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matoatti last won the day on September 20 2014

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  1. OK, I will share next weekend. @SahilC: I never remove the tags, simply move task to Completed folder. When I look for tasks they never show up as I search tasks in Action pending folder only. I also use Evernote for everything.
  2. OK, if you are interested then I can make a quick guide how to set up a lean and handy system. It will work on both iOS and Android phones. Just say yes then give me a few days. :-)
  3. Here is my friends system: He has only one notebook for all tasks: ToDo Each taskis one note. Any time a task is added, he places a checkbox to the first row. If a note includes several tasks, he puts a checkbox to every task in the note. @Context is also used as tags. When a task is done, he simply checks the checkbox. When he is looking for pending actions, he just needs to search for: todo:false -> all tasks having an empty checkbox will be shown When he is looking for completed actions, he just needs to search for: todo:true -> all tasks having a checked checkbox will be shown When he is looking for a task, he has saved search also to look for tasks in the ToDo notebook with the specific context and for pending tasks. I think he has a slightly simplier system compared to what I actually have.
  4. Actually I have 607 tasks, including those which are waiting for someone. I have roughly 70 tasks I want to do myself this month. I usually manage to clear the 1-Today every day and only a few remains in the 2-This week when I make a review. So it is not too bad, as most of the tasks are in the category 3,4 or 5. After selecting what I put into 2-This Week, I usually realize that I want to overallocate myself without any margin. Between the weekly reviews I usually check 2-ThisWeek only and during the days I only check 1-Today category together with the context. I usually make 3-4 calls in the morning, kill 2-3 tasks at my computer then visit my colleagues or go to meetings to discuss specific topics. And I never miss any topic I wanted to discuss. During my days I usually see 2-5 tasks at a time depending on the context and it does not overhelm me. It is always an awesome feeling to mark sg as complete and gives extra energy for the rest of the day. It also gives me some margin for the urgent tasks. Sometimes I finish only 5 tasks a day, sometimes more than 20. For me removing tags takes time and I am very lazy and the actual system is not an issue. My advice is that if it is disturbing to see a task in category 2 and 3 then it is better to delete one of them. I think the most important thing is to have a system which gives some relief in a way to make us more productive and to let us to live a stress free life. I mean being free of negative stress as some positive stress is always welcome. :-) Please let me know your thoughts.
  5. Big fan of EN. When I combined EN & GTD, it simply raised my life to a new level...

  6. @ My weekly reviewIntro (page down to The Process if you wish :-) -I usually use desktop version at my desk, iPad on meetings and at home and iPhone in car/town or when waiting for sg. I had an Android phone before, the structure was the same. - Tasks done are moved into the Completed folder without any additional changes or editing. That was the easiest for me. -I highly rely on my saved searches. For me it is easier/quicker to handle shortcuts compared to saved search. Searches used min 2-3x a week is in the Shortcuts. I don't put all searches to shortcuts as I like to see all shortcut on the screen. So searches I need once a week are only in saved searches. Saved searches are set to look for items only in 'Actions pending' notebook. -Repeated tasks are in my calendar or have Daily tag. -Delegated tasks are reviewed during team/project meetings. I have saved searches for these. Status of delegated tasks not reviewed on a given week are checked on Fridays. -I also have saved search for topics/tasks to discuss with my boss on the actual week. This is very useful to be prepared when I get a call from him. The Process :-) My weekly review takes 25-45 minutes a week. It was ~2 hours before but my life started to become easier when I reduced the number of tags and simplified my structure. It is done on Sunday evenings, sometimes on Fridays. Let's start with what I don't do during the weekly reviews: -I don't review delegated tasks which were already reviewed during the week. -I don't make sandbagging or gold shining. A task finished is done. So, here is the thing... I recently prefer using my iPad or iPhone for weekly review. 1. Inbox zero, all actions tagged with when and where tag 2. Calendar reviewed - check what meeting is not necessary and what can be reduced to 15 min 3. Notes reviewed - look for open items 4. Go to tasks having 5-Someday/Maybe & 4-Later tasks. If a task can be done this month, then it gets tag: 3-This month. This takes a few minutes and reviewed only during the weekly review. 5. Next step is to review 3- This month. All tasks to be done next week gets 2-This/Next week tag. (The previous when tag remains there. If priority changes later then I just remove the 2-This week tag.) These tasks are reviewed during the weekly review. 6. Review of 2-This/Next Week actions. Evaluate if list is feasible and when they can be done. Reviewed during weekly review and every morning and when the list of tasks for 1-Now becomes empty. 7. Choose tasks to be done 1-Now. This tag is given for tasks to be done today. 8. Check if all 1-Now has a where tag. I have a saved search listing all 1-Now in Actions Pending for this check. 9. Execution I have saved searches placed into Shortcuts with the following where tags for 1-Now in Actions Pending notebook: @Calls & Walking @Coffee & Conversations @Computer @Shopping These show me what I shall do depending on where I am. Searches without When tag in Actions pending: @Town/Errands @Reading&Waiting Shortcuts are very useful during my day. One of my friend uses one notebook for tasks. I will ask him what his trick is.
  7. @mruseless: thanks for the question. I had the same with mixing 1-Now and 6-waiting for. As I love to delegate :-) it overcrowded my daily list so now I remove 1-Now when a task is delegated. I prefer setting reminders in EN for urgent tasks. If a task is delegated via email I always set an email reminder to the staff in case of a time bound. Reminder pops up a few days before the due date to make them able to deliver. :-) In my professional role I have to lead several groups of people. In case of delegation to my staff, I tag the task with the name of the person and his/her supervisor. I have saved searches for each team which means a search for 6-Waiting for and the supervisor of the team. (It was also an option to tag not the supervisor but the team's name but I wanted to keep the number of tags down. Now I usually delegate thru my supervisors.) I have weekly staff meeting where everyone is there. I have saved search for topics I want to announce/share/delegate to all of them and what they have to present during the meeting. I use EN during this meeting. 1 hr per week I have separate meeting with my leaders too, where we discuss how are we doing and where we can improve. In case of a disciplinary issue or delays my tags remind me to ask my supervisor to support his/her team for the specific task too. 2x15 mins per week Team members are responsible to deliver on time. If there is a delay they have to highlight the delay in advance and ASAP. If they don't come to me for support then I know the task is on time and they will deliver. For other tasks delegated outside my team I don't have saved searches. :-) For these I usually pick up a few names every day with whom I am going to make a follow up. Follow up takes a few minutes and I usually make it during driving to my office by phone. At the beginnings I had several hundreds of delegated tasks and I was struggling with managing them on time. But the process above let me reduce the number of these tasks to a level I can manage easily. It also reduced the number of meetings in my calendar. (It took a few weeks.) Weekly review and the structure of my saved searches are key for me. Give me two days and I will share details. It is simplier then it might sound.
  8. I have tasks in two notebooks: 'Actions Pending' and 'Completed'. When I complete a task, I simply move it to the 'Completed' notebook. My all saved searches make searches in the 'Actions Pending' notebook only. This way I don't have to remove any tag from the tasks completed and they don't show up in my search results.
  9. @mruseless: there was a time I used notebook for priorities (1-Now, 2-This/Next week etc). After a while I realized it became more rigid then started to use tags again. Now I am a 'tag fan'. Sometimes the lazy one. During the week I sometimes realize that the priorities needs review. It means I have to move back a task from 'this week' to 'this month'. Removing tags and moving the priority back and forth are OK, but administration can be time consuming. So, I generated the following lazy ideology: this month includes this week and today too. Which means I can accept several tags for a task note. So when I move a task from 3-This month to 2-This/Next week or to 1-Now, I usually don't remove the 3-This month tag. Having 3 priority tag is not an issue to me anymore. I have a saved search for open tasks for this month, another for this week and another for today. When I make a weekly review I don't remove the old priority, just add the new priority to the task so it will show up in that one too. During the week's daily reviews I usually check my list for the actual week and choose the ones I want to do today. When I finish a task then the task note will not show up in any searches again and it does not matter how many priorities are still in it. In case I realize that the priorities need review and something has to moved to be done later, I just delete the 2-This/Next week tag. As it still has the 3-This month tag, I will still find the tag at the right priority. Maybe it is not perfect but helps reducing analysis-paralysis.
  10. @Norm3: why do you want to remove the tags when task is done? Just enjoy the results of your actions. Instead of using Actions Pending and Completed notebooks: There is another way to mark something done - you can use checkbox and check when task done. During the review you can search for notes with unchecked ones. This way you save the effort to move note from one notebook to another.
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