What's the next action

Overorganization, some thoughts

24 07 05 - 00:04 - Bookmark this post

This evening, I was once again reading some excellent conversations in the 43Folders group. If you are looking form some inspirational articles on GTD and personal productivity, make sure to check them out. One thread was of particular interest for me. The thread is called Overorganising, To Many Tools and can be found in the Google Groups Archive
It deals with the problem I also deal with every now and then. You try to do everything in a nice GTD-kind of way and after a few days,weeks, software switches, you find yourself twiddling and tweaking your system more than you are getting things done. When I read the thread, especially Larry Underhill’s remarks struck a chord with me. He describes how he uses GTD but not tries to implement it in a black belt kind of way. But just enough for him to get his stuff done.

That’s more and more how I feel about it. I recently started using A7 index cards with the DIY Hipster PDA system to write down thoughts, notes and errands. But I don’t use all of them. I just use the to-do template, notes and shopping. And I have some blank indexcards with my Moleskine. I try to keep my Inbox clean, but if it doesn’t happen, no big deal. I tried the plain-manilla-folder style of archiving, but that is not my thing. At work we already have a nice way to index, follow and archive projects and I try to incorporate the concepts of Next Actions within that system instead of trying to change the system. Whenever I have a new project, I make a projectnumber on our intranet (offtopic: which is called supa.fly. Neat huh!) and instantly I get a projectsheet in the mail. This has a projectnumber and some Milestones directly printed on it (send an offer, review contract, start first phase, send first invoice etc). This projectsheet, together with loose notes, documentation etc goes in a see-through envelope like this one (but not with all the colors) and I have my projectfolder. Only thing I’m looking for right now is how to not have all those envelopes on my desk but stuffed away in my deskdrawer without much hassle. SO again, no real GTD implementation, but it works for me.

Using software
Same with all the software, GTD tiddlywiki’s, and other projects that are coming out nowadays. I try to look at it for a couple of minutes and then decide if it’s of any use for me. Most of the time, it’s not. I am bound to Outlook at work so I use that as my dashboard. I am also re-evaluating OnFolio since I am noticing a serious slowdown on my PC when using it. Furthermore, it doesn;t help me keep my attention focused on one dashboard. It’s basically another Inbox I use less and less.
I recently started using del.icio.us as my Inbox for bookmarks and such. Most of the time for later reference, but I also post bookmarks called “to read”. Another Inbox, currently with 95 items
It reminds me of an earlier post I wrote where I complained to myself that I have so much to read. I should really really really not be as curious about everything as I am right now. And most of all, don’t feel too bad that I am not familiar with everything that is happening right now on the internet.

Procrastination
The biggest evil off them all! Because I try to overorganize, a lot of things don’t get done in time. Not only at home, but also at work. Just trying to empty your Inbox takes 15 minutes away from my time where I could have also called this one customer I am just anxious to call because of the conversation we’ll be having. So it get’s shoved forward again and again and again. Not good! Same with all the books I have in my closet. It just keeps piling with every new order from Amazon that arrives. So there is one area I need to work on. That’s not solved with tools, lists and software, but sheer mentality.
But lists and a trusted system can support the mentality change.

Again, look at the 43 Folders group at Google for some excellent conversation on this. I just pinched in with a quick note I wrote this item. Perhaps it helps some members on the group.

This is a great post. I’ve found that I’ve tried out so many “cool” tools that I can’t remember where information is stored. Simple is good. Procrastination is “evil”, but I don’t think we should beat ourselves up about it.

Thank you for sharing this.
Robin Scanlon - 24 07 05 - 09:26