Getting Things Done

What came before

August 20

I have several projects where there’s no end-game. (I’d argue all of my passion projects have no end-game.) The process of doing the creative work is the entire point. Do the thing, because doing the thing is some combination of “I enjoy it”, “I can rationalize the necessary parts I don’t enjoy” and “it’s making the world a better place.”

So you start. You do these trivial first actions, because they’re so stupidly easy, and then you’re working on the task. You’re inside the compound. You’re no longer trying to “get started.” Most of the resistance is gone, it’s clear enough what to do next, and it feels good to continue.

~ David Cain from, https://www.raptitude.com/2023/01/the-right-now-list/

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Rest. Reflect. Recalibrate. …was a wonder-filled takeaway from Trust Yourself by Melody Wilding. There was a little diagram of those three in a circle: Rest pointing to Reflect pointing to Recalibrate pointing to Rest. I am forever and ever imagining my projects as some sort of steady-state of affairs. Start the thing and then “just” do the thing. Forever. Forever? No. “What came before?” is, for me, the wrong question. How am I honestly feeling about whatever-it-is right now? That’s right. That just is. That’s how I am today. Okay, what comes next? Do I need to rest, reflect, or recalibrate?

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Tasks, broken

April 7, 2023

Just like with a real egg, you only have to damage the task’s exterior a little bit in order to transform it, to make it ready for step two, and it doesn’t particularly matter where on its surface you do that. As soon as the egg is cracked, it becomes a different object — one that tells you what to do with it.

~ David Cain from, https://www.raptitude.com/2022/08/how-to-get-started-when-you-just-cant-get-started/

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Usually, I begin a task by envisioning what “done” looks like. It’s critical that I sit with that vision of done and be certain I want it in my life. I cannot do the majority of things I imagine tackling. Too often, my vision of done actually has me in a worse place: Becoming the sad maintainer of some complicated system is a common side effect of my imaginings.

If I’m buying into the vision though, there’s nothing like feeling you’ve taken a big bite out of the task. When working with others, I used to spend too much effort selling the vision. Which then leads to a lot of explanation of how we’ll get there. It turns out that if I’m supposed to be helping (or *gasp* leading) it’s better to get everyone involved doing. Doing something. Anything. Suddenly, it’s all hands on deck and we’re making light work out of the task. It’s much easier to course correct once we’re moving.

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Time to think

March 8, 2023

[…] The problem is that too many workplaces expect their knowledge workers to pull the proverbial lever – today in Microsoft Office form – 40+ hours a week when they’d be better off doing things that look lazy but are actually productive. The result is that most people have thought jobs without being given much time to think […]

~ Morgan Housel from, https://www.collaborativefund.com/blog/lazy-work-good-work/

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That’s an insightful point from Housel. I’ve no real idea if the “too many workplaces” part is true, but my personal experience is that I am quite often doing things which don’t look like productive output. I don’t want to write (say, or even think) “which look lazy” because writing (saying, or even thinking) that reinforces mis-construing productive thinking as that-other-thing I’d prefer to avoid reinforcing.

I’m told that I get a lot done. Sometimes I’m told that I get an inconceivable amount done. I’ve been asked if I have a clone. (To which I reply with a wink and a smirk, “If I did have a clone, how would I get that other myself to do what I myself already don’t want to do? No, it’s just the one me.”) For me, doing the productive thinking—although there’s room to quibble about how productive it really is—is the easy part. It’s easy like: I couldn’t possibly stop thinking like that, all the time. My problem is that I cannot also get myself to do enough proverbial lever pulling.

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I’m triggered, now what?

October 9, 2022

The more fun your work, the less likely it is to set off these triggers. You won’t struggle to focus—tasks will attract your attention because they’ll be far less tedious, frustrating, challenging, and so on. There are a lot of strategies for overcoming procrastination. But making a project more fun disables a bunch of procrastination triggers at once, while also making your work more enjoyable. It’s a great strategy.

~ Chris Bailey from, https://chrisbailey.com/how-to-stop-procrastinating-by-making-your-work-more-fun/

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Great little article from Bailey with great points about the really common things that trigger procrastination, and some ideas on how to beat each one. What’s been working for me for a while is something inspired by Yoda’s comment that, “named your fear must be, before banish it you can.” I can tell when I’m procrastinating; perhaps not always, but definitely often. At the point of realization, I play the name–game: “Craig, what exactly is it that you don’t want to do?” Then like the school guidance counselor always trying to talk me out of sabotaging myself into detention, “Are you sure that’s the thing? Be specific.” Upon realizing I’m still in their office, “I don’t think you’re as sure as you think you are. Can you explain it to me like I’m 5 years old?” Until eventually, it’s so blinding clear what I need to do (or skip, or change, or screw up 3 minutes of courage, or whatever) that I just freaking stomp that procrastination.

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One reason why I journal

July 16, 2022

When we conjure up what it will be like to start a new practice, form a new habit, knock an item off a bucket list, we see the fun but not the work. We see an image in which all the drudgery has been edited out, and only the montage of rewards left in.

~ Brett McKay from, https://www.artofmanliness.com/character/advice/sunday-firesides-do-you-like-the-idea-more-than-the-reality/

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Great points from McKay. I often enjoy inverting problems like the one he’s describing. Let’s say I thought a lot about the idea and the reality and decided far in the past to start something—for example, a daily podcast of me reading quotes. Then the inversion of the problem McKay is writing about would be to figure out, in the present, if my current experience of the reality matches what I expected the reality to be, back when I made the decision. Because, if I don’t do that, how do I get better at making the idea/reality choice McKay is discussing?

This is one reason I journal. For every project (and much more) in the last decade I’ve journaled about it. An idea begins to appear repeatedly in my journal entries. Sometimes it grows into my laying out the expected reality—the work this is going to require, the physical and emotional costs, the expected outcome(s), the rewards, etc.. Then I regularly reread my old journal entries and see how much of an idiot I was. ;)

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So many paths

June 28, 2022

In early January, I started regular co-working sessions with a friend, Sumana Harihareswara. She read that post from 2013 about wanting to write more, and emailed me to see if I wanted to form an accountability team to work on our writing together. She’s making progress on her book, and I’m writing more here: we’ve been able to get a lot more done together than trying to work solo and power through.

~ Jacob Kaplan-Moss from, https://jacobian.org/2021/mar/9/coworking-to-write-more/

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There are many paths to the top of Mt Getting Stuff Done. If you find yourself currently off the beaten path, this article is a nice trail map. It mentions cadence in the sense of “don’t break the chain” or “routine is your friend.” I want to talk about a recent epiphany I’ve had about a different way to look at cadence.

There are several things I’m currently doing which require ongoing, incremental effort. And for a long time, each of them to varying degrees, just wasn’t getting done to my satisfaction. I had repeatedly set goals, blocked out time, etc. Recently—unrelated to my points here about cadence—I’ve been making superlative progress on these things. (Because, reasons.) And I find that now I can see the cadence is much faster than it needs to be to reach my long-term goal. When these things weren’t getting done at all, I had an idea of the amount of work that was required to make meaningful progress. Now I can see that I can actually slow down. I’ve known, for these projects, just a teeny-tiny amount of work, would work. But I didn’t really believe it, until I had a cadence, and truly apprehended how teeny-tiny I could actually scale my efforts and still make meaningful progress.

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How to be productive

June 18, 2022

For me the pattern is now perfectly clear: the later I come at the task, the more time I’ll spend dancing around it before beginning in earnest. If I can make contact at an earlier hour, the urge to dance away from it is diminished, because I only have so many dance moves, and I’ll run out long before lunchtime.

~ David Cain from, https://www.raptitude.com/2021/12/9-things-i-learned-about-productivity-this-year/

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About once per year I trot out a, HOLY CRAP!

This entire article is jammed full of insights, only one of which did I quote above. I’d say that I have learned those same things. But absolutely I have not learned them in a single year. Where’s my time machine? I need to get this to my 16-year-old self.

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Or soon every day will have gone by

June 10, 2022

… and soon the day has gone by and we wonder what we did with the day.

~ Leo Babauta from, https://zenhabits.net/interstitial/

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I marked this for “read later” back in December 2021, and am just getting around to reading it. I know that many—most? all?—of the amazing coincidences I find in my life arise from my innate, monkey-brain drive to see patterns and causation where none actually exists. I don’t care. It’s a nice coincidence that I’ve just gotten around to reading this, while in the past couple of weeks I’ve been simplifying and focusing on a small number of things that I want to be working on.

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Small asks

April 14, 2022

The world expects that its requests will be accepted. That assignments, lunch dates, new projects, and even favors will get a yes. […] It’s just a small ask, the person thinks. Responding or reacting to incoming asks becomes the narration of your days, instead of the generous work of making your own contribution.

~ Seth Godin

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Parkinson’s Law

February 24, 2022

Ferriss popularized the personal version of Parkinson’s Law, which correctly notes that our work expands to fill the time we give it. The original Economist essay on the topic also embeds an organizational version of the law, which I read to say that if you leave a group, or a team, or a company to operate without sufficient structure, they may converge toward unexpected and unproductive behaviors.

~ Cal Newport from, https://www.calnewport.com/blog/2021/09/01/revisiting-parkinsons-law/

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Pithy sayings are punchy. (For example: Parkinson’s Law states that work expands to fill the allotted time.) But they’re also woefully inadequate; there’s no room for depth or surety. In this case though, it turns out that Parkinson’s Law is based on actual research… into the bureaucracy of the British Navy. Who knew that this pithy little phrase is actually a real model based on actual research. (…uhm, Parkinson, that’s who.)

There are plenty of ways to turn Parkinson’s law into actionable direction: Ship it. Iterate and course-correct. Show me your discard pile. (That is to say, do sub-par work until your work is up to par.) Minimum viable noun. (Which urges one to chop off everything not absolutely necessary in order to get that noun into the world sooner.) All of which, I’m semi-surprised to note, are about constraining the time allotted to do the work. It’s all about moving the goal posts closer.

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Consistent, Current and Context-driven

January 13, 2022

The podcast episode, Consistent, Current and Context-driven, is a scant 5 minutes and 43 seconds long. You’ll probably want to pause and take some notes. After it widens your eyes, go revisit your copy of Getting Things Done—or omgbecky buy a copy, …how do you not own a copy?

Everything I have ever accomplished is because I have systems within which I can think and operate; our brains are for having ideas, not for remembering things [such as: to-do lists, dates, reminders, etc.]

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Horizons of focus

November 8, 2020

Your priorities are determined from the top down—i.e. your purpose and values will drive your vision of the purpose being fulfilled, which will create goals and objectives, which will frame areas of focus and accountability. All of those will generate projects which will require actions to get them done.

~ David Allen, from https://gettingthingsdone.com/2018/12/the-gtd-horizons-of-focus-for-determining-your-priorities/

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Thinking about one’s purpose is…

Okay, I generally try to dial down my vocabulary in blog posts. Not because I think you, Dear Reader, are dumb; I dial it down because I tend toward prolixity, pontification, posturing, and preaching. Things I’d be better a person if I did less of. But today, I feel irresistibly compelled to trot out vertiginous…

Thinking about one’s purpose is vertiginous. When I sit still—physically and mentally still—as I do quite often, and climb the stairs to the highest view of the farthest horizon, the vertigo is physical. Who am I? Why am I here? What is the purpose of life? …or the hopefully smaller and more tractable: What is my purpose? I have no clear answer to any of those. But I have 100% absolutely for-sure take-it-to-the-bank found something that enables me to continue looking for answers…

Simply sit with the feeling and gaze at that horizon.

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If I had a clone

October 20, 2020

I only wish for more hours in the day and a clone to do adulting chores while I enjoy [insert speaker’s preferences here] without interruption.

Who hasn’t expressed such a sentiment at one time or another? I certainly have, and it’s a pleasant diversion to imagine being unloaded of all the small stuff that seems to weigh me down. There’s plenty that can be said—and which I and others have already said—about the importance of the smaller things and “adulting chores”. But today I’m going in a different direction.

When that sentiment comes to mind, I use it as a thought experiment: If I had a clone, that would then obviously be me. It would be literally this same me that I am today. This same me, who doesn’t want to do those small things and adulting-chores. How do I expect to be able to convince the clone to do all the stuff I don’t want to do? If I could convince the clone, I’d be able to convince myself. So I set about thinking about how to convince the clone.

Because then I’d be happy to get that stuff done, wouldn’t I?

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Pseudo-Depth

September 14, 2020

The bottom line is that if you’re intrigued by depth, give real depth a try, by which I mean giving yourself at least two or three hours with zero distractions. Let the hard task sink in and marinate. Push through the initial barrier of boredom and get to a point where your brain can do what it’s probably increasingly craving in our distracted world: to think deeply.

~ Cal Newport from, https://www.calnewport.com/blog/2015/12/12/deep-habits-the-danger-of-pseudo-depth/

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My mind loves to wander off. It often wanders off to familiar ideas. Ever have a small burr on a finger nail? You fiddle with it slightly, scuffing it with another nail. Some thoughts feel like that in my mind. Not a problem exactly—not bad enough that I’m going to get up for the nail file. But, none the less, there is this idea yet again. My fascination with rock climbing is one such idea. Why, exactly, does climbing fascinate me? I’ve spend many a CPU cycle recursively interrogating this question.

Upon reading Newport’s post, I find it has pointed me in a direction I’d not previously seen: Is it the deep focus found within the pursuit of rock climbing which draws me to it?

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Time spent organizing my time

September 6, 2020

Something organized people don’t often talk about is how much time they spend organizing their time.

~ Cal Newport from, https://www.calnewport.com/blog/2015/11/03/spend-more-time-managing-your-time/

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Guilty as charged, Your Honor! So today, something a little lighter than usual—I think?—with a few snapshots of how much time I spend organizing my time.

It is an exceedingly rare morning that I don’t spend about half an hour planning out the day. This little block of time begins with “surfacing:” Ducking into all the many online mediums where I am present, and—this is very hard—not engaging, but skimming over things to see what rises to a level of getting my attention today. Many productivity sources and guides suggest doing this at night, at the end of your day, but that does not work for me.

Every Monday I take an “administrative day”—the entire day. I stuff the day full of all the random things of life. Any errands to run, laundry, lawn mowing if I can, bookkeeping (literal banking and accounting and such). I do my best to resist doing any real work. I do anything like changing the bed linen, or high dusting the house, or stacking firewood, or changing a flat tire on my bike, …anything that I would consider “not important” …except of course if I never got around to doing it, then it’s a critical disaster …that’s “administrative day” stuff. This isn’t exactly time spent on organizing, but still.

I use sophisticated planning/project-tracking software, called OmniFocus, to manage a lot of stuff. (Things from recurring daily things, to true projects that have many steps and milestones and due dates.) Every two weeks—on an Admin Day!—I spend about an hour just going through every nook and cranny of my OmniFocus. (If you’ve read Getting Things Done, this is part of the review process.) I tend to ruthlessly delete stuff in an effort to combat my incessant tendency to take new things on.

At least once a month—again, on an Admin Day—I do the same sort of “look through every nook and cranny” review of the Basecamp system that is used for one of the companies I’m part of. Sometimes I can do that in 5 minutes, sometimes I’ll spend hours on it.

At the least organized end of the spectrum, (yes, my time spent managing my time comes in a spectrum of how organized it is,) I often—maybe twice per month this happens—will go off, (as in “off the deep end,”) and outline some project that I’m considering doing. I’ll whip out my favorite outliner, OmniOutliner, and do a brain dump of some project. This can take from 5 minutes to an hour or more depending on what I’m thinking about. Quite often, I’ll then simply set aside some awesome idea that I don’t have the time to execute, or the resources to have it done under my direction. I used to think this was wasted time, but it is the only way I can get things off my mind: When it pops up later, I either think, “I already did all the thinking,” or I go back to the outline and tinker some more. (What remains, forever, is just to squash the recurring lizard-brain fear of missing out by not executing the project.)

So let’s see, how much time is all of that combined? I’m awake 16 hours a day, but realistically, only half that time could ever be used to some specific end. So 8 hours a day of “self-directable life”. 1 out of 7 days is an Admin Day… 1/7 ~ 0.1428… The rest of that stuff might—maaaaaaybe, but probably not—eat a second day’s worth of each week . . . 2/7 ~ 0.2857…

So in response to how much time do I spend managing my time? I’ll say:

15 to 30% of my entire available life.

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