Uncommon Ground

Monthly Archive: February 2018

Getting organized in 2018 – Getting things done

Getting organized in 2018 – links to the series

Previous posts in this series have outlined how I combine pen and paper with OmniFocus, Evernote, and Dropbox to keep myself organized, but they didn’t describe how they all fit together. I also didn’t mention that years ago when everything was in my paper DayTimer I had already stumbled on one of the principles that David Allen preaches in Getting Things Done:

Capture what has your attention

Capture what has your attention (from gettingthingsdone.com)

Everything I need to do gets into OmniFocus. Once it’s there, it either gets done or I decide that it doesn’t need to get done, but I don’t have to think about it any more. My weekly review will remind me that it’s there until its either done or deleted. I include links to Evernote or Dropbox when necessary.

When I receive an e-mail that needs attention later, I forward it to OmniFocus. Once it’s there, it’s a task I have to deal with. I don’t like seeing red overdue tasks, so sending the e-mails to OmniFocus accomplishes two things:

  1. It helps me keep my e-mail inbox clean. I move e-mails I forward to OmniFocus into a follow up folder in Outlook (named @Follow-Up so it’s near the top of the folder list). OmniFocus contains all the details I need to be reminded of, but having the original e-mail handy means that it’s easy to reply when I need to.
  2. It ensures that I take an action on the e-mail. My first action is simply to get it into OmniFocus. My next action is triggered when I see it in my OmniFocus inbox and its moved to its final destination in OmniFocus.1 Once an item gets to its final destination, it’s in a project that gets reviewed regularly. I often assign items a due date when I putting them into a project. I hate seeing red bubbles on the app, whether on iPhone, iPad, MacBook, or iMac, so I either complete the task, reschedule it to a later date,2 or give up and decide to drop the task (meaning that I delete it from OmniFocus).

The same principle works with my Everything notebook. Usually at the end of the day I will review my Everything notebook to identify tasks that need to go into OmniFocus. Those tasks may have arisen as action items from meetings, or they may be thoughts that occurred to me when it was easier to jot them down than enter them in OmniFocus. Whatever the reason, the tasks get into OmniFocus, and I forget about them – because OmniFocus won’t, and it will remind me.

My weekly review is pretty simple. Every Sunday:

  • I empty my OmniFocus inbox by moving items to the project where they belong.
  • I review my calendar for the week and add any tasks related to meetings or events for the week.
  • I use the “Review” function in OmniFocus to review all of the tasks I’ve entered. For each task I decide whether I need to change the timing or drop it completely. Since I’ve grouped tasks into large projects and then used folders within the projects to group related tasks, it’s pretty easy to see where every task fits even though I probably have a few hundred tasks in my list at any one time.

Every morning I take a quick look at the list of tasks for that day and the overdue tasks that should have been done. For an overdue task, I decide whether to change the due date, continue to feel (increasingly) guilty about not getting it done in the hopes that I will get it done soon, or drop it because it is no longer important enough to worry about. For a task that isn’t overdue, I don’t have to worry about feeling guilty (yet), but I still sometimes I decide to postpone it if the day looks busier than I anticipated on Sunday (or if completing overdue task is more important).

  1. Emptying my OmniFocus inbox is part of my weekly review, but I sometimes check it during the week.
  2. For which I always feel guilty. The version of OmniFocus for laptop or desktop records the date when an item was created, which reminds me when I originally intended to finish. The guilt builds as the distance between what I originally intended and where I am grows.

This is a spam conference if I ever saw one

In my Spam folder this morning…

Dear Dr. Kent E Holsinger ,

Greetings from  WCEOGPE-2018.

On behalf of the Organizing committee, we are delighted to invite you to be a speaker at 3rd World Congress & Expo on Oil, Gas & Petroleum EngineeringWCEOGPE-2018) on April 16-17, 2018 which will be held in Dubai, UAE which brings well versed scrutinizers at one place. It provides a platform to have open discussions, knowledge sharing and interactive sessions with field experts. WCEOGPE-2018 will focus on the theme Pioneering Revolutionary Technologies in Oil, Gas & Petroleum Industries .

This is our humble request to join us in the WCEOGPE-2018 to up-skill your next generations to protect and continue our valuable innovations.

For more information about the conference, Please have a glance at PS:  http://scientificfederation.com/petroleum-engineering-2018/

For questions about topics, registration or other enquiries, please do not hesitate to contact me.  I will be happy to go into further details regarding any concerns you might have.

Awaiting your swift and favourable reply.

Best regards,
Rohith Rao
WCEOGPE Summit-2018
P: +91-779-979-0002
E: WCEOGPE-2018@scientificfederation.com

If you don’t want to receive any further e-mail from WCOEGPE Summit-2018, please revert back with a subject Unsubscribe.

Are there people who accept these invitations? Who in their right mind would invite me to a meeting on oil, gas, and petroleum engineering?

Getting organized in 2018 – Evernote and Dropbox

Getting organized in 2018 – links to the series

I’ve mentioned Evernote in two previous posts (here and here). It and OmniFocus (posts here and here) are two of the three software applications I use most frequently. The third isn’t an application that I use in the traditional sense of “use.” I don’t start it up and work with it. It’s just always sitting there in the background silently doing its job. “It” is Dropbox.

Most of you are probably familiar with Dropbox. It stores files in the cloud and keeps them synchronized across computers. I have Dropbox installed on my MacBook, my iMac at work, my iMac at home, my iPhone, and my iPad.1 Any file I save to one of my Dropbox folders on one device is automatically to the same folder on other devices.2 That means when I save a document from my MacBook or anywhere else (whether PDF, Word, Excel, CSV, plain text, or Markup) it is (almost) immediately synced to every other device I have. Since I have versions of Word and Excel on my iPhone and iPad as well as on my other computers, it means I can read virtually any document I save on whatever device I’m working with at the moment.

That’s my key to going paperless to meetings. For meetings I organize, I prepare notes (in plain text or Markup – more on that in next week’s post). For regular meetings (like staff meetings in The Graduate School) that I want to have accessible and easily searchable, I’ll write in Markup and export the result to Evernote using Byword. For other meetings, I’ll write in plain text, save the result in an appropriate folder in Dropbox and open the note on my iPad directly.3

The key to all of this is that everything I do that’s related to my main duties, Vice Provost for Graduate Education and Dean of The Graduate School, finds its way into an electronic document that’s stored in my “Graduate School” folder in Dropbox. I don’t have to think about syncing. I don’t have to designate one machine or device as the “mother” device on which I work. I can work on any of my devices and have the results accessible from any of them – provided that I have Internet connectivity.

For my MacBook and iMacs, that’s not a problem. They have local copies of everything. I can work on the local copy even without an Internet connection. Dropbox will upload the results when I’m connected again. If I happen to work on the same file separately, Dropbox will notify me of the conflict and duplicate the file so that nothing is lost.4

Some of the apps I have on my mobile devices can download files from Dropbox into local storage. If I know before I go to a meeting that I’m going to need a particular document, I’ll download it ahead of time – just to make sure I have a copy if there are connectivity problems during the meeting.

Dropbox isn’t the only way to do this, of course. There’s iCloud (from Apple), OneDrive (from Microsoft), Box, and probably others I don’t know about. I’m not claiming that Dropbox is the best alternative. It’s just the one I’ve been using for 8-10 years, and it works very well for me. There’s a lot more that it can do (including Paper, which I have not investigated), but what I’ve described here are the key functions that I use more than 95% of the time.

  1. With the latest release of iOS I don’t really need to have Dropbox installed on my iPhone or iPad. The builtin Files application can connect directly to Dropbox.
  2. It’s a little more subtle than that. You can choose which folders you’d like to sync to any particular device. I’ve chosen not to sync any of my work files to my home iMac, for example.
  3. Since nearly every meeting I go to is associated with work, the Markup files that are exported to Evernote sit in one of my Dropbox folders. I end up with two copies, but that’s OK. Some times it’s easier simply to open the file from Dropbox. Other times it’s easier to open them in Evernote. Either way, I know that they’ll show up in an Evernote search if they’re relevant.
  4. Except for the time I lose reconciling the changes.

Trait-climate evolution in Protea

Protea compacta

If you’re reading this post, you know that my colleagues and I have been studying Protea for more than a decade. A lot of our work has focused on documenting and understanding trait-environment associations. We’ve studied those associations both among populations within species (Protea repens: https://doi.org/10.1093/aob/mcv146), among populations within a small, closely related clade (Protea sect. Exsertae: https://doi.org/10.1111/j.1558-5646.2010.01131.x and https://doi.org/10.1111/j.1420-9101.2012.02548.x), and across the entire genus (https://doi.org/10.1086/680051). But all of those studies look at the relationship between the climate as it is now (as reflected in the South African Atlas of Agrohydrology and Climatology). They haven’t examined how traits have evolved in response to changes in climate.

Our latest paper, begins to address that shortcoming. We use the highly resolved phylogeny of Protea that Nora Mitchell constructed as part of her dissertation (http://darwin.eeb.uconn.edu/uncommon-ground/blog/2017/01/23/a-new-phylogeny-for-protea/ and https://doi.org/10.3732/ajb.1600227), and we reconstruct estimates of how traits changed over evolutionary time in concert (or not) with climates. Our reconstructions depend on particular models of evolutionary change, and we explore several alternatives. Here’s the abstract:

Evolutionary radiations are responsible for much of Earth’s diversity, yet the causes of these radiations are often elusive. Determining the relative roles of adaptation and geographic isolation in diversification is vital to understanding the causes of any radiation, and whether a radiation may be labeled as “adaptive” or not. Across many groups of plants, trait–climate relationships suggest that traits are an important indicator of how plants adapt to different climates. In particular, analyses of plant functional traits in global databases suggest that there is an “economics spectrum” along which combinations of functional traits covary along a fast–slow continuum. We examine evolutionary associations among traits and between trait and climate variables on a strongly supported phylogeny in the iconic plant genus Protea to identify correlated evolution of functional traits and the climatic-niches that species occupy. Results indicate that trait diversification in Protea has climate associations along two axes of variation: correlated evolution of plant size with temperature and leaf investment with rainfall. Evidence suggests that traits and climatic-niches evolve in similar ways, although some of these associations are inconsistent with global patterns on a broader phylogenetic scale. When combined with previous experimental work suggesting that trait–climate associations are adaptive in Protea, the results presented here suggest that trait diversification in this radiation is adaptive.

Mitchell, N., J.E. Carlson, and K.E. Holsinger.  2018.  Correlated evolution between climate and suites of traits along a fast–slow continuum in the radiation of Protea. Ecology and Evolution 8:1853–1866. doi: 10.1002/ece3.3773.

Getting organized in 2018 – Tracking tasks revisited

Getting organized in 2018 – links to the series

I was planning to finish my discussion of Evernote this week by describing how I use it and Dropbox to keep archives. The system I have isn’t a system at all. It’s haphazard and inconsistent. In spite of that, once I have notes or a document in one of them, I can find them wherever I am, since both sync to all of my devices. But I’m getting ahead of myself. For more on Evernote and Dropbox, you’ll have to come back next week.

Instead, I’m returning to tracking tasks and my everything notebook. Why? I happened to see a post on Cal Newport’s blog, On simple productivity systems and complex plans. Earlier he’d described his ideas for a modified Bullet Journal into a Bullet Journal Pro that fit his ideas about weekly and daily plans, time blocks, etc. In his more recent post, he reports that his Bullet Journal Pro system didn’t work. He’s returning to a system that has a notebook for daily plans, printouts of text files for weekly plans (printed multiple times per week as plans change), and a collection of e-mails to himself. His system clearly works for him, but it wouldn’t work for me.

As I described earlier, I tried a Bullet journal last year. Like Cal Newport, I like the analog flexibility of paper and pen. What I don’t like about the Bullet journal, is that it would only work for me if I always had it with me. Ideas about things I need to do or ideas I need to follow up on occur to me at all sorts of times in all sorts of places. If I’m wearing a suit jacket or sport coat, I’ll have a couple of fountain pens with me in one coat pocket and a Levenger pocket briefcase in the other pocket. I can whip out the pocket briefcase and make a note on a 3”x5” card that I transfer to OmniFocus when I have time. That’s less distracting to anyone I’m with than making the same note directly into OmniFocus on my iPhone or iPad. So why not just transfer that note to a Bullet journal instead?

Because I don’t have my Bullet journal with me all of the time.

At any one time I probably have a couple of hundred tasks, maybe more, sitting in OmniFocus waiting for my attention. They’re not all waiting for my attention right now or even today. Some of them won’t need my attention for several months, but all of the tasks I know of that I’ll need to do – ever – are in there. Since they’re there, I don’t have to worry about forgetting them.

But the only reason I can have all of my tasks stored somewhere and know that I won’t forget them is that (a) the “somewhere” is electronic and accessible from all of my electronic devices and (b) I always have one of my electronic devices with me. That means that I can always check what needs doing now (or today) wherever I am and whenever I need to. I probably lack imagination, but I can’t imagine how I could set use a Bullet journal, or an Everything notebook for that matter, to keep a record of everything that I need to do and have that record current and accessible wherever I am and whenever I want it.

What’s working well for me is a modified Everything notebook, a notebook in which I keep notes from every meeting I attend. Not only is pen and paper more flexible than my iPad, iPhone, or laptop, I find that they are less distracting, both to me and to those I’m meeting with. For me electronic devices take me away from paying full attention to the people in the room. Pen and paper don’t. To maintain the electronic advantage of accessibility and comprehensiveness, I simply transfer any to-do items to OmniFocus and scan any notes that I need ready access to into a PDF for Evernote or Dropbox.

That’s what works for me. Your mileage may vary. As I said in the introduction to this series,

I am not a productivity expert, and nothing you’ll read in this post or the posts that follow has been validated by empirical research. What I’m doing to organize myself may not work for you, and what I’m doing right now may not even be the best way I could organize myself. What you’ll read here is what I’m doing now. Adopt and modify anything that seems like it might be useful. Ignore anything that seems pointless.