Noisy Deadlines

GTD

There’s something going on with how I’m engaging with my To Do list (currently using Nirvana). I’ve been craving for something more interesting. I’ve had this feeling before, and when that happened, I tried out Microsoft To Do but it never stuck with me.

I’ve decided to do some exploration. I don’t want to be in a place where I’m compulsively looking out for new apps, but I want to use my curiosity to experiment with some options.

I will take a look at TickTick. I’ve never really used it and I’m curious to know how it works. I will also go back to good old Todoist, which has been my to do app for a couple of years and I remember I liked it because of all the colors, reminders, and super quick capturing and processing features.

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

This one example of the little things that make me enjoy Nirvana as my projects/task manager.

I have a project deadline today and when I created the project, I added a due date to it. This is a hard deadline, the day I must submit a budget to the Client. So today the project became red on the projects list! Which helped me prioritize my daily tasks while I was doing my daily time blocking.

I’m not sure if this is a new thing, but I don’t remember having noticed it before. Or I wasn’t adding deadlines to projects before. Something to remember for next projects.

Anyway, it’s a nice touch 🤩.

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

Ok, so my experiment yesterday went pretty well. It was great not to have the email window open at all times and I did 1-hour sessions of deep work to focus on a specific project I have to get done by the end of the week.

I noticed I would catch myself pausing during the 1-hour session and having this twitch to peek at my email, but I every time I avoided opening it, because I knew I had planned a specific block to deal with emails.

Today I did the same thing, I have the reminders on my digital Calendar and my actual executing plan in my Time Block Planner (which I will tweak as I go):

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

The past 2 days at work I felt I was in total reactive mode answering emails and worrying about them 😐.

Monday was as terrible as Monday can be, and I regretted my decision to book an 8am dentist appointment to start the week. Note to self: don’t book appointments at 8am on Mondays. I was a complete mess, I couldn’t plan my week or my day, I had 3 meetings back-to-back, so it wasn’t going to be a very productive day anyway (again, Mondays are the worst).

Yesterday I was still feeling out of my game, I was tired, I had a headache and some low back pain. There was a lot of communication activities with my coworkers, answering questions, answering emails and phone calls. After I did my shutdown routine in the afternoon, I felt 10% better and I left work 15 minutes early. I went to the gym afterwards and my low back pain and headache disappeared, and I felt much better.

🎯 So today I decided to test out a fixed schedule to check emails, instead of having my emails tab always open.

My plan is to have half an hour blocks where I will open my email and process the inbox. After time is up I will close it and continue working on my tasks for the day. This is the gameplan:

✉ Check emails 4 times:

  • 8:30am => A block right after I do my morning Daily Review slot
  • 10:30am => Mid-morning check
  • 1:00pm => Post lunch check
  • 3:00pm => Mid-afternoon check

In my Shutdown Routine block at 4:30pm I will check it again to process any outstanding tasks I need to capture for the next day.

I set the emails blocks in my digital calendar so that I get a notification when they start:

I’ll see how that goes today!

Later!

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

Every year I review my digital tools to see if there is anything I want to change. One thing that often catches my attention is my tasks tool. So I did a little experiment the past few weeks and tried out Microsoft To Do. I basically set it up and ran it parallel with my current app (Nirvana) for a couple of days.

The verdict is that I still like Nirvana, but I wanted to register this experiment and how was the setup for future reference. I will completely delete the setup after writing this.

The thing about my MS To Do setup is that I had to work with 2 accounts: work and personal. My work environment is all around Microsoft, so technically I could use my work account for all my areas of my life. BUT, I'm not comfortable leaving personal information on my company's servers, since they manage and have control of that work account.

The other possibility would be to have everything in my personal account, but then I would loose all the integrations between Outlook and MS To Do from my work account. Also, I would need to have my personal Microsoft login in my work phone to make it work (not a fan!). Ultimately, I like to have these two areas separate anyway, so the 2 accounts setup made more sense to me.

Just for the record, this was my personal account setup:

  • Overview, Next Actions Contexts and Projects List:

  • Someday/Maybe and References/Recurring/Lists

My Work account had a similar setup, but with less items on Someday/Maybe and also less contexts, since it was all work related.

Why it didn't stick with me?

  • I still don't like that I have to use a bucket called “Tasks” as my Inbox. It creates a small cognitive dissonance in my brain. It's not a big deal, but sometimes it bothers me.
  • I don't like having 2 separate “Inboxes”. If I'm at work and want to add something to my personal inbox, I'd have to send myself an email to my personal account, or switch accounts on desktop app or log in to my personal account. On the mobile, I could use Braintoss to capture items in either of my accounts by email. And then the captured item would land on the email inbox where I could “flag” it to be turned into a task. These are all valid options, but it created a lot of friction for me to capture anything, so it was not ideal.
  • I not a fan of how MS To Do deals with recurring tasks. I notice there are less options to set up a recurrence period. I prefer Nirvana for that.
  • Managing projects and next actions with tags: so I used tags to create a link between projects and next actions and it always get messy after some time. I constantly create variations of the tag, and I end up having more than one tag for the same project. Very confusing! It required me to pay extra attention when tagging: not ideal!

🏠 So, in the end, Nirvana's still my go-to. It clicks with my brain better, offers more options that I enjoy: project linking to next actions, recurring tasks flexibility and start dates, and it just feels like home🏠.

Previous Setups:

GTD Journey: Back to Microsoft To Do with 2 accounts — June 2023

GTD Journey: Moving from Nirvana to Microsoft To Do — June 2022

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

I came up with some questions yesterday about my GTD system when I was bored. I will jot down some notes about the first one:

What do I wish my system to do to support me?

That's a good question because a productivity system should be there to support me. It's how I got into GTD in the first place: I was searching for a way to be more organized and less stressed. I needed a framework on how to deal with all my life inputs and dreams.

So, how exactly can it help me?

Here are some of the elements that I wish my system should do to support me:

  1. Ease of use: I want it to be simple to use. I don't want to spend too much time or energy on managing my system, but rather on doing the things that matter. A good thought experiment is imagining a day when I'm sick: will I be able to use my system then? Will it be easy enough to use it when I'm not feeling 100%? A simple system is more resilient and adaptable to different situations and moods.

  2. Digital and multi-platform: It should be digital, multi platform and sync between my devices (mainly laptop and mobile). I want to be able to access my system from anywhere and anytime, without worrying about losing or forgetting anything.

  3. Reminder system: It should be able to remind me of things. On days when I'm most distracted having a reminder pop-up on my devices really help me not forget important things. Sometimes I need a gentle nudge to get started on a task or to follow up on something. Reminders also help me keep track of deadlines, appointments, events, etc. that I don't want to miss.

  4. Punch list: It should be easy to narrow down next actions into a “punch list” so that I can plan which tasks I will work on each day. One of the key concepts of GTD is breaking down projects into actionable steps that can be done in one sitting. This helps me avoid procrastination and overwhelm by focusing on the next thing I can do. Having a punch list of these next actions also helps me prioritize and schedule my day according to my energy, context and goals

  5. Aesthetically pleasing: It should be fun to use and visually appealing. I think having a system that I enjoy using makes a big difference in my motivation and mood. I like to customize my system with colors and emojis and also it is rewarding to hear a sound when an action is completed. These little things make me happy and keep me engaged with my system.

Of course, there is no one-size-fits-all solution, but after reflecting on this question, I'm rethinking some of the tools I use. I knew that the visual appeal was important to me, and I feel that lately it has become even more important.

Here is a quick diagnostic of the tools I currently use:

  • Calendar/Email => Outlook: I see no issues here. It's easy to use. I use the web version of Outlook in both my work and personal accounts. I like how it looks, it sends me reminders, it's available on all my devices. I can sync my personal and work calendars to see whole picture.
  • Task Manager => NirvanaHQ: It's relatively easy to add things to the Inbox. If compared to other tools, processing stuff is not that easy because there are drop downs menus and selections to go through each time. Aesthetically speaking it is not my favorite. Adding emojis to it make it less boring. I like it for its neat organizational buckets and multi platform sync. I can make a punch list using the Star feature.
  • Reference system => OneDrive/Standard Notes/One Note: I enjoy using all these tools. They are multiplatform and accessible in all my devices. I enjoy their user interface; I see no issues. I don't need reminders in these tools.

🧐 So, I am looking at you, NirvanaHQ! I will give it some thought. More later.

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

I couldn't do almost any of my work tasks I had planned for today in the weekly review I did Friday!

I looked at the Nirvana Focus list today and my brain was like:

“Nah, too many things! And look! They are all boring. Can I have my snack now? Let’s grab some tea! ” 🙄

So today was a day I drowned in boredom. I did some quick and easy tasks that showed up on my email inbox. But I couldn't start any of the projects related tasks I had on my Focus list. And I couldn’t revise the list either. I just wanted to wander a little bit. I journaled. I organized some stuff. I read some RSS feeds. I asked myself questions:

  • Did my to-do app (Nirvana) seem overwhelming? => Maybe, I looked at it and I thought “Oh, how boring! And…I don’t know where to start”.
  • Did I have too many tasks on my focus list? => I had 6 tasks listed there, with an estimated duration of 5 hours total.
  • Were the tasks too daunting? => One of them required a lot of focus and energy. And it would probably take me 1-2 hours to complete (maybe more).
  • Were any of the tasks in a tight deadline? => Not really, there were no hard deadlines to complete them today.

So, what's going on?

To be honest, I'm not 100% sure.

But I think it's a combination of the Monday effect with me feeling tired and no pressure from deadlines.

Although I did my work weekly review on Friday, I failed to do my personal weekly review on Sunday. I had a conference call with my family on Saturday night that finished later than I wanted, so I woke up later on the Sunday and that derailed my Sunday routine a little bit. I felt like I was playing catch-up and when I got to work this morning, I still had unfinished thoughts about my personal stuff.

I got a little bit off track. So I woke up already feeling exhausted this morning.

But this whole day of boredom got me thinking about my tasks system:

  • What do I wish my system to do to support me?
  • Where and when do I want to see my system?
  • Do I want my system to remind me of things? How?
  • Do I feel like there's friction in using my system?
  • Does looking at my lists repel me?
  • When is the best time to do my personal weekly review?

I don't have all the answers to those questions, but I feel like today’s experience has brought some things to my attention that I will reflect more on this week and see what happens.

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

For the first time in years, I did plan the next week on a Friday!

I'm finding that the best time to do a Work Weekly Review is Friday afternoon, after 3pm. Now that things at work are at a more manageable pace, I can really appreciate this time for reflection.

I set up a recurring event in my calendar for Fridays at 3:30pm to start my Work Weekly Review. The total duration is 1 hour followed by my usual daily Shutdown Routine of 30min before I leave. That means I have plenty of time to:

  • process my inboxes
  • review my calendar
  • check off completed tasks
  • process my notes
  • update project notes
  • jot down some notes about what is coming up next week (that I will use to make my Weekly Plan)

But today I actually managed to start my Weekly Plan in advance! I usually work on it on Monday mornings, but this time I was able to put it all in there, ready for when I get back to work next week 🥳.

So, I’m calling this my Friday Afternoon Work Ritual and I will try to protect this time as much as I can this year.

This is how I'd like my work to be: manageable workload, clear deadlines, no rush, no emergencies, plenty of time for reflection / reviews. I know it's not going to be like this forever, so I better enjoy it while I can!

Have a great weekend!

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

I don't remember exactly when it happened, but I now can have emojis in NirvanaHQ, my list manager. I’ve always liked some nice visuals in the tools I'm using, and Nirvana is extremely plain: elegant and minimalist. I remember a few years ago I reached out to the developers to ask about emojis and at the time they responded it wasn't possible with the code they were using. Back then I discovered I could use some Unicode symbols, and that's what I did for a while.

Now emojis are working and that made me happy! 😊

I particularly like to have emojis for my context’s lists. I think they add a touch of joy and personalization. So here is how my contexts tags look right now:

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

I've always been an employed worker, working for the public or private sectors in construction. I don't have any experience running a business or being self-employed, so what I will discuss below reflects my full-time job experiences.

We all have ONE life: we experience the world around us all the time regardless of what we are doing: reviewing a spreadsheet at work or reading a book at home. All these experiences affect our lives no matter what. But we can identify our areas of focus: they are the multiple different facets of our lives. They are like the hats we use on our day to day: professional career, family, self-development, health, friends, finances, etc.

So, I've always thought that managing actions and projects of all these different facets should be together in one tool or system. If I'm doing the weekly review, I should be looking at them all at the same time, for example.

But recently I've identified that I needed to create some separation between my work and personal lives.

I noticed that I was not able to rest at the end of the workday or over the weekend. I was constantly feeling anxious about my work tasks, I had difficulty clarifying my stuff and I was feeling overwhelmed. While doing regular therapy/counselling for a year, I realized I needed to do focus on three things:

  1. Daily planning: plan my day at work to have a more structured routine.

  2. Cut off from work at the end of the day, creating a smoother transition from work to personal activities in the evenings.

  3. Create a separation for my weekends: work-week shutdown.

Phase 1: Daily Review: Plan the Day!

I started with a regular Daily Review in the morning to plan the day. I have this as a recurring all day event on my calendar.

After some trial and error, I was happy using Cal Newport's Time Block Planner to help me do this planning. That does not mean I abandoned GTD: I added this tool to my GTD toolset. It helped me create a more structured routine for organizing my day, and since it is linked to blocks of time, I became more aware of my capacity to tackle my next action lists.

Phase 2: Shutdown Routine

Then, after a few weeks practicing Time Blocking regularly, I started to think about the end of the day routine. It's another daily review but focused on shutting down the day. I was inspired by Cal Newport's shutdown routine and that was a total game changer for me. This practice fuelled my time blocking, which in turn optimized the way I organize my tasks and projects.

I could actually have a restful evening at home with my partner, because I knew whatever I had to do at work was clarified and organized and ready for me when I got to work. But I still felt jittery over the weekends, and I wondered what was wrong: enter the weekly review!

Phase 3: Separate Weekly Reviews

Because I was enjoying this work versus personal mindset separation, I realized that I also needed a work shutdown routine at the end of the work week.

I usually schedule my weekly review on Sundays, but I was feeling this huge resistance to do it, mainly because I didn't want to look at my work projects on a Sunday morning! Then I would avoid it altogether, skipping even my personal review. A light bulb appeared in my mind last October: what if I do a work weekly review on Fridays?

Tah-dah! I tried it and it worked!

Conclusion

My journey towards a more balanced and productive work-life dynamic led me to think differently about my routines. Separating these 2 main areas of focus (personal x work) does not mean they are not integrated. I have thoughts or ideas about work when I'm doing the dishes, but I know I can capture them in my inbox for them to be sorted out when I'm at work. And vice-versa, I capture personal thoughts at work that I will process later. That's one of the core principles of GTD!

After practicing GTD for years, I've never had this ah-hah moment about the weekly review: why not have 2 separate reviews? It seems trivial now I that I think about it, but I guess I was stuck with a fixed mindset.

The three tweaks I mentioned brought me more clarity, making my evening more relaxed any workdays smoother, marking a significant shift in my mindset and productivity.

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.