Baychi notes (14/mar/06)

Undigested, unadulterated, flow of consciousness notes from the Getting Things Done Baychi last week (14/mar/06)

Chair: Paul Sas E*TRADE

First Mimi on Chandler, scroll down for Merlin on Getting Things Done.


Getting Things Done: Technology and Practice
Mimi Yin, Open Source Applications Foundation
Intro
– Personal Information Overload
– its the info age, and we still make decisions based on gut instinct, HL impressions
– can we make personal information management more effective/systematic
– help people get stuff done, efficiently, without losing focus on important stuff
– Key Q: WHAT IS THE BEST USE OF MY TIME NOW?

GTD: Getting Things Done
– task management methodology
mind like water
trusted system (complete)
place for everything
– implementation in chandler not pure gtd
spirit of law vs. letter of law
– GTD Mantra – trusted system = complete and up-to-date
– GTD Mantra – task = multi-step project
– GTD Tickler – item as a reminder

Chandler
– inter-"personal" info manager and platform
– personal meets collaboration
– extensible -> blogs, flickr etc.

Target user = knowledge worker (conceptual work, don't do very much (-;, reviews, track proposals, facilitate, ill defined tasks, flow info), e.g. customer service representative

Overviews – diagram
Symptoms
Problems
setup time – too busy to have system?
organize/placement overhead
techno-centric org
linear/binary workflow structure
data diaspora
tools too generic – users have to setup own system
data is organized around technical semantics
pre-defined user semantics
to, from, cc, can't add own semantics
hard to
add user semantics – folders
organize user semantics – hierarchy
task workflows too static

Solution?
– provide basic system out of box
– re-define notion of workflow
build a home for the user
– organize views of data around user semantics
metadata beyond technological/formats
– multiple classification
1 item in multiple views

Lack of discipline is not the problem

Provide initial structure / frame of reference
who
what
where
when
status
value
communications
todos

Key notions
– 1. CENTRALIZED collection bin. Give it anything!
vs. "easier to store in head" -> system incomplete
– 2. Focus on LONG VIEW of task management
i.e. handle interruptions!
not BINARY
unread vs. read
flag vs. unflag
filed vs. unfiled
handle incremental progress
info lifecycles
stages
black box
research
stalled – waiting for someone/something, waiting for time to pass
can do
can do markup (later/done/trash) -> defer/completed
NB: defer -> reminder/actual info item back in your focus (no separate app)

ADDING SEMANTICS EACH TIME YOU RE-FOCUS – PROGRESS ON ITERATIVE TASKS
status, due dates, whjo

– 3. EVOLVING WHAT AN ITEM IS (stamping)
any item can represent anything
e.g. email as a task, email as an appt.
whilst avoiding copy and paste, reformatting
stamping
communicate metadata
calendaring metadata
task list
overlapping metadata (e.g. body)

– 4. ALTITUDE
20K feet – long-term
10K feet – home / work CHANDLER PROJECT
500 feet – today
runway – new stuff, now CHANDLER DASHBOARD
1 item/concept – may exist at all these altitudes

User semantics
Tag labels – no semantics (e.g. "brown")
Attribute label (e.g. "Hair colour: brown")
Labels = collections

Why we organize
Label – bottom up (-> targeted retrieval via search, focus on item)
Save for later – aid in search
Capture info (e.g. atatch number to contact)
Collect – top-down (-> focus on group, forest vs. tree)
Monitor focus
Stuff you look at all the time – shopping lists etc.

New world PIM
ramp up – fall into gtd
re-define notion of workflow

SHARING COLLABORATION
Communal Dashboard
attribute -> "assign to"

Donation idea
donate calendar 2005 -> research

This is About Much More Than Tools and Rules
Merlin Mann, 43 Folders
Intro
– The lonely PM, too much, behind forever
– batting cage with all the balls flying out your head

GTD – book by a white guy in a suit
– framework for making progress on the projects which are important to you
offload the stuff in your head -> system
– Develop a personalonomy, a mental model
– David Allen -> Alan Davis
"punch yourself"
– key concept: next action
– natural planning model
i.d. next action, look 10 feet ahead
vs. gant chart: dead

1. Framework – not rules, more like patterns
2. Progress – all about action
3. Important to you – build a firewall
can you care less?

Podcast – Richard Scary book of the future
cartoon mouse wearing headphones (type and drink coffee)

Crazy Modern Life
rapid technology changes
overwhelming input
off netflix, deleted 220 rss feeds
self management
jobs as black box
geeks need the help

Your mum going through what sysadmins went through 10 years ago
– day wasted by all your colleagues

GTD -> 43folders – gives you vocab -> forum -> community

Popular posts
– getting started with GTD (http://gtd.43folders.com)
– introducing the hipster pda (hipsterpda.com)

GTD = framework + rules
Hipster PDA = tools

Behaviour
– attitude, activites, decision making, self aware action, mindfulness
– put frameworks and rules to use

The promise of email
– untethered, no meetings, shave hours off the day
– ubiquity, higher expectations

Me? You?
– 200 emails a day, internal, all actionable
– meta-work

Mindfulness
– stay awake, kitchen timers
– turn down the volume
– choose change carefully
– resist fiddling ("known issue")

Metro-technical (-;

todo tomorrow
– decrease auto email checking times
– jot down one dumb problem
– run a dash (starting versus finishing)
– leave water in the well
– call mom

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0 Responses to Baychi notes (14/mar/06)

  1. lovell says:

    Nice site. Thank to work…

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