Gotta get it done. Now.
Gotta track it all. Now.
Gotta get the team on the same page. Now.

Does that sound like your mantra? Well, you are not alone. And, that’s why there has been an explosion in apps and programs that purportedly help us do all that.

We are all looking to collect our thoughts, inputs, and needs, track out calendar items and filed materials, put them into a system, categorize the items by matter and date due, and then have the system kept up to date (which means WE are up to date and on top of things). It would be fantastic if this system also stopped us from doing things that make us less organized and kept us on the straight and narrow.

But, the problem is that these apps and programs are not perfect- or, at least, not perfect for each of us. Example: I use Outlook with a Franklin Planner add-on- and have been doing so for more than 15 (at least) years- which works (and has worked) on my phone, tablet, and smartphones, too.  Our board chair uses a slip of paper and pen- his daily list is king. (If he slept with his phone next to his bed, he might adopt the electronic version of this sort of system, Remember the Milk.) Our design director uses a PERT chart for big projects and a paper list for small ones. Obviously, sharing data among these methods is not an easy task.

Given the fact that most of us here are engineers first, it’s surprising that none of use the Pomodoro technique. While this is among the most popular methods (especially for us engineers, as well as writers and analysts), none of us like it. It assumes that the optimal time to dwell on a single task is 25 minutes- and uses a simple timer to keep one “on focus”. But, the goal of this technique is to quickly and completely finish a task or project. And, in our case, we have clients, staff, and families who often intrude into that cycle. (I am sure the fact that we are probably ADD has nothing to do with it, either 🙂 )

On the other end of the spectrum is “Don’t break the chain”. This popular process is similar to one that I kind of use (and wrote about here) in that one is supposed to schedule one’s time and follow it. The difference is that this technique allocates a specific amount of time to a project or task every day; and when you succeed you “X” the spot on the calendar schedule. The goal is to have your calendar ‘X-d’ out, meaning you have developed new habits. The problem for me is that I need to get things done- not Xing things off a calendar.

We don’t like the second most popular method either, “Getting things done”. We find it takes too much time to get things done- which kind of defeats the purpose for us. David Allen’s program employs a multi-tiered organizing system, collecting all one’s tasks and goals in a single location, ascertaining next steps, determining the outcomes of choice, and categorizing everything. Oh, I know it’s supposed to be perfect for the plethora of projects and tasks that I need to accomplish. But, I’d rather spend more time on what I need to get done, instead of the process to get them finished.

No, the trick to getting things done is figuring out what motivates you. How you work and how you think. Then, find the system- on a computer, a tablet, a smartphone, or paper, or some combination thereof- that will let you do just that.

Happy searching.

(Oh, and today is Valentine’s Day.  So, don’t forget to add that special something for that special someone to your to do list.  No, not just for today.  EVERY day!)

Share this: