Better Brainstorming

December 2, 2018Leave a comment

Do you dread brainstorming sessions? The idea behind them is very simple, yet often unfulfilling. The intention is to bring the team together to come up with as many ideas as possible to solve a problem. Unfortunately, there are inherent flaws in the brainstorming process that can short circuit the process. So is there a way to do better brainstorming?

people sitting beside brown wooden desk near flat screen tv

A recent article at the web site ScienceNordic provides some possible ways to brainstorm better. The author, Lukasz Andrzej Derdowski writes that the following approaches have proven to be successful:

“Companies that implement a brainstorming method instruct their employees to abstain from criticism during the exercise so as to avoid ‘evaluation apprehension’. Yet others prefer to conduct electronic brainstorming sessions where participants share ideas on computer platforms without having to wait for their turn, and so alleviate the ‘production blocking issue.’”

Read the rest of the article on the ScienceNordic web site.

The Strategic Value of Clear Space

November 25, 2018Leave a comment

DA-Small At the end of an Efficient Librarian training seminar or webinar, I like to close with a phrase from David Allen that has stuck with me for a long time. To my mind this phrase encapsulates the power inherent in the GTD mindset. The phrase is “The Strategic Value of Clear Space.”

In a recent blog post on the Getting Things Done web site, David Allen expands on “The Strategic Value of Clear Space” at length. Here is a key takeaway:

“To tackle something most productively you must begin in clear space. Physically you need all your tools in order and an open space for spreading your raw elements and assembling structures. Psychically you need an empty head, clear of distractions and unfinished business holding your attention hostage. From this starting point you will have your best chances for creative thinking, optimal ability to deal with surprise, maximum flexibility to come up with workarounds and innovative solutions. You’ll be able to take advantage of serendipitous, potentially valuable ideas.”

Read the rest at the Getting Things Done web site.

Advice on Tidying a Workspace

November 11, 2018Leave a comment

mariekondo Do you inhabit a messy workplace? While your desk contains clutter of your own making, most offices have communal spaces that can quickly get out of hand. What is the best approach to keeping these common areas clean?

The Konmari Method, created by Marie Kondo, is mostly devoted to helping people organize their personal home space. However, in an interview with the web site Quartz Marie Kondo shares insights into keeping office spaces clean.

“My suggestion would be for co-workers to tidy up their workplace together. There are many benefits to organizing your desk space, including increasing your efficiency by spending less time looking for the things that you need, being able to more quickly prioritize your workload, and even feeling better as a result of working in a clean environment.”

Read the other questions and answers for Marie in this short article on Quartz.

Email and Your Job

November 4, 2018Leave a comment

davidallen It seems like every year the email beast gets larger and hungrier. According to the the web site Templafy, the average person receives 121 emails a day. This sheer volume of electronic correspondence lead to a fascinating question that was posted to the Getting Things Done web site: At what point did answering e-mail become my job?

The answer from David Allen is very insightful:

“Well, at what point did answering anything—your mail, having conversations in your hallway—become your job? It’s all your job. You just have to decide what your work is. As the late, great Peter Drucker said, that’s your biggest job, to define what your work is.”

Read the rest of his response on the Getting Things Done web site.

The Weekly Review

October 21, 2018Leave a comment

Quick question: According to David Allen, what is the “critical success factor” in making your GTD practice stick?

Answer: The Weekly Review

In our fast moving times, it is very important to step away from the daily grind to get perspective on your work, goals, and mission. The Weekly Review is that opportunity. The Review is typically done on the last day of the work week in order to reflect on your calendar, tie up loose ends, and make sure the everything that has your attention is captured for processing. I know from my own personal experience that whenever I miss a Weekly Review, there is a feeling of incompleteness. The Weekly Review is an excellent way to move into a stress free weekend.

Check out this free podcast and guide available on the GTD web site.

Acceptable Interruptions

October 7, 2018Leave a comment

Have you ever been interrupted at work? The truth is that we are interrupted constantly throughout the day. In fact, it is one of the top concerns that my workshop participants raise in the seminar pre-survey. The mental cost to get back on track after an interruption is very high. So much so that most people would like to close their door, put on their earphones, and have a full day without anyone interrupting them.

man in brown long sleeved button up shirt standing while using gray laptop computer on brown wooden table beside woman in gray long sleeved shirt sitting

However, are all interruptions bad? I believe there are at least three acceptable types of interruptions. They are:

Emergency Interruptions – If the building is in fire or someone is hurt, please interrupt me.
Major Organizational Deadline Interruptions – When a big gala is happening tomorrow, budget deadlines are here, or key strategic projects are in their final stage, these items may override all normal work. Best to help your teammates out cheerfully here.
Customer Service Interruptions – When scheduled to be the point person for customer affairs, or if a major customer needs attention, you are committed to set other work aside to focus on them.

What else do you think is an acceptable interruption?

GTD For Teens

September 30, 2018Leave a comment

gtdteens Many people say, “I wish I had known GTD when I was in school.” The problem was that Getting Things Done and other productivity books are encountered after they start their career, mostly because these books are primarily aimed at the business community. However, this has changed with the release of the new book GTD for Teens. As noted on the GTD web site:

“The most interconnected generation in history is navigating unimaginable amounts of social pressure, both in personal and online interactions. Very little time, focus, or education is being spent teaching and coaching this generation how to navigate this unprecedented amount of “stuff” entering their lives each day. How do we help the overloaded and distracted next generation deal with increasing complexity and help them not only survive, but thrive?”

GTD for Teens take the system and explains it using language and situations common to teens. Learn more about the book on the GTD for Teens web site.

The Productivityist Podcast

September 16, 2018Leave a comment

I recently came across an engaging podcast from a company called the Productivityist. According to their web site, they are:

“A company built with the quest to help people stop “doing” productive and start “being” productive through developing practical and tactical approaches to their work and lives.”

The host is Mike Vardy, the President of the company. So, what exactly is a productivityist? Mike offers us this description:

“A productivityist is a productivity enthusiast. They are someone who studies productivity, be it the tools or habits. They dive deeper into the realm than most people. Just like a comedian looks at the world differently, so does the productivityist. Productivityists, like other enthusiasts, like to go further in their craft and push boundaries. They like to explore new processes, new ideas, new ways to get things done.”

The podcast is worth a listen and it can be found on the Productivityist web site or through the Apple Podcast app. In future blog posts, I’ll explore the thoughts and ideas of some of the podcast’s unique guests.

The Weekly Review – A Time for Perspective

September 10, 2018Leave a comment

Weekly Review

For most people the world of work is fast paced. Between meetings, deadlines, email, interruptions and more meetings, it seems like everything and everyone is vying for our attention. It is like a roller coaster that never stops – leaving its riders dizzy and sick to their stomachs. Thankfully, there is an antidote to this fast pace; one that is within anybody’s grasp. It is called the Weekly Review.

In GTD, the Weekly Review a fundamental practice. It is dedicated time to gain perspective. In order for a knowledge worker to take advantage of the review, they must shut out the world for a few hours. For many of us, this may seem like a tall order. However, there are natural ebbs and flows to the week. Typically, Friday afternoon is when most workplaces slow down and presents an opportunity to claim quiet time.

If you don’t think the Weekly Review is important, here is what David Allen himself says about the practice: “Honestly, this is what I do to keep myself sane and in control. … It is the one factor upon which your success with Mind Like Water technology hinges.”

For the complete steps to the Weekly Review simply download this handy guide.

Efficient Librarian

Exploring the Intersection of Efficiency and Librarianship

Category: Efficiency & Productivity