Since working with Google Apps is a bit buggy more often than not, I’ve been trying to find a better way to work online. I keep looking at Zoho, but there’s something about it that just makes me walk away, quickly. I’ve looked into some other online apps that focus just on organizing (I kind of like having my documents online, too, though.), but so few of them organize the way my mind organizes.
I considered moving to an offline PIM, but quickly found that neither the Mozilla productivity apps nor Evolution would let me work the way I want, either.
What is a poor girl to do?
I guess for now I’m stuck cobbling together apps I like (like Todoist) and wishing favorite apps (like EverNote) would either develop on online app or a Linux version, and use Google Apps while I work on finding a suitable replacement.
Posted by Rebecca as Organizing at 7:30 AM EST
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I am a huge fan of Todoist. I love being able to set up a list for each area of my life and for separate projects. I love being able to form smaller projects out of larger ones. I love setting due dates and then manipulating those dates as necessary. (I want more colors for the labels…in a wider variety.) I love being able to manage it from my iGoogle page.
I just love Todoist. It’s like the to-do list on steroids.
I love playing with my lists, too. I try every evening to sit down and go through all of the to-do lists to pick out a handful of items to work on the next day (sometimes, this doesn’t happen until the following morning). During the day, I also comb through it at least once or twice to find more work.
Here’s the funny thing, though: I can’t “walk through” Todoist without doing at least two or three smaller tasks…just to get them off my list. It never fails. I’m just looking for a project to work on for a little bit, and boom, I’ve knocked another five things off the list. It’s really pretty funny.
Productivity gurus say to stay focused on the tasks at hand, but I find letting my to-do list have a certain amount of flexibility keeps me far more productive.
Posted by Rebecca as Organizing at 7:33 AM EST
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Last month, I shared how one man manages his to-do list to stay on top of everything. Today, I present this great article from Lifehacker on another way to manage those tasks that keep coming up, with or without a particular end date in sight.
The biggest benefit of both of these methods, in my own opinion, is the ability to move things off today’s list and onto the next day’s list. I’ve wanted that kind of flexibility in my to-do list for a couple of years now. Edward’s post (the Basecamp link) actually inspired me to develop my own using Todoist, which I love for managing my projects and various other lists anyway. Using the Today view (which I have set to show up on my iGoogle page), I can see not only what’s on my agenda for the day, but I can also see neglected tasks and how long they’ve been neglected. When I’ve done something recurring, I simply change its due date to the next time I want to do that task.
For me, it’s an ideal situation. I’m keeping on top of everything far better, and I can easily rework scheduled tasks if the current schedule isn’t working. (It’s also a great way to remind myself of those little tasks that get overlooked sometimes.)
The trick really is find what works for you, and go for it!
Posted by Rebecca as Freelancing, Entrepreneurship, Organizing at 3:01 PM EST
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I think I’ve spent the past week or so avoiding big projects lying around my computer. (It’s probably been more like two, but I’m trying to ignore that.) Nothing is being written. Nothing is being produced. There is no troubleshooting going on.
It’s not like me to go like this. I blame work-related stress for eating up both my time and energy. Why not? It’s an easy target.
Before you judge me too harshly, I’ve used the time to get a lot done around here. I’m slowly organizing all my photos and graphic design projects. I’m pulling all my writing into one spot and condensing my files by making use of versioning. I’m experimenting with micro-blogging as a possible alternative to my Notebook. I’ve reviewed my to-do lists and organized into projects with timelines.
I’m even finally looking into developing my portfolio. (Any suggestions on this are most welcome.)
So, I may not be getting the big projects done, but I’m still doing some fairly useful things around here. Things that will, in the long run, make things run a lot more smoothly around here.
For more tips on how to be productive, even when you’re dodging actual work, check out this article.
Posted by Rebecca as Responsibility, Organizing at 7:42 AM EDT
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I’ve avoided using reminders for the better part of a decade now. I figured if I had an agenda and a to-do list I could see, that would be enough.
By and large, it has been enough. But I have a bad habit of getting deeply involved in a project and losing all track of time, so I’m starting to set reminders for myself to remind me to do basic things like eat and take time to relax and de-stress. I’m even thinking about setting reminders to nudge me fifteen minutes before I have to leave for work to remind me that it’s almost time to go to work. (I’ve nearly been late several times in the past month because I’ve been working on something.)
How about you? Do you use reminders? Do you use them to just alert you to appointments (mine are so rote that I don’t need to do this), or do you use them to help you live your life?
Posted by Rebecca as Organizing at 8:12 AM EDT
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Okay, who here doesn’t love sticky notes? Be honest now!
I live off sticky notes at work. The teachers send me sticky notes frequently. I leave myself sticky notes sometimes. I’ve even developed quite the following writing sticky notes about a family of stick figures. (I have no artistic capability to speak of, but everyone goes nuts for the stick figures.)
My room is sometimes a shrine to the majestic sticky note. I have four bulletin boards, a whiteboard, and a board that’s supposed to be in a notebook up around my room, and I think they’ve all been covered in sticky notes at some point. Currently, only two bulletin boards and the notebook board are covered in them. This is mainly becaue one of my bookshelves holds sticky notes better than the whiteboard did.
My sticky notes cover many topics. Some are writing ideas. Some are notes on my attempt to find a career path. Some have quotes I love. A handful remind me of the direction I’m trying to take my blogs. I’d be lost without my sticky notes!
For a list of more sticky note suggestions, check out this list from Scott Ginsberg!
Posted by Rebecca as Organizing at 7:52 AM EDT
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Regular readers of this blog know that I’m a bit obsessed with to-do lists. I like them. They keep me moving and make sure something gets done every day. Those readers can probably guess how many times I read this Lifehacker article on to-do lists.
While I think there’s some great information in here for those who are still thinking, “Gosh, I could move to a to-do list, but I’m just not ready,” there is good advice in here for those who live by their lists, too. Just ignore that any other to-do lists are renamed “project lists”, or you might get as annoyed as I did.
Maintaining one visible to-do list is a great idea because it keeps you focused. Personally, I define one visible to-do list for a day. I add those items I expect to be able to do, and then work my way down the list. (If I’m completely unmotivated, then my to-do list changes form slightly.) I keep a number of “project lists” (I call them to-do lists, though), and pull the next step or two off whatever projects I want to focus on that day. As I finish them, I file them into the appropriate category in Google Calendar. (This is great because i can then see how long it’s been since I’ve worked on a specific to-do list.)
There’s really nothing like the feeling you get when you clear a to-do list, or even better, delete an empty “project list”.
Posted by Rebecca as Organizing at 8:19 AM EDT
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I love creative repurposing of tools, and scripting certainly qualifies for that. It allows you to think ahead without locking you in when faced by an unexpected turn of events (a fairly common occurrence around here).
It’s almost like looking at your day like a big chess games, and probably a great way to program yourself to do necessary tasks automatically. I can see this being a great tool for people who have a hard time getting into or out of their day. All they have to do is follow the script, and it pulls them in or out.
I think it would also be a great tool for kids. A script would give them a structure that was capable of bending with changing demands on the day. It would teach them to build a routine, but that it’s also okay to break that routine sometimes if something doesn’t go as planned.
Posted by Rebecca as Organizing at 8:13 AM EDT
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Right now, I’m in the process of redefining my career path, so I’m focusing on organizing my work and living space in a great attempt to avoid that fear-filled process. (It’s really not that scary. I know where I want to end up, but defining the path to get there appears to be one of those things you almost have to stumble into accidentally.)
Anyway, I’ve been trying to streamline my workspace into something that both motivates me to keep working on my projects and this career remodel, and keeps everything where I can find it easily when I need it. As a result, I’ve been gathering organizing tips wherever I can find them. This scan has a great set of tips, some of which I already use. I admittedly prefer to hang binder clips from the edge of a bulletin board to keep up with papers, though. I find it very sturdy and easy to work with. I also tend to use children’s school boxes to organize everything from stationery to packaging supplies to random odds and ends that don’t seem to fit with any other grouping.
What quick fixes do you use to organize your home office space?
Posted by Rebecca as Uncategorized, Organizing at 8:09 AM EST
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It almost seems a little too new age, but I recently followed a link to The Unschedule, and thought it wasn’t such a bad idea.
In fact, it looks suspiciously like how I already operate.
The Unschedule suggests that you make a schedule of all the non-project tasks you would normally do, and then only record time spent on the project you’re trying to finish when you spend thirty minutes or more on it. For someone easily discouraged when they get behind their schedule, this might be just the ticket.
On my own calendar, I only schedule the hours I have to be at work. Beyond that, I only enter tasks that get accomplished. Because I group like tasks into categories and then color code the categories, it allows me to glance quickly at my calendar and see how much I’ve accomplished and what areas have seen a lot of work ocmpleted during the previous week and the current week. (I do keep a to-do list beside my calendar to remind me of tasks I’d like to get done during the week, but that’s only because I respond well to that kind of motivation.)
If you’re having trouble because you feel like you can’t get anywhere on a project, give the Unschedule a try.
Posted by Rebecca as Organizing at 8:15 AM EST
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