In today's corporate world, the word 'productivity' is more impactful than anything else. No matter which position you occupy, you always tend to feel that you are behind, most of the times and have a lot of things to do. So, 'getting organized' is on the list for many, right from the CEOs to the Clerks. So, what's this section about? Before we even get into this section, I think there are two questions that need to be answered, because these will basically answer your thoughts on whether you should read this whole episode. 1. Am I qualified or productive enough to advise others? and 2. What's going to be here that cannot be found by googling 'improving productivity' on the web? To answer the first one, let me start with saying I haven't yet mastered this whole thing about productivity. Qualified, I think so, as this has nothing to do with what you are doing and where/who you are. I am an avid learner and believe in improving myself. Having been reading all about being more organized over the last couple of years, I have gained some understanding of what is required to be productive. And it is something that can be put across to everyone who thinks they too should try something different to be organized. Saying that 'so and so book is excellent to be read' does not need you to be either the author or remember the contents of the entire book. What's here?...There are too many articles written by the 'productivity gurus' out there saying how you should be, to be productive...like the way, sages talk about 'nirvana'. How you should be and what all is needed to attain that? But, reaching any destination starts with a simple step. So, start with the most basic ones and since your goal is your satisfaction, there is actually no competition.
This is to put together a compiled list of all things I have come across during my research on improving 'my productivity'. Ever since I embarked on this search, I have come across quite a few interesting, useful articles, podcasts, various methodologies like Getting things done (GTD), Workday control, Books and a lot of self improvement techniques. So, I have come to know that I am not the alone sufferrer and there are so many in the same situation. Not that that gives me any solace, but surely gives me an opportunity to put together this episode, which can help all such people who are trying to get their hands on everything.
Now when talking about improving productivity I would like to categorize our activities that we feel to have control over into different sections viz. So, I term "Self Organization" as "P.E.C.T Management" (PECT Management). . Don't they all look similar when you are dealing with an email program like Outlook? Yes, of course, and that is why an email program was actually brought into mainstream in the first place...to have control over all these things. But now, managing all of these from within the email program itself has become unmanageable because there still are missing features required. Only because, the current email programs have place-holders and if you are already productive it is perfect but not if you aren't. How many of you use the Contact and Task lists in your lotus notes/outlook/eudora client? How up-to-date are those? How efficiently you organize your email or rather, how long will it take for you to find an email from a person without proper subject 8 months ago? I understand that we are all in a hurry to finish them off and aren't here to be the librarians of email. But at that time, we all feel, "I should have tagged it properly" or "archived it into some specific folder" or "should have addressed it immediately". This is where it boils down to the primary issue of 'being productive' and we can by 'automating' these tasks. And talking about the various groups given above, all of them are separate in their true sense. Project/Task management is to be able to handle projects, people, milestones and deadlines. It is the same for a construction worker and an IT manager. Email management is today's common issue of handling voluminous amount of email, that you receive whether you like it or not and which you cannot avoid. You need to be copied in emails so that you are in loop, but you might not need to dwelve into each of these emails. So, managing this is an art and when you do, you can be given the honorable title 'GTD Ninja' :-). Contact Management is what it stands for and is the most overlooked part of any self organizing technique you come across. This is because, it kind of is mix'n'mashed together into all of the above in some form. The only reason this needs to be dealt with as a separate group is because it has its own advantages and should be given its importance. You might have been very close with a group 5 years back but hardly remember their email/phone now. Or, you might have switched companies/emails/phones/portfolios and no longer are in touch with them. Or worst, your email program crashed and you lost every other detail of any contact you would have had. And the most silly thing, you don't remember the last name of the person and cannot find his/her correct email id :-p. Time/Schedule Management is about managing your time and your schedule, both work and personal. A lot of time, for the best of us, professional life takes a priority over personal life. And the best reason I can come up for that is that, you can afford to be leniant towards your personal goals/life while you cannot with your professional one. And when you want to strike a balance, you are searching for an efficient organizing tool or a time management tool/schedule, to organize yourself and your time.
Getting Things Done:
"Getting things done" (a.k.a GTD) is an interesting way of working things out. It helps you in taking care of your Task, Email and Time Management. It is not that you/me don't know how to get things done. We all have our ways of making things happen, in our own way. We have self reminders, either everything is stored in our memory or we use some kind of cheat sheet. It varies from person to person and involves post-its (sticky notes), small notebooks in pockets, Task lists, To-Do Lists, Emails to self, SMSs, MMSs, Voice messages and what not. Getting things Done (GTD) is actually a book written by 'David Allen'. It is now regarded as one of the best in personal organization/management. The book as such doesn't try to change the way you work. It only points out certain things that you know, you are doing but are not paying attention to, to correct them. And, obviously, because you don't have time. If you are here looking for the best way to get everything under control, you ARE completely bogged down and don't have time to read books/articles/anything that says this is the way to work. NO ONE LIKES A LECTURE ON HOW IMPORTANT IT IS TO LEARN SWIMMING WHEN YOU ARE ABOUT TO DROWN. And, the last thing you would need is a 250 page book, whose goal is to teach you how to work. So, that being totally understandable, it is good to know that there is a workable approach (not a solution) for you. And when you do find that time, one hour or so, try peeking into it and see if it is for you and if it is the solution you are looking for. Here is the link to the author's website which gives you ample information. http://www.davidco.com And here is the summary of what GTD is all about: GTD Workflow Diagram. It is free, just add to cart and download. Most of GTD, deals with Emails or Information and so, let's cover it in the Email management section. Also, you can find many such articles and episodes on GTD in the GTD weblinks page of DiscComm.
Total Workday Control:
"Total Workday Control" is another approach to manage your workload. While GTD is an approach to handle everything personal and work, TWC gives you good insight of managing your work effectively if you are using Microsoft's Outlook.
Here is the link to the book: www.workdaycontrol.com |