Discussion Forum > Updating "Do It Tomorrow" with Developments in Time Management Theory
I assume Michael B has re-posted these in order to see if any ideas have arisen over the last 4 years which might help with the issues identified.
As I see it there are three issues:
1) How to deal with getting behind.
2) How to keep one's commitments pruned so that one doesn't get behind in the first place.
3) How to deal with the daily list in the most efficient manner.
These are obviously all closely related. Let's deal with them one by one:
1) Getting behind
If we take five days as the maximum we can be behind, it's important first of all to understand what this means. It doesn't mean that tasks which haven't been dealt with for five days go "over the waterfall". This is a common misunderstanding. What it means is something quite different - if one spends longer than five days without having completely caught up then the *whole list* is called into question.
The simplest way to achieve this is that if at the end of the fifth day of being behind there are any tasks remaining they should all be deleted. What one will then be left with is the next day's list only.
2) Pruning commitments
If the mass deletion is adhered to strictly this should in itself be sufficient to encourage people to keep their commitments pruned, simply to avoid the same thing happening over and over again.
3) Dealing with the daily list
As I say in the book, if you finish the list it doesn't matter what order the tasks were done in.
But the order of tasks does matter if you don't finish the list. It also matters if doing it a certain way encourages more resistance.
The natural tendency for most people is to do the easiest tasks first. The problem with this is that if you don't finish the list, it's the most difficult (and probably the most important) tasks that are going to be left undone.
So it's better to tackle the list in a different way. Some possible methods:
- Most difficult tasks first
- In the order they are written (this will disadvantage "same day urgent" tasks that are added during the day).
- Use a randomizer. If any tasks are left over they will have random importance and difficulty.
- Use a more sophisticated method like halving. This would probably be my favourite. You pick your first task about half way down the list. Then the next one about half way between the beginning and the task you've just done, and then the next about half way between the first task and the end. Continue this way, doing one task in each of the gaps between completed tasks on each pass.
The final question is whether you should deal with any uncompleted days separately, or regard all current days as one list. I would tend to favour the latter. Any ideas on this?
As I see it there are three issues:
1) How to deal with getting behind.
2) How to keep one's commitments pruned so that one doesn't get behind in the first place.
3) How to deal with the daily list in the most efficient manner.
These are obviously all closely related. Let's deal with them one by one:
1) Getting behind
If we take five days as the maximum we can be behind, it's important first of all to understand what this means. It doesn't mean that tasks which haven't been dealt with for five days go "over the waterfall". This is a common misunderstanding. What it means is something quite different - if one spends longer than five days without having completely caught up then the *whole list* is called into question.
The simplest way to achieve this is that if at the end of the fifth day of being behind there are any tasks remaining they should all be deleted. What one will then be left with is the next day's list only.
2) Pruning commitments
If the mass deletion is adhered to strictly this should in itself be sufficient to encourage people to keep their commitments pruned, simply to avoid the same thing happening over and over again.
3) Dealing with the daily list
As I say in the book, if you finish the list it doesn't matter what order the tasks were done in.
But the order of tasks does matter if you don't finish the list. It also matters if doing it a certain way encourages more resistance.
The natural tendency for most people is to do the easiest tasks first. The problem with this is that if you don't finish the list, it's the most difficult (and probably the most important) tasks that are going to be left undone.
So it's better to tackle the list in a different way. Some possible methods:
- Most difficult tasks first
- In the order they are written (this will disadvantage "same day urgent" tasks that are added during the day).
- Use a randomizer. If any tasks are left over they will have random importance and difficulty.
- Use a more sophisticated method like halving. This would probably be my favourite. You pick your first task about half way down the list. Then the next one about half way between the beginning and the task you've just done, and then the next about half way between the first task and the end. Continue this way, doing one task in each of the gaps between completed tasks on each pass.
The final question is whether you should deal with any uncompleted days separately, or regard all current days as one list. I would tend to favour the latter. Any ideas on this?
April 8, 2015 at 14:56 |
Mark Forster
Mark Forster
One additional remark:
It's important to remember that when you start "Do It Tomorrow" for the first time all your existing work goes into a Backlog. Your first day's list therefore should consist only of one item - Backlog. You might want to subdivide this a bit, e.g. Task Backlog, Paper Backlog, Email Backlog.
These backlogs will be worked at day by day until they are cleared. It's highly recommended that your Current Initiative is a Backlog until they are all cleared. Remember that nothing can be added to a backlog once it has been declared to be a backlog and has been separated from the new work coming in.
It's important to remember that when you start "Do It Tomorrow" for the first time all your existing work goes into a Backlog. Your first day's list therefore should consist only of one item - Backlog. You might want to subdivide this a bit, e.g. Task Backlog, Paper Backlog, Email Backlog.
These backlogs will be worked at day by day until they are cleared. It's highly recommended that your Current Initiative is a Backlog until they are all cleared. Remember that nothing can be added to a backlog once it has been declared to be a backlog and has been separated from the new work coming in.
April 8, 2015 at 15:05 |
Mark Forster
Mark Forster
Mark:
Precisely what I wanted to inspire. This thread looks set to be a bubbly one! Thanks!
Precisely what I wanted to inspire. This thread looks set to be a bubbly one! Thanks!
April 8, 2015 at 15:59 |
Michael B.
Michael B.
This is a great discussion. DIT is at the core of how I am managing my work these days, so I am very glad to see discussion on this kind of thing!
On these two topics:
- How to deal with getting behind.
- How to keep one's commitments pruned so that one doesn't get behind in the first place.
I've found some things that have helped me quite a bit.
(1) Added some structure to the Will Do list. I've broken it into four main sections: Start, Business of the Day, Wrapup, and Evenings.
- "Start" includes reviewing the calendar for the day, making sure I'm prepared for coming meetings, and working on my current initiative.
- "Business of the Day" includes meetings interspersed with working my Task Diary.
- "Wrap-up" is scheduled on my calendar for the last hour or so of the day (may be moved, or even skipped, depending on meetings). This is mainly clearing my inboxes.
- "Evening" is a list of reminders of daily things to do with/for the family in the evening
I aim to complete the list every day. But if I don't/can't, the daily record of checklists serves as a diagnostic tool. I can look for patterns.
Example: If I never work on my current initiative, then maybe I have too many meetings at the beginning of the day; what can I do to fix it? Get to work earlier? Try to spend more time on days when I DON'T have meetings first-thing?
Another example: Can't clear all my emails - maybe I need to start my "wrap up" time earlier.
This helps me make minor in-flight adjustments to my routine and helps prevent the need for a full-blown "audit of commitments".
(2) Also, reviewing the checklists accomplishes a lot of the same things as what a full-blown Time Diary does, but it's much simpler, much less overhead, and directs my attention to the broad categories of time that need adjustment, rather than the minutiae of individual tasks.
(3) Every Monday, I "dismiss" previous weeks unfinished tasks. This allows me to start each week "fresh" and only pull forward the things that really demand it. I then scan those dismissed tasks every few days, and decide whether to re-enter, delete, or move to my "explore" list.
(4) Taking on just a little bit too much can actually be helpful. It forces me to prioritize, and helps me get really focused on what's really important, during those few hours of the day when I have time to work on my tasks. If I have too much open time on my calendar, it's easy to squander it and feel like I have more free time than I really do.
(5) Keep an "explore" list / "explore" folder. I mainly do this in OneNote. A lot of my "dismissed" tasks end up there. A lot of other stuff just goes straight there. It's my grasscatcher / ideacatcher / someday-maybe list. I don't review it regularly, I just review it whenever I feel like reviewing it, which is maybe a few times per month. Some of that stuff goes stale pretty fast, but some of it sparks new projects, new initiatives, new ideas, and I am glad I didn't simply delete it.
On these two topics:
- How to deal with getting behind.
- How to keep one's commitments pruned so that one doesn't get behind in the first place.
I've found some things that have helped me quite a bit.
(1) Added some structure to the Will Do list. I've broken it into four main sections: Start, Business of the Day, Wrapup, and Evenings.
- "Start" includes reviewing the calendar for the day, making sure I'm prepared for coming meetings, and working on my current initiative.
- "Business of the Day" includes meetings interspersed with working my Task Diary.
- "Wrap-up" is scheduled on my calendar for the last hour or so of the day (may be moved, or even skipped, depending on meetings). This is mainly clearing my inboxes.
- "Evening" is a list of reminders of daily things to do with/for the family in the evening
I aim to complete the list every day. But if I don't/can't, the daily record of checklists serves as a diagnostic tool. I can look for patterns.
Example: If I never work on my current initiative, then maybe I have too many meetings at the beginning of the day; what can I do to fix it? Get to work earlier? Try to spend more time on days when I DON'T have meetings first-thing?
Another example: Can't clear all my emails - maybe I need to start my "wrap up" time earlier.
This helps me make minor in-flight adjustments to my routine and helps prevent the need for a full-blown "audit of commitments".
(2) Also, reviewing the checklists accomplishes a lot of the same things as what a full-blown Time Diary does, but it's much simpler, much less overhead, and directs my attention to the broad categories of time that need adjustment, rather than the minutiae of individual tasks.
(3) Every Monday, I "dismiss" previous weeks unfinished tasks. This allows me to start each week "fresh" and only pull forward the things that really demand it. I then scan those dismissed tasks every few days, and decide whether to re-enter, delete, or move to my "explore" list.
(4) Taking on just a little bit too much can actually be helpful. It forces me to prioritize, and helps me get really focused on what's really important, during those few hours of the day when I have time to work on my tasks. If I have too much open time on my calendar, it's easy to squander it and feel like I have more free time than I really do.
(5) Keep an "explore" list / "explore" folder. I mainly do this in OneNote. A lot of my "dismissed" tasks end up there. A lot of other stuff just goes straight there. It's my grasscatcher / ideacatcher / someday-maybe list. I don't review it regularly, I just review it whenever I feel like reviewing it, which is maybe a few times per month. Some of that stuff goes stale pretty fast, but some of it sparks new projects, new initiatives, new ideas, and I am glad I didn't simply delete it.
April 8, 2015 at 22:30 |
Seraphim
Seraphim
One of the struggles I've had with DIT in the past, is that every task is assumed to be connected to a commitment, but that just isn't the case with me. Just because I wrote it down on a list doesn't mean I'm committed to it. If I write it on my Task Diary, then yes, there's an implicit commitment that I will at least ASSESS it, to see if I should make a deeper commitment. But the fact that I skip over it and end up dismissing it, doesn't automatically mean I am overcommitted, it can also mean that I have performed a "de facto" assessment, and I am not committed to that task right now. That doesn't mean I want to DELETE it - I may want to explore it later, I may want to commit to it later. So it goes onto my Explore list.
This gives me a nice balance between "percolation" and "commitment".
AF1 is really good about percolation, but doesn't really commit you to action till an individual task "stands out". This is like Agile Scrum with a velocity of One Task, and you don't commit to that task till you actually start working on it, and your commitment is only "as long as I want to work on it". Very commitment-light, and doesn't give a lot of visibility into what you (or your stakeholders) can expect in the future.
DIT, on the other hand, is bad about percolation, but goes to the other extreme: everything is an implicit commitment, like Agile Scrum with no backlog at all, everything that arrives goes onto the Commit List for the daily iteration.
DIT with Dismissal and Explore List is a nice middle ground -- at least, it's worked out that way for me.
This gives me a nice balance between "percolation" and "commitment".
AF1 is really good about percolation, but doesn't really commit you to action till an individual task "stands out". This is like Agile Scrum with a velocity of One Task, and you don't commit to that task till you actually start working on it, and your commitment is only "as long as I want to work on it". Very commitment-light, and doesn't give a lot of visibility into what you (or your stakeholders) can expect in the future.
DIT, on the other hand, is bad about percolation, but goes to the other extreme: everything is an implicit commitment, like Agile Scrum with no backlog at all, everything that arrives goes onto the Commit List for the daily iteration.
DIT with Dismissal and Explore List is a nice middle ground -- at least, it's worked out that way for me.
April 8, 2015 at 22:32 |
Seraphim
Seraphim
Seraphim:
<< One of the struggles I've had with DIT in the past, is that every task is assumed to be connected to a commitment, but that just isn't the case with me. Just because I wrote it down on a list doesn't mean I'm committed to it. >>
And yet I would be prepared to bet that if one examined your list of "uncommitted" tasks that it would be quite possible to identify various areas of activity within which these tasks fall and outside which you rarely, if ever, write down a task.
If you were to group the tasks in your Explore List into categories, you would I suspect quickly discover what the underlying commitments were. If nothing else you have a high-level commitment to explore.
The same applies to any other TM system. You mention AF1 in this respect. It would not be difficult for anyone to identify common themes in the tasks I put into my AF list.
One has commitments whether one like it or not. The point of identifying them is to be able to ensure that they get carried out effectively.
To be successful a commitment needs "sufficient regular focused attention". it's obviously not going to get sufficient regular focused attention if too many other things are getting in the way.
Another of my maxims is "A commitment is as much about what you are not going to do as about what you are going to do."
<< One of the struggles I've had with DIT in the past, is that every task is assumed to be connected to a commitment, but that just isn't the case with me. Just because I wrote it down on a list doesn't mean I'm committed to it. >>
And yet I would be prepared to bet that if one examined your list of "uncommitted" tasks that it would be quite possible to identify various areas of activity within which these tasks fall and outside which you rarely, if ever, write down a task.
If you were to group the tasks in your Explore List into categories, you would I suspect quickly discover what the underlying commitments were. If nothing else you have a high-level commitment to explore.
The same applies to any other TM system. You mention AF1 in this respect. It would not be difficult for anyone to identify common themes in the tasks I put into my AF list.
One has commitments whether one like it or not. The point of identifying them is to be able to ensure that they get carried out effectively.
To be successful a commitment needs "sufficient regular focused attention". it's obviously not going to get sufficient regular focused attention if too many other things are getting in the way.
Another of my maxims is "A commitment is as much about what you are not going to do as about what you are going to do."
April 9, 2015 at 7:49 |
Mark Forster
Mark Forster
I tried DIT several days ago after getting the ebook for Do it Tomorrow, but after a few days I could not keep up. I got sick for a few days, and fell behind. On the weekends, I would not work, but work came in which I couldn't do until weekdays, so it piled up. I found it hard to complete each days tasks. I found it too strict and exacting to keep it up. There is so much concentrated thought in this thread, that I will read it thoroughly over a period of time, and I hope to be able to adapt some of it. This is the kind of material I have been hoping to find. Perhaps some combination of DIT and AF would be best. Thanks for the thoughts.
April 13, 2015 at 16:42 |
Mark H.
Mark H.
Mark H.
<< I found it hard to complete each days tasks. I found it too strict and exacting to keep it up. >>
If you have more work coming in each day than you are able to keep up with, then you are over-committed. The advantage of DIT is that it shows you this quite clearly. The only solution is to cut your commitments.
<< I found it hard to complete each days tasks. I found it too strict and exacting to keep it up. >>
If you have more work coming in each day than you are able to keep up with, then you are over-committed. The advantage of DIT is that it shows you this quite clearly. The only solution is to cut your commitments.
April 13, 2015 at 23:53 |
Mark Forster
Mark Forster
Despite all these other systems e.g. AF, FV etc, I'm still using DIT. Being a date-based system gives it advantages that have been lost in the other systems. DIT gives me a sense of accomplishment when I look back on the day and have completed everything on the list, and makes me feel like I'm in control and actually doing a good job for my employer. It allows some forward planning. It means that I'm becoming the reliable guy around the office.
Some tasks are best done on certain days, but they're not exactly "calendar appointments". When such a task comes up, rather than schedule it for tomorrow, I schedule it for that future day or date. So DIT becomes a tickler file as well as my to-do list - this alone has made me the most effective that I've been in a long time. I don't see how any "continuous list" system can have this benefit. The benefits of a tickler file are enormous but when I've tried to implement a tickler file, it always got neglected because of it being a separate system to my regular to-do list.
My frustration with DIT has been: What to do about previous days that don't get completed. As an example, last Thursday I had a list of things I wanted to do, and then my manager sent me out on customer visits all day - saying no was not an option. I scheduled one or two of these tasks per day for the next week, so that I didn't get a backlog, but if this happens a few times in a row then it sets up the following days with too much work and I'm likely to continue failing to complete the list.
Based on some ideas in this thread, maybe I'd be better not immediately carrying these tasks forward for a week, and instead only working on them after finishing the regular "full day's work" for the following week, and after a week declaring whatever's left as a backlog, deleting whatever I can, or putting it on my newly created "Explore" list. (Maybe this was covered in the book and I missed it?)
Thanks so much for the ideas :) I'm glad for discussion around DIT as I love continuous improvement but don't feel that any of the other systems have beat it, yet, at least for my needs. I'm keenly following this thread!
Some tasks are best done on certain days, but they're not exactly "calendar appointments". When such a task comes up, rather than schedule it for tomorrow, I schedule it for that future day or date. So DIT becomes a tickler file as well as my to-do list - this alone has made me the most effective that I've been in a long time. I don't see how any "continuous list" system can have this benefit. The benefits of a tickler file are enormous but when I've tried to implement a tickler file, it always got neglected because of it being a separate system to my regular to-do list.
My frustration with DIT has been: What to do about previous days that don't get completed. As an example, last Thursday I had a list of things I wanted to do, and then my manager sent me out on customer visits all day - saying no was not an option. I scheduled one or two of these tasks per day for the next week, so that I didn't get a backlog, but if this happens a few times in a row then it sets up the following days with too much work and I'm likely to continue failing to complete the list.
Based on some ideas in this thread, maybe I'd be better not immediately carrying these tasks forward for a week, and instead only working on them after finishing the regular "full day's work" for the following week, and after a week declaring whatever's left as a backlog, deleting whatever I can, or putting it on my newly created "Explore" list. (Maybe this was covered in the book and I missed it?)
Thanks so much for the ideas :) I'm glad for discussion around DIT as I love continuous improvement but don't feel that any of the other systems have beat it, yet, at least for my needs. I'm keenly following this thread!
May 28, 2015 at 7:41 |
Dan
Dan
Dan:
It sounds as if DIT is working pretty well for you. That's great.
In reply to a few of the points you made:
<< So DIT becomes a tickler file as well as my to-do list - this alone has made me the most effective that I've been in a long time. I don't see how any "continuous list" system can have this benefit.>>
A tickler file can be used with any system of course. The easiest method is to enter deferred tasks in your diary/schedule. When you check your diary for the following day (I assume everyone does this whatever system they are using!) it's just a matter of entering the deferred items on your list.
<< What to do about previous days that don't get completed. >>
You work on yesterday's list and today's list as if they were one list.
<< if this happens a few times in a row then it sets up the following days with too much work and I'm likely to continue failing to complete the list. >>
If it happens a few times in a row, then it's no longer an isolated incident, but a regular occurrence. That means that you need to adjust your incoming/outgoing work balance. As it says in the book, there are three things you need to look at:
1. Whether you are working efficiently (Remedy: Improve your work systems)
2. Whether you have too much work. (Rememdy: Reduce your commitments)
3. Whether you are giving your work enough time. (Remedy: Reduce meetings and other scheduled events)
It sounds as if DIT is working pretty well for you. That's great.
In reply to a few of the points you made:
<< So DIT becomes a tickler file as well as my to-do list - this alone has made me the most effective that I've been in a long time. I don't see how any "continuous list" system can have this benefit.>>
A tickler file can be used with any system of course. The easiest method is to enter deferred tasks in your diary/schedule. When you check your diary for the following day (I assume everyone does this whatever system they are using!) it's just a matter of entering the deferred items on your list.
<< What to do about previous days that don't get completed. >>
You work on yesterday's list and today's list as if they were one list.
<< if this happens a few times in a row then it sets up the following days with too much work and I'm likely to continue failing to complete the list. >>
If it happens a few times in a row, then it's no longer an isolated incident, but a regular occurrence. That means that you need to adjust your incoming/outgoing work balance. As it says in the book, there are three things you need to look at:
1. Whether you are working efficiently (Remedy: Improve your work systems)
2. Whether you have too much work. (Rememdy: Reduce your commitments)
3. Whether you are giving your work enough time. (Remedy: Reduce meetings and other scheduled events)
May 28, 2015 at 9:57 |
Mark Forster
Mark Forster
Concerning merging ticklers and a continuous list, what I do is :
If the intended action date is within the normal length of my list (usually the time difference between my oldest task and my newest is 1 to 2 weeks), I just write the intended date in the left marcgin, next to the task. It then makes the task stand out instantly when today's date is the due date.
When the due / intended date is further in the future, I just put it in the calendar as Mark suggests, and include in the list when time gets closer.
If the intended action date is within the normal length of my list (usually the time difference between my oldest task and my newest is 1 to 2 weeks), I just write the intended date in the left marcgin, next to the task. It then makes the task stand out instantly when today's date is the due date.
When the due / intended date is further in the future, I just put it in the calendar as Mark suggests, and include in the list when time gets closer.
May 28, 2015 at 10:24 |
AlexB
AlexB
<< You work on yesterday's list and today's list as if they were one list. >>
Thanks, I'll give that a try. I think that trying to carry the items forward like I had been was a redundant step, just adding extra work for very little gain.
<< If it happens a few times in a row, then it's no longer an isolated incident, but a regular occurrence. That means that you need to adjust your incoming/outgoing work balance. >>
I understand what you're saying, but here's my scenario. I work in a team of engineers that provide IT support. Usually I'm given projects and responsibilities, and left to organise my own time, which is great. But sometimes we'll have a few short-staffed days and the resourcing manager will send me out of the office for several days, attending to appointments that were previously planned for our other staff members. This means that anything that was on my own lists gets delayed and there's nothing I can do about it, except to explain to my manger what is happening, which essentially has no effect. This is not the norm, by the way, it just happens sometimes when we're short staffed due to illness or other factors.
Thanks, I'll give that a try. I think that trying to carry the items forward like I had been was a redundant step, just adding extra work for very little gain.
<< If it happens a few times in a row, then it's no longer an isolated incident, but a regular occurrence. That means that you need to adjust your incoming/outgoing work balance. >>
I understand what you're saying, but here's my scenario. I work in a team of engineers that provide IT support. Usually I'm given projects and responsibilities, and left to organise my own time, which is great. But sometimes we'll have a few short-staffed days and the resourcing manager will send me out of the office for several days, attending to appointments that were previously planned for our other staff members. This means that anything that was on my own lists gets delayed and there's nothing I can do about it, except to explain to my manger what is happening, which essentially has no effect. This is not the norm, by the way, it just happens sometimes when we're short staffed due to illness or other factors.
May 28, 2015 at 13:03 |
Dan
Dan
<< If the intended action date is within the normal length of my list (usually the time difference between my oldest task and my newest is 1 to 2 weeks), I just write the intended date in the left marcgin, next to the task. It then makes the task stand out instantly when today's date is the due date. >>
I've done that before, too, and it worked pretty well. But I think looking at a continuous list of tasks, most of which I won't do today, is overwhelming to me. And by comparison, in DIT where I'm just looking at a list of tasks that I WILL do today is empowering.
<< When the due / intended date is further in the future, I just put it in the calendar as Mark suggests, and include in the list when time gets closer. >>
I've also tried that but found that when I don't limit my calendar to actual appointments then I tend to go numb to it, and miss appointments.
I've done that before, too, and it worked pretty well. But I think looking at a continuous list of tasks, most of which I won't do today, is overwhelming to me. And by comparison, in DIT where I'm just looking at a list of tasks that I WILL do today is empowering.
<< When the due / intended date is further in the future, I just put it in the calendar as Mark suggests, and include in the list when time gets closer. >>
I've also tried that but found that when I don't limit my calendar to actual appointments then I tend to go numb to it, and miss appointments.
May 28, 2015 at 13:12 |
Dan
Dan
Dan:
"I've done that before, too, and it worked pretty well. But I think looking at a continuous list of tasks, most of which I won't do today, is overwhelming to me. And by comparison, in DIT where I'm just looking at a list of tasks that I WILL do today is empowering."
... The answer then is to write future tasks straight into your list in a way that allows you to visually skip over them, not dot them, and process them only once a day.
Assuming you leave a little-finger-sized space between the left margin of your notebook and your tasks—so as to easily add and see your dots—simply write the date for that future task in that space, followed by the task, and then visually skip all such items during your normal scans.
At the close of each day, scan down your list looking only at the dated items until you come to an item with tomorrow's date. When you come across such an item, cross it off and rewrite it at the end of your list without the date and with the word "Today" in front of it.
Example:
• Feed neighborhood rabid dog
5/30 Pay electric bill
• Return red stapler
Invent jump to conclusions game
• Write Dan solution on TM forum
The evening of the 29th this becomes:
• Feed neighborhood rabid dog
• Return red stapler
Invent jump to conclusions game
Today: Pay electric bill
As you can tell from my example list, it's always best to feed rabid dogs in the evening. It's much more exciting that way.
"I've done that before, too, and it worked pretty well. But I think looking at a continuous list of tasks, most of which I won't do today, is overwhelming to me. And by comparison, in DIT where I'm just looking at a list of tasks that I WILL do today is empowering."
... The answer then is to write future tasks straight into your list in a way that allows you to visually skip over them, not dot them, and process them only once a day.
Assuming you leave a little-finger-sized space between the left margin of your notebook and your tasks—so as to easily add and see your dots—simply write the date for that future task in that space, followed by the task, and then visually skip all such items during your normal scans.
At the close of each day, scan down your list looking only at the dated items until you come to an item with tomorrow's date. When you come across such an item, cross it off and rewrite it at the end of your list without the date and with the word "Today" in front of it.
Example:
• Feed neighborhood rabid dog
5/30 Pay electric bill
• Return red stapler
Invent jump to conclusions game
• Write Dan solution on TM forum
The evening of the 29th this becomes:
• Feed neighborhood rabid dog
• Return red stapler
Invent jump to conclusions game
Today: Pay electric bill
As you can tell from my example list, it's always best to feed rabid dogs in the evening. It's much more exciting that way.
May 29, 2015 at 8:27 |
Michael B.
Michael B.
My comment above was also addressing this from Dan:
"Some tasks are best done on certain days, but they're not exactly "calendar appointments". When such a task comes up, rather than schedule it for tomorrow, I schedule it for that future day or date. So DIT becomes a tickler file as well as my to-do list - this alone has made me the most effective that I've been in a long time. I don't see how any "continuous list" system can have this benefit. The benefits of a tickler file are enormous but when I've tried to implement a tickler file, it always got neglected because of it being a separate system to my regular to-do list."
Specifically this:
"I don't see how any "continuous list" system can have this benefit."
"Some tasks are best done on certain days, but they're not exactly "calendar appointments". When such a task comes up, rather than schedule it for tomorrow, I schedule it for that future day or date. So DIT becomes a tickler file as well as my to-do list - this alone has made me the most effective that I've been in a long time. I don't see how any "continuous list" system can have this benefit. The benefits of a tickler file are enormous but when I've tried to implement a tickler file, it always got neglected because of it being a separate system to my regular to-do list."
Specifically this:
"I don't see how any "continuous list" system can have this benefit."
May 29, 2015 at 9:12 |
Michael B.
Michael B.
It's useful to remember that a lot of the problems people have with one system rather than another are caused simply because they haven't learned the system yet properly. It takes time to internalize a system.
As an analogy, when you start to drive a new car a lot of the controls and the way the car feels are different from your old car. These can make you feel uncomfortable initially. But after a couple of weeks you no longer even notice the differences.
As an analogy, when you start to drive a new car a lot of the controls and the way the car feels are different from your old car. These can make you feel uncomfortable initially. But after a couple of weeks you no longer even notice the differences.
May 29, 2015 at 10:47 |
Mark Forster
Mark Forster
I've only gotten through chapter 5 of DIT so far, but it's already inspiring me to think hard about my commitments. Not so much the meaningful commitments that I make to other people, but the meaningless, time-consuming commitments that I make to myself.
As a child, I was taught - aggressively - that it's a terrible character flaw to ever quit or give up on ANYTHING. They left out an important corollary: It's better to be a "quitter" than to cling to a project, a habit, a relationship, an object, a concept, or anything else, no matter how comfortable it is or how long you've been committed to it, once it becomes clear that the "commitment" is a bad one (however you want to define "bad").
Some of my "commitments" cause me more trouble than they're worth, and they don't help anyone else either. Or they are mildly helpful, but ditching them would make way for more meaningful commitments. I know this, but letting go of them still feels "wrong." It's very helpful to be reminded of the impact that commitments have on our time.
As a child, I was taught - aggressively - that it's a terrible character flaw to ever quit or give up on ANYTHING. They left out an important corollary: It's better to be a "quitter" than to cling to a project, a habit, a relationship, an object, a concept, or anything else, no matter how comfortable it is or how long you've been committed to it, once it becomes clear that the "commitment" is a bad one (however you want to define "bad").
Some of my "commitments" cause me more trouble than they're worth, and they don't help anyone else either. Or they are mildly helpful, but ditching them would make way for more meaningful commitments. I know this, but letting go of them still feels "wrong." It's very helpful to be reminded of the impact that commitments have on our time.
May 30, 2015 at 0:41 |
JulieBulie
JulieBulie
Michael, thanks for explaining how to add tickler functionality to a list. For a long time I've considered trying a 43 folders system, but that seemed like overkill for what I need to do. What you describe is more lightweight and flexible, and can work with pretty much any type of list.
(43 folders would be overkill for me, but a 12 folders system might be just right. Hmmm...)
(43 folders would be overkill for me, but a 12 folders system might be just right. Hmmm...)
May 30, 2015 at 0:43 |
JulieBulie
JulieBulie
I still feel that DIT is one of Mark's better systems, and with recent developments in time management theory, it's even better. For recent concepts like focusing on 80/20 results, minimizing commitments, and creating work/life balance, DIT is great. It feels like the main problem people have with it is execution and resistance to tasks, and Mark's later systems address this, but I feel they lose DIT's day-based structure and its ability to handle projects.
To improve DIT, I'd probably just create the daily list, and break each big task down into steps. Each step can be broken down further as needed during the day. This way, you can dramatically increase your ability to work through bigger and more difficult tasks. It takes some practice upfront, but mastering this way of working will give you straightforward results.
To improve DIT, I'd probably just create the daily list, and break each big task down into steps. Each step can be broken down further as needed during the day. This way, you can dramatically increase your ability to work through bigger and more difficult tasks. It takes some practice upfront, but mastering this way of working will give you straightforward results.
May 31, 2015 at 20:57 |
Hail2U!
Hail2U!
<< The answer then is to write future tasks straight into your list in a way that allows you to visually skip over them, not dot them, and process them only once a day. >>
Michael, thanks heaps for sharing this method, it sounds like it could work really well.
Currently I'm finding that it works best for me to have a "Work" section in my Filofax, following the DIT method, and a "Home" section where I use FV. I'm going to give your idea a try in my home section, where most tasks are not date-specific, but a few are.
Michael, thanks heaps for sharing this method, it sounds like it could work really well.
Currently I'm finding that it works best for me to have a "Work" section in my Filofax, following the DIT method, and a "Home" section where I use FV. I'm going to give your idea a try in my home section, where most tasks are not date-specific, but a few are.
June 10, 2015 at 8:30 |
Dan
Dan
JulieBulie:
<< As a child, I was taught - aggressively - that it's a terrible character flaw to ever quit or give up on ANYTHING.>>
The real character flaw is to start more stuff than you can finish.
<< As a child, I was taught - aggressively - that it's a terrible character flaw to ever quit or give up on ANYTHING.>>
The real character flaw is to start more stuff than you can finish.
June 10, 2015 at 11:58 |
Mark Forster
Mark Forster
Dan:
"Currently I'm finding that it works best for me to have a..."Home" section where I use FV. I'm going to give your idea a try in my home section, where most tasks are not date-specific, but a few are."
You can also add weekly recurring tasks to the tickler. In place of the date, write the day of the week as:
Thu
A slightly modified and expanded description of this idea is here, 9th post down:
http://markforster.squarespace.com/fv-forum/post/2510727
Let me know how it works for you. When I've used it in the evenings it's actually felt freeing to be on top of dated items using just a paper list!
"Currently I'm finding that it works best for me to have a..."Home" section where I use FV. I'm going to give your idea a try in my home section, where most tasks are not date-specific, but a few are."
You can also add weekly recurring tasks to the tickler. In place of the date, write the day of the week as:
Thu
A slightly modified and expanded description of this idea is here, 9th post down:
http://markforster.squarespace.com/fv-forum/post/2510727
Let me know how it works for you. When I've used it in the evenings it's actually felt freeing to be on top of dated items using just a paper list!
June 10, 2015 at 15:14 |
Michael B.
Michael B.
— Mark Forster, January 24, 2011
"...the weaknesses of DIT (as clearly identified above) should have been met by relaxing the "need to push through" (and less up-front filtering), and installing an easier, more automated way to deal with backlogs/too much work."
— Alex W., January 25, 2011
"The same thoughts occurred to me and I spent a lot of time trying to amend DIT in order to achieve these, but couldn't come up with a workable solution."
— Mark Forster, January 25, 2011
http://markforster.squarespace.com/blog/2011/1/24/review-of-the-systems-do-it-tomorrow.html#comments