Ready For Anything: Chapter 9 -- If It's On Your Mind, It's Probably Not Getting Done

"To be what we are, and to become what we are capable of becoming, is the only end in life."

Robert Louis Stevenson

Allen comments on "mental karma." That goals as disparate as buying groceries or buying a company, when left in the same storage bin--one's mind--interfere with each other in importance, immediacy, real need vs imagined want.

Allen's solution is, as ever: "Write it down."

Process it. Review it.

Decide, "Do today." Or, "Maybe later."

But get it out of your head and onto paper, where you can reliably review the same data every day, even as you move projects to long-term or even not-at-all status.

Because doing so will be just as reliably moving forward the most immediate, most meaningful projects forward.

And the bigger reason: Maintaining a system that stores information reliably, so your mind is free to spend less time on pure processing and prioritizing, and more time on vision and creativity.

Allen's last point is that it takes adults years to fully incorporate his CoPORD model, but kids seem to take to it immediately.

It's true that the younger the mind, the more easily it learns huge masses of new information, so it stands to reason that younger minds will quickly adapt to Allen's methodology.

But learning is always preceded by motivation, and putting David Allen's good ideas and models to work must be proceeded by it.

Let's hope, not only that David Allen's ways get incorporated into curriculum, and that students quickly recognize its value, and so are motivated to practice it.

"The mind is not a vessel to be filled but a fire to be kindled."

Plutarch

Monthly MeetUp Goals -- Feb 2010

In case you didn't notice, I skipped the monthly meet up goals for January.

Must be some anti-establishmentarianism stuck in my craw, resisting the norm of New Year's Resolutions, having my David Allen, Getting Things Done, CoPORDing well in hand.

At least, as a guiding hand.

Whatever. I didn't post goals for Jan, because I felt I really hadn't accomplished too many of my December goals, and frankly, was a little embarrassed by all that.

And I thought of posting in mid-Jan, and almost did, but have been busy with other things, and so, said to myself: Let it go. Post again in Feb, and keep on going.

"When you're going through hell / Keep on going..."

Therefore, herewith my Feb 2010 Goals:

1. Keep working on AOAYA. I've written / drafted three chapters, and have an outline for 72. Outline will be a-revising, but there's a modality, some framework, and I need to press on.

2. Keep developing "Let's Play SAT!" Sometimes tedious, but needs doing. I've got some good tips, not only for succeeding in the SAT, but also for developing better problem solving skills, better critical/analytical reading skills, and better reasoning skills, especially in the context of the SAT, but which are also transferable in all academic areas, as well as interpersonal and business.

Need to keep tips shorter and to point. On the other hand, Content is King!

Yeah, Content is King!

3. Hand make more t-shirts! Have made one so far, but problems uploading picture files have prevented me from presenting this beauty online. Look for regular production from HepCatIndstries this month, once the pic uploading problem is solved.

4. Also, look for a weekly 8Tracks song mix each week at HepCatIndstries.

5. Last, but not least, develop a copywriting blog--Yeah, yeah, I know: I don't have enough blogs yet. But this month I pledge to get really serious about my copywriting, so I'm putting that out here.

6. That's enough, don't you think?

7. Till next month...

RFA: Chap 8 -- Closing Open Loops Releases Energy

Just read a fascinating article by Peter Bregman that dovetails nicely with this one. Bregman is one of my faves over at Harvard Business Review. Check it out.

Meanwhile, let's change this up a bit, shall we?

My most devoted readers and the rest of you Astuties out there, will duly note the one week delay on this post. Was pretty sick last week this time, and though drafted this piece on Sunday last, well, it's been a procrastination-fest for some reasons this week.

Did also preliminarily draft this week's piece, too, so there'll likely be a few following here in short succession, including the piece for the Monthly Goal Meet Up Goal Brazen Careerist Network.

Allen's point in this chapter is simple: PHYSICAL ENGAGEMENT, I.E. ACTUALLY DOING what's in your TO DO list creates a synergy and unleashes new energy.

It's like fusion.

No, fission.

Intention and action collide with HYPERFORCE--OK, MAYBE NOT HYPERFORCE.

But the collision itself is enough to effect entire new projects , new ideas, new bridges, among old ideas.

Me, I find it inordinately hard to let go of literally the smallest scraps of paper.

Every receipt tells a story.

Chronologically organized as my mind is, I find it difficult to impose other order -- hence this series -- but more to the point, I find it difficult to toss these bookmarks of my history, nor to organize them in any kind of display/collection.

Then there's any of my daughter's schoolwork, which I'm loath to give up. And there's a bunch of it.

Not to mention every scintilla of brilliance I've ever put on card stock, parchment, papyrus or refined wood pulp.

Notebooks, too. Lots of notebooks. Dating to '75.

And, of course, the organizing of the small treasures: photos found in an old notebook, book, box, bag, etc. I have containers w/in containers and putting things wanted in some order continues to challenge me.

I'd like to close a lot of these open loops and release that energy.

I've got books, clothes, cassette tapes, housewares and more. Free to good homes.

Contact me at this blog.

But my papers are priceless.

Ready For Anything: Chapter 7-- Priorities Only Function at the Conscious Level

Lots of folks confuse bad management with destiny.

Kin Hubbard

Speaking of "open loops," those projects that require more than one next action to close, Allen opens Chapter 7 with a reminder of how deleterious they can be to one's "psychic RAM."

Allen says that when things of secondary importance stay there, and aren't constantly reviewed and updated, we lose track of them.

Then there are they are, double-demanding our attention, threatening to three alarm, to ICU. All because we "didn't have time" for the secondary.

Now they're all we have time for, and everything else is secondary.

Allen says: "This syndrome does not self correct--it self perpetuates."

The reason, Allen suggests, is that current thinking in organizational management is very "ABC." While he acknowledges that certain projects have a greater upside, and so deserve more time and effort, the down side remains: we tend to ignore the less important entirely, until we can ignore it no longer.

That's where the "Someday/Maybe" file comes in.

We all have responsibilities, in the form of ongoing projects that need completion to move the well-being of ourselves and our loved ones forward.

But we need to remember the importance of PROCESSING our responsibilities at least daily.

Remember, first we COLLECT: brain dump all projects / open loops. Get 'em all down on paper/word doc.

Then, we PROCESS to the level of immediacy.

The "Someday / Maybe" file is where we put open loops that we may want to act on, but DO NOT NEED to act on today, or even this month. Things that may, in fact, fall away, to be superseded by others.

Simply put, no "right here/right now" commitment.

"Someday / Maybe."

Allen says:

If it's on the projects list, you need to decide next actions equally on each one and review the status of each regularly. It's okay not to take action on them, as long as you know what the action is and as long as it's a conscious choice. But most people avoid involvement because they don't stop to think what the action is and then miss countless opportunities to move it forward before it morphs into crisis.

Allen uses the example of needing new tires: "either you do you don't." There's not much of a slope there. Problem is, a decision like this one on tires too often will go from "not needed" to "desperately needed."

The difference between an effective and an ineffective approach to this open loop is the difference between "Call tire store for prices" and "Call AAA to fix blowout."

That's why my car has an appointment with my mechanic to check its timing belt.

In closing Chapter 7: Prioriites Function Only at the Conscious Level, Allen concludes:

Clarify and define all the outcomes you've committed yourself to accomplish, small and large, and the actions required to move on them. Then you're ready for the real efficiency game of getting them all done as soon as you can, and feeling okay about how it's going with each one.

What lies in our power to do, it lies in our power not to do.

Aristotle

Ready for Anything: Chapter 6 -- Two Commitments in Your Head Create Stress and Failure

Taking on new projects is not necessarily a positive change. It may be a sign of recklessness and non-fulfillment. But going back to all levels of non-completion and completing them is a sign of positive change.

John-Roger

There are a few things I'm learning as I'm writing this series.

First of all, that it's tremendously therapeutic.

Addressing (gerund, kids, gerund) my personal DIS-organization issues in this very public manner is slowly making me more organized.

It's what someone I was reading recently--whose name's missing now--was saying about "hiring a Board of Directors" to keep you accountable.

Now, it's well known -- or at least easily look-up-able--that this blog is not commented on by many.

Still, it is in the public eye.

I'm not much adept at determining how many discrete page viewers I have per week, and which posts they're reading, but I know people do read this blog, and that awareness helps keep me focused.

Second, more than anything, the structure of David Allen's book keeps me focused.

As mentioned in Post 1 of this series, the fact that Ready for Anything has 52 chapters visibility than keeping me organized in a most constructive way.

52 chapters in 52 weeks. Launched on the first anniversary of Pragmatic Alternative, looking forward--clearly--to the second and -- by implication -- beyond.

The third thing is the nature of serendipity. Ready for Anything came to be the template for this year's posts because I couldn't put my hands on Getting Things Done: The Art of Stress-Free Productivity, the first David Allen book. It was buried under a stack of books and other stuff next the bed.

Knew I had it. Figured it was nearby, in a place of nominal importance. But could I find it?

Not so much.

Because I've committed to evaluating RFA each week, I've been able to begin to integrate CoPORD into my life. In another four weeks I'll have a better big picture idea of all my roles responsibilities projects, and goals.

Meanwhile, it's nice just to know where I put my copy of Getting Things Done.

Today I take great pride in having found an organizational template that works for me, and am committing to working that plan.

It's a good thing.

Because my lack of structure has stood in my way.

It's not a strength.

Enter David Allen and his GTD methodology.

Kind of like Elvis's "TCB." Only different.

In Chapter 6 of RFA, Allen answers critics who claim "getting things done" and CoPORD are "reactive" strategies.

That by focusing first on minutia/trivia, the micro over the macro, don't we then run the risk of staying in Covey's Quadrant IV: Important and Urgent?

"Hey, seeing the big picture, great idea!" says David Allen. "But might not the minutia, the trivia, the overflowing "In" box need to be reckoned with first? "Open loops," as Allen refers to them, must first be closed before we can hope to maintain effectiveness.

What are "open loops"?

Simply put, they're items on yesterday's "to-do" list that didn't get done.

They represent commitments to yourself to do certain things.

Things that didn't get done.

As a result, they take up way too much space in what Allen refers to as "psychic RAM." Because we know we haven't gotten things done we'd planned on getting done, these "open loops" take up--and worse, FRAGMENT-- space in our psychic RAM.

They slow down our operating speed by slowing down the speed of our processor.

It's just that simple.

And how do we close open loops?

By CoPORDing: Collecting. Organizing. Processing. Reviewing. Doing.

Over and over again, with a particular eye to closing open loops, or else putting them in the "Someday / Maybe" file.

It takes time, but as I'm finding out--and betting you will, too--it's time not just well-, but best-spent.

Then horizons -- now replete with mountains and oceans -- beckon.

And the paths are clear.

And you're positioned to choose effectively among them going forward.

It's a good thing.

If you know the point of balance, you can settle the details. If you can settle the details, you can stop running around. Your mind will become calm. If your mind becomes calm, you can think in front of a tiger. If you can think in front of a tiger, you will surely succeed.

Mencius

Ready For Anything: Chapter 5 -- Infinite Opportunity is Utilized by Finite Possibility

OK, so four weeks later, how far have I come in my CoPORDing, Ready-for-Anything, Getting-Things-Done, David-Allen-run New-Life paradigm?

I know what I need to achieve and I know what I want to achieve, and my constant reviewing of these goals is keeping me focused on them.

In addition, my openness and forthrightness here only serve to confirm these commitments.

At least, I hope they do.

As my good friend, Neil Young, once said, "I know you know."

The thing I've least mastered is the filing system.

Because the failure of any segment of the pentagonal construction that is Getting Things Done a.k.a. CoPORD, leads the entire mass of one's organizational structure to diffuse, dissipate, and otherwise disengage, in Chapter 5 of Ready for Anything, Allen addresses, in an imagined 53-second radio/TV segment of a promotional book tour, the question:

"What's the one thing we do that gets in the way of being productive?" and answers thusly:

"It's not one thing but five things all wrapped together: People keep stuff in their head. They don't decide what they need to do about stuff they know they need to do something about. They don't organize action reminders and support materials and functional categories. They don't maintain and review a complete and objective inventory of their commitments. Then they waste energy and burnout, allowing their busyness to be driven by what's the latest and loudest, hoping it's the right thing to do but never feeling the relief that it is."

The more I devote myself to studying Allen's methods, the more I realize how effective they are.

Of course, my biggest stumbling block remains the heart of the matter: Organizing.

The best news for me, and maybe for you if you're a regular reader of this column, is Allen's response to what needs to be done, i.e. "What are the five best-practice behaviors to ensure that Getting Things Done gets done?"

Exactly those I listed in my Chapter 2 analysis, and which I lovingly refer to by the acronym, CoPORD.

Here's Allen's repetition of that essential message:

"It's a combined set of the five best-practice behaviors: Get everything out of your head. Make decisions about actions required on stuff when it shows up--not when it blows up. Organize reminders of your projects and the next actions on them in appropriate categories. Keep your system current, complete, and reviewed sufficiently to trust your intuitive choices about what you're doing (and not doing) anytime."

Allen then offers an even simpler distillation: "Focus on positive outcomes and continually take the next action on the most important thing."

Simple, no?

But if it were easy, we'd all be great.

David Allen seeks to make it easy, and all of us great.

Me, too.

Ready For Anything: Chapter 4 -- Getting to Where You're Going Requires Knowing Where You Are

"It takes about ten years to get used to how old you are."
Unknown

You're gonna need a map, and you're gonna need to know how to read it.

Sure, you can hire GPS to tell you where and when to turn. But be ready to put up with the sighing "Recalculating," when you get off Chatty Cathy's chosen path.

Nope, you're gonna have to come up with answers to these six questions--then know them on a deep level, internalize them--in order to best position yourself in your world of hopes, dreams, and daily to-dos.

According to David Allen, in order to set your priorities, you're gonna have to understand that these six questions add up to one big one: What's your job?

1. What are your current tasks? Allen reminds us that these are those to-dos last mentioned, your current "next actions," and that the average person has "between a hundred and two hundred of these" every day.

2. What are your current projects? These are agreements with yourself about what you want to achieve in the relative short term. Getting the car ready for a 5,000 mile vacation. Getting your applications for grad school completed. Planning a wedding. Allen estimates most people have between "thirty and a hundred" projects.

3. What are your current areas of responsibility? You have these both on the job (teacher, coach, liaison to PTA, Class of '13 sponsor) and at home (care and feeding, finance and investments, recreation, education). Ten to fifteen of these we each have, says David Allen.

4. How are your job and personal affairs going to be changing in the next year? In other words: How will you be guiding your ship in the coming year? What are you trying to change? What needs to change in your business, home/family life, personal approach in order to achieve your next steps forward?

5. How are your organization, your career, and your personal life going to change? What are your longer-range goals for achievement and personal growth? What projects will you need to undertake to get there?

6. Why are you on the planet? What is your job as a human being? What do you need to accomplish before you die? Who are you?

These are big questions on big levels. They get to the heart of what you want to do or be.

"Most people," says Allen, "want to do or be something in the future -- something different. But without a reality-based reference point of where they in fact are on all levels of life, they're like the Flying Dutchman, doomed to drift."

Clarifying your reality -- finding out where you are on your personal map of success -- tells you exactly where you are, and so, which way to turn next to get where you want to go.

Ready for Anything: Chapter 3--Knowing Your Commitments Creates Better Choices of New Ones

"Besides the noble art of getting things done, there is the noble art of leaving things undone. The wisdom of life consists in elimination of nonessentials."

Lin Yutang

By now CoPORD should be on its way into your daily life.

But what if it isn't? What if you’re still balking at the structure of daily CoPORD? You're more of a once-a-weeker, you say, even a once-a-monther.

"Say it ain't so, Joan!"

On the other end of the rainbow, maybe you're so tightly controlled, everything so hyper-structured, that new ideas can't find their way in, or you sub-sub-bury them so from the start, you can't find later where they went. Or your ability to box things up quickly impairs your view of broader horizons.

As Allen says, "Concentration is the key to power in physics and in life, and to operations is the lubricant for the efficient flow of that energy."

Allen's only emphasizing the obvious in this chapter. The trick is maintaining the equilibrium between concentration and cooperation, between energy and matter.

Remember: Sometimes the obvious answer is the answer.

Ready For Anything: Chapter 2--You Can Only Feel Good About What You're Not Doing When You Know What You're Not Doing

This is second in a series of 52 posts using David Allen's Ready for Anything: 52 Productivity Principles for Work & Life as a prompt for reflection, writing, and ultimately, action!

Since last week's post, I've begun to implement David Allen's Getting Things Done principles.

I find Allen's principles can be remembered easily by using the mnemonic CoPORD: Collect, Process, Organize, Review, Do!

First comes the brain dump: Collect all your "need to dos" in a notebook, a file, word doc, etc. Just put them all down. Any and all goals, jobs, from taking the car in for an oil change, to changing the litter box, to re-purposing blog posts, to writing a new vocabulary list for my Let's Play SAT! blog, to creating an innovative new reading program, to winning the Nobel Prize for Literature.

But I haven't put down everything I need to get done in the next, oh, 30 years or so, God willing. Still need to put down EVERYTHING. Allen hypothesizes that many of us don't do this because we're afraid we'll find too little in our inner lives.

Not my problem: I simply haven't sat down long enough to get it all down, or to add new data to my old list. Think I'll give myself 5 full pages and see if that works.

Not to mention a couple more hours this weekend.

And yeah, I don't need to win the Nobel for Literature, but Allen doesn't distinguish between needs and wants. Just put 'em all down. Both ultimately come under the heading "to do," and come with concomitant "next actions."

Processing refers to finding those next steps for every item on one's "To Do" list.

When deciding which to do next, you first must figure out what the actual doing looks like, a step most of us miss. Even as we begin to adopt these productivity principles, we'll miss.

But figuring out just what the next step looks like for every one of our to-dos is liberating. It makes Organizing so much easier.

Organizing what to do next is the natural next step in any process of organizing oneself for greater productivity. Seems too obvious, but most of us organize before figuring out exactly what next actions we're organizing.

Allen's insistence that we see our next actions for each goal first is what makes his principles so potentially galvanizing and liberating. Life changing. For by assessing what action attaches to each of our goals, we free our minds up to come up with our next great idea.

Don't forget to write it down then and there.

This is an idea Allen emphasizes again and again, and the focus of the first 13 principles of Ready for Anything.

Because many of us easily fall back into the modality of "Do something, anything! Just stay busy. Organize my daily "busy"-ness, sure, but perspective and reflection? Later. Tomorrow, 'at Tara'."

Which is fine as long as it gets done.

But what needs to get done, and shows the importance of the first three steps most clearly, is Reviewing your goals, next actions, and proposed order for doing them.

At least weekly.

Penelope Trunk, whose Brazen Careerist network I'm a proud member of, does it daily. I'm beginning to. But not only do the next actions get reviewed, the goals and next steps themselves are re-collected, re-assessed, reorganized and kept current, ensuring that one's most essential goals are the ones worked on first and most often.

Longer term projects are put into separate folders. They're incorporated into the big picture, because some things can't be accomplished in two minutes, Allen's plus or minus time-frame for taking immediate action on a to-do.

I give myself 2-5 minutes, because I know myself well enough to know there aren't too many things I can do in two minutes, but keeping administrivia under 5 minutes per action is a goal worth pursuing, while at the same time keeping the concomitant pressure to perform each in under 2 minutes at bay.

Cut yourself some slack. Know yourself. but make Getting Things Done in a systematic way a goal of yours.

'Cause step 5 is Do!

So do Do! your CoPORDing!

When you're really doing it everyday, trust me, you'll be very happy with your new perspective on it all.

Taking David Allen's Advice: aka Happy Birthday, Pragmatic Alternative!

52 weeks ago I began this blog.

Tonight, to celebrate the first anniversary of this blog, I’m starting a series entitled, “Taking David Allen’s Advice.”

In case you don't know, David Allen is the world's leading personal productivity expert. His book, Ready for Anything, has 52 chapters, just enough to provide a prompt for the next 52 weeks.

And I turned 52 in ’09.

And now you know . . . the rest of the story.

Page 2!

Although these 52 chapters started out as random observations, they’ve been re- arranged by Allen himself, and ORGANIZED into four parts:

1) Clear Your Head for Creativity

2) Focus Productively

3) Create Structures That Work, and

4) Relax and Get in Motion.

Chapter 1, “Cleaning Up Creates New Directions,” begins with the admonition to get your house in order.

Does he know me or something? I’ve been called everything from a hoarder to a clutterbug. Neither of these quite captures the truth, and I do own many valuable forms of media: from books to magazines, to old copies of the Washington Post. From CDs to cassettes to LPs. I’ve probably got a few old 78s lying around somewhere. OK, maybe not, but you know I’ve got 45s.

Keeping a house--or car, or desk, or any open space, really—free of extranea or “stuff” just isn’t my thing. I see open space, I see a place to put something.

Now I like the look of open space. I really do. And I like having open space--I really do. But keeping a space clear and open has long been a challenge. Realistically, it always will be. There’s always something more interesting to do than tidying up. And really the problem is much deeper than that for me: I can draw a connection from one thing to any other thing. The shortest distance between two points may be a straight line, but that doesn’t mean a more circuitous path doesn’t connect the two points.

We call it the scenic route.

And while I understand the organizing principle of “like with like,” thanks to my investment in Organizing for Dummies, it is never going to be a primary skill.

Yet, Allen insists that clearing the way, literally, opens the path to creativity. With the physical clearing of space comes clarity of vision, says Allen, so when you see various paths, he argues, you can quickly decide which one is best. “The more you sweat in peace,” he quotes an ancient Asian proverb, “the less you bleed in war.”

Allen suggests “cleaning up, closing up, and renegotiating all [our] agreements with [our]selves and others . . . weekly.”

Or, as I put it, “It’s not enough to think outside the box. You still need to know where the box is.”

To this end, Allen suggests using some sort of idea catching device, whether Blackberry or 3 x 5 cards (my preference).

Whatever. When ideas hit, be prepared to catch them and cage them in your idea storage device, so you can harness their power when you have more time.

Allen’s chart for information/time management is at the top of this post. Well worth printing out and keeping in front of you until it becomes second nature. Even following his guidelines 4 days out of 7 will be a big improvement for lots of people.

Or maybe that’s just me.

What about you? Are you organized to the point of anal retentiveness? Or is your style laissez-faire to the point of, “Don’t clean my space! You’ll ruin my organization!”

Whaddya think? Speak up! Weigh in! Come on, don’t be shy.

And, if I do say so myself, Happy Birthday to The Pragmatic Alternative: All of One / And we’re still not done!

PS Special birthday shout out to Penelope Trunk!