Digging Out

The Sparks family had an amazing vacation in January. It was one of those once-in-a-lifetime trips to London and Paris. My kids are at the perfect age, and my wife and I both agreed that we don’t know how many years we have left with both of them around to vacation with us.

My point is, I didn’t want to spend the entire vacation working. So I spent some time deliberately thinking about work before I left. As a business lawyer, I often have clients dealing with one sort of emergency or another, and that is unavoidable if I want to continue in this racket. Non-emergencies, however, are a different story. My plan was to get up a few hours early every day and deal with whatever emergencies were thrown my way and then close the computer and spend the rest of the day with my family. It was a ten-day trip and how much day-to-day stuff could really pile up, right?

For once, I stuck to the plan. Partly thanks to jet lag, getting up early wasn’t a problem and the several emergencies that appeared all got handled.

The surprising part for me was precisely how much non-emergency stuff piled up in my absence. I spent the plane ride home reading Cal Newport’s Deep Work, and I had this grand plan about how I was going incorporate a bunch of his ideas into getting more work done on my next book starting the day after I returned.

That didn’t happen.

Instead, I took stock of the backed-up legal and podcasting work and smacked my forehead. I had to dig out. For a day or two, I kept thinking I could get my fresh start on writing more for the book while digging out but eventually I worked through the four stages of grief and arrived at “acceptance”. My deep work on the book was going to have to wait a little bit longer.

So instead I resolved that I would just focus on digging out. I made a list and (for a few weeks) largely cut myself off from social media, television, and other diversions. It turns out I needed two weeks to get caught up with work. It’s probably obvious to most people, but the biggest revelation for me in this process was where I stopped and just accepted that, despite my efforts, nothing new could happen until I dug out. Once my brain wrapped around the idea, it was a lot easier to put my head down and get the work done. It probably sounds silly, but I’m quite pleased with myself having survived the deluge and enjoyed the big vacation.

As I write this, I’m finally back in a place where I can put time into the book. This morning I put several hours into writing, and it feels great. Chapters are showing up in the iBooks Author file, and boxes are getting checked. Stay tuned.

Being Productive from Kourosh Dini

My friend Kourosh Dini is a smart guy, and I’ve always thought of him as a kindred spirit. He spends his days working as a practicing psychiatrist, but he also makes music and writes books. His latest book, Being Productive: Simple Steps to Calm Focus, is a good one. This book follows Kourosh’s prior productivity book, Zen & The Art of Work.

Before telling you why I like this new book, I should come clean about my relationship with productivity books. I have always had a negative reaction to self-help/productivity books. I have friends who read piles of these books, but they never really seem to get anything out of them.

My attitudes on the subject are changing, however. I’m now reading a few productivity-type books, but slowly. I have been going through the books and incorporating a few good ideas into my life and not moving on until they stick.

The reason I’m telling you this is because Being Productive is an excellent jumping off point for just that experience. The book not only includes theory and advice, but also exercises and techniques to apply what you are learning in your life. I’m currently only halfway through the book. I’m taking it slow and learning as I go, but I’m far enough in the book now to easily recommend it if you are looking for a little help.

Subscription Database

Several months ago we did an episode on Mac Power Users about managing subscriptions. During the show I explained that I have an Apple Numbers spreadsheet where I keep track of all of that information. I’ve finally gotten around to posting it. Below is a screenshot and at the bottom of this post is a download link.

The spreadsheet allows you to enter the name of the service and then whatever fee you’re paying. When you click the checkbox as to whether or not it’s an annual subscription, the spreadsheet does some conditional computations to figure out the monthly cost and annual cost in the following two columns. Those are the key locations that you’re going to be getting information about how much you’re spending. At the bottom of those columns you’ll see how much you’re spending per month and per year.

After that it’s just further information concerning the specific service like website, account number, contact information, and email. The point is you want to keep whatever you need in this database so you can cancel a subscription whenever you feel like it. The one thing I don’t keep in this database is passwords. For that I go to 1Password.

Feel free to download, use, and modify. Let me know how it works for you.

Download the Subscription Database.

Tasks vs. Calendar Events

I get a lot of emails from readers asking me exactly how I distinguish between tasks and calendar items. In a perfect world, a task is an item you need to do and a calendar item represents a place you need to be. However, the way I work makes things a little muddier.

For example, I like to schedule appointments with myself. This helps me manage big projects. I will often schedule a block of time on the calendar for a big project. Something like, Thursday 10 AM-12 PM, ACME contract review.

So now that calendar event shows up in my calendar but I’ve also got a collection of tasks related to that contract review in OmniFocus. So how do I resolve that? It really isn’t that hard. I will go into the project view in OmniFocus and select all related tasks to the contract review and set their deferred date to Thursday at 10 AM. Then the tasks disappear from my active OmniFocus list until that time and I don’t think about them anymore.

The trick to all of this is being honest with yourself. If you set these appointments with yourself to manage big projects but don’t keep them, you lose faith in your system and the wheels start falling off. Treat those task-related appointments just as sacredly as you would an appointment with your boss. If something comes up that requires you to move that appointment, go ahead and move it but follow all the necessary steps. Reset the appointment in your calendar and move the tasks in your task manager.

Another advantage of setting aside blocks of time for big projects is that it gives you a more realistic view of how much you can actually get done in the day. If suddenly you see yourself completely blocked and there are still significant tasks left on your list, that should be a warning sign that you’ve got a problem.

So to answer the question, I generally am a purist and keep tasks in my task list and calendar events in my calendar. When I do use the calendar to block time for an extensive set of tasks, I will simultaneously move all of those tasks to the designated time and date.