Tag Archives: GTD

Five ways to create a flexible planning system

As you may have noticed, there haven’t been many new posts here lately. It would be so easy to say that life got ‘busy’. In reality, life changed and the systems I had in place weren’t flexible enough to handle it.

Is your productivity system flexible enough to handle change?

Many people from a GTD background spend years getting their system to work just the way they want it to. One of the major strengths of the Getting Things Done system is that it is inherently flexible. There is no preferred tool and you can customise the set up to suit your needs and circumstances.

But once we find a way of doing things that feels right to us, humans develop an overwhelming resistance to change. The system might be flexible, but we become inflexible. Without realising it, I had found myself in this trap. Setting aside the time for creative thinking and writing of posts fell through the cracks as a result.

So how do we make sure that our systems are flexible enough that changes don’t bring everything to a grinding halt?

Don’t be wholly reliant on a system that isn’t transferable.

Whilst we all have our favourite tools (both digital and analogue), there is an inherent danger in being completely tied into one. It may have the best features in the world right now, but when it stops being supported and you can’t export your tasks and projects, you’re in big trouble. Frictionless access to your next actions is vital.

Separate life and work

For many years, people argued that when it came to life and work, it was all one and therefore only one system was needed. Whilst in some ways this is true, ‘work’ changes at a much faster rate now than when GTD was originally published back in 2001. Not only do we change employers much more frequently, many of us now have developed side hustles to cope with a crazy economy in a crazy world. If your system is all nicely integrated to your day job but that changes every few years or even months, then it can be a painful process to routinely unpick it all. With constant data breaches, companies are getting more and more antsy about accessing different tools on their systems.

Letting go is not the same as giving up

We can become deeply wedded to an idea of something we want – or think we should want – to do. When circumstances change, it may no longer be relevant. Sometimes it can hurt to let something go, or feel a sense of failure for not completing it. The end result is a system full of junk that you once wanted to accomplish, but now have no real intention of taking action on. Over time, this clutter can slow everything down until you stop noticing the things that remain important even once life settles down again.

Attractive tools that are easy to use

It’s a simple fact that the more you want to play with your toys, the more time you’ll spend with them. A task management system you don’t like will be a task management system you ignore. The same applies when things change. It might be that your app worked fantastically with email input at a time when most of your tasks appeared that way. But if it is cumbersome when you have to add a task manually and that becomes your new normal, you’re going to stop looking at and updating the tool pretty quickly.

Don’t be a chronic-optimist

When your circumstances change, the new tasks you need to complete take their toll on other items, even if they are seemingly unrelated. Learning new things and using your day in different ways tires you out in the beginning. This means a task you have been completing in 30 minutes at 6pm for years can suddenly take double that amount of time when you’re forced to push it back to 8pm and your brain is extra tired. Before you know it, you’re in backlog with tasks that you haven’t got round to. Like writing this post, for example…

So, after nearly six weeks of tweaking my system after my third major change in two years, I think I’ve made it slightly more adaptable.

Only time will tell.

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The 5 best bullet journal health tracker spreads

With all the apps out there focused on health and habits, analogue still remains a fantastic way to set goals and easily monitor your progress. I’ve been using a modified bullet journal for years now and its best feature is that the system does whatever you want. When it comes to tracking your health, a simple one or two page spread is all you need.

I have limited artistic skills to say the least. My bullet journal set up needs to be simple or I spend more time doodling than doing. So the following examples don’t all focus on exquisite calligraphy or time-intensive set up. Of course, they could all be made simpler or more elaborate depending on your personal preferences.

Remember, your healthy habits will be personal to you, so don’t worry about tracking things you don’t care about because someone has included them here. Alternatively, you might see something you’d never considered before.

1 – Minimal

Image: marianeofcysn

This is the kind of tracker I use. I can just about manage to draw small squares without going too far wrong. With the habits listed down the left hand side and the dates across the top, it gives a quick and easy visual of missed days and progress.

2 – Data driven

Image: oak.tree.journaling

These simplified graphs allow you to see much more than a yes / no response to your habits. This is particularly useful if you are setting yourself sleep, calorie or water consumption targets, for example. The space for notes is helpful for noting any external factors that impacted progress to add more context to the images.

3 – Funky

Image: Boho Berry

There is literally no one who bullet journals who hasn’t heard of Boho Berry. With good reason too – she’s always tweaking and experimenting so you don’t have to. With this tracker, I love the sense of full circle you get for the month. It is also a fantastic way of quickly assessing if there is any correlation between your habits. If you eat badly after a poor night’s sleep, then chances are you’ll be able to spot the pattern quickly with this one.

4 – Wordy

Image: b.izzi

Like the minimalist tracker above, this is the kind of spread I can get behind because it uses more words than images! This is great if you want to track at a greater depth on a weekly, rather than monthly, level. Instead of simply recording whether you hit (or missed) your goal that day, you get space to think about and record the reason why. This is especially useful for those who like to review for strengths and weaknesses so they can course correct as necessary.

5 – Visual

Image: mybulletjournal18

Although this one is also simple in terms of its components, visually it packs quite a punch. The bright colours and easy to read progress bars are great for those who like to take in their information in a visual way. Colour co-ordination really comes into its own with a spread like this and allows you to see where you need to focus your attention as the month progresses. It’s less useful if you’re trying to establish a successful streaking process.

Don’t forget to check out the creators of these spreads (click on the images) to get other ideas that might work for you and see their work in more depth. It’s easy to get overwhelmed by the sheer number of options when you scroll through instagram, so if you’re new to it, start out simple and focus on what you need. There’s plenty of time to tweak it later.

For more information on building habits and healthy eating, check out The Realist’s Guide to Sugar Free and The Realist’s Guide To Resolutions.

            

January Monthly Review: Fear Setting

January is a strange month. Everyone starts out with a higher level of enthusiasm which then fizzles out faster the the New Year’s Eve fireworks.

Now we stand on the cusp of February and it’s easy to wonder where the past month went. For most of us, the lofty goals we had in mind when the calendar ticked over have already fallen by the wayside. That doesn’t mean we should abandon them completely.

Technique One – Monthly Review

Regardless of whether you abandoned your goals back in week one or if you’ve been grinding away on them the whole way through, a monthly review is an essential technique for staying on track.

Before you begin – no judgement. Don’t beat yourself up for not doing as well as you’d hoped, you’re only human. The fact you are taking the time to do a review at all puts you ahead of the rest of the pack.

Look back over January with an honest pair of eyes. Were you realistic about what you wanted to achieve to begin with, or were you just flush with optimism for the future? Do you even still care about those goals you set? If you don’t, then there is nothing wrong with abandoning them and moving onto something else. The real value is progress on what matters, not for progress’ sake itself.

The final question to ask is what you did right / wrong when it came to working on your goals and plans for the month. Learn the lessons so you don’t make the same mistake again. Improve on your strengths to get even more value from them.

Now set yourself up for a great February. It doesn’t matter about January anymore. Let it go. Instead, focus on how you can gain the momentum that will carry you forward for the rest of the year.

Technique Two – Fear Setting

Tim Ferriss did a great Ted Talk explaining fear setting better than I can. It’s a great technique you can use if you’re not making progress because something is holding you back. If you’ve struggled to really commit to your goals, then this is a reversal of the process. Instead, you define your fears.

For most people, thinking about their fears is counter-intuitive. Why would you spend so much time and energy thinking about the things that induce anxiety and discomfort? Isn’t that the exact opposite of what we are told to do for a happy life? Mindfulness is a hot topic for a reason.

Fear setting is hard, but by going the extra mile and breaking down those fears, you take away their power. Fear is often a series of unanswered ‘but what if?’ questions. They spiral and debilitate. The power comes in getting to those answers.

Like a monthly review, the process is quite simple. You just follow a series of questions and steps to get to a place where you are able to action the right things.

Firstly, you have to define those fears in the extreme. What is the very worst thing that could happen. Be as detailed as you dare.

This is the point where most people stop in life. This is the anxious point. But what could you do to prevent those things from happening? This is the second question Tim asks as part of the technique and it’s amazing how easy it is to come up with answers. Pre-empting the worst case scenario often prevents it.

But what if that bad thing holding you back actually happened anyway? Before it does, take the final step of working out all the things you could do to get out of the hole. It’s amazing how resourceful you can be. That’s because by doing it up front, the pressure is off. When you’re in that place, the fear is the stronger emotion and it stifles ingenuity and creativity. By fear setting up front, you’ll already have the answers should the worst happen.

So by combining the two, you can guarantee yourself a better February, no matter how the year has gone so far.

Need more help? The Realist’s Guide To Resolutions is a practical approach to goal achievement, no matter what time of year.

Ultimate Mindfulness Planner: The Trigg Life Mapper Review

I was gifted The Trigg Life Mapper at Christmas, by someone who had no idea that it was on my purchase list, which was a lovely surprise. Of course, it is exactly my sort of thing.

My morning review. It’s so dark here in England right now.

According to the guys over at Think Trigg it:

“fuses the principles of planning, productivity, habit, mindfulness and gratitude to provide a daily, weekly and annual framework that will ensure you work less, get more done and constantly strive towards meaningful targets”

I’m always trying to fuse the principles of productivity and purpose, so I couldn’t wait to try this out. There have been a few stand out features so far.

Think about what you should do, not everything you could do

It is the first planner that has forced me to use the Covey-style matrix on a daily basis. Anyone who has read anything about time management or productivity will know what this is, but it is another thing entirely to do it as the core planning task of your day. So far it has forced me to be more focused (and therefore more productive) than anything I’ve used before.

Best feature – the focus on what matters most

 

Because I do more granular planning in my Leuchturrm Weekly Planner (see here for my overview post), the appointment section doesn’t work for me. Instead, because it is fairly inobtrusive, I simply use it to list 3 things I am grateful for as I start my day. I found that to work quite well, although I appreciate I’m probably a bit of an edge case here.

Appointments section – easily modified if required

 

Although the planner has a daily focus, it is also designed to force a weekly review – something I believe is critical to any kind of success. The review section is quite small, but it is followed by a ‘Priority Planning’ page to allow you to set up your ideal next week.

Review section with quotes to ponder

Revisit your goals and projects each week

Other reviews are at the six month and end of year points. This is probably sufficient for most people, although I’d like there to be monthly/quarterly review points as well to allow for course correction earlier in the process.

6 month review section for each life area

For those of you who plan out your weekends as heavily as your weekdays, Trigg – like so many other planners out there – gives a reduced space for Saturday and Sunday. There is also no specific structure for these days, just a standard blank space.

Weekend mindfulness and focus optional

The one thing I don’t really use is the Month by Month Theme section. I appreciate the idea of having a theme for each month, but I can’t quite factor out how to use this in my own process as the date spaces are too small for any meaningful annotations.

Lamy safari for scale

Begin with the end in mind

The key to getting the most out of the planner is to take the time in the beginning to set it up right. I can see how this is daunting for most people. After all, it starts with a declaration of who and what you intend to be.

Daily reminder of what I’m aiming for

You then set out your yearly intentions in the key life areas of Self, Relationships, Passions and work. As with everything, this will only work if you review it daily, but it can certainly help you set your big picture planning for the year.

Knowing what you really want is always the first step

If this seems a bit daunting, then there is a help section on how to think about the annual forecast. Honestly, if you’re ready for the Trigg planner, you probably already have some sense about what you want. So although it seems intimidating, it took me only an hour or two to set up fully.

Quick reference guide

Begging for a simple design tweak

There’s so much good stuff in here that I really feel like a single bookmark is not enough. Just putting that out there so it can be considered for next year’s edition!

Trigg, Leuchtturm and coffee, my 2018 morning setup

So, in summary, there is no such thing as a perfect planner, but it is possible to modify and mix to create something that works well for you. Trigg has added a whole new level to my morning mindfulness. I now organise the granular detail over in my Leuchtturm planner with much more intention, rather than creating a crazy-making ‘To Do’ list. The result? I had my first guilt-free weekend in about a year. That’s priceless.

I’d recommend this for anyone who is ready to take their focus to the next level.

You can buy the Trigg Life Mapper from Amazon or over at Pocket Notebooks

2018: How to do more and worry less

As we hurtle towards the end of 2017, it’s inevitable that we start to look back over the year and ahead towards the new one. It’s a time of hope and dreams. It’s a shame then, that such determination and promise for the future only rolls around once a year.

I love personal improvement books. I’ve read hundreds of them by this point. But most people don’t. I can’t blame anyone for that. They’re notoriously dry and you have to dig through hundreds of pages to find the four really useful paragraphs they contain. You already know what I decided to do about it, right? Ta-dah!

The working title for this book was ‘goal setting for normal people’. It was never going to be the final name, but during the writing process I wanted to keep in mind the heart of what it should be about. Quite simply, to take the wisdom of those hundreds of books I’ve read, along with research papers, personal experiences and the behavioural lessons learned from writing The Realist’s Guide To Sugar Free. Then put it in an easy to read, useful and actionable book.

So what’s in it?

Plenty of information, without all the waffle and buzzwords. Things such as:

  • How to set the right goals for you (and not feel guilty about the ones you don’t)
  • How to plan for success (beyond the first week)
  • How to hack your brain to do this smarter not harder (great if you struggle with motivation and willpower)
  • How to track progress and level up (so you can continually dream bigger)

The Realist’s Guide To Resolutions will be published on December 28th. I wanted to make it available for those people who like to take advantage of the downtime between Christmas and New Year, or prefer to start the year with the thinking already done.

I’ve got my own yearly review day booked in for December 29th. I’ll consume several cups of very nice coffee, read the letter I wrote to myself at this time last year and write the one to open next year. I’ll look back at all the things I’ve done (fond memories of my four month sabbatical by the sea) and work out what I need to do to make next year even better. No doubt I’ll be slightly daunted by the sheer number of notebooks I’ve filled over the course of the year. My guess is upwards of twenty. Gulp.

If you’d rather wait until the festivities are out of the way and 2018 has arrived, then the pre-order will be delivered to your device for when you’re ready to start.

Like Sugar-Free, it’s a quick and easy read, with a dash of humour thrown in. It’s also reasonably priced (only 0.99 in most regions!) so you can get the most bang for your (literal) buck.

Here’s to a fantastic 2018, whatever that means for you.

The Realist’s Guide To Resolutions is available for Pre-order at Amazon.co.uk (or go to Amazon.com to jump to other regions)

Upcoming Offer

For those in the US, the kindle version of The Realist’s Guide To Sugar Free  will be discounted to 99c for New Year (December 29-January 4).

You’ve got 12 weeks to complete your 2017 goals

12 weeks? Is that all?

I know, 2017 has sped by in a bit of a blur. However, there are still 12 weeks left to make progress on those goals you’ve spent the majority of the year procrastinating on. The good news is, with a bit of planning and forethought, that’s plenty of time.

Learn to think in 12 week years

If you’ve not read The 12 Week Year by Brian P. Moran then go and read it now. You can also check out my 12 Week Year Book Review post if you want to know more.

Prioritise

Okay, so 12 weeks is plenty of time to get things done, but it’s not enough time to get everything done. Work out which goals will give you the biggest impact and leverage then discard the rest. If you’ve not done anything about them so far, they can probably wait another few months anyway.

Engage

Don’t do anything you don’t care about deep down. If you want to make 2017 your best year ever, then do the things that will give you satisfaction and a sense of pride. Obligation and guilt are not the motivators here.

Plan, plan, plan

I don’t care if you do it in an app or on paper, but you need to write down a plan. Between now and the end of the year, social and family obligations shoot through the roof, there are holidays and for many of us, lots of shopping. Don’t pretend this won’t zap your time and energy. Open the calendar and plan the work.

Get specific. Plan the tasks that get you to the goal, not just vague references that make you feel like you’ve written without really having to think about it.

Execute

The hardest part of all. Now you have to act on those tasks you’ve defined. Each day, make sure that you’re working towards the goal, rather than getting distracted by lesser tasks that feel like work, but don’t actually get you anywhere.

Finish strong

Although the end of the year is approaching at break neck speed, it really isn’t too late to make it a great year for your productivity. There may be the temptation to put everything off until the New Year, but if you do, then you’ll find reasons not to start then either. Take the first few, small steps and the rest will follow. Plan the work, work the plan.

Seasons – Planning Life Alongside Nature

For us in the northern hemisphere, there is no denying the change in the air. Summer is giving way to autumn (or fall, if you want to be all American about it). The kids are back at school. All the upcoming holidays now have an ‘end of year’ feel to them. For those in the southern hemisphere, the reverse is true. Spring is coming and summer will be here before you know it. Time to hit the beach and get outdoors.

It was whilst living in New Zealand that I realised for the first time how productivity and personal development have seasons of their own, often very much inline with nature. Perhaps it was because all my online inputs were largely presenting an experience that was the reverse of the one I was living through. What I did realise was that as the rains came (I was living in Christchurch, there was lots of rain), it became harder to stay motivated and geared up for new projects all the time.

Any productivity guru worth their salt will tell you that you don’t need to wait for the New Year to make a change. Or that every day is a fresh start. It’s all very true. I just think it becomes harder if you try to do it out of sync with the world around you.

Many people live online so much that it makes it easier, in a strange sort of way. When you never leave the house, it’s easy to forget what is going on outside. I know the temptation of the laptop as much as anyone else. Nevertheless, it can contribute to a feeling of burnout when there is no variation, just the non-stop hustle and grind of daily life.

Right now, I am taking a mini-break to plan the remainder of the year. I wanted to be somewhere different, somewhere much closer to nature, to remind myself of this idea. As the days get shorter, it will become harder to get out of bed each morning. The evenings will seem made for curling up under blankets with a good book, not hitting the gym or high intensity projects. I need to remember this so that I don’t fill my days with things I won’t achieve. I don’t like breaking promises to anyone, least of all myself.

So, over the next few weeks when you begin to see articles and blogs reminding you that ‘It’s not too late to win the year!’ and ‘make that final quarter count!’, remember that life is meant to have periods of recovery and renewal. If you’ve left it until nature begins to shut down, then it might be time to consider a different approach next year.

Of course, for those of you in the southern hemisphere, it’s time to get up and at ‘em.