Setting the Scene – 2012 Planning Part 1

Ah, new year resolutions. A new year, a fresh start. Goals seem to be flying about all over the place, and not without every tip under the sun about how to keep them. Well, I believe there is no point in having resolutions and goals without accompanying those with a plan to achieve them.

I achieved a lot last year, but at an expense to my well-being. It was a fabulous year for me professionally, but I didn’t set myself some boundaries. Without boundaries I tend to have no sense of when enough is enough; I didn’t consistently recognise limitations to my time and energy and I didn’t set any goals for the year. Funny that. I didn’t set any goals, yet I’ve accomplished more than what I remotely thought to be possible. I just went all out, hard, with no real defined direction. I took up every opportunity that came my way. Of course, my projects and writing this blog had purpose, but I did not deliberately say to myself, “Hey, let’s aim to present at a conference this year”. Basically I saw opportunities then did whatever I could manage to seize them.

This year will be much the same, but strategically and aligned with plans, focus, direction and goals. Seizing opportunities as they are created or presented is a great trait to have, but I believe I need to reign that tendency in a little, so to not jeopardise the efforts I plan to invest in other parts of my life which I also consider important and are very dear to me.

My lessons learnt from last year has inspired me to do some planning for next year, sorry, this year. Even before the new year began, I had my first planning session. I started tweeting my planning sessions, where a request arose that I blog about my process. This introductory post, as well as in a few posts to follow, I will detail what I have done to develop to a big picture view, down to a week-to-week system of keeping projects (and new habits) on track. Plus, I’m thinking it’s a good idea to document my planning process for reference at a later date.

Now, to return to the topic of new year resolutions and goals, here are some of my thoughts. Where goals arise, a balance needs to be struck between the efforts planned to be invested into those goals and the rest of life itself. There can be more time dedicated to writing, for example, but which part of life is going to be sacrificed in order to achieve related goals?

I’ve come to understand that I can’t achieve a goal without taking time away from another part of my life. This is where determining a (very) few focus areas, I’ve found to be important. These areas are what I’ll place above all else, when push comes to shove. I need to know what my priorities are, regardless of the goals I wish to achieve.

The purpose of my planning is to define focus areas for myself, determine when my projects are and identify any times I could pursue things I’d like to.

I define or use the term ‘project’ loosely in this context, to mean any series of tasks toward a completion of something. Projects could be completing a unit in my Masters course, organising an ALIA NewGrads event, research I’d like to do and even planning my travels.

My planning aims to: -

  • Look at what I can realistically achieve
  • Prompt strategic thinking
  • Break down goals by identifying building blocks (stepping stone projects and achievements)
  • Apply lessons learnt from last year.

A Joy of Organising

I love to organise. Depending on what needs to be organised, I’ll organise to the very last detail. I enjoy planning, seeing a project take shape, understand what I need to do to achieve or complete a task. I guess you could say that planning and organising, at least for me, is a way of getting the process of organising and using planning tools, out of my head so I don’t have to stress so much about completing things. I’m also a visual person, and have a need to see progress is being made.

 

This year – oops, allow me to correct that – last year I did away with my usual diary and went completely electronic, with a task manager and iCal on my iPhone to manage every day. Guess what? It took the joy I had out of organising and being organised. Electronic formats did not get me excited about an upcoming event or project completion. My commitments and appointments didn’t seem as real. I side-stepped a lot of my Pilates time and replaced it with work, even though I had blocked out time in my ‘diary’.

 

Towards the end of last year, I bought myself I diary. Yes, I’m going back to a good ‘ol paper diary. I’m bringing back the joy I have in organising. Already I’m loving it.

 

In my new diary I record my exercise, appointments, due dates and, inspired by the Bun-Toting Librarian, I’ve started to write down my mood, succinctly of course. At the beginning of each month I have room to make a list of focus areas and projects, as well as goals and what I’m grateful for. I’ll still use a task manager to manage the finer tasks for projects, but my diary is a small private space for me, away from my work and other commitments on the iPhone.

 

Over the last year however, I have developed a habit of entering appointments into iCal. I have my iPhone with me wherever I go. Like the shift to electronic organising, returning to a paper format will take some adjustment. Say or think what you will. So what if I appear to be going backwards? There are a number of great looking apps in the App Store right now I could download and use. Perhaps my position will change once I have a tablet; maybe I perceive the iPhone as not big enough to comfortably record what I need to. I like trying out new tools to facilitate organising and planning, but nothing beats a paper diary……at least for now.

Semester Goals and Task Management

This past week marked the first of Semester 1, 2011 of my Masters course in Library and Information Science at Queensland University of Technology. This is my third semester, completing the course part time. The main issue I’ve had in the past is expecting too much from myself. Since last semester I’ve realised I can’t do everything. Learning will continue far beyond my formal studies. I can only do what I can. 

A few weeks ago a member of my PLN on Twitter sent me a fabulous link to a blog post entitled “30 Habits that will Change your Life”. I highly recommend the read, for LIS students and established professionals alike. The habits outlined in the post have inspired me to implement Goals (& Rules) for my semester ahead. (I’ve since subscribed to the blog feed – Freestyle Mind.)

  • Maintain 7am – 3pm work days (The last few weeks I’ve managed 7.30am – 3.30pm. This is ok as I get home by 4pm)
  • Go to bed at 9.30pm during the week
  • Exercise for 30 minutes at least every second day
  • Check my email inbox only twice per day
  • One day off per week

By keeping an ‘early start, early finish’ at work (and I’m very grateful my hours are flexible) I can fit in two to three hours of study before my partner is due home. I have a rowing machine and I’ve booked in my skeletal/postural assessment to begin Pilates classes. These goals/rules are completely achievable.

Task Management

I can maximise outcomes by organising and prioritising tasks. Effective task management has always been a priority for me and it plays a key role in achieving productivity goals. I say “task management” instead of “time management” because by managing tasks efficiently and decisively, results in the best use of my time. In October, I stumbled across a wonderful web/desktop application called EasyTask. Then in December, discovered the book (and mastermind) behind the “Getting Things Done” methodologies and practices. A key tip I’ve gained from the book is to identify where all my ‘in trays’ were. Where do I place my thoughts and ideas? Where do I place my incoming mail to be processed? Where do I receive email? Save journal articles?

The following are a few tips I’ve incorporated into my day-to-day productivity: -  

Tip #1 Identify where all your inputs are gathered.

I have four email inboxes – Gmail, Work, Uni and Hotmail (which I’m trying to get rid of); Evernote for recording thoughts and ideas; Diigo for bookmarking; a physical tray for my mail; Google Reader for feeds; GoodReader app for documents opened on my iPhone. (I think I’m still working on this one)

Tip #2 Minimise the number of ‘in trays’.

By minimising the number of places you have to look for inputs to process, the more efficient you are at capturing everything you need to pay attention to and decide next actions. Make your applications work for you. For example, I’ve created an RSS feed from my Instapaper “Unread” folder to deliver straight to my Google Reader – one less ‘in tray’ I have to check.

Tip #3 Review and reassess your tasks and due dates regularly.

I was reminded of this by another member of my PLN. I have a habit of entering a task, setting a due date and priority level and expect I’ll have time to complete it on that day. This isn’t always possible, so I’ve tried limiting the number of tasks I set for myself per day and implement a weekly review of my upcoming tasks for the week. Pushing back due dates should not feel like failure.

Tip #4 Empty your ‘in trays’ on a regular basis. Action all ‘two minute’ tasks straight away. Any tasks which will take more than this, input into a task management application or diary.

Another valuable lesson from the “Getting Things Done” book. My Gmail inbox remains at zero. Fantastic, doesn’t feel so overwelming.

Tip #5 Never, ever place something back into your ‘in tray’.

If you’re undecided about what to do about an input, don’t place it back in the tray. You have to think about and process that item again at a later date. Time wasted right there.

Finally, I can’t put in all the hard work without rewards. Lucky for me football season starts this month. One motivator for me is attending Sunday afternoon games. If I can accomplish a reasonable amount of work before lunchtime Sunday, I allow myself the treat and go to a game. I guess we all have to find motivators for ourselves. Whether it be a little retail therapy, a hair cut, cooking, crafting, chilling out with friends or a book, whatever it may be.

Don’t forget your ‘me’ time.