Managing Your Life With Technology
I have a problem. I have too much stuff going on in my life that it is getting difficult to manage it all. So I figure that all of you professionals out there who have their lives in order (anyone?) could help me out some.
I own 3 desktop computers, 1 laptop, a Sidekick, a Blackberry and many other gadgets. How can I better manage my life? The technology is there, but the common sense seems to be missing or something.
Keith’s To-Done has been helping me out some, but I am looking for more and in the process of looking I am missing out on getting work done. My biggest problem is email. It was discussed in the comments of freelancing traits how important it is to respond to emails. I am horrible at this. I receive anywhere from 150-300 non-spam emails a day. Obviously I can’t respond to all of them and still get all my work done and maintain some type of social life.
So how do you manage it all?
Related reading:
I went through something similiar some months back and I can tell you from my personal view that no amount of web-based apps or paper-based journals are going to help you unless you really achieve the mindset to get organized.
Getting organized and on the ball about the many repetive tasks and the projects in your life really takes a change in your mental attitude first, then you can seek out the best method, application or tool to help you achieve this.
I know that this isn’t the response you might be looking for to your post, but it’s something that I wanted to share.
By Nick Dominguez on July 12, 2005 1:18 pm
No I figured it would be something like that. In fact I knew it would take something like that. Just one of those cases you pray there is a silver bullet.
By Scrivs on July 12, 2005 1:22 pm
It’s no silver bullet, but Backpack has helped me alot.
I’ve sort’ve divided my “organization world” into 2 different “spaces” I call it the “analog” (bills, receipts, business cards, etc.) and “digital” (emails, digital files, etc.)
Backpack handles all my digital organization needs and my moleskine notebook handles all the analog stuff.
By Nick Dominguez on July 12, 2005 1:32 pm
I concur with Nick. You can have the best system ready to go, but without the desire to stick to it, it won’t work. With that said, finding a good time/project management method is key. Franklin-Covey puts together a good seminar on it, although it is pricey. I took another seminar a few years ago that helped tremendously. One (of many) thing I took away from it was scheduling out my time during work hours, either first thing in the morning or at the end day the day before. That helps me keep focused on the immediate tasks at hand. It also helps me limit the time I spend on e-mail. One suggestion for your e-mail problem maybe quickly scanning and sorting between most-important and everything else. Then schedule a block of time to respond to the everything else list once or twice a day.
By Chris K on July 12, 2005 1:39 pm
I have the same problem. I’m a fairly unorganized person as it is. One thing that I do try to do as far as e-mails are concerned is answer them the moment I get them, because if I don’t, I usually never make it back to them. I think it is just a mental thing. I’ve just given up on myself being organized for now. Somehow in a weird way my unorganization works for me.
By Jacob on July 12, 2005 1:59 pm
I recently came across an article on inbox management and organization that I found really helpful. The one simple thing that really struck me pointed out how cranking the “check for new mail” frequency in your email client up to 30 minutes or an hour, rather than every minute, helps you keep focus on everything else you’re working on. All of a sudden, there are not constant scattershot distractions in the form of new messages vying for your attention. They come in blocks that you can deal with quickly and efficently.
Check it out: The Inbox Makeover
By Michael Bester on July 12, 2005 2:06 pm
Here’s another old but helpful paper buy Mark Hurst of Creative Good / Good Experience.
Managing Incoming E-mail: What Every User Needs to Know [PDF]
By kevin on July 12, 2005 2:16 pm
There’s no magic bullet, but here are some links that will help you manage everything better. LIke anything, it’s all about doing it:
Good Experience Email Mgmt.
This changed how I process mail. Fundamentally and for the better. [Edit - I see someone else added it before I submitted]
Getting Things Done
Even if you don’t follow it religously, adopting just some of the ideas here will help also.
By Ryan on July 12, 2005 3:02 pm
I probably get the same amount of e-mail. Here’s what I do. First of, I set my email to check ever other hour. That keeps me from filtering it as it comes in. A big help. If I need to focus, I close Mail all together.
As I go through my e-mail I either:
* immeatley delete or file as appropriate. for threads I usually have temporary folders set up that I delete when the thread is done. I try to keep my threads to Basecamp if possible. Keeps my inbox clean.
* respond right away (for the easy ones) then file or delete.
* put in a folder I call “Need To Repond” which I try and empty once a day
* put in a folder I call “Waiting On” if it needs more info
* turn it into a reminder if it’s something I need to action
I have an extensive filing system and try to keep my inbox basically empty at all times.
By Keith on July 12, 2005 3:15 pm
I use the Getting Things Done method. If you haven’t read the book, it’s a must!
By Taughnee on July 12, 2005 3:21 pm
“…How can I better manage my life? The technology is there, but the common sense seems to be missing…”
Haven’t you just answered your own question?
Maybe you need to simplify and take a minimalistic approach in more than just your websites and business plans.
Maybe you should heed the words you speak on simpleydone.com -
I’d suggest you take a moment to step back from everything you’re trying to achieve and take a good hard look at it. What’s the common thread running through it all? What are you really trying to achieve? Is simplicity really a design choice for you, or is it a yet unachieved desire your subliminal mind is calling out for?
Once you figure all that out, seperate the wheat from the chaffe, reduce the mass and get going on what’s left.
Sorry to be so deep and analytical.
Just a thought.
By Mark on July 12, 2005 3:29 pm
You’ll probably get more done once you free up your right hand.
By Mark on July 12, 2005 4:30 pm
Not that anyone should know but I am left handed and thanks for the link.
Wait, that’s my own site…whoops.
By Scrivs on July 12, 2005 4:36 pm
I never thought I’d say this, but I’ve become quite an Outlook power user. It has many built in tools for email and task management.
Incoming emails that require follow-up I flag for follow-up which also requires me to set a timeline for follow-up. Then I’m nicely reminded to tend to the email when my deadline hits. Once I’ve responded/completed the task/whatever, I clear the flag and file it accordingly (a must to keep the inbox clean and un-cringeworthy).
I also use the simple Outlook Tasks functionality to make a simple list of things that need done, setting the appropriate task completion dates. Again, I am reminded when a task completion date is near or the task is past due.
By Nicole on July 12, 2005 4:46 pm
I’m in agreement with Nicole above. I don’t think I could survive without my Exchange account. The ability to check email/calendar/contacts/todo at home or work with Outlook, on my PocketPC or anywhere with an internet connection is FANTASTIC.
That combined with Side Job Track and I’m doing better than before. Plus it’s only around $20 for three months from 1and1.
By Jeff Clark on July 12, 2005 5:56 pm
Get Things Done.
43folders is a good site for help. :-)
By Robby Russell on July 13, 2005 2:34 am
Hey folks, I know David Allen’s book “Getting Things Done” was mentioned above, but I thought I’d throw this link out there from Macworld Magazine that talks specifically about making over you e-mail inbox to maximize your productivity. Hope it works for you
http://www.macworld.com/2005/04/features/tipsinbox/index.php
By Dave Giunta on July 13, 2005 10:14 am
I set up “Need To Respond” and “Waiting On” folders like Keith mentioned above a while back, and this week I’m eliminating them and going back to a simple inbox.
The reason? They turned into black holes. Out of sight, out of mind. If you can’t promise that you’ll reliably empty the folders once a day (like Keith does) be careful with that approach.
My best tip for working with a huge amount of non-spam email: don’t be afraid to delete or file messages without responding to them. I used to try to respond to everything, but that just makes for a huge inbox and nothing gets my attention. Now I try to spot the items that are unimportant, and things I’ll never realistically get around to, and just file them away.
If you feel rude not replying at all, set up some form letters that you can quickly reply with. I reply to tons of my web site email with various form responses, and 99% of the time people are happy to get them.
By Michael Moncur on July 13, 2005 12:45 pm
Setup an auto responder acknowledging that the email has been received and explain your current situation.
I would be less upset if someone didn’t respond to me if I knew that got 150-350 non spam emails a day as opposed to 15 to 35. Plus an auto-responder is a good way to get yourself removed from spam lists; spam them back is what I always say.
As opposed to managing my life with gadgets…I am now learning it is one thing to own them as opposed to knowing how to work them. My Mac just came Tuesday which brings my desktop count up to 4 and my laptop count remains at 3. First Mac I’ve owned in ages; I am trying to learn as much as I can as quickly as possible.
Shortcut keys are your friend the mouse is the enemy. I can type 70 words per minute but my mouse speed stifles my quickness. Learn every shortcut on your keyboard available; Windows, Linux, Mac learn them and use them. If you have to touch that mouse that is at least 2 seconds. Over the course of a day that adds up quick.
By Ryan Latham on July 14, 2005 2:27 am
This is a cool site.richa
By richa on July 14, 2005 8:30 am
I’ve also read part of David Allen’s book “Getting Things Done” (as others have mentioned). Unfortunately I have only made it through the first couple chapters so far, but the stuff I’ve learned thusfar have helped. It’s all about discipline and routine. The side effect for other people who think too much, is that it’s easy to get overwhelmed by all the stuff we *want* to do, and lose track of what we *need* to do. David Allen probably addresses that in the later chapters… but I wouldn’t know… haven’t finished it yet.
By Kyle Posey on July 14, 2005 10:00 am
Like everybody else said, techology alone will not do it for you. Discipline starts in the head and I think loads of tools and courses are just another way of distracting oneself (works all the time on me). You have to focus and than sit down get that shit done!
One thing that IMHO helps is to limit your input channels. You got a phone, cellphone, IM, Skype, email, fax and more? Try to reduce that by half. Makes you feel practcally free I’m telling you.
By Barbara on July 15, 2005 5:59 am
Hire a secretary…
By Thomas on July 15, 2005 1:01 pm
Thomas’ right. No gadget can replace a secretary.
By Kates on July 17, 2005 5:54 pm
Here’s a couple of things that have helped me a great deal on this:
1. Old Ben Franklin was right. “Early to be, early to rise…” I’ve switched from being a night owl (as many of us are) to being an “morning person”. I get up around 4:30 and start work in my home office about 5. By the time the family is up, I’ve gotten a half days work in. I have found that my mind is noticeably clearer in the AM, and I’ve become WAY more productive and organized. I kept reading about all the super-successful people and how a majority of them are early morning risers.
I had trouble getting my brain to turn off in the evenings early enough to get a good night’s rest, so I took some Melatonin for a week, every night at the same time. Melatonin is the natural chemical your brain releases when it gets dark to signal bedtime. This helped re-set my internal clock to the new hours.
2. Read Lee Silber’s “Time Management for the Create Person”. This book, more than any other factor, has helped me to become more organized and efficient. While there a number of good ideas for time-management things in the book, the real meat is how Lee taught me how to work with the way my brain already worked.
I had a Franklin Planner for years and the thing was useless, because using it worked against my natural thought processes. That’s the real key to getting things done, developing your own system that fits into your brain/lifestyle/habits, etc, which addresses the issues that Nick mentions in the first comment.
By Kristian Walker on July 18, 2005 7:28 am
I am an in-house web designer for a 500+ person company. I’m oftened emailed by someone sitting 6 ft. away from me. I get hundreds of legitimate emails a day. If I’m buried in a critical project, I force myself to turn off Outlook completely, and work for a set amount of time, 1-2 hours, and only check email at intervals. Don’t allow email to continually interupt your work, or what your working on will take considerably longer.
By Sally Carson on July 19, 2005 10:21 am