How Next-Action Thinking Changes Over Time - ProductivityCast

025 How Next-Action Thinking Changes Over Time – ProductivityCast

25 episodes! Thank you all for listening and helping us grow the ProductivityCast community!

As we grow and change in our personal and professional lives, we should all consider if the way you see your “next actions” (the granular, physical tasks we take to move projects forward, a la Getting Things Done by David Allen). If we approach next-action crafting in time chunks smaller or larger, or based on different contexts, than you need to accomplish them, then we’ll see ourselves being less effective. In this cast, the ProductivityCast team addresses the issue of priming ourselves to appropriate next-action thinking in our productivity systems.

Enjoy! Give us feedback! And, again, thanks for listening!

If you’d like to discuss this episode, please click here to leave a comment down below (this jumps you to the bottom of the post).

In this Cast

Ray Sidney-Smith

Augusto Pinaud

Francis Wade

Art Gelwicks

Show Notes

Resources we mention, including links to them will be provided here. Please listen to the episode for context.

Getting Things Done: The Art of Stress-Free Productivity by David Allen

Quantified Self (DC Quantified Self – Ray is the Organizer)

Eisenhower Matrix (Merrill-Covey Matrix)

Holmes-Rahe Life Stress Inventory

Life changes to give you pause to know it’s time to reflect on the structure, time and contexts of your next-action planning:

1- Birth

2- Death

Professional Transitions

   3- I’ve Been Demoted!

   4- I’ve Been Promoted!

   5- I’ve Been Hired!

   6- Unemployment (whether involuntary or by choice)

   7- Changing Careers (while employed or not)

8- Starting School

9- First Job

10- Moving Home

11- Moving Office

12- Downsizing Home

13- Starting Retirement

15- Marriage / Long-Term Commitment

15- Divorce / Separation / Ending a Long-Term Relationship

Calculator – Do You Need a Task Management Improvement? by Francis Wade

Francis: “The Ultimate, Evergreen Guide to Choosing Your Next Task Management App or Practice.” Plus. the stuff on implicit vs explicit tagging is in my book which is being updated – http://perfect.mytimedesign.com. Francis also included the idea in this paper – http://www.2time-sys.com/can-time-actually-be-managed/

Francis: The idea of facing changing constraints as task load increases, and the need to see a change is also mentioned in this article: What are the greatest task management tools, and why?

Raw Text Transcript

Raw, unedited and machine-produced text transcript so there may be substantial errors, but you can search for specific points in the episode to jump to, or to reference back to at a later date and time, by keywords or key phrases. The time coding is h:mm:ss.ms to h:mm:ss.ms (e.g., 0:00:00.000,0:00:04.000 starts at 0.00 seconds and ends at 4 seconds in the cast’s audio).

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are you ready to manage your work and

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personal world better to live a

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fulfilling productive life then you’ve

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come to the right place

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productivity cast the weekly show about

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all things productivity here your hosts

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ray Sydney Smith and Augusto pronounces

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weight and art Galax welcome back

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everybody to episode 25 of productivity

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cast and so I just want to thank you all

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for listening to productivity cast and I

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want to welcome to the show today

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gusto pinaud francis Wade and art Galax

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welcome to the show gentlemen guys I’m

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doing really well and as I was saying

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pre-show I’m I’m double caffeinated I’m

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drinking two types of caffeine this

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morning so I’m probably a little jittery

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but I’m gonna I’m gonna try and keep it

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level keep it level for us all today so

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we’re gonna we’re gonna talk today about

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a rather interesting concept principle

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concept centering on the premise of

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getting things done next action

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principles and how those things change

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over time and so I’m gonna hand the mic

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over to you a goose toe to explain to

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the audience what we’re gonna be talking

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about today I was looking at my next

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action list as it was getting behind and

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I couldn’t understand why it’s not a

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matter of the job it’s not a matter of

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the tasks per se but the fact was what’s

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getting behind and I started to get

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accumulated so the question for me was

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is this something because I’ve been

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extremely busy or this is something

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because a condition around my day-to-day

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change in my particular case was the

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second one a condition around my

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workplace my work day-to-day change so

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what happened was I begin changing or

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evolving my role from a person who spent

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a lot of time in the office to a person

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who spent almost none in the office in

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other words a world warrior again

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as I was looking at that I begin to

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consider or ask myself if the way you

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see your next actions and how is

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affected by the unconscious time you

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think you have to accomplish them so if

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you think for example on the two-minute

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rule the two minutes without any doubts

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in arbitrary number

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so we with practice we begin to identify

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what kind of task can be done on that 2

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minutes roll the same way that when we

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are when we have less time we change

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that 2 minutes to maybe a minute or 30

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seconds and everything else going to the

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system or when we have a ridiculous

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amount of time for example a long train

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trip coast-to-coast then we can go to a

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15-minute time because we’ll make no

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difference we are not going anywhere so

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I begin to wonder if hold your next

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actions do conscious or unconscious

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begin setting that same time so when I’m

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sitting at work this is around the time

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I can do without being interrupted or

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without the next meeting coming or

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without somebody coming to my desk and

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ask me what I’m doing and you begin

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defining your next actions based on that

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interval if that’s true then you should

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be able to adjust it one way or the

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other but I’m curious if people also

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observe the same thing in other words if

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they also notice that their next actions

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are defined to a specific interval of

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time or is just the way mine works

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enough yeah I’m thinking about this from

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the perspective of one of the questions

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that I always ask myself and I ask other

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people when they’re trying to do task

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estimation is what’s the amount of time

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that you think a task is going to take

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based on either assessment or

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historical values what’s important I

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think related to what you’re bringing up

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Augusto is that I don’t know that it’s

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necessarily contextual to the time you

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have available because if you think

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about traditional project management

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methodology you’ve got time cost and

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scope

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well if time becomes an inflexible value

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which is this is the amount of time I

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have in my calendar the only other two

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things that can adjust related to it or

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cost and scope and if we’re not talking

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about money it’s the amount of actual

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work that you can do but we haven’t said

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that’s the case that we can change the

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work on the task so we have two

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inflexible values trying to help us do

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this assessment I think if you’re in a

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situation where you have time blocks and

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you’re trying to find work that fits

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into those blocks that’s a determination

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you almost have to make prior to getting

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to those time blocks you have to look at

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the timeline itself you have to look at

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the tasks and say okay this task has

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traditionally taken twenty minutes and I

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was reading an article last week

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ironically enough that talks about this

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idea of tagging related to time and

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going through and for example in this

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case it was using OneNote creating a

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series of tags or I’m sorry it was using

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todoist creating a series of tags so

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that when you put a task in you would

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tag it and say this is a 15-minute task

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or this is a 30-minute task then when

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you had those opportunities of planning

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your calendar you could go back and say

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okay I’ve got three 30-minute blocks

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here where are all my 30-minute tasks

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and what can I put in where

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theoretically that looks solid I have to

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admit I haven’t tried it that much

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hands-on in that method to see if it

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works well but yeah it has some pluses

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and minuses to it but I think it’s one

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of the ways to kind of mitigate this

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push-pull between time and scope when

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you’re trying to get things planned out

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I’m not sure if that’s on target for

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what you’re looking for though I have a

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sort of a little bit about girl net me

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add something to the discussion I think

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it’s a psychological phenomena from from

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my point of view that when you create a

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task the minute your mind comes up with

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the task it automatically tags it in

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what what I what I call in my book in

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with implicit tags and the these have to

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do with for example what’s the context

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what’s the duration when am I going to

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do it how important is it is it urgent

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does it involve any equipment does it

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have a cost in other words well as soon

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as we create a task in our mind these

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psychological tags get created along

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along with it the the when we start to

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bring tasks out of our head and put them

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onto lists we start to make these some

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of these tags explicit so they go from

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being just sort of vague notions to

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being something that we can manipulate

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because there’s actual data involved so

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for example when you create a to-do list

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and you use the Eisenhower metrics

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you’re bringing the important and urgent

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tags out of your sort of the recesses of

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your mind the implicit tags and you’re

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making them explicit because you know

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you’re organizing the the tasks in front

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of you using these no explicit tasks

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it’s re tags and I think what happens

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over time which I think sort of

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addresses a Gusteau’s concerned that

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he’s noticed a shift I think what

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happens over time is that as the number

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of tasks increase we need to change our

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tactics accordingly so in the very

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beginning the first time we start to

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make lists people out people rave about

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no ties and all this because it’s a very

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basic way of using explicit tags but

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that works for as long as it works which

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is for most people open to the point

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where there’s too many tasks then they

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move then you need to migrate to a

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different kind of a system and many

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people move to for example

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GTD system which is a system of using

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contexts in different ways and that the

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GTD contexts are a bit can sa kind of

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inducing critique away because some are

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location-based some are equipment based

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there there’s some people even use later

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some days or temporally based so that we

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try to gain some capacity by changing

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the way we tag and I think what’s

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happened with Augusto my hype my

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diagnosis if I were a doctor if to say

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that he’s running out of available free

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time and all of a sudden he doesn’t have

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the flexibility that he had or in other

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words he has less slack time to decide

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what to do when to put tasks put tasks

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within the slack time that he had he has

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so the motor time has gone down but he

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he still expects his his task to fit

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into the available slack time the way it

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used to which is the system that he used

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to use before he went out on the road

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and I think what’s happened what needs

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to happen sort of from the outside

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looking in is he no needs to to move to

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using temporal tags which are duration

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planned time of start due date and all

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that’s happened all that happens to all

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of us is that as we add more tasks a new

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constraint emerges so in the in the very

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beginning when you using memory the

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constraint at that time at some point

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when we’re me maybe hit 15 16 17 years

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old is that we can’t remember all that

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we need to so that we start writing

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stuff down so at that point the

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constraint is memory and as we go along

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the constraints change and we need to

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change over our tactics accordingly and

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I think he’s he may be at the cusp

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which many people reach from my point of

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view and I’ve been there actually

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actually twice

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my memory where the using task lists no

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longer work so we used and I had to make

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a transition to scheduling everything or

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in other words time blocking everything

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or using temporal tags instead of

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contextual tags and the only reason I

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have survived the transition is because

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I use a program that allows me to it to

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reschedule my calendar without my doing

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it converted auto schedules my calendar

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so it’s perfect for someone who must use

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context I’m sorry temporal tags versus

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other kinds of tags so I said a lot but

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we’re reading it okay I’m gonna agree

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with you completely on the idea of the

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temporal tags and and kind of bring it

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down a notch because you I think you hit

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the key term on it and that is the the

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contingencies that are impacting the

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tasks have shifted what are the primary

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drivers that are that have influence and

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control over those tasks if you’re in a

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situation where you have an eight-hour

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block of a day and you know you always

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have that eight hour block of a day and

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you’re going to be working in the same

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space with the same equipment and the

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same software it’s much easier to plan

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something that’s going to flex but if

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you’re out and about or you have hard

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scheduled activities or I’m gonna flip

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this around a little bit if you’re a

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manager or an executive that has a lot

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of meetings that are thrown at you not

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ones of your own creation but once you

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keep getting invited to then the

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situation you’re in is you don’t have

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control over a lot of those key drivers

269
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so you have to say okay what what are

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the influences that are gonna mess these

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tasks up for me and what actually items

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do I have control over if you don’t have

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control over the length and the and the

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spacing of your time blocks then the

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only thing you can really do

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has chunked the tasks down in a way that

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they become much more dynamic and that’s

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that’s where I started thinking about

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what we’re dealing with here I could see

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somebody who had a master listing of

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tasks big tasks and having problems

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scheduling them well maybe they need to

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be smaller maybe need to need to have

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more little ones that can be broken up

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and fit into things now there’s a

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diminishing point of return there as

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well where you’re gonna have so many

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little things to try and juggle that you

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may be transitioning in and out of work

290
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too quickly it it’s not optimal in

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either situation if you don’t have

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control over either the workload or the

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schedule and if both are fairly out of

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your control then it can be really

295
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difficult that’s where you have to

296
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constantly measure and evaluate your

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system look at the amount of stuff going

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in do the work look at how that work was

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00:14:01,350 –> 00:14:06,630
successful take a look at those metrics

300
00:14:03,720 –> 00:14:08,070
and say okay what worked what didn’t did

301
00:14:06,630 –> 00:14:09,960
certain sized time blocks I have a

302
00:14:08,070 –> 00:14:12,810
greater level of success or smaller ones

303
00:14:09,960 –> 00:14:14,460
and start to tune it and continue to

304
00:14:12,810 –> 00:14:16,050
refine it I don’t think you’re gonna

305
00:14:14,460 –> 00:14:18,660
find anyone that you can flip a switch

306
00:14:16,050 –> 00:14:21,720
and and this stuff is gonna fit this

307
00:14:18,660 –> 00:14:23,340
particular model I very much believe in

308
00:14:21,720 –> 00:14:25,590
the concept of acceleration and

309
00:14:23,340 –> 00:14:28,230
deceleration lanes when it comes to your

310
00:14:25,590 –> 00:14:30,090
productivity routine and so I think

311
00:14:28,230 –> 00:14:33,030
that’s really important I did want to I

312
00:14:30,090 –> 00:14:35,910
want to jump back to to some comments

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00:14:33,030 –> 00:14:38,250
that Francis had made about this being a

314
00:14:35,910 –> 00:14:39,960
memory limit issue and if we can sort of

315
00:14:38,250 –> 00:14:42,960
think about this in terms of psychic RAM

316
00:14:39,960 –> 00:14:45,450
I hate to really analogize the brain to

317
00:14:42,960 –> 00:14:46,890
a computer too much but if we think

318
00:14:45,450 –> 00:14:49,350
about it from that perspective we have

319
00:14:46,890 –> 00:14:51,840
this sense of psychic RAM and that

320
00:14:49,350 –> 00:14:54,810
temporary memory storage does fill up

321
00:14:51,840 –> 00:14:56,340
very quickly for us and so we need to be

322
00:14:54,810 –> 00:14:58,410
conscious of that but there are other

323
00:14:56,340 –> 00:15:00,780
limits I think that also come into play

324
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which not necessarily the limits but

325
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other dimensions which is the emotional

326
00:15:02,880 –> 00:15:10,140
dimension typically measured in anxiety

327
00:15:07,220 –> 00:15:12,570
levels and this is not really negative

328
00:15:10,140 –> 00:15:15,510
anxiety necessarily it’s just the

329
00:15:12,570 –> 00:15:17,760
discomfort you feel physically from the

330
00:15:15,510 –> 00:15:20,100
emotion of anxiety and I think that a

331
00:15:17,760 –> 00:15:21,240
lot of people don’t get that when we’re

332
00:15:20,100 –> 00:15:23,640
talking about personal

333
00:15:21,240 –> 00:15:27,839
productivity especially your individual

334
00:15:23,640 –> 00:15:30,240
anxiety levels will predispose you to a

335
00:15:27,839 –> 00:15:33,240
particular type of action or non action

336
00:15:30,240 –> 00:15:34,440
right so that’s one particular thing

337
00:15:33,240 –> 00:15:36,720
that we have to really take into account

338
00:15:34,440 –> 00:15:38,910
and then as well as motivation right how

339
00:15:36,720 –> 00:15:41,550
motivated you are to do something or not

340
00:15:38,910 –> 00:15:44,520
well then also play into it so I just

341
00:15:41,550 –> 00:15:46,230
wanted to add those maybe dimensions to

342
00:15:44,520 –> 00:15:48,810
the concept that yes we get to a point

343
00:15:46,230 –> 00:15:50,940
in our adolescent and then preteen and

344
00:15:48,810 –> 00:15:54,089
teen years where things start to become

345
00:15:50,940 –> 00:15:56,250
such a maximum limit that we can keep

346
00:15:54,089 –> 00:15:59,250
running in terms of projects and actions

347
00:15:56,250 –> 00:16:00,720
that we do start to keep lists but then

348
00:15:59,250 –> 00:16:03,089
we get to this other point which is that

349
00:16:00,720 –> 00:16:05,940
if I’m type-a I’m predisposed to higher

350
00:16:03,089 –> 00:16:08,250
levels of anxiety again not necessarily

351
00:16:05,940 –> 00:16:10,620
a negative thing we need to we need to

352
00:16:08,250 –> 00:16:13,740
learn how to manage those well and here

353
00:16:10,620 –> 00:16:16,260
in adulthood we recognize or we should

354
00:16:13,740 –> 00:16:18,420
recognize I hope we recognize that

355
00:16:16,260 –> 00:16:20,250
that’s something that’s going on under

356
00:16:18,420 –> 00:16:22,140
the hood and we can then go ahead and

357
00:16:20,250 –> 00:16:24,839
say okay I need more framework I need

358
00:16:22,140 –> 00:16:26,730
more control versus perspective again

359
00:16:24,839 –> 00:16:29,190
going back to sort of GTD language in

360
00:16:26,730 –> 00:16:32,850
order to be able to reduce that stress

361
00:16:29,190 –> 00:16:35,880
and then increase the movement forward

362
00:16:32,850 –> 00:16:38,880
on the flip side of this going back to

363
00:16:35,880 –> 00:16:40,890
sort of the the topic at hand I did want

364
00:16:38,880 –> 00:16:42,779
to sort of outline a little bit about

365
00:16:40,890 –> 00:16:45,740
the way in which I approach this which

366
00:16:42,779 –> 00:16:50,990
is that for many years I have used time

367
00:16:45,740 –> 00:16:53,790
available as the driving force behind

368
00:16:50,990 –> 00:16:56,279
creating next actions and not

369
00:16:53,790 –> 00:16:59,040
necessarily the traditional concept of

370
00:16:56,279 –> 00:17:01,140
context I see the efficiencies of making

371
00:16:59,040 –> 00:17:03,240
calls together and sending emails

372
00:17:01,140 –> 00:17:06,150
together and so and so forth but I do

373
00:17:03,240 –> 00:17:10,199
not I just know how I work I work very

374
00:17:06,150 –> 00:17:12,540
much project based and so there is this

375
00:17:10,199 –> 00:17:15,959
concept for me that I need to finish I

376
00:17:12,540 –> 00:17:18,360
need to complete some chunk what I call

377
00:17:15,959 –> 00:17:20,939
a milestone which is up either a part of

378
00:17:18,360 –> 00:17:23,760
a project or multiple projects together

379
00:17:20,939 –> 00:17:27,260
that create an anchor around something

380
00:17:23,760 –> 00:17:30,179
and so many times I want to complete

381
00:17:27,260 –> 00:17:32,040
some part of something in order to feel

382
00:17:30,179 –> 00:17:34,450
accomplished it’s not literally just

383
00:17:32,040 –> 00:17:37,779
checking off one action for it

384
00:17:34,450 –> 00:17:39,370
that gets me that dopamine kick it’s the

385
00:17:37,779 –> 00:17:42,370
it’s the knowing of completion of

386
00:17:39,370 –> 00:17:44,470
something so it’s rather intuitive and

387
00:17:42,370 –> 00:17:46,720
iterative for me in terms of next action

388
00:17:44,470 –> 00:17:49,659
planning and so over the years I’ve just

389
00:17:46,720 –> 00:17:52,240
paid attention and this again for me I’m

390
00:17:49,659 –> 00:17:54,760
a quantified self err so I’m always

391
00:17:52,240 –> 00:17:58,750
tracking data about myself and I’ve

392
00:17:54,760 –> 00:17:59,440
learned through past data how long it

393
00:17:58,750 –> 00:18:03,010
takes me

394
00:17:59,440 –> 00:18:04,690
on average usually a mean average that

395
00:18:03,010 –> 00:18:06,789
I’m taking not a modal average because I

396
00:18:04,690 –> 00:18:09,309
think that can be a little bit a little

397
00:18:06,789 –> 00:18:12,549
less accurate than for some reason the

398
00:18:09,309 –> 00:18:15,519
mean average and so I then go in and I

399
00:18:12,549 –> 00:18:19,870
identify how long things typically take

400
00:18:15,519 –> 00:18:22,630
for me and thereby helping to inform me

401
00:18:19,870 –> 00:18:26,019
going forward when I look at how much

402
00:18:22,630 –> 00:18:27,850
time available I have and the actions

403
00:18:26,019 –> 00:18:31,240
that are necessary to bring me to

404
00:18:27,850 –> 00:18:34,870
fruition does that make sense guys it

405
00:18:31,240 –> 00:18:37,059
does it parallels as I mentioned the

406
00:18:34,870 –> 00:18:38,380
project management space I look at

407
00:18:37,059 –> 00:18:41,350
things a little bit differently because

408
00:18:38,380 –> 00:18:43,630
I come from a pre-sales sales kind of

409
00:18:41,350 –> 00:18:45,899
background for a long time and a lot of

410
00:18:43,630 –> 00:18:48,940
its estimation at work prior to doing it

411
00:18:45,899 –> 00:18:52,029
for to get somebody to agree that you’re

412
00:18:48,940 –> 00:18:55,630
gonna do it so for me it’s a matter of

413
00:18:52,029 –> 00:18:57,130
looking at historical completion which

414
00:18:55,630 –> 00:18:59,049
is a lot of the measurements that you’re

415
00:18:57,130 –> 00:19:00,880
talking about and then being able to say

416
00:18:59,049 –> 00:19:03,309
well how close to that historical

417
00:19:00,880 –> 00:19:05,710
accuracy can we get in the estimation of

418
00:19:03,309 –> 00:19:08,559
this particular task to say it’s going

419
00:19:05,710 –> 00:19:10,899
to take X number of hours to do now

420
00:19:08,559 –> 00:19:12,789
that’s on a larger scale and not often

421
00:19:10,899 –> 00:19:15,130
are we booking are we thinking about

422
00:19:12,789 –> 00:19:16,809
things in just our daily activity where

423
00:19:15,130 –> 00:19:19,330
we’re saying okay this is going to be an

424
00:19:16,809 –> 00:19:21,700
eight-hour task or a 16-hour task I mean

425
00:19:19,330 –> 00:19:23,760
we break it down more granularly than

426
00:19:21,700 –> 00:19:30,250
that at least I think we do I know I do

427
00:19:23,760 –> 00:19:35,049
so looking at that kind of pre-planning

428
00:19:30,250 –> 00:19:37,419
I have to wonder maybe to make it a

429
00:19:35,049 –> 00:19:39,580
little less daunting maybe being able to

430
00:19:37,419 –> 00:19:42,250
break things down into buckets are

431
00:19:39,580 –> 00:19:44,799
helpful you know start to identify tasks

432
00:19:42,250 –> 00:19:47,110
with context not so much around duration

433
00:19:44,799 –> 00:19:48,880
but estimated size this

434
00:19:47,110 –> 00:19:50,950
a small test this is a medium test this

435
00:19:48,880 –> 00:19:54,040
is a large task understanding that that

436
00:19:50,950 –> 00:19:56,200
translates to roughly a half hour

437
00:19:54,040 –> 00:19:58,480
roughly an hour roughly two hours and

438
00:19:56,200 –> 00:20:02,679
then you can go through and juggle your

439
00:19:58,480 –> 00:20:04,240
your planning accordingly I think a lot

440
00:20:02,679 –> 00:20:06,610
of this honestly from what I’m hearing

441
00:20:04,240 –> 00:20:09,790
from all of us is going to be a lot of

442
00:20:06,610 –> 00:20:12,460
trial and error in methodology there is

443
00:20:09,790 –> 00:20:14,890
no that I’ve heard there’s no formulaic

444
00:20:12,460 –> 00:20:16,600
way to approach this because it’s going

445
00:20:14,890 –> 00:20:19,419
to vary depending on the type of work

446
00:20:16,600 –> 00:20:21,820
you’re doing and the one thing we

447
00:20:19,419 –> 00:20:23,679
haven’t talked about what happens when

448
00:20:21,820 –> 00:20:25,179
this planning breaks what happens when

449
00:20:23,679 –> 00:20:30,400
something jumps into it what happens

450
00:20:25,179 –> 00:20:34,960
when a task goes off the rails I I can

451
00:20:30,400 –> 00:20:36,850
share some of my own history here I I

452
00:20:34,960 –> 00:20:41,820
recently was two years ago

453
00:20:36,850 –> 00:20:44,970
made the switch from from managing my

454
00:20:41,820 –> 00:20:47,640
been manipulating my own calendar I

455
00:20:44,970 –> 00:20:50,290
mentioned using an auto scheduler before

456
00:20:47,640 –> 00:20:52,900
and I’ve been I’ve been manipulating my

457
00:20:50,290 –> 00:20:58,540
own calendar or a calendar of all my

458
00:20:52,900 –> 00:21:00,490
tasks for this about 2001 I think and I

459
00:20:58,540 –> 00:21:02,440
had a break in between when I thought I

460
00:21:00,490 –> 00:21:04,270
could find something better and turned

461
00:21:02,440 –> 00:21:07,809
out to be worse but any we have been

462
00:21:04,270 –> 00:21:10,570
trying to do this manually for 15 years

463
00:21:07,809 –> 00:21:12,280
and then two years ago I made the

464
00:21:10,570 –> 00:21:15,190
transition to using an auto scheduler

465
00:21:12,280 –> 00:21:18,250
and and I had them difficulty most

466
00:21:15,190 –> 00:21:22,710
people have which is that it’s it’s hard

467
00:21:18,250 –> 00:21:26,500
to to figure out the right calendar

468
00:21:22,710 –> 00:21:28,210
manually and to keep it updated so a

469
00:21:26,500 –> 00:21:30,880
booster is probably you know looking at

470
00:21:28,210 –> 00:21:32,710
you know I have I have 20 hours

471
00:21:30,880 –> 00:21:34,390
available each week that I’m not in

472
00:21:32,710 –> 00:21:35,740
meetings I’m not traveling and it’s

473
00:21:34,390 –> 00:21:38,650
discretionary

474
00:21:35,740 –> 00:21:41,950
I have 30 hours of activity to put into

475
00:21:38,650 –> 00:21:44,730
that 20 hours how do I figure out what’s

476
00:21:41,950 –> 00:21:48,070
the best 20 hours to pick from the 30

477
00:21:44,730 –> 00:21:49,929
know doing that manually is very very

478
00:21:48,070 –> 00:21:52,299
very terms of to be very very very hard

479
00:21:49,929 –> 00:21:54,309
I can see from experience because you

480
00:21:52,299 –> 00:21:56,830
you’re juggling multiple attributes

481
00:21:54,309 –> 00:21:59,590
figuring out what’s high priority was

482
00:21:56,830 –> 00:22:01,990
urgent and that changes every day and

483
00:21:59,590 –> 00:22:03,639
you got to redo your schedule whenever

484
00:22:01,990 –> 00:22:06,039
there’s a surprise and all of a sudden

485
00:22:03,639 –> 00:22:08,019
you have a late flight and messes

486
00:22:06,039 –> 00:22:10,179
everything up but so you’re always

487
00:22:08,019 –> 00:22:11,559
juggling juggling and rescheduling and

488
00:22:10,179 –> 00:22:13,419
you’re doing it manually you’re trying

489
00:22:11,559 –> 00:22:16,090
to use a lot of psychic I’m according to

490
00:22:13,419 –> 00:22:17,860
I thought it’s furry to try and come up

491
00:22:16,090 –> 00:22:21,129
with a schedule that looks feasible and

492
00:22:17,860 –> 00:22:23,019
have it be feasible all the time the

493
00:22:21,129 –> 00:22:26,139
when I started using an auto schedule a

494
00:22:23,019 –> 00:22:27,730
couple years ago it took away all of the

495
00:22:26,139 –> 00:22:30,009
manual effort because no with the click

496
00:22:27,730 –> 00:22:32,230
of a button I instantly have an optimal

497
00:22:30,009 –> 00:22:36,909
schedule but what I’ve noticed since

498
00:22:32,230 –> 00:22:39,100
then is is but because I’m scheduling so

499
00:22:36,909 –> 00:22:42,690
frequently which is multiple times a day

500
00:22:39,100 –> 00:22:45,490
and I’m not using my own energy to do it

501
00:22:42,690 –> 00:22:48,190
I’ve become a sort of a better scheduler

502
00:22:45,490 –> 00:22:53,830
in the sense that I’m a better estimator

503
00:22:48,190 –> 00:22:55,119
so I I because I’m I’m the lies that I

504
00:22:53,830 –> 00:22:58,029
used to tell myself and I used to get

505
00:22:55,119 –> 00:23:00,580
away with it slowly taken oh no I can

506
00:22:58,029 –> 00:23:02,470
see where where that cost me something

507
00:23:00,580 –> 00:23:04,629
in my schedule it cost me time and

508
00:23:02,470 –> 00:23:08,139
energy so I become a far better

509
00:23:04,629 –> 00:23:10,980
estimator and much less of a more more

510
00:23:08,139 –> 00:23:14,950
truthful and how long things tick and

511
00:23:10,980 –> 00:23:17,649
how good and how well I can follow my

512
00:23:14,950 –> 00:23:20,860
own schedule so of course I have history

513
00:23:17,649 –> 00:23:22,960
no because I have I’m actually system

514
00:23:20,860 –> 00:23:26,700
gathers gathers some data that you can

515
00:23:22,960 –> 00:23:29,769
go back and look at prior activities

516
00:23:26,700 –> 00:23:32,950
I’ve become way more granular as you can

517
00:23:29,769 –> 00:23:36,909
imagine because when I when I did manual

518
00:23:32,950 –> 00:23:41,049
scheduling and this was using a Google

519
00:23:36,909 –> 00:23:42,909
Calendar mostly it was really hard to

520
00:23:41,049 –> 00:23:44,799
schedule a lot of items so the smallest

521
00:23:42,909 –> 00:23:46,570
time block I could possibly manage was

522
00:23:44,799 –> 00:23:48,039
about a half an hour I would never go

523
00:23:46,570 –> 00:23:51,460
lower than that because it was just too

524
00:23:48,039 –> 00:23:53,740
hard to manipulate so many tasks no

525
00:23:51,460 –> 00:23:55,629
however I can go down to five and ten

526
00:23:53,740 –> 00:23:58,179
minutes if I want because I’m the one

527
00:23:55,629 –> 00:23:59,740
doing all the hard work it accumulates

528
00:23:58,179 –> 00:24:02,769
small tasks put them to get put them

529
00:23:59,740 –> 00:24:04,629
together in different ways and so it

530
00:24:02,769 –> 00:24:06,999
takes away all of the hard work so I’ve

531
00:24:04,629 –> 00:24:12,490
become way more precise and more

532
00:24:06,999 –> 00:24:14,009
accurate just because I’m less exhausted

533
00:24:12,490 –> 00:24:18,059
trying to keep up

534
00:24:14,009 –> 00:24:20,289
with my my my schedule of all my tasks

535
00:24:18,059 –> 00:24:22,570
something else is doing the hard work

536
00:24:20,289 –> 00:24:24,479
and I’ve become way more smarter in the

537
00:24:22,570 –> 00:24:26,679
last couple of years just because I’m

538
00:24:24,479 –> 00:24:29,340
preserving energy and putting it to

539
00:24:26,679 –> 00:24:33,729
where it’s sort of I guess better used

540
00:24:29,340 –> 00:24:39,100
it’s my experience so it’s interesting

541
00:24:33,729 –> 00:24:42,039
because the discussion you know bring a

542
00:24:39,100 –> 00:24:47,379
bunch of interesting elements to

543
00:24:42,039 –> 00:24:53,979
consider years ago when I was well

544
00:24:47,379 –> 00:24:56,739
almost as heavy road warrior as what my

545
00:24:53,979 –> 00:24:58,659
workload is turning right now to be I

546
00:24:56,739 –> 00:25:03,759
can see there are a lot of those things

547
00:24:58,659 –> 00:25:06,940
and when my roles change to a more fixed

548
00:25:03,759 –> 00:25:09,220
asset and you know we’re traveling now

549
00:25:06,940 –> 00:25:11,799
was something that almost happened only

550
00:25:09,220 –> 00:25:14,830
for vacation instead of work or

551
00:25:11,799 –> 00:25:18,549
constantly for work the nature of how I

552
00:25:14,830 –> 00:25:21,960
classify and how I look into next

553
00:25:18,549 –> 00:25:24,489
actions and projects and other things

554
00:25:21,960 –> 00:25:26,379
change with it so it’s it’s quite

555
00:25:24,489 –> 00:25:29,470
interesting to look to look at it I

556
00:25:26,379 –> 00:25:31,960
don’t remember and that doesn’t mean

557
00:25:29,470 –> 00:25:35,739
that’s how I may have done it

558
00:25:31,960 –> 00:25:37,840
unconsciously to have you know a time

559
00:25:35,739 –> 00:25:40,320
bucket for example it was just have

560
00:25:37,840 –> 00:25:45,029
actions based on software but or

561
00:25:40,320 –> 00:25:50,739
location mostly software because I said

562
00:25:45,029 –> 00:25:55,590
my role was heavy on the travel side you

563
00:25:50,739 –> 00:25:59,649
know I was doing at that time over

564
00:25:55,590 –> 00:26:02,229
250,000 miles in planes so but I had the

565
00:25:59,649 –> 00:26:05,080
things I have now that I’m now that I

566
00:26:02,229 –> 00:26:08,379
mentioned that I remembered yes I had a

567
00:26:05,080 –> 00:26:10,239
certain list there were things to do on

568
00:26:08,379 –> 00:26:13,299
a planes mostly because planes tend to

569
00:26:10,239 –> 00:26:16,090
you or tend to be at that time longer

570
00:26:13,299 –> 00:26:20,529
working time so maybe unconsciously I

571
00:26:16,090 –> 00:26:22,509
was temporary tagging for time without

572
00:26:20,529 –> 00:26:25,599
necessarily being aware that is part of

573
00:26:22,509 –> 00:26:28,119
what he’s having on this change towards

574
00:26:25,599 –> 00:26:29,830
the other side when when you change from

575
00:26:28,119 –> 00:26:33,429
being a road warrior and never have time

576
00:26:29,830 –> 00:26:35,379
to be on the office and have oh what

577
00:26:33,429 –> 00:26:39,070
seems like an unlimited supply of time

578
00:26:35,379 –> 00:26:43,029
it’s not a problem turning the wheels so

579
00:26:39,070 –> 00:26:48,159
going from the office to now this highly

580
00:26:43,029 –> 00:26:52,090
constrained working environment it’s

581
00:26:48,159 –> 00:26:55,659
what has thrown at least mine a range to

582
00:26:52,090 –> 00:26:59,009
my system and and made me consider where

583
00:26:55,659 –> 00:27:01,570
where can be or where are the potential

584
00:26:59,009 –> 00:27:02,200
elements that I’m ignoring and I’m not

585
00:27:01,570 –> 00:27:05,200
looking

586
00:27:02,200 –> 00:27:07,980
there are causing trouble I think it’s

587
00:27:05,200 –> 00:27:14,559
really important here for us to identify

588
00:27:07,980 –> 00:27:18,669
for our audience what we can do to

589
00:27:14,559 –> 00:27:22,450
identify when things change so that is

590
00:27:18,669 –> 00:27:25,869
to say when when is when is it

591
00:27:22,450 –> 00:27:28,269
appropriate for us to do that kind of

592
00:27:25,869 –> 00:27:30,629
review and reflection what what are the

593
00:27:28,269 –> 00:27:34,690
key indicators that tell us that

594
00:27:30,629 –> 00:27:38,589
something has shifted and therefore time

595
00:27:34,690 –> 00:27:40,330
available context the length of time of

596
00:27:38,589 –> 00:27:42,759
particular next actions that you would

597
00:27:40,330 –> 00:27:44,710
do in one context say sitting at your

598
00:27:42,759 –> 00:27:49,330
desk now needs to be done

599
00:27:44,710 –> 00:27:53,169
say out in the field or on a plane train

600
00:27:49,330 –> 00:27:55,929
bus what have you and now cannot be done

601
00:27:53,169 –> 00:27:57,849
or say you’re driving so no longer can

602
00:27:55,929 –> 00:27:59,529
you use that time and and that’s

603
00:27:57,849 –> 00:28:01,929
something that has affected me quite

604
00:27:59,529 –> 00:28:04,720
greatly in the last year year and a half

605
00:28:01,929 –> 00:28:06,519
is you know I’m driving a lot more today

606
00:28:04,720 –> 00:28:08,559
than I used to and that has

607
00:28:06,519 –> 00:28:11,229
fundamentally changed the way in which I

608
00:28:08,559 –> 00:28:14,049
get things done so what are the things

609
00:28:11,229 –> 00:28:16,570
that you all sort of identify as those

610
00:28:14,049 –> 00:28:18,190
things and and how do you how do you

611
00:28:16,570 –> 00:28:20,109
change with them Francis do you want to

612
00:28:18,190 –> 00:28:21,429
get started yeah well funny funny you

613
00:28:20,109 –> 00:28:22,629
know if I’ve actually been thinking

614
00:28:21,429 –> 00:28:24,639
about this one

615
00:28:22,629 –> 00:28:27,309
I’m right they’re gonna at the global

616
00:28:24,639 –> 00:28:29,499
what you should pick us your next task

617
00:28:27,309 –> 00:28:31,599
manager’ how to decide what your next

618
00:28:29,499 –> 00:28:33,159
task manager should be which is very

619
00:28:31,599 –> 00:28:35,409
simple it was very similar to what we’re

620
00:28:33,159 –> 00:28:37,450
talking about here which is when things

621
00:28:35,409 –> 00:28:40,899
change how do you figure

622
00:28:37,450 –> 00:28:42,880
what the next approach should be and I

623
00:28:40,899 –> 00:28:43,809
came up with a calculator to try and

624
00:28:42,880 –> 00:28:46,779
figure out okay

625
00:28:43,809 –> 00:28:50,110
if you take this particular test then it

626
00:28:46,779 –> 00:28:52,740
should tell you when you are ripe for a

627
00:28:50,110 –> 00:28:55,659
change and I’ll tell you some of the

628
00:28:52,740 –> 00:28:59,409
indicators I came so one was the state

629
00:28:55,659 –> 00:29:03,399
of your email inbox so if if all of a

630
00:28:59,409 –> 00:29:05,460
sudden there is a an overwhelming number

631
00:29:03,399 –> 00:29:08,200
of emails that you’re not responding to

632
00:29:05,460 –> 00:29:10,389
in your inbox or you used to be doing

633
00:29:08,200 –> 00:29:13,269
zero inbox and you’re no longer doing it

634
00:29:10,389 –> 00:29:15,159
then it’s an indicator that something

635
00:29:13,269 –> 00:29:19,620
has changed and you need it your system

636
00:29:15,159 –> 00:29:23,019
and you upload the other ones

637
00:29:19,620 –> 00:29:24,970
feelings of overwhelm as you look at

638
00:29:23,019 –> 00:29:27,820
your list you have this sort of feeling

639
00:29:24,970 –> 00:29:30,010
of dread it’s all about it it’s an

640
00:29:27,820 –> 00:29:32,710
emotional measure it’s not you know a

641
00:29:30,010 –> 00:29:35,639
practical measure but another practical

642
00:29:32,710 –> 00:29:39,190
sort of measurable would be how many

643
00:29:35,639 –> 00:29:41,440
tasks are falling through the cracks so

644
00:29:39,190 –> 00:29:44,500
how many are you just losing track of

645
00:29:41,440 –> 00:29:46,149
that you intended to do this week or it

646
00:29:44,500 –> 00:29:48,039
had to be done this week it had a very

647
00:29:46,149 –> 00:29:51,070
high intention and a consequence for not

648
00:29:48,039 –> 00:29:52,720
doing it and you’re not able to do

649
00:29:51,070 –> 00:29:54,820
you’re not able to you weren’t able to

650
00:29:52,720 –> 00:29:56,460
do it and the number of tasks that are

651
00:29:54,820 –> 00:30:00,970
falling through the cracks are

652
00:29:56,460 –> 00:30:02,529
increasing so that’s a there’s no system

653
00:30:00,970 –> 00:30:05,350
manual that actually measures that and

654
00:30:02,529 –> 00:30:09,039
it will take a manual sort of recording

655
00:30:05,350 –> 00:30:11,649
or when that happens but those are a

656
00:30:09,039 –> 00:30:14,740
couple that I have included in my my

657
00:30:11,649 –> 00:30:17,260
calculator which I can’t recommend to

658
00:30:14,740 –> 00:30:18,460
anyone because it’s so ugly but anyway

659
00:30:17,260 –> 00:30:20,889
that’s that’s a couple that I came up

660
00:30:18,460 –> 00:30:24,460
with yeah this this is one of those

661
00:30:20,889 –> 00:30:25,450
tough ones though that each one of us is

662
00:30:24,460 –> 00:30:27,399
looking at it from a different

663
00:30:25,450 –> 00:30:29,309
perspective I can understand why people

664
00:30:27,399 –> 00:30:32,110
get frustrated with this problem because

665
00:30:29,309 –> 00:30:35,549
there are so many different ways to try

666
00:30:32,110 –> 00:30:40,870
and tackle it and none of them have a

667
00:30:35,549 –> 00:30:43,570
clear end point as to yes this will work

668
00:30:40,870 –> 00:30:47,799
or no this is not going to work I mean I

669
00:30:43,570 –> 00:30:49,629
could really see okay I’m going to flip

670
00:30:47,799 –> 00:30:50,970
kind of flip the equation here a little

671
00:30:49,629 –> 00:30:54,760
bit

672
00:30:50,970 –> 00:30:56,230
what’s the core problem we’ve gone down

673
00:30:54,760 –> 00:30:57,820
a bunch of rabbit holes here but I think

674
00:30:56,230 –> 00:30:59,500
we need to back up and go back to the

675
00:30:57,820 –> 00:31:03,070
original problem that we’re trying to

676
00:30:59,500 –> 00:31:04,950
solve so augusto question for you based

677
00:31:03,070 –> 00:31:07,900
on everything that you’ve heard so far

678
00:31:04,950 –> 00:31:12,400
has any of this actually addressed the

679
00:31:07,900 –> 00:31:16,320
core problem that you see as a person

680
00:31:12,400 –> 00:31:19,090
who has heard the short answer is no but

681
00:31:16,320 –> 00:31:21,010
this has uncovered something quite

682
00:31:19,090 –> 00:31:24,100
interesting that you just mentioned the

683
00:31:21,010 –> 00:31:28,600
problem has been poorly State so that is

684
00:31:24,100 –> 00:31:32,110
a possibility or the simple answer to

685
00:31:28,600 –> 00:31:35,440
this is a lot more complex than what i

686
00:31:32,110 –> 00:31:37,660
even i was estimating that is exactly

687
00:31:35,440 –> 00:31:42,940
part of the reason I wanted to brought

688
00:31:37,660 –> 00:31:46,300
this topic to the show because changing

689
00:31:42,940 –> 00:31:48,790
on your work conditions internally we

690
00:31:46,300 –> 00:31:52,240
even with and without a promotion they

691
00:31:48,790 –> 00:31:56,220
happen to everybody who is doing the the

692
00:31:52,240 –> 00:31:59,050
system and and I haven’t seen a lot of

693
00:31:56,220 –> 00:32:01,660
discussion on the topic right and trust

694
00:31:59,050 –> 00:32:03,790
me I search for it okay but this

695
00:32:01,660 –> 00:32:06,160
happened to everybody okay you just

696
00:32:03,790 –> 00:32:08,410
start doing this and hey things change

697
00:32:06,160 –> 00:32:14,020
life change work changed travel change

698
00:32:08,410 –> 00:32:17,500
everything else change so but I but as

699
00:32:14,020 –> 00:32:20,470
we have been or I be noticing on this

700
00:32:17,500 –> 00:32:23,170
discussion there is as you said not a

701
00:32:20,470 –> 00:32:28,770
clean cut not a clean answer are not a

702
00:32:23,170 –> 00:32:28,770
straight path that then make me think on

703
00:32:29,340 –> 00:32:36,370
how the level of frustration for the

704
00:32:32,410 –> 00:32:41,410
people who is going through that okay

705
00:32:36,370 –> 00:32:44,800
who not necessarily have the time or

706
00:32:41,410 –> 00:32:47,680
have a span or have the passion to look

707
00:32:44,800 –> 00:32:50,290
and research and and look into the

708
00:32:47,680 –> 00:32:52,150
little details of all this they just

709
00:32:50,290 –> 00:32:54,190
need something that work and will allow

710
00:32:52,150 –> 00:32:56,550
them to move from the place they are

711
00:32:54,190 –> 00:32:59,500
stuck to the place they need to go and

712
00:32:56,550 –> 00:33:01,530
that has been a really really

713
00:32:59,500 –> 00:33:05,610
interesting sleep

714
00:33:01,530 –> 00:33:08,870
I think I could I see a I see a common

715
00:33:05,610 –> 00:33:13,080
problem though the the challenge that

716
00:33:08,870 –> 00:33:17,490
the individual always if the individual

717
00:33:13,080 –> 00:33:21,030
faces is that what was what my habits

718
00:33:17,490 –> 00:33:26,760
make the combination of habits practices

719
00:33:21,030 –> 00:33:29,940
apps tools devices the little system I

720
00:33:26,760 –> 00:33:31,710
have for myself has stopped working

721
00:33:29,940 –> 00:33:33,000
there are symptoms that I’ve are showing

722
00:33:31,710 –> 00:33:35,160
up there and we used to experience

723
00:33:33,000 –> 00:33:38,070
before so let’s let’s say their unwanted

724
00:33:35,160 –> 00:33:41,790
symptoms so everyone gets to that point

725
00:33:38,070 –> 00:33:44,730
at different times of their life some

726
00:33:41,790 –> 00:33:46,230
people react by just cutting down the

727
00:33:44,730 –> 00:33:48,000
number of tasks and saying you know what

728
00:33:46,230 –> 00:33:49,950
I’ve had people tell me I don’t want to

729
00:33:48,000 –> 00:33:51,480
get promoted because I know I can’t

730
00:33:49,950 –> 00:33:54,510
handle it so I just want to stay at the

731
00:33:51,480 –> 00:33:56,250
level I’m at until I retire so they’re

732
00:33:54,510 –> 00:33:58,620
essentially saying I don’t want life to

733
00:33:56,250 –> 00:34:00,330
give me anymore triggers for me to

734
00:33:58,620 –> 00:34:02,880
create anymore tasks and I can currently

735
00:34:00,330 –> 00:34:04,950
manage because I can’t manage the more

736
00:34:02,880 –> 00:34:09,060
than the number that I have but most

737
00:34:04,950 –> 00:34:13,399
people respond by by saying how do I get

738
00:34:09,060 –> 00:34:16,140
rid of these symptoms know that the

739
00:34:13,399 –> 00:34:18,270
short answer is all you need to change

740
00:34:16,140 –> 00:34:20,340
the combination of habits practices

741
00:34:18,270 –> 00:34:22,890
tools and apps that you’re currently

742
00:34:20,340 –> 00:34:26,100
using I need to upgrade them accordingly

743
00:34:22,890 –> 00:34:27,540
so that you can manage more tasks and

744
00:34:26,100 –> 00:34:32,909
thereby get rid of these unwanted

745
00:34:27,540 –> 00:34:37,110
symptoms the tougher question is which

746
00:34:32,909 –> 00:34:39,990
ones do I change and I make sure those

747
00:34:37,110 –> 00:34:42,720
are the right ones for me to change but

748
00:34:39,990 –> 00:34:45,120
the common problem is common even if

749
00:34:42,720 –> 00:34:47,429
you’re whether you’re 12 years old or 50

750
00:34:45,120 –> 00:34:48,360
years old whether you’re a CEO or an

751
00:34:47,429 –> 00:34:51,179
entry-level employee

752
00:34:48,360 –> 00:34:54,690
the question is how do I change these

753
00:34:51,179 –> 00:34:56,310
things that I use so that I can capture

754
00:34:54,690 –> 00:35:00,020
more capacity and get rid of these

755
00:34:56,310 –> 00:35:03,180
symptoms so I can move to the next level

756
00:35:00,020 –> 00:35:05,070
and I’ve focused a lot of times in my

757
00:35:03,180 –> 00:35:08,090
own sort of research and writing in

758
00:35:05,070 –> 00:35:11,490
figuring out what that lateral skills

759
00:35:08,090 –> 00:35:14,160
needs to look like as long as it’s only

760
00:35:11,490 –> 00:35:15,300
about the tasks increasing not about the

761
00:35:14,160 –> 00:35:17,520
emotional pressure

762
00:35:15,300 –> 00:35:20,970
the anxiety or any of that but if it’s

763
00:35:17,520 –> 00:35:23,520
just about tasks increasing then there’s

764
00:35:20,970 –> 00:35:27,030
a ladder that we tend to climb as humans

765
00:35:23,520 –> 00:35:30,270
that think it’s predictable the

766
00:35:27,030 –> 00:35:33,330
challenge is that most people aren’t

767
00:35:30,270 –> 00:35:34,860
aware that they are they have their own

768
00:35:33,330 –> 00:35:37,440
system most people aren’t aware that

769
00:35:34,860 –> 00:35:40,080
it’s made up of habits practices apps

770
00:35:37,440 –> 00:35:42,420
devices tools most people aren’t aware

771
00:35:40,080 –> 00:35:45,300
that there is a ladder and the need to

772
00:35:42,420 –> 00:35:46,740
upgrade most people aren’t aware of any

773
00:35:45,300 –> 00:35:49,110
of those elements and when they’re not

774
00:35:46,740 –> 00:35:50,940
aware then it’s just a matter of chasing

775
00:35:49,110 –> 00:35:53,010
down the latest blog post and that’s

776
00:35:50,940 –> 00:35:56,370
when it gets really difficult for them

777
00:35:53,010 –> 00:36:00,060
that’s sort of my take on it they don’t

778
00:35:56,370 –> 00:36:02,430
see the common problem so let me ask a

779
00:36:00,060 –> 00:36:05,340
question then and I’ll go back to you

780
00:36:02,430 –> 00:36:08,480
Augusto and ask the question this way if

781
00:36:05,340 –> 00:36:11,640
somebody came to you with this problem

782
00:36:08,480 –> 00:36:13,500
how would you recommend to them that

783
00:36:11,640 –> 00:36:15,090
they start to tackle it take yours take

784
00:36:13,500 –> 00:36:17,610
yourself out of your own shoes and look

785
00:36:15,090 –> 00:36:20,160
at it from the outside I don’t know a

786
00:36:17,610 –> 00:36:22,560
gusto system well enough to be able to

787
00:36:20,160 –> 00:36:25,500
tell him but I could suggest ways in

788
00:36:22,560 –> 00:36:28,320
which he could he could sort of measure

789
00:36:25,500 –> 00:36:30,750
the unwanted symptoms the degree to

790
00:36:28,320 –> 00:36:33,630
which he has them and then figure out

791
00:36:30,750 –> 00:36:37,290
where he is on the basically of the

792
00:36:33,630 –> 00:36:39,900
ladder and then make a choice as to what

793
00:36:37,290 –> 00:36:42,600
the next rung on the ladder should be in

794
00:36:39,900 –> 00:36:46,020
terms of the tool

795
00:36:42,600 –> 00:36:47,430
habit practice that combination so I’d

796
00:36:46,020 –> 00:36:49,710
give him some kind of way to self

797
00:36:47,430 –> 00:36:52,140
diagnose himself and then look at the

798
00:36:49,710 –> 00:36:55,590
next level and then choose it or not

799
00:36:52,140 –> 00:36:58,260
that’s that’s how I approach this

800
00:36:55,590 –> 00:37:02,820
problem when it when it was identified

801
00:36:58,260 –> 00:37:06,300
fine then now it’s time that I sit

802
00:37:02,820 –> 00:37:08,910
myself on the patient chair and look at

803
00:37:06,300 –> 00:37:12,690
it that’s was how there was a couple of

804
00:37:08,910 –> 00:37:15,720
things one is what are the new

805
00:37:12,690 –> 00:37:18,930
constraints that you can see because as

806
00:37:15,720 –> 00:37:20,850
much as we all will love to see all the

807
00:37:18,930 –> 00:37:25,380
constraints with clarity that doesn’t

808
00:37:20,850 –> 00:37:27,510
mean it happens so now that you are

809
00:37:25,380 –> 00:37:29,190
going to be there so one is what are the

810
00:37:27,510 –> 00:37:32,549
constraints second

811
00:37:29,190 –> 00:37:34,950
what are the times that has been changed

812
00:37:32,549 –> 00:37:37,589
so for example time in the office versus

813
00:37:34,950 –> 00:37:39,170
time in the car now I’m spending a lot

814
00:37:37,589 –> 00:37:44,099
more time in the car

815
00:37:39,170 –> 00:37:46,740
therefore I need to make sure that if

816
00:37:44,099 –> 00:37:49,859
there is anything that can be done

817
00:37:46,740 –> 00:37:53,160
productively while I am in the car for

818
00:37:49,859 –> 00:37:56,670
example making a phone call I have a

819
00:37:53,160 –> 00:38:00,240
clear and simple and complete access to

820
00:37:56,670 –> 00:38:05,220
be able to get those phone calls or as

821
00:38:00,240 –> 00:38:08,520
many of those as possible that bring you

822
00:38:05,220 –> 00:38:12,059
back even to equipment do I am am i

823
00:38:08,520 –> 00:38:15,230
equip enough to have a good phone

824
00:38:12,059 –> 00:38:17,700
conversation in the car because if you

825
00:38:15,230 –> 00:38:19,920
you know nothing worse than half the

826
00:38:17,700 –> 00:38:21,930
conversation and then the person on the

827
00:38:19,920 –> 00:38:25,020
other side is hearing all the noise and

828
00:38:21,930 –> 00:38:29,849
everything else oh so all that things

829
00:38:25,020 –> 00:38:32,069
come into play third is okay now if you

830
00:38:29,849 –> 00:38:33,299
are now into all these meetings that are

831
00:38:32,069 –> 00:38:35,640
the end of their work and you’re

832
00:38:33,299 –> 00:38:40,069
traveling and spending this amount in

833
00:38:35,640 –> 00:38:43,049
the car how much time you have left

834
00:38:40,069 –> 00:38:45,750
because that is the other point if you

835
00:38:43,049 –> 00:38:49,650
are on the office environment where your

836
00:38:45,750 –> 00:38:52,619
supply is pretty much unlimited and you

837
00:38:49,650 –> 00:38:55,680
are now not well then that is and the

838
00:38:52,619 –> 00:38:59,279
other element is how fast are you

839
00:38:55,680 –> 00:39:02,910
consuming energy and how can you

840
00:38:59,279 –> 00:39:05,369
replenish that in a faster way and what

841
00:39:02,910 –> 00:39:10,910
I mean with that is when you are again

842
00:39:05,369 –> 00:39:15,869
in the office most of the time you can

843
00:39:10,910 –> 00:39:18,510
manage how much energy you are consuming

844
00:39:15,869 –> 00:39:21,029
when you are now meeting to meeting

845
00:39:18,510 –> 00:39:22,890
again in the car drive an hour go to two

846
00:39:21,029 –> 00:39:24,680
meetings to get in the car drive another

847
00:39:22,890 –> 00:39:28,980
hour go to a meeting

848
00:39:24,680 –> 00:39:32,609
it gets more challenging to manage

849
00:39:28,980 –> 00:39:35,730
energy mostly even in the best of your

850
00:39:32,609 –> 00:39:40,109
abilities you are now running almost all

851
00:39:35,730 –> 00:39:42,840
the time that said there are things you

852
00:39:40,109 –> 00:39:46,830
can do to try to slow the

853
00:39:42,840 –> 00:39:49,380
to try to recover energy and and to

854
00:39:46,830 –> 00:39:53,870
continue doing some of the good stuff

855
00:39:49,380 –> 00:39:56,850
you used to do before so at this

856
00:39:53,870 –> 00:39:59,760
particular point for me has been a more

857
00:39:56,850 –> 00:40:01,560
exploratory process than a solution

858
00:39:59,760 –> 00:40:04,110
hence the reason I wanted to make this

859
00:40:01,560 –> 00:40:08,580
call to see if there was a clear answer

860
00:40:04,110 –> 00:40:11,280
or element that I was missing on the

861
00:40:08,580 –> 00:40:16,350
assessment I was doing interestingly

862
00:40:11,280 –> 00:40:20,120
enough it wasn’t it seems that part of

863
00:40:16,350 –> 00:40:24,000
the answer it’s more complicated than

864
00:40:20,120 –> 00:40:25,320
than the simple I seems to show I wanted

865
00:40:24,000 –> 00:40:27,990
to spend a little bit of time here just

866
00:40:25,320 –> 00:40:29,400
doubling back on the part of the

867
00:40:27,990 –> 00:40:33,060
discussion we were talking about with

868
00:40:29,400 –> 00:40:35,880
regard to how to identify when it’s time

869
00:40:33,060 –> 00:40:37,920
to actually look at your system to

870
00:40:35,880 –> 00:40:40,620
identify whether or not you’re creating

871
00:40:37,920 –> 00:40:44,660
the right next actions appropriate to

872
00:40:40,620 –> 00:40:48,210
the new potential contexts of your life

873
00:40:44,660 –> 00:40:49,680
context being not in just GTD context

874
00:40:48,210 –> 00:40:52,020
but really you know what’s happening

875
00:40:49,680 –> 00:40:54,150
what’s the circumstance of life and so

876
00:40:52,020 –> 00:40:57,570
there is in psychology something called

877
00:40:54,150 –> 00:40:58,590
the Holmes ray life stress inventory and

878
00:40:57,570 –> 00:41:02,550
I’ll put a link to this in the show

879
00:40:58,590 –> 00:41:06,720
notes and what it does is it uses 43

880
00:41:02,550 –> 00:41:10,020
different units to identify whether or

881
00:41:06,720 –> 00:41:12,360
not you are having major life stress or

882
00:41:10,020 –> 00:41:14,730
not and it uses a point scale and so and

883
00:41:12,360 –> 00:41:16,170
so forth that that’s really used for

884
00:41:14,730 –> 00:41:18,810
whether or not you’re going to have a

885
00:41:16,170 –> 00:41:22,170
mental or physical health breakdown

886
00:41:18,810 –> 00:41:23,790
right some level of trauma happening in

887
00:41:22,170 –> 00:41:27,360
your life and therefore you need to

888
00:41:23,790 –> 00:41:29,190
address that health risk I like to look

889
00:41:27,360 –> 00:41:31,650
at it from the perspective that those

890
00:41:29,190 –> 00:41:34,860
are opportunities whenever any of those

891
00:41:31,650 –> 00:41:36,750
things happen to assess your system is

892
00:41:34,860 –> 00:41:38,640
my system appropriate to the

893
00:41:36,750 –> 00:41:41,610
circumstances of life right now in life

894
00:41:38,640 –> 00:41:44,370
and work and so I have just 15

895
00:41:41,610 –> 00:41:46,050
categories that cover these things and

896
00:41:44,370 –> 00:41:47,370
I’ll put I’ll put I’ll copy these into

897
00:41:46,050 –> 00:41:48,630
the show notes so you have them but I

898
00:41:47,370 –> 00:41:51,450
just wanted to list them off here really

899
00:41:48,630 –> 00:41:53,460
quickly so people are aware of them the

900
00:41:51,450 –> 00:41:54,930
first one is birth second is death so

901
00:41:53,460 –> 00:41:55,410
when if you have a birth or death in the

902
00:41:54,930 –> 00:41:56,730
family

903
00:41:55,410 –> 00:41:58,500
that’s really a time to

904
00:41:56,730 –> 00:42:00,750
take assessment to whether or not you

905
00:41:58,500 –> 00:42:03,440
have prioritized the right things but

906
00:42:00,750 –> 00:42:06,240
also are you setting up actions

907
00:42:03,440 –> 00:42:07,140
appropriate to the time now you have

908
00:42:06,240 –> 00:42:09,210
available to you

909
00:42:07,140 –> 00:42:12,900
professional transitions and those

910
00:42:09,210 –> 00:42:15,510
include demotion promotion higher being

911
00:42:12,900 –> 00:42:18,710
hired being terminated in some way shape

912
00:42:15,510 –> 00:42:21,720
or form whether involuntary or by choice

913
00:42:18,710 –> 00:42:23,190
changes in in careers that is switching

914
00:42:21,720 –> 00:42:26,880
in transitioning from one career to

915
00:42:23,190 –> 00:42:30,350
another starting school first job moving

916
00:42:26,880 –> 00:42:33,210
home moving offices downsizing homes

917
00:42:30,350 –> 00:42:35,610
starting retirement for some people

918
00:42:33,210 –> 00:42:37,860
marriage or some type of long term

919
00:42:35,610 –> 00:42:40,200
commitment has been engaged and then

920
00:42:37,860 –> 00:42:41,880
anytime of long long term commitment

921
00:42:40,200 –> 00:42:43,410
ends whether that be through divorce

922
00:42:41,880 –> 00:42:45,660
separation or ending a long term

923
00:42:43,410 –> 00:42:48,030
relationship so those are the 15 of them

924
00:42:45,660 –> 00:42:50,430
that really are the the questions I

925
00:42:48,030 –> 00:42:52,650
actually ask clients all the time you

926
00:42:50,430 –> 00:42:56,850
know oh if they’re if they’re

927
00:42:52,650 –> 00:42:59,640
experiencing some level of trauma to say

928
00:42:56,850 –> 00:43:01,230
hey that is trauma to their productivity

929
00:42:59,640 –> 00:43:03,780
system not necessarily mental emotional

930
00:43:01,230 –> 00:43:06,690
trauma but are these major life events

931
00:43:03,780 –> 00:43:11,790
happening and if they are then we need

932
00:43:06,690 –> 00:43:14,940
to reassess the system Frances those are

933
00:43:11,790 –> 00:43:16,310
really cool I’ll share the share my high

934
00:43:14,940 –> 00:43:18,840
cliff there in the show notes as well

935
00:43:16,310 –> 00:43:20,760
for these things by the time the stroke

936
00:43:18,840 –> 00:43:24,360
actually comes out but I could share

937
00:43:20,760 –> 00:43:25,830
some of the others that I looked at how

938
00:43:24,360 –> 00:43:27,930
often do you wish you had more spare

939
00:43:25,830 –> 00:43:32,280
time you know how often does the thought

940
00:43:27,930 –> 00:43:34,560
come up do you run late for meetings and

941
00:43:32,280 –> 00:43:38,340
appointments it’s sort of a basic one

942
00:43:34,560 –> 00:43:39,750
are you meeting your due dates do you

943
00:43:38,340 –> 00:43:41,460
have a good reputation or has your

944
00:43:39,750 –> 00:43:42,990
reputation been suffering lately for

945
00:43:41,460 –> 00:43:45,810
being and delivering on time are you

946
00:43:42,990 –> 00:43:49,140
telling you that you have a problem

947
00:43:45,810 –> 00:43:51,510
I also added on something about space

948
00:43:49,140 –> 00:43:54,590
and seeing my personal space has piles

949
00:43:51,510 –> 00:43:57,960
so I can’t find stuff when I need it is

950
00:43:54,590 –> 00:44:04,290
that a factor or is that has that

951
00:43:57,960 –> 00:44:06,240
increased lately and then that may be

952
00:44:04,290 –> 00:44:07,860
the last last one I’ll sure here is I’m

953
00:44:06,240 –> 00:44:09,339
awakened in the middle of the night by

954
00:44:07,860 –> 00:44:13,089
the thought of a task I

955
00:44:09,339 –> 00:44:15,729
what about a sort of a jumping out of

956
00:44:13,089 –> 00:44:17,979
your sleep in a panic wondering if and

957
00:44:15,729 –> 00:44:19,989
if that happens that’s a probably not a

958
00:44:17,979 –> 00:44:24,460
good idea that a good indicator that

959
00:44:19,989 –> 00:44:28,200
it’s time to look at your your blend of

960
00:44:24,460 –> 00:44:30,969
practices habits tools and apps

961
00:44:28,200 –> 00:44:33,910
remarkably I’ve never been awakened by

962
00:44:30,969 –> 00:44:35,799
my own thoughts in sleep I I’m I’m a

963
00:44:33,910 –> 00:44:38,499
fairly light and sensitive sleeper so

964
00:44:35,799 –> 00:44:41,369
I’m lookin by many different things

965
00:44:38,499 –> 00:44:43,450
maybe they sound or light you know

966
00:44:41,369 –> 00:44:46,539
things happening in my certain

967
00:44:43,450 –> 00:44:56,099
environment but I am a sound sleeper

968
00:44:46,539 –> 00:44:59,289
otherwise you’ve been spared system I

969
00:44:56,099 –> 00:45:03,099
think in a situation yeah in a situation

970
00:44:59,289 –> 00:45:05,469
like this one more information is needed

971
00:45:03,099 –> 00:45:08,619
before decisions start getting made as

972
00:45:05,469 –> 00:45:12,009
to how to make changes so my

973
00:45:08,619 –> 00:45:15,759
recommendation to you Augusto is to take

974
00:45:12,009 –> 00:45:18,579
a deeper dive into what’s not working

975
00:45:15,759 –> 00:45:21,549
what’s failing what’s what is causing

976
00:45:18,579 –> 00:45:23,440
stress Nadja to try to isolate those

977
00:45:21,549 –> 00:45:25,660
items and then tackle those because

978
00:45:23,440 –> 00:45:28,599
right now this sounds like a really big

979
00:45:25,660 –> 00:45:31,210
pizza to eat and you need to get it down

980
00:45:28,599 –> 00:45:33,900
into some smaller slices agree and I I

981
00:45:31,210 –> 00:45:38,259
think there are many people most people

982
00:45:33,900 –> 00:45:41,440
who struggle in the same way especially

983
00:45:38,259 –> 00:45:44,469
people who have a sort of productivity

984
00:45:41,440 –> 00:45:47,170
smart because they can’t understand why

985
00:45:44,469 –> 00:45:50,109
the system they have put together all of

986
00:45:47,170 –> 00:45:52,269
a sudden doesn’t work and it’s not it

987
00:45:50,109 –> 00:45:55,299
often times they try to work their

988
00:45:52,269 –> 00:45:57,549
system even harder or they try to follow

989
00:45:55,299 –> 00:46:00,430
their same approach with more rigor or

990
00:45:57,549 –> 00:46:03,279
more discipline or more energy or more

991
00:46:00,430 –> 00:46:05,920
something and it’s frustrating when that

992
00:46:03,279 –> 00:46:08,140
doesn’t work and they they’re not able

993
00:46:05,920 –> 00:46:10,599
to see the far bigger pickles that it

994
00:46:08,140 –> 00:46:12,549
has to do with capacity and capacity is

995
00:46:10,599 –> 00:46:15,099
no respecter of the system that you use

996
00:46:12,549 –> 00:46:17,049
at some point we all want the capacity

997
00:46:15,099 –> 00:46:19,900
just because we keep creating more tasks

998
00:46:17,049 –> 00:46:22,540
so it’s almost like an inevitable must

999
00:46:19,900 –> 00:46:25,120
happen in the life of all of us

1000
00:46:22,540 –> 00:46:27,790
question is where can they find the

1001
00:46:25,120 –> 00:46:31,180
targeted support that goes beyond the

1002
00:46:27,790 –> 00:46:32,980
top 10 list or here read this book and I

1003
00:46:31,180 –> 00:46:35,320
think it the safe diagnosis is a

1004
00:46:32,980 –> 00:46:39,130
self-evaluation the critical part of

1005
00:46:35,320 –> 00:46:41,770
that well I for one know I don’t have a

1006
00:46:39,130 –> 00:46:44,020
definite answer to the problem but I’m

1007
00:46:41,770 –> 00:46:47,220
really happy of the discussion because

1008
00:46:44,020 –> 00:46:51,120
one of the things that has been

1009
00:46:47,220 –> 00:46:54,070
frustrating to a point is how many

1010
00:46:51,120 –> 00:46:56,830
directions this problem seems to turn

1011
00:46:54,070 –> 00:46:59,020
and how many heads it shows you know in

1012
00:46:56,830 –> 00:47:01,090
a way it’s like fighting with a Hydra

1013
00:46:59,020 –> 00:47:03,040
you know just cut two heads it’s a great

1014
00:47:01,090 –> 00:47:05,950
I’m moving forward suddenly and you now

1015
00:47:03,040 –> 00:47:08,410
have four heads in front of you like

1016
00:47:05,950 –> 00:47:11,590
groups if this is not going at the

1017
00:47:08,410 –> 00:47:13,780
direction I was planning but the

1018
00:47:11,590 –> 00:47:17,260
discussion shows that it’s not

1019
00:47:13,780 –> 00:47:21,040
necessarily a single cut answer and it

1020
00:47:17,260 –> 00:47:24,030
may require even going to a more basic

1021
00:47:21,040 –> 00:47:26,770
level than what I originally thought

1022
00:47:24,030 –> 00:47:29,380
well gentlemen this brings us to the end

1023
00:47:26,770 –> 00:47:31,180
of this episode of productivity cast the

1024
00:47:29,380 –> 00:47:32,620
weekly show about all things personal

1025
00:47:31,180 –> 00:47:35,110
productivity I want to thank you all for

1026
00:47:32,620 –> 00:47:37,690
always joining us here for this

1027
00:47:35,110 –> 00:47:40,510
productivity cast if you are listeners

1028
00:47:37,690 –> 00:47:43,180
have questions or comments please go to

1029
00:47:40,510 –> 00:47:45,520
productivity cast net forward slash

1030
00:47:43,180 –> 00:47:47,950
contact and leave us a message you can

1031
00:47:45,520 –> 00:47:51,550
record an audio message and potentially

1032
00:47:47,950 –> 00:47:54,400
be here on the show with us and/or write

1033
00:47:51,550 –> 00:47:55,990
a message and hit submit and we will try

1034
00:47:54,400 –> 00:47:59,710
to answer your question either here on

1035
00:47:55,990 –> 00:48:01,240
air or in and via messaging back and

1036
00:47:59,710 –> 00:48:03,370
forth so feel free to go to practically

1037
00:48:01,240 –> 00:48:06,070
cast net forward slash contact and let

1038
00:48:03,370 –> 00:48:07,960
us know also please feel free to rate us

1039
00:48:06,070 –> 00:48:10,090
on iTunes or your favorite podcast

1040
00:48:07,960 –> 00:48:12,850
directory wherever you access

1041
00:48:10,090 –> 00:48:15,790
productivity cast please do rate us that

1042
00:48:12,850 –> 00:48:18,070
helps to broaden our reach and therefore

1043
00:48:15,790 –> 00:48:21,550
expand the productivity cast community

1044
00:48:18,070 –> 00:48:24,430
and we want to spread this far and wide

1045
00:48:21,550 –> 00:48:26,530
and bring more people to it so please do

1046
00:48:24,430 –> 00:48:28,270
that and as well you can feel free to

1047
00:48:26,530 –> 00:48:30,010
share your episode your favorite episode

1048
00:48:28,270 –> 00:48:32,050
of productivity casts so far feel free

1049
00:48:30,010 –> 00:48:34,480
to share that on social media and I’ll

1050
00:48:32,050 –> 00:48:35,770
let us know why that episode meant as

1051
00:48:34,480 –> 00:48:36,140
much as it did to you that would be

1052
00:48:35,770 –> 00:48:38,000
really

1053
00:48:36,140 –> 00:48:40,850
for us to know we really appreciate and

1054
00:48:38,000 –> 00:48:43,310
enjoy the feedback finally thanks to

1055
00:48:40,850 –> 00:48:45,410
Augusto panade Frances Wade and art

1056
00:48:43,310 –> 00:48:47,420
Galax welcome thank you gentlemen for

1057
00:48:45,410 –> 00:48:51,470
being on productivity cast with me today

1058
00:48:47,420 –> 00:48:53,330
always a pleasure thank you welcome

1059
00:48:51,470 –> 00:48:55,370
here’s your productive life everybody

1060
00:48:53,330 –> 00:48:57,680
take care that’s it for this

1061
00:48:55,370 –> 00:49:00,110
productivity cast the weekly show about

1062
00:48:57,680 –> 00:49:02,150
all things productivity with your hosts

1063
00:49:00,110 –> 00:49:06,310
ray Sydney Smith and Augusto pan out

1064
00:49:02,150 –> 00:49:06,310
with Francis Wade and art Galax

[/read]

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