Weekly Review Challenge (March 2015)

[Barb]

Members had the opportunity to hear a great webinar from Kelly and Meg this week. If you missed it, it is posted on Connect. I've provided the links at the end of this post.

One of the points in this webinar brought up the idea of asking

• Where is the drag in my system?
• What would the next action be to eliminate it?

I think it's a great idea to ask this question often and particularly during the Weekly Review. For March, we'll answer the two questions above and try to provide some peer coaching to each other.

The prize for March is a signed copy of the revised version of Getting things Done. Don't forget, too, March is the last month of the quarter so we'll also be announcing the winner of the Virtual Coaching Session!

Catch the webinar here:

Video:
https://gettingthingsdone.com/connec...0&trackid=1306

Audio:
https://gettingthingsdone.com/connec...9&trackid=1305

 

[Hrlakat]

WR #1 March (9 of 52)

Did a quick WR this past Sunday, though didn't post till today. Wrapping up this current offshore trip before I head off to vacation next week. Hope to do a more thorough one this Sunday as I pack.

Hope you guys have a great week!
Heather

 

[mommoe436]

WR 1 for March

Completed a solid review over the weekend. Have been doing some type of review every week but this one felt complete!

The drag in my system is not fully processing. I am finding I often get something on my lists so I don't forget it, but don't take the time to process, so I need to find this time!

 

[Oogiem]

WR # 1 for March finished

Decent review. I successfully moved the sync server for my Omnifocus GTD system back onto my main computer after having it on my laptop while I completed the system upgrade on the main machine. A lot of this review was spent marking finished most of the projects related to the entire system upgrade. I spent a bit of time planning the last few loose ends and hope to tackle them with more energy this coming week.

What's causing drag right now is the ongoing grunge of trying to complete the massive file cabinet clean-out and system files clean-out and reorganize. I'm really losing steam on this and I don't want to leave it unfinished. I'm taken to trying to trick myself into getting through stuff. "Just one more folder of papers evaluated, scanned or kept and then I can go read a chapter of a book." or "Finish the next folder of computer files and you can go get a few almonds as a treat." I'm open to suggestions on how to keep going and finish this. I can see that the files I have already done are easier to find. like that the file cabinet drawers of paper files that I've finished are not so stuffed with papers that I can actually get things in and out but boy there is a lot of stuff still to sort!

The other drag is that I see looming projects coming up that have me concerned. We've got shearing in April, which is nearly 2 weeks later than normal, so we may have to do vaccinations with sheep in full fleece and I hate to do that. I've got potential oops lambs coming from 16-25 March but it's before shearing and I can't see udders to save my life, so every morning is starting with me trying to peer at ewes backsides and see if anyone is getting ready to lamb. We've had a major issue with a very expensive future breeding ram that has had me up nights wondering what else I can do to keep him alive. He is still vertical and seems to be better. He's learning how to pee on command, he starts the minute I get in to try to catch him. I think he's hoping if he pees enough I won't bug him. I've got to spend some focused time on LambTracker and make sure that I've got the development schedule cleaned up and know what to focus on to get it in shape for this years' lambing. I'm running into bugs that are far more difficult to squash now because we don't see them very often. I hate intermittent problems!

 

[CassRussell]

WR # 1 for March finished

I'm taken to trying to trick myself into getting through stuff. "Just one more folder of papers evaluated, scanned or kept and then I can go read a chapter of a book." or "Finish the next folder of computer files and you can go get a few almonds as a treat." I'm open to suggestions on how to keep going and finish this. I can see that the files I have already done are easier to find. like that the file cabinet drawers of paper files that I've finished are not so stuffed with papers that I can actually get things in and out but boy there is a lot of stuff still to sort!

....

Seems like you're doing everything you can to keep motivated - for me having rewards and knowing that I'm going to feel better at the end are the best tricks. The other thing I do which is really simple (and often powerful) is use a timer. It just seems to keep me more focused. Sometimes I just do 15 mins (I can shred and declutter a lot in 15 mins) and sometimes it's 30 mins if I'm wanting to stay focused on a writing project, for example. I use the iPhone clock app and tell myself I'm just going to do 15 mins. Often I'll be on a roll and set the timer for another 15 mins. Worth a try

Re your other drag - I am impressed by how much you have on and how many different things you manage! I hope the ram thrives & good luck with the vaccinations etc.

 

[Barb]

This week's review pointed out CLEARLY: This week was just full of drag! We had weather issues, no internet service a couple of days, and then the OmniFocus server went down as I began my review yesterday. All of these issues are SO rare, but combined into one week really through me off track.

Onward.

 

[Hrlakat]

Seems like you're doing everything you can to keep motivated - for me having rewards and knowing that I'm going to feel better at the end are the best tricks. The other thing I do which is really simple (and often powerful) is use a timer. It just seems to keep me more focused. Sometimes I just do 15 mins (I can shred and declutter a lot in 15 mins) and sometimes it's 30 mins if I'm wanting to stay focused on a writing project, for example. I use the iPhone clock app and tell myself I'm just going to do 15 mins. Often I'll be on a roll and set the timer for another 15 mins. Worth a try

Like Cass, I use a timer too to help me work through backlog - I have a weekly task (when I'm physically in my home office) to process my backlog pile for 15 minutes. Short enough to get something done, but not too long to make me feel overwhelmed etc. I do the same with deleting emails from my "junk" email accounts weekly (I do this purge from anywhere).

Heather

 

[Hrlakat]

WR #2 March (10 of 52)

Back in Texas for a few days, so got to do a more thorough WR today. Moved some projects to my "S/M - Parking Lot" category on hold, which separates them from my S/M list proper. Down to 725 NA's with 102 active projects.

Chugging through the NA's today as I firm up details for my upcoming vaca to Australia. I still have 30 NA's or so to finalize all the agenda, but expect to finish them off tomorrow latest.

• Where is the drag in my system?

Besides having to maintain two GTD systems on two different platforms, the other drag in my system is my project called "digital organization". I have over a hundred NA's associated with this project - stuff like "schedule regular call with Mom", downloading files for classes etc from the net, putting ID's and data into my password file, etc. All stuff I need to do, but don't have a lot of energy or excitement to execute.

• What would the next action be to eliminate it?

I think I might try tricking myself with a timer to knock off some of these NA's, especially reading through Oogie/Cass's posts in this thread.

Hope you guys have a great week!
Heather

 

[SiobhanBR]

WR #1

I completed a great review last Friday morning at my regular time - closed the office door to do it, which is always better. Then I spent the rest of the day doing like crazy and had a mostly internet-free weekend (winter day at the lake playing in the snow) so this is my first opportunity to post.

The drag on my system is the sheer volume of what I have going on, both personally and at work. Every week I look at things that have been on my list for months but I cannot put them on Someday-Maybe as they actually (legally) have to get done. I have had some luck recently with the punch list. Particularly on Friday's after my review - during the review I make note of a few things to get done and then after the review I do them. It sounds simple but it is so easy around here to get off-track.

The next action to eliminate this drag is to identify 1-3 short next actions that I can do and do them first each day, before meetings and work as it appears throws everything off track.

Unlike at work where the undone next actions worry me, I noticed that I don't find the large list of options at home to be drag - I have many interests and I like seeing a complete list of next actions that I could do to choose from. So if I decide to work on a game creation project I know exactly where I left off and what I want to do next. But it can sit there and not cause me stress. At home, there are so many things to do, but playing with my 5-year old tends to take top priority as it should. We are praying for my cousin's baby who has now been flown to another city in hopes the specialists there can save him. He's a tough little guy and is holding on. Puts things in perspective.

 

[Oogiem]

The other thing I do which is really simple (and often powerful) is use a timer.

I've always resisted using timers unless absolutely necessary but I think I'll give it a shot with this project, it's taking forever, going on 3 months now.

 

[Oogiem]

Besides having to maintain two GTD systems on two different platforms, the other drag in my system is my project called "digital organization". I have over a hundred NA's associated with this project - stuff like "schedule regular call with Mom", downloading files for classes etc from the net, putting ID's and data into my password file, etc. All stuff I need to do, but don't have a lot of energy or excitement to execute.

What 2 different systems are you having to manage your GTD system in?

Your digital organization sounds like my system clean-up in many ways. Maybe we can come up with a creative way to share/cheer each other on?

It's 8am my time right now. I'm going tospend until 8:15 finishing reading messages and processing e-mails. Then I'm going tospend 15 minutes on digital clean-up becfore I go out to give meds to the ram and do the rest of my chores. I'll check back in when I am done and tell you how it all went.

 

[Oogiem]

We are praying for my cousin's baby who has now been flown to another city in hopes the specialists there can save him. He's a tough little guy and is holding on. Puts things in perspective.

Major life stuff has a way of making you realize what is really important.

I hope for the best possible outcome for your cousin's child whatever happens. As a farmer I deal with life, sickness and death regularly but that never makes it any easier if the result is not the desired one.

Can you make some time for yourself and your cousin in this stressful situation? A nice cup of tea, a basket of pre-made dinners or something? I know when we've had friends with very ill or dying family members that just being with them, not saying anything but just being present, has seemed to help and providing food is always welcomed as they often would forget to take care of themselves.

My thoughts are with you all at this time, take care!

 

[Barb]

I've always resisted using timers unless absolutely necessary but I think I'll give it a shot with this project, it's taking forever, going on 3 months now.

Oogie, I have to tell you: I move faster if I have a timer on me. I "challenge" myself to a 10-minute shower, etc. I really helps me. For work projects, sometimes it's the only way I can stay really focused.

 

[Oogiem]

Reporting back

I worked 18 minutes on e-mails etc. The spent 20 minutes cleaning and re-naming files in 2 computer folders. Had to go out for a meeting and errands in town and am back. Got lunch and am now going to actually set a timer and see if I can crank out more digital file clean-up tasks for the next couple hours.

 

[Jodie E. Francis]

A quick Weekly Review completed yesterday - quick because my system has gotten scuzzy after missing 2 weeks, and accumulated a bunch of draggy items over the last couple of months, so it needs a bit of an overhaul. That will be my goal this week...

For me, the drag is all the things I think I want to do, yet they stay on my list month after month. I am a compulsive information-gatherer, so my system is clogged with articles to read, videos to watch, podcasts to listen to, online courses to take, or actions to research products/services. Other people simply collect shoes or handbags, I collect knowledge

I've tried being clear about the project or area of focus they relate to, or moving them to their own context lists (i.e. @Research, @Leisure, @Read, but so far the only thing that works is to shove them into Someday & forget them(!)

The drag happens during the several months they remain in my lists, before I'm willing to acknowledge there just isn't space in my life for them right now. My lists get long, I feel guilty about all the stuff languishing there, and so I resist checking them. The challenge is that these things ARE related, particularly to my Areas of Focus, but unless they solve an immediate problem I just don't have time so they don't belong in my active system.

Is it just me?

 

[Barb]

A quick Weekly Review completed yesterday - quick because my system has gotten scuzzy after missing 2 weeks, and accumulated a bunch of draggy items over the last couple of months, so it needs a bit of an overhaul. That will be my goal this week...

For me, the drag is all the things I think I want to do, yet they stay on my list month after month. I am a compulsive information-gatherer, so my system is clogged with articles to read, videos to watch, podcasts to listen to, online courses to take, or actions to research products/services. Other people simply collect shoes or handbags, I collect knowledge

I've tried being clear about the project or area of focus they relate to, or moving them to their own context lists (i.e. @Research, @Leisure, @Read, but so far the only thing that works is to shove them into Someday & forget them(!)

The drag happens during the several months they remain in my lists, before I'm willing to acknowledge there just isn't space in my life for them right now. My lists get long, I feel guilty about all the stuff languishing there, and so I resist checking them. The challenge is that these things ARE related, particularly to my Areas of Focus, but unless they solve an immediate problem I just don't have time so they don't belong in my active system.

Is it just me?

This!! Exactly this!!

 

[Jodie E. Francis]

"unless they solve an immediate problem I just don't have time so they don't belong in my active system."

I think I may have answered my own question. As I was sitting through one of the many 'webinars' I have linked, I found myself asking 'what is my goal for doing this? what need does it solve?' and I realized it didn't... it was an hour wasted on something I was learning 'for future reference'.

So yesterday I went through most of these items and evaluated each to see if it relates to an immediate project. If not, I've moved it to 'Read Later' (separate from my active contexts). I realize I may never get to 'Later' and that's Ok, but I have the links and can pick through them when I'm bored/looking for something new to learn. And now the rest of my system feels cleaner

 

[Barb]

Jodie,

Over the years I've had to switch to paper for a few months, just to get more clear with my system. I "over collect" as you do, always afraid there is some nugget of information I may be missing. I attribute that tendency to my love of learning--I'm a sponge, and always have been. And now I need to add "to a fault" to my spongishness. (it's a word now).

One clear sign that it's time for me to move my lists to paper: I am numb to my lists. I don't know whether the pen/hand/brain trio activates something different in my brain, but I do know I look at tasks differently when they are written rather than typed.

 

[Oogiem]

WR #2 Done

Got this one done last night and this morning.

I'm trying to re-do my AOFs and create some custom perspectives in OF2 to focus on each area so I can maximize my efforts in an area at a time. I'm finding myself flitting from project to project and context to context on a whim and I really need to buckle down and focus so I'm hoping creating some AOF focus perspectives will help. If I am going to jump in and out of various contexts at least I can stay in a area of focus. Not having much luck getting the new perspectives to work right in OF2. So I'm down a rabbit hole of watching help tutorials and reading manuals that always takes a lot more time than I expect it to take.

Drag is still the sheer number of things that are coming apart at the seams due to timing changes that are beyond my control. I tried to be ruthless in my review this week, putting many items on hold, but it's very hard and I've found myself second guessing whether to leave them on my lists or put them into someday/maybe.

Another drag is the 4-5 projects just waiting for the final review/archive notes to be written and filed. I seriously thought about just dumping them and not bothering to write the after action reports. OTOH I've already needed to review the archive that isn't there and spent more time than it would have taken if I had properly finished the project so I do actually need to finish them. They are dull and boring to do though so I drag my feet on finishing.

I tried using the timer a bit to help me get through some stuff and found myself rebelling against it. I am not sure that timers work for me like they do for other people. I'm seriously thinking of putting the whole computer system clean-up on hold for 2 weeks, give myself a break and then start it up again later. I did time how long it takes to clean up some folders and the average time for me to clean up my computer files is about 30 seconds a file. That assumes that I can delete about 1/4-1/3 of them after a cursory look and rename and move to the new filing cabinet folder the rest of them. I did a back of the envelope calculation and estimated that I have about 100 more hours to go to finish the job on my main computer and about 20 hours on the laptop. I didn't even look at the main server system, that is too overwhelming for now. The paper files take longer because a lot of them I am scanning for reference later and when I do that I add them in the proper place in the computer system. Seems like I can do about an inch of paper files in about half an hour at top speed. The slow part is the decision on whether I really need to keep the information or not. Once I decide tokeep it the decision on keep electronically or keep on paper has been easy.

One way I am trying now is as I pull folders of papers out from my reference or active files I try to either eliminate some of the stuff in each file, or scan and file the papers electronically. I am really evaluating every paper in each folder to see if I need it at all, need it as paper or can keep it electronically. If I create a folder for a new project I try to take the file either in front of or behind the new one and do the clean-up on it. This is working well but I'm not happy that I can't tell which files are done. I'm trying to come up with a way to visually identify done paper files easily so I get a sense that I am actually accomplishing something. I don't want to move the done files into alphabetical order and push the not done to the bottom as then I'll have things all mixed up and be unable to locate files I need because they won't be where I am looking. One thought is to do that but only within a single file drawer. Put the done files in front, make some sort of divider and then the not done behind that in the same file cabinet drawer. That way even if I have trouble finding a file at least I'm not searching the entire set of file cabinets, just the one drawer where it should be. Any other suggestions are welcomed.

 

[Jenn]

WR # 1 for March (#9 for 2015)

I'm very late in posting about my review on March 2nd. This was meant to be a February review but I procrastinated through the weekend and then had to do a quick review on the Monday before a week of vacation. It was more of a triage review since not only was I leaving for a week but we had a new high priority issue at the office that was going to require all hands on deck. A good "excuse" for triage rather than a thorough review. I was able to get my InBox to zero before leaving on vacation.

I don't have much recollection of drag during that review - it was more of a scramble to get out of the office and home to pack!

I did find a good way to know what I had and hadn't dealt with while I was away. I setup a @vacation folder and as I read and dealt with any issues, I moved emails to this folder. This allowed me to do a quick review each day while I was away of any pressing issues at the office. When I returned to the office, I simply moved everything from this folder back to In and processed it. It was good to know that there weren't any surprises there.

Jenn