First I have to say I was quite happy to be back to pencil and paper.  I felt that this worked much better for me.  One of the things I've liked so much about AutoFocus is that it builds a sense of momentum, but I felt this was lacking somewhat using AutoFocus where there was really no notion of a page, and little sense of completion or progress.  It's a little like running on a treadmill compared to running outside.  I think an AutoFocus app could be built, but I don't think you can just take a GTD app and redeploy it as an AutoFocus application and get all the benefits of AutoFocus.

In many ways this experiment with the revised AutoFocus rules was something of a failure.  The major change here is the use of modes a reverse mode and a forward mode.  Forward mode is handled by entering a task on your list called "Switch to Forward mode" and then when that is the task that sticks out you switch to Forward mode.  Over the two weeks I've been doing this I only found myself switching into forward mode 3 times.  I found the tail end of my list far more compelling and important.  The beginning of my list that could only be reached using Forward mode really didn't have that many truly critical and important tasks so they tended to get dismissed each day (with a few exceptions).  Dismissing those tasks always seemed very reasonable and painless.  There were tasks that I dismissed that I wished I'd gotten around to doing, but none of them were a big deal.

Overall I have to say that I was pretty happy with the new revised rules because they do help you get back to the beginning of the list and I continue to like the new dismissal rules.

Let me share my stats for the past few weeks because I think they are fairly interesting.  I found them pretty interesting.

It's clear that I'm opening pages much faster than I'm closing them out, at least some are getting closed out.  If this trend continues though I'll end up with an untenable number of pages.  There seem to be only 3 possibilities for addressing this issue:

1) Dismiss items faster

2) Do a better job of taking small actions more frequently so that I can cover more pages.

3) Add fewer tasks

#1 is an option and I'm sure there are more tasks that could be dismissed faster  (AutoFocus 1 handled this a bit better.  #2 is an option, but already feel that there are times through the day when I'm shifting my attention too many times - often to things of lower importance.  #3 isn't in the spirit of AutoFocus where you can dump things in and filter them.  I think this is actually working pretty well because the things that aren't getting done in general are not that critical.  My worry is that I am still spending too much time on things less critical rather than spending more of my time on the truly important things in my life.

You'll see from the dates above that this experiment is a few weeks old now. I have done another variant involving prioritizing critical items. I'll post the results of that tomorrow.

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When Mark Forster posted his updates on using AutoFocus I started a new notebook and began using it and loved it.  A  number of people were posting on his forums about successfully using OmniFocus and other electronic versions.  In my opinion this was only made possible with the use of Open Lists in AF2 vs. Closed Lists in AF.  I have purchased and have extensively tested both OmniFocus and Things as traditional GTD tools.  I have previously stated my preference for Things over OmniFocus, but OmniFocus does provide much better syncing with the iPhone and so I opted to go with OF for this test.

Implementing AutoFocus with OmniFocus is the simplest thing in the world.  I simply deleted all my previous contexts and deleted all my previous projects and created one new project called "AutoFocus".  Then I clicked on the Contexts button and all my tasks show up as "No Context" which is just fine.  Then I work from the bottom to the top.  I add tasks using Quick Entry and just type the name of the task and set the Project to AutoFocus.  With the Auto Complete this is very efficient.

Because I had only switched to using AutoFocus 2 a few weeks before this experiment I chose to not start over and not re-enter tasks either.  I did the unthinkable I used both.  I began entering all new tasks in OF and worked backwards and when I reached the top of the list I began working back in the notebook.  My thinking was that I would quickly clear the notebook and fully into the OF version.  This did not happen.  At the end of the 2 weeks I still have 4 open pages in the notebook.

Results

In the 15 days of this experiment I created 337 tasks and completed 234 of them.  This seems roughly 50% slower than the progress that I seemed to make with the notebook.  I like using the notebook better because although it can be slightly less efficient to enter the tasks (I definitely type faster than I write) and it's less convenient to carry a notebook around I do think there is something important about physically writing things.  Overall I think OmniFocus is perfectly fine at implementing the system as I defined it, the inability (perhaps my own) at simulating the physical notion of a page is missing.  There is something compelling about completing a page rather than just checking things off one long electronic list.

I found the OmniFocus syncing to the iPhone to work much better this time around.  Probably because I was using the tool in a much simpler way.  I also found that in the entire time I entered about 2 tasks on the iPhone and checked off about 3.  So overall having it was nice when I needed it, but even in those cases my notebook was just as accessible so the benefit was fairly marginal.

Next Steps

Now that Mark Forster has once again revised the system, reincorporating AutoFocus 1 as "Forward Mode" I am going to try that system out for 2 weeks and report the results back.  I am going to switch completely over to the notebook again and re-write my current task list over.  I'm not in love with the complexity of his new formulation (it feels like a classic coding hack when you know how to make something work, but aren't sure how to streamline it) but I'm going to try to give the system a fair shake.  If I can complete that before it changes again I'll also implement my own tweak to the system that I think may resolve my existing issues with AF2 and not being able to get back to the beginning of the list.

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AutoFocus review

On June 27, Mark Forster released his AutoFocus 2 which is a followup to his AutoFocus time management system released earlier this year.

AutoFocus is described on Mark's site and I did an earlier comparison of it to David Allen's GTD here.   AF2 is designed to resolve some of the issues that have been observed about AF.  Mark describes these well on his site.  This quick article is my description of my experience with AF2 after the first 10 days.

Overall I'm very pleased with AF2.  It has really re-engaged my use of the system.  I found my use of AF flagging a little bit in the few weeks before AF2 came out.  I think this was partly due to having split my lists into a Home and Work list.  With AF2 I am back to a single list.  While I initially really liked the "closed list" idea of working on a single page until there were no items that were standing out, it became difficult to iterate through the list fast enough to deal with urgent issues.  In AF2 you work backwards through the list and after each task you jump to the end again so it allows very rapid progress as items come up.  I find that this makes it difficult to get back to items earlier in the list though.  So far I've solved this by making one linear pass through the list each day, where I start at the end and just keep working back.  Then I follow the normal rules the rest of the day.  This seems to work well and allows reasonable progress on all parts of the list, but also allows me to make quick progress on important items and things that are important that come up during the day.

The other thing I really like are the new rules for dismissing items.  It becomes pretty clear what items will get dismissed "tomorrow" and almost every day I have dismissed one task.  On one occassion it was a task I really should have done, but just didn't get to and it was reasonably urgent (but really dreaded doing).  In every other case, the dismissal has removed a task that really isn't that important, or something that is important, but not for a while.  These new dismissal rules are great and help get pages cleaned up much faster than before.

When I started AF2 I threw away my old list and started with a brand new notebook.  In 10 days I've got 12 pages, 2 of which are closed, and many of the pages have just a few items remaining.  My pages currently hold 26 tasks, compared to the 40 my prior notebook hold.  I find I like having a bit more room to write the tasks.  In comparing my current statistics to my earlier experience with AF after 5 weeks, it appears that I'm moving a bit faster and closing pages faster as well.

The best way to compare AF and AF2 is they both seem to build incredible momentum to getting tasks done, but with AF2 there is more fluidity and it feels easier to naturally follow through on important tasks whereas with AF it often felt as if I sometimes needed to do unimportant tasks in favor of things I knew intuitively were more important.  As stated earlier, I think the biggest problem now is how to really handle important things that aren't at the head of the list.  I do believe that the key to resolving all these issues is to really internalize and follow the notion that  your intuition is the guide and determines what "stands out".

If you are using AF2, what is your experience?

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The Autofocus system is simple and you can read about it at the link above. I won't detail how the system works because you can read it there.  It is an alternative to GTD although I think they complement each other somewhat rather than being strictly mutually exclusive.

What I like about it is expressed by the following quote:
"Simplicity is the ultimate sophistication"...Leonard da Vinci

First let me provide a bit of background...

I have used GTD for about 3 years.  My experience with it has been positive overall, but I never was able to get to the point where I really felt on top of everything in front of me.  The idea of Inbox Zero and collection were extremely effective for me.  The "2 Minute Rule" made sure I responded to many more emails quickly and properly filed the actions that I needed to come back to later.  I feel that fewer important things got dropped and I could always find emails and things that needed to be responded to.

My major challenges with GTD have been the following:

• Weekly Reviews seem essential and are very rewarding, but so hard to get around to and complete in a busy schedule. In discussing GTD with colleagues and reading what others struggle with online it seems to be a consistent issue.  I've heard David Allen say that the people who succeed with GTD are the ones who do the Weekly Review.
• People seem to constantly fall off the GTD bandwagon.  There are definitely things that are easy, like collection, but getting things organized into Projects, Tasks/Next Actions, Contexts, Tickler files, Someday/Maybe, etc., is a bit of work in itself.  If this unravels I think the system breaks down pretty quickly.
• Widget cranking is a bit overrated.  I understand the intellectual argument of separating planning and action and the psychological payoff of completing a task.
• When to do it...GTD seems to lack any specific guidance on when to do an action.  It seems to emphasize just cranking through the list based on context and prioritization is downplayed.  I haven't found that this works well and its too easy to start jumping around working on whats easy rather than what's important.  Maybe there are great solutions to this in GTD, but I haven't seen them.

Overall while I think GTD has been a big help to me, it seems like a tall horse that I and others seem to fall off of all the time.  If you are riding a horse to your destination, constantly falling off just hurts and doesn't get you there very fast.  GTD strikes a cord with so many people because it helps solve the overwhelm so many of us feel in our busy world, but I really wonder how many people are really getting things under control with it compared to those who feel they are more under control simply because they have a system.  Not that feeling under control is bad, but maybe there's a better way.

Enter AutoFocus

I have endlessly tinkered with my GTD system since I first started using it...I wonder if this is because I'm just a tinkerer (because I am) or because there is something missing in the system.  I'm pretty smart, hold an advanced degree in engineering, have read David's books multiple times, have listened to GTD interviews, read many many blog postings on GTD.  I've used many software versions of GTD: GTD Outlook Add-in on Windows and Kinkless GTD, Omnifocus, Things, and its still not quite working for me.  So when I read about AutoFocus I figured I'd give it a try.

I will explain the basic mechanics of how I use AutoFocus then try to explain what I like about AutoFocus as well as what I think isn't quite working yet.

So how do I use this?

Mark Forster describes the Autofocus system as being run from a spiral bound notebook.  So in order to implement the system closest to how it was described I started using a Moleskine notebook and doing everything manually.  I found that I REALLY liked doing it manually.  My initial concerns of course were that I would lose track of important emails and other digital information, web links I wanted to follow, etc.  (More on that later).

I started out with a single list and including everything on it.  This definitely had the effect of getting personal and professional items moved forward, but when I really had to focus on professional tasks, it made it too hard to find those tasks amongst the many personal tasks mixed in.  So for the past few weeks I have started using two contexts: Professional and Personal.  When I'm working on professional tasks I'm working the pages at the front - forward, and when I'm home, I'm working back through the pages.  This works very nicely.  I initially used both sides of the page, but now just use the right page for AF tasks, and the left page for notes.

I know there are many people trying to figure out how best to use AutoFocus on a computer.  Having been a GTD digital tool addict for 3 years I can't believe I'm saying this - I don't think you can beat pen and paper.  It's true I always have my iPhone clipped to me, but its still sluggish to open the app, wait for the app to load all my tasks (and it is slow if you have a lot of tasks), enter new tasks on the clunky keyboard, etc.  It's almost always just as easy to keep a notebook handy.  Its all in one place.

Getting Everything Done

I love AutoFocus because almost everything in my life is more or less under control now.  Very few aspects of my life are completely starved of attention.  I realize there is a time for imbalance, but I've been pretty imbalanced for the past 3 years with GTD by choosing to spend 98% of my time in the work contexts.

At this point, for example, projects around my house are moving forward quickly and I'm catching up on a long backlog.  Not every project is moving forward, but this aspect of my life is definitely going forward much better, as are most others.

I think there are a couple of reasons for this.  One is the intuitive way tasks are chosen.  If something really needs to get done or is easy to get done, it shows up as the next thing to be doing.  With GTD I found it easy to isolate these into contexts that I simply ignored.  So I would say that having fewer contexts is much better for me.

No Weekly Review

I don't feel an intense need for a Weekly Review like I used to with GTD.  I've heard David Allen say that the people who succeed with GTD are the ones who do their Weekly Review, but I also know very few GTDers who consistently do a Weekly Review.

Because I tend to circulate through the pages in my AF notebook almost once a day (when things are moving along well), I see all the items on a pretty regular basis.  I am regularly evaluating and thinking about how to move an item forward.  AF also has a nice system for dismissing items.  That is, if you go through a page without picking any of the actions then you mark them with a highlighter (I circle them) and mark the page as closed.  I only dismiss items if my pass through the page does not pick any items because they don't seem important.  If the tasks are waiting on something else or important, but I just can't get to at the moment, like "Fertilize the grass".  Well I can't fertilize until I've mowed the lawn then I wouldn't dismiss it.  If it were, "Read Leonardo da Vinci biography" then this is probably a great task and there is nothing stopping me from taking action on it, but nothing I'm going to get around to soon, so I will dismiss it.

The dismiss idea is a good technique to evaluate why something is on your list, but not getting any attention.  I enter an item in my notebook called, "Evaluate dismissed tasks".  Then whenever I have time I go back and evaluate those items and figure out why they were not moved forward.

In GTD the idea of renegotiating your commitments is discussed.  AF and dismissal provides a very clear way to know what you need to go back and re-negotiate.

Next Actions are Great, but is that all there is?

I've heard the example in GTD of a project being anything that takes multiple steps to complete.  So if I need to get new tires on my car, the Next Action would be "Get phone number of the tire store".  Then once I've done that I'd add "Call tire store and get prices", then I'd eventually decide whether or not to go to the tire store and ultimately I might enter "Take care to tire store".  Are we stupid?  With AF I feel free to write down "Get new tires on car".  When I get to that it's not too difficult to ask myself, what's the next step? If the answer is, "Call the tire store" then that's what I do.  When I complete that I might simply re-enter at the end of the list, "Get new tires on car."  I know perfectly well where I'm at on the project.

I guess I just don't believe that its really possible to separate the action and thinking parts and I don't think that's a good idea anyway.  AF lets you take some action on an item and then move on when that makes sense and just re-write it at the end of the list.  This is a superb technique for reducing procrastination and creates a rhythm and momentum that is hard to describe, but that I rarely experienced with GTD.

Engaging Intuition

My favorite thing about AutoFocus is that it provides explicit guidance on how to select items to be done next.  It really lets you engage your intuition or unconscious mind in the process of selecting the next task.  I think this is extremely powerful if one is willing to really trust the process.  Much more could be said about this, but when the conscious and unconscious portions of a person are aligned massive action can result.  In many cases I've found that when I trust the system I pick things to work on that surprise me consciously, but generally has worked out for the best.  With GTD I've often observed people having the desire to just get things checked off and so they are checking off actions with no real concern for the importance.  This creates a false sense that everything is equal.

Mark Forster has described AutoFocus as using Closed Lists.  This means that rather than roaming over the entire list of actions to find something to do you are limited to a single page.  You continue working on that page until you pass over the list and find nothing that stands out.  This seems like a minor point, but in my experience it's quite important and helps prevent one from just skimming pages looking for something easy to do.  It really helps move things along quickly.

The Closed List property of AutoFocus also gives rise to concerns that you can't get to urgent things because you just added to the list because you are stuck working through a few pages back.  My experience is that when intuition is guiding things you will usually get a sensation or signal that you need to be doing something else other than what is going on in the pages.  I use the AF system is used for work when there is nothing more urgent and important to be doing.  I always start my work with the question, "What do I need to be doing right now?"   If something critical comes to mind then I do that immediately and I repeat that until the only answer is something like:  "Just work through the lists."  Then I start my official AutoFocus work.  When I first started using AF, there was almost always something urgent I had to deal with.  Now its most common that I just work the lists and as I get things done proactively I find myself having fewer emergencies.
Statistics

I have closed out relatively few pages and over time I've realized recently that if something isn't getting attention you should dismiss it earlier and investigate the reasons its not progressing, either its not important or there is some obstacle (real or imagined) to taking action.  I have quite a few pages with 1 or 2 items remaining that probably should be dismissed.  Dismissing leads to insight and helps move things forward rapidly or gets rid of items that came up at some point and got on the list, but really aren't important to get done.  These numbers are a bit misleading because mid-stream I switched from one context to two which resulted in some items being moved from single list to a personal list even though no action was taken on them, but overall I think they are instructive.

Work List: 23 pages, 20 open, 3 closed (average page is about 80% complete)

Personal 7 pages, 0 closed (average page is about 70% complete)

Average page has 40 items on it.  Over 5 weeks this is about 1200 items entered, 800 of which are complete.

Lessons for GTDers

If you are interested in trying a new system I would recommend trying Autofocus.  If you aren't ready to try that consider a few ideas from AF in your GTD system:

• Reduce the number of contexts you are using
• Keep track of items that aren't getting done (by creation date) and figure out why
• Try using a physical system rather than a digital one

Summary

Overall I'm very pleased with AutoFocus and feel that I've been much more productive since I've started using it.  I love its simplicity and the drive it creates to move things forward and complete them.

Having built many complex systems as an engineer I can say without doubt that those that operating simple, easy to remember, easy to understand systems work by far the best.  I think the fact that there are 100s of applications to do GTD and GTDers seem to endlessly tinker with their systems and programs is evidence that its not really working for many people.  Fixing the tools won't solve the underlying issues.  Autofocus is simple, easy to apply, and seems to work.

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Making Commuting Fun

While an increasing number of people are working from home, most of us still spend significant amounts of time in our cars or the train or a bus going to and from a job, visiting clients, or if you are lucky just going back and forth to the bank to deposit your big checks.

Like we discussed in a recent post, those minutes can really add up.  You might not be able to easily reduce the amount of time you spend in the car, but you can probably make better use of your time and arrive more relaxed, smarter, and more prepared for what comes next.  So here are 10 tips for spending your commuting time wisely.

1. Review the day from multiple perspectives. Don't just think about the day from one perspective, but think about a few key interactions you had (face-to-face, over the phone, or e-mail) and think about them from the perspective of each of the other people involved.  Then imagine you are an objective 3rd party just watching the interaction and think about it from that perspective.  This always has a way of adding some new perspective to the situation for me.  And remember just because you think about it from their perspective doesn't mean you know what they are thinking...you probably aren't a mind reader yet, but at least you can see the situation from a perspective other than your own.
2. Recall the things that went really well during your day. When were you at your very best?  What did you really excel at?  Did you surprise yourself with how superb your performance was?  While thinking about this, think about what things you want to be doing next?
3. Be grateful. Think about all the things in your life you are really grateful for.  Start with what you are grateful for right now, in this very moment.  Then think about each of the areas of your life: work, family, friends, financially, etc.  If this doesn't change your perspective a  bit, not sure what can be done for you.
4. Connect with someone you haven't reached out to for a while or someone you know who might need a boost. You can always check an action item off your list by making a needed call on your mobile.  You can also choose to reach out to someone and just connect.  You can reach out to someone you know who might need a boost.  The more selfless you can your intention in making the call the better.
5. Improve your Memory. Memory is primarily a function of usage and training.  So train your brain to pay attention to details and things it might not otherwise notice.  Make it a game.  Try to remember license plate numbers of cars you've passed.  If you go the same way regularly, try to remember the exact wording on an upcoming billboard you've seen a 100 times.  As you pass it you can check yourself.  You can try to remember what your significant other or kids were wearing when you saw them as you walked out the door.  You can try to remember the lines from a movie or TV show you saw the night before.  You can try to remember what each of the people in the last meeting you had were wearing, exactly what they said (word for word) and if you can hear in your mind the exact tonality as they said it, even better.  If you do this consistently your memory will dramatically improve.
6. Listen to music (intentionally). Sure, many people listen to music while travelling, but for what purpose?  To keep them from going cold-stone crazy?  What mood would you like to be in when you get where you are going?  Do you want to be relaxed, creative, pumped up, motivated, or even angry and aggressive?  Find music in your collection, or go buy some more that will help you get into the moods you want.  Make a playlist on your iPod for each mood and when you get in the car, pick your mood and let the music help you arrive prepared.  You have seen Olympic athletes listening to music as they prepare for the biggest events in their lives.  Now go and be an Olympian in your own life!
7. Do some writing or public speaking. Are you working on writing the great-American novel, the next Self-Help or just your next blog post or twitter tweat?  If you can take notes on your commute it's a great time to brainstorm.  If you are driving get a little voice recorder and record your ideas.  You might also be able to practice for an upcoming speech or presentation, or just asking your boss for the raise you deserve.  Talk our loud and hear yourself talk, do it until you sound the way you want and are sure you'll get the desired response.
8. Listen to audiobooks and podcasts.  Keep current and learn a skill. I generally don't advise people to spend a lot of time listening to the news.  So little of it has lasting value, but think about what you can learn.  Pimsleur language lessons usually contain 3 levels of 30 30-minute lessons.  So basically in 90 hours (assuming you repeat each one twice) you could have reasonable fluency in a foreign language.  If you just did 30 minutes a day, in one year you could have reasonable mastery of two new languages.  Audiobooks are normally from 3-20 hours.  Many people can get through an additional 10-20 books a year this way.  That can get expensive, so try Podcasts there are thousands of them and most are free.  It's true that most of them are lousy, so try some out until you find something that really speaks to you.
9. Close the Loops. At the end of a long day most people will have engaged in far more multi-tasking than is really healthy for normal human beings.  Multi-tasking often means there are a lot of  incompleted tasks at the end of the day and that wacky unconscious mind just keeps working on them.  If you have a minute before leaving the office go through and consciously complete things.  Consciously shut-down email (get to Inbox Zero if you must), turn off the machine, monitor or fold up the laptop very deliberately.  Organize the papers on your desk in some conscious way.  Pick up the phone and  hang it up again.  Open and close your desk drawers.  Do anything else to signify that you are closing up your day and transitioning.  As you walk out, notice the sound of the door closing on your way out.  As you begin your transition home, let your mind wander to any unfinished conversations or activities, and note mentally if needed, but preferably on paper or a voice recorder what needs to happen tomorrow to move those things forward.  Then consciously shift your thinking to something else.  If you do this thoroughly you will have a very smooth transition to your next set of activities and be able to approach things with a fresh mind the next day.
10. Practice Progressive Relaxation. As you drive or ride home, begin to pay attention to the feelings in your body.  Begin with the toes and notice them, notice the weight of your toes, notice any tension, and allow the tension to fall away and consciously make your toes relax.  Work slowly and progressively up your body, noticing the feelings in each part of your body and relax each part.  Only keep the tension necessary to be safe and alert.  If you find yourself getting drowsy, stop and move your body to get alert again.  If you can learn to relax your body like this then you can really release tension and arrive at your destination ready for what's next.

Hopefully these tips are useful.  I'd love to hear your ideas on how you use your commuting time wisely.

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OmniFocus vs. Things

Having been a long-term and obsessive OmniFocus user (since the early Alpha builds) I thought it was time to look at some of the alternatives out there.  I didn't really have time to review all the choices out there, but so I decided to do an evaluation of Things from Cultured Code.  There are plenty of exhaustive reviews of these products and the world probably doesn't need another one, so I'm going to describe just the key issues that drove me to ultimately replace OmniFocus with Things.

Like I said I've been an OF user since before it was officially released and purchased its iPhone app the day it was released.  OF has been a good friend, but it hasn't been without some trouble.  The iPhone app has never worked reliably for me.  I admit that I have a very large database and my workflow creates many of the tasks from e-mail.  OF currently includes email text and attachments in its database which causes significant bloat (according to their technical support).  This results in painful loading time on the iPhone and in my case it simply crashes almost all the time, either on start-up or after using it for 30-60 seconds.  After repeated attempts to resolve the issue I stopped using the iPhone app.

As I began to use Things I was excited by the chance to have a working iPhone app again.  The Things iPhone app provides a lot of the capability of the desktop and is very easy to use.  I like it, but with it lacks two features the OF iPhone app has.  OF has a wide variety of methods for syncing the iPhone and desktop databases.  The one I use is using .Mac/iDisk so that my databases sync no matter where I am as long as I'm on a network.  Things syncs over a wireless network when your iPhone and desktop software are on the same LAN.  This works very well, but really requires you remember to sync them before you go mobile.  So while I like the Things iPhone app, it still needs more work.  This wasn't a big deterrent for me in switching since I had adapted to not having a reliable iPhone app anyway.  The other feature the OF has is the ability to tag locations to your tasks and use the GPS to find tasks that can be completed in your vicinity.  This sounds like a neat feature and I know people who use it, but again without the app working for me is theoretical.  I would love it if Things added this though.

The things that really drove me to switch are:

(1) A beautiful UI. The Things UI is simple and clean.  OF is feature-laden, but a bit clunky.  There are tons of modes and settings, none of which I find profoundly useful.  One day I accidentally, without realizing it, set my system into a "Perspective" which caused many of my projects to simply disappear.  I was convinced by entire DB had become corrupted.  There are many clunky things like this in OF, that the simplicity of Things simply avoids.

(2) Tags.  I really love the idea of Tags in Things.  It's a general idea that you can Tag projects and you can Tag tasks and then filter the next actions you are looking at by Tag.  Tags can be used to implement Contexts and it also allows multiple Tags to be assigned to a single task.  I love this because I can easily implement the idea of "Waiting For".  When I delegate a task out I simply add the Waiting For task to it, which still preserves the other tags assigned to it.  In OF a task is in only one Context so I add it to Waiting For context, but lose track of which context it was originally in.

It also allows implementation of priority.  OF has a Flag capability that is binary, it's flagged or its not.  I used this to indicate priority, but invariably too many tasks get Flagged and it begins to lose its meaning without very careful management.  The Tag capability lets you implement whatever scheme you like.  This is a HUGE benefit of Things for me.

(3) Areas. Things lets you group projects into Areas.  This is quite flexible and lets you group tasks into "Work", "Home", "Father", "Husband", "Finance".  Then you can easily look at all your projects in that context.  This feature is completely optional, but I find it incredibly useful.  In OF previously I managed the same thing with SubProjects, but I found this quite cumbersome and grouping a large number of projects and making sure they stayed organized was fairly painful.

(4) Today. This might be my very favorite feature of all in Things.  There is a category called "Today" and you can simply take any projects in your "Next" list and designate them as "Today".  I love this for implementing the "Most Important Tasks" idea (See Review of Power of Less).  First thing in the morning I select 3-4 tasks that really must be done that done and add them to the Today category.  I begin working on those first and try to make sure they are done by the end of the day.  There is no good way that I know of in OmniFocus to implement this.

Conclusion and how to integrate with e-mail.

These are the major things that compelled me to switch to Things.  I am so happy I did.  Before I finish this I want to describe how I integrate with e-mail.  A very large number of tasks that come my way come via e-mail, but in my opinion neither OF or Things really handles this correctly out of the box.  I find this a shocking oversight.  To be fair they have both implemented a service that allows clipping and this can be scripted, but as far as I know you can only tell it to insert the selected item.  Normally when doing e-mail you want to add the e-mail to your inbox or directly to a project and then Move the e-mail out of your Inbox into some archive or reference folder (I call mine Reference).

So I am using Apple Mail.app for mail.  When I want to convert an email into a task hit the `-t key sequence and Mail Act-On will then invoke a script that launches the Quick Entry feature populated with a meaningful subject and a link to the e-mail in the Notes section.  Then when I want to do the task I can simply click on the link, the original e-mail is there which I can then reply to, forward, or whatever I need to do.  By default the task is entered placed in the 'Inbox' which I find to be the best place as I can more thoughtfully go back and assign it to a project, add tags, etc. later.

When I first started evaluating Things I wasn't sure if it was going to be possible because Things lacks a proper Apple Script interface, unlike OF which has an extremely powerful one.  Fortunately I found that Niclas Nilsson has developed and published a very creative solution that does exactly what I was looking for.  This mimics exactly how I want to use it and how was doing things with OmniFocus.  If you want to use Things I strongly encourage you to review his posting here.

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[amazonify]1401309704:right[/amazonify]

Leo Babauta is the author of the Zen Habits blog which is now one of the Top 100 blogs in the world.  His blog is based on his inspiring story of changing his life beginning with quitting smoking, becoming a vegetarian, running marathons, turning his financial life around, creating a blog with 100,000 readers.  The theme of his blog if you haven't read it yet is simplicity, doing less, enjoying more by being absorbed in the moment.  It's a simple, focused message that permeates every area of life if you adopt if fully.

This book is a simple, short, quick read at 170 pages.  If you have read Getting Things Done and Four-Hour Work Week, you will find many familiar topics, but consistent with its title, its presented with fewer words.  For those not familiar with David Allen's Getting Things Done approach, this book is an excellent introduction to the core behaviors of GTD.

What I like so much about the book that I think GTD misses is the focus on simplicity and eliminating the non-essential.  Where GTD is great for getting a handle on your busy life and getting more done.  Power of Less is more about being less busy and doing the things that really matter.

The book discusses Leo's approach to building new habits which is simple and powerful.  He seems to have a good track record of applying it with success.  Definitely worth reading.

One of the real strengths of the book in my opinion is his very simple approach to having One Goal and having a simple, manageable number of projects, and picking your Most Important Tasks everyday.  With GTD it can be really easy to focus on cranking through tons of Projects and Next actions because you can, even if those things don't really matter that much.  Leo's approach is wonderful for stripping life down to the bare-essentials.  (I suspect David Allen would disagree with my characterization of GTD and we'll be reviewing his recent book next month).

There are a number of how-to sections toward the end of the book like: simple filing, simple e-mail, simple internet, simple committments, tips of getting fit.  None of these break any new ground but offer reasonable advice.  Some of it seems a bit overly simplistic, like his suggestion that you don't schedule appointments, you just ask people to call you a bit before they would like to meet and see if you are free.  For anyone who is at all busy and doesn't have an administrative assistant this seems like a recipe for inviting massive disruption into ones life.

Overall I'm not sure what I think of books that take blog content freely available and put them into book form (Leo seems to have similar mis-givings), but as a standalone book this is a worthy effort and worth reading, especially if you aren't already deeply familiar with the zenhabits blog.

In future book reviews I will summarize the 3 main things I got out of the book

The 3 Big Things

1. Focus on the Essential and Simplify
2. One Goal, 3 Projects (only add new when all 3 are done), and Most Important Tasks
3. Implement one new habit at a time.

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In my last post I described my current GTD setup using OmniFocus. This works really well, but doesn't always make it easy to keep the important and unimportant activities sorted out and enables confusion between activity and achievement. A couple things I find really useful for making sure I'm focusing on the important things are:

1. Identifying 3 major goals for each day. I try to focus on completing these before even reading e-mail or getting caught up in the emergencies of the day. This is a great way to focus on what is really important each day. I also love the idea of avoiding e-mail until some of the important things get done. There will always be more e-mail to read and answer. The trouble with e-mail is that when you reply, people just write back, leading to more e-mail and if you always feel the need to read and reply quickly you can easily get stuck in an endless cycle of communication that may or may not be leading to results on the most important things.
2. In 7 Habits of Highly Effective People, Stephen Covey describes 4 Quadrants for classifying your activities based on Urgency and Importance. The ideal scenario is to have activities focused in Quadrant II, that is those that are both urgent and important. By classifying the items on your activities list into 4 Quadrants , it becomes quite easy to focus on the most important things. In Omnifocus this functionality is lacking, but I use the Flag feature to identify Quadrant I activities that are both important and urgent. The Weekly review forces thinking each week into Quadrant II. By using the tip above of focusing on 3 strategic and important items each day it is fairly easy to ensure that the important activities are being address. This is of course true if one isn't over-committing. That will be a future topic.

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