting course of discussion for future blog posts.)

Filed Under: e Motivation

Thoughts on How to Schedule Your Week

August 27, 2009 by Matt Perman

I’ve advocated in previous posts that, when planning your week, you should proactively choose several “big rocks” to accomplish that week. These are the most important tasks that you can do that week, and they should stem from your values, goals, roles, and/or major projects.

Here’s what I haven’t said before: I think it may work best to keep the number of big rocks down to about 5. If you can accomplish one big rock per day, you will be making huge progress.

But if you try to put much more than that on your agenda for the week, one of two things will likely happen. First, might not feel the freedom or time to address situations that come up — many of which are important, even though they could not have been foreseen. Or, second, if you do give yourself the freedom to turn your attention to them, you will feel frustrated by the inability to accomplish your plans. And so you will feel behind.

I’m writing this because that’s how I feel right now! I tried to schedule too many priorities into my week. If I had scheduled less, maybe I’d even feel about done right now, with everything else I do for the week being gravy. That would be nice — and maybe would result in more getting done, not less. Or, it would result in the ability to say “finished for now,” which I think is something that is extra hard these days but which we all need more of.

The concept of big rocks is from Stephen Covey’s book The 7 Habits of Highly Effective People. He advocates about 2-3 big rocks per role, which would end up giving you around 15 or so per week. He doesn’t give that as any hard and fast rule, but it does set up your expectations. Sticking down at 5 is a bit counter-intuitive, but I think it may be about right.

But we’ll see. That’s why I’ve called this post “thoughts on how to schedule your week.” In many ways, effectiveness is an ongoing experiment. You create hypotheses, test them, adapt, and repeat.

Filed Under: Scheduling

If It Is Not Necessary to Do Something, It Is Necessary Not To Do It

August 26, 2009 by Matt Perman

That can be taken too far, but the point is: the things that are truly necessary are so important that you do not want to be distracted from them by the pursuit of less important things.

Filed Under: 1 - Productivity

John Piper on Spiritual Leadership

August 25, 2009 by Matt Perman

John Piper has a very helpful but often overlooked article from 1995 called The Marks of a Spiritual Leader. I highly recommend it. Here are three things that stand out from the article.

First, Piper gives a very helpful definition of spiritual leadership, which differs in some ways from leadership in general:

I define spiritual leadership as knowing where God wants people to be and taking the initiative to use God’s methods to get them there in reliance on God’s power. The answer to where God wants people to be is in a spiritual condition and in a lifestyle that display his glory and honor his name. Therefore, the goal of spiritual leadership is that people come to know God and to glorify him in all that they do. Spiritual leadership is aimed not so much at directing people as it is at changing people. If we would be the kind of leaders we ought to be, we must make it our aim to develop persons rather than dictate plans. You can get people to do what you want, but if they don’t change in their heart you have not led them spiritually. You have not taken them to where God wants them to be.

Second, Piper spends the rest of the paper outlining the characteristics a person must have in order to be a spiritual leader “who excels both in the quality of his direction and the numbers of people who follow him.” He divides these characteristics into an inner circle and an outer circle:

The inner circle of spiritual leadership is that sequence of events in the human soul that must happen if anyone is to get to first base in spiritual leadership. These are the absolute bare essentials. They are things that all Christians must attain in some degree, and when they are attained with high fervor and deep conviction they very often lead one into strong leadership. In the outer circle are qualities that characterize both spiritual and non-spiritual leaders.

Third, and among other things, Piper has a great discussion of the outer circle characteristics. Below is the list of characteristics he discusses. I especially love the emphasis on optimism, energy, hard thinking, dreaming, and decisiveness.

  1. Restless
  2. Optimistic
  3. Intense
  4. Self-controlled
  5. Thick-skinned
  6. Energetic
  7. A hard thinker
  8. Articulate
  9. Able to teach
  10. A good judge of character
  11. Tactful
  12. Theologically oriented
  13. A dreamer
  14. Organized and efficient
  15. Decisive
  16. Perseverant
  17. A lover
  18. Restful

Filed Under: 3 - Leadership

How GTD Can Help Keep Your Basement From Flooding

August 25, 2009 by Matt Perman

Last Thursday or so, we had about four inches of rain. I was in my basement Friday morning and didn’t notice anything. On Saturday morning, however, I went down there to get something, only to find that the carpet was saturated with water. It turns out that our sump pump had failed, creating a big mess.

Could GTD have helped keep this from happening? Well, it provides a critical tool I’m going to use to help keep this from happening again.

Before this happened, I never gave much thought to the life expectancy of a sump pump. And our sump pump gave out earlier than would have been expected, anyway. But the reality is, every sump pump will eventually fail. The thing is, you don’t want to wait for it to fail to find out, because that means a basement full of water.

So it makes sense to replace your sump pump on a regular basis. For me, there’s a big insight right there: If you have a sump pump, you need to have it on your agenda to replace that sump pump when it starts to get old. That’s a simple concept, but it had simply never occurred to me before.

But how do you remember to do that? That’s the challenge. You could just trust your brain to somehow randomly bring it to mind every few years or so that it’s time to change your sump pump.

But I don’t really want my sump pump to take up even that much thought. I don’t want to have to program it into my head to pause every few years and say to myself, “is my sump pump getting to old?” I’d rather automate everything I can. It’s also less likely that I’ll totally blank it out since, after all, 7 years is a long time. And the consequences of forgetting can be large.

Enter the tickler file (or “action calendar,” which I call it because I keep it electronically). An action calendar is simply a list of repeating tasks that you keep in your task management software (whether Outlook, OmniFocus, Things, Remember the Milk, or whatever). You set each task to repeat at whatever interval you need. Every day or week (depending on how many tasks you have in there), you review it to see what needs to be taken care of.

In my action calendar I’m just going to create a repeating task for every 7 years to replace my sump pump. That way, before the pump gets to the point of failure (unless it breaks before it’s time — which is entirely possible!), it will be replaced. And I don’t have to think about it otherwise, because the reminder will come up automatically when it’s time.

Here’s the interesting thing: There are all sorts of things like this you need to keep track of as an adult, and they occur on both short-term and very long-term intervals. Things like: refill the salt in the water softener, change the furnace filter, change smoke detector batteries, keep up with the kids’ immunizations, renew your tetanus shot (every 10 years), renew your passport (every 10 years), and so forth.

I used to think that there was some big mystery to remembering these things. That you just had to trust that they would come to mind at the right time. But there is no mystery to it. If you have a tickler file (action calendar), remembering when you need to change the furnace filter or update your tetanus shot or change your sump pump simply becomes a matter of creating a repeating task. That gets it off your mind, and you can trust that you’ll see it when you need to.

And it could save you a lot of hassle, also.

Filed Under: GTD

Shifting into Surge Mode

August 24, 2009 by Matt Perman

I agree entirely with the following section from Time Tactics of Very Successful People:

High achievers from many different fields speak of being able to regulate their intensity — of being able to phase in and out of an intense state. Some people call this intense state the “surge mode.”

Using the surge mode is a bit like using a passing gear in a car. Normally, when you’re driving, you don’t give a lot of conscious thought to putting your foot on the accelerator or on the brake. But sometimes you require an extra burst of power to get out of one lane and into another Then you need extra power, and you floor it. That’s what surge mode is.

There are may illustrations of high achievers using the surge mode. Mozart preferred to write music for an hour or so every morning when he got up. But when a piece was demanded, he would work day and night without sleep, sometimes seemingly mesmerized by the task.

Isaac Newton made three of his greatest discoveries during two years of virtually uninterrupted thought, study, and experimentation. Mark Twain wrote six of his best books — The Adventures of Huckleberry Finn, The Adventures of Tom Sawyer, Rough It, A Connecticut Yankee in King Arthur’s Court, Life on the Mississippi, and The Prince and the Pauper — during only two summers. He would write an entire day at a time, day after day. His daughter, Claire, remembers that he would come out in a white linen suit, with a pile of pads of paper under his arm. He would joke with his family and then head off toward the study. There he would spend the entire day, sometimes eating only one meal.

The surge mode is especially important among creative people, such as scientists, writers musicians, and designers. They will gather all the parts of the project together — the notes, the rough ideas, the books the research, the sketches — and spread it all before them on a desk or table. Then they dive in and don’t stop until a major part or sometimes all of the project is done.

It is really much more efficient to do huge chunks of work at a time than it is to start and stop a hundred times. The quality of the finished product is better too because it is more cohesive and has fewer seems.

This is spot on, in my view. I have found that shifting into a period of surge mode has been critical to every large endeavor I’ve sought to accomplish. I recognize that this concept may not be for everyone. But if you are among those who incline to this approach when you have high-impact, large, and important initiatives, you have a very powerful tool at your disposal. Use it.

Filed Under: 1 - Productivity

Notes on Workspace Organization

August 21, 2009 by Matt Perman

These are my notes from a few years ago on organizing your workspace. They reflect a combination of points from Organizing for Dummies, Getting Things Done, and my own thoughts.

More detail could be given, but in the meantime they outline the big picture. I especially find helpful the observation that all of the permanent stuff you might have at your desk falls into four categories: supplies, equipment, reference, and decoration.

After that, the concept of centers is especially  useful (although I currently do things a bit differently than what is represented in these notes).

Stuff At Your Desk

Permanent Stuff:

  • Supplies: In drawers. Small stocks (only what need). Extras in supply room.
  • Reference: File cabinets, bookshelves.
  • Decoration: On desk, walls; keep limited.
  • Equipment: On desk if used more than once per day; else, drawers.

Transient Stuff:

  • Input to be processed: In box
  • Current work items
  • [If not electronic] Action reminders: Calendar, next action lists, project lists
  • [If desired; I think these go best in a file drawer at your desk] Project support materials: Active projects file; planner.

Work Centers At Your Desk

Desktop centers:

  • Phone center
  • Computer center
  • Capture tool center or planner center [if you use a paper tool for either]
  • Work center

Drawer centers:

  • Pen/pencil/related supplies center
  • Mailing/finance center (if needed)
  • Stapler/filing center

File Centers [in file drawers]:

  • Pending
  • Projects
  • Operations
  • Reference
  • Archive

Basic Principles

  1. Like with like. One spot for all books. All filing cabinets together. Create centers for different tasks by grouping everything necessary for them together.
  2. Purge. All things that are unused or ill-suited should be tossed.
  3. Access. Goal is fingertip management. Use an L, U, or parallel shape for your desk. U is best, as it allows easiest access to the most desk space and equipment. Move infrequently used equipment, reference materials, and supplies to another room.
  4. Contain: Keep files in cabinets, books on shelves, and supplies in drawers.
  5. Evaluate: How do you feel? Does the work flow?
  6. The desk is a place to do work. Use REMOVE to reduce clutter and arrange desk properly.
    1. Reduce distractions.
    2. Everyday use (if not, drawers).
    3. Preferred side (all things go on right side if you are right handed; phone is one exception–it goes on opposite side).
    4. Organize together: Create work centers for phone, computer, time, etc. Phone center should include phone, message pad, pen nearby. Good for capturing thoughts and tossing into in-box as well.
    5. Empty the center (so you can work).
  7. Supplies are for the drawers. Group like things together. Turn each drawer into a work center: Central is pen/pencil; others are mailing/finance and stapler/filing.

Filed Under: Desk Setup

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What’s Best Next exists to help you achieve greater impact with your time and energy — and in a gospel-centered way.

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About Matt Perman

Matt Perman started What’s Best Next in 2008 as a blog on God-centered productivity. It has now become an organization dedicated to helping you do work that matters.

Matt is the author of What’s Best Next: How the Gospel Transforms the Way You Get Things Done and a frequent speaker on leadership and productivity from a gospel-driven perspective. He has led the website teams at Desiring God and Made to Flourish, and is now director of career development at The King’s College NYC. He lives in Manhattan.

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3 Questions on Productivity
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