To-Do Kanban

Kanban

Back in January, I discussed how I set up my monthly notebook.  I’ve since updated the system and added a new process that I thought I should share.

Previously, at the start of the notebook I would collect a running series of to-do items.  Most of the items at the top of the list would be things that had been carried-over for multiple months, with a few small items at the bottom that likely were first jotted-down in the previous month.  I found that I was continuously copying out the same items month-over-month and the list was growing.  On the one hand, if the thing isn’t important enough for me to complete in a reasonable amount of time, it could be the case that it’s not important enough for me to carry-forward and that I should just drop the task all together.

Yet, I felt that some of the tasks were things I’d want to complete “one day” in the undefined future, but that I had lots of other pressing things that needed my attention first.  Or, some tasks would require a fair amount of planning or coordination, and so I would tackle it after an adequate amount of lead time.

Some time ago, I created an account on Trello, but it was sitting unused as I didn’t know what kind of boards I would find useful.  This seemed like the perfect experiment to help me remain flexible.

I set up several columns (buckets) of items.  In the far left, I labelled the list “Pool” and dump in all to do items.  Within each of the cards I can make notes or sub-lists to help keep me on track of things.  At the start of each month, if there is something I don’t want to carry forward into the new book, I put the item into the bucket.

example
An example where I grouped a bunch of items under a single heading – in this case, splurge purchases I want to make but at a time when I have the discretionary funds.

Next, is the “Planning Phase” bucket.  The beauty of Trello is I can drag cards from one column to the next, so when I’m ready to move stuff from the Pool to another phase of activity, I can easy drag-and-drop.  Items in the Planning Phase might require me to do research or make purchases in preparation to work on the project.

If no further planning is required, I move it into the “Active” column.  When a task is active, it’s something that I’m placing priority on and is meant to remind me to carve out space in my schedule to address.

ants
An example of something that requires research and ongoing monitoring, I had ants in my yard last year and I wanted to deal with them without harming the grass or affecting my dog.  Now that it’s Winter, I can’t deal with this again until Spring.

Sometimes, a project needs to be put on hold.  I created a bucket to put tasks that are underway but I’m not making active progress on.  Items in this bucket might require someone to get back to me on some action of detail, or maybe I need to wait until a future date to complete the tasks.  Whatever it is, if I don’t want to move a task back into the pool column, I place it here and make a note of why the tasks is in limbo.

“Completed” is my win column – it gives me a chance to see what I’ve crossed of my list and as the column grows, I can take satisfaction in my accomplishments.

I created an “Abandoned” column because sometimes I will choose not to complete a task but I don’t want to delete it outright.  Maybe it’s something that’s still important, or maybe I missed a window but I want to be reminded of it.

Finally, for tasks that occur regularly but infrequently, I have a column so that I can see when the last time was that I finished a task, and remind myself that it will need to go back into the active column (e.g. changing my tires, changing the furnace filter, etc.).

I’ve been using this revised system for a few months and it seems to be satisfying my immediate needs.  It both cuts down on the number of items I need to manually copy from book to book while allowing me to indefinitely store things in a user-friendly format – effectively marrying my love of analogue with the convenience of digital.

Stay Awesome,

Ryan

 

 

Five* Digital Tools I Use

Last week I shouted from the rooftops about reaching zero unread messages in my inbox.  This feels like a good opportunity to geek out a bit on some cool digital tools I use for my process flow.  Below are a handful of applications and services I use to keep on top of things, which supplement any physical systems I use to stay organized (like my notebook, for example).  None of the referenced products below are sponsors and I have no business ties with them.

Boomerang (Paid)

I was introduced to Boomerang for Gmail a few years back and made use of their free tier for quite some time.  However, last year I made the jump to unlock some additional functionality and allow me to boomerang more messages per month.

Seamlessly integrated into Gmail, Boomerang allows me to kick messages out of my inbox and set to return at a predetermined time.  You may have noted in a caption that I mentioned “boomeranged messages;” this is what I was referencing.  If I have messages that I want to come back to, but I don’t want them to clutter my inbox, I use Boomerang to remove them temporarily without me forgetting about it.  Boomerang has other features, such as being able to append notes to myself or asking a message to return if no one responds within a certain time frame.  All in all, a great little service that doesn’t cost much for the year.

Evernote/OneNote

I use both Evernote (free) and OneNote (Enterprise).  I don’t really have a preference one way or the other at the moment, but I tend to use Evernote for personal items (saving notes, planning blog posts, etc.) where I use OneNote for Board work and my main job.  I was urged to go paperless by my boss, so I slowly adopted the services and moved away from extra notebooks and loose papers on my desk.  Especially within OneNote, I can use the attach document feature to put “print outs” of documents within a notebook page, then use my tablet’s stylus to annotate the document with handwritten notes.

Scanbot

Speaking of embedding print outs, I started using Scanbot for Android to capture paper documents and port them into my digital notes.  I like Scanbot over the regular camera because the AI recognizes the page and will use algorithms to digitally morph distortions of the page.  Instead of requiring perfect lighting and standing perfectly over the page, I can capture documents on camera and Scanbot flattens out and crops the image for me.  I’ve also found it handy for taking pictures of overhead presentation slides, and whiteboard writing.

Pushbullet

Pushbullet has a lot of features for pushing documents across devices, but I mostly use it as a way of preventing myself from always looking at my phone.  Instead, I can avoid temptation and quickly reply to text messages from my wife before jumping back into my task.  I know myself well enough that picking up my phone is inviting a trip down the rabbit hole of distraction, so Pushbullet really helps keep my monkey brain in check.  (Note: if you’re wondering about how I avoid distractions on my computer, I use the StayFocusd extension to block website during certain hours of the day)

Trello

Month over month, I will have lots of To Do items that are left incomplete.  I used to copy them over manually to the next notebook, but over time the list grew.  Out of laziness, I started porting those tasks over to Trello for longer term storage.  Yes, I should either discard those items I’m not doing or clearing my plate by completing the tasks.  However, there are items that are not urgent and not important enough to do at the time.  Instead, I’ve set up a kanban board that allows me to move tasks from a pool to an active list, then to a complete, abandon, or hold list, depending on the status of the task.  It’s a handy way of keeping on top of tasks that are not immediately pressing and allows me to use my notebook for day-to-day pressing concerns.

There are a few other tools I’m trying out, such as Toggl, RescueTime, Microsoft Teams, and Notion, but I’ll save those for a future post.

The five-ish tools above are a few things that makes it easy for me to keep on top of several process flows for work, my personal projects, and my volunteer work.  Without them, I would be drowning in trying to keep everything fresh in my mind.  Let me know what kind of tools you use (digital or analogue) in the comments below.  I’m always interested in learning what different people have set up for themselves.

Stay Awesome,

Ryan

First “Inbox Zero” In A Long Time

For as much as I read about productivity and “tactics,” I’m not all that organized, in my opinion.  I am forced to keep track of a lot of threads in my projects by necessity of having too much on my plate, so I make use of notebooks and applications to sort, categorize, and remind myself of things.  This includes my email inboxes – if something is unread, it means I haven’t tended to it yet and need to circle back.

From time to time I hack away at my unread messages, but items will sit there for long stretches during peak deadline times.

Last week, however, I hit inbox zero for my main account for the first time in a loooooong time.

inbox zero
Let’s ignore any messages currently in Boomerang limbo…

I honestly don’t remember the last time I hit zero messages in my inbox.  It’s been a long slow process of setting up filters on messages to get rid of promotions cluttering my inbox (which I started setting up in January).  I was tired of having to constantly decide whether I wanted to open promotional messages or auto-delete.  I didn’t want to block or unsubscribe from them all since I still used the promotions on occasion, but the constant, daily deluge of 30+ messages was draining.

I don’t really subscribe to the inbox zero system per se, but when I finally cleared the last message kicking around, I stared at my empty inbox in confusion.  It was weird to see.  And I feel a slight motivation to keep on top of clearing emails.  When a number pops up in the tab, an itching anxiety kicks in to get rid of it as soon as possible.

1 message

0 message
Demon be gone!

I feel odd celebrating something like this.  I know rationally that clearing emails isn’t really a marker of productivity.  Nevertheless, I think it’s important to celebrate those times when you feel a modicum of control over your life and work (even if it’s an illusion set up by my capitalist overlords… /s).

Knowledge workers, unite!

Stay Awesome,

Ryan

 

Book Ideas – Types of Feedback

I’ve been reading Scott Young’s recently released book, Ultralearning, and I think it’s a pretty good summary of how one can take on an intense learning project for personal and professional development.  It functions like an autodidact’s road map with plenty of good tips, insights, and stories to round things out.  Elements of the animated bibliography are present, but I don’t find it contrived in its execution.  The stories help frame the chapter and serve as an introduction to the core material.

It’s funny how last week I was talking about mnemonic devices, because after drafting that post I ended up reading about the concept in Chapter 10 of the book as it dealt with ways of supporting retention of material you learn.

In chapter 9 of the book, Young talks about ways of providing feedback in the learning process, whether the feedback is provided from others or feedback you can use in your own learning process.  He parses out three kinds of feedback that I found interesting, not only for my own personal use in learning, but also as something I should keep in mind as a teacher.

The three kinds of feedback he outlines are outcome feedback, informational feedback, and corrective feedback.  Each type of feedback serves a specific purpose, and you should be mindful of the context the feedback is given, as the wrong type of feedback can set you back in your learning.

Outcome feedback – provides information on whether you are getting answers right or if you are meeting a pre-identified set of learning objectives.  It tells you that you are right but doesn’t give any indication of why (or why you are wrong).

Informational feedback – provides further information to explain the underlying reason why something is right or wrong.  It can be informative to re-affirm what you have learned, and can identify key areas of strength or weakness, however it does not create a concrete process forward.

Corrective feedback – provides, as the name indicates, a path forward for the learner in terms of how to overcome deficiencies.  It details not only how one is right/wrong, why they are right/wrong, but how to address or avoid being wrong.  This type of feedback not only requires a level of comprehension of the material, but requires sufficient understanding to teach the underlying processes to the learner through explanation, demonstration, suggestion, etc.

As a teacher, it’s important to know what kind of feedback is warranted and under what circumstances.  Most of us tend to focus just on outcomes, but students often don’t learn from pure outcome assessment.  Rather, you need to take the further steps to go beyond an evaluation and ensure you are addressing the underlying deficiency present in the student’s performance.  Outcome assessment is awesome because it’s quick and definitive, but it’s also lazy if your goal is to improve your students.  On the other hand, corrective feedback is desirable but it’s labour-intensive and must be done carefully so as not to remove critical thinking from your student – you don’t want them to merely follow your instructions but instead you want to promote their thinking and reasoning through problems without your guidance.

Stay Awesome,

Ryan

Memorization and my Campus Response Experience

In January of 2008, I was walking through my university campus’s student centre and passed by a table for the UW Campus Response Team, whom were recruiting volunteers for the new semester.  I doubled back, chatted with the team members, and signed-up to participate in their interview process.  I had taken first aid courses periodically during my cub scout and army cadet days, plus I had ran some basic first aid courses while abroad, so it felt like a good fit.

In retrospect, my “experience” was quite paltry, but I had shown the team managers that I had enough of the “right stuff” that they invited me to join the team and participate in the weekend training course they put on for new recruits.  It’s an intense crash course in first aid skills that were well beyond my experiences and the training spanned several hours Friday night and all days Saturday and Sunday, before you perform your final scenario test to qualify as a secondary responder.

The material covered was largely derived from emergency first responder courses, along with some material covered for pre-hospital trauma professions (e.g. fire fighters and paramedics).  The training was designed to create heuristics in the responder’s mind to quickly flow through critical details while gathering as much information as possible and start treatment momentum.  The last thing you want is for a responder to have to intentionally think through what steps they should follow, because it shunts cognitive capacity away from situational awareness and into operational procedures.

In an effort to automate one’s thinking, you end up doing a lot of mock scenarios and skill drills.  As a responder, you end up creating a script in your mind to follow.  The script is based on a common set of things to attend to, which you follow according to handy mnemonics and other memory aids.

Despite the mnemonics functioning to provide mental triggers for actions, you still need to learn the process to go along with the mnemonics, and from the start of training weekend, you only have precious few hours after training concludes for the day to encode the information out of your working memory and into longer term storage.

I needed a way to quickly drill myself and aid in recall.  The system I settled on was to get some window writable markers and write out my mnemonic devices on the bathroom mirror.  Every time I used or walked passed the washroom, I would attempt to fill in as many of the mnemonics as I could remember, and note where I made mistakes.  Through constant repetition, I was able to turn:

E
M
C
A
P
I
E

A
V
P
U

P
E
A
R
L

A
B
C
D

S
A
M
P
L
E

O
P
Q
R
S
T

Into

Environment check
Mechanism of injury?
Count the casualties
Allied agencies?
Personal protection
Introduce yourself
Events leading?

Alert
Verbal
Pain
Unresponsive

Pupils are
Equal
And
Reactive to
Light

Airway
Breathing
Circulation
Deadly bleeds

Signs and Symptoms
Allergies
Medications
Past medical history
Last meal/beverage intake
Events leading

Onset
Provocation
Quality
Radiation
Severity
Time

It was a quick and dirty way to give myself quick feedback on these concepts that I could readily apply to my first aid treatment during training and eventually on shift.  Any time I lost momentum or felt nervous about the judges evaluating me, I would mentally go back to my bathroom mirror and fill in the blanks.  I haven’t been on the first aid team in almost a decade but these concepts easily come back to me, even during my crazy nights at the bar.  It’s a testament to the stickiness of the ideas and the effectiveness of the drills.

Stay Awesome,

Ryan

Lessons from JMS

At writing, I’m about 5-hours away from finishing J. Michael Straczynski’s memoir Becoming Superman: My Journey From Poverty to Hollywood.  His many professional credits include writing episodes for The Real Ghostbusters and He-Man, writing the screenplay for Marvel’s Thor, a hugely successful run in comics, and creating Babylon 5.  It’s an incredible story of crime, poverty, all forms of abuse, as well as triumph and perseverance.  The narrative is gripping and it’s difficult to put down.  I’ve only been listening for a few days now and I’ve ripped through 11-hours.  Even if he did embellish on the details to make his story more sympathetic (which I sincerely doubt he did), it’s a masterclass in storytelling.

I enjoy reading memoirs and biographies because it gives me a chance to glean insights from their stories.  It may be a bit premature to write this since I haven’t finished the book, but there is so much to get from his story that I felt compelled to dash this off.

In no particular order:

On antecedents

JMS came from a broken home, where abuse, neglect, and punishment was the norm.  He recognized early that he had two options – become like his abusers, or break the cycle by becoming the opposite of what his abusers embodied.  In that way, he gravitated towards positive role models both fantastical, like Superman, and real life, like his surrogate father-figure Vincent.  JMS refused to allow his past to dictate his future, and he believed he should own his circumstances, rather than use it as an excuse.

On writing

Once he realized he was meant to be a writer, JMS devoted himself to his craft.  He found every excuse and opportunity to write.  He learned to fill voids at the newspaper, where other journalists let deadlines slip them by.  No area was beneath him to write, and no domain was too foreign for him to jump in and attempt.  He cobbled together an eclectic background that spanned multiple genres and styles, all in an attempt to hone his craft.  The best advice he attributes is when a famous author told him on a cold call to “stop writing shit.  If it wasn’t shit, people would buy it.”  JMS saw writing through college as his way of purging the shit writing from his system so that he could let his stories flow from him, and he wouldn’t let anyone stop him from telling his stories.

On principles

JMS quit a lot of shows based on principles.  When network executives and censors wanted to change the essence of his stories, he walked away.  When friends and mentors, whom took chances on him early in his career, were fired from projects, he quit in solidarity.  When he stumbled into work that he initially dismissed as beneath him, he swallowed his pride and took jobs he knew he could learn from.  He often sacrificed his career and work to stand up for what he believed in, and didn’t complain about the consequences.

On children’s taste

While JMS fought against problematic characterizations on The Real Ghostbusters (he said”motherizing” Janine was regressive and sexist, and making Winston the driver was racist) one interesting insight he provided was how children viewed the show.  A change recommended by consultants and the network was to create a group of junior Ghostbusters for child viewers to identify with.  JMS pushed back, saying that no child wants to be Robin, but instead wanted to grow up to be Batman.  The Ghostbusters provided children with something to aspire towards; a sense of direction.  To see children on the screen acting like Ghostbusters, child viewers wouldn’t identify with them because they represented something they wanted but were not and couldn’t be.  In this, he’s making a connection that representation and aspiration are important to viewers.  He similarly walked away from She-Ra for the network refusing to allow She-Ra to be a warrior.  To him, it was important to give children something they could see themselves becoming one day.

On backdoors

There are many things JMS wrote on that he did that was unethical and illegal.  When he couldn’t afford to buy books as a child, he stole them, carefully read them without damaging the spine, then would sneak the books back to return them.  When he wanted to take classes that weren’t open to him but he desperately wanted to further his abilities as a writer, he broke into the faculty office, stole permission slips and altered the roster to put him into the courses.  When he needed to move on from grad school, he knew another year would sacrifice a lot of ground in his career, but he needed to appease his abusive father, so he broke into the Registrar’s office to make it appear he was graduating.  (As of reading in the book, he has yet to try and leverage the fake degree in his career, but merely needed to exit from the program without provoking his father or endangering his siblings).  Because of his upbringing, he learned how to see opportunities to open doors.  This, combined with his work ethic, means that he worked hard to leverage past experiences to create future value.  While this is hardly good career advice, it’s worth staying mindful of – that not all career advances come by entering through the front door.

Throughout the book, JMS is careful to note that he’s been more lucky than good.  He recognizes that while hard work is vital to his story, there are many times where he was lucky enough to be in the right place at the right time.  His ability to leverage his experience allowed him to go from writing one-act plays, to short stories, to journalism, to television screen-writing, to eventually movies and comics.  He notes many times in his story that he was mere steps away from making bad decisions, or letting his faults get the best of him.  In many precarious places, he could have gone down the wrong path, any he nearly died several times.  Rather than letting luck go to his head, he refused to become complacent and always did the work.  Above all else, his work ethic is probably the most important lesson I drew from his story.

Stay Awesome,

Ryan

Thinking and Research Habits

You can tell who has recently released a book based on who is making their way through the podcast circuit.  It’s never a coincidence if you see an author’s name pop up on the latest episodes of several shows your have saved in your playlist.  I enjoy listening to these episodes to get book recommendations, and for the most part find that the shows don’t go into too much depth with the author.

This was pointed out by a friend of mine (thanks, Wil, for smashing my illusions!) when he commented that a show I happen to listen to lacks the depth he looks for in a good podcast.  After he pointed that out, I saw it everywhere: the host of the show brings the author on, and by whatever means the talking-points get established, the show typically has the host ask 5-10 key questions that are ripped directly from the book.  It reminds me of students who skip the reading because the whole thing is covered in class.  You get a good sense of what the main points of the book are, but that’s about it.  If you’ve read the book already, you might as well skip the podcast episode.

However, there are gems in some shows, and I spotted two a few weeks back.  On two different shows, authors who had recently released books were chatting about the ideas in the book and the topic drifted to the idea-generation process.  They were short asides, but I found them fascinating to hear how these authors come up with their ideas and structure the construction of their books.

You can give the shows a listen yourself, but I’ve summarized the main points below.

David Epstein
(promoting his book Range)
The Longform Podcast, episode 348 (starts at 21:08)
https://www.stitcher.com/s?eid=62028020

How do you set up the bounds of research?  How do you delineate what you put in the book?  What should I include in the book?

  • There will be a few topics you generally know should be in, but after that you don’t know.
  • Epstein starts with a broad search down rabbit holes.  He used to think this was a bad thing and a waste of time, but now it’s thought of as a competitive advantage.  Sometimes, though, you end up with a bunch of nonsense.
  • He creates a master thought list – citation and key ideas or sentences.
  • As these coalesce into a topic, he moves like-ideas together.  When a topic emerges, he tags it with a title and creates keywords that he would use if he’s searching for it.  Then he moves similar tags together and a movie storyboard emerges where one topic flows into the next.
  • The goal is to avoid it being a bunch of journal articles stitched together.
  • It’s a road map of his brain’s exploration of the topic.
  • Unlike academics who just read journals and don’t go in-depth, he uses his journalism training to talk to the people – more will always come out in conversation than what’s included in the text.  Scientists will include interesting tidbits offhand that are related, but don’t expand on it, so it creates a thread to pull on.  It’s also a good fact-checking exercise and makes the story richer.

 

Cal Newport
(promoting his book Digital Minimalism)
Love Your Work, episode 183 (starts at 49:30)
https://www.stitcher.com/s?eid=62048017

How do you find ideas that are well-timed/timely with discourse on careers, technology, etc.?

  • He thinks, writes, and publishes all the time (especially blog posts and articles).  He’s constantly reading and testing out ideas.  He’s talking to people, having conversations, and seeing what topics emerges.  It’s a work ethic to him to constantly be reading and writing.
  • He tests out what he’s interested in and see if others are interested.  It might be foundational to something he works on over time, or it might wither because it doesn’t gain traction or doesn’t bear fruit.
  • To validate ideas:  1. He asks, “Are people talking about it, or leaving interesting comments on my blog posts?” 2. With ideas comes a sense of “mental confidence.”  He asks “Is this working for me?  Does it click as a structure to provide a workable framework for seeing the world?”
  • Over time, something will emerge and persist.  It generates advice that’s useful, more evidence comes up, and it is applicable across situations.
  • The search is opportunistic, but once something emerges, he does a deep dive. (Kadavy evokes the fox-porcupine reference from Isaiah Berlin, popularized by Jim Collins).

Stay Awesome,

Ryan