SuperFocus Instructions (Third Revision)
Monday, February 7, 2011 at 14:20 As I have previously mentioned, I have been experimenting with some further changes to the SuperFocus rules. These have been performing extremely well, so I am releasing them now. Please note these do make some considerable changes to the system as follows:
1) Unfinished tasks are now re-entered in Column 2 of the following page and not the same page.
2) Column 2 must always be cleared before moving on to the next page.
3) Once Column 2 of a page is filled, everything remaining on that page must be cleared the next time it is worked on.
THE NEW RULES:
Normal AF1 rules, except:
1. There is a second column (Column 2) on each page. This is used for adding additional tasks to pages as follows:
a. Re-entering unfinished tasks. These are entered in Column 2 of the following page. If you are currently on the last page, then the following page is the first active page of the list.
b. Entering tasks which you want to do urgently. These are entered on the current page.
2. Column 2 is treated as a part of the page along with Column 1, with the difference that all tasks in Column 2 must be actioned before moving on to the next page. No unactioned tasks may be left in Column 2.
3. Unfinished tasks are always re-entered in Column 2, even on the last page.
4. Once Column 2 is full, no further tasks may be entered on that page.
5. The following page for re-entry purposes means the next page which has any room left in Column 2. When you are currently on the last page, the following page is the first active page of the list. Similarly when entering urgent tasks, if column 2 of the current page is full the tasks are entered on the next page with room.
6. If no tasks are done in Column 1 during a visit to a page, all remaining tasks in Column 1 are dismissed. This rule does not apply to the last page of the list.
7. When you visit a page which is full (i.e. has no space left in Column 2), all tasks on that page must be actioned or dismissed.
Signs and symbols
a. When a task has been actioned, it is crossed out with a horizontal line.
b. When a task is dismissed it is highlighted.
c. When a dismissed task is reviewed and either reinstated or removed altogether, it is crossed out as it is no longer subject to review.
d. A page which has no active tasks left on it is marked with a cross in the outside upper corner.
e. When there are no active tasks left on any previous pages, the cross is surrounded with a circle.
f. When there are no dismissed tasks still subject to review on any previous pages, the circle is highlighted.
Conclusion:
The aim of these rule changes is to increase the flow of the system by no longer re-entering unfinished tasks on the same page. At the same time additional pressure is brought to bear to keep working on unfinished tasks. Once a task has been entered in Column 2 it must remain in Column 2 on every page until it is finished.
The new rule about what happens when the page is full is intended to encourage sensible use of Column 2. It is vital to the whole procedure, that one is clear in one’s own mind when a task is finished, and this needs to be defined carefully.
I will be publishing consolidated rules for those not acquainted with previous versions shortly.
Reader Comments (109)
So if you feel the need to pinpoint the specifics of the rules,
maybe we can help each other understand them.
A tu un email ou un pseudo skype ?
I think where I was going wrong was in thinking that I had to stay on the same page all day because it would take more or less all day to complete the items in columnn 2. I thought I had to stay on the same page till all the items in column 2 were COMPLETE, rather than until all the items in column 2 had been WORKED ON.
I now realise that if I follow the rules I SHOULD cross off the task I've worked on and if it's unfinished, re-enter it in column 2 of the following page, then work on the next task that stands out, and if it's still unfinished, re-enter it on colunn 2 of the following page. Then when all of the items in the current column 2 have been re-entered or completed, and nothing else on the page stands out, move to the next page, where all my urgent unfinished tasks will be waiting faithfully for me in column 2, and get to work on that. It means I'll probably whizz through all 9 pages of my list quite quickly (I'm using the list I had previously rather than starting a new list today).
HERE IS THE ORIGINAL POST I DRAFTED:
I have 6 items in column 2 of the page I'm processing. They are not urgent in the sense that they need to be done right this minute, but they all need to be completed by the end of the day.
My Column 2 is as follows:
Post query to MF website (that's what I'm doing now!)
Write cheque for window-cleaner
Write and post letter to C
Preps for appointment tomorrow
House ready for guests
Shop and cook for guests
The first three items are things that I will be able to bring to completion in one go.
The last three items each consist of about 10 individual tasks, and for each one I am keeping a separate list outside SuperFocus - if I didn't my column 2 would be filled up with all these individual tasks on one visit to the page.
When I work on these multi-step items, it won't be possible (or sensible) to bring any ot them to completion in one go, because some of the individual tasks within them are time-sensitive. As I work through the page, when I come to one of the multi-step items and it stands out, I intend to spend about half-an-hour on it (or as long as I feel like), then move on to the next item that stands out, and spend half-an-hour on that (or if it's one of the short items, do it to completion), and so on. So I will be rotating through the items in column 1 and column 2 in this way until all the column 2 items are complete, and nothing in column 1 stands out, and I then move on to the next active page.
My query is this: after I've worked for 'as long as I wish' on one of the items that consists of multiple tasks, and knowing that it's still not finished to completion, should I cross out the item and re-enter it at the end of my current column 2 on this page? I feel that this would result in running out of space in column 2. The other option would be to do the crossing out of the item only once it was completely finished. However, if I followed the rules, I would have to re-enter the unfinished tasks on colunn 2 of the following page, and wouldn't be 'allowed' to go there till I'd completed all the tasks on the current column 2.
END OF ORIGINAL POST
Mark, thanks for your patience - I'm sure you'll need plenty of that in the next few weeks, answering all our queries.
P.S. I've spent about an hour on this post that could no doubt have been better spent on actually working my SuperFocus list, whereas if I'd just followed the rules, I'd have made some progress on my urgent tasks - a valuable lesson for me! Happy days!
Best wishes.
Well I have 2 pages. I am now working on page number 2.
I have an unfinished task. I now I have to report it on the following page.
For me the following will be page number one (if it is free) So it goes on page 1 column 1 unless it is urgent and will stay on column 2 page 2
So now lets do the contrary
If I am on page number one something is unfinished then it goes on column 2 page 2 unless it is urgent and it will go on columN 2 page one.
Please can you confirm this ? It is driving me nut !
Thank you.
<< Tout à fait d'accord Eric c'est pas simple et je serais ravis d'echanger avec toi.
A tu un email ou un pseudo skype ? >>
Si vous avez des questions que vous voulez poser en francais, je ferais de mon mieux a repondre.
<< Well I have 2 pages. I am now working on page number 2.
I have an unfinished task. I now I have to report it on the following page.
For me the following will be page number one (if it is free) So it goes on page 1 column 1 unless it is urgent and will stay on column 2 page 2 >>
Not quite. If it's unfinished it will go in page 1 column 2, not column 1.
<< If I am on page number one something is unfinished then it goes on column 2 page 2 unless it is urgent and it will go on columN 2 page one. >>
Yes, that's correct.
Your present understanding is correct.
However although you are working within the rules, you are not doing it the way I personally would have done it.
As I understand it you put all the following tasks into column 2 of your current page:
Post query to MF website
Write cheque for window-cleaner
Write and post letter to C
Preps for appointment tomorrow
House ready for guests
Shop and cook for guests
There are several problems associated with doing it that way, including:
- taking up a large amount of column 2
- not being able to move on to the next page until you've done some work on all six tasks
- having to use subsidiary lists
The way I would have done it is to put all the tasks (including those in the subsidiary lists) on the last page as new tasks. Then I would have moved them a few at a time (starting with the most urgent) into col 2 of whatever page I was currently on. The advantages of doing it that way are:
- don't take up so much of col 2 on one page.
- can move more rapidly through the list
- can pick my order to work on the tasks instead of having to be working on all of them
- don't have to use subsidiary lists
- may get to some of the tasks in the normal way of working
In your test, specifically what was your criteria for having no backlog.?
Dave
PS - So far system is working well.
<< it would feel like 'cheating' to dip in and out of the last page(s), cherry-picking tasks to bring forward to column 2 >>
Not really because column 2 is designed for urgent tasks. Although you wanted to get all those tasks done that day, they weren't all urgent in the sense that they needed to be done while you were working on the current page.
A backlog is when you are having to clear old material as well as dealing with new material. It's usually caused by not processing incoming material or tasks as quickly as they are arriving/ falling due.
My specific criteria was that I was up-to-date with email, paper, phone calls and current with all my active projects.
On my last page (say page #12) I have column 1 not full.
I need to reenter an unfinished task so I turn to the next page (page #13) and put it in column 2.
I think of a new task.
Do I put it in coulmn 1 of page #12 or page #13?
<< On my last page (say page #12) I have column 1 not full. I need to reenter an unfinished task so I turn to the next page (page #13) and put it in column 2. >>
No, if you are on the last page you re-enter unfinished tasks on the first active page, i.e. at the beginning of the active list.
<< I think of a new task.Do I put it in coulmn 1 of page #12 or page #13? >>
There is no page #13 yet.
<<Question - I am just starting out, and have a few items on Page 1 Column 1. I worked on one of those items for a bit. It is unfinished, and I need to re-enter it. There is no "next page" yet, so I am just going to enter it into the same page, Column 2. Is that correct? >>
Yes. Congratulations on having not enough tasks to fill one page - is this a record??
<<No, if you are on the last page you re-enter unfinished tasks on the first active page, i.e. at the beginning of the active list.>>
But rule 1a says
"a. Re-entering unfinished tasks. These are entered in Column 2 of the *following* page."
"1) Unfinished tasks are now re-entered in Column 2 of the following page and not the same page."
This is not always true as Seraphim just pointed out.
"a. Re-entering unfinished tasks. These are entered in Column 2 of the following page. If you are currently on the last page, then the following page is the first active page of the list."
This last sentence implies that you turn over and start a new page (which becomes the first active page) which is not your intention. Rule 5 has the same ambiguity.
I think it would be more clear if you replace the phrase "following page" with "next active page"
The end of the list (although it's not the end now because quite a few items have been added) still contains things that have to be done today, but can't be done yet (e.g. because a phonecall has to be made at a specific time). When they are available to be done, I'll move them to column 2 of whichever page I'm on, but in the meantime I'll carry on to the next active page.
I'm really enjoying the excitement of trying a new system.
LOL! Yes, it's a record for the time being, and a very unusual experience for me. I don't expect it to last very long. :-)
thank you,
Mark -
Not sure I'm following you here. If something must be done today, and I put it in column one, I would fear that I may not be flagged to finish it today. Shouldn't these types of things all go to column two of the current page as soon as you add them?
You talk about the advantage of not using subsidiary lists above. I believe you have suggested in other posts that having project info/task lists separate from AF. Is your perspective different with SF? Thanks.
<< But rule 1a says
"a. Re-entering unfinished tasks. These are entered in Column 2 of the *following* page." >>
You've left half the rule out. It then goes on to say:
"If you are currently on the last page, then the following page is the first active page of the list. "
<< Re-entering unfinished tasks. These are entered in Column 2 of the following page. If you are currently on the last page, then the following page is the first active page of the list."
This last sentence implies that you turn over and start a new page (which becomes the first active page) which is not your intention. Rule 5 has the same ambiguity. >>
I'm sorry, I don't think there's any ambiguity. How could an empty page at the end of the list be the beginning of the list?
The obvious and correct meaning is that when you reach the end of the list, you circulate through the list again from the beginning.
<< I'm really enjoying the excitement of trying a new system. >>
Great to hear it went well for you today.
<< Not sure I'm following you here. If something must be done today, and I put it in column one, I would fear that I may not be flagged to finish it today. Shouldn't these types of things all go to column two of the current page as soon as you add them? >>
Just because something needs to be done today doesn't mean it needs to go in Column 2. In the normal course of events you would expect to circulate through the whole list at least once a day. It's only when you begin to think they are not going to get done in the normal course of events that you need to put them in Column 2.
<< You talk about the advantage of not using subsidiary lists above. I believe you have suggested in other posts that having project info/task lists separate from AF. Is your perspective different with SF? Thanks. >>
No, the only reason Margaret put them in subsidiary lists was because she didn't want to take up too much room in Column 2. There may be good reasons one might want to have subsidiary lists, but that wasn't one of them in this particular case.
Skype: sources.jp
Email: erik@sources.jp
Schedule: http://tungle.me/sources
@Mark
Merci beaucoup pour l'invitation d'échanger en Français :)
Pour ma part, je n'ai pas de questions.
Mais je vais tenter (je ne promet rien) de faire une traduction des règles en Français.
Je voulais faire un vidéo sur Auto-Focus il y a quelques mois mais j'ai eu des empêchements. Que diriez-vous d'un vidéo sur SFv.3?
Second question: what if an old page has a column 2 that's full of crossed-out tasks from things that had been urgent on previous days. When I get to that page, does column 2 count as "full" for purposes of rules 4 and 7? Or does the definition of "Full" mean that column 2 is completely taken up with things that are urgent that I've added today?
<< je vais tenter (je ne promet rien) de faire une traduction des règles en Français. >>
Excellent!
<< Que diriez-vous d'un vidéo sur SFv.3? >>
Je suis en train de produire un video, mais si vous voulez produire un autre je serai tres reconnaissant.
<< For a large task like "Create my website" in column 2, the task is finished and re-entered in column 1 of the last page when I've completed all the work I want to do today. If I work on it for a few minutes but don't get as much done as I want to for today, then it goes in column 2 of the next page. Is my understanding correct? >>
Yes, it's basically up to you to decide when a task is finished. It's also up to you to be clear in your own mind before you begin, what "finished" means for that particular task. There are many ways to tackle larger tasks, which I will be covering soon in a post, The key thing is to keep the number of tasks in column 2 under close control so that it does not fill up too soon.
<< what if an old page has a column 2 that's full of crossed-out tasks from things that had been urgent on previous days. When I get to that page, does column 2 count as "full" for purposes of rules 4 and 7? >>
Yes, that's exactly what it means.
<< Or does the definition of "Full" mean that column 2 is completely taken up with things that are urgent that I've added today? >>
No, and it's important that you don't flood column 2 with "urgent" stuff that isn't really urgent.
Column 2 acts as a sort of regulator for the entire system. It forces one to finish what one has started, and allows one to get on with stuff that needs doing now - but at the same time it prevents these things blocking all the other tasks that need doing.
My real problem is about the different option about unfinished task. But for the moment the balance beetween urgent tasks and normal tasks works indeed well with me.
because the rest is clear for me I mean URGENT TASK for example.
I am impatient about the video the one of Mark of course but also if you do one Erick may be you could do it in French I will post it on my blog. And also about a real summury about the real rules of Superfocus V3 grouping the rules of AF1, SF2 and the specific characteristics of SF3
For my own culture i would be interested to understand why Mark you decided a specific treatment of the unfinished task with differents options depending on beeing or not on the last active page.
I do not really understand where you see the difference: Assume you have 3 pages, the you cycle through them 1 - 2 -3 - 1 -2 -3 -1 - 2 - 3. That means, the following page of 3 is page 1.
Now you have the rule to put an unfinished task in the second column of the following page. That means: if you are on page 1, put it on column2 of page 2, if you are on page 2, put it on c2 of p3, and if you on page 3, put it in c2 of p1.
Wolfgang
Superfocus is amazing. Thanks!
In my job, i have very often to deal with an interlocutor at phone and thus, i have to speak with him or to action all the tasks and projects related to him.
Thus, i have to bypass the usual way of AF to action tasks dispersed through all the pages
What is the best way to deal with?
sorting in one shot all the related tasks from all the pages and report the urgent one to the usual column2 of the next page ? It seems to be important to put in front of the line the "project or the intelocutor" to have a quick access to the related tasks while with the interlocutor.
it would be not really compatible with the superfocus way of "naturally" deal with priorities?
Sorry for my English, i'm French.
<< To be clear, if I pick up a non-urgent item to do a little because it's easy, I may put it away to the back page instead of cluttering the active column? >>
If the task is "Do a little work on X", yes.
If the task is "Do X", no.
<< you decided a specific treatment of the unfinished task with differents options depending on beeing or not on the last active page. >>
There aren't any different options.
An unfinished task is always re-entered on the following page. As Wowi says, if you have three pages 1-2-3 and you are circulating round the pages in the normal SF/AF manner, the page following 3 is 1.
I've started entering notes in the front of my notebook and actions in the back. Notes include "project pages" (search this forum for further discussion). My action list will say the name of the project and the page number...and the notes page will have the detailed task list. This is helpful when you have bigger projects that include multiple tasks that are currently active.
The same holds for your agendas issue. I have a notes page for each of my employees. It lists their projects (upcoming, active, complete) and any items I want to discuss with them the next time we speak. You could do this as well. Refer to the notes pages when you meet with the person. If you need to actively seek out a meeting, add it to your SF list. My groceries list is similar. I write items on a separate list as they come up, but I only enter BUY GROCERIES when that is ready to be actioned. At the store, I reference the separate list.
<< In my job, i have very often to deal with an interlocutor at phone and thus, i have to speak with him or to action all the tasks and projects related to him.>>
The way I would handle this myself would be to look through my list and then write all the points I wished to talk to him about on a separate sheet of paper. Once the call was ended, I'd cross of the list any tasks which had been completed. Tasks which still needed some action I'd leave where they were.
@Alain "deal with interlocutors" I do the same that mark. I have 3 or 4 people I speak 3 times a day with. I just a a separate sheet for them and collect everything on it. It let me un forget all I have to speak with them.
Could you please post the updated and complete version of the rules of the SFv3, rather than listing of the differences/updates to the previous version as it is right now?
Thanks,
Michael
I'm in the process of writing them right now.
Even If I still struggle a bit with the rules the systems is indeed incredible with me.
Advantage
- Excellent feeling of control. I believe in the sytem. It came naturaly with me as AF1 and AF4.
- Excellent intuition because of the system. I felt yesterday night I had to to make a call at 10 PM. The decision was right. It saved a crucial business situation. I understand why. Because, I felts confident with the system and peacefull, my brain made the right decision at the right time (even it was late).
- Addiction with the system YES ! I like it so much like AF1. It is the same addiction.
- Good progressing with the unfinished task (Thanks you so much again for the explanation of UBI and MF ie "An unfinished task is always re-entered on the following page. As Wowi says, if you have three pages 1-2-3 and you are circulating round the pages in the normal SF/AF manner, the page following 3 is 1" It is simple now It is simple a cycle 123, 312, 231 ..."
- Excellent control about the urgent tasks the rule seems simple. Urgent goes on column 2 of the page I am working on am i right ? And urgent is something i must not quit until having done it exept if it is too long too do and i am fed up to do it.... Is it ok ?
- For me i use a little paper pocket note book 110 cm - 170 cm it is perfect 32/33 ligned tasks per page so i love it and I can have it everywhere with me. I hope i wont loose it.
Inconvenient
- Lot of difficulties of applying the rules. I had many difficulties with the unfinished.
- Dismissing is hard with me. Some tasks little by little are crossed but not highlined for the moment. But I never really understand dismissing. I hope there will be some explanation about this cause it is not still clear with me.
- It took me 2 days to be operational. I finally rewrite my last list because I prefered to go on a clean list.
- Some difficulties with the new tasks I still wonder when i think about an urgent task where do i put it ? I apology this point has bee stipulated somewhere.... But where ?
- Now inconvenient for the moment. Still AF1, then AF4 no system gave me more pleasure than this and i am so please to deal with a new system.
Statistic 33 tasks per column
3 actives pages
P1 C1 (full) 33 tasks (16 crossed) - C2 24 tasks (19 crossed)
P2 C1 (full) 32 tasks (17 crossed) C2 16 tasks (5 crossed)
P3 C1 (2/3 full) 23 tasks (3 crossed) C2 2 tasks
Free of back logs yes but i cheated i rewrite the list
Dissmissed tasks none P 1 there are 4 tasks lefts on 24 tasks...
Ready for dissmissing p1 C1 ? May be see that soon !!!!
Oh I love it !
<< And urgent is something i must not quit until having done it exept if it is too long too do and i am fed up to do it.... Is it ok ? >>
If you don't finish it, then it should be re-entered in Column 2 of the following page, like any other unfinished task.
<< Dismissing is hard with me. Some tasks little by little are crossed but not highlined for the moment. >>
That's the wrong way round. They should be highlighted first (which means they are no longer active), then crossed out when they are no longer subject to review (either because they have been reinstated or because you have decided not to do them at all).
<< But I never really understand dismissing. I hope there will be some explanation about this cause it is not still clear with me. >>
It's difficult to answer this without knowing what it is that you don't understand about dismissing. Is it that you don't understand what dismissing is? or what the purpose of it is? or what the rules are for when to do it?
<< I still wonder when i think about an urgent task where do i put it ? I apology this point has bee stipulated somewhere.... But where ? >>
You put it in Column 2 of the page you are currently working on. That's so you can start work on it quickly.
I just started with SF3 and found myself happily building my list and saying to myself "oh, that is urgent" and "oh that is urgent too". By the end of the day yesterday, I suddenly found myself with 5 pages of tasks and way too many Urgent things in column 2 on page 1. A sinking feeling came over me as I realized those things I considered Urgent were actually several days worth of work and I would never get off of page 1. I also realized that I had tremendous resistance to some of the things Iisted in col 2.
I thought to myself that this couldn't possibly be what Mark intended, I must have missed something. I thought about just crossing things off the list and moving them back to the end of the list as I couldn't cope with that much "Urgent" stuff, but realized that if I was going to do that I might as well not use the system at all. I would feel it was ok to "cheat" and as sneaky as as my mind can be about procrastination, I couldn't give in so easily.
So I went back and looked at column 2 on page 1 and tried to figure out how I could both honor the sense of urgency that compelled me to put the thing in column 2 and overcome the resistance to some of the items listed. In the end it was as simple as following the rules as written. Rule 2 to the rescue.
Actioning the task in this case was clarifying the urgency and ensuring I had properly identified an action to work on rather than just chucking a big hairy project onto the list. Once I completed this I was able to treat some items as unfinished and move them to the next page's col 2. Others felt complete once I did the thinking and spawned clearer, more detailed actions that could be added to the end of the list in Col 1 on my last page. At the end only a brief list of actionable tasks remained in Col 2 and were quickly dispatched.
Problem solved, no mental gymnastics or "tweaks" required. The forcing functions of completing Col 2 and working on or dismissing items on full pages seems to be extraordinarily effective. The things going onto the list are a lot crisper. If something ambiguous gets on the list, eventually you have to deal with it and that forces one to engage with the things one might otherwise avoid in other systems.
Simple, and elegant, well done Mark! Thank you very much!
Yes, one of the great advantages I have found with this system is that it actually forces you to think about what you are doing!
I got 2 questions:
1. Sometimes an urgent task in column 2 may become not urgent. How to deal with this situation?
2. Sometimes some tasks in column 1 become useless. But if it's not the time according to your instructions to dismiss them because I just finished one task in column 1, may I dismiss them anyway? Or should I wait to the step 6?
Thanks,
Box