Tag: scheduling

• Tools of the trade and productivity hacks

  Like a lot of people, I am always on the lookout for productivity tools and hacks. This is an old post, but I love the idea of getting rid of voicemail (I hate checking it) and of 3×5 cards where you focus yourself on 3-5 important tasks each day.

  So today I thought I would share some of the tools, apps, and hacks that I use on a regular basis. Then if you feel like it, you can share your tools and approaches in the comments so we come up with a good running list.

  I’ll start with software and then move to actions.

  Google Drive: I have my Google Drive mapped to my computer and I store everything on it. That way I can access any file I need from my phone while I’m away from my desk. There’s also Dropbox and Box for moving around large files.

  Evernote: I am trying to go paperless. Right now I photo scan almost all of my documents into Evernote (including business cards). I really should invest in an actual scanner. If you know of a good one for this purpose, let me know. Again, the advantage of this approach is that all of my documents are accessible on mobile.

  Asana: I have used Asana off and on over the years for managing team projects. (We used it for Dirt.) Everyone needs to be committed to it though. And we all know how sticky email is for communication/assigning tasks. But if you can get in the habit of listing and assigning action items during or right after meetings, I think it can be a great way to keep projects moving. 

  Slack: I have a tendency to always want to keep everyone on a team informed about what is going on. That way nobody is left out and people can speak up if they see something concerning. I got in the habit of this when I was at Morguard. That was the way we did things in development and I think it’s a sound approach. Today, we have Slack to help do that.

  Buffer: I use Buffer to schedule and share all of my social posts. Some people swear by Hootsuite, but I love the simplicity of Buffer. It couldn’t be easier to add posts to your queues across multiple platforms.

  Pocket: This is my save-it-and-read-it-later tool. I use Pocket to keep a running list of articles and links I find interesting so that when I sit down every morning to write this blog, I have material to refer to.

  Now let’s switch gears to actions…

  Notifications Off: I have all notifications off on my phone during the day (except for phone calls). The temptation to check my phone when it goes off is too great, so I keep it completely silent. It doesn’t even vibrate. Going even further, I also have notifications off for most non-essential apps.

  Directing Messages: I am trying to keep messages directed to Twitter, text, and email. That means I am generally terrible at responding to messages on Facebook, LinkedIn, and so on. But I’m okay with that. There are simply too many channels to stay on top of.

  Routines: When I first started writing this daily blog, people would ask me why I don’t take the weekends off. But I actually think it would be harder to stay disciplined if I did that. By doing it every day it has become a non-negotiable routine. I try to think of productivity in terms of regular actions.

  Today’s Tasks: I am starting to do this more and more. It’s easy to end up with an overwhelmingly long list of things to do. So it can be incredibly valuable to ask yourself: What are the most important things for me to complete today? Then go and do those things.

  Gym: For me, lifting weights is one of the best ways to stay productive. It’s a natural energy booster and I find that it gives me a mental clarity that I just don’t get from anything else. I am not the same person when I fall behind in my workouts.

  What do you use and do to get shit done?

  2016.08.26

• Manager vs. maker

  

  I am a big believer in making things. 

  That could be writing a blog post, recording a podcast, coding an app, designing a building, making something tangible, or whatever. It is the act of creating something. And it’s one of the reasons I love what I do. At the end of the day, I have had a hand in (hopefully) creating something awesome that didn’t exist before.

  I don’t think everyone feels this way but, for me, when I don’t block time to “make things” I can sometimes feel antsy. I need time to do creative things. It makes me feel like I’m being productive. It makes me feel like I’m producing output, as opposed to just sitting in meetings and making sure everything is on track. Maybe that’s the architect in me.

  Paul Graham describes these two mindsets as that of a manager and that of a maker. And in a great essay published in 2009, he talks about how different these two people’s schedules can be. Below is a longish excerpt that I think you’ll find valuable for life and business.

  “There are two types of schedule, which I’ll call the manager’s schedule and the maker’s schedule. The manager’s schedule is for bosses. It’s embodied in the traditional appointment book, with each day cut into one hour intervals. You can block off several hours for a single task if you need to, but by default you change what you’re doing every hour.

  When you use time that way, it’s merely a practical problem to meet with someone. Find an open slot in your schedule, book them, and you’re done.

  Most powerful people are on the manager’s schedule. It’s the schedule of command. But there’s another way of using time that’s common among people who make things, like programmers and writers. They generally prefer to use time in units of half a day at least. You can’t write or program well in units of an hour. That’s barely enough time to get started.

  When you’re operating on the maker’s schedule, meetings are a disaster. A single meeting can blow a whole afternoon, by breaking it into two pieces each too small to do anything hard in. Plus you have to remember to go to the meeting. That’s no problem for someone on the manager’s schedule. There’s always something coming on the next hour; the only question is what. But when someone on the maker’s schedule has a meeting, they have to think about it.

  I find one meeting can sometimes affect a whole day. A meeting commonly blows at least half a day, by breaking up a morning or afternoon. But in addition there’s sometimes a cascading effect. If I know the afternoon is going to be broken up, I’m slightly less likely to start something ambitious in the morning. I know this may sound oversensitive, but if you’re a maker, think of your own case. Don’t your spirits rise at the thought of having an entire day free to work, with no appointments at all? Well, that means your spirits are correspondingly depressed when you don’t. And ambitious projects are by definition close to the limits of your capacity. A small decrease in morale is enough to kill them off.”

  This really resonates with me. It’s a great reminder, regardless of which schedule you’re currently on. Because even if you’re firmly ensconced in one of the two camps, chances are you work with people in the other one. And understanding where they’re coming from is important.

  Paul then goes on to talk about speculative business meetings in his essay. These are the “let’s grab coffee” meetings. They’re costly if you’re on the maker’s schedule, but they’re expected if you’re on the manager’s schedule. I have learned to cap these throughout the week. They can easily overwhelm a calendar.

  The big takeaway for me after reading Paul’s essay is that – if you make things – you have to be draconian about blocking time for that. I completely agree that even one meeting can derail an ambitious make session. So I am going to work harder at doing just that.

  Would you consider yourself to be a manager, maker, or both? I aspire to be both.

  2016.08.11