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Uberfocus – My tweaks to AF4

I have been a big fan of Mark Forster's AutoFocus time management systems.  Each of them were excellent, but were still lacking in some way.  In early September Mark published his latest version, AutoFocus 4 (or just AF4). Many people have reported AF4 to be the best version so far.  For me it has been quite a step backward.  So it finally propelled me into developing my own system and I'm very happy with the results so far and this post describes the system.  Let me first explain my issues with AF4.  (For details on AF4, go here).

1) My lists aren't like Mark's as far as I can tell.  I tend to have more things on there that I won't be able to take action on for a while.  There just aren't enough small chunks in a day to work on everything and that is completely okay with me.  My life is extremely busy.  I'm married, I have 6 young children, I am an executive in one company and work full-time as a senior manager in another, and I have many interests outside of all of that.  It's okay for things to sit on the list for a little while.  So the dismissal rules of AF4, as I understand them, are far too aggressive.  I also seem to have more urgent tasks that come up that really need to be done with a quick turnaround.  AF4 makes it very hard to get back to the Active list when followed literally.

2) I have felt for a long time, that the unconscious mind gets subjugated to strict processing rules in some of the AF systems.  I think my system improves that by allowing the unconscious to get a bit more involved by controlling, not just what item is selected to be worked, but the flow through the list.

3) Given that my backlog can be fairly long, I really need a way to get back to my Active list quickly.  When urgent things come up with AF4 I find that I am constantly just ditching the processing rules to get back to the active list or I end up being unresponsive to important items.  So I have to break the system to make it work.

4) I think the introduction of the Backlog/Active line in AF4 is a stroke of genius, but I much prefer my system for using the Backlog/Active line than is described in AF4.  See below for more details.

My System in a Nutshell

The system is basically the same as AF4 in terms of adding tasks to the list as one long list.  I currently use a simple cheap notebook (they tend to last longer than the more expensive ones I've tried ironically).

• Each morning I review each list (I currently maintain two lists: one for my full-time job and another that combines my personal tasks and a company that I separately, but that I frequently do work for at home).  I ask myself, "What tasks on the list absolutely need to be done today or something catastrophic will happen including my breaking a committment or not acting with complete integrity?"  Any tasks that meet that criteria get a small checkmark.  On average there are about 5 tasks each day that meet this criteria.

• Then I begin processing by working through only the checkmark items.  I just refer to this as being in "checkmark mode".  I do everything possible to complete these tasks before working on anything else.  Sometimes enough progress is made that I'm satisfied with my progress for the day and re-write the task.  If I am interrupted I will re-write it with a check to be continued later in the day.  Once I complete "checkmark mode".  I begin following the following rules.

• I begin processing my list from the end backwards.  This is my Active List.  I follow the normal AF rules of reading back through until some task stands out as being right to be done right now.  I work on that task until completion or I feel the need to move on.  If not complete, I re-write it at the end of the list and continue moving backward through the list.

• The exit from the Active list is to hit the Active/Backlog line and ask the following question: "Is there anything in the Active list that is more important to be doing now than the tasks in the backlog?" If yes, process the Active List again back to front. If no, then go to the beginning of the backlog.  This is purely an intuitive question.  My reasoning is that my mind knows what's on these lists and I let it guide me where to put my attention.

• Process forward through the backlog until you reach the Active/Backlog line and ask the same question: Is there anything in the Active list that is more important to be doing now than the tasks in the backlog?" If yes, go to the end of the list and begin working backward again.  If no, then go to the beginning of the backlog and continue processing.

• As the backlog is processed each time the end of a page is reached where no actions have taken place ask, "Are there any tasks on this list that are no longer important or that I should defer?"  (On an average day this results in dismissing 1 or 2 tasks).

Moving the Active/Backlog Line

I move the Active/Backlog Line purely based on my intuition about my list.  My goal in moving the line is to make sure that anything that is reasonably urgent is easily reachable while processing the Active List.  (For reference, my personal list is about 18 open pages right now, and my main work list is 6 open pages).  I find that I feel comfortable with my Active/Backlog line being 1-2 pages from the end of the list.  One rule of thumb I frequently use is: "After doing my daily check-marking, if the Active/Backlog line is significantly earlier in the list than the earliest check-mark item, then I will move the A/B line to just before that earliest check-mark item."  That one rule probably accounts for moving the line 80-90% of the time and has worked very nicely.  The rest of the time, I will just move it to a place that seems about right.

Structure of my Notebook

• I use a simple black school notebook right now.  It has 100 pages and 24 lines per page.  I number each page in the upper right corner when I get the book.  I only number right facing pages, so my numbers are 1-100.

• The last 10 pages are reserved for additional lists that I will describe in a minute.

• I use left facing pages for notes on whatever I'm doing.  It might be technical notes, meeting notes, something I've read, miscellaneous lists, etc.

• I run my personal/2nd business list starting at page 1 and my full-time job list start at page 45.  They both progress at very similar rates.

• The last 10 pages include the following: 3 pages for daily statistics.  I expect to complete a book in less than 2.5 months at my current velocity, so I need about 75 lines.  This gives me 72.  I'll have to hustle.  For each day I track the following stats for each list: how many items created, how many items completed, how many items dismissed, number of open pages, number of check marked items, and how many check marked items I completed (yes I don't always finish them).

• I use one page to write lists of books, movies, online videos I wanted to go watch.  I used to keep these in my main list, but they ended up always getting dismissed because I can only really read one or two books at a time.  Now I keep them on their own page and work on one at a time, when I complete a book, I go back to this page, cross it off the page, and then add a new item to my main list, "Read <Book Title>".  I usually keep one audio book and one regular book the main list at a time.  I divide the page in 4 quadrants one for Audios, Videos, Books, Movies.

• I use 5 pages as a tickler file.  When I start a new book I put the next 4 months in the book.  So my current book was started October 1, so I have pages for Nov. 2009, Dec. 2009, Jan. 2010, Feb. 2010, and Future/Someday.  I am okay with having things I want done in the next 30 days in my main list.  So at the beginning of November, I'll dump all the November items into the Main List.  I also will check the other lists to see if there is anything else on there that seems more urgent that should be moved up.  If your book is larger or you will take longer to move through it, I would recommend having more months reserved in the back.

• I have one free page that I haven't decided what to do with yet.  Suggestions?

Additional Thoughts

• I fought the introduction of the checkmark mode very hard and tried various versions of it and have found that this version works the best, and for me is absolutely necessary to stay on top of certain tasks.  I normally complete this checkbox mode by early morning at the latest.  Although on some days, depending on work/home balance, I might leave home tasks until evening if I know I can do them when I'm back in that context.

• AF and particularly this latest variant has radically and dramatically improved my ability to make incremental progress on long-term tasks.  One big area of improvement is in helping my kids to get things done with Cub Scouts, Boy Scouts, sports, or other long-term projects.  I put tasks in my lists to work with them, e.g. "Scouts - John".  I usually just mentally allocate a day to do that, usually Saturday.  When Saturday comes around those tasks get picked off, I either remind them to do something for it or work on it with them.  The difference in their progress is DRAMATICALLY BETTER.  I'm now the parent with kids on top of all these things.

• There are several other daily type tasks that I usually put in my list.  For example I'm learning Spanish right now using Rosetta Stone, so when I complete my practice on Saturday I will insert "Spanish (L: Sa)".  This means I did it last on Saturday.  This is useful for two reasons.  One, for the rest of the day Saturday it makes it easy to see that I already did this tasks today (yes sometimes I can't remember), and if I get busy and miss a few days it's easy to see how far behind I am.  This has been a big help in keeping track of things I do daily, but only once daily.

• I have not found this or any of the AF methods at all useful for staying on top of physical exercise.  I find calendaring this into my fixed daily schedule is FAR more effective.

• As I said I keep daily statistics.  This usually takes about 10-15 minutes to update, but it also forces a read through of my entire list each morning which is quite useful and I recommend even if you aren't keeping track of statistics.

• I have experimented with overlaying Covey's quadrant model onto this.  Ultimately I found that this new system basically addresses the quadrants implicitly.  The checkmark mode handles Quadrant 1 activities nicely.  Quadrant 2 activities naturally get dealt with by letting tasks stand out to be done.  By allowing access to the Backlog whenever there is nothing more important to be done (Quadrant 1), the elegance of the AF model to build incredible momentum and focus is preserved.  Quadrant 3 activities, also get handled well by a combination of the checkmark mode, and having many ways to get on and stay on the active list if needed.  Quadrant 4 tasks can be built in and selected appropriate or dismissed.

I hope you find this useful.

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