David Allen Stopped By...

I am experiencing a "Holy Smokes" moment right now. I just stopped by at the comments section of my latest article at the GTDtimes, which is about how...

...the smartest people are the ones that realize that they have a big, powerful, dumb part of themselves that has a whole lot to do with what they do. They structure their lives in a very intelligent way that manages the dumb and powerful part. The dumb people think they're smart all the time.

I was just checking in to see if any new comments had popped up. I do this from time to time as the notification system for whatever reason only works inconsistently. And sure enough there is a new comment there...but it is by...get ready for it...David Allen. Really.

For anyone who is not a GTDer (I won't be mean and say, who lives in a cave), this would be a bit like having a Mac zealot write a blog entry about some thoughts on the Mac OS. And suddenly Steve Jobs drops by to say, "Hey, nice write up. I enjoyed your ideas. Let's touch base sometime." And you rub your eyes, and it's actually still Steve Jobs.

So have a peek at the Big Kahuna's comment and enjoy my moment with me. And by the way, the part in italics is not my summary of my article. That is David Allen's thumbnail of it from the comment he left. It's always nice to get a reader who gets the gist of your article. But you don't really expect to have the guy whose extraordinarily successful system you're writing about stop by to say hello, much less to have clearly read your piece. That's not to say I didn't have a very distant hope for it...but I certainly didn't expect it.

And it's nice when life drops these unexpected moments in your lap from time to time.

Merlin Mann and the 90 second GTD Primer

I don't usually just provide a link to a posting, but this one by Merlin Mann on GTD contexts was stellar for its brevity, wit and usefulness. It includes a 90 second GTD overview—very handy in and of itself, an exploration of why GTD contexts are so damn useful, and a quip that made me actually laugh out loud. If that isn't enough to warrant a link to another post, I don't know what would be. 

Making Fun

I came across this parody site, Done Getting Things, the other day and enjoyed it thoroughly. It lampoons a range of productivity sites, mostly GTD themed ones, from the Zen varieties to de-cluttering oriented ones. One of the ones I enjoyed most was Annihilate Mr. Procrastination with your Zen Tank. Also worthy of mention is Declutterization 101A—5 Ways to Declutter Your Life. Just the unnecessarily convoluted redundant title was enough to make me smile.

I hope they keep posting more content here. Enjoy. 

Life's Second Task (via GTDtimes.com)

What are the three baskets that life's main tasks fit into, at least according to one well-seasoned psychologist who was my supervisor? How does GTD fit into Child and Family Therapy or other psychotherapy?

It's official. My inaugural article, which answers the questions above was posted today over at GTDtimes.com. You'll be able to find me there in the navigation bar to the left under my name, Michael Gorsline. Please take a look and visit often. They've got lots of other good stuff there as well.

As Minimalist as it Gets: GTD on 3 x 5 cards

I have been coaching an increasing number of clients on using Getting Things Done (GTD) strategies to get organized and on top of the myriad details one has to manage to live in today's world. It helps to make it all more straightforward and doable, which, as you see on the descriptions of my blogs minimizes stressor spillover into our relationships and the things we passionately want to do with our lives.

Bits and pieces of GTD have seemed quite helpful for different clients, each with their own unique needs. One very understandable obstacle to getting going with the approach is that the GTD computer programs which are most helpful either take a fair amount of time investment to set up and learn, or they are just plain expensive.

I happen take care of most of my GTD needs between an older Mac laptop and my iPhone. I do like to use cards and a pen as well though for writing things down ("capturing" in GTD speak) on the hoof. That iPhone keyboard, for me, just doesn't lend itself to fast flexible entry of of ideas and details on they fly. So there are lots of reasons why someone might want a paper or notecard-based version of the system.

I came across this post by Joe Ely over at the GTD Times on setting up a GTD system with index cards and a binder clip, that's it—which is well worth sharing. I've seen different set ups like this around the web at first facetiously, and now commonly, called the hipster PDA. If you want to get an idea of how huge this phenomenon is just check out a google search of the term. Even more fun is a search of hipster PDA hacks, modifications of and improvements on the basic notecard with binder clip system. 

There is also a whole movement of people using Moleskine notebooks in a similar fashion, all with their own sets of rituals and hacks. The link I provided for Moleskines shows a much broader range of uses for the notebooks. I had to give you that one because the art that some people use them for, for me anyway, is stunningly, jaw dropping good. But google "moleskine hacks" or "GTD" and "Moleskine" if you want to see how those are used by more folks than you can count good old GTD purposes.  If you've followed any of my links over to 43Folders in the past, you may already be familiar with much of this, but I digress. Back to the mission of the post:

Joe Ely's article on setting up a GTD notecard system sans all the cultural references and elaborate innovations mentioned above is the most straight forward explanation of a solid GTD system that uses common, inexpensive materials that I've seen. And it manages to include all the essential details including use of color coding for contexts and a very intuitive and useable notation system. Check it out. It is so good, it almost makes me want to set my computer aside to give it a whirl.

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Who's in Charge Around Here? You or the Clutter?

A frequent theme on Awareness * Connection is productivity and organization in service of making life simpler and reducing the spillover from work, bills, home and car maintenance, etc into the truly important areas of our life, our relationships and our passions. The Getting Things Done approach is fantastic for managing all those areas that like to take over, so that they can be dealt with effectively and efficiently. One potential problem though is that we can begin to put all sorts of things on our next action lists that involve maintaining and organizing all manner of things that are essentially clutter—miscellaneous crap that subtracts from the quality of our lives. The phrase the more you own, the more you are owned comes to mind, and seems to be true on multiple levels. So without taking a look at the clutter issue, we can end up being really effective and efficient with a bunch of junk that gets in the way of living a more fulfilling and rewarding life. This reminds me of Stephen Covey's quip about making sure that before you start getting all excited about how quickly you are scurrying up the ladder, you might want to check to ensure it is against the correct building.

I've got a couple of other books on the docket before It's All Too Much by Peter Walsh. He's the guy from TLC show Clean Sweep. But I'm definitely looking forward to checking it out and looking a little more closely at this aspect of my life. Merlin Mann of 43Folders has high praise for this book. He's in a good place to talk about it judging from his frequent posting about his own batttle with clutter. This has apparently come to a head in his role as a relatively new father. 

I love this title of one of his posts on this: Clutter War II: Attack of the Giant Baby. Boy, he's hit on a big one here. You'd think raising a baby in our current culture entails needing a Lincoln Navigator and a house that would fit at least a couple other families if we didn't have all the stuff. Notice that in the advertising working to convince us that we need all of it, that everything these days with babies involves a "system"—a stroller system, a carseat system...a diaper bag system?!?. Not that some of the stuff isn't really innovative and cool, but let's reign it in a bit here folks. Is it really a diaper bag system?

So just starting by asking, Do I really need, or even want all this stuff in my life? Is it really helping me live the sort of life I want? seem to me like questions worth asking. I'll close with this post with The Hidden Side of What You Own from Think Simple Now. It's a very worthwhile crash course on the same topic as Walsh's book, and a nice place to stimulate a few ideas.

What kinds of things are clutter magnets for you?

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Merlin Mann and the 43 Folders

I can't believe that I'm writing more on Merlin. I am fascinated with his site 43 Folders. I am growing to really love this guy's nerdy, offbeat and tenacious approach to getting organized. I've posted before about finding the ideas that David Allen outlines in his book Getting Things Done very useful. But there is a formality about it that seems to be aimed at business folks that just isn't nearly as fun as Merlin Mann's quirky take on productivity.

What's to Love

• He talks about all the struggles and foibles of chasing after the latest "hacks" (shortcuts or approaches). He is a quirky guy who uses catchy slang and has a predilection for wearing gas station coats and hip glasses.
• Merlin has a young daughter, which makes his quest for a reasonably organized life all the more realistic for all of us who are parents.
  
• His goal is not productivity for productivity's sake or aimed at the common theme in the productivity literature on getting wealthy or becoming powerful. He does talk about how to make more money more easily and how to become more influential, but it is not because money is the priority. Any focus on money is in service of living a full, meaningful, enjoyable life where you can focus on the things that matter most to you.
  
• It is productivity in service of living a meaningful, enjoyable life.
  
• Humor is sprinkled liberally throughout the site. For some, this could be a downside if your sense of humor is not a match with his. But I think for most folks, it makes his site approachable. You learn about how to be more productive, but it feels like you're playing when you're learning about it.
  
• There are tons of very practical recommendations on everything from filing accouterments to the best pens to easy to use software that fits in with his approach. We even bought a little flip video camera based on his recommendation.
• There are multiple ways to enjoy the content. Throughout the site you can find links to other useful sites, to books that look at things more in depth, to The Merlin Show, where Merlin interviews different folks about their approaches to creativity and productivity. There are also videos of full blown presentation. Some of those I wish showed a little more of him, and a bit less of his presentation slides, but they are still good.
  
• He has All Time Most Popular Posts and Classics links right at the top of the home page, so that new visitors can immediately dive in to the most powerful concepts (or the funniest stuff).
  

What's Not to Love

About my only gripe really isn't much of a gripe. I just wish there were even more content being added since I'm getting so much out of it. This seems a bit like criticizing a delicious meal because it makes you want to eat more.

PS I hate the way this Blogger software messes up the spacing after you make a bulleted or numbered list. Not sure if this is a Mac only problem. I am on Fire Fox. Anyone else run into this problem? I'll have to check on our PC to see if it looks the same there. Anyway, I am hoping that this is one of the things that gets taken care of with my site refresh, getting a blog hosted on my own domain. Don't worry I'll make sure there are links from the current site so you can keep in touch.

Useful Site / Email Ninja Skills

Time for a next installment on Getting Things Done (GTD). It is becoming increasingly clear that one of the top challenges of our age is sifting through information to mine out what we need. How do you sort through all the junk and marginally useful info to get to the handful of gold? How do you face all piles of paper, or the heap in your inbox to end up with practical, useful information that you can find at the moment it is required?

There are many sites that discuss the GTD principles and share tips and tricks for making life's stuff * easier to handle. But the one I've come across that is the most fun and that is most useful for me so far is 43folders.com. What I like in addition to keen advice by Merlin Mann, a productivity expert in his own right, is that the site takes a community approach where people chime in and share their personal takes on how to implement the principles. The great thing is that though people are able to post, the site still is nice to look at, unlike a lot of bulletin board themed sites. It also appears that there must be some sort of editing process, because I've not yet run into anything that seems off topic or distracting. There is a lot of humor used to keep things light and playful, but be warned, at times it can be a bit crass, if funny. Nothing beyond what you'd see at a PG movie though.

Email is one topic that gets a lot of play on 43folders since it has become a primary means of communication, and a source of a huge amount of our information. So how do you become an email Ninja who can effectively take care of business, and not end up with a very organized maze of folders where your need info gets placed, never to be seen again? This article Five Fast Email Productivity Tips is a good place to begin. My guess is that many of you will end up following links until you've bumped into the areas you most want to go more smoothly. Don't forget to come back and visit Awareness * Connection. In fact, go ahead and put that on your "Soon" next action list.

* David Allen defines "stuff" in GTD as anything that you have allowed into your physical or psychological world that you haven't yet figured out how and when to take action on, or with.

Getting Things Done: Taxes & Root Canals

Taxes are finally complete, sent off through cyberspace and satisfyingly checked off my Getting Things Done (GTD) list**. Getting tax stuff done with a lot less stress is one of many examples of how tedious chore type stuff has gone more smoothly for me since I've been using the system...and I have to say, I don't tend to be much of a personal organization "system" type of guy. If I'm able to use it productively, that means that most people would be successful with it. Anyway, getting taxes for the season wrapped up and turned in always feels good no matter what the news turns out to be. Completing taxes happens to be one of the year's bigger "closed loops" for me, as David Allen would put it. And I know from what clients and friends report that I am not the only one who finds it a biggie. Allen describes "loops" as those unfinished tasks, chores, plans, etc. that take up our mental RAM when we haven't taken the time to mentally download them into our system, with the next physical action to be taken identified (the key to having your mental RAM free for creativity, better decision making, and just enjoying yourself).

A couple days ago Erin, my wife, told me that she ended up with both our accountant appointment and her root canal slated for the same day. Instead of Ben Franklin's familiar quip "death and taxes" being the only certainties in life, it's "dental work and taxes". Seems equally true, doesn't it? And maybe one notch less depressing. Anyway, her day was not one most of us would be looking forward to on own calendars. She ended up having a pretty good day all in all, though she did say there was a bit of shoe shopping toward the end of the day for self-soothing purposes. Though I'm sure that the shoes helped, I think something else was going on with her good mood after a day of serious dentistry and reckoning with Uncle Sam. And I think it illustrates a truth that's worth reflecting on. It's based on a tidbit I learned about years ago from from Mihaly Csikszentmihalyi (there will be a spelling test at the end of this post) the expert on the major part that flow experiences contribute to our overall happiness. The tidbit is that getting an unpleasant chore done tends to leave us relaxed and with a sense of happiness, whereas engaging in some sort of passive entertainment like watching television leaves us on average in a lower mood by the time we're done. In fact with television (again, on average) the more of it we watch, the worse we feel. Getting something out of the way on the other hand just feels good. By the way, Csikszentmihalyi's info is based, among other sources, on his now famous study where he hooked grad students up with beepers and paged them throughout the day reminding them to record their moods in real time during their normal activities.

Somehow this post that was just supposed to be a quick quip on "dental work and taxes" has become my intro post for Getting Things Done as well, as a tidbit about flow. I guess it is good to get it out there since I think most of my clients, as well as the small contingency of readers of Awareness * Connection around the globe, would find that GTD helps with making life a bit smoother right away. And "a bit smoother right away", is a phrase that is pretty central to the work I do with most clients. If you often find yourself feel stressed out about what you have coming up, I think you stand a good chance of reducing your stress level a good deal by experimenting with GTD and adopting the pieces that fit for you.***


Extras
**I do my work on a Mac so I use an Omni Group version of Getting Things Done called Omni Focus, but on David Allen's site, he sells Windows compatible versions of his system on software. The same version is also compatible with Macs. It is worth noting that Getting Things Done can be done in any medium. You could do it on 4 x 6 cards, in a Moleskine notebook or on a fridge with sticky notes. But as with many other tasks the computer lends itself to your system being a bit more lean and clean. The only downside being that you'll want to back up your data regularly. I just visited Allen's website and he now has detailed tips available (whitepapers) about using Outlook, Entourage and Lotus Notes effectively with the Getting Things Done system. His empire seems to be steadily growing. Looks like his system is working for him anyway.
***I don't work for or with David Allen. I'm genuinely enthusiastic about the effectiveness of the system. No kickbacks. Wouldn't be ethical to combine an arrangement like that with therapy...not that Mr. Allen has ever had such an arrangement with me on his GTD list.
****Okay, quick. How do you spell the name of the author of Flow? 'Told ya it'd be here.

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