Reflection – A Systems Review of Results

I’ve been mulling over a quote I wrote down in my notebook back in March, especially as it relates to my productive output at both work and for my personal projects:

“Every system is perfectly designed to get the results it gets.”
~Paul Batalden

At the end of the day, I’ll look back at my lists of tasks and feel frustrated that another day has slipped by thanks to my monkey brain’s inability to focus. Of course, this is placing the blame on the wrong focus because it’s ignoring two important facts: it assumes I’m not in control of my behaviours when I blame it on my “monkey brain,” and it assumes that I’m setting myself up for success merely by sitting at my computer. Both of these are patently untrue. I have control over my environment and (to borrow a phrase from Jocko Willink) I should be taking extreme ownership over my work situation.

If I find myself frustrated with my lack of output, I have to look at the system that my productivity is set against. If I spend my day getting lost down YouTube video and blog holes, then it’s because my system is optimized for it.

If I’m allowing myself to give in to temptation or distraction, it’s because it’s easier to fall back on things that are psychologically comforting and there is too much friction to get started on the real work.

Motivation is a flywheel – I have to overcome inertia to get the wheel turning, and it takes time before inertia helps the wheel turn freely. If the system is optimized to prevent me turning the flywheel, then it’s important to look at the system for fixes, rather than bemoaning the outcomes.

It’s not a quick fix. It will take time, effort, and a direction to push towards that will start the flywheel. I shouldn’t be so hard on myself. If the flywheel grounds to a halt, then it’s my job to stop, reset, appraise, and re-engage.

Stay Awesome,

Ryan

Productivity From Home

Note – not my workspace.
Photo by Anna Auza on Unsplash

It’s taken me six weeks, but I think I’ve finally found a good system for working from home. Like many people who are fortunate to work from home during the pandemic, I’ve been struggling with keeping my normal routines while working from my computer at home. I won’t pretend that I had a perfectly productive system when I used to commute to the office everyday, but where I had the illusion of being productive simply by being at work and conversing with my colleagues, at home I am totally cut off from those signifiers of “work.” In the last few weeks, I’ve had spurts of productive time, but those were relatively few in number.

Late last week, however, I found a good combination that allowed me to really focus on moving my tasks along. I’ll share some of the tools that have been working for me.

First, using headphones to play noise while I work helps me make the mental shift in context from “home” to “work”. I have two sets of headphones at home, and both work well – a wired set of Sony headphones with noise canceling function, as well as a set of Philips Bluetooth headphones that also cancel noise actively.

I don’t just listen to music, however. I find most music to be distracting to my workflow – even lyric-less songs. My mind tends to pick up on the melody, and I’ll focus on that instead of the task at hand. I have two sources of noise I currently use – a pomodoro Chrome extension that plays fuzzy white noise (and conveniently tracks my pomodoro sessions), as well as a pomodoro video on YouTube that includes a visual timer and ticking clock. The white noise blocks out ambient noises that otherwise gets through my headphone’s noise canceling feature, and the ticking noise helps me focus.

Speaking of pomodoros, I use the pomodoro method to break down the tasks into manageable chunks. It also has the benefit of bypassing my motivation drive. Rather than committing to working an 8-hour work day, I commit to the next 25-minute block of work.

I have a lot of projects and tasks to keep track of, so I use two systems to prioritize and track my work. For long term, multi-step tasks, I have set up a dedicated board on Trello to manage where each project is in the pipeline. I have created buckets that I can move tasks through, from the general pool of tasks, to the planning phase, into an active phase, and if the project is put on hold, I can take notes on what I need to do to push things along while the task is in limbo.

For day to day task planning, I went simple and set up a text file that I number tasks as I think of them for the day, then I keep track of what I accomplish each day in a growing list. I usually would do this in my notebook, but I liked being able to cleanly re-order tasks. On paper, you can only order tasks in the initial stack you wrote them in, but if something changes during the day (e.g. a meeting gets scheduled on short notice), it’s harder to move things around.

Aside from the Microsoft Office tools provided by my employer (Outlook, Teams, Sharepoint, and OneNote), that covers my current workflow. Depending on how long the stay-home order is in place, I might update how this system evolves. It’ll also be interesting to see what of this system I port back with me to the office (I have a feeling I might bring the headphones to help me focus).

If you have any systems or tools you like, I’m curious to hear about it in the comment section.

Stay Safe and Awesome,

Ryan

Friday Round-up – April 24, 2020

Note – this is an experimental posting format. I’ve thought about increasing the number of posts I commit to per week, but I don’t want to add unnecessary work if I’m not willing to stick it out. Let’s be honest: sometimes it’s really hard to get a single post out each Monday that I’m satisfied with, so increasing my posting frequency just to for the sake of increasing my output is a terrible idea. I will run a short experiment to see how easy it is for me to get out a Friday Round-up for the next month. If the experiment goes well, I’ll consider making it a part of the regular rotation.

Many of the bloggers and thinkers I follow have some sort of curated list they share on a regular basis of the best pieces of content they came across in their weekly browsing. During this week, I came across a few thought provoking posts that I felt deserved to be shared.

Here is my round-up list for the week ending on April 24th:

📖 Blog – All models are wrong, some models are useful | Seth’s Blog

We should be reminded that maps are not the terrain, and that models are predictions (read: guesses), not certainty. We rely on models to help us understand the world, but we should remember that they have their limitations.

📖 Blog – COVID-19: What’s wrong with the models? – Peter Attia

Paired nicely with Seth Godin’s post above, Dr. Attia gives a good lay-primer on how a model is created, and what the limitations are when trying to model something like a virus when so little is known about it. The two takeaways I have from this piece are: we should be more willing to accept that good models gives us ranges, not fixed numbers (and we should be more comfortable with the ambiguity); and just because the worst case didn’t arrive, it doesn’t mean that the model was overblown – we need to find out more about why the model was off. It might be that the virus isn’t as dangerous as we initially thought, or it might be that physical distancing greatly impacted the viruses capacity to spread (it’s probably a little of both), but until we know which side maps to reality, we can’t be confident of what we should do next.

📽 Video – BEST Pomodoro Timer on YouTube | Ticking Sounds … – Virtual Crickets

This is actually something I’ve used for some time, but wanted to share. When I’m trying to focus, I have discovered that I can’t listen to music (even of the lo-fi variety) because I find the melodies too distracting. However, I’ve found it helpful for me to listen to regularly repeating noises, such as white noise and ticking metronome sounds. I’ve experimented with a few options, such as a 10-hour “cosmic white noise” video, but while working from home during the pandemic, I’ve settled on this Pomodoro video that I also have paired with a Pomodoro Chrome browser extension that plays white noise (the ticking gives me focus, the white noise blocks out ambient sounds in my room). Forcing myself to focus in 25-minute spurts keeps me on track while I move through my to do list.

Let me know if you find any of these interesting or useful. Also, feel free to share your best round-ups in the comments below.

Stay Awesome,

Ryan

Appealing to my Smarmy Brain

selective focus photography of spiderweb
Photo by Nicolas Picard on Unsplash

From time to time, I catch myself thinking some pretty stupid stuff for entirely dumb reasons. A piece of information finds a way to bypass any critical thinking faculties I proudly think I possess and worms its way into my belief web. Almost like a virus, which is a great segue.

A perfect example of this happened last week in relation to the COVID-19 news, and I thought it important to share here, both as an exercise in humility to remind myself that I should not think myself above falling for false information, and as my contribution to correcting misinformation floating around the web.

Through a friend’s Stories on Instagram, I saw the following screencap from Twitter:

My immediate thought was to nod my head in approval and take some smug satisfaction that of course I’m smart enough to already know this is true.

Thankfully, some small part at the back of my brain immediately raised a red flag and called for a timeout to review the facts. I’m so glad that unconscious part was there.

It said to me “Hang on… is hand-sanitizer ‘anti-bacterial’?

I mean, yes, technically it is. But is it “anti-bacterial” in the same way that it is getting implied in this tweet? The way the information is framed, it treats the hand-sanitizer’s anti-bacterial properties as being exclusively what it was designed for, like antibiotics. For example, you can’t take antibiotics for the cold or flu, because those are not bacterial infections but viral infections.

Rather than leaving this belief untested, I jumped on ye ol’ Googles to find out more. I found a write-up in the National Center for Biotechnology Information discussing alcohol sanitizers.

According to the author on the topic of alcohol-based hand sanitizers (ABHS),

A study published in 2017 in the Journal of Infectious Diseases evaluated the virucidal activity of ABHS against re-emerging viral pathogens, such as Ebola virus, Zika virus (ZIKV), severe acute respiratory syndrome coronavirus (SARS-CoV), and Middle East respiratory syndrome coronavirus (MERS-CoV) and determined that they and other enveloped viruses could be efficiently inactivated by both WHO formulations I and II (ethanol-based and isopropanol-based respectively). This further supports the use of ABHS in healthcare systems and viral outbreak situations.

There are some special cases where ABHS are not effective against some kinds of non-enveloped viruses (e.g. norovirus), but for the purposes of what is happening around the world, ABHS are effective. It is also the case that the main precaution to protect yourself is to thoroughly wash your hands with soap and water, and follow other safety precautions as prescribed.

The tweet, while right about the need for us to wash our hands and not overly rely on hand-sanitizers, is factually wrong generally. Thanks to a mix of accurate information (bacteria =/= virus) and inaccurate information(“hand sanitizer is not anti-bacterial”), and a packaging that appeals to my “I’m smarter than you” personality, I nearly fell for its memetic misinformation.

There are a number of lessons I’ve taken from this experience:

  1. My network is not immune to false beliefs, so I must still guard against accepting information based on in-group status.
  2. Misinformation that closely resembles true facts will tap into my confirmation bias.
  3. I’m more likely to agree with statements that are coded with smarmy or condescending tonality because it carries greater transmission weight in online discourse.
  4. Appeals to authority (science) resonate with me – because this was coming from a scientist who is tired of misinformation (I, too, am tired of misinformation), I’m more likely to agree with something that sounds like something I believe.
  5. Just because someone says they are a scientist, doesn’t make the status true, nor does it mean what they are saying is automatically right.
  6. Even if the person is factually a scientist, if they are speaking outside of their primary domain, being a scientist does not confer special epistemological status.
  7. In the aftermath, the tweet was pulled and the person tried to correct the misinformation, but the incident highlights that the norms of Twitter (and social media more broadly) are entirely antithetical to nuance and contextual understanding.

It’s interesting how much information spread (memetics) resembles pathogen spreading. If the harmful thing attacking us is sufficiently designed to sidestep our defenses, whether that’s our body’s immune system or our critical thinking faculties, the invading thing can easily integrate within, establish itself within our web, and prepare to spread.

The one thing that really bums me out about this event is the inadvertent harm that comes to scientific authority. We as a society are caught in a period of intense distrust of the establishment that is coinciding with the largest explosion of information our species has ever seen. The result of this is not that good information is scarce, but rather the signal-to-noise ratio is so imbalanced that good information is getting swept away in the tide. If people grow distrustful of the sources of information that will help protect us, then forget worrying about gatekeepers that keep knowledge hidden; there will be no one left to listen.

Stay Awesome,

Ryan

Relationship Management in “The Death of Stalin”

Screenshot from “The Death of Stalin” (2017)
Steve Buscemi as Nikita Khrushchev (left) and Sylvestra Le Touzel as Nina Khrushchev (right)

I was watching the dark comedy “The Death of Stalin” the other day and noticed an interesting scene that imparted some wisdom about relationship management. Early in the movie, Nikita Khrushchev, played by Steve Buscemi, has returned home at the end of a long day with Joseph Stalin and other politicians. As he undresses for the evening, he is listing off a series of topics to his wife, who is in bed and taking notes in a book. As he lists off the topics, he comments on which topics landed well with Stalin, and which he should avoid in the future.

Setting aside the bleakness of needing to make notes on things that will keep you alive around a dictator, it was an unexpected example of good relationship management in action.

I’ve done stuff similar to this. At first, I thought it was a sleazy practice, but after overcoming those initial thoughts, I realized it’s an entirely effective way of keeping track of important details either early in a relationship (here, I mean relationship in an extended sense, not in a romantic sense), or for relationships with infrequent contact points.

If it’s worth maintaining a good relationship, then it’s beneficial to reflect on your interactions and take notes on things worth remembering. Whether you use a book as in the film, or making notes in your phone’s contact cards, it can be helpful for refreshing yourself when you interact with a person again. I’ve made notes on business hours, names of employees at a shop, the names of a person’s significant others, and even early in my relationship with my wife I would note ideas for the future.

Far from sleazy, it’s a useful way of paying attention and making others feel special because you’ve taken the time to learn and remember details about them. And, instead of relying on your memory, you can have the confidence that you’ll get the particulars right and avoid looking like a fool.

Stay Awesome,

Ryan

A Modern Cartesian Demon

grey and brown concrete building close-up photography
Photo by Marius on Unsplash

During a throwaway thought experiment in his 1641 treatise, Meditations on First Philosophy in which the existence of God and the immortality of the soul are demonstrated, René Descartes posited the idea of an evil genius or demon that systematically deceives us to distort our understanding of the world. Contrary to first year philosophy students everywhere (a younger version of myself included), Descartes did not actually believe in the existence of an evil manipulator that was holding us back from understanding the nature of the real world. Instead, he was using it as part of a larger project to radically re-conceive epistemology in an era of rapid advancements in science that was threatening to overturn centuries of our understanding of the world. He felt that knowledge was built upon shaky ground thanks to an over-adherence on the received authorities from Greek antiquity and the Church’s use of Aristotelian scholasticism. Similar to Francis Bacon twenty years earlier, Descartes set out to focus on knowledge that stood independent of received authority.

Through Meditations one and two of his book, Descartes considers the sources of our beliefs and considers how we come to know what we think we know. He wants to find an unshakable truth to build all knowledge from, and through an exercise of radical doubt he calls into question many of the core facts we hold – first that knowledge gained from the senses are often in error, that we often can’t distinguish the real from fantasy, and through the use of the evil genius, that perhaps even our abstract knowledge like mathematics could be an illusion.

André Hatala [e.a.] (1997) De eeuw van Rembrandt, Bruxelles: Crédit communal de Belgique, ISBN 2-908388-32-4.

When I teach this to first year students, they either don’t take his concerns seriously because of the force of the impressions the real world gives us in providing sense data for knowledge (a stubbed toe in the dark seems to forcefully prove to us that the external world to our senses is very real), or they take Descartes too seriously and think Descartes really thought that a demon was actively deceiving him. Regardless of which side the student falls on, they will then conclude that Descartes’ concerns are not worth worrying about; that this mode of thinking is the product of an earlier, less sophisticated age.

Unless you are a scholar delving into Descartes’ work, the real purpose of teaching the Meditations is to provide students with a framework to understand how one can go about thinking through complex philosophical problems. Descartes starts from a position of epistemic doubt, and decided to run with it in a thought experiment to see where it took him. The thought experiment is a useful exercise to run your students through to get them to think through their received opinions and held-dogmas.

However, in light of my rant a few weeks back about informed consent and vaccines, I’ve discovered a new contemporary use for thinking about Descartes’ evil genius. In some sense, the evil genius is *real* and takes the form of fear that shortcuts our abilities to learn about the world and revise our held beliefs. Descartes posited that the evil demon was able to put ideas into our heads that made us believe things that were completely against logic. The demon was able to strip away the world beyond the senses and even cast doubt on abstract concepts like mathematics.

Much in the same way Descartes’ demon was able to “deceive” him into believing things that were contrary to the nature of reality, our fear of the unknown and of future harm can cause us to hold beliefs that do not map onto facts about the world. Worse yet, the story we tell about those facts can get warped, and new explanations can be given to account for what we are seeing. This becomes the breeding ground for conspiracy thinking, the backfire effect, and entrenched adherence to one’s beliefs. We hate to be wrong, and so we bend over backwards to contort our understanding of the facts to hold-fast to our worldview.

In truth, we are all susceptible to Descartes’ demon, especially those whom believe themselves to be above these kinds of faults of logic. In psychology, it’s called the Dunning-Kruger effect, of which there are all sorts of reasons given why people overestimate their competence. But in the context of an entrenched worldview that is susceptible to fear of the unknown lurks Descartes’ Demon, ready to pounce upon us with false beliefs about the world. Its call is strong, its grip is tight, and the demon is there to lull us into tribalism. We fight against those we see as merchants of un-truth and in a twisted sense of irony, the weapons of truth we yield only affect those already on our side, while those we seek to attack are left unaffected. It becomes a dog-whistle that calls on those who already think and believe as we do.

If we hope to combat this modern Cartesian demon, we’ll need to find a new way of reaching those we see on the other side.

Stay Awesome,

Ryan

Openness to Learn

mirror photography of trees on hill
Photo by Steve Halama on Unsplash

Unrelated to the post below, but this is my 200th blog post! I hit post number 100 in March of 2018, which feels like forever at this point. Here’s to another 200 more!

***

On a long(ish) car ride with my mother-in-law over the holidays, we got chatting on the subject of learning from experience. She reminded me of something I’ve known for some time, yet keep forgetting: if you keep an open mind, you can learn something from everyone.

I don’t think this is a trite piece of advice, though often it comes from an experience we would otherwise hope to forget. In my case, I tend to forget this bit of wisdom as I have developed a bad habit of being somewhat dismissive or condescending. There really is no excuse for it – nothing in my experience explains why I’ve adopted this mindset. I just developed the attitude gradually over time.

But it’s good to be reminded that with the right mindset, every encounter you have with others can be an opportunity to learn something, whether that is a piece of knowledge that is exchanged, or if through your interaction with them you learn something about yourself. Rather than seeing things through the lens of whether the person adding or subtracting value (e.g. “this was a waste of my time”) we should look at it from a growth perspective – “what did I learn or discover about myself that I can carry forward and do things better in the future?” This also dovetails nicely with a vlog post I put up recently about finding your tools along the way.

By reframing things this way, you open yourself to serendipitous opportunities to grow and develop. Or, at the very least, you take yourself (and your time) a little less seriously.

Stay Awesome,

Ryan

Informed Consent and the Virus of Harmful Rhetoric

person injecting someone on his arm
Photo by Hyttalo Souza on Unsplash

In the ethics of conducting research with human participants, there is the concept of “informed consent.” At its foundation, informed consent is the process of communicating a sufficient amount of information about a research project to a prospective participant so that the prospect is able to decide whether they want to consent to being a participant in a study. There is a lot of nuance that can go into selecting what gets communicated because you have a lot of necessary information that needs be shared but you don’t want to share so much information that the participant is overwhelmed by the volume of information.

When I review research ethics applications, I am privy to a lot of information about the project. In the course of reviewing the project, I have to make judgement calls about what should be included in the informed consent letters that participants read. It would be counter-productive if the participant had to read all the documentation I am required to read when reviewing an application, so we use certain best practices and principles to decide what information gets communicated as a standard, and what is left in the application.

There is, of course, some challenges that we must confront in this process. As I said, when reviewing a research project, you have to balance the needs of the project with the needs of a participant. All research, by virtue of exploring the unknown, carries with it an element of risk. When you involve humans in a research project, you are asking them to shoulder some of the risk in the name of progress. Our job as researchers and reviewers is to anticpate risk and mitigate it where possible. We are stewards of the well-being of the participants, and we use our experience and expertise to protect the particpants.

This means that one challenge is communicating risk to participants and helping them understand the implications of the risks of the research. In many instances, the participants are well aware of risks posed to their normal, every-day lived experiences and how the research intersects with it. The patient living with a medical condition is aware of their pain or suffering, and can appreciate risks associated with medical interventions. A person living in poverty is acutely aware of what it means to live in poverty, and understands that discussing their experiences can be psychologically and emotionally difficult. Our jobs (as reviewers and researchers) is to ensure that the participant is made aware of the risk, mitigate it as much as we can without compromising the integrity of the research program, and to contextualize the risk so that the participant can make choices for themselves without coercion.

The concept of informed consent is hugely important, arguably the most important component of research projects involving humans as participants. It is an acknowledgement that people are ends in themselves, not a means to furthering knowledge or the researcher’s private or professional goals. Indeed, without a respect for the autonomy of the participant, research projects are likely to not be moved into action even when research funds are available.

All of this is a preamble to discuss the anger I felt when I read a recent CBC report on how anti-vaxxer advocates are using the concept of informed consent as a dog-whistle to their adherents, and are using informed consent as a way of both furthering their awareness and raising money with well-meaning politicians and the public.

In fairness, I can see the chain of reasoning at play that tries to connect informed consent with concerns about vaccines. For instance, in the article there is a photo of supporters of a vaccine choice group with a banner that reads “If there is a risk there must be a choice.” This sentiment is entirely consistent with the principles of informed consent. The problem with this application is that the risk is not being communicated and understood properly within context, and instead fear, misinformation, and conspiracies that lead to paternalistic paranoia are short-cutting the conversation. Further, the incentive structures that are borne out of the economics of our medical system are doing little to address these fears. Because so little money is flowing from the government to the medical system, doctors are forced to maximize the number of patients they see in a day just to ensure enough money is coming into the practice to pay for space, equipment, staff, insurance, and supplies. Rather than seeking quality face-to-face time with a patient, doctors have to make a choice to limit patient time to just focus on a chief complaint and address questions as efficiently as they can.

I don’t think it’s all the doctor’s fault either. I think we as patients, or more specifically we as a society, have a terrible grasp of medical and scientific literacy. I don’t have a strong opinion about what the root cause of this is, but some combination of underfunded schooling, rapid technological innovation, growing income disparities, entertainment pacification, a lack of mental health support, increasingly complex life systems, and precarious economic living in the average household are all influencing the poor grasp people have about what makes the world around us work. Rather than being the case that we are hyper-specialized in our worldviews, I think it’s the case that “life” is too complex for the average person to invest time into understanding. Let’s be clear, it is not the case that the average person isn’t smart enough to grasp it (even if sometimes my frustration with people leads me to this conclusion). Instead, I think that people are pulled in so many directions that they don’t have the time or economic freedom to deal with things that don’t immediately pay off for them. People are so fixated on just making it day-to-day and trying not to fall behind that it becomes a luxury to have the leisure time to devote to these kinds of activities.

What this results in, then, is the perfect storm of ignorance and fear that congeals into a tribal call to rebel against the paternalism of a system that is ironically also too cash-strapped to allow the flexibility to educate people on the nature of risk. People don’t have the time and ability to educate themselves, and doctors don’t have the time to share their experiences and knowledge with their patients.

Within this gap, opportunistic charlatans and sophists thrive to capitalize on people’s fears to push their own agendas. This is why bad actors like the disgraced former doctor Andrew Wakefield and movement leader Del Bigtree are able to charge fees to profit from speaking at anti-vaccination events. I’m not saying a person who spreads a message should do it for free. What I am saying is that they are able to turn a personal profit by preying on people’s fears while doing little to investigate the thing they claim to worry about.

We must find a way to communicate two simultaneous truths:

  1. There is an inherent risk in everything; bad stuff happens to good people, and you can do everything right and still lose. Nevertheless, the risks involved when it comes to vaccines are worth shouldering because of the net good that comes from it and the risks themselves are vanishingly small.
  2. In the 22 years since Wakefield published his study and the 16 years since its retraction, there has not been any peer-reviewed credible evidence that supports many of the claims given by the anti-vaxx movement. The movement is predicated on fears people have of the probability of something bad happening to them or their loved ones. The motivation behind the fear is legitimate, but the object of the fear is a bogeyman that hides behind whatever shadows it can find as more and more light is cast on this area.

The anti-vaxx ideology knows it cannot address head-on the mounting scientific evidence that discredits its premise, and so it instead focuses on a different avenue of attack.

This bears repeating: the anti-vaxx ideology cannot debate or refute the scientific evidence about vaccination. We know vaccines work. We know how they work; we know why they work. We understand the probabilities of the risk; we know the type and magnitudes of the risks. These things are known to us. Anti-vaxx belief is a deliberate falsehood when it denies any of what we know.

Because of this, the anti-vaxx ideology is shifting to speak to those deep fears we have of the unknown, and instead of dealing with the facts of medicine, it is sinking its claws into the deep desire we have for freedom and autonomy. It shortcuts our rational experience and appeals to the fears evolution has given us to grapples with the unknown – the knee-jerk rejection of things we don’t understand.

Informed consent as a concept is the latest victim of anti-vaxx’s contagion. It’s seeping in and corrupting it from the inside, turning the very principle of self-directed autonomy against a person’s self-interest. It doesn’t cast doubt by calling the science into question. Instead, it casts doubt precisely because the average person doesn’t understand the science, and so that unknown becomes scary to us and we reject or avoid what brings us fear.

Anti-vaxx ideology is a memetic virus. In our society’s wealth, luxury, and tech-enabled friction-free lives, we have allowed this dangerous idea to gain strength. By ignoring it and ridiculing it until now, we have come to a point where it threatens to disrupt social homeostasis. Unless we do something to change the conditions we find ourselves in – unless we are willing to do the hard work – I fear that this ideology is going to replicate at a rate that we can’t stop. It will reach a critical mass, infect enough people, and threaten to undo all the hard work achieved in the past. We have already seen the evidence of this as once-eradicated diseases are popping up in our communities. The immunity and innoculations have weakened. Let’s hope those walls don’t break.

Stay Awesome,

Ryan

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