Getting Sorted 3: Air Cadets Office

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deskatcSo, after sorting through my home filling and organizing my projects, I moved on to my filling at cadets. I’ll not bother explaining the process as it was much the same as the process I went through before.

Essentially, I requisitioned the file cabinet drawere that holds blank forms. As we print most forms on demand, there are only a few blank forms stored in there these days. I gave each of these a file folder and included them in my alpha file system along with everything else.

During this process I also cleaned up my desk, threw out some useless reference folders and created two new ringbinders for reference:

  • Annual Camp Folder - For documents relating to camp inspections, drill competitions & formal parades
  • Lesson Plans - For paper copies of all the lesson plans used in the squadron

Here are some pictures.

shelves
filesdrawer
file2

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Getting Sorted 1: New stuff with me

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I’ve switched over to a new domain and am in the process of sorting a website or something for it. Henceforth, this site will do bugger all, except act as a place for me to jot down my ideas and progress with… My Nnew labeler is great

Sorting my Shit Out

After reading David Allen’s Getting Things Done for the second time (the first was three years ago), I was inspired to get on one sorting things out with me. Perhaps it went the other way around - I re-read GTD because I wanted to sort things out. Either way, I’m feeling inspired.

My intention is to go through the following steps, roughly speaking:

  1. Sort my organizational stuff out
  2. Do less stuff I dislike and more stuff I like. See less people I dislike and see more people I like
  3. Get my Being Healthy thing on.
  4. Start building a bit of a brand

So, the other day I started with the first bit, sorting my organizational stuff, all GTD inspired. I bought a nice Brother Labbler from Amazon and set off on a Collection & Organization Binge.

1. Collection

I gathered up all the things that were dotted all over my computer, at home, at work and at cadets and dumped them on my mattress or in a my INBOX folder. After that I wrote down everything I could think of that was bugging me, big and small and piled them on top. That’s about it for collection.

2. Organization

Yesterday Morning I went through all of the items in my Inbox, creating project files for any defined projects with paper-materials and adding those projects to OmniFocus.

My Project ListAny small Projects which won’t need support material and should have only a few actions went into a n OmniFocus folder called “Small Projects”, and paper for them went in a file folder with a shiny new label “Small Projects Support Stuff”.

For the rest, the projects were split into three Categories: Cadets, University, Others. You can see my Projects list in the screenshot on the left.

One of the issues I had with using OmniFocus in the past was the enormous number of projects I racked up. Anything that required more than one action step was made a project, and this quickly cluttered up both OmniFocus and my brain. This time around I’ve decided to put any small, two-or-three-step ‘things’ into the Miscellaneous Project (shown below).

After this almighty great job I set up a bunch of contexts and a definite next action for each project. Then I had a cup of tea.

It feels pretty good to get all of my stuff out of my head, it’s already allowing me to focus more on what I’m doing and less on what I have to do. What’s the next step? More Organization, with a sprinkle of brainstorming thrown in and of course, more labeling. Cool.
misc-list

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Back from the dead - at least for today

Productivity, Ramblings No Comments »

Hi, I’m not dead.

It’s been an awfully long time since I’ve written anything here (just over a year in fact). Still, a minute ago I felt compelled to write, so here it is.

Shifting Focus

In the past I wrote a lot about productivity. I was an avid reader of lifehacker, zen habits & other leading “life hack” blogs and was keen to pass on some of my knowledge to anyone who’d listen. About 18 months ago I shifted my focus to learning and started reading Cal Newport, Scott Young and other writes on the subject. My desire to pass on what I learned faded. Lately, I’ve had yet another shift of focus - from learning to philosophy, and hopefully for you I’ll want to tell you about it.

In the three of four years that I’ve been learning about productivity I’ve made massive improvements in my organization & workfow: I’ve found software products to help me work efficiently, developed a version of GTD to organize myself more efficiently, learned skills to help me learn more efficienty and made changes to my routine & home so I can live more efficiently. All of this has been great but there’s one problem.

Efficiency is crap

The trouble is, efficiency is only a good thing when applied to the stuff that you don’t really want to do. Some might argue that this is bollocks, that it’s good to be efficient in say, your workouts at the gym. Perhaps technically they’re right.

You see, for me, efficiency means “To minimize the amount of time taken to achieve the goal” and while I attend the gym with the goal of getting fit, I also want to enjoy it.

If I’m constantly trying to be more and more efficient in my workouts, I’ll loose that enjoyment. This is particularly true when thinking about relationships with others - is it really a good thing to be efficient with your partner? Probably not.

With this in mind, I think that I’ve reached a fairly good level of “productivity” - there’s only so much that I can “hack my life”, before I need to look at the bigger picture: Why am I here and how do I make the most of it?

And so to philosophy.

Although I’ve dipped into some philosophy books in the past, and pondered the different philosophies of the people I meet, I’ve not really made an effort to think about things and after all, philosophy is thinking.

I’ve not got much more to say on the subject at the moment but I’ve found that the notes (MP3 and PDF) at philosophersnotes.com are great for setting the gears in my brain whirring.

Time to think

The first step in thinking is finding the time to do so - everyone yearns for some quiet retreat in which to ponder and recently I’ve found that my own head is the best one (thanks Marcus). The thing is, before I can crawl into my head I need to have less stuff in it. No one likes pondering in a junk shop.

In an effort to remove some of the mundane “gumpf” in my head I have, in true Danny style, written two lists:

  • Important Ongoing Commitments
  • Important Finishable Projects

The first list contains all of the commitments that I’ve made to myself and to others over the past few months. I’v also added some of the people I’m committed to supporting and removed some of the things that I’m not whole-heartedly committed to. The important this is that none of these items are finishable.

All of the finishable commitments I’ve made, like “Remove Vista from my girlfriends laptop so it actually works”, make up my second list. Every item in this list has an obvious and intuitive end condition, some test as to whether I’m done or not.

These lists reside on the whiteboard next to my desk and above them is the promise that I’ve made:

Everything that I do will either further a commitment in list one, lead directly to the completion of a project from list two, or else be fun!

I will not take on any more projects until all of those in list two are complete.

Perhaps I’ll let you know how this goes.

A note on the future of this website

I mentioned in my last post that I was thinking of redeveloping TheScribe and indeed it’s still on my list of things to do. I’ve got a few interesting ideas and It’s looking likely that the blog will eventually be running on a specially designed engine. Don’t hold your breath though - this isn’t on my projects list and isn’t likely to be for some time.

If you want to keep up with me I do occasionally post interesting things over at dannyat.tumblr.com.

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Does information overload kill holistic learning?

Productivity 2 Comments »

Yesterday I downloaded and read Scott H Young’s “eBook on holistic learning”:http://www.scotthyoung.com/blog/2007/04/21/holistic-learning-ebook/. He makes some very interesting points in it and along with his “post on the subject”:http://www.scotthyoung.com/blog/2007/03/29/studying-and-holistic-learning/ is well worth a read.

Scott maintains that while it’s entirely possible to learn through memorization, very rarely will a student have a full knowledge of the subject and truly understand it.

While reading through the book I realised that I did, at one time, learn holistically. While I was at school I had no problem learning with very little study. I was able to absorb information without trying, much to the annoyance of many of my peers. It seems that at some point between then and now I’ve lost that ability. What I want to know is why?

Read the rest of this entry »

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Zen To Done

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Leo Babauta of “Zen Habits”:http://zenhabits.net has written a wonderful post on ZTD. Zen To Done is his attempt to simplify David Allen’s GTD system - it addresses many of the pitfalls that new GTDers (including myself) often fall into.

Zen To Done (ZTD): The Ultimate Simple Productivity System”:http://zenhabits.net/2007/04/zen-to-done-ztd-the-ultimate-simple-productivity-system/

Give it a look, it;s well worth the read if you’re having trouble with GTD.

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Self Help: Addict or Recreational User?

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As we’re all aware, I’m quite into productivity. I jumped on the bandwagon about a year ago when I was overrun with work and needed a way to deal with it all. Someone pointed me towards “Dave Seah’s”:http://davidseah.com PCEO and through that I discovered GTD and the massive online productivity community that surrounds it.

Lately I’ve been looking into the more spiritual side of so-called “self-help”, reading about increasing energy, meditating and practicing “Boabom”:http://en.wikipedia.org/wiki/Boabom. I’ve also developed an interest in psychology.

It seems to a lot of my friends that I spend a disproportionate amount of my time reading about and practicing the various life hacks I come across, especially when they see that my desk is still covered in clutter and I still fall behind with my work. I think that some of them would be quick to label me as one of “Steve Pavlina’s Self Help Junkies”:http://www.stevepavlina.com/blog/2007/04/self-help-junkies/. I’m not so sure.

Read the rest of this entry »

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Why Five?

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Here’s a good piece of advice from the National Health Service and unusually it isn’t about Health.

NHS The Improvement Network - Five Whys”:http://www.tin.nhs.uk/tools – techniques/links-to-other-tt/hidden/five-whys

They recommend asking why five times in order to drill down to the core of a problem. I does leave me wondering what happens if you need to ask more than five whys to get to the root, but I suppose you have to draw a line somewhere.

I think this ties in well with “my last post”:http://thescri.be/2007/04/07/problems-solutions-worrying/ as far as the way in which you should break down problems is concerned.

Many people see a problem and then produce a solution to it, without giving a thought to the underlying cause of that problem. By asking why a few times the problem, and others like it, can be solved for good.

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