Productivity

Good luck!

Bob Hyatt at “PastorHacks” has given his review of Amazon’s digital reading device.  One that my readers know I’m holding out for!  Since posting last on the Kindle, I’ve been watching the list of ebooks grow on Amazon’s web site.  Something Bob mentions in his review that I think would be a great benefit to all of us is the availability of commentaries in ebook format.  As I downsize my office, I’m clearing out some old sets of books and putting them up for sale on Craigslist.  Some of my books are now available as ebooks so I’m thinking of the day when I will purchase these on my future Kindle and be able to clear out more space.

Bob’s right though.  I’m preaching a book series on Philippians right now and it sure would be handy to have a few good commentaries on something small like this instead of lugging them around in my man bag with everything else I have in there.

Another note…After four and a half months of hiatus, I’ve decided to start publishing again to my other blog, “The Productive Pastor”.  I’ve thought of combining the two here.  In fact, I have a “Productivity” tag on this blog for some of those posts.  I think it might be better to separate the two for brevity’s sake.  I may still post some quick links here…but expound a bit more on the other site…In any event, let me know what you think!

Here’s a great post from “The Daily Saint” on productivity.

For a time, my gadgets DID own me. I’ve shed much of the tech toys for a moleskine and a telescopic pen which easily fits in my pocket. A few habits from “Zen to Done” and I’m more productive and happier than I used to be with all the toys. Several of them are up on Craig’s List for sale…

“Zen to Done” is the ebook published by “Zen Habits” blog author Leo Babauta.  Over the years, Babauta has refined a productivity system that combines much of the best advice from systems developed by Steven Covey and David Allen but is essentially it’s own system of doing things.  In this aspect, I think any of us who try to refine our organization methods can relate with Babauta’s work here.  Even in the ebook, Babauta cautions that not all of his system may be of use to you.  He even offers a stripped down version of his method early on in the book to give you an alternative.

Let me first clear up a misconception that many (even myself at first) would have with “ZTD” as it’s known.  This is NOT “Getting Things Done” rehashed.  Those of you who have followed David Allen’s system for years (known as GTD by it’s devotees) will look and see similarities since Babauta willingly admits to modifying some of Allen’s methods.  Collecting tasks and organizing them into lists is nothing new that was just developed by Allen.  Doing it with the method he promotes is a bit unique but Babauta never claims complete creative genius here.  He simply shares what’s worked for him and in doing that, he has put together a system that’s uniquely his while incorporating some of the best of others’ works.  Followers of Covey’s “First Things First” and “Seven Habits” system will recognize the “Big Rocks” and “MIT’s” (most important tasks) in Babauta’s writing but there are other aspects of the book unique to ZTD and there is much here you can benefit from.

I think all of us have modified systems for our own personal use.  Not one system works exactly the same for each person.  I’ve read Allen, Covey, and more recently, Mark & Trapper Woods’ excellent book “Forget the Seven Habits and Break all the Rules” which outlines some interesting methods of time management.  ZTD allows enough flexibility to incorporate methods you’ve gleaned from these other books and use it in Babauta’s system.  Another plus, there are just 10 simple habits to learn and you are encouraged to take them one at a time over the course of the year to improve your productivity.  As a pastor, I’ve utilized much of Babauta’s advice and the ZTD system is one that I think could benefit anyone who’s made a new year’s resolution to get organized.  This is a system that’s flexible, easy to learn, and highly effective if you commit to it.  The book is fairly priced for all that’s in it. ($9.50 through PayPal). You can purchase it here.  Babauta recently released his copyright on the book so you can share it with a friend you think might benefit from his work.  The idea is that if your friend really does benefit from the book, he might feel led to make a donation to Babauta’s “Zen Habits” work that is featured on his blog.  If you read “Zen Habits” often, you’ll find all the nuts and bolts of his system without purchasing anything.  The book simply organizes and puts a nice copy of the entire method in your hands for cheap.  I purchased the ebook after putting it off for a while after I read about Babauta’s release of copyright.  I figured I owed him as much since I’ve benefited from his work.

If you are looking to clear the clutter from your desk this year and feel more alert, energized, and in control, then pick up a copy of ZTD and read it in a night.  You’ll be glad you did.

I’m preparing to take the Strengths Finder 2.0 assessment sometime this week, perhaps as early as tomorrow.  I read this post from my blog reader and decided to take the author’s advice this weekend.  I had some Borders “bucks” earned (about $5) and a 30% off coupon so I picked up the book for about $8 Saturday morning.  I’ve read the introduction and reviewed the 34 strengths that are listed.  I’m just too tired to take the assessment right now.  I think going to head off to bed and take the time needed to do this tomorrow.  I’ll post my results after I receive my report.

There’s a Christian variation of the book that I’m very interested in.  “Living Your Strengths” was published a few years back and is similar in its assessment but puts the strengths together in a Christian perspective.  One of my goals for the church in 2008 is to do a better job organize our giftedness and putting it work for maximum benefit.  I think this book might be the key.  I’ll review them both and fill you in on what I’ve decided.  For now though, it’s time for bed.  I’ll write more later this week!

Josh Kaufman at “The Personal MBA” has written a nice, concise review of the Amazon Kindle reading device.  More and more, I want one of these but really want to wait until the 2.0 version arrives.  I don’t think it’s going to be long given that these are selling out as quickly as Amazon gets them made.  After listening to Jeff Bezos (Amazon owner) talk more about this device, I’m settled that I want a Kindle.  Sony’s e-reader is very cool and at $100 cheaper, a bit more affordable in the short term.  What I like about the Kindle is that books that are purchased are archived at the Amazon site so you can always delete and re-add books without worry about losing your purchases.  With Sony, you have to download books and then transfer them with a cable to your reader.  If your hard drive goes down or the memory stick goes bad, you’ll likely be able to recover your purchases but it will be a big hassle.  Kindle eliminates this need and it works without a computer so if I’m stuck in an airport somewhere and my flight is delayed, I can always drop in at a restaurant and for under $10, download a book to read.  The only thing I’m not keen on is the large side buttons.  I wish the Kindle took more of the Sony e-reader’s cues on that design.  Perhaps when the new machines are introduced, we’ll see a difference.

Until then……………..I’ll wait……..for how long, I don’t know.

Gmail offers some great tools to help you manage tasks using your email.  I made the switch to Gmail last year and am very happy I did.  I used to use a GTD “Getting Things Done” plug in for Gmail to help manage my tasks but I decided to try something different.  I’m always looking for ways to streamline my productivity and the new colored label feature in Gmail provides it.  You can now color code your Gmail messages and make it easier to find them.  Using a tip from the book “Forget the 7 Habits and Break All the Rules” by Trapper Woods, I set up a simple label system using his “stop light” metaphor.  Red is for tasks that need to be done immediately or are high priority.  “Green” tasks are what you should really focus on.  These are the tasks that you can plan out in advance and get them done before the move into the “red” category and increase your stress.  “Yellow” messages are ones that can be time robbers and not really add to your immediate productivity.  You should use “caution” when addressing these messages hence the yellow stop light code.  For me, Yellow messages are ones that I will look at when time isn’t an issue.  If I have a moment to relax or review them in the evening, I may re-code them to Red or Green to move them along if necessary or just to get them out of the way.  In the ministry context, Yellow messages can also be tasks that I can delegate to others.

This simple system allows me to filter emails I receive immediately and address the ones that need taken care of in the right order.  For now, Gmail doesn’t have the color yellow in its color labeling so I use the burnt orange color for it.  I also use blue as the color for my “reference” file.  Any messages I need to save for future reference or eventually archive in Gmail are tagged with the “reference” label for future needs.  This can be handy when you have an email you know you might need in a month just for informational purposes but don’t want to archive it.

This system allows me to begin each day with a ready task list.  I now simply access my gmail, label or delete any new messages, and then prepare my tasks by sorting by color code.  I can put everything on a 3 x 5 index card and be on my way for the day.  I’ll immediately put the red tasks at top (pay bill, visit someone, etc..), find several green tasks that will keep my stress level down and do as many of those as is possible (write letter, address future problem, etc..) and then, I might put a yellow task on the bottom of the card in case I have time for it….(schedule coffee with Mr. Xyz just because)…  This, coupled with my task management system I’ll discuss later, keep my mind clear and my stress down.  As a pastor, I want to filter out as much unneeded stress as is possible.

So what do you like and/or do for task management?  I’m always open to ideas.