Why use one list when you can use eight?

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I’ve been reading about Kanban boards and experimenting with how I manage my tasks and projects. Kanban boards, whether physical (e.g., a whiteboard or sticky notes) or digital, usually begin with three lists (or columns): To do, Doing, and Done. You can add to these basic lists depending on your workflow.

Right now, I’m using eight lists:

  1. Ready
  2. Today
  3. In progress
  4. Done
  5. Backlog
  6. Deferred
  7. Someday/maybe
  8. Waiting

Here’s what goes on these lists and how I use them:

1. Ready (aka “To do” or “Next” or “Options”)

This is a list of things that I plan to do as soon as I finish what I’m currently working on. It’s a list of options to choose from, depending on how much time I have and my current context and priorities. I limit this list to 20 items and check it daily. As I do the things on this list, I go to my “Backlog” list (below) and add items to the Ready list.

2. Today

First thing in the morning, or the night before, I go to my “Ready” list and choose 3 tasks for the day. When I get these done, I can add more tasks from the Ready list or call it a day.

3. In progress (aka, “Doing”)

When I begin a task, I move it to the “Work in Progress” or “Doing” list. I also limit this list to just 3 tasks (at a time). This list keeps me focused; I work on what I planned to work on and do my best to finish it before moving on to other things.

4. Done

As soon as I complete a task, I move it to this list. I used to delete done tasks; now I collect and review them, at least temporarily, as a way to see my progress and learn when and how I work best. This can also show me when I’m working too much on one project or type of task and not enough on others.

5. Backlog

These are tasks and projects I plan to do but I’m not ready to start and probably won’t be for a week or two. When I am ready, I’ll move tasks from this list to the Ready list. I check this list weekly.

6. Deferred

These are tasks I will probably do but not anytime soon. I check this monthly. When I’m ready, I’ll move these to Backlog or Ready. Otherwise, I may delete them or move them to Someday/Maybe.

7. Someday/maybe

I don’t know if I will do these or not. They are more ideas than anything I’m committed to doing.

8. Waiting

Tasks or projects where I’m waiting on someone to do something or for something to happen before I can start or continue.

These lists give me enough to do at any one time but not more than I can handle, which is key. By limiting my “work in progress,” I can focus on finishing what I’ve started rather than starting something new.

I also use gtd tags such as, “Area of Focus,” “Context,” etc., which allow me to filter the lists, group tasks (e.g., all calls, errands, etc.) or find more tasks to add to my Backlog or Ready lists.

It’s early yet, but I’m liking this. I get my work done and don’t feel overwhelmed.

What do you think? Do you use Kanban or work with multiple lists? Do you limit your work in progress so you can focus on getting things done?

Here’s how I use Evernote to get organized and get things done

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How to choose the right tasks to do today

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Yesterday, I said that a good way to avoid being overwhelmed by a large to-do list is to make a list of 3-5 tasks you are committed to doing today and putting everything else out of the way (on other lists). I said your “today” list should be comprised of your most urgent and import tasks, but how do you decide what those are?

Urgent is pretty easy. These are tasks you must do today or bad things will happen. One expert says urgent tasks are ones you would be willing to stay late at the office to finish. If it can wait until tomorrow, it’s not urgent.

Works for me. But what about “important” tasks? How do we choose those?

One way to do that is to “start with the end in mind,” as Covey says, and work backward. That means first deciding on the outcomes you want to achieve today, this week, or relatively soon. Once you know the outcomes, brainstorm what you have to do to accomplish them, or take the next step in that direction.

If one of your desired outcomes this week is to file a motion in an important case, you would first write down all of the necessary action steps (e.g., assemble a factual time line, research, write points and authorities, write a declaration, write the first draft, and so on). From that list, you would choose what to do first and put that on your to-do list for today.

If a desired outcome this week is to get at least one referral from your professional contacts, possible actions would include going through your database to identify professionals you want to contact, writing emails, and making phone calls. Put one or more of those tasks on your list for today.

Now, how do you decide on the outcomes you want to achieve? By first looking at your goals. But that’s a subject for another day.

How to use Evernote for getting things done

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Getting things done by re-thinking the definition of a to-do list

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No matter what task management system you use, or even if you don’t use one at all, the odds are you have a seemingly endless list of things to do.

You might keep them in an app. You might keep them on paper. You might keep them in your head. But there’s your list, a mile long and growing every day, overwhelming you to the point where you don’t want to look at it anymore.

Okay, maybe that’s just me.

But I have a new weapon in the battle of wits between my lists and my sanity and you may want to use it.

It starts with thinking about a to-do list as simply a list of things to do TODAY.

Not tomorrow or next week. Today.

It is a list of 3 to 5 tasks you are committed to doing today because they are urgent or important.

Take a deep breath and imagine a list of ONLY 3 to 5 tasks. That’s a list you can and will do.

If you find yourself resisting a task, break it up into 15-minute bites. You’ll be less likely to procrastinate when “it’s only 15 minutes”.

You can also use 15-minute increments for bigger projects. I’m working on something right now that’s tedious and will take many hours to complete. I had put it off for a long time but I’m doing it now because my task list only commits me to 15 minutes. I can do more than 15 minutes if I want to, and I often do, but only if I want to.

Yay me.

Now, what do you do if you have more than 5 important or urgent things to do today? You keep them on a second list.

Your first list (today) has your most important or urgent tasks on it. Your second list is what to do after you’ve taken care of those tasks.

Your second list has no more than 15 or 20 tasks on it. It includes other things you need to do today, and things you need to do in the next week or so. Or things you’d like to consider doing.

When you have completed the tasks on your today list, you look at list number two and choose additional tasks.

Two lists: 3 to 5 most important tasks you are committed to doing today. 15 to 20 back-up or “next” tasks.

Check your today list frequently throughout the day. Check your second list once a day, after you have finished your today list.

Put everything else–all of the someday/maybes, ideas, things you’re not committed to doing–on a third list. Check that list once a week. Skim through it and find things to put on your first two lists and then put your third list away until the following week.

I’ve been doing this for about a week and it’s making a big difference in how I feel about my lists and in my overall productivity. My lists are much more manageable and much less daunting.

And, you can use this with any other task management system because it’s basically a way to combat overwhelm by limiting the number of tasks in front of you and the amount of time you commit to doing them.

One more thing.

While your first two lists are purposefully limited in number, list number three (everything else) will no doubt grow to hundreds of entries, many of which don’t need to be considered each week. To keep list number three from overwhelming you, at some point, you’ll want to segment it so that you don’t have to look at every task or idea on it every week.

You can do that by creating sub-lists or by using software to label or tag items to consider at some point in the future or under certain specified conditions. I have a list of more than 1000 blog post ideas, for example, but I only look at that list occasionally.

How to use Evernote for getting things done

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Why being a bit neurotic might be a good thing

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If you’re like me, you are constantly fiddling. No matter how well things are going, we’re never completely satisfied and we’re constantly looking for something better.

We may be running a tight ship at work but good isn’t good enough. We’re “getting things done” but we can’t help but think there are ways to get more things done, or get them done faster.

I’ve used Evernote as my primary productivity application for several years but I am continually trying new apps. I’m also trying new methods–new tagging schemes, new ways of organizing tasks and projects, new ways of approaching how I work.

I used to think my mercurial ways were a sign of weakness. It turns out they might actually be a strength.

According to Charles Duhigg, author of Smarter Faster Better: The Secrets of Being Productive in Life and Business, the most productive people frequently try new systems. “I found that the people who are most productive decided to think about it deliberately,” he says. “Habits are useful tools, but they can hinder as well as help,” he adds. “Constantly cycling through systems forces you to think about your own productivity.”

Each time we try a new app, a new system, or a new process, we critically examine what we have been habitually doing. Things may be good but they can always be better and by continually trying new ideas, we continually find ways to improve.

So the next time you’re feeling guilty about changing your methodology or replacing your favorite app with another, give yourself a pat on the back.

And if you’re not a jumpy monkey like some of us, if you’re satisfied with the way everything is working and have no interest in re-examining what you do, you might want to smoke some of what we’re smoking and join us on the cutting edge.

Evernote for Lawyers

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Too much on your plate? Get a smaller plate

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Nirvana. That’s what we all want, isn’t it? Maybe that’s why I was attracted to an app by that name several years ago when it was in beta.

Nirvana is built for GTD, with Next Actions, Waiting, Someday, and other “Getting Things Done” features. I liked it, but the developer was taking too long to get it out of beta and I eventually moved onto to other things.

The other day I heard that Nirvana had been updated and I decided to take another look. I played around with it, entering tasks and projects, adding tags, and taking the app for a test drive.

I’m using the free Basic version which limits you to 3 “Areas of Focus” (e.g., Work, Personal, etc.) and 5 Projects. I have more than one business, however, and could use more than 3 Areas of Focus. I also have many projects, both active and inactive, and could use a lot more than 5.

But here’s the thing.

As I struggled to shoehorn my busy life into the Basic version, I realized that while I may have 50 projects I could be working on, I can only work on a one or two at a time. I found myself thinking about what was important to me right now, and used these for my 5 projects. Any other projects (or standalone tasks) I can tag “Someday,” or schedule for a future date, which is what I did with a project I’m planning to work on next month.

If I had the unlimited Pro account, ($39 per year) and put every project on the project list, both active and inactive, I can see how things might get out of hand. Using the Basic version of Nirvana, or any app that limits you to a handful of “front and center” options, forces you to prioritize.

I can’t have too much on my plate because my “plate” only holds so much.

Of course an artificial limit of 5 projects is just that–artificial. I can still put “everything” in this or other apps and find them when I want to re-fill my list of 5.

I think I’ll play around with the limited version of Nirvana a bit longer. There’s something liberating about looking at a spartan interface with just a few things in front of me, seeing how close I am to being “Done”.

Check out Nirvana and see what you think

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Getting things done by giving yourself less time to do them

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In an interview, author Jodi Picoult was asked about her approach to writing. She said:

“I don’t believe in writer’s block. Think about it — when you were blocked in college and had to write a paper, didn’t it always manage to fix itself the night before the paper was due? Writer’s block is having too much time on your hands. If you have a limited amount of time to write, you just sit down and do it. You might not write well every day, but you can always edit a bad page. You can’t edit a blank page.”

Yep. That just about sums up my thoughts about writer’s block. It’s also a good metaphor for other things on our plate, especially things we’ve been putting off or have struggled to complete.

What project would you like to do but have told yourself you don’t have the time? The truth is, you might not be doing it because you have too much time.

I’ve found this to be a bigger issue for me since I stopped seeing clients and started working from home. Not having appointments and deadlines and due dates has resulted in my continually “not having enough time” to do things, and the things I have done have taken much longer than they should.

There’s one project I’ve had on the back burner for an eternity. I wasn’t close to starting, let along finishing. But about a week ago, I gave myself a deadline to finish it before the end of the month. With that due date looming, in one day I was able to make enormous progress and I am certain I will finish on time.

Parkinson’s Law says, “Work expands to fill the time allotted for it’s completion,” or something like that. The trick, then, is to allot less time. Perhaps a lot less.

Pretend you’re back in school and everything has a due date and serious consequences for missing it. Choose something on your list that you think might require a week or a month to complete and commit to doing it this weekend.

You might not finish it but you will surely make a lot of progress. You also might surprise yourself and get it done.

Get more things done by getting better at delegating. This will help

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Yes, you’re busy but are you getting things done?

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You keep a list of things you need to do each day, right? If you’re good at this list making thing, you highlight the two or three (or five) most important tasks of the day. Even better, you write your list the night before so you can hit the ground running the next morning.

Good stuff. You’re getting things done. Important, valuable things that create value for you and your clients and advance you towards your most important goals.

Or are you?

Some list-makers aren’t that good at deducing their most important tasks and spend too much time putting out fires and doing whatever else is put in front in front of them. Others are good at making lists of important tasks but not so good at getting them done.

If that describes you, even a little, I have a suggestion. At the end of the day, before you write your list for the morrow, write down what you did that day. A “done” list, that shows you what you actually did.

Actually, if you’re especially clever (and unafraid of the truth), instead of writing down what you did, write down what you accomplished. Because being busy isn’t worth squat.

At the end of the day, ask yourself, “What did I achieve today?” If you like the answer, great. You will be motivated to accomplish more the following day. If you don’t like the answer, if you realize that you’re keeping busy but you’re not accomplishing important things, you’ll either do something about that or you’ll stop writing a list of accomplishments and go back to just being busy.

Because success is a choice.

Building a successful law practice starts with having a plan

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How to get rid of digital clutter

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Are you a hoarder? I don’t mean clothes and newspapers and other stuff you’ve got piled up to the ceiling, I mean the digital clutter on your hard drive, especially your endless list of tasks and projects you plan to do “next” or “someday”.

To be sure, there are good ideas on those lists. But as a whole, there are too many options; collectively, they hinder your productivity. When you have too many ideas, you get to the point where you can’t decide what to do. You may even stop looking.

The solution? Grab a machete and get cutting.

But hold on. I know it’s difficult to get rid of things you might want to do someday. You worked hard to make and keep those lists. There may be a million dollar idea on one of your lists and you don’t want to let it go.

You might want to do what a mother did when she was trying to get her kids to get rid of their old toys.

“When I’d say, “What do you want to get rid of?” my kids would usually have a really hard time choosing anything to part with. . . . They wanted to keep everything. . . When I changed my words to, “What would you like to keep? What are your most favorite things?” my kids were suddenly able to get rid of a lot of stuff!”

Instead of agonizing over each item on your list, trying to decide which tasks and projects you would like to get rid of, start over and make a new list. Add only those things you want to keep, only those things you are most likely to do.

But unlike that mother’s kids, you don’t have to throw away any of your old toys. You can store your original list out of sight somewhere on your hard drive.

Your new list will help you get important things done, but you’ll know that your old lists still exist, in case you ever want to play with your old toys.

Get your marketing organized

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Getting things done in burst mode

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I read an article recently about the work habits of a novelist. He said that he works best when he doesn’t write every day, as conventional wisdom suggests. Rather, he gets more done in “burst mode” (my term) where he will write up to 8,000 or 10,000 words in a day.

His job (full time as I recall) and family obligations make it difficult to carve out sufficient blocks of writing time during the week. He found that an hour a day wasn’t long enough to find his writing mojo and get up to speed. Give him eight or ten hours on Saturday, however, and he could knock out an entire book in record time.

The point is that each of us works differently and we need to honor what works best for us.

As you know, I advocate setting aside time each work day for marketing your practice. You can get a lot done in as little as 15 minutes a day, if you do it consistently. But I acknowledge the value of working in bigger blocks of time, especially on bigger projects. In fact, I do it myself.

In my practice, I would often show up at the office on a Saturday and plow through a pile of files. In a few hours of undisturbed time, I would do more work than I might do in an entire week.

In school, instead of studying every night, I often crammed for tests the night before and wrote entire term papers in a weekend. That’s how I liked to work and I got good grades. In fact, I’ve read that we often do our best creative work when we do it quickly.

All hail burst mode!

In school, we have deadlines and due dates. The same goes for most legal work. But that’s not true with marketing. So, if you want to do marketing in burst mode, you need to schedule the time in advance and stick to that schedule.

You might schedule one Saturday each month for marketing. In a few hours of undisturbed time, you could create a new seminar or produce a month’s worth of articles, blog posts, emails, or social media content.

Getting things done in burst mode doesn’t necessarily mean doing nothing throughout the week, however. The above mentioned author uses snippets of time throughout the week to take care of administrative and less demanding tasks related to his writing. You can, too.

During your Saturday marketing session, you might plan out the people you want to call that month. With your plan in hand, you can take a few minutes each week day to make those calls.

You can also use your weekdays to make notes and outlines and collect research material in preparation for your Saturday session.

Being productive is simple. Figure out what you want to get done this week or this month. Look at your calendar and decide when you’re going to do it. Then, do it.

As long as you’re getting important things done, when you do them probably isn’t that important.

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Maybe we’re not using our calendars enough

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Most people use their calendar to record appointments and deadlines and little else. Followers of David Allen’s Getting Things Done methodology see the calendar as a place to record the “hard landscape” of their life, meaning only those things that need to get done on specific days and times.

We might want to start using our calendars more liberally.

In an interview, Stanford professor, Jennifer Aaker, author of The Dragonfly Effect, said that, “people who spend more time on projects that energize them and with people who energize them tend to be happier. However, what is interesting is that there is often a gap between where people say they want to spend their time and how they actually spend their time.”

Those gaps, she says, occur primarily because we don’t write down those activities. Adding them to a to do list is good; scheduling them on a calendar is even better:

“When you put something on a calendar, you’re more likely to actually do that activity–partly because you’re less likely to have to make an active decision whether you should do it — because it’s already on your calendar.”

If you want to get in shape, for example, instead of merely planning to exercise after work, put it on your calendar.

I have long recommended scheduling marketing time (even 15 minutes a day) on your calendar as an appointment. If you do this, you know it makes it much more likely that you will do it. Of course you have to treat it like a real appointment, a “must do,” and not a “would be nice to do”.

In a nutshell, using our calendars to schedule time for people and projects that energize us and are consistent with our goals can make us happier and more productive.

What might you add to your calendar?

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