Managing Time with Clarity

I don’t know about you but I reckon I have bought more than my fair share of “Getting Things Done” books and Guides in my time and I just never seem to find a perfect process that works for me or at least one that I will totally stick to for any length of time. So I guess you could say I have self taught knowledge of this area and if nothing else am well read on the subject!

Until recently I was, well my usual, moderately organised individual despite all that I have already mentioned. In fact the best (until now that is) system I have come across is called the ‘Pomodoro’ technique which sets out a process by which you single task (Humans are rubbish when it comes to serious multitasking) serially throughout the day with consistent regular breaks for say 10 minutes during which you can grab a coffee or whatever floats your boat.

The key here is having the break which it is claimed gives your sub-concious brain time to assimilate the material you have just spent time on.

Well I can confirm that the Pomodoro technique does its job, at least for me it does as I can say with confidence that my retention and absorption of material measurably improved as a direct result of the system. I even use an electronic egg timer (ipomodoro) on my iphone to count out the elapsed time, remind me of my break period and remind me once again that it’s time to get on with my task’s.

If you want the book (I purchased the ebook ) then you can get it from the Pragmatic book store.
Pomodoro Technique Illustrated (eBook) by Staffan Nöteberg which is first rate if a bit quirky in places yet highly recomended.

So things had been progressing quite nicely as I have said, the only drawback being the lack of automation and flexibility beyond that ‘ducks in a row’ structure which ends up paper based. So I am always on the look out for ways of automating things if for no other reason than the consistency that brings to ones approach.

Well now I have found it and the great thing is that it works on windows and Mac and has been around long enough to suggest it’s very stable, I just had not found it previously. The software is known as The Action Machine and it fits very well into the Pomodoro way of doing things yet is flexible enough to adapt to the traditional GTD approaches also.

So now I have a ‘single’ system that in total means I am in full control of my time planning yet in a very efficient and flexible way and I don’t need the iphone to help out any more either.

PRINCE2 is all well and good for big oft times Multi-Million projects (though PRINCE2 is a methodology spanning the entire small/medium/large project space) – what about projects on a more personal scale?

The crazy thing (at least for me) is that self project management is actually quite hard, providing ample opportunity for cognitive confusion and deep frustration capable of driving a generally relaxed and composed composition into an irritable version of AADD personified!

When it comes to organisation of what I call ‘self-time’ I admit to have tried just about every old/emerging/new technique there is and to be fair, I still have not got it ‘totally’ nailed at least not yet anyway.

My current organisation is based upon the GTD approach with a sprinkling of the Pomodoro technique as a driver with which to FOCUS, and focus is THE key when it comes to actually pulling off an organised approach to lining the right ducks in a row before actually shooting them down!

The main thing which seems kind of ‘obvious’ is to NOT involve yourself in too many projects (In GTD this is anything requiring more than two steps) which is a weakness of the GTD system as described elsewhere. Yes (if we set it all down on paper) we all are likely able to build a very long todo list (and along the way dump a lot of noise from ones mind) but that just isn’t really much use, especially when clusters of ‘TODO’ elements are morphed into ‘Projects’ which in turn become a TODO list of Projects – Aaaagh!

The important thing to take on board AND put into active practice is to rationalise that Project list down to truly significant (important to you) list of projects, rather than list out a train spotters manage of things you are in all likelihood never going to get around to. In so doing you will find yourself fitting into a practical and workable approach to organising your ‘productive’ time.

Another article  which further explores my ‘rationalise the project list approach’ – further, can be found over at lifehacker.com (a great site by the way) in an article entitled ‘how-to-maintain-a-project-list-that-doesnt-crush-your-soul‘ it’s a good read and you will I think, find it useful.

I’d be interested in exploring what aspects of self Project Management you find challenging and why? Leave a comment and let’s explore different experiences/tips/approaches.