My trick for getting things done that I don’t want to do

October 11, 2013 by
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Yesterday, we talked about trusting your gut to choose your most important tasks for the day. But there are always other things we need to do. Small things, unpleasant things, things we may not be excited about, things we strongly dislike.

Want to know my secret for getting things done that I don’t want to do?

I just do them. I don’t think about why I don’t want to do them, or worry about what might happen. I just hold my nose and take the first step. If I have to make a call I don’t want to make, I just start dialing. Before I know it, the call is over.

If you find yourself procrastinating or avoiding something you need to do, just start doing it. Don’t think about it. Don’t write out a plan. Just start.

Okay, easy to say, not always easy to do. Sometimes, you don’t know where to start. Or it’s a big project. Or you need more information.

In that case, I find something I can do now and do that. Even if it’s just writing down an idea of how I might start or what I need to find out. There, I’ve started.

This works most of the time. But not always. I still procrastinate. I might have low energy, I might want to do something else instead, or I might be afraid. When this happens, I tell myself, “Do it anyway.”

  • I don’t have enough time: Do it anyway.
  • I don’t have enough information: Do it anyway.
  • I don’t know what to do: Do it anyway.
  • I don’t know how: Do it anyway.
  • I don’t want to: Do it anyway.

“Do it anyway” is a trigger phrase. I’ve conditioned myself that when I hear those words, I drop shields, get out of my own way, and do it. It’s like a hypnotic command. (No, don’t email me with some crazy idea and tell me to do it anyway. I’ve got to say it to myself.)

It’s close to Nike’s, “Just do it,” but I hear that as a command and I don’t follow orders very well. The word “anyway” acknowledges and validates my resistance. It says, “yes, there are reasons for not doing it but there are more reasons or better reasons for getting it done.”

Sure, it’s a trick. And no, it doesn’t always work. But it works enough of the time, and that’s good enough for me.

The next time you’ve got something on your list you don’t want to do, do it anyway.

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How to prioritize your daily tasks

October 10, 2013 by
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I use my own version of GTD (Getting Things Done) as the backbone of my productivity system. Every day, when I sit down to prioritize my lists and choose what to work on for the day, I choose three “MIT’s” (Most Important Tasks). If I get my MITs done, I call it a good day.

Some people recommend the 1-3-5 system: 1 big thing for the day, 3 medium things, and 5 small things. Others use the 3-2 method: three big things, two small things. And then there’s the ABC/123 method.

For me, “three things” is about right.

Many days, it’s just one or two MITs. The number really doesn’t matter. What matters is that I am effective because I’m getting important things done.

But how do you decide what’s important? How do you look at a long list of tasks and projects and select three Most Important Tasks?

I don’t know. I just do it.

Sure, there’s a certain amount of logic in the process. I look at deadlines and appointments and reminders. But more often than not, it’s my gut that tells me what to do.

In “The 4-Hour Work Week,” Tim Ferriss offers a suggestion for deciding what’s important. He says, “Imagine you’ve just suffered a heart attack and are allowed to work only two hours a day. What would you do during those two hours? And if you had another heart attack and were allowed a maximum of two hours of work per week, what would you do?”

Ferriss also says, “. . .requiring a lot of time does not make a task important,” and I agree. He is also a proponent of making a “don’t do list,” ignoring things that aren’t important so you can focus on what is, which I wrote about recently.

I like learning about new productivity systems. But most of them are too complicated and time consuming to learn and use. I like the simplicity of focusing on just “three things”.

If you want to know how to prioritize your daily tasks, start by acknowledging that some things are much more important than others. Think 80/20. A minority of tasks, perhaps 20%, will contribute to the majority of your results.

You’ll never get everything on your list done, and trying to categorize and prioritize hundreds of things that aren’t important, or as important, as your three things, isn’t efficient or effective.

This post is one of my MITs for today. Next for me is to finish another writing project. I’ll get to that right after I check my calendar.

I explain my productivity system in my Evernote for Lawyers ebook.

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Increase Productivity with a Don’t Do List

September 23, 2013 by
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Most people say they don’t like meetings. They’re boring. Nothing gets accomplished. The same information could have been delivered by memo.

The leaders say, “We’ve got to make our meetings better.” They read books and attend seminars. They hire consultants. They buy better equipment.

The meetings improve. They pat themselves on the back. Success.

Or not.

Instead of trying to improve their meetings, maybe they should have eliminated them.

One of my favorite Peter Drucker quotes is, “Nothing is less productive than to make more efficient what should not be done at all.”

Go through your calendar. What meetings or conference calls could you safely eliminate?

Go through your tasks and project lists. What are you planning to do that should not be done at all?

Observe your daily work flow. Which steps could be eliminated? Which parts could be delegated?

Efficiency means doing things better. Effectiveness means doing the right things. It matters not how well you do things if they should not be done at all.

So try this: for the next seven days, compile a “don’t do” list. Write down everything you do that isn’t necessary or doesn’t contribute to your most important goals.

Take stock of whatever is left, whatever should be done. Look for ways to do them quicker, better, or more efficiently.

Make sure your partners and employees do the same. At your next office meeting…wait, never mind. Just send a memo.

Earn more and work less. Click here.

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Filed Under: Law office management, Personal development, Productivity, Time Management Tagged With: , , , ,

How to stop procrastinating

July 23, 2013 by
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I wonder how many people each day search on the term, “how to stop procrastinating”.

Eh, I’ll look it up later.

If you’re like me, and most of humanity, you have experienced and perhaps struggled with procrastination. You know there are things you need to do but you don’t want to do them. (If you wanted to do them, you would do them.)

You are feeling resistance because the task is too big, too unpleasant, or too difficult. You may not know what to do or where to begin. The task may be too risky and you are afraid of making a mistake.

So, you tell yourself you don’t really need to do it now, it can wait. Or you elevate the importance or urgency of other tasks and do them instead.

You may have become very clever at finding excuses for not doing the things you need to do. And you may feel guilty about that and look for ways to overcome your affliction.

But you shouldn’t. Your subconscious mind has created this resistance and you shouldn’t fight it, you should give in to it.

Your subconscious self wants you to be safe and happy so it makes you feel negative emotions when you think about tasks you don’t want to do.

Don’t ignore those feelings. Don’t try to overcome them. Let them stop you.

I’m not saying you can shirk your responsibilities. You can’t simply blow off anything you don’t want to do. What I am saying is that instead of bulldozing through the wall of resistance in front of you, find a way around it.

One way to do that is the “salami technique”. Take a big project and cut it into thin, manageable slices.

If you are procrastinating about starting or revising your website, for example, find some aspect of that project where there is little or no resistance. Something small and easy.

You might bookmark some sites you like, or collect articles to read later. You might open a new file and make a few notes or a list of questions.

Easy to do. And if you do any of them, you will have begun the project. Now, look for something else that’s easy to do and do that.

Yes, there are times when you have to suck it up and do things you simply don’t want to do. You have to “feel the fear and do it anyway.” But if you continually break things down into smaller and easier tasks, you can almost always find a way to get started, and that is always better than doing nothing.

Want to know how to stop procrastinating? Stop trying to stop. When you come up to a wall, turn left or turn right and keep walking.

If you need to start or revise your website, this is all you need.

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Filed Under: Personal development, Productivity Tagged With: , , ,

The Productive Life Show interviews me about productivity, Evernote, and GTD

July 8, 2013 by
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I was interviewed recently for The Productive Life Show, a podcast hosted by Andy Traub and Daniel Gold. We talked about productivity, Evernote, and GTD (Getting Things Done).

You can listen to the podcast, download the audio, and read a transcript here.

During the show, I mentioned that I also use Workflowy, primarily for outlining. I said I hoped it would someday allow links to be clickable so that it would integrate better with Evernote (and other apps). I was just notified that this is possible, although I’m not sure when it became so.

What this means is that you can use Worflowy as the front end of your productivity system, managing lists of tasks and projects, and link therefrom to notes in Evernote where you have stored more detailed information such as webclips, articles, and documents (i.e., Word, Excel, images, etc.)

Of course you can also link to websites or other cloud based apps. This opens up all kinds of possibilities.

I’ll do a in depth post about Workflowy at a later date.

I had a lot of fun on the podcast and want to thank Andy and Dan for inviting me. I’d love to get your feedback about the podcast or any questions you might have about the subjects discussed.

The ebook: Evernote for Lawyers: A Guide to Getting Organized & Increasing Productivity

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What do you do when you have too much to do?

May 31, 2013 by
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I’ve got lists. Lots of tasks and projects. Things I’m working on and things I plan to work on. Everything is organized in Evernote. I follow my own version of GTD. Every task or project has at least one tag to identify it as something I plan to do Now, Next, or Someday.

But while everything is organized and tagged, I still have too much to do. It’s overwhelming. So I find myself avoiding my lists and doing what is nagging at my brain, which defeats the entire purpose of having a task management system.

Currently I have 54 Now tasks, 531 tagged for Next. I’m supposed to look at everything during my weekly review, but with that many tasks on my list, I find myself procrastinating.

What do you do when you have too much to do and your weekly review isn’t working?

You declare task bankruptcy.

You get rid of everything and start over. A fresh start with your tasks.

While I had never heard the term “task bankruptcy” before, I’ve done it before. I did it to achieve inbox zero with my email. I did it when I stopped using one online task management app and started using another and there was no way to export/import my tasks. I can attest to how good it feels to wipe the slate clean and start over.

Starting over doesn’t mean throwing out everything. I will refer to my lists in the process of creating new ones. But every task will be scrutinized and will have to earn it’s way back onto my lists.

First, I will move all of my tasks and projects into a temporary notebook. My main notebook, where I keep all of my tasks and projects will then be empty.

(NB: In Evernote, I use one notebook for all of my notes. I use tags to identify when I will do something (Now, Next, etc.) and for reference purposes. Multiple notebooks leads to confusion–Which notebook should I file this note in? Which notebook DID I file that note in?)

Next, I will go through all of my tasks and projects in the temporary notebook. Anything I know I want to do (or have to do) will get moved back into my main notebook. Anything I’m not sure of, that doesn’t call out to me and inspire me, will go.

The objective is to have a lean and mean Now and Next list. I will still have my Someday/Maybe list, but I will be ruthless in paring this as well.

I guess you could describe this as a periodic review. You go through everything and make decisions about whether you still want to do something and if so, when. That’s what should be done during the weekly review. But when the whole system gets bloated, it makes sense to periodically re-boot.

If you’re feeling overwhelmed by everything you have to do, if you find yourself procrastinating on your weekly review, you might want to declare task bankruptcy and get a fresh start.

But be careful. Once you have zeroed out your task obligations and created new lists, those tasks might start accumulating again. Fortunately, you won’t have to wait seven years before declaring task bankruptcy again. You can do it any time you want.

If you want to see how I organize everything, check out my Evernote for Lawyers ebook.

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Filed Under: Dealing with stress, Productivity Tagged With: , , , ,

You want to be more productive? Ask yourself this question every day.

March 8, 2013 by
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I get it. You’re incredibly busy. You have way too much to do and not enough time to do it. You’re getting things done but wonder if you’re doing enough.

Take a breath. Stop worrying about how much you’re not getting done.

The truth is you’ll never get it all done and it doesn’t matter. Being productive isn’t about how much you do, it’s about doing what’s important.

Take a look at your to-do list for today. All the calls and emails, the errands, the work that is on deadline. Lots of things you have to do and you will get most of them done.

Because you have to.

You’ll file that motion because it’s due. You’ll make that call because the other guy is waiting. You’ll write that letter because you want to settle the case.

But what about the important things you don’t have to do? Things that will advance your career or improve your life but don’t have a deadline or someone else waiting or watching?

This is the sweet spot in your growth. This is where you advance towards your long term goals. This is where you find your purpose instead of just taking care of your obligations.

Every day, when you write down your to-do list, I suggest you ask yourself this question:

“What is the most important thing I can do today that I don’t have to do?”

Your answer may be “to start exercising” because you want to get in shape. It’s important but you don’t have to do it. Now, at least you are aware of what’s important.

If you ask yourself that question again tomorrow and you get the same answer, you might pick up that exercise book you bought three years ago and put it on your desk. The next day you might actually read the first chapter.

It might be six months before you do your first push up or register for that hot yoga class, and that’s okay. You may never have done it if you had not asked yourself, “What is the most important thing I can do today that I don’t have to do?”

If marketing is important to you, download this today. You can read it tomorrow.

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Filed Under: Career satisfaction, Personal development, Productivity Tagged With: , , , ,

Here’s why you’re NOT getting things done

December 12, 2012 by
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Apparently, there’s an art to creating a to-do list. And because most of us aren’t practitioners of that art, we fail to do the things we put on our lists. So says blogger Janet Choi, who shares some telling statistics from her company’s internal survey in, “How to Master the Art of To-do Lists by Understanding Why They Fail”:

  • 41% of to­-do items were never completed.
  • 50% of completed to-­do items are done within a day.
  • 18% of completed to­-do items are done within an hour.
  • 10% of completed to­-do items are done within a minute.
  • 15% of dones started as to-do items.

“In other words,” she says, “people aren’t that great at completing their to-do tasks; tasks that do get completed are done quickly; and tasks that are reported as done don’t correlate with planned to-do tasks.”

Choi says one of the reasons we aren’t good at getting things done is that we have too many to-do’s on our lists. She might have something there. On my list (in Evernote) I currently have 14 notes tagged “Now” and 385 tagged “Next”. This doesn’t include “Someday” (177) or items tagged “Read/Review” (583). A lot, but I’m not concerned. As long as I get my three or four “MITs” (“Most Important Tasks”) for the day done, I’m good. Choi agrees. She suggests looking at that big list of tasks and choosing, “the most important, pressing or interesting ones to work on, big and small.”

As for why only “15% of dones started as to-do items,” Choi attributes this to our lack of skill (discipline?) in creating task lists, and because of the unpredictability of our daily lives. Stuff happens, emails and phone calls cry out for our attention, things don’t turn out the way we expected. Those may be the reasons, but in my opinion, they aren’t good reasons for not doing important tasks, and those are always planned.

Yes, the unpredictable happens, and we must allow for that in our daily planning. But it should not dominate our day. No more than 25-30% of our time should be left open for the “unplanned,” not 85%. Most of our day should be spent getting important things done, the ones that move us towards our vision of the future we want to create. If you don’t plan your future, you can’t expect to wind up where you want to go.

Choi says we should be more specific in our planning, and I agree. It’s easier to know when something is done if it is well defined from the beginning. This is especially important to remember for those of us who do anything relatively open-ended like research or writing. I remember pulling all-nighters in school and also as a lawyer, writing briefs and preparing for trial, and not knowing when I was done because you can always do more.

Which leads me to my favorite reference in the post, dealing with deadlines. Choi references a behavioral study most of us will recognize as the basis for Parkinson’s Law: “The study found that students who had longer to finish three papers performed worse than those who had externally-imposed or self-imposed deadlines that were evenly spaced and earlier. . . The more time you give yourself to finish something, the less likely it is that you will finish in that time frame.”

How do you know that brief you’re working on is done? When it’s 4:00 pm and it has to filed today by 5.

The Attorney Marketing Formula comes with a bonus module that helps you create a marketing plan that really works. Get it and get ready for the new year.

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Getting the words right in the opening of your next presentation

December 10, 2012 by
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How would you describe “Getting Things Done” to an audience of people who, it must be assumed, know nothing about the subject?

I’m doing a presentation this week to just such a group. I have no more than 45 minutes, so obviously, this will be an introduction. I hope to explain the basic ideas and get them interested in learning more. I’m going to use my blog post, “The Ten Commandments of Getting Things Done,” as the basis for my talk.

But where do I start? How do I quickly get their attention and show them why they should listen?

I was thinking about this as I was looking at my first slide, which has the title of David Allen’s book. It occurred to me that this is where I should begin.

The book’s title, “Getting Things Done: The Art of Stress-Free Productivity,” does a great job of describing the subject, as well as the benefits. It tells you what the book is about and what’s in it for the reader. So in my opening, that’s what I’ll talk about.

It will go something like this. . .

“Have you ever been frustrated because you’re not getting things done? The days fly by and you realize how much you haven’t done that day or that week, and before you know it, it’s the new year and you realize that you haven’t made a dent in the goals you set last year. It is frustrating, isn’t it?

Then, someone tells you about this great system for getting your whole life organized and you try it, but it’s so complicated, you spend all your time organizing your stuff and even less time getting things done. Or maybe you learn the system and it works for you, but then you find that while you’re getting things done, you’re not getting the right things done.

‘Getting Things Done’ is a book that promises to change all that. It’s about ‘Productivity’–which means getting the RIGHT things done, the most important things done, in a way that’s ‘stress-free’. If you use the system in this book, you’ll start each day knowing what you need to do that day and you won’t worry about forgetting anything important. Take a deep breath and imagine what your life will be like when you have everything under control.

This evening, I’m going to show you some of the basic ideas behind this system. . .

I’ve explained the subject of the book and shown them the benefits. I think they’ll pay attention, don’t you?

The most important part of any presentation is the opening. That’s when you sell the audience (reader, judge, jury) on listening to what you are about to tell them. When you get the opening words right, the battle is half won. When you don’t, well, you better be loud or you better be funny because that audience is thinking about what they have to do that day and not listening to you.

Get The Attorney Marketing Formula and learn the art of stress-free client-getting and income-building

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Filed Under: Communication, Copywriting, Productivity, Public Speaking Tagged With: ,

The Ten Commandments of “Getting Things Done”

November 30, 2012 by
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Many people refer to David Allen’s book, Getting Things Done, as their productivity Bible. Like the real Bible, however, Allen’s book isn’t particularly easy for the uninitiated to digest. It took me several reads and a lot of hi-lighting before the ideas started to sink in.

And yet the principles in Getting Things Done (GTD) aren’t that complicated. In fact, the system is basically your calendar, a few lists, and a process for organizing everything so that you know what to do first and what to do after that. This allows you to be effective (getting the right things done) and efficient (getting things done right).

The sub-title of Getting Things Done is “The Art of Stress-Free Productivity” and that is an apt description of the ultimate benefit of mastering GTD.

If you’re trying to learn GTD, or this is your first exposure to it, here is a summary of its key components, the “Ten Commandments of “Getting Things Done”:

  1. Put everything in a “trusted system”. Get it out of your head, off your desk, and into one “Inbox” (or a few), ready to be processed.
  2. Organize your tasks into lists, for example, “Today,” “Next,” “Someday,” “Waiting,” and “Projects”.
  3. A project is anything that requires more than one step (task). Each project should have a list of tasks needed to complete it.
  4. Organize your lists by “context”: Where (@Office, @Home, @Errands), Tool: (@Internet, @Phone), People: (@Debbie, @ABC Board). That way, when you’re @Office, having a meeting with @Debbie, you can zero in on appropriate tasks and not be distracted with @Errands or chores you need to do @Home.
  5. Use your calendar to record future tasks by date (i.e., appointments, start dates, due dates, review dates). The calendar is sacred territory. If it’s on your calendar, you should do it.
  6. Use a tickler system to remind yourself of things you may want to do or review in the future but aren’t due on a specific date (and thus, not on your calendar).
  7. Process your Inbox often: If something is actionable, either Do it (immediately), Delegate it, or Defer it (Calendar, or “Next” list). If it’s not actionable, either Trash it, put it on a list to review in the future (“Someday” or “Tickler”), or file it as Reference material.
  8. Review your lists daily. Decide what to do based on your Time and Energy and the task’s Priority. Don’t prioritize in advance because priorities (and Contexts) change constantly.
  9. Plan every day in advance. Review your plan and your progress once a week at a regular Weekly Review.
  10. As you process your Inbox or review your lists, ask yourself two questions: What’s the successful outcome? And, What’s the next action (logical next step) to make it happen? David Allen says, “These provide fundamental clarity for Getting Things Done, and they lie at the core of most everything I teach.”

This probably represents 90% of the GTD system. There are many nuances and refinements and many of us have modified “pure GTD” to suit our work flow and preferences. You can spend a lifetime tinkering with GTD or, once you have a basic set up, simply get things done.

GTD can be done with pen and paper. There are also many GTD apps for your smart phone or computer. I do all of this in Evernote (plus my calendar). My GTD system is presented in detail in my Evernote for Lawyers ebook.

Do you use GTD? How has it helped you to get things done?

You can use my Evernote GTD system even if you don’t use Evernote. Read Evernote for Lawyers, however, and you’ll want to use Evernote. Even if you’re not a lawyer. 

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