Getting the Need for GTD

I seemed to have hit an inflection point in my job recently that I’ve been struggling to overcome. While my work has had multiple buckets of concern, I’ve been able to managing things fairly well using my memory and jotting notes and to-do’s in my notebook. However with moving into a position that requires managing complex, long-term, and poorly-defined processes, I’ve been increasingly finding it difficult to keep everything straight in my mind. My tasks aren’t are clearly defined, and I’m required to be more independent in how I manage both my own personal workflow and the various areas under my responsibility.

Simply maintaining a to-do list doesn’t seem to cut it anymore. There is too much to keep track of, too many legacy pieces of information that has accumulated over time, and the pace at which things are added or change is steadily increasing in velocity. Add to this the need to keep on top of things in our personal life at home, volunteer work, and activities that I find gratifying, and I’m feeling slightly paralyzed in knowing what I should fix my attention to.

In an effort to get a handle on things, I’ve picked up David Allen’s Getting Things Done. It’s the first time in a while where it feels like the text is speaking to me. I went into the book a little leery of going after yet another gimmick or shiny new toy. GTD is a seminal system in the productivity space, and so it sometimes carries with it some baggage from some of the more problematic areas of the space. Yet, I’ve found it helpful so far in thinking through my problems. At its core, my problem is in two areas: the meaningful transformation of input, and in execution.

I suppose GTD will eventually help me with the latter (I don’t know – I haven’t finished the book yet as of writing), but it’s been incredibly insightful in tackling the former. I tend to take notes and capture to-do items all over the place. However, what I’ve been lacking is examining each of these pieces of input and doing something with it; processing them into their buckets. The list has grown so large and unwieldy that I am having trouble finding stuff when I need it. I have tried popping items into information systems like Notion, Trello, or using tags to help me find it later, but most of these systems have lacked the context to help make the inputs useful later. Instead, they sit in whatever capture system was used to grab them at the time – physical notebook, email inboxes, Trello, tags in OneNote, calendars, or tasks in Teams.

I’ve found GTD helpful in suggesting organizational structures and parse out what will be meaningful later and what can be archived out of mind. I’m still working through developing a system, but so far embracing ideas from GTD has helped keep things more readily at the top of my mind, which has translated into less general anxiety as I go through the work day.

Stay Awesome,

Ryan

Feeling Your Way Into An Answer

I was listening to a podcast late last year where author/speaker Michael Bungay Stanier was on to promote his new book. The podcast host asked him a question, and Stanier prefaced his response with something to the tune of “I’m not sure how I think about that since I’ve never thought about it before, so please allow me to feel my way into the answer.

This really stuck with me over the last few months as it gives me words to describe something I’m somewhat known for. Whether it’s for my work with engineering accreditation or for the research ethics boards I sit on, whenever I’m asked to opine on a matter of interpretation, I’ll often externalize my thinking to help sift through the relevant details or principles at play. I’d like to think I do this as part of teaching the other person how I reason through problems, but I think it’s more charitably the way I test ideas out slowly and give language to thoughts or ideas that are more emotionally based in my mind.

I suspect this is an offshoot of my training in philosophy, where if we cannot deduce an answer through deductive reasoning, then we employ inductive and abductive strategies to generate thought experiments. I craft a set of considerations or scenarios, say them out loud, and evaluate if it satisfies the criteria, and check to ensure there are no counter-examples, counter-factuals, or missing considerations that should be accounted for.

I’m under no illusion that this can be frustrating for someone looking for a simple answer; brevity is not one of my virtues. However, having this phrase to describe how my mind works makes me feel slightly less embarrassed when I’m talking my way into an answer.

Stay Awesome,

Ryan

What I Read in 2021

book lot on table
Photo by Tom Hermans on Unsplash

The calendar has rolled over, meaning it’s time to provide an update on my reading over the last year. For my previous lists, you can see what I read in 2020, 2019, 2018, 2017, and 2016.

TitleAuthorDate CompletedPages
1ClanlandsSam Heughan & Graham McTavish01-Jan352
2Lean OutTara Henley03-Jan336
3Moon of the Crusted SnowWaubgeshig Rice05-Jan224
4SovereigntyRyan Michler12-Jan266
5Eat a Peach: A MemoirDavid Chang14-Jan304
6NeverwhereNeil Gaiman19-Jan480
7The Office: The Untold Story…Andy Greene24-Jan464
8Angels & DemonsDan Brown30-Jan736
9*MeditationsMarcus Aurelius07-Feb256
10The PracticeSeth Godin23-Feb272
11*The Righteous MindJonathan Haidt12-Mar528
12A Clash of KingsGeorge R.R. Martin29-Mar1040
13Hold Me TightDr. Sue Johnson26-Apr320
14*To Pixar and BeyondLawrence Levy26-Apr272
15Cool SexDiana Richardson & Wendy Doeleman30-Apr128
16MindfuckChristopher Wylie10-May288
17*The Massey MurderCharlotte Gray24-May336
18*On ImmunityEula Biss21-Jun224
19At The Existentialist CaféSarah Bakewell30-Jul448
20Learn Like a ProBarbara Oakley & Olav Schewe05-Aug160
21The Great InfluenzaJohn M Barry05-Aug560
22The New FatherArmin A. Brott07-Aug336
23EffortlessGreg McKeown07-Aug272
24Can’t EvenAnne Helen Petersen13-Aug304
25The Happiness HypothesisJonathan Haidt13-Aug320
26SwitchChip Heath and Dan Heath16-Aug320
27The Bully PulpitDoris Kearns Goodwin22-Aug912
28Saving JusticeJames Comey22-Aug240
29An Elegant DefenseMatt Richtel27-Aug448
30Infinitely Full of HopeTom Whyman06-Sep218
31*The Black CountTom Reiss22-Sep432
32Think AgainAdam Grant01-Oct320
33Lives of the StoicsRyan Holiday and Stephen Hanselman03-Oct352
34*A Knock on the DoorTruth and Reconciliation Commission of Canada06-Oct296
35Our Own Worst EnemyTom Nichols07-Oct256
36A Storm of SwordsGeorge R.R. Martin11-Oct1216
37How Ike LedSusan Eisenhower17-Oct400
38Braiding SweetgrassRobin Wall Kimmerer29-Oct408
39*Social EmpathyElizabeth Segal05-Nov256
40NoiseDaniel Kahneman, Olivier Sibony, Cass R. Sunstein09-Nov464
41Finding Your ElementKen Robinson with Lou Aronica12-Nov320
42The StorytellerDave Grohl14-Nov384
43Why We Make Things and Why It MattersPeter Korn16-Nov176
44For Small Creatures Such As WeSasha Sagan18-Nov288
45Courage is CallingRyan Holiday24-Nov304
46*The Seven Principles for Making Marriage WorkJohn M Gottman and Nan Silver06-Dec288
47Mr. Dickens and His CarolSamantha Silva08-Dec288
48The Ghost of Christmas PastRhys Bowen14-Dec272
49Why We SleepMatthew Walker19-Dec368
50In A HolidazeChristina Lauren20-Dec336
51Christmas Every DayBeth Moran24-Dec408
52A Christmas CarolCharles Dickens24-Dec112
Total19308
Entries whose number is asterisked was read for our bookclub.

This year was a huge step up in the number of books I got through. In 2020 I came in at 38 books, whereas I settled into a good groove and managed 52 books for 2021, or a book per week on average. The big months were January (8 books), August (10 books), and October through December (7 books each month). 2020 was a tough year on everyone as we made the pivot to pandemic life; I was also preoccupied with my wife’s pregnancy and later the birth of our son. For 2021, things settled and we found new normals to operate within. I still relied heavily on audiobooks, but I found that where I made the majority of my reading progress during my work commutes in the before-times, I now find time while walking the dog and doing chores around the house to squeeze in a listen.

I’m also happy to see I continued my trend started in 2020 to move away from predominantly reading self-help and business books. While they are still sprinkled throughout, I embraced more fiction, memoirs, books on history, and discussions of complex social issues.

My book club was down slightly over last year, coming in at 9 books for the year. We also celebrated a birth and added a new member which is exciting. In the table above, the asterisked numbers denote book club entries, but I have included them collected below:

  1. Meditations by Marcus Aurelius
  2. The Righteous Mind by Jonathan Haidt
  3. To Pixar and Beyond by Lawrence Levy
  4. The Massey Murder by Charlotte Gray
  5. On Immunity by Eula Biss
  6. The Black Count by Tom Reiss
  7. A Knock on the Door by Truth and Reconciliation Commission of Canada
  8. Social Empathy by Elizabeth Segal
  9. The Seven Principles for Making Marriage Work by John M Gottman and Nan Silver

And to round out the post, here are my top five reads of the year in chronological order:

  1. Moon of the Crusted Snow by Waubgeshig Rice (this book was so good, I bought two copies and mailed them to friends as gifts – one going all the way to Scotland!)
  2. The Great Influenza by John M Barry (if history doesn’t repeat itself, then at the very least it rhymes, and so learning about the Influenza Pandemic of 1918-1919 helps to contextualize our experiences over the last two years)
  3. How Ike Led by Susan Eisenhower (I took so many notes reading this book and will revisit the lessons of Dwight Eisenhower often)
  4. Braiding Sweetgrass by Robin Wall Kimmerer (this was my first proper introduction to Indigenous ways of knowing, and my worldview has been made richer for it)
  5. Why We Make Things and Why It Matters by Peter Korn (a beautiful memoir and reflection on the nature of making, craft, art, and finding your calling within a career)

2021 was a great year of reading for me. Despite feeling adrift in the monotony of the pandemic (or languishing, as Adam Grant claims it), I found exploring both ideas and fictional worlds to be immensely rewarding. My horizons have expanded and I’m looking forward to continuing this exploration into the new year. I’m intending on tackling more biographies, books on history, and works of fiction. I’ve also decided to explore another genre – comic books! With all the great media being adapted from comic books (and now that I have disposable income), I’m intending on diving into some of the celebrated collected volumes that I missed out back in my Wizard reading days.

Happy New Year!

Stay Awesome,

Ryan

The Beachhead

A friend who recently was appointed CEO of a company called me this week looking for a soundboard to sort out ideas he had in his head about how to proceed with company operations and strategic direction. The company is looking to shift strategic priorities, and he was looking for an outside voice to make sense of the new direction in relation to the legacy systems he’d need to grapple with.

One of the topics that came up reminded me of a concept I learned about while reading Susan Eisenhower’s book about her grandfather’s time during World War 2 and his subsequent Presidential years.

At two times during Dwight Eisenhower’s tenure in significant leadership roles, he had to create a beachhead to establish his forces (literal and metaphorical) to push towards his objectives. During the war, Operation Overlord’s first phase was to establish a beachhead in Normandy to create a defensible position to allow Allied Forces to work their way into Europe to push back Germany’s army. Establishing a beachhead is critical to success, but is often difficult for offensive forces to complete as the defending force usually has the upper hand in terms of resources and strategic positioning. While the offensive forces need to both set up a foothold and protect its lines to allow more troops to arrive, the defending forces merely have to reinforce it’s occupying positions to clamp down on fresh troops from joining the beachhead. Once the effects of first-mover advantage wears off, the offensive force must contend with protecting supply lines, fighting active defense from the opponent, and pushing past inertia to avoid grinding to a halt in order to win. Once established, a successful beachhead serves as a ratchet for the offensive force – the location of which all future offensives are launched from, and from which the troops need not backslide past. Traction is gained, and the army moves forward.

Similarly, during Eisenhower’s presidency, he saw the importance of passing civil rights legislation, but saw the difficult uphill battle that would needed to both move the country towards accepting civil rights AND enshrining those rights in law (turning both hearts and minds of the nation). While he would have aspired to complete civil rights equality in his time, he knew that if poorly planned, then history, culture, and opposing interests would ensure that forward progress towards equality would halt. Instead, he sought to establish a kind of metaphorical beachhead for civil rights, working on government programs and legislation that would lay the foundation for future leaders to take up and ratchet their work – allowing the movement to progress forward without worrying about losing traction and backsliding.

In listening to my friend, I noted that he also needed to take this lesson from history and focus on his own beachhead. While we think that a CEO is all-powerful in terms of exerting their will over the company, we must also face the reality that comes with working with legacy systems and people. Change is difficult and slow, and when poorly executed either stalls from inertia or alienates your workforce. And so I suggested he take a leaf from Eisenhower’s example and focus on what his core objective is that is reasonable within the timeline he’s being given, and focus on establishing a beachhead to deliver value back to the company president.

Since reading about Eisenhower, I’ve thought about my own beachheads – what are the areas of my life that I must focus on to ensure I’m moving forward with my goals, whether they are family, work, health, or passions. It is still very much a work in progress, but I want to find those areas that I can carve out and secure so that when it’s time to take risks towards my goals, I have a safe space to launch from.

Stay Awesome,

Ryan

The Last Person to Know Everything

On a recent CBC podcast episode about Leibniz and Voltaire’s thoughts about evil and God, one of the interviewees referred to Leibniz as “the last man to know everything.” I find this notion utterly fascinating. Upon hearing that title, I jumped online to search for the “best biography on Leibniz” and found a highly acclaimed book detailing an intellectual biography of the 17th-century thinker. Once I clear some books on my current reading list, I’ll dive into this hefty book.

“Leibniz: An Intellectual Biography” by Maria Rosa Antognazz

This isn’t the first time I’ve encountered the moniker of “the last person who knew everything.” In fact, that was the title of a biography I read back in late 2018 on Enrico Fermi.

I’ve been drawn to this idea for a long time, probably originating with the first time I saw the 1994 film Renaissance Man starring Danny DeVito. That was where I first learned of the term renaissance man, or more commonly known as a polymath – a person with considerable knowledge and expertise across a wide variety of domains. While I wouldn’t quite call it a goal, this is an aspiration of mine since I was a child.

I suppose as the sciences progress, it becomes increasingly difficult to lay claim to being “the last person who knew everything.” Each field grows increasingly complex as we push the boundaries of the known world, which raises the threshold higher of what counts as expertise.

It would seem we need to seriously consider the observation recently made by Professor Adam Grant on the differences between experience and expertise:

Instead of seeking to always have depth of knowledge, perhaps we should give equal consideration to wisdom and how we can apply our experiences and expertise to solve interesting problems. While more nebulous as a goal, I think it steers us in the right direction. At the very least, it’s a good vision to aspire towards.

Stay Awesome,

Ryan

PS – an unexhaustive list of the traits that distinguishes a “last person who knew everything:”

  • Intellectual curiosity
  • Intellectual humility
  • Interests spanning a variety of domains, both sciences and arts
  • A grasp of the methods and tools of science
  • Generating novel insights
  • The ability to see problems in terms of first principles
  • Engaging in idea arbitrage
  • Focus and flow in work – liking what you do

Gifting Books

I’ve longed for the day when I would be in a position in my life to gift people books. I don’t mean gifting people books for Christmas or their birthday, or even as a congratulatory token for their accomplishments. Instead, I mean an unprompted, unsolicited book to people I think would value the read. Where I can give a book because of how much I enjoyed the experience, and by giving it to others I hope to share that feeling.

I’ve finally found such a book. Last week, I finished Waubgeshig Rice’s novel, Moon of the Crusted Snow, a dystopian novel about an Indigenous community in Northern Ontario that gets cut-off from the rest of the Province. It’s dark, but also life-affirming; it felt like the perfect pandemic read, even though it was published two years ago.

Despite its themes and content, it was a wonderful book to read. As I noted in my Instagram post, the characters feel real and the narrative helped me feel as though I was walking among the community while the story unfolds. A commenter on the book noted that the story is very accessible for folks who are unfamiliar with reservation life of Indigenous peoples in Canada. Yet, the book doesn’t talk down to the reader – it’s infused with cultural references, history, and language that makes you work to understand it in places.

I have already gifted this book in audiobook format to one friend, and I have ordered two more copies for other friends. I am also excited to give this book as gifts because I feel it’s important to support Indigenous and other minority voices, and help amplify them so that we can enjoy more great art from these creators.

Stay Awesome,

Ryan

What I Read in 2020

Here we are at the dawning of a new year, which for me means it’s time to post an update on my reading over the last year. For my previous lists, you can see them here: 2019, 2018, 2017, and 2016. It’s hard to believe this is my fifth reading list!

TitleAuthorDate CompletedPages
1Creative CallingChase Jarvis22-Jan304
2The Age of Surveillance CapitalismShoshana Zuboff25-Jan704
3Animal FarmGeorge Orwell27-Jan112
4Alexander HamiltonRon Chernow02-Feb818
5RangeDavid Epstein12-Feb352
6The Bookshop on the CornerJenny Colgan29-Feb384
7Call Sign ChaosJim Mattis12-Mar320
8The Hitchhiker’s Guide to the GalaxyDouglas Adams19-Mar208
9The AlchemistPaulo Coelho22-Mar208
10Guns, Germs, and SteelJared Diamond06-Apr496
11UpstreamDan Heath16-May320
12SymposiumPlato18-May144
13Gulliver’s TravelsJonathan Swift25-May432
14Anything You WantDerek Sivers11-Jun96
15Extreme OwnershipJocko Willink & Leif Babin18-Jun384
16The Code. The Evaluation. The ProtocolsJocko Willink 23-Jun93
17How Will You Measure Your LifeClayton M. Christensen28-Jun236
18The Last WishAndrzej Sapkowski05-Jul384
19The Expectant FatherArmin A. Brott & Jennifer Ash06-Jul336
20The Coaching HabitMichael Bungay Stanier14-Jul234
21The Immortal Life of Henrietta LacksRebecca Skloot23-Jul400
22WorkingRobert A. Caro08-Sep240
23Crime and PunishmentFyodor Dostoyevsky15-Sep544
24Every Tool’s A HammerAdam Savage18-Sep320
25Love SenseDr. Sue Johnson20-Sep352
26NaturalAlan Levinovitz22-Sep264
27The Kite RunnerKhaled Hosseini06-Oct363
28My Own WordsRuth Bader Ginsburg10-Oct400
29Kitchen ConfidentialAnthony Bourdain20-Oct384
30Stillness is the KeyRyan Holiday06-Nov288
31The Oxford InklingsColin Duriez07-Nov276
32The Infinite GameSimon Sinek14-Nov272
33The Ride of a LifetimeRobert Iger21-Nov272
34As a Man Thinketh & From Poverty to PowerJames Allen26-Nov182
35Medium RawAnthony Bourdain06-Dec320
36A Christmas CarolCharles Dickens06-Dec112
37The Little Book of HyggeMeik Wiking12-Dec288
38Nicomachean EthicsAristotle30-Dec400
Total12242

Overall, I’m happy with how the year went for reading. In reviewing the list, a few things stood out to me. First is that I surpassed my total books read for the year over 2019 by 13 entries. While we can certainly have a discussion about the merits issues of using the number of books read as an accurate key performance indicator of comprehension or progress, it was nice to see that I stepped things up a bit. I was fairly consistent in making my way through the books, with only a dip in April (likely because of the life-adjustment that came from working from home) and the silence seen from mid-July to the start of September thanks to the birth of our son in early-August.

I’m also happy to see that I read fewer self-help and business books last year and instead dove into more fiction, memoirs, and books about history. In my previous roundup, I had commented about wanting to be more intentional with my reading after feeling burnt out on certain genres of books.

One significant change in my reading habits this past year was that I joined a reading group/book club. A friend organized it just as things went into lockdown in March. We meet online every few weeks to discuss books selected in a rotation by the group. I commented earlier that I read 13 more books this year than last, and I’d attribute the book club to being the single biggest reason for the boost in completions (we cleared 12 by year’s end). Here are the books that we read:

  1. Call Sign Chaos by Jim Mattis
  2. Symposium by Plato
  3. Gulliver’s Travels by Jonathan Swift
  4. How Will You Measure Your Life by Clayton M. Christensen
  5. The Immortal Life of Henrietta Lacks by Rebecca Skloot
  6. Crime and Punishment by Fyodor Dostoyevsky
  7. The Kite Runner by Khaled Hosseini
  8. Kitchen Confidential by Anthony Bourdain
  9. The Oxford Inklings by Colin Duriez
  10. As a Man Thinketh & From Poverty to Power by James Allen
  11. A Christmas Carol by Charles Dickens
  12. Nicomachean Ethics by Aristotle (finished in the final days, though we haven’t met to discuss it yet.

I’d normally create a separate post about my top reads for the year, but I’ll include it here for simplicity. In chronological order of when I finished, my top 5 reads of the year are:

  1. Alexander Hamilton by Ron Chernow (among my top reads ever; I was fortunate to see the stage play before the shutdown in March)
  2. Call Sign Chaos by Jim Mattis (the first book I chose for the book club; I was struck by how Mattis talks about self-education and reflection)
  3. The Expectant Father by Armin A. Brott & Jennifer Ash (since we were expecting this year, this book was a nice roadmap to know what to expect, and it provided some comfort along the way)
  4. The Immortal Life of Henrietta Lacks by Rebecca Skloot (I recommend everyone read this book; it reminds me of the important work we do on the research ethics boards I sit on, and why we must be critical of research)
  5. My Own Words by Ruth Bader Ginsberg (I started this collection of writings and speeches before RBG died, and was sadly reminded after finishing of what we lost in her death).

This was a pretty good year for reading. It felt good to get lost in more fiction, and I’ll have things to say in the future about the value I’m finding in reading as part of a group. In the meantime, Happy New Year, and it’s time to keep tackling my reading backlog.

Stay Awesome,

Ryan

Observations on “A Christmas Carol”

Our bookclub tackled A Christmas Carol as one of the last reads for the year. It was a wonderful chat about what the holidays means to us, how things have changed over time, and what the moral lessons are from the short story.

This was my second time reading the story, so in addition to my knowledge of it from cinema (thanks largely to the Muppets), I was able to pay closer attention to the themes threaded through the story.

I noticed, for instance, that while the story is largely about redeeming one’s soul and the spirit of giving during the holidays, knowledge kept popping in. For instance, when Scrooge is haunted by Jacob Marley, Marley notes that he walks the earth as a result of not letting his spirit roam while alive. This unfinished business suggests that experiencing the world (cultivating awareness of those beyond yourself) was an important element of living a fulfilling live (after all, why would a spirit need to roam if they had a fulfilling life?).

The chains worn by Marley were a symbolic reminder of the knowledge he now possessed of his life’s actions. Each link forged by his life’s misdeeds are discrete representations of his lack of personal knowledge of his actions while alive.

Scrooge is unable to be receptive to the ghosts’ messages of redemption until he gains personal knowledge of himself by traveling to the past and understanding the choices that lead him to this point.

The Ghost of Christmas Present beckons Scrooge with “Come in man, and know me better!” Becoming acquainted with the present requires one to be present in the moment.

Scrooge’s redemption is only realized because he confronts the Spirit of Christmas-Yet-To-Come, pleading to know whether the shadows he sees are set. Why would you show these images to me if my knowledge of them won’t change what’s to come! he cries to the ghost.

I couldn’t help but draw a connection to our own problems with empathy in our charged political moment. We often lament our failures to connect with folks “on the other side.” We lack the empathy to understand their position to see how our similarities vastly outweigh our differences.

Dickens’s solution to the problem of empathy is rooted in knowledge. Yes, Scrooge is motivated initially by the desire to redeem his immortal soul and to avoid the fate of Marley. But his change of heart comes by letting his soul out to walk around and to know others. He connects with them, which in turn creates empathy and a desire to help.

It’s a delightful story that I was more than happy to revisit at this time of year.

Stay Awesome,

Ryan

The Discomfort of Learning

Here’s a reminder to myself: learning is always uncomfortable.

As I was reading through Seth Godin’s latest book, The Practice, I came across this gem of insight.

“The Practice” by Seth Godin (2020), pg. 53

It is often the discomfort and tension that causes me to avoid learning new things and settling into my work. When I feel the anxiety rise, I’ll switch gears to something more comfortable or distracting. Instead, I need to embrace the suck.

Learning is voluntary – I must want to engage with it.

Learning creates tension – personal discovery in unfamiliar territory creates questions of tension, and each answer I find resolves the tension. Tension and release.

Learning is uncomfortable – it’s hard to willingly feel incompetent when our careers are geared towards increasing competence and confidence.

I need to learn that when I feel uncomfortable in the learning process, this means I’m on the right track and should embrace the feeling.

Stay Awesome,

Ryan