The most widespread time management technique (at least in the corporate world) is using calendars and filling every possible slot with tasks.
I’ve been victim of this approach until some months ago, when I realized that trying to fill every minute of my calendar wasn’t making me more productive. On the other hand, this habit was increasing my stress level because – more often than not – tasks required more time to be completed. In the meantime, I was losing control over projects, wasting time on unsignificant tasks.
So, I tried something simpler. And it worked.
I’m going to explain my system later in this post. For now I’d like to point out the main reasons why a calendar is the wrong tool, when it comes to effective time management:
- Empty slots in calendars have a short life, because of people’s natural inclination to filling empty spaces
- People tend to underestimate task-completion time (planning fallacy, a kind of cognitive bias): combined with number 1, this means that the average task will end later than planned
- Because people plan too many tasks and underestimate their completion time, they need to re-arrange their calendar very often, wasting even more time
- Given that each calendar day is filled to its maximum capacity, and that people usually adopt a weekly display mode – because otherwise it’s impossible to understand what to do – there is no perspective on what’s going to happen in the next two or three weeks
I’ve read about and tested many time management systems, but they seem more focused on discussing philosofic concepts than being actually useful, resulting too often complicated to learn or maintenance heavy.
So, I developed my personal method to manage tasks.
I was looking for a system
- not based on filling time slots
- with a daily tasks limit
- easy to maintain
- with some perspective
- always accessible
My Wallpaper-Task-List (WTL) meets all of these requirements.
It’s a classic wallpaper with some text boxes added (made with Power Point as a mono-slide presentation and saved as PNG), which I set up as my desktop wallpaper.
This is how my destkop looks like:
When building the WTL, the only mandatory boxes are the big one and the small one on the upper right.
- The big box covers the current week. The limit is: no more than 3 big tasks (or 2 big tasks and 2 small tasks) each day.
- The small box covers the following two weeks and later.
How does it work?
- Each monday, I edit the last version of the previous week’s wallpaper.
If a task still needs to be completed, I move it into the big box (this week). Then, “next week” (last week’s next week is current week!) items are moved into the big box, while “following week” becomes next week.
- Then, I set it as my destkop wallpaper and start working.
- Usually, I edit the list just twice a day: each morning and each afternoon (at around 3 pm when I read again my inbox), to check off the completed tasks and – if needed – to react to new requests.
The main benefits of this system are:
- the “3 big tasks a day” rule forces you to focus on what’s really important
- the small box gives you an idea of what’s going to happen in the next weeks
- being your desktop wallpaper, the WTL is always under your eyes and this makes it a great reminder/motivator
- it works even when you’re offline
- checking tasks off the list is fun as hell, but this is common to every task list based system
RockMelt is one of those applications that pose serious threats to personal productivity, at the same time being too cool not to be given a try (at least!).
The definition of RockMelt is social web browser: a browser that incorporates several social-networking and sharing tools. It’s developed by Tim Howes and Eric Vishria, with the involvement of Netscape founder Marc Andreessen.
I’ve been using Google Chrome since 1+ year now, appreciating in particular its minimalist interface (i.e. the search bar integrated into the navigation bar) and quickness.
Yesterday, curious after reading about the release of this new Chromium-based browser, I requested an invitation for downloading RockMelt and this morning I installed it.
Consider this a mini-review after an entire day of playing with it. In my opinion, these are the most notable features:
- The search bar and the navigation bar are separated (as in Firefox and Internet Explorer), but the first one can be used, as in Chrome, in double mode. Using the dedicated search bar, though, lets you navigate through search results in a pop-up box, without even leaving the page you are on.
My opinion: very convenient.
- Between the navigation and the search bars, there is a share button, which enables you to share the page you’re currently on via Twitter or Facebook.
My opinion: no need to copy-paste URLs anymore? Great.
- On the lateral sides of the browser, we find two very slim columns: friend edge and application edge.
The first one hosts your favorite friends on Facebook, letting you interact with them (sending messages and writing on their wall) directly from the browser, while from the second one you can access Twitter and Facebook updates and RSS feeds.
My opinion: along with the share button, this is what makes RockMelt different from any other browser, and unique.
- On the upper-left of the screen there’s a small icon with the user’s profile pic (you). From there you can quickly tweet, set your Facebook status or chat on Facebook.
My opinion: this is not different from what some extensions do for Chrome. They complete the social-networking package.
- When visiting a website that’s got an RSS feed, the feed is automatically detected and you can subscribe just by hitting the RSS Feed button on the right column (“application edge”).
My opinion: useful and coherent with the philosophy of RockMelt, even though some may prefer to use a web-aggregator like Google Reader.
- For better site navigation, the two side columns (Friend edge and application edge) can be easily hidden through the shortcut CTRL+SHIFT+Space.
My opinion: this is obviously going to be mastered by those who don’t want to look like they are wasting time on Facebook.
- There is an incognito navigation feature, which lets you open a new window where the pages viewed won’t appear in the browser history or search history, and won’t leave any cookies.
This is a screen capture of RockMelt taken from the software house’s quick guide, take a look:
My first impression was very positive: RockMelt developers made an extraordinary job of mixing the basic browsing and searching capabilities with a perfect set of tools for sharing content and connecting with people…
…then I started to think about what impact would something like this have on productivity.
In my opinion, RockMelt is the ultimate distraction. The main issue comes from having the entire social-networking universe just 1 click away: the temptation of reading the latest tweets from your contact or commenting the latest updates of your friends is bigger than ever, because these options are always on top.
RockMelt is sooo dangerous!
Including the words “plan” and “holiday” in the same sentence may sound strange even to the most passionate get-things-done maniac: there is something in our brain that instinctively tells us that planning and holiday don’t go along very well.
Nonetheless, this post is about planning your Christmas & New Year holiday. Why?
Because the feeling of accomplishing nothing during holidays is very common and unpleasant. People are usually disappointed with the way they manage their holiday time, and this doesn’t help with post-holiday stress.
Planning – minimal planning (no GANTTs involved!) – is an unconventional holiday strategy that pays. There is this myth that planning will ruin your holiday. This is a case of wrong conventional belief. Planning is not a vacation killer in itself: if you wish, you could in fact very well plan to rest the entire time! Planning is just a tool, we decide targets and actions.
But what does it take to get the max from your holiday?
Be with your family and rediscover tradition
Christmas is the ideal moment of the year to spend some quality time with your family, especially when you live far from your relatives (as in my case). Each country has its own traditions, when it comes to staying together: what’s yours? Here in Italy we use to play traditional card games and board games (like “Tombola”).
Strenghten your social relationships
Visiting friends and being present at – or hosting – social events are great ways to get updated about everyone’s current activity and projects and to meet new people. You all know how connecting with people can be beneficial, sometimes leading to life changing opportunities. Social networking via Twitter, Facebook and Linkedin is important, but meeting people in person takes relationships to another level and dealing with it is part of our social skills baggage.
Take some steps towards your personal goals
When was the last time you had so much free time to take care of your personal projects?
Wether it is boosting your blogging, starting a book or building a prototype of that product concept you’ve been talking about for months, this is the right time to do it.
Do something for your career
Update your CV with your latest successes, which is one of those things that always come handy. Doing some light job research and sending out some CVs is another idea, if you are looking for a better position.
Just remember that getting a new job won’t make you free.
Add variety to your holiday. Exposition to unusual situations, new places and objects interactions can lead you to different point of views and stimulate creativity. If your creative engine is dead, mix things a little bit: insanity is doing the same things over and over, expecting different results.
Even shopping has some potential of sparking a new idea: it lets you take a look at what people throws money at.
Allocate enough time to relax: a walk in the park, reading a good book, sipping a cup of tea… What’s more important, don’t let your daily work interfere with these moments. You don’t need to check your work inbox while on holiday, unless increasing your anxiety level is your goal. If something is really important (I mean “an asteroid falling on your company’s headquarters” important) they’ll call you.
I must confess: I’m a fan of lists as much as I hate complicated planning methods and tools.
So, my suggestions are:
- write down a holiday to-do list, with a daily maximum of 1 to 3 activities
- commit yourself to planning at least one activity of each kind (family, social networking, personal goals, career, inspiration and relax)
- include a holiday budget, to overcome the fear of over-spending and the associated anxiety
I’m sure that by doing these simple little things you’ll end up with a Christmas holiday you won’t regret.
Chris Garrett’s Fast Forward Your Progress post on Escape Velocity gave me the input to write about the correlation between success, failure, doing stuff and the black swan theory by Nassim Nicholas Taleb.
Black swans are high-impact, hard to predict, and rare events.
Wide-scale success is in my opinion the consequence of multiple conditions that lead to commercial and/or social success, whose combined probability is so low and that are so hard to predict, that they fall into the definition of black swan.
It’s important to note that the notion of good or bad associated with any event is entirely subjective. Easy example: the commercial success of an enterpreneur is good for himself but at the same time bad for his competitors.
So I consider extreme success or failure the consequence of black swans.
On a side note, I think that we tend to overstimate our predictive ability, when dealing with black swans: find me somebody who predicted from the start the success of Google or Facebook.
What does this have to do with doing stuff?
Well, to quote Chris Garrett’s post:
Success comes from doing stuff.
Note I did not say that successful people do everything perfectly, or even particularly well. Heck, every person I admire has done a lot of stupid things and made a lot of mistakes.
They are not always particularly efficient, smart, wise, or terribly good-looking if we are honest.
What they do, and what I encourage you to do, is they make progress.
Action is the only option for those willing to become “victim” of a positive black swan. This is why I agree with Chris about the importance of doing stuff.
But I feel the need to complete that sentence in bold about doing stuff. The right approach IMHO is: act a lot, but always test your ideas before investing everything into them, because you can’t tell if the black swan is going to hit you in a positive or negative way.
This is why I included small-scale testing in my 6 steps method to evaluate business ideas.
Commuting is regular travel between one’s place of residence and place of work or full time study. [Wikipedia]
In other words, a regular waste of time.
I spent every 8 hours worked I waste 2 hours commuting. In a year (52 weeks), this means an astonishing total of 520 hours (65 work days). If I only have this tool where you can search condos by commute time when I have arrived in Singapore, my life would be a lot easier.
The same applies to thousands of white collars every day here in Rome (the largest and most populated city in Italy).
Now, my company is smart enough not to be too strict about office presence, so – when I really can’t afford to lose time – I choose to work from home.
In fact, all I need to do my job is a PC, an Internet connection and a telephone.
But I cannot help but repeating how dumb is this obsession with reaching the office daily.
Commuting is bad because:
- it stresses people, thus affecting health and personal relationships
- it makes companies look stupid, because they could easily boost productivity simply allowing employees to work from home
- it has a negative impact on the environment
A research by the Cranfield School of Management in the United Kingdom shows that remote workers are more productive, less stressed and more loyal to their company:
Employees with flexible hours, especially those working remotely, not only reported working more intensely but also claim higher job satisfaction, lower stress levels and greater company loyalty.
In other words, working remotely appears to be connected with working harder and being happy with your job.
Anderson and Kelliher suggest that this phenomenon is based on an employee’s willingness to maintain equilibrium between that worker and his or her employer. Since the employer has added a new dimension that benefits the employee — in this case, the freedom of a flexible schedule — the worker is interested in keeping an equal balance and adjusts the scales by working harder in return.
The easier way to promote home working, in my opinion, is encouraging people to accept a pay-cut to work from home. It’s a win-win situation: the empoyee gains free time, the employer reduces its workforce cost.
On the other hand, if you don’t feel comfortable with the idea of accepting a salary-cut, things get harder. In the absence of direct tangible benefits for the business, your employer will be less willing to give you the freedom to work from home.
In this situation, a test is what you need: ask your boss for a reasonably long test (it should cover a wide range of different situations, so I suggest at least one month).
Here you’ll find the 5 most significant benefits of remote work arrangements to employers, they could help you with your proposal.
As we grow up, we are told a simple message: success is a consequence of following the rules.
This happens both at home (“don’t do that, do this instead and you will get that new toy”) and at school (“if you learn the lesson, you’ll get a good mark”), the places we attend the most. University is not different.
Those who have problems with authority usually never get good marks.
As a consequence, companies (who usually prefer academically successful people) are full of people who are very good at following the rules.
I have to admit that I am one of those: a quiet child (“the good one”, opposed to my brother), successful at school and then at the university.
If you are similar to me, you probably never say “no” to your boss/customers.
I payed my fair share of weekend/holyday work too, as a consequence of this behaviour, before learning to say no to impossible requests.
The most important thing to remember – and to communicate – is that you are not refusing to do something because you’re lazy.
The reason why you can’t just quit your current tasks and starting something else, is because you are a professional and you care about what you are working on (exactly to meet your boss or your customers’ expectations!).
We live in a world where, thanks to the Internet, doing business globally requires little investment.
But a lesson that many learned at their expense is that the market laws still apply, even on the Internet: the model of catching eyeballs without knowing what to do next (usually the idea is selling advertising space or going public) is not working anymore.
There are basically three ways of doing e-business:
- E-lancing: selling your professional skills through the Internet. There are some platforms you can use that make it easier (i.e. Upwork). Because of the very nature of professional services, this kind of business is not scalable (you sell work hours, and time is not unlimited!).
- Selling a product: building (or buying) something and selling it. For product I mean everything from an e-book, to software to hard products. eBay is the obvious choice for e-commerce, but there are alternatives, country or market specific, which vary depending on your specific needs.
When I need to sell or buy musical instruments here in Italy, Mercatino Musicale is my primary choice.
- Selling a platform: setting up a “virtual place” where individuals “go” to connect with other people. While selling your services or products is more intuitive (you make profit selling at a higher price than your total cost), in this case things are not so clear. This is the reason why you need a simple business plan where you assess some key points: what is the problem (market), are there any alternatives (competitors), what’s the solution (how the platform works), how do you promote it, is the business profitable (projections), how do you plan to execute (team, timeline)? You don’t need (nobody really needs them) a thick ultra-detailed document. All you should know is exactly how to get your money out of people’s pockets (to use an expression by Guy Kawasaki).
The concept of selling a platform is attractive because it indulges the real nature of the Internet: connecting people.
While selling products or services works if buying through the Internet is more convenient, cost effective or the only way to buy a certain service/product, making money through a platform is tricky, though.
It is based on creating value connecting a lot of people on a constant basis, and charging for the service.
People are eager to sell on eBay because for a little percentage of the value sold they can market to the whole world. People buy on eBay because they always need something different and because e-shopping is entertaining in itself. There is a reason for both to return to eBay.
The number of users is equally important, given that for a platform to be useful it has to connect the highest possible number of people.
If a platform starts getting attention by Internet users, it will drive competitors into the market. And there are lots of brilliant developers out there who can code at light speed…
So, you either need some unique features which are very difficult to replicate, or you need to be really fast in building a large user base and acquiring standard status (then competition will usually give up).