When I started this series I didn’t think it would take me three months to finish, but it did. If you’ve been following along, you’ve read about how I keep myself organized. In this last post, I’ll put it altogether by running through the process with links to the individual steps. If you’re familiar with David Allen’s Getting Things Done, this will look pretty familiar, although I discovered most of these practices on my own well before I read his book.1
It all starts on Sunday morning. I brew myself a nice cup of coffee – black, no sugar -, sit down at my laptop, and boot up OmniFocus. I move tasks that may have accumulated in my OmniFocus Inbox to the appropriate Project folder or subfolder.2Then I use the Review perspective to review all of my tasks. I’ve set different projects for different review frequencies. Some I review every week, some I review once a month, and some I review only once every 3-6 months. But everything gets reviewed at a frequency experience has taught me is appropriate. Every week the review will review tasks that need to be rescheduled (sometimes earlier, sometimes later) or dropped. And every week the review gives me ideas for new tasks or projects that get entered into the appropriate place (sometimes it’s Someday/Maybe for things that I just need to think about, sometimes it’s a new project or a new task in an existing project). With that review done, I’m confident that I’ve planned for anything I can plan for in the following week and that my complete list of projects and tasks is in good order so that I’ll be prompted about other important things when the right time arrives.
I review my calendar for the week ahead at the same time. Before I became a dean, I made appointments with myself for blocks of time that I could use for focused work. I treated those time blocks as real appointments and did my best not to let other commitments break them up. As a Dean, I can’t be that inflexible. Too many things arise that need prompt, if not immediate, attention. I’ve cut back on scheduling blocks of time for focused work. Only when I have a really important project that has a looming deadline, a grant proposal for example, will I put a “Do not disturb” block of time on my calendar with instructions to my administrative assistant to check with me before scheduling anything short of a meeting request from the President or the Provost in that time block. That’s as close as I can get to planning deep work time ahead of time. Mostly, I have to take advantage of time blocks when they appear, and they are rarely more than a couple of hours.
On any given day, my calendar and OmniFocus keep me on track. Some of my OmniFocus tasks have specific times of day associated with them, meeting preparation for example. Many have only the end of the day, 5:00pm. I review today’s task list every morning. As a result, I can often pick something to do without checking OmniFocus first, but I do check it frequently throughout the day, often because I’m entering something new that just came up.
At meetings I rarely take paper. I’ve either saved the electronic versions of documents that were sent or scanned paper versions to PDF. Either way, any documents I have before the meeting are in Dropbox, Evernote, or both. Any notes I’ve made before the meeting were probably made with Emacs using Markdown, and published to Evernote with Byword. At the meetings I use pen and paper, my everything notebook. At the end of the day, I’ll scan notes to PDF and save them to Dropbox or I’ll scan them directly to Evernote. As I wrote earlier, I don’t have a clear plan for what goes to Dropbox and what goes to Evernote, but either way I can get it from any electronic device I have handy. If there are action items I need to follow up on, I will have marked them with an arrow (==>) in my notebook, and I transfer them to OmniFocus. I also check over my everything notebook during my weekly review to make sure I haven’t missed any action items that need to be recorded.
Writing it all out like this may make it sound pretty time consuming and complicated, but it’s not. The daily task management is a natural part of the activity and it doesn’t add any time. It just uses the time differently. The weekly review takes a bit longer, but spending 15 minutes or half an hour with a nice cup of coffee looking over the week to come is a nice way to spend a quiet Sunday morning.