Using GTD To Tame The Beast Inside Of Me

Derrick Bostrom — Tue, 13 Nov 2007 12:28:27 -0500

It's the central contradiction at the heart of our all-too-finite existence that we cannot reconcile the uncontainability of our dreams with the futile limitation of our resources. It's no wonder we've come rely on strategies to get through the day. In David Allen's world, the metaphor is the overloaded information-driven workplace. For Merlin, it's the in-box. Much like baseball, which employs elaborate rules to "score" the uncontrollable moment when pine touches horse-hide, or Civil War reenactments, which apply a comforting tactical grid to our nation's most chaotic psychic trauma, GTD derives its power from our need to impose our will on random events. No matter what fate has in store, all we have to do is write it down and throw it in a box.

But some situations require us to think outside the box.

I've never been very good at handling demands from the outside world. I haven't answered my telephone in decades. When it comes to something like getting a haircut, visiting the dentist or changing the oil in my car, I'll either lie awake all night worrying about it or forget about it altogether. So I desperately wanted to believe in any strategy that could help me dispatch unpleasant tasks without the need to obsess over them. Once I made that initial leap of faith, the rest came surprisingly easy. Sure enough, I was amazed to discover how quickly I could swat down those hated chores with my very first trusted system.

As self-loathing abated, I looked forward to the promise of projects that might actually cause me personal satisfaction upon completion, and not merely relief. But external obligations sprout all by themselves, like weeds. I found myself spending far too much time whacking tedious projects off my plate and not nearly enough on the ones I truly loved. I came to understand that if my only motivation was avoidance of the pain from open loops, I'd do nothing but battle these impositions for the rest of my life. I knew I'd have to rethink my system.

Some stubborn projects defy the equation: the pain of doing them far outweighs the pain of leaving them undone. For these tasks, I've created an entirely new type of context, which I've set just above and slightly to the right of "deferred." I call it "punishment." Tasks falling into this category include certain home plumbing repairs, financial drudgery which I haven't figured out how to automate yet, or anything that tends to remind me of my inevitable demise (such as pruning photo albums of recently deceased pets or trying to read anything set below 12-point type). In other words, this context would include any task that would tend to ruin my day if attempted.

I save those tasks for when my day is already ruined. Whether I've overplayed my hand somehow and allowed my demons to surface, or just simply made the colossal miscalculation of allowing myself to "believe" (whatever that means), that's when I pull out the punishment list. Suddenly, the tasks on this list don't look so foreboding -- that's when I know its time to jump on them. The benefits to this approach are threefold: first, I receive my self-administered comeuppance, second, I move a dreaded project forward, and third, if the project truly belonged on the list in the first place, then it 's likely I've banged my knuckles against the pipes hard enough to restore emotional equilibrium.

This may sound a little extreme, but it works. The last time I tried this method, I was hoarse from screaming at my tools and there was a pile of broken pipes and kitchen paneling out behind the house. But my newly-installed under-the-sink reverse osmosis unit worked like a charm! Furthermore, I'd completely forgotten whatever was bothering me in the first place.

Give it a try, but make sure you have plenty of band-aids on hand.

”Using GTD To Tame The Beast Inside Of Me” was written by Derrick Bostrom for 43Folders.com and was originally posted on November 13, 2007. Except as noted, it's ©2010 Merlin Mann and licensed for reuse under CC BY-NC-ND 3.0. "Why a footer?"

The Annoying Productive Guy At Work: Shaming Users One Color At A Time

Derrick Bostrom — Tue, 23 Oct 2007 20:08:52 -0400

I was recently put in charge of on-site tech services after a two year apprenticeship as the assistant. Surveying the mess left to me by my former boss, I'm amazed at how many open projects he allowed to grind to a dead stop on his watch. I suppose it shouldn't come as too much of a surprise. Bloated from the effects of rapid growth, my company suffers from years of rampant position-creation and ill-considered solution grafts. Left to grapple with a culture of contradictory goals, incomplete training and an end-to-end process similar to Sartre's "No Exit" ("hell is other departments"), I'm surprised my predecessor got anything done at all.

My new assistant is an 18-year-old "millennial," as I guess we're calling them now. He's a young computer Borg who could hack before he could walk. In a probably vain attempt to keep him from quitting before I get in at least one decent vacation, I'm constantly looking for ways to keep him engaged.

"What IS all this crap??" He guffaws at the cascade of emails that greets us every morning. "Do you really READ all of this??"

You don't read it, I tell him, you PROCESS it. It'll take months before he learns to fish the actions out from the dozens and dozens of messages clogging his in-box all day long. But once he learns to manage the broadcast, he'll also get a front-row seat for the epic drama of fear and heartbreak that passes through our mail server every day. Our company's high reliance on email creates such a dense barrage that it creates a perfect means through which things fall through the cracks.

I work in a high-turnover, low-skill, interruption-driven work environment where a strong back and the ability to keep the rabble in line will get you a lot farther than any sort of transcendent appreciation and mastery of technology. Folks here are typically over-worked and under-paid, and when I have to insert myself into their already overburdened workflow, their reactions range from passive-aggression to open hostility.

A couple of week ago, I found an old performance review while cleaning out my desk. On the final page, scribbled in an area marked "goals," was an odd item which I'd forgotten all about: "develop training program for helping leadership better manage email." Last year, I was told to work with our Outlook users whose mailboxes had grown too large, announcing that those folks above 60 megabytes would be having their accounts suspended. (Of course, the deadline came and went with no action taken, despite some of my users having in-boxes more than ten times the allowable size.) The project came to mind the other day as I looked over a co-worker's shoulder.

"Why don't you delete that unread five-megabyte email from someone who hasn't worked here since last spring?" I asked her.

She looked up at me with heavy lidded eyes and replied, "I'm...just...too...busy...."

This person's experience was typical. It would have been a blessing if her account was suspended; the system was all but useless to her anyway. Trying to explain best practices to such a hapless user is a lost cause. I decided to try an approach that combined humor, some color, and a little public humiliation. Every week, I would load all of my users into a spreadsheet sorted by mailbox size. I gave each increment of 100 megs a different color and attached a gag color legend, changing the gags every week. One week, the red users (my worst offenders) had "completely given up," the next they were "blackballed from the Clean Plate Club." Last week, they were "helping the terrorists." And so on.

It got people's attention. Yesterday, my heavy-lidded co-worker finally asked for some help. First we separated out all actionable stuff. Then we fished out all relevant reference material. Then we banished the rest. I stitched everything into place with a small but powerful handful of rules, then showed her the result. She looked it over for a minute or two, then suddenly turned to me with a startled look on her face. "My god!" She cried, pointing to the screen. "I didn't realize this was due on Monday!"

In effect, I've started an ongoing email clinic. Some people respond to the competition: they want a lower number than Lumpy in the next desk over. Others will just add me to their pile of unread messages. But folks are also coming forward who are genuinely interested in freeing themselves. I'm sure my approach won't work on everyone. After all, no one gets up at the crack of dawn and tries to cram 60-plus hours of work into 40-hour work week, just so they can satisfy the arbitrary impositions of some guy from another department that they hardly know. But I keep the offer out there, and eventually I'll rescue the ones worth saving. To be honest though, I'm really just trying to save myself. It's these modest checks in the win column that help me make it through the work day.

”The Annoying Productive Guy At Work: Shaming Users One Color At A Time” was written by Derrick Bostrom for 43Folders.com and was originally posted on October 23, 2007. Except as noted, it's ©2010 Merlin Mann and licensed for reuse under CC BY-NC-ND 3.0. "Why a footer?"