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Entries in GTD (156)

Thursday
14Jan2010

Time for a purge of your laptop bag?

weight What better time than now to go through your laptop bag and find ways to lighten your load?  After a nice break over the holidays (and taking on a new job in the company), I’m back to traveling again.  When I was preparing to hit the road this week, I noticed just how heavy & cluttered my laptop bag was.

I set aside some time on Sunday night to reduce my “travel weight” by getting rid of some things in my bag.  Here are some strategies to help you if you decide you want to lighten your load:

  1. Move into a smaller place

    • Nothing forces decisions like having to fit your stuff into a smaller laptop bag.  This is a good strategy if you want to become less of a packrat with the things you carry along with you.
  2. Start with a clean slate

    • This is an extreme approach.  You empty your bag ad put in absolutely the bare minimum of “stuff” back in.  Travel like that for a while, and only add in things that a) you discovered that you really needed during a trip; and b) you are absolutely sure you will need within your next 3 trips.
  3. Find lighter alternatives to the things you carry

    • This is the kind of approach that extreme backpackers take when they select their backpacking gear – ultralight tents, cups, etc.  You don’t have to go that far, but you could do things like:
      • carry a Kindle instead of books;
      • carry a smaller note pad instead of the larger one you’ve been lugging around;
      • stop carrying chargers you seldom use on the road;
      • find multi-purpose items (like a single charger that will charge multiple devices)
  4. Audit your stuff

    • If you can’t decide what to leave behind and what to keep, audit your bag at the end of each trip.  What things did you ignore, what things did you use?  Are there things you can drop from your bag for your next trip?  If you’re not sure, leave it behind and see how much you miss it.
    • If you are a GTD follower, you could weave this into part of your inbox processing at the end of a trip – don’t just empty your inbox -- empty your bag, too.

These are just some ideas to help you lose some weight really quickly and make it easier on your back.  Got strategies of your own?  I’d love to hear them.

Wednesday
06Jan2010

If you aren't in the game, you'll never win

A friend of mine shared a video with me on "famous failures" (see below, or click this link).  As many of us move into setting goals for 2010, I found it to be very inspiring.

Some things to think about for this year:

  • How are you allowing others to limit you or keep you from achieving great things?
  • What risks can you take that would tap into your passion and strengths?
  • Are you being ambitious or persistent enough?
  • Who can coach or mentor you to help you bring out your best?
  • What things are you doing now that feel like a waste of your time and talents, and how can you stop doing them?

Happy new year!  And make sure you are in the game in 2010.

Tuesday
22Dec2009

Nail it or fail it?

"A small thing you nail can be better than a big thing you fail."
-- James B. Johnson

hammer I was in a meeting the other day and we were discussing some objectives for a new team that is forming, and Jim (my CEO) said the line above.  He has been quite effective in getting our company to increase our success in both large and small things, so I tend to listen to what he says.  As many of us begin to make plans and set lofty goals for 2010 (personally and professionally) I thought this quote was worth sharing.

The balance can be tricky - I know of many times when I have set some seemingly impossible goals, only to one day discover I've achieved them.  But I can think of many more lofty goals that I never got done.

Making the impossible happen

So what's the difference?  I'd say the successful "impossible goals" that were accomplished in spite of their 'impossibleness' had a few things in common:

  • Heartfelt commitment.  Each of the impossible goals that got done was something I deliberately committed to, far beyond just lip service and platitudes.
  • Sustained passion.  These goals also tended to be things I could not only get excited about, but I could stay passionate about.
  • Engaged others.  I think this is linked to the sustained passion - I am good at evangelizing the things I'm passionate about, and that's when I recruit others to my cause.
  • Clarity of desired outcome.  This is not always what it seems - these outcomes are specific, but not in a checklist sort of way.  For me, the best outcomes are framed in terms of what it will feel and 'be' like when we are successful.
  • A good idea of how to get there.  It's kind of like David Allen talks about in his "Getting Things Done" model - you won't be successful until you can see yourself doing it.  That doesn't mean you have all the answers, but it does mean you have a good idea of some of the things you need to do to get the answers.

Get your wins along the way

The interesting aspect of Jim's quote above is that you need to feel like you can win.  The art here is to set at least some goals that are challenging, but that have a high probability of getting done.  If you never win, you never feel like a winner, and you can create an unhealthy dynamic within your team.

I've seen lots of sports teams where it took one good win to turn the tide from a losing record to a winning one - there is something very powerful in the psychology of even a small win.

This is true at many levels:

  • As managers, part of our job is to help our teams feel challenged, but to have enough wins along the way that they feel like winners. 
  • As team members, we need to hold our teams accountable to blending the possible with the impossible.
  • As parents, we need to help our kids learn to set goals that stretch them but allow them to taste success on a regular basis.
  • As individuals, we need to set our own goals with the same philosophy. 

It's a delicate - but very important - balance.

How do you approach this challenge?  Any best practices (or hard-won lessons) to share?

Saturday
28Nov2009

Change Things Up To Get Better

MixerBoard A lot of the fitness articles I read talk about the importance of varying your routine to accelerate your improvements in workouts.  The premise is that if you do the same exercises all the time and use the same amounts of weight, your body gets used to the routine and becomes more efficient.  What that means is that you get less benefit out of the same amount of effort.

I think that concept can apply to other parts of life, to some degree.  If you keep doing the same thing week in & week out, the routine can get  a bit dull, and you don't improve your skills as much as when things were new and challenging.

So, what kinds of things can you do to change up your routine and make it challenging again?  Here are some ideas (a mix of personal and professional kinds of things):

  • Read a different kind of book to make your mind think about new things.
    If you usually read fiction, read some non-fiction.  If you usually read management books, read some fantasy.  If you usually read self-help books, try reading a few biographies instead. 
  • Take on a new project in an unfamiliar area.
    Sometimes, nothing helps get your juices going like working on something unfamiliar.  Ask to be involved in (or even lead) a project in a new area.
  • Swap the cerebral for the physical.
    If you normally spend most of your time in front of your computer, how about starting a project or activity that requires you to get out and do something physical? It could be sports-related, or it could be carpentry, or even just cleaning out your garage.  Get moving!
  • Put yourself out there.
    Volunteer to teach something - even holding a brown bag lunch on a topic you know can be challenging fun.  Start presenting - either at work or in a group like Toastmasters.  Or, do a video blog or something you've never done before online.

And there are, of course, lots of other possibilities. 

So, what do you think?  Does this ring true for you?  What have you done to mix things up in your life that you'd recommend to others?

Friday
27Nov2009

More Useful Tools for Travelers

I've been using a few new travel tools lately that I think are worth sharing with you.  These have all been "field tested" and have not been discarded (that's a good sign for someone like me).


MetrO
  • Worldwide
  • Most smartphones
  • Free

Genuine_dreamstime_1952037


MetrO is a very easy-to-use application to help you plan routes from one place to another using public transit.  It is a single app that can deal with multiple cities through downloadable "modules" for a huge list of cities around the world.

I first used MetrO a couple of weeks ago in Berlin and it was extremely helpful - it helped me plan my route for the day, helped me figure out my options when I deviated from my plans, etc. 
On the MetrO site, you will find links to download the app for your specific phone type, then you can download the appropriate maps from within the application.

HelloFlight.com
  • US only
  • Browser-based
  • Free

Genuine_dreamstime_1952037


This informational site is very useful for finding out what delays might impact your travel - whether from weather, congestion, or some other reason.  It currently works in the US only but, since I fly most of my miles in the US, I find it helpful.

In addition to the delay information, you can find out lots of interesting things such as flight history for specific planes, specific flight numbers, as more.  There are also a number of cool tools, such as one tool where you can tell it which ZIP code you live in, and it will tell you what flights are scheduled to fly over (and when, and at what altitude).

Find out more at HelloFlight.com, and see a list of features on HelloFlight's tools page.

TripIt  & TripIt Pro
  • Worldwide
  • iPhone app, plus browsers and mobile browsers
  • Free plus fee-based Pro features

Genuine_dreamstime_1952037


TripIt is an interesting application.  It lets you aggregate all your itineraries and travel plans into one spot, making it easy to track your upcoming trips.  Adding an itinerary is a piece of cake - after you've registered, simply forward your confirmation emails to plans@tripit.com and it will automagically process the details and add it to your account (it knows who you are because you tell it which email addresses you'll be sending from).  I haven't had an itinerary rejection yet, regardless of format - text, HTML, and PDF.  You can also add or edit trips manually, should you so desire.

Once the itineraries are up there, you can share and compare them with anyone you like.  For example, I have around 60 people "connected" to me on TripIt and it tells me who'll be near me on future trips so we can plan to get together for drinks or dinner.  I've used this quite a bit, and this alone is great.

For more features, you can upgrade to the Pro version for a reasonable annual fee (more details on the TripIt Pro page).  My favorite Pro feature is the real-time flight status feature.  This does things for me like:
  • Tells me exactly 24 hours before my flight that I can check in online, if I wish
  • Alerts me if there are any changes to my flight - delays, gate changes, cancellations, etc.
  • If my flight is delayed, it will suggest alternate flights
  • Sends "connection reports" to my phone to tell me my arrival gate, my next departure gate & terminal, and how many minutes I have to make the connection. 
    • This feature has already made the difference between me making a flight and missing a flight.

Obviously, the Pro features are most useful to those of us who travel a lot.  If you're not sure, you can take a 30-day free trial and try it on for size.

Regardless of whether you use TripIt or TripIt Pro, I highly recommend this application.



Hopefully you'll find something useful here to make your travel a bit easier in the coming weeks and months.  And, as always, if you have any must-have travel tools I'd love to hear about them.

travelwalkRelated items

Saturday
17Oct2009

Amazon Prime Just Got Even Better

OK, so I know I’m doing two Amazon-related posts in a row (the Kindle price drop was just before this one).  But I just got an email from Amazon that made me happy – they are improving their already-awesome Amazon Prime shipping features.  In case you weren’t already aware, Amazon Prime is an annual, fee-based program that gives you automatic upgrades to free 2nd-Day Air shipping for any Prime-eligible item.

The big news is that they have improved Prime so that items ordered on Thursday will be delivered on Saturday now, instead of Monday.  Gotta love it – here is the blurb I got:

primesaturday 

Why is Prime handy?

Other than just wanting things ASAP, I like Prime for a couple of key reasons:

  1. I often order presents for friends and relatives in other states.  I love being able to order something knowing it will show up 2 days after I place the order – it makes the gift seem even more special or important, and it gives me the freedom to wait until almost the last minute before ordering. 
    • This is especially valuable around Christmas, when I can order things until December 22nd and they’ll still arrive on Christmas Eve. Note that this even helps if you’re going to your relatives’ house – you can ship the gift (pre-wrapped by Amazon, if you wish) and not have to worry about trying to carry it on or putting it in your checked luggage.
  2. Sometimes I ‘need’ a gadget before a trip, and I only realize it at the last minute.  Because of Prime, I can order a couple of days before I leave and still get it in time (in some of these cases, I’ll buck up for Overnight shipping for an extra $3.99 – very handy when you need it.

Amazon Prime costs $79 per year (averaging to a bit more than 6 bucks a month), and I know it saves me much more than that every year. Not sure if it's for you? Give it a try - they'll let you take a test drive for 30 days - just click here if you want to take an Amazon Prime free trial.

Friday
16Oct2009

Kindle Going Global And Getting Cheaper

If you haven’t heard yet, Amazon has just announced a couple of exciting things about their Kindle Reader:

They’ve dropped the price (hooray!) and the Kindle will now be available in two versions which differ by the wireless technology with which they are equipped: 

This is very good news on both counts.  As you know from my previous reviews of the Kindle, I love it and use it whether I’m traveling or not.  In fact, I read a couple of books on my flight back from Amsterdam this week (and I’d have loved to have had the international wireless version of the Kindle whilst in Europe).

So, if you’ve been procrastinating on your Kindle purchase, that procrastination may actually have helped you this time.  And I suspect more people may now get a Kindle for Christmas this year.

KindleOne note:  The links above are for the “original size” Kindle, not the larger Kindle DX.  I had my hands on one of the bigger Kindle DX’s and I just couldn’t travel with a device that large.  I’m glad I bought the smaller one.

Wednesday
14Oct2009

A few Podcasts for “On The Go” Folks

I’m beginning to travel a bit more again (the summer was a lot slower) and looking for good things to listen to en route.  Lately, that means podcasts.

If you’re on the hunt for some good podcasts, here are a few (all free) that stand out for me.

WSJThisMorning The Wall Street Journal This Morning (non-iTunes link)
This is an entertaining, well-produced daily rundown of news highlights from the Wall Street Journal.  There are hard-hitting news stories, gadget updates, and a lot of unusual stories covered, and the hosts of the show have great chemistry, which makes this a fun listen.  It’s about 40 minutes long, with very limited commercial interruption.


crankygeeks Cranky Geeks (non-iTunes link)
Hosted by John C. Dvorak with a collection of randomly selected others, this is a panel discussion of the week’s tech news.  It’s fun to listen to, particularly if you’re into gadgets or involved in the tech industry.  I’ve linked the audio-only version, but there are video versions available (I am usually driving when I listen so I forego the video).


howstuffworks How Stuff Works (non-iTunes link)
This is a series of in-depth, but conversational, discussions of lots of interesting topics.  These are great for the curious mind – you can find out useful things (like how to delay the onset of physical aging) and just entertaining things (like the best place to be during a zombie attack).


TheBugle The Bugle (non-iTunes link)
This is a highly irreverent look at the news, featuring people like John Oliver (the British guy on The Daily Show).  It’s very much in the spirit of The Daily Show and The Colbert Report on the Comedy Channel in the US, so if you like those shows, you’ll probably like The Bugle.

I’m about to board a plane, so that’s all I can write up for now.  If you find this useful, let me know and I will share other podcast finds with you in the future. Happy listening!

Wednesday
07Oct2009

Introspection – Powerful Stuff

In my last post, I mentioned I’d been doing a lot of introspective thinking lately but what I didn’t mention is that I’ve had help with that.  WhakateIntrospectionDiagram My friends at Whakate sent me an advance copy of their Introspection Handbook and I have been putting it to good use.

The book (published as a PDF) has an accompanying workbook.  The two artifacts work together to guide you through a process that takes you through various aspects of your life experiences, attitudes, and what not.

You start with the ever-popular Myers-Briggs Type Indicator test to get a better feel for how you’re wired (Whakate has an online version of this test to get you going).  There are also some in-depth materials about your type – very helpful whether you’ve done the MBTI before, or not. 

As you go through the book, you are encouraged to analyze your thoughts around different scenarios to help you figure out what’s working and what’s not in each area.  They may be a little tough to see on the diagram at right  but the areas are:

  • Personality
  • Assertiveness
  • Values
  • Script
  • Influence
  • Goals
  • Journal

As you can see, “You” are at the center and this book is about helping you understand yourself better and getting more deliberate about how you live your life and influence the world.  As my wife often says, “You need to teach people how they should treat you.”  This book will help you in that journey.

I must say, the results I’m getting are better than I expected.  I am also finding some things I don’t really like about how I’ve done things in the past, and am working to improve myself so I get better at them in the future.  Not a bad outcome from a book, eh?

If you’ve been avoiding that objective look in the mirror or you want to spend more time analyzing how you’ve gotten where you are, I highly recommend this book.

By the way, it helps to set aside some “quality time” and put yourself in the right frame of mind to get the most out of this book.  When I first read it, the book didn’t really resonate with me as much.  However, I revisited it following a disappointing setback and found it to be just what I needed.

Thursday
01Oct2009

Do You Have A Permanent Record?

One skill I wish I could acquire from someone else is to be more disciplined about writing things down.  OK - so I do write a lot of ideas and tasks down (thanks to GTD I’ve gotten much better at this).

What I mean is “bigger” things, and writing them down more explicitly and earlier.  I have a friend that is very good at writing ideas down even while they are vague, then refining and clarifying them over time.  I, on the hand, tend to wait until I think the ideas are almost “done” before I write them down.  That means a lot of things get thought about, talked about… but not recorded.

blankphotos

You’re only hurting yourself with this rambunctious behavior…Right?

As a consequence of this tendency to leave things open-ended, it seems a lot of my grand  ideas don’t go anywhere because I never finished developing them, or I just move on and forget about them.  This, I believe is caused by a combination of:

  • my introverted thinking style (I’m an INTJ / INTP on Myers-Briggs),
  • my love for “fluidity” in the options I pursue, and
  • fear of failure (or dislike for being held accountable?), at some level.

Until recently, I didn’t think of this as a big deal.  However, I have been very introspective lately and thinking about a few problem situations where I can see the negative consequences of not writing things down…and it bothers me.  You see, I have seen situations where the lack of a written record of ideas, commitments, and such has led to ambiguity that caused problems later.

Revising Verbal History Is Pretty Easy

In my opinion,the problem lies in the fact that human memory is fallible, and is much weaker than the human ego.  In the situations I’ve observed, this inherent conflict has led to things like:

  • people not getting credit for some great ideas, because others didn’t remember where the idea came from;
  • people not being held accountable for commitments they’d made because the commitments were never documented;
  • people “adjusting” what they committed to, bringing it more in line with where things actually ended up;
  • people moving accountability to someone else, when that wasn’t the original intent (sort of a scapegoat maneuver);

and things like that.

In most of these cases, the “revisionist historians” weren’t malicious – they were just trying to turn things to their own advantage and, I believe, in some of the cases they actually believed the altered back-story was true.

Permanent Records Are Harder To Change

What do I take away from this?  Writing plans and “big ideas” down is important – even when they are in their formative stages.  That will help you hang on to your ideas so they don’t drift away, help you keep track of where the good ideas (and bad ones) came from, ensure accountability, and – perhaps most importantly – give you the means to compare what happened to what you thought was going to happen so you can learn from your successes and failures.

So – my question to you:  what’s your advice to someone trying to develop this habit?  How do you overcome a tendency to take life as it happens and move to a more concrete model where plans, goals, and intentions are actually written down? 

Do tell.   And in writing, please!