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• Lined Moleskine pocket softcover notebook
• Stainless steel Parker Jotter from France with .7 Parker black gel refills
• 3x5 cards in the notebook envelope with my morning, noon, and evening rituals, morning and evening questions, and a variety of recurring checklists and reference cards.
• 8"x11" cheap ($0.50) notebook with 35 lines per page.
• Two cheap ballpoint pens, black and blue, which I interchange weekly per the hack/tip somewhere in these forums.
• I use the "no question sort" algorithm. Awesome hack, Mark
• All tasks, projects and info in the FVP.
- Project tasks or info have format: /Project name/: task or info
- Context tasks or info have format: Context: task or info
• I need my notebook to be messy, no preformed checklists nor rituals
• If some organization is needed, I do it on the fly using this: http://markforster.squarespace.com/fv-forum/post/2507491
- Bic Cristal ball pen in Black, Blue, Red and Green changed daily (more colours currently on order).
- Standard size Moleskine lined notebook with green cover. (I use Moleskines for all sorts of things so I colour-code them).
- Everything goes on the list.
- I keep separate records of my progress in a large soft-cover Moleskine notebook (Black cover). This is for things like no. of press ups, distance walked, weight, etc.
- I use the list during all my waking hours
When scanning the list these pages are skipped over and if there are no active pages before a deleted page, a line is drawn across the deleted page from top left to bottom right: \ forming an X.
X Page 1
X Page 2
X Page 3
X Page 4
Page 5
Page 6
/ Page 7
Page 8
/ Page 9
/ Page 10
Page 11
Page 12
I forget to mention that I cross finished pages out in the same way that you do. But in addition I put a circle at the top of the last active page.
I have lots of those. I put them in my diary/schedule and enter them on the list on the day I want to deal with them.
Adding a Tickler to Your List
This is a light, flexible way to write future day-specific items straight into your list in a way that allows you to visually skip over them, not dot them, and scan (and potentially 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.
For dates, I use the format:
5/30
For weekly recurring items, I use:
Fri
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 with the word "Due:" in front of it and the date at the end. I currently use "Due:" as it stands out during scans with a bit more urgency behind it than the word "Today:"—my initial choice of word—which I found needed underlining to feel urgent. Re-adding the date at the end of the task is useful when you go to rewrite your recurring item and want to know the next date to add.
Example (assuming 5/30 is a Friday):
• Feed neighborhood rabid dog
5/30 Pay electric bill
• Return red stapler
Invent jump to conclusions game
Fri Weekly review
• Eat pie
The evening of Thursday 5/29 this becomes:
• Feed neighborhood rabid dog
• Return red stapler
Invent jump to conclusions game
Due: Pay electric bill 5/30
Due: Weekly review Fri
But recently I am giving a try of FVP with Omnifocus I own on all my devices : http://markforster.squarespace.com/fv-forum/post/2507206
The solution all paper is complicated and messy. The solution all computer is also complicated and I loose the feeling of doing things. But OF have some advantages :
1. Projects listing - collecting- planning and thinking
2. Context can be use like this
These are mine :
- Liste Prochaines actions (ie Next actions)
- Liste des actions déléguées (ie Waiting for others)
- SMB (- ie someday may be list including backlog)
- REF (Références) - For some check list like studying a building or my weekly review
This is where I am for the time beeing. But I am not sure to keep it like this. I may use in the future OF for non actionable task or future tasks and projects as I explained, keeping my paper list for what I really intend doing even If I have to write work on project X which will be on OF.
I like the feeling of paper. I like reformulating my tasks, I like to take some altitude with my computer. I dont want to depend on a machine to do things. I like freedom and intuition.
I put meetings, travel and times I want to block off for uninerrupted work in my Outlook Calendar.
You could use the free version of Todoist to keep track of future tasks as well as routine tasks. TD will show those on the actual day, or Next 7 days if you wish.
It is also useful for keeping projects tasks and next step tasks,
Then when the tasks appear on TD, you can write them into a notebook, or, maintain a FVP list in TD.
- Parker Jotter stainless steel mechanical pencil, with 0.5mm replacement leads and rubber heads.
- I use a little Post-It-sized square of white paper each day currently (while testing the system) to record what I've done in the order it was done, and sometimes some detail about the task.
- Currently Mark's original question - "What do I want to do more than x?" - is working best for me with the algorithm. It seems to keep me focused towards what I need done, and also offers a good work/leisure balance. I Haven't had the chance to test the No Question method seriously, though.
- I tend to put everything on my list.
Awesome tip! I'm going to give it a shot.
Thanks. And I typed all of that out on my 3x5 phone screen. Checking for typos, correct grammar, and inserting those little invisible space characters was... "fun". Ha.
"I forgot to mention that I cross finished pages out in the same way that you do. But in addition I put a circle at the top of the last active page."
So, to be clear, you draw a small circle in the top right corner of the page you are able to add tasks to at the end of your list. Is this correct?
Currently using:
-- A4 / Letter sized cheapo notebook.
-- Any pen that I can lay my hands on (not easy in my house)
-- (Obviously) a scheduler for appointments and tickler items.
-- I prefer the no question algorithm, works great.
Working on few tweaks to suit my own needs including 'tabbing out' the top corner of a page when both sides of the page have only non actionable things left.
Trying out idea of dot with a vertical line for note / info items only that have been addressed and dot with horizontal line for auctioned individual tasks.
Trying out writing endeavours / projects that I want to complete at back of notebook and using the same dots lines and tab outs there too.
This is a a tip that will allow you to:
• See with a quick scan how many recurring tasks you have
• Remind yourself to rewrite recurring tasks at the end of the list when crossed out—useful for recurring tasks you are not yet in the habit of rewriting automatically
• Limit your focus to just recurring tasks during a scan for whatever reason—perhaps to handle a batch of recurring tasks first thing in the morning and then be free to visually skip all of the recurring tasks for a while during subsequent scans
• Limit your focus to just old, new, and unfinished tasks during a scan for whatever reason
• Use the tickler tip above for day and date-specific tasks and this tip for your daily and randomly recurring ones
To do this, simply add a light dot after your recurring tasks. Just before the edge of the page, so the dots line up. When you cross out the recurring task, you'll come to the dot, strike it through with your line, and be reminded to rewrite the task at the end of the list with a dot.
The smaller the page the better this works visually. If using larger paper just bring the dots in a little from the edge of the page and do your best to keep them lined up.
<< So, to be clear, you draw a small circle in the top right corner of the page you are able to add tasks to at the end of your list. Is this correct? >>
Sorry, that was a mistake. What I meant to say was that I put a circle on the first active page, not the last.
I normally draw it on the outside top corner of the page.
<<The solution all paper is complicated and messy. >>
Why? I don't find using paper at all complicated or messy.
* Moleskine pocket sized notebook for FVP
* Filofax Personal sized looseleaf organizer for Calendar, Project Notes, Tickler, Routines
* Stipula Passaporto fountain pen
•Leuchtturm 1917 notebook, 8.5 x 5.5, hardbound.
•31 lines per page.
•Uni-ball Onyx micro in blue and black.
•Pilot G-2, .38 tip, blue.
Annotations:
• – to mark tasks
0 – to put on the right side of a task when completed. Used to tally daily task completion. At the end of the day, the circles are counted and recorded, then a checkmark marks that the task has been counted. There will be no empty circles at the very beginning of the day.
Process:
•First undone task is dotted..
•Read through the list. No question. Whatever stands out is dotted.
•Processing the list then moves according to FVP rules.
•I start using my list soon after I awake. I operate from the list throughout the day, and I carry it with me. I usually manage to work from the list throughout most of the day, but the nature of my work sometimes makes this more or less difficult.
•I realize one may become too dependent or neurotic about using the list throughout the day. I have found, for whatever reason, that the more I use the list, the less stress and anxiety I experience. This is significant, because stress and anxiety are ongoing issues.
I can use it in the shower!
Yeah I'm weird, but it's amazing what you think of in there.
I use a crappy pencil in the shower with a suction-cup to keep it on the wall and whatever ball-point pen with a "clicky" button and a clip for my pants. I want to be able to write as quickly as possible and use just one hand for the pen.
It's fun!
<< An advice: if you find yourself starting to have resistance in using FVP, try cutting back on hacks and modifications of the rules. Lessen your tendency of trying to put organization on your list, like checklists, groupings, dismissal schemes, etc. >>
I totally agree with this advice. Every bit of additional organization you add to the list increases the effort required to maintain it. Personally I don't enter anything except the task itself. All I do is change the colour of my pen each day - which of course doesn't add to the effort.
Except when you forget to change pens, which I've just done! Grrr!
- A7 small notebook, about 3"x4", 15 lines per page, 60 pages
- Pilot G-2 gel pen, 0.7mm, violet
I can't stand bare lists without bullets, so I use ...
- small dash, for all the tasks in the list
+ add small vertical dash, for selected/dotted tasks
-+ add small horiz dash, for task being actioned
I use two supplementary digital lists apps ...
(1) Google Keep, simple and fast when I'm noting on my Note 4, it synchronize to all my desktops/mobiles.
(2) Checkvist.com, great keyboard optimized collapsible outliner, for organizing multi-tasks jobs, with desktop available. Its companion m.checkvist.com also useable on Note 4.
I could do FVP on checkvist.com, I used to do FV on it. But nothing beats paper for minimal friction when "noting/doing".
Looks like Jesse, has as small FVP notebook as mine.
Dated tasks: this is where my electronic Todoist is useful. On each of my Work and Personal lists have the task, with emboldened text:
"Tasks below NOT FOR TODAY, but COULD be done if desired and possible"
Anything already dated for tomorrow onwards is dragged below that 'task'.
Any new task added is automatically added to the bottom of the list by the app, but I drag it up the pace just before the emboldened task.
That way my focus on is on everything from the top first task down to the emboldened "task".
As one can deduce, IF I feel like doing like a 'below-the-line' task, I might do so, and drag it up.
On showers: here in Africa where I'm living and working, few places have baths, just showers. But I do miss the experience of luxuriating in a hot/warm bath and pondering things.
Like others, I often have a thought which I want to/should write down, but circumstances do not permit. Lately I've been dictating thoughts relevant to the task list on my smartphone eg when trapped in traffic. This does necessitate a task, "Check smartphone for task messages" which goes on my list.
- Cross Tech3 pen (black/red/pencil)
- Due app on iPhone for repeating or future tasks
- Tell Siri what I need to do when away from my notebook, she puts it in Reminders for me
- No-question algorithm
- Start new week by pulling distant/stranded items to bottom of list
- Small yellow sticky marks task I'm currently working on
This is a very helpful thread! Thanks Michael B.
When I want to go 'off list' or in 'free mode', I put a dot on the next empty line. When I decide that I want to come back to the list I score through the dot / halfway or so across the page and then return to the dotted item immediately before it.
http://markforster.squarespace.com/fv-forum/post/2508019#post2509454
1) Dot the first task on the list, then scan through to the end of the list dotting any tasks that "stand out" on the way.
2) Work on the last dotted task. Cross it out when finished and re-enter if necessary.
3) Scan from the task which you have just crossed out to the end of the list, dotting any tasks that "stand out" on the way.
Repeat steps 2) and 3) ad infinitum.
Note that if no tasks "stand out" in step 3) the last dotted task will be located *before* the task you have just crossed out, not after it.
One big advantage of this method is that it is much faster to scan than when you are using a question.
I haven't been using it long enough to judge the quality of selection yet.
That's it, yes.
I also tried the variant FV and also the FVP
Result you are right it is much faster. It is also easier. It is at last clearest in my mind.
I also did it on Omnifocus and take a reference paper list. Paper is faster. Paper is also much better with me no headache, no feeling of uncontroling my tasks. OF is better for working on project but I could do the same and easier with another paper note book dedicated to nothing but project.
The one which is better for me is the traditional no question ie :
1) Dot the first task on the list, then scan through to the end of the list dotting any tasks that "stand out" on the way.
2) Work on the last dotted task. Cross it out when finished and re-enter if necessary.
3) Scan from the task which you have just crossed out to the end of the list, dotting any tasks that "stand out" on the way.
With one exception: If something is really urgent or must be done now ie a return call it will be at the end of the list so do it immediatly then after return where you were in the list and follow the process (3)
<< With one exception: If something is really urgent or must be done now ie a return call it will be at the end of the list so do it immediatly then after return where you were in the list and follow the process (3) >>
I don't understand why you need this exception. If the task is at the end of the list it will be selected as a result of your scan and will be the first task to be actioned.
let's take an example :
On a page you have 30 items beginning 1 to 30
You will dot n°1-3-5-7-29
For the 1 nos question you dot it.
For the secont you dot n°3 ok
Then what do you do
Do you follow the process until then end or do you do n° 3 before making you future doted tasks which will be 5-7-29 ?
Thanks
I hope you mean 30 items on the list, not on the page. FVP does not take any account of pages.
You dot 1-3-5-7-29.
Then you do #29.
Then you scan to the end of the list and dot any further tasks that stand out. There's only one task and that is #30. It doesn't stand out so you don't dot it.
You do #7.
You scan from #7 to the end of the list. This time you dot #13 and #25.
You do #25 and scan to the end of the list. No tasks stand out.
You do #13 and scan to the end of the list. No tasks stand out.
You do #5 and scan to the end of the list. #28 stands out.
You do #28 and then scan to the end of the list...... and so on.
I’d suggest you make a list on paper of the numbers 1-20 in random order and follow the rules asking the question “is there a smaller number than X?” Here’s what you’ll end up doing…
1) Dot the first number.
2) Compare the numbers below to that dotted number. Dot a number if it’s smaller.
3) Compare the numbers below to this newly dotted number, dot a number if it’s smaller. Continue dotting smaller numbers until you reach the bottom of the list.
4) The last dotted number at this point will be 1. Cross it off as if you’ve completed it and hold your finger there.
5) Look up the list to the previous dotted number. Compare the numbers below *the point where you’re holding your finger* to that dotted number (up the list). Dot a number if it’s smaller. Continue dotting smaller numbers until you reach the bottom of the list.
6) The last dotted number at this point will be 2. Cross it off as if you’ve completed it and hold your finger there.
Keep doing steps 5 & 6.
When finished you’ll find that you’ve crossed off the numbers in numerical order.
Mark's tweak of not using a question seems to have solved my problem. I've been using FVP since it rolled out but was not finding it improving my productivity. Now that I stopped asking the question, my productivity has soared.
A question, in referring to task numbers, is anyone numbering their tasks in their book or is this just to describe the process?
<< is anyone numbering their tasks in their book or is this just to describe the process? >>
I don't number mine and I can't see much point in doing so.
Yes it is of course 30 items on the page not 30 page fortunatly !
Thank you very much for the explaination. I was wrong. I will test the system tomorow and give you my return about it. It seems to be like a kind of ping pong reading. What is sure is that the last tasks automaticaly sorts because you read the all list. I like the stand out system. For what I understand my intuitive brain naturaly fetch what is worth to me (I don't know yet if it is important nor urgent !...) The FV & FVP questions blocqued my mind the translation was non natural. Standing tasks out makes the process easier in my own experience.
I will probably write a blog post about it in the near future.
For kicks, I just did that sort-20 exercise you suggested above. Even though I read and understood Mark's FVP (and FV) instructions, I didn't really appreciate how different the two are until I ran through the exercise. The FV path is clearly suboptimal (not fully sorted), though its algorithm is simpler.
Thanks.
"I forgot to mention that I cross finished pages out in the same way that you do. But in addition, I put a circle on the outside top corner of the first active page."
Good tip, Mark. I've begun using it.
1. Having to rewrite a task that you can't complete; due to context, energy, or whatever, is actually a good thing! First it really makes you evaluate whether this task is actually worth finishing, making you you commit to rewriting it. After working with my list for a while, I know that items at the end of the list have more power than those at the beginning due to the algortithm. I have to ask myself when rewriting a task, do I really want to assign this much "power" or priority to this task? I can simply choose to not rewrite it and let it fade. I can always write it again at the end of the list if it keeps bumping into my mind. But for now I can focus on the next task.
Secondly, when rewriting something I can refine the wording of the task, making it more or less specific according to real world variables. Having better wording on a task really helps knock down the resistance I have to getting off my ass and doing it. It can be more defined parameters which helps me know that there is an end or a context to the task, or it can be reasoning as to WHY I'd be doing it. "go through email" is more daunting than "go through email for 10 minutes" or "go through email because I want peace of mind". Also, if your task is "plan business seminar", and you've pretty much done everything for the event except for the pamplets, You don't need to rewrite the whole project. All you have to rewrite is anything left over, like "make sure pamphlets are on all the tables". That's your new, smaller project.
2. Forgetting! I get interrupted all the time at home and at work. Sometimes it's in the middle of me scanning the list and dotting items. I've got to do urgent things, I'm just plain tired and I want to goof off a bit, or I have a new thought that I've just got to write down on the end of my list. Now, when everything has calmed down, I forgot where I was, what I was doing, or even what's important. I've discovered that this is OK. As far as what's important, I trust the algorithm to sort it out (if not, don't use FVP, what's the point if you don't trust it, right?). As far as WHAT I should be working on, I simply go to the most recent "dotted" item and work on it as long as I can until I can't and need to rewrite, or have finished it. This is pretty much vanilla FVP, I believe, but I also don't worry about being interrupted in the middle of a scan. I'll get back to a scan eventually after finishing a "dotted" item.
(I've learned that Mark's totally correct, that "dotting" too many items is not good, my little 50-page pocket notebook is almost full on one side! It's a good visual reminder to not "dot" too many things. I'm eager for the algorithm to give me access to the items early in the list on the first couple of pages, so I'm "dotting" with that in mind.)
- Task lists go front-back
- Notes go back-front
Black gel or liquid ink pen
Index card to keep my hand off the page, so it doesn't get greasy and the ink still sticks
Sellotaped the top of the card so I can use it as a ruler
Monocle for when I don't have my specs with me.
Vanilla FVP, no list.
8 1/2 X 11 inch Arc Notebook by Staples
Arc punched blank (unlined) printer pages
Pages are separated into two tabs - FVP list, and Notes
Zebra F-701 ultra fine point pen (black)
I prefer the Arc notebook because I can easily add more pages where needed, and remove them when they're full. I don't like having to turn three dead (filled with crossed-out tasks) pages in the middle of my active list when preselecting. With the Arc notebook I can just pull such dead pages out from the middle of my list. The pages are simply printer pages so they are abundant and cheap.
I have hacked my systems to the nth degree several times in the past and I always (ALWAYS) came to the same conclusion: It's always better to just get on with it and do the tasks, and hacks just hamstring the "getting on with it" rule. "Hacks" involve researching / inventing them, integrating them with other implemented hacks, testing them for a period of time, and ultimately even just using them. Basically "Hack my system" always became a too-frequently-recurring task on my list. A few days ago, I promised myself to follow two principles no matter what system I use: "Less is More" and "Just Do It."
So I use FVP, with no question. That's it. No additional hack on top of it. So far, I find that no other system I've tried works as well as this. I capture everything, forget nothing, "little and often" away my resistance without trying, build up productive momentum as fast as SMEMA, but sustain it as long as I like, and easily return to where I left off if I get thrown off track. What more can I ask of a Time Management System?
I'm considering my commitment to use those two principles to be like the sobriety of a recovering alcoholic. I may watch others greatly enjoying their hacks (like a recovering alcoholic watching others enjoy their drinks at a party), but I'll indulge in none of them. Heck, I may even look into having a "Hackless since 6/16/2015" sobriety coin made to carry around in my pocket.
I just noticed that in your explanation to Jupiter, you did task 7 twice. (I think the second time, you meant 5). With a real list, this couldn't happen, of course. Still, I don't feel quite so bad about occasionally losing track myself.