Mike Vardy's Blog, page 120

Zero Vs. Done

We hear about zero a lot.

I got to Inbox Zero. I have “zero” left to do today. I’m “zeroing” in on finishing that project.

Zero isn’t the goal, because it never sticks around. Zero quickly turns to one, which then turns to more than one. And all in a much faster manner than anyone can get back to zero in.

Forget getting to zero. That’s thinking in negative terms (after all, you have to take things away to get to zero, and it’s always better not to add them in the first place if you’re not into those things). Stop shooting for zero. Zero is meaningless. By definition, it is nothing.

Instead…get to done. There’s so much more positivity in being done. Done doesn’t – and often isn’t – getting to zero. It has a value far greater than zero.

And so do you.

Want to start the year you want anytime you want? Pick up my new e-book published by Diversion Books The Front Nine: How to Start the Year You Want Anytime You Want for just $4.99 today!

Related Posts:Stop Searching and Start ShippingThe Way of The Productivityist: A ManifestoProductivity is HardWhat the #%$! Happened to Lifehacker?Blah, Blah, Blog
 
CommentsPeople often neglect the power of words. It reflects the inner ... by Bojan011Related StoriesTurn Inaction into Action with The Ready Retreat WorkbooksConnect Better with ClozeOmniFocused: A Look Back at The OmniFocus Setup

OmniFocused: A Look Back at The OmniFocus Setup

This past Thursday I was privileged to be a part of The OmniFocus Setup, an event presented by The Omni Group that served to not only introduce its latest iteration of OmniFocus – OmniFocus 2 for Mac – but also to help current OmniFocus users get more out of what they’re currently using (namely the current version of OmniFocus). I was honoured to set in on a panel of experts as we fielded questions from the moderator – who just may have taken me to task a bit on my history of switching task management apps – as well as questions from the packed house of enthusiastic OmniFocus users.1

I gave my own short talk (as all those on the panel did) and mine was on “How to Cultivate a More Meaningful To Do List”, which included thoughts on how the structure of OmniFocus allows me to both easily connect and disconnect from my list of tasks and projects at any given time.

The evening event was designed to give The Omni Group a chance to give us a look at the forthcoming OmniFocus 2, and the lineup to get into the venue was extensive. Really extensive. There have been numerous posts from fellow OmniFocus users (and experts in their own right) posted already, including ones from Sven Fechner, Khourosh Dini, and my podcasting pal Michael Schechter, so I won’t go into too much detail about what is coming down the pipe here.

I’m going to focus on something a bit different.

Focus is key when trying to get more out of what you do, and OmniFocus is just one of the tools that allows myself and others to improve our overall focus. OmniFocus is the hub; it’s where everything that is truly important and needs to be tracked lives. Why I use OmniFocus is generally the same reason why others use it – it does the job far better than anything else I’ve used. That’s where the word “omni” comes into play. It’s defined at Dictionary.com as follows:

“…a combining form meaning “all,” used in the formation of compound words…”

OmniFocus puts everything you have in front of you – if you want it to. It can also put in front of you only what you want it to (via different views or through the use of Perspectives and, on the iPad1, the Review process). The “all” is subjective in this case – it can be as vast or as miniscule as you want. The “focus” is also subjective in that the degree of focus you have can vary depending on a variety of factors (mood, connection to the task, energy level, time constraints, etc.). But by making the “all” manageable, the “focus” can be better harnessed. That’s why contexts are so important.

So when someone asks me why I use OmniFocus, I always say because it can be both small and big – it scales like no other task management app I’ve used. As life scales, you need something that can scale with it…and OmniFocus does that.

And by seeing all of those on hand at The OmniFocus Setup last Thursday, I can say that there are many others that feel the same way.

There are plenty of resources to help you along the way. Here are just a few:

Creating Flow with OmniFocus: This book, written by Khourosh Dini, is the “unofficial” manual for OmniFocus and has received praise from the likes of Merlin Mann and numerous others. Add me to that list. It is my go-to guide for all things OmniFocus. Make it yours too.OmniFocus Premium Posts: If you’re looking to see how some of the most productive people out there have made their own OmniFocus setups work, then you can’t go wrong with Asian Efficiency’s product. It boasts a ton of written material (and an audio track to boot) that will get you well on your way to making your own OmniFocus setup more efficient and effective.SimplicityBliss: Sven Fechner has a ton of knowledge to share at his blog…so much so that he has an entire category devoted to the product. If you want to get your dose of OmniFocus in blog form – and on a consistent basis – then check it out (and keep it a staple in your RSS feed reader while you’re at it.Technically Simple: Tim Stringer uses “holistic productivity” to get things done. And he’s training others how to get more done as well – and how to use OmniFocus in the process. Check out his work at Technically Simple – and read his amazing story in the process.OmniFocus Screencasts: If you’re into visual training, then David Sparks has produced a video series that will help you get into OmniFocus as well. It’s comprehensive and allows you to learn at your own pace – always a bonus when you’re trying to get what you’ve already got on your plate done and seeing fit to improve how you get stuff done better and faster in the future.

There are others out there, but using any of the above (either on their own or in tandem) will get you well on your way to becoming “OmniFocused”.

And that is the best kind of “focused” that a productivityist can be.

1 Disclosure: I was compensated for my talk and appearance at The Omni Group event, but that was the extent of remuneration. This post (and others that mention products created by The Omni Group are not part of such compensation.

2 Although that is coming to OmniFocus 2 for the Mac. Can’t wait.

Want to start the year you want anytime you want? Pick up my new e-book published by Diversion Books The Front Nine: How to Start the Year You Want Anytime You Want for just $4.99 today!

Related Posts:Focus on OmniFocus with OmniFocus Premium PostsAll the Focus on OmniFocusI Can’t Quit You, OmniFocusA Return to OmniFocusWhy You Need a Productivity Gestalt
Related StoriesProductivity is HardFocus on OmniFocus with OmniFocus Premium PostsThe Pros and Cons of Using a Collaborative Task Manager

The Freedom of Knowing

I've spent very little time in my task manager this week. It's not that I didn't have things to do – this thing you're reading is one of those things, actually – but because I knew what I was going to have to do during my time away I had the ability to simply do it and keep everything else at bay.

Make no mistake, I now have more stuff to do – stuff that is going to be hitting my OmniFocus inbox in short order – but that stuff has been able to wait for me to be ready to process it. Why? Because I didn't just prepare myself for this time away, but I prepared others as well. I set up quick email responses through TextExpander snippets. I sent tweets that clearly communicated that I was living in the moments rather than interested in reporting them. I wasn't isolated, but I wasn't always available either.

When you know what's up next, it's freeing. There's a freedom in knowing that is unlike any other. It puts you in a position to be great at whatever you're doing at any given moment because knowing fosters confidence.

The only thing that can give you the freedom of knowing is trust. Trust in your system (whether that's an app, a series of apps, or pen and paper), and trust that you're connected to your system when you need to be. Through that trust, you'll not only get the freedom of knowing that what you're doing is the right thing to be doing, but you'll be able to disconnect from that system – and connect with yourself – a hell of a lot more.

Want to start the year you want anytime you want? Pick up my new e-book published by Diversion Books The Front Nine: How to Start the Year You Want Anytime You Want for just $4.99 today!

Related Posts:“You Never Rest…”How I Use NotebooksSetting Up vs Setting AsideThe Way of The Productivityist: A ManifestoWhy Evernote Can Be All You Need to Get Things Done
Related StoriesAlmostThe Pros and Cons of Using a Collaborative Task ManagerHacking Lifehacks

Almost

I think about words a lot. As a writer, this really shouldn’t come as surprise to most. But when I think about words, I think about more than just their general definition. I think about what they mean when coming from the person that’s delivering them.

Take the word “almost”, for example.

Almost coming from someone who is on top of their “stuff” may mean that almost is just around the corner, which is closer to the actual meaning of the word. Yet if someone who doesn’t have their proverbial house in order that uses almost, it will likely mean that you’re going to be waiting longer than what the actual definition implies. The meaning of almost is as subjective as simplicity is — it means something different to every one of us.

When you put some sort of productivity system in place, everything becomes clearer. Your mind, your work, your play, and what you mean when you use words like almost. Setting something like that up takes work — but once that work is done and you begin practicing your system, then you’re almost there.

What that “almost” really means can only be defined by you.

Want to start the year you want anytime you want? Pick up my new e-book published by Diversion Books The Front Nine: How to Start the Year You Want Anytime You Want for just $4.99 today!

Related Posts:NaNoWriMowing Means…Too ManySetting Up vs Setting AsideThe Worst Kind of HatA Matter of Perspective
Related StoriesThe Pros and Cons of Using a Collaborative Task ManagerHacking LifehacksCheck Yourself

iOS Only

I’ve left my trusty MacBook Air at home for the first time ever while traveling.

It wasn’t an easy decision, but it wasn’t as difficult to make as I’d thought. Why? Because I’d completed all of the work through Monday that absolutely required me to have an OS X machine. I can do a great deal with my original iPad (even still) and my iPhone 4S, so I decided that I could do without the Air.

That means I get to tote a smaller bag (my sorely under-used booq Taiban) and I have a real chance to see if an “iOS only” workflow is doable. I doubt I’ll be less productive with what I’m bringing along, with my original ZAGGmate case keeping my typing speed at full tilt and the ideal apps installed to boot.

I’ll have two versions of my personal task manager with me in OmniFocus (the same goes for Asana) and my writing won’t suffer with both Drafts and Byword installed on both devices. With Poster set up on both devices as well, my regular publication schedule won’t be interrupted either.

I don’t use my iPad for social media, but my iPhone is good to go for that stuff — which is more than ideal for what I’ll be using those networks for at Macworld|iWorld and during The OmniFocus Setup.

So going without the Air shouldn’t be that much of a concern — although I’m sure I’ll find out either way. I’ll fill you in on my findings as well.

Want to start the year you want anytime you want? Pick up my new e-book published by Diversion Books The Front Nine: How to Start the Year You Want Anytime You Want for just $4.99 today!

Related Posts:Decluttering iStuff: The SeriesDecluttering iStuff: iOS Twitter AppsDrafts: A Truly Indispenable iOS AppThe Journey to Markdown: On the WorkflowDecluttering iStuff: Calendars
 
CommentsGlad to hear you are still making great use of your original ... by rivervillagepersonOh you still didn't get the iPhone 5 What a bummer! by Bojan011Related StoriesDrafts: A Truly Indispenable iOS AppThe Top 8 Apps on My Mac That Fuel My ProductivityHow My Minutes Fits Into My Workflow

How an Editor Makes for More Productive Online Writing

When I was an editor, my goal was to make whatever a writer had submitted better and yet still maintain the voice and tone of the original work. As an editor I also wrote pieces, but they were (for the most part) edited as well by someone else in order to improve the original work I’d submitted. A good editor can do that — and better still — enjoys doing that.

Once you start cranking out words to the level that I do, then you’re bound to miss things from time to time. Whether that is a word here or there, offer up grammatical mistakes, or simply create sentences that just run on way….too….long, it’s going to happen. That’s when having someone edit your work becomes not just a good idea — but an important part of your overall work.

Thanks to my experience in the editing realm, I’ve had fellow writers ask me to look at their work to see if I can tighten it up a bit or make subtle changes. I’m more than willing to help out every so often, but I’d much rather write than edit.

However, there is someone out there who would be more than happy to edit your web writing.

Jason Rehmus is someone who I’ve look to as editor in the past, and will do so again in the future. He’s launched a new venture, Sweating Commas, that I had the opportunity to test out during its early phases. When you’re looking at being more productive with your writing, bringing an editor into the mix is smart. It ups your efficiency (you write posts further in advance than if you were self-editing) and improves your effectiveness (your posts are all the better because you had another set of eyes — experienced eyes — look at them).

Not enough of the written work online has been edited, and Sweating Commas is a great place to go if you want to kick your written work up a notch (or several). You can find out more about Jason’s new venture here.

Want to start the year you want anytime you want? Pick up my new e-book published by Diversion Books The Front Nine: How to Start the Year You Want Anytime You Want for just $4.99 today!

Related Posts:My Next GigRighting My Writing: The Future Proofing of Mike VardyMe 2.0The Jerk on the Internet and Another ThingBiography
 
CommentsHi Mike, at  “…my goal was to make whatever a writer had ... by triparticlesI'm always looking out for editing help. I have several editors ... by ExtremelyAvgRelated StoriesTurn Inaction into Action with The Ready Retreat WorkbooksThe First 11 Books on The 2013 Productivityist.com Reading ListDrafts: A Truly Indispenable iOS App

The Pros and Cons of Using a Collaborative Task Manager

Those who have been reading this site for a while know that I use two task managers for the work I do: one is for individual task management (OmniFocus) and the other is for collaborative efforts (Asana).1 I gave Asana a real shot for both, but the power and allure of OmniFocus kept bringing me back for more. I’ve resigned myself to the fact that I need to use both types of task management solutions to deal with all of the projects and tasks I’ve got on the go, and it has worked.

In fact, I’d say it has worked well enough that it might be something that you’ll want to consider for yourself.

What I’ve done is put together some of the pros and cons of using a collaborative task manager in addition to using your standalone task manager (regardless of which one you use).

ProsUsing One Separates Your Own Tasks from Team-Based Tasks

Think of it as having a day planner for work and a day planner for home (yes, I’ve done this). It allows you to have clarity on both sides of the equation, with only as much crossover as you feel comfortable with. I know some people who will use something like Evernote as a shared notebook with teammates and take the items in there and bring them into their own task management solution. I also know some people who will simply double up on tasks in both so that they don’t lose their place (I don’t recommend this). What I like about have the separation is that creates a greater context by default. When I’m using Asana, I’m in one frame of mind and when I’m using OmniFocus I’m in another. That creates clarity, which enhances my productivity.

Connected to Those You’re Working With

When you use the ever-popular “Follow Up” context with OmniFocus (or your individual task manager of choice), you wind up laying a ‘wait and see’ game until you get an email or some other form of confirmation that the task has been completed. However, a collaborative task management solution allows for frictionless communication (for the most part), meaning that when you ask for a follow up on something or assign a task, you know that the other party is aware of it…as long as they are using the app, that is. There’s far more transparency within the team when you are all using a common solution, and that can create peace of mind that will allow you to move forward and make progress on additional team-based tasks and projects – as well as those things you are dealing with in your own personal task manager.

Platform Agnostic

Every collaborative task manager that I’ve used isn’t dependent on any one platform. Asana is web-based, as is Flow and numerous others. By being platform agnostic, once again friction is lessened. It doesn’t matter whether you use a Mac, a Windows machine or an Android device – you are connected to the collaborative task management solution. That kind of featuer is more important now than ever.

ConsLack of Customization

There is very little you can do to a team-based task manager that won’t impact others. The high-level features are usually controlled at the admin level and while you can do things like adjusting how you view tasks (in Asana, you can filter by date, My Priority, or tags, for example), the inability to truly make it your own isn’t as available as it is with something like Things or OmniFocus.

The (Supposed) Need for Two Task Managers

This one is a big one. I’d go as far as to say that this is the biggest drawback of all. Not everyone – in fact, not many – will see the need to have one task manager, let alone two. I’ve seen the benefit of using them in tandem – but the additional inboxes, the additional features to learn, the additional apps to have installed can be a huge deterrent for many people…even hardcore productivitiysts balk at the idea.

It’s my experience that you’ll need to take a good look at how much team-based items you have on your plate against those you simply have to deal with on your own. Weigh those and you’ll be able to have a good idea whether or not you can a make team-based task manager or personal task manager pull double duty, or if you’re going to need both to do what they do best in order to be as productive as you can be.

1 Try as I might, I can’t get those I work with on the Flow bandwagon. I subscribe to Flow on the chance that it may happen someday, but for now it lies there somewhat dormant. Sigh.

Want to start the year you want anytime you want? Pick up my new e-book published by Diversion Books The Front Nine: How to Start the Year You Want Anytime You Want for just $4.99 today!

Related Posts:The Problem with Not Using Email to Manage TasksMy New Task Manager of Choice: AsanaAsana: What Needs DoingBeing Taken to TaskA Return to OmniFocus
Related StoriesProductivity is HardA Case for Getting Personal with ProductivityThe Fire Within

The First 11 Books on The 2013 Productivityist.com Reading List

During this past month I’ve assembled a list of books that I’m going to be reading over the next year. I’ve already made my way through two books since 2013 began, and they are as follows:

Coffee Shop Contemplations by Nick WynjaOmniFocus Premium Posts by Asian Efficiency

Both of these books cater to the productivityist on very different levels, and I’m glad I’ve given them a read. Considering that Nick’s book appeals to the mindful approach to productivity that I explore and the Asian Efficiency work appeals to the OmniFocus user in me, they were the ideal books to start off 2013.

But I’ve got a lot more books on my reading list for the coming year. My goal is to read at least 36 books this year, and they include the following:

It’s Not About the Tights by Chris Brogan: After seeing Chris incorporate superpowers into his talk at the 2012 World Domination Summit, I’m looking forward to seeing how he does the same within the pages of this e-book. Discardia: More Life, Less Stuff by Dinah Sanders: I wasn’t familiar with Dinah until I learned we’d both be on The OmniFocus Setup panel this week. I’ve been making my way through the book and am enjoying it quite a bit.Wrecked: When a Broken World Slams into Your Comfortable Life by Jeff Goins: I’ve always liked Jeff’s work and am looking forward to diving into this book. I’d also wager that by the time I do, he’ll have another one ready for me to read – he’s that prolific.It Will Be Exhilarating by Dan Provost: I bought this upon its release last year but have yet to read it. I may wind up reading a good deal of it between now and by the time Macworld wraps up, which would be fitting since Studio Neat will be exhibiting at the event once again.The Power of Habit: Why We Do What We Do in Life and Business by Charles Duhigg: I’ve been meaning to read this for a while, but it’s one that ill hold off on until I’ve cleared the decks a bit more.Bit Literacy: Productivity in the Age of Information and E-mail Overload by Mark Hurst: This is another one I’ve been meaning to read…and another that will require a lot of attention. So I’ll hold off on it until I can give it that.Accidental Genius: Using Writing to Generate Your Best Ideas, Insight, and Content by Mark Levy: I’ve started this one and left it for a bit, and am itching to return to it once I’m done a few of the others.Home Game: An Accidental Guide to Fatherhood by Michael Lewis: This is one I’ll be able to read in tandem with something else…and can take my time with as well. As a stay-at-home dad, I’m looking forward to getting my eyes on it.Mastery by Robert Greene: I’ve heard nothing but great things about Greene’s books, and while I’m sure I should start with one of his earlier works this is the one that speaks to me the most right now.The Willpower Instinct: How Self-Control Works, Why It Matters, and What You Can Do To Get More of It by Kelly McGonigal:  I’m big on willpower, so this one is a natural for me.1,000+ Little Things Happy, Successful People Do Differently by Marc and Angel: They write great stuff, and I’m sure this will be no different.

I’ve committed to doing more reading this year – I’ve even got some works of fiction that I’m going to read this year (including more of Aaron Mahnke’s work) – and hopefully some of the above books make it on to your reading list this year as well.

Want to start the year you want anytime you want? Pick up my new e-book published by Diversion Books The Front Nine: How to Start the Year You Want Anytime You Want for just $4.99 today!

Related Posts:Some Minimal ReadingReview: The Information Diet by Clay Johnson2012: My Year in ReviewI Got Me a Book Deal!The 2012 Persons of Internet

A To-Do List Isn’t Enough

A to-do list is generally made up of single tasks – tasks that come and go, depending on the day. Some make appearances on the list more often than others, and some should never show up there in the first place. We all have to-do lists, but simply having one and using it isn’t enough.

You need to have something bigger. You need to have something that feeds the to-do list. it’s that something that makes the to-do list really worth doing.

If all you’ve got is a to-do list, then all you have is a list of things to do. When you have more, then your to-do list helps you get closer to what you want to be.

Want to start the year you want anytime you want? Pick up my new e-book published by Diversion Books The Front Nine: How to Start the Year You Want Anytime You Want for just $4.99 today!

Related Posts:Check YourselfCheck the BoxesHow 30/30 Fits Into My Productivity WorkflowLooking at Your To Do ListThe Bucket List vs The F#@k It List
Related StoriesProductivity is HardMind Your TimeThinking Ahead

A To-Do List Isn’t Enough

A to-do list is generally made up of single tasks – tasks that come and go, depending on the day. Some make appearances on the list more often than others, and some should never show up there in the first place. We all have to-do lists, but simply having one and using it isn’t enough.

You need to have something bigger. You need to have something that feeds the to-do list. it’s that something that makes the to-do list really worth doing.

If all you’ve got is a to-do list, then all you have is a list of things to do. When you have more, then your to-do list helps you get closer to what you want to be.

The post A To-Do List Isn’t Enough appeared first on Productivityist.