Archive for the ‘time management’ Category

Inbox Zero

Saturday, August 25th, 2007

Merlin Mann of 43folders fame presented a talk at Google titled Inbox Zero, a productivity hack/treatment for people who live out of their inboxes. The talk is about an hour long, so I’ve written up here some of the points I feel are important and works for me.

Disclaimer: This is _obvious_ stuff, but sometimes we forget, and a reminder is always nice.

Respect yourself, spend time and attention wisely

For knowledge workers like myself, we don’t create value by the number of bricks we can carry with our arms. We process knowledge/information, and that’s how we create value for our companies. The two things that knowledge workers must understand and appreciate is time and attention. Both of which we only have a finite amount of, and both of which are our constraints to our productivity. The goal is to separate the wheat from the chaff, saying NO to the low value work so that we can say YES to the high value work. Procrastination and frittering time away in email, surfing the web and flipping TV channels aimlessly would be “low value” work (more like almost no value work).

Email is a communication medium, just like the telephone. Don’t focus on email itself, focus on the information in the email and process it. Hitting the send/receive button all day is “busy work”, made to think that you are doing work, but you’re not actually doing any real work.

Process information in email
Don’t read the email and do nothing! Do something about it. Process it when you check it. Mine the gold from your inbox, and throw away the empty husk.

Processing actions:

  • Delete (consume) or archive it (save for historical records)
  • Delegate or forward it to someone else (stuff that don’t apply to you, or better handled by someone else)
  • Respond now, or do that work now!
  • Defer (perhaps replying requires more time, or requires some work first)

Having a productivity system in place is important (and so is sticking to it)

We are what we frequently do
– Aristotle

Don’t leave email open the entire time, with distracting pop-up notifications. Check once every hour or few hours, live outside of email. *This doesn’t apply to customer service reps

Use a tool/system that just stops short of being fun to use, so that you don’t end up fiddling with it. Remember that the tool/system has to be good at capturing information, and recalling information.

See the world, but never forget the drops of oil on the spoon

Sunday, July 29th, 2007

“The secret of happiness is to see all the marvels of the world, and never to forget the drops of oil on the spoon”.

Yeah, me too. Never forget the what?

I got this quote from Wikipedia’s entry on the book titled “The Alchemist”. First of all, I’m pretty much a straight up technology nerd/geek/whatever-they-call-it-these-days. I don’t pretend to be a domain expert on chemistry or biology. Sure, I took some classes in college, but it never really interested me as much as all things technology did, or even math. Matter of fact, I hated math when I was a kid. My parents and high school math teachers will testify how much I failed at the subject, hated the subject, and faked liking the subject (I sort of faked liking school too, but that’s a different story altogether to tell another time). I’ll bet that my teachers then will be shocked to hear today, that not only did I get a minor in math, published an original research paper in math, but actually like and appreciate math.

That being said, during my geeky nerd years doing my B.S. (ha-ha) in C.S., I pretty much thought of chemistry and biology as an “overhead cost” to getting my degree. It just wasn’t that much related to tech or math (sure I understand that CPU’s need electrons for the transistors and logic gates, but outside of that .. ?), and it was pretty much required if I wanted to graduate, so I knew that this isn’t something I could walk around and forget. When I graduated, a good friend of mine who graduated with me gave me a graduation/parting gift. It was a book titled “The Alchemist”. Now that you know my love-hate relationship with all-things chemistry at that time, I naturally thought to myself, “uhh .. what on earth were you thinking?” Nevertheless, I accepted the gift with a smile, thanked her for it, and well .. chucked it a side.

Just to put things in perspective, back then, I only read stuff like Slashdot, Onlamp and O’Reilly. Back then, there was no Digg or Reddit, but if there was, I would be reading that. I hung on on mailing lists, like for FreeBSD. I wouldn’t even touch business. Today, I read lots of business. So back then, if it wasn’t tech, I pretty much didn’t care. Ok, I read a little bit of national news. A little international news too, but 95% was tech, tech, and tech.

Many times when ridding my garage of bloat, I thought of ridding myself of a book that I knew I would never read, but it reminded me of the moments I had with Amira in the computer science lab, hacking away at programming assignments, logic problems, the late nights studying in the library (with coffee we quietly snuck past the pesky librarians), cramming for a test and stressing out over math and physics homework assignments. To date, I still have the book with me. Recently, I read the book mentioned somewhere and decided that well, I will at least devote enough time to read the summary of the book — which is when I looked up it’s Wikipedia entry and got that quote.

So anyway, following this trail led me to another interesting discovery. (Be warned, this is going to be a long blog post)

I googled for that exact quote and the first result was this blog post, by someone from Kerala, India. Here’s the story behind that quote, it’s worth the read I promise.

A certain shopkeeper sent his son to learn about the secret of happiness from the wisest man in the world. The lad wandered through the desert for 40 days, and finally came upon a beautiful castle, high atop a mountain. It was there that the wise man lived.

Rather than finding a saintly man, though, our hero, on entering the main room of the castle, saw a hive of activity: tradesmen came and went, people were conversing in the corners, a small orchestra was playing soft music, and there was a table covered with platters of the most delicious food in that part of the world. The wise man conversed with everyone, and the boy had to wait for two hours before it was his turn to be given the man’s attention.

The wise man listened attentively to the boy’s explanation of why he had come, but told him that he didn’t have time just then to explain the secret of happiness. He suggested that the boy look around the palace and return in two hours.

“Meanwhile, I want to ask you to do something”, said the wise man, handing the boy a teaspoon that held two drops of oil. “As you wander around, carry this spoon with you without allowing the oil to spill”.

The boy began climbing and descending the many stairways of the palace, keeping his eyes fixed on the spoon. After two hours, he returned to the room where the wise man was.

“Well”, asked the wise man, “Did you see the Persian tapestries that are hanging in my dining hall? Did you see the garden that it took the master gardener ten years to create? Did you notice the beautiful parchments in my library?”

The boy was embarrassed, and confessed that he had observed nothing. His only concern had been not to spill the oil that the wise man had entrusted to him.

“Then go back and observe the marvels of my world”, said the wise man. “You cannot trust a man if you don’t know his house”.

Relieved, the boy picked up the spoon and returned to his exploration of the palace, this time observing all of the works of art on the ceilings and the walls. He saw the gardens, the mountains all around him, the beauty of the flowers, and the taste with which everything had been selected. Upon returning to the wise man, he related in detail everything he had seen.

“But where are the drops of oil I entrusted to you?” asked the wise man. Looking down at the spoon he held, the boy saw that the oil was gone.

“Well, there is only one piece of advice I can give you”, said the wisest of wise men. “The secret of happiness is to see all the marvels of the world and never to forget the drops of oil on the spoon”.

This makes sense to me. I know and realize that I sometimes am like that boy. I focus all my energy on the day-to-day important stuff, but I miss the long term important stuff. This is a great example of the phrase “penny wise, pound foolish”. I sweat the stuff that is urgently needed within the next 24 hours and strive the hardest to hit my mark, which I do — but I miss my mark in meeting my long term, broader 5 year goal. I attribute this to not aligning my daily goals to my 5 year goals — something I MUST remedy soon.

A perfect example of this is my not taking a vacation off ever since I began working right after college. Today, I’m what you corporate folks diagnose as “bleeding vacation time”, that is, my vacation time accrues, but is capped off at a certain amount. Short term: there’s _always_ something important and/or urgent at work, such that I just cannot afford to not go to work. Long term: I lose my sanity and burn out from working so hard. I’m only human after all.

Before the end of this year, I will go for a vacation. I have nothing solid planned, but I know I must take a vacation if I am to become a better employee. It’s really better for my company anyway. I never thought I’d say that, but I am now. By the end of this year, if I still haven’t taken a vacation, I will be truly SORRY and DISAPPOINTED with myself. My ex-girlfriend actually predicted that I’m the “bleeding vacation time” type of person. And she predicted that when I was still in college. Multiple part time jobs while getting a degree, why would she ever say something like that? :/ I remember thinking to myself, “that’s because you Europeans take it too damn easy”. Which in my defense, is true. American workers put in more hours than their European counterparts, last I remember from reading a world labor stats report. Thus, I shrugged off her comments as irrelevant and inherently biased, based upon unreasonable metrics.

My fear is that I’m driving on the road in high gear, in pitch black darkness with my headlights shining no farther than 30 feet. I can easily avoid small objects lying on the road and remain on the path, but I may not see the brick wall standing 31 feet in front of me. Or stop in time before it’s too late.

I have since lost touch with Amira since she moved back to Bosnia and Herzegovina after graduation (little over 3 years now at time of writing). Nevertheless, in the age of the wonderful internets, with search engines, e-mail, instant messengers, social-networks, and the good old telephone, there really is no excuse for not staying in touch. I hope she will drop me an e-mail if she reads this. I know (and she knows), and now you know, what a heartless prick I can be sometimes (see “what the hell were you thinking?” above). I’m sorry :(

The Alchemist: A Fable About Following Your Dream

The Alchemist: A Fable About Following Your Dream

The world is full of dreamers and thinkers, but the doers are the ones who succeed

Sunday, June 17th, 2007

Readers will notice that I’m on a blog post roll today! 3 posts in a day? Yes, it’s because I’m taking my own advice on building momentum, and my war against all forms of procrastination in my life today! So without further ado, here’s my quickly cobbled together blog post, I don’t care if you like it, because I do! :p

Just wanted to share a related post I read a little while back from CenterNetworks:

You’re in the game to win, so play like it. Bust your butt to get your work done, even if it means skipping out on the finer things in life for a while. The world is full of dreamers and thinkers, but the doers are the ones who succeed. Even if you have to force yourself to work, do it.

I’ve met countless software and web developers with big dreams. When I ask these people what steps they’ve taken to achieve their goals and dreams, often times I hear a sob story, or a “someone elses fault” story. That proverbial “some day” is today. If you don’t have the motivation to move on an idea now, then you probably never will and this lifestyle may not be for you.

It’s the uncomfortable that you really need to get done

Wednesday, June 13th, 2007

Tim Ferriss in a guest lecture at Princeton says, “If there’s something uncomfortable, that’s usually what you need to get done.”

And I know that’s true for me. It’s that things that you’re delaying on, procrastinating on, that is the one that you really need to get done. Subconsciously you’re delaying on it because of some kind of fear, and you just need to get up, wobble, fall over, whatever, but pick yourself back up and forge ahead. It’s the GTD-attitude mindset.

“Next Action”: Identifying the next step

Thursday, April 19th, 2007

If you work on multiple projects at work, you will realize that it’s pretty similar to juggling balls in the air with your two hands. You might be thrown a new ball in addition to what you already have in the air (new project), you might be trying to place a ball on the ground without dropping the other balls currently in the air (tying up any open ends left on a mostly finished project), and perhaps you might also have your eyes peeled for the next ball you want to juggle (perhaps you have a semi-vivid vision of a project that will positively impact your team/dept/company’s bottom line).

If the above sounds familiar to you, then perhaps the phrase “analysis paralysis” would also ring a bell. Analysis paralysis is described in Wikipedia as an informal phrase applied to when the opportunity cost of decision analysis exceeds the benefits. In other words, too much planning or a discussion that goes nowhere, and no execution. Also known as “all talk and no bite”. I really hate that.

I’m a fan of David Allen’s GTD book and it has helped me manage my work flow better. In it, he talks about the “next action”, and I have come to realize how much important it is just being able to identify what to do next, without actually doing it yet. I’m trying to emphasize the value of planning without executing immediately which I have discovered by experience, speaking as a guy who likes to execute immediately after planning, and doesn’t really care about planning right away, after executing.

When multi-tasking and switching between tasks so often, it is easy to lose track of the end goal of each individual project. This is especially true when operating in an R&D environment where you are pushing the limits — so by definition, your end-goal cannot be rigidly specific. I found that planning the current project’s next step before temporarily halting it to work on another project to be a huge load off my shoulders. Allow me to illustrate.

My work queue would look similar to an old-skool single core processor (with no hyper-threading) such that at any given time, I am focused on a single project. Each project (because they are large), are broken up into smaller bite-size chunks.

Time t1=0 t2=t1+n t3=t2+m t4=t3+x t5=t4+y
Project A
(step 1)
Project B
(step 1)
Project C
(step 1)
Project A
(step 2)
Project B
(step 2)

After step 1 in project A and before step 1 in project B, I first identify the next step (as step 2) for project A, with the understanding that I’m just merely identifying the next step towards project A’s goal, but I will not actually do it yet. Then, I move on to execute step 1 of project B. Likewise with the end of project A, after step 1 of project B, I quickly determine project B’s step 2 before moving on to step 1 of project C.

What’s nice about this is that after I am done with step 1 of project C, when going into step 2 of project A, I no longer have to dig up my recollection of where I last left project A. I don’t have to ask myself, “alright, where did I last leave this project?”, and “Okay, now what was that next incremental step that I had meant to take again?”. I had already thought out the “next actions”, as Dave Allen would call it, and I can jump right into execution mode!

On the flip side, what I did before was that I would jump into execution right after planning a next action, resulting in me spending too much time on a single project, and neglecting other projects. In operating systems theory, that would be the equivalent of thread starvation because another thread is hogging all of the CPU. Also, from a psychological perspective, the longer you have neglected a project, the harder it is for you to jump back in it. Why? Because so much has happened since then, and now it’s way more difficult to remember where you last left it.

In addition, while working on my current project, my mind will often worry and think about that other neglected project — which is really unnecessary and just eats up memory and brain power, causing severe inability to focus on the current issues at hand.

I’m an advocate of action and don’t like worrying, so I prefer to act on a worry, than to worry. Acting on a worry gives me a peace of mind.

The secret of getting ahead is getting started. The secret of getting started is breaking your complex overwhelming tasks into small manageable tasks, and then starting on the first one.
– Mark Twain


Getting Things Done: The Art of Stress-Free Productivity

Getting Things Done: The Art of Stress-Free Productivity