Why CIO’s should be on Twitter

Twitter LogoRecently Vala Afshar wrote an article on The Huffington Post called “The Top 100 Most Social CIOs on Twitter 2014” which got me thinking – why do I use Twitter?

Many people ask me how I have time to post to social media sites like Twitter and LinkedIn. They also voice security concerns or worry about their company’s social media policies. But mostly they just say “what would I say?” They think it is just a waste of time with a lot of people tweeting about where they are or what they are doing. Seriously, what possible value could come from 140 characters anyway? I know this from my conversations with others and from personal experience – I thought that too!  I was wrong.

You should be on Twitter if for no other reason than it will enable you to experience social networking first-hand. One of my pet peeves is people who pontificate on new technologies but have never actually used them. This is particularly annoying among CIOs whose responsibility is to understand new technologies but for some reason dismiss “consumer technologies” like Twitter without actually trying them.

So, why do I participate on Twitter? The short answer is I make time because I get more out of it then I put into it. Here’s why I tweet and why other CIOs and senior IT executives should consider it.

It will help you stay connected to fellow CIOs and thought leaders – This is one of the few technologies I’ve found that actually contributes to community building.  In today’s busy world, it’s difficult to keep up with others. Twitter offers an easy, low investment tool to network with CIOs by following them, retweeting them, or replying to their posts. Twitter makes it easy and fun.  It will introduce you to new colleagues. I have met several CIOs via Twitter that have contributed to my life in meaningful ways.

It will help you keep up with what people are talking about – Twitter is the best way to find out about breaking news and topics you care about. Via Twitter, I have learned about emerging trends, hot books, cool software, great wines and even great restaurants.  Because the information is coming from real people who care enough to tweet about it, I have found it more valuable and authentic.

It will help you share knowledge with like-minded people – Most CIOs agree that an important part of their role is to teach and educate others about technology, information, and business process. So when I read a good article, I share it on Twitter so my followers can decide if it is worth their time. I become an “editor” of interesting stuff that fellow CIOs should also find interesting. I’ve developed more meaningful connections and learned from others that share common interests.

It can help build your personal “brand” – As a CIO, I am a leader with a voice that should reach my community. Though I tweet and add the disclaimer, “Opinions are my own and do not represent CAA”, my participation is thought leadership and promotes my personal brand. When people hear your name, what comes to mind?  What is your reputation?  What is the “brand promise”?  Brands are built incrementally, one interaction at a time.  Twitter gives you one more way to build your brand, one tweet at a time. It is a great way to drive people to your blog or web site too.

Don’t be afraid. You don’t have to tweet anything just set up an account and start following people. Twitter is very Darwinian in that you can unfollow people with a single click so the list of people you follow is always evolving based on the value of the tweets they post.  If someone is posting lots of low value tweets like “I’m at Starbucks”, “I’m watching this show”, then just unfollow them. It’s that easy. The converse it true. If you don’t post high value posts people will drop you in a flash.

So, if you’re a CIO or senior IT executive you owe it to yourself to give Twitter a try. I’ll bet you find that you get more out of it then you put into it. I know I did.

CIO Time Management Sucks

time suck In today’s always-on lifestyle there’s never enough time in a day for busy CIOs – or any manager – to get everything accomplished. So you need to “manage” your time more effectively, and you’ll be amazed at what you can accomplish. Of course, we can’t really manage time. There are only 24 hours in a day and there is not a damn thing we can do about it. So, we need to be smart about how we allocate our time.

Do a “mirror check” and check your own daily schedule to see if you’re falling into one of these time management sucks.

Not investing the time necessary to train someone to delegate a task

Admit it. You have several tasks you hate doing that eat up too much of your time. The only reason you haven’t passed them on to your assistant or an employee is you can’t seem to find the time to train somebody else to do it. Make the time. Invest the time in training others to do tasks to get them off your plate. It is tough – especially initially when they are not as productive as you are at accomplishing the task but over time it will pay off in spades.

Not scheduling your priorities early in the day

You’re the boss. You get to set your schedule the way you like it, so be smart about it and schedule your priorities in the morning. Set aside time to work on your priorities first thing in the morning and that way when you get “overtaken by events” you will have time in the afternoon by bumping those lower priority items on your calendar. And, remember that not scheduling your time is the least effective scheduling of all.

Not Managing Distractions

As the person in charge, you must be available for major decisions and to help with emergencies, but it’s likely those points only take up 10 to 20 percent of the interruptions and distractions that hit you every day. Don’t be shy about establishing dedicated “do not disturb” time every day to work on your priorities. This is absolutely critical when you do your Weekly Review.

Not practicing Inbox Zero

Stop complaining about how email is taking so much of your time that you don’t have enough time left for the important stuff and do something about it. It is kind of like complaining about the number of meetings you have to attend and then not doing something about it. If email is taking up a disproportionate amount of your time, then you need to do something about it. Take charge of your situation. Don’t let the constant stream of incoming emails take control of your priorities and time. Practice Inbox Zero and only look at an email once.

Not focusing on one task at a time

You might think you’re being more productive when you multitask and look like you’re being more productive, but the research consistently proves multitasking doesn’t work. It’s actually impossible—you can’t focus on two things at once but rather “context switch” your focus rapidly between tasks. Since it takes as much as 10 minutes to find get back into a high-productivity flow with any given task, multitasking means working at lower effectiveness all day long.

Work/Life Balance is a Myth

Work Life BalanceI just read a great article in the Harvard Business Review entitled “Manage Your Work, Manage Your Life” that highlighted how many of today’s most successful executives attempt to manage the Work/Life Balance. According to the article, “Work/life balance is at best an elusive ideal and at worst a complete myth.”

Many people profess to to seek a “balance” between work and life.   What they really mean is they want to strike a balance between work and family. Well I have bad news… There is no such thing as a Work/Life balance. That’s right – there’s no “balance.” If you’re trying to achieve balance, you’re going to fail. Balance isn’t the answer. The best you can hope for is “dynamic tension” between the two. But, there is a way to be at peace about the work and family struggle.

In today’s alway on, always connected world it there is no longer a distinct “work time” and a distinct “personal time.” Just acknowledge it and get over it.  In the era before email, smartphones, tablets, instant messaging, social networks, etc. we all had relatively predictable days. Now we all have unpredictable random work streams that come at us constantly 7×24.

We all feel the need to always be on and connected in order to keep up. This is why people feel compelled to constantly check their email of their FaceBook feeds. FOMO – Fear Of Missing Out psychologically compels us to check just in case. The reality is everyone else is NOT doing it better than you, and you’re NOT the only one feeling stressed and worried about everything, and feeling like you’re almost failing at both. Here is what to do:

Don’t attempt to have separate work and personal systems. You just have your life and all the associated commitments and stuff in your life. Do separate your contexts – what you can only do at the office and what you can only do at home – such that when you are ready to do you have your next actions broken down into the appropriate context to getting things done.

Then at the beginning of each day at the office, look at your calendar to see what hard commitments you have and how much discretionary time you have.  Then, look at your Next Actions lists and decide what you realistically want to accomplish today before you go home.

I stress the realistic part of this. Assign a “Today” tag to the next actions you want to accomplish today.  Then filter your next actions on TODAY so you only see those items you decided you want to accomplish today.  Once you can check off or delete all those things that you set out to accomplish in the morning at the office, GO HOME. Feel good about accomplishing what you set out to accomplish and go home to be with your loved ones.

Once your home be fully engaged with your family.  No multitasking. Sure, maybe a little email after your partner and the kids go to bed, but that’s all.

How to get back in control

Mind-SweepWhenever we lose steam in our GTD practice, I feel like the most powerful exercise is what David Allen calls “the mind-sweep.”  Whenever I feel “out of control” with everything going on in my life, I try to step back and do a mind-sweep to regain control.

The idea behind the mind-sweep is to identify and gather a complete inventory of everything that is making claims on your attention or is likely to affect the larger areas of responsibility in your life. You need to capture all of the “open loops” in your life – everything that’s quietly burning cycles, stealing focus, and whittling away at your attention – so that you can then decide what (if anything) must be done about each of those things.

If it’s not being directly managed in an external trusted system, then it’s resident somewhere in your psyche and that is a bad thing. The point is you need to make sure that everything you need is collected somewhere other than in your head.

By doing a mind-sweep you’ll discover your head is flooded with stuff that you aren’t or haven’t been doing anything about. Not coincidentally, this is almost always stuff that represents some kind of incompletion, functional fuzziness, or procrastination on your part.

The Mind-Sweep

The mind-sweep is really simple. I break it down into two parts.

First, I take my phone and literally walk around my house and office and use Fast Ever Snap to take pictures of things that I want/need to do something about. It is important not to  judge the items or think about them in any way, just get them captured. Many items will be in the someday/maybe category that I may not actually get to doing for a long time. That’s okay. The critical part is to capture everything.

Literally, start in your front yard and take pictures of everything that you might want to do something about. Maybe it’s trimming the trees or weeding the planter or changing the driveway to bricks. Just start capturing everything. Then go to the side of the house, then the backyard, the garage, and every room in your house. Don’t skip closets of drawers as they can easily be a source of subconscious stress. Do I need to go thru the file drawer to find those important papers? How about that junk drawer in the kitchen?

Once you have completed this physical inventory of all your stuff, move on the second phase of the mind-sweep. Start with a single sheet of printer paper and a pencil, set a timer for 10 minutes, and just begin to inventory every conceivable anxiety and “open loop” from the corners of your brain.

Begin with the hopelessly-behind project that’s making you insane right now, then proceed methodically through every flash of thought that makes you cringe, groan, pause, ponder, or exclaim; these are the runaway background processes that are responsible for subconscious stress and you need them out.

Think about it like brainstorming. Don’t judge the items or think about them in any way, just get them on paper. Remember, this is your opportunity to convert the fuel for subconscious stress into items that can later be made actionable (or deferred or delegated or killed etc). But you can’t do anything about it until it’s been captured and evaluated in your trusted system.

For the sweep to really do its best work, you must call upon extraordinary willpower to stay in collection mode. Remember the day you finally “got” how GTD worked by firewalling your planning time (Weekly Review) from your doing (Processing) time? Same idea here. No straying or switching back and forth between the two.  I would even suggest eliminating use of the two-minute rule during your mid-sweep.

Now that your 10 minutes is up, look at the list and process it.  Most of the items on it will be projects of some sort. Get them into your trusted system and you will immediately feel the joy of getting them out of your head – guaranteed.

The Power of the Daily Review

Time for ReviewIf you follow GTD and keep your trusted system up to date, then it is easy to leave work every day and feel like you have accomplished exactly what you needed to do for that day.  I do this by performing a 10 minute Daily Review every morning.

A Daily Review is simply carving out 10 minutes every morning to look at my calendar to get a sense of what my day looks like.  Then, once I know how much available time I have to dedicate to accomplishing the tasks I have in my trusted system I have the appropriate context to know what is realistic to accomplish. Then I scan my “Next Actions” notebooks in Evernote to decide what I want to accomplish that day and I tag them with the “Today” tag.  Then, I filter those items with the Today tag so I only have the items I have decided I want to accomplish that day and I leave this “Today List” up on all my devices.  Then, during the course of the day as I accomplish items on the list I delete them.  When I have an empty Today List, I know I have completed all the agreements I have with myself for the day.

I can’t tell you what a great feeling it is to look at that empty Today List and know that I have accomplished everything I set out to do for the day. This allows me to drive home and decompress by tuning out and watching TV, reading a book, talking to my wife and kids or whatever activity I’m in the mood to relax and refresh knowing I had a productive day.  Equally important, is the ability to forget all the things I didn’t do because I consciously choose not to do them but are still on my plate is essential to relieving stress.

Finish LineBy doing a Daily Review each day and deciding exactly what I intend to accomplish that day, I am creating a “finishing line” at the end of the workday. Once I cross that imaginary line in the sand, I can put the day behind me and start shifting my attitude, heart, and mind towards the next part of your day — whether that’s exercise, recreation, or family time.  Practicing the Daily Review allows you to clarify your thoughts, collect yourself, refresh, refuel, and renew yourself by having a feeling of accomplishment.

Successful task management is really agreement management. At the end of the day, how good you feel about what you did (and what you didn’t do) is proportional to how well you think you kept agreements with yourself.  Did you do what you told yourself you would do? Did you accomplish what you think should have been accomplished?

Wasting time only means that you think you should have been doing something other than what you were doing. Sleep is not a waste of time if you think you need it. Taking a walk instead of rewriting your strategic plan is not a waste of time as long as you think taking a walk is the thing to do at that moment. It’s when you wind up not having done that which you’ve agreed with yourself should be done that the trouble begins.

I believe in outcomes and results not time worked or effort.  Once I have completed all the items on my Today List I can go home feeling good about myself no matter what time that is.  It is a wonderful feeling knowing I accomplished all the agreements I made with myself.

Since I have started this practice, I am far less grumpy when I arrive home. I feel more in control, and I have a feeling of clarity about what I have accomplished.  Most importantly, it enables me to “switch off” from work when I’m at home and engage fully with the people I love most.  Crossing your finish line each day is something that not only leaves you feeling satisfied and fulfilled, but motivates you to finish well.

What to do in 2014 to achieve “Mind Like Water”

Mind Like WaterAs the year winds down and we look towards 2014, we look forward to what we can do better ourselves in the coming year. For anyone who has experienced the stress-free productivity that GTD produces but for one reason or another has stopped practicing GTD then now is the time to commit to making GTD a lifelong habit.

Year-end is the perfect time to get back on the GTD bandwagon because we are in a reflective mode of self-improvement.  We know it works and know the stress reduction it can provide.  We also know when practiced diligently it can provide what David Allen calls “Mind Like Water.”  When you are in this state you feel great about where you are, what you are doing, and ironically what you are not doing.  For anyone who has experienced this feeling it is amazing and you want to get back there.

So many people ask me how they can “really do GTD right this time?”  Like a diet or a new year’s resolution, they really want to be successful, but deep down fear they will fail over the long-term.  The want a magic bullet or trick that will help them to succeed with GTD over the long-term. Well, like anything there is no magic bullet that will do it for them.

Fortunately, there is one way to succeed with GTD over the long-term and that is to do a Weekly Review every week.  This is the single most important thing that determines success or failure over the long-term.  If you really want to succeed you need to commit to spending one hour a week doing a Weekly Review – without fail, no exceptions.

Think about the payback – one hour a week to improved productivity and reduced stress.  A bargain from my perspective.  I do my Weekly Reviews on Sunday evenings with my wife and bottle of wine or Monday mornings in the office.  Either way, I’m ready for the week. Here is how I break down the hour:

1 – Review My Calendar (5 min)

It is important to understand what you have ahead of you to set the context for how much available time you will have to work on projects and next actions in the future.  Start with looking at your calendar in month view to look at the big picture.  Travel and all day events like birthdays, vacations, trips and holidays will pop out at you.  This gives you  a sense of is this a “normal month” or not and will alert you to any big items on the horizon.  Review the next three months.

After you look at the big picture by month, focus on the week view to get a sense of is this a “normal week” or not.  As Peter Drucker stated “the week is the unit of measure to connect daily tasks to their strategic priorities.”  Review the next two to three weeks to get a sense of what is immediately ahead of you.

2 – Review my Projects (40 min)

This is the bulk of your Weekly Review and if you do nothing else in the hour you need to review your projects.  Start at the top of your list and move down one by one and do the following:

Is the project written in a way that it can be checked off as “done” when the description is true?  If not, describe the project to denote “what does done look like?” and be sure to include the desired outcome as the first word in the description of the project.  Use words like draft, finalize, implement, research, publish, distribute, maximize, learn, set up, organize, create, design, install, repair, submit, handle, resolve, think about.

Once you are comfortable with the description of the project, you need to break down the project into the discrete tasks needed to complete the project.  I use the notes section of the Evernote note to do this.  I am not a stickler for breaking down every project into it’s related tasks.  I usually ask  ”Do I have the bandwidth and resources to do this project?”  If not, I tend to go on to the next one.

For the ones I do have the bandwidth and resources to pursue I ask “What do I want to accomplish this to move this project closer to completion?” and “When do I need to accomplish it by?” I add any items that come to mind in a more or less free-form manor with each task or idea on a separate line.  Do not worry about formatting as that will only slow you down during this critical process.

Finally, and this is critical, put the next action to move the project closer to completion to the next actions list.

3 – Review my Waiting For items (5 min)

Do a quick scan of your Waiting For items to see if you can move any into Projects or Next Actions because you are no longer blocked or waiting for someone or something that you may have delegated.

4 – Review my Areas of Focus (5 min)

Do a quick review of areas of focus to keep them fresh in my mind.  Often, this review will spur new projects that you will add to your projects list.

5 – Review Someday/Maybe items (5 min)

Do a quick scan of your Someday/Maybe items to determine if any items need to become active projects and if they do then change the Evernote notebook to the Projects notebook.  If you determine that you really are never going to do and item because it is no longer of interest then delete it.

It is very important to resist the urge to “do” during a weekly review. Don’t do it. The Weekly Review is for reviewing not doing. This is even true for the two minute rule. Focus on reviewing your “stuff” and getting current and you will immediately feel the stress relief of “Mind Like Water.”

How do you do your Weekly Review?

Perform a Year-End Review (because New Year’s resolutions don’t work)

Year End 2013This is the time of year we all do self reflection and resolve to improve ourselves in the new year.  As most everyone knows making resolutions like “I’m going to get healthy” rarely are successful.  The main reason for this is these goals are not put in a context that will allow for long-term success.  Once the initial “eat better and get to the gym” wears off and we are stuck in the daily grind of our lives we revert to our old habits.

If you really want to resolve to accomplish something and truly make a commitment with yourself, then you need to create a environment for long-term success.  This means adopting GTD and incorporating your desired outcome into your trusted system.

I recommend you do a “Year-End Review” to reflect on last year and project into next year.  Then if something comes out of that self reflection that you really are willing to commit to, then you need to incorporate it into your system and work your system every week via the weekly review.  By using this approach (as opposed to a new year’s resolution) you will have a much better chance of long-term success.

The year-end review is similar to a weekly review but at a much higher level.  Here are the questions I ask myself:

Looking back on 2013:

  • What were your wins for the year?
  • What were the risks you took?
  • What is your unfinished business from this year that will carry forward to 2014?
  • What are you most happy about completing?
  • Who were the people that had the greatest impact on your life this year?
  • What was your biggest surprise?
  • What did you give back to your community?

Looking forward to 2014:

  • What would you like to be your biggest win to be this year?
  • What are you planning to do to improve yourself?
  • What would you be most happy about completing in the coming year?
  • What would you most like to change about yourself?
  • What are you looking forward to learning?
  • What do you think your biggest risk will be?
  • What about your work, are you most committed to changing and improving?

Next, it is critical to assess how you have allocated your time over the course of the last year. This is critical because time is your most valuable asset. There are only 24 hours in a day and therefore you need to make the most of each one of those hours.  To complete my Year-End Review I schedule my calendar for the new year. I schedule all of my recurring meetings to stop recurring at the end of the year so I will have a blank calendar in the new year. This way I get to reassess the value of those meetings.

Open your calendar and look back at your recurring meetings. Were they worth the time you invested in them? I’ll bet they started out with the best of intentions and actually provided value but over time, they decayed into less value. Take a critical look at your recurring meetings and ask yourself if they continue to be worth the time investment.  Ideally, you will delete these from your calendar. If you’re not comfortable with removing them, then maybe you can reduce their  recurrence from daily to weekly or weekly to every other week.

The next thing you need to do is to schedule your priorities. This is absolutely critical! If you don’t schedule your priorities, your calendar will get filled up with other stuff and you wont be spending your time on the highest value items. Schedule the things that really matter first. For me, this is my family time, my weekly review, priority projects, 1:1s with my direct reports and any major commitments I may have.

Schedule these items in the morning and don’t make them more than 90 minutes. Why? Because if you schedule them in the morning and you get “overtaken by events” and have to do something else you can bump a lower priority item off later in the day. Also, there is ample evidence showing that people’s energy, concentration and effectiveness is greater in the morning than the afternoon. There is also lots of evidence that after an hour and a half people’s effectiveness drops off significantly so if you have a large project you are much better scheduling multiple 90 appointments than to try to slog thru a multiple hour task.

Schedule multiple 30 minute appointments to process you “inboxes.” For most people this is email but if your honest with yourself you have multiple incoming queues of stuff. If you follow GTD then you have your “unprocessed” queue of stuff. You may have an “inbox” on your desk, you may have incoming calls, you may have RSS feeds, you may have the incoming stream of social media or other incoming queues of “stuff” that needs to be processed. Schedule time to process your  stuff to zero.

Once you have added these items to your calendar, then whatever free blocks of time are left can be filled with meetings and other lower priority items.

Do a Year-end Review and I guarantee you will feel better and start the new year off on the track to success!

How to achieve Inbox Zero every day

emailAs a manager I continually hear people complain how email is taking more of their time and that they don’t have enough time left for the important stuff.  It is kind of like complaining about the number of meetings they have to attend and then not having enough time for the important stuff.

If email is taking up a disproportionate amount of your time, then you need to do something about it. Take charge of your situation. Don’t let the constant stream of incoming emails take control of your priorities and time.

I assert that it’s actually less effort to maintain your email inbox at zero rather than to keep any amount of mail that has been read in your inbox. I know this sounds counterintuitive to most people.  Ideally, you should check your email inbox three times a day and process it to zero.

It is interesting to see when people give demos or presentations with their own machines how many people have read and unread email sitting in their inboxes.  Some people I know have hundreds or thousands of unread emails sitting in their inbox. Even worse, many have thousands or tens of thousands of read emails still in their inboxes.

That is what you get when you check it too often, and don’t have the appropriate amount of time to adequately respond or deal with the email. You tend to just leave it there in your inbox. When you leave a lot of old and outdated items laying around in your inbox, your subconscious knows there is still something to be done and it won’t let go of that until it is dealt with. Additionally, now you have to read the email again at a later time to deal with it.

This is totally inefficient. There is a better way – Inbox Zero.

Let’s face it, it will be difficult to go from checking email continuously all day to every three hours or so. It will take effort to change your habits but once you get in an inbox zero habit you will realize it is dramatically superior to your old email processing routines and that will have ripple effects across your productivity, workflow, energy and motivation.

I can hear some you as I write this… “What about emergencies, what about my boss, people need me, what about the important project…” The reality is, over time, people will adjust to your way of processing email. They will learn to call, text or stop by if it is truly time sensitive.

The reason it’s actually less effort to maintain it at zero than to maintain it at 1,000 is that you don’t waste energy dealing with any particular email more than once. The decision about the next action is still unmade for much of what lies in your inbox. In GTD terms it is still “stuff” – something in your world for which the action is still unclear. Every time you consciously or unconsciously notice that email again and don’t deal with it, it wastes energy.

Every single item in your inbox needs to be processed only once. If you need more than two minutes to process a specific email, you process it to your trusted system. In my case that is Evernote. When I am processing email and I run across an actionable email that takes more then two minutes to deal with, I just forward it to my default Evernote address.  That way it is waiting for me in my “Unprocessed” Notebook ready to be processed the next time I am processing.

This way I ensure that my inbox is always down to zero and that at least for a few hours I have that inbox zero peace of mind. Every day, my goal is to complete everything on my “today” list that came from my Daily Review and to process my inbox to zero. Then I can go home with the piece of mind of knowing that I accomplished everything I wanted to accomplish and my inbox is completely processed and nothing is going to slip thru the cracks.

How do you maintain your inbox zero?

How I use Evernote to run my life (part 2)

Evernote LogoA few weeks ago I outlined how I set up Evernote to be the basis of my Trusted System that I use to run my life.  Now, I am going to share how I use this system in my daily life.

The beauty of Evernote is it’s friction-free ability to get “stuff” into Evernote so you can process it later and ensure you never forget anything that is actionable.  This is critical to having a Trusted System and the stress-free productivity that goes with it.  Almost every morning during the week I go to the gym and alternate between Pilates, cardio  and strength training workouts.

On the cardio days, I use the elliptical trainer and my iPad to read while listening to a up-beat playlist to motivate me to keep my heart rate up.  I start out reading the Wall Street Journal, New York Times, and LA Times to catch up on what is going on in the world.  If I find an article that I want to keep, I use the “share” function to email it and I send it to my Evernote email address.

Keeping up with information

RSSThen I go on to process my RSS Feeds via Feedly. I love Feedly as my replacement for Google Reader and Feedler Pro. It works across the web on Mac or PC, iOS and Android so no matter what device I am using, I can process my feeds and it will sync across devices.

Sharing information with the world

BufferIf I find an article that I want to share with the world, I use Buffer to tweet it and post it to LinkedIn.  I highly recommend Buffer because it allows you to schedule your tweets and posts so they don’t all come at the same time. This allows your followers to consume your tweets and posts easier.

Leveraging audio content

PodcastsOn strength training  days, I listen to podcasts on my iPhone with the Apple Podcasts player. I use Fast Ever to add the location of the bookmarks that I place in the podcasts to follow-up on them later in Evernote.

Processing email to zero

When I am processing email and I come across an action that is more than two minutes, I forward it to Evernote and drag the email to my Archived folder in case I ever need to original email.

  Processing web sites

web clipperIf I am on the web or I click thru to a web site and see something actionable or a reference item I want to save for future use, I use the Evernote Web Clipper to clip the article to Evernote.

Processing physical paper

scansnapIf I have a physical piece of paper that needs to get into my trusted system I use my ScanSnap to scan it to Evernote. One button is all it takes!

Capturing ideas or actionable items on the go

Fast EverIf I come up with an idea or someone tells me something actionable, I use Fast Ever to input it via text or use Sound Ever to record it as a voice memo.

Capturing ideas or actionable items while driving


Similarly, If I am driving, I use Siri to do a voice to text conversion to send it to Evernote.  Try it. It works surprisingly well.

All of these processes end up with new actionable items waiting for me in my -Unprocessed folder in Evernote ready to process into the appropriate action and context for that item.  I can’t think of a better way to have a friction-free way to getting stuff into my trusted system than using Evernote.  And for this reason, Evernote has become the most important application I have on all my devices.

Bad-Ass Execution Principles

Don Fornes of Software Advice recently published his Bad-Ass Execution Principles which is based on David Allen’s classic text on organization and productivity, Getting Things Done. One of the great things about GTD is the core concepts can be applied using everything from paper and pencil to today’s modern cloud/mobile tools. It all depends on how you and your company work to best apply the GTD principles to your situation.

Don has adapted these principles to fit their company culture and to reflect the use of online applications like Basecamp, Gmail and Google Calendar. He calls it Bad-Ass Execution Principles.

Getting Stuff Done

Write everything down. Getting things out of your head and onto paper will help you remember them–and documenting everything in one place will help you stay organized. Software Advice uses a web-based project management application called Basecamp to keep track of projects and to-dos.

Break up your projects into next steps. Large projects can seem insurmountable. Breaking them up into actionable items and next steps can help you focus on the task at hand and work through projects systematically.

Immediately deliver value. When assigned a project, it’s important to try to deliver something right away. This will help you get feedback early on, to make sure you’re on the right track and prevent you from investing too much effort in the wrong direction.

Aim for quick wins. A small, positive accomplishment at the beginning of a new project will help establish trust and authority, as well as give your project a kick-start.

Google it! You want employees to feel comfortable asking questions when they need to, but if something is easily researched online, they should be resourceful and solve some problems on their own. This saves management valuable time, and builds problem-solving skills and shows initiative for employees.


“Projects” list. Create a list of your projects in one place: paper lists, iPhone notes, or web-based apps will work.

“Next Actions” list. This is a list of the very next step you will take for each project, including emails, phone calls and meetings.

● “Waiting For” list. Track what you are waiting on from others by creating this list in addition to your personal task list. This will help you stay aware of when you need to follow-up with someone.

Keep your inbox clean. Don’t let emails pile up. Is an email actionable? Add it to your “Next Actions” list. If an email isn’t actionable, you should archive it.

Track dates and actions on your calendar. Deadlines, appointments and actions (day-specific and time-specific) should be added to your calendar. Sign up for notifications so that you can get a reminder when the required action is due.

Review your project lists every day. Be sure to look over your calendar and lists every day. As you complete your projects, mark off the tasks. This will give you a sense of accomplishment and keep you organized.

As you can see Don has done an excellent job in melding GTD with the culture and tools of Software Advice. How do you implement GTD at your workplace?