What are the laws of work?

This comment by JP on my post 10 GTD "holes" (and How To Plug Them) got me thinking about whether there's a set of laws (JP more correctly called them postulates) of how we (i.e., "knowledge workers") manage ourselves (i.e., "work") in our CrazyBusy (i.e., "insane") lives.

Here I'd like to play with the idea and to ask you: Is there a small set of axioms that fully describe the challenges we face? Huge question, but my hope is we can reason from first principles to create (or validate) methods for metawork [1]. Stimulated by JP's comment I started with four categories: Time, Attention, and Environment, and tossed in some ideas for each.

What do you think? I'm shooting for something here that's good enough to criticize.

Time

Time has special properties. For example, it is irreversible, it can't be invested, and is limited in supply. The article 169 Time Management Tips has a nice section on this: 12 Important Characteristics of Time:

1. It is an economic resource
   
2. It cannot be expanded or contracted
   
3. It is irrecoverable and irreplaceable
   
4. It is expensive and precious
   
5. It is highly perishable
   
6. Most of what is called 'cost' is the cost of time
   
7. It is a flow from past to present to future in the context of experience
   
8. It is a flow from future to present to past in the context of planning
   
9. The flow is one way and irreversible
   
10. It is quantifiable (seconds, days, years)
    
11. All processes that we manage are time processes
    
12. Time is the dimension in which change takes place (space is the dimension in which motion takes place)

Attention

As a function of how our brains work, we should be able to tap into brain research to infer some axioms. For example, attention seems to have a fragile quality, and it can be very sensitive to attention requests (internal and external). Other aspects of mind: They risk perfectionism, avoid fear, and form habits (or not).

The Secret Pulse of Time has some useful thoughts, including:

• Experimental evidence that our attention is automatically directed inward when there is little else to occupy. The author calls it Banal Banter.
  
• Attention is porous.
  
• The three main stages of the executive function are working memory, attention and self control.
  
• Fear and anxiety [themes] grab people's attention.

Another possibility: Does the Yerkes-Dodson Law apply? From Aiming for the Brain's Sweet Spot:

The Yerkes-Dodson Law pieces together two distinct dynamics: The downward curve of the inverted U shows the negative effects of stress on thinking and learning, or performance in general. The upward part reflects the energizing effect of arousal and interest.

Environment

Our modern environments overlay constraints. What are they? A few thoughts:

• Interruptions are unpredictable, frequent, and central. Two types: internal (see attention above) and external (e.g., email, people). (Question: Is it all about attention requests?)
  
• There will always be more work to do than is possible (at least for most of us).
  
• Work arrives disorganized.
  
• Not all work is important (the Trivial Many vs. Vital Few).
  
• What's the role of Parkinson's law and productivity?
  
• Artifacts naturally spread themselves out.
  

Future

I'd like to develop this to a point where we can create a methodology (or adapt current ones) that are consistent with it. Questions:

How do goals and values fit in?

How can we structure our environments for success? Fritz's Path of Least Resistance should play a big role here.

How can we use our perception of time? (See Perception of Time & Priorities: Polychronic vs. Monochronic, and the extensive entry in the Stanford Encyclopedia of Philosophy.)

Can we apply work like Maeda's The Laws of Simplicity? Summary: 7 Tips to Manage and Use Your Attention Wisely:

• Law 1: Reduce - The simplest way to achieve simplicity is through thoughtful reduction.
  
• Law 2: Organize - Organization makes a system of many appear fewer.
  
• Law 3: Time - Savings in time feel like simplicity.
  
• Law 4: Learn - Knowledge makes everything simpler.
  
• Law 5: Differences - Simplicity and complexity need each other.
  
• Law 6: Context - What lies in the periphery of simplicity is definitely not peripheral.
  
• Law 7: Emotion - More emotions are better than less.
  
• Law 8: Trust - In simplicity we trust.
  
• Law 9: Failure - Some things can never be made simple.
  
• Law 10: The one - Simplicity is about subtracting the obvious, and adding the meaningful.

References

• [1] This comes from Constant, Constant, Multi-tasking Craziness, a paper by González and Mark at University of California, Irvine:

  Individuals spend part of their day on a set of activities that is not connected with any specific working sphere but rather related to the management of all of them. We call these activities metawork. People periodically conduct metawork throughout the day, which involves coordination, checking activities, organizing email, organizing their desk at the start or end of a working day, and catching up with teammates on what they have missed.

  
  

What if you...

...ignored people who said "You shouldn't..."?

What if it was new, risky, or uncertain? What if you invited those people out of your life?

...told yourself it's OK you made that embarrassing copy/paste error in an important email?

You might even generate a chuckle or two (at least from yourself). What if you're still ruminating about it on your death bed?

...refused to pay attention to conventional wisdom?

What if you don't want to do it, don't like doing it, or aren't good at it? What if it sounds reasonable. What if it's some "know you should be" advice?

...listened to yourself and did something you believe in?

Even if everyone else warned you off?

...decided not to ever catch up on your RSS backlog?

Would it really matter? Maybe you're probably already reading the important ones?

...had a conversation where you only listened and asked questions?

What if you don't get to make a point? What if you do this with someone you don't like or don't agree with?

...took a minute to ask about someone's life?

What if she carries your mail, picks up your garbage, or works in customer service? Would this change anything - for either of you?

...dropped that client who a) you don't like, and b) is pushing you to lower your rates?

What if you raised the rates you charge them?

...decided to expand your social network?

When's the last time you actively looked for new friends? What if someone says no?

...substituted wit for profanity and sarcasm?

What if it was hard to do?

...reflected for a few days on that compliment you received?

Is that a better use of your wetware than mulling the negative?

...always had three questions that apply to anyone in any social situation

How about "What do you do for a living?", "What do you love about your work?", or "What makes your job hard?"

...made a big effort to listen to someone's name when you're introduced?

People really like to hear their own names. And they do notice when you try to converse when you can't remember them.

...started a personal humor regime?

Kaizen it: Notice one little thing that surprised and delighted you each day.

...got more comfortable with not knowing where you're going?

Would it help you to better enjoy the ride?

...put "please" at the start of sentences instead of at the end?

Would "Would you please __" convey something different than "Would you __ please?"

...listened to that little "Maybe I should..." voice the moment you hear it?

How about when you think you recognize someone? Or when something attracts your attention, but you're afraid to go over because you'll attract a little attention.

...sent free books to people when they show interest during a conversation?

What if you didn't tell them? What if you did this with everyone?

...said yes even though it's a stretch?

What could you learn? What if you look bad or fail?

...started a blog on a very tiny topic?

What if each post was one sentence. What if it was funny? How about "Medical words you really don't to hear your doctor use" or "Funny things my kid said"? Would it change how you see the world?

...went one whole evening without turning on your laptop?

Or checking your Blackberry? Kaizen it: Just one night. What if instead you spent it with someone you love?

...called one of your competitors just to chat?

What if they said no? What if it was uncomfortable?

...lowered your standards and planned to do less tomorrow?

What if someone noticed? How would you feel after?

...tracked things you love doing during your workweek?

Kaizen it: Just one week. What if they were far less frequent that those you hate doing, or are no good at? What could you do about it?

...there was a name for all this?

"Experience?" "Maturing?" "Living?"

A daily planning experiment: two weeks of accountable rigorous action

(An update: I am delighted to announce my guide, Where the !@#% did my day go? The ultimate guide to making every day a great workday, a downloadable PDF. I've updated, improved, and expanded the idea of daily planning with worksheets, answers to common questions, example plans, and unique experiments to get insights into how you use your time. It also ties in important topics like prioritizing, procrastinating, handling interruptions, and finishing your entire list - getting a "touchdown." Take a look! -- matt)

For the last two weeks I tried an exacting method to help make solid daily progress, to which I added the extra spice of an accountability partner to keep me on track. The goal was to determine if the traditional productivity advice to plan each day ahead of time works better than an ad hoc "select the next action in the moment" one, as popularized by David Allen's Getting Things Done (GTD) methodology, among others. This is meant to plug one of the 10 GTD "holes" I identified recently.

Here's what I did: For two weeks I did a nightly planning session for the next day, which I then worked from. To plan, I printed my calendar and all my actions as a list, then went through a simple estimating and prioritizing process: Calculate available hours (workday minus calendar, personal time, and emptying inboxes), review your master task list, pick a handful to include, compare to available and adjust (painful!) During the day I used this list by 1) sticking to it (!), 2) tracking actual time spent on each action, and 3) logging interruptions (both internal and external) that took me off plan.

For accountability I committed to sending check-in emails at the start and end of the day. The morning message was simply a list of what I wanted to accomplish that day (split into "must dos" and "like to dos"), and the evening one summarized what I actually did, with a short analysis.

The result: Very helpful, and a real eye-opener. Two surprises: Emptying my inboxes always took at least two hours per day (the consequence of what I've invited into my life - notes from meetings and reading, ideas, and the usual "stuff of life"). And: Everything always takes more time than expected. A general guideline: Double estimates. (This should get better with feedback.)

More specifically, daily planning was helpful because it forced me to think about what's important (prioritizing), what's possible (being realistic), how much time a task should take (estimating), and how much time the work actually took. Finally, it helped me focus by constraining choices, mostly by being a closed list [1] that I wasn't allowed to add to; my only edit choice was to check things off. Overall: Highly recommended. I'm now integrating this into my consulting as the main way to choose from a large master list of work to do.

Future: I'll definitely keep doing this. The exercise/ritual builds in a comprehensive review, and makes explicit my action choices. What's more, there's a gold mine of information to use for positive feedback, including:

• more accurate estimates ala Extreme Programming [2],
  
• better focus (staying on target),
  
• more realistic about expectations, and
  
• more aware of and manage distractions.
  

Finally, there's a larger piece at work here - deciding what constitutes a "good workday." This is relevant because I found myself being a too-demanding self manager. At the end of many days I felt dissatisfied with my accomplishments, which is both discouraging (didn't I do enough?) and just plain wrong (I did a lot!) The estimated-vs-actual task information is helpful in working out what is realistic. And this leads to making those tough choices around that basic productivity question: What should I be doing? I'll have to re-read the wisdom of lowering my standards (see Great Time Management Ideas From The World Of Improv Wisdom, esp. the fifth maxim: Be Average).

My Idea Collaborator Liza writes more about "What makes for a good work day?" at Power of One Blog: A Whole New Work Day.

What do you think? I'd love to hear your thoughts on any of this, including the experiments in daily planning you've tried.

References

• [1] For more see Are Daily To-do Lists And GTD Compatible? and Mark Forster's Do It Tomorrow.
  
• [2] I've written about XP and productivity here, including Is GTD The "Extreme Programming" Of Time Management?. And no, I'm not talking about the XP that is giving Eric Mack fits (heh heh heh).
  

IdeaLab 0505: Put pockets, trash bags, Swiss cheese, and faith

(Note: This week's post is a departure from my signature style - long, link-rich, in-depth, and dry :-) . Since my Big-Arse Text File is getting a bit long in the tooth - 1,800+ ideas - I'm giving a different format a go: A dozen or so short ideas/thoughts that you might like. I'm calling each post an "IdeaLab," with the first being here. And the "0505"? I'm taking a naming cue from Mark Hurst). Your thoughts and IdeaLab contributions are always welcome!

• Put Pocket: When I joked with a good friend about teaching my seven year old daughter to be a pick pocket to make some extra cash, he told me this story: He was playing pick pocket with his son (same age as my daughter) where they try to take something surreptitiously from each other. His son quickly morphed this into put pocket, where they try to deposit something in the other's pocket. This reversal (a good brainstorming strategy - see Notes On The Book "Why Not?") made me think: wouldn't a cultural "giving movement" be neat? Imaging getting home and finding a little something special in your purse, say a faery's wand or polished stone. Might be fun to video the "Put" and share it. A variation on found art?
  
• FYI Reading file in the bathroom: Like many people, I want to read more. One method I teach clients is to carry an FYI reading file for those "between" moments - e.g., dropping someone off or waiting for an appointment. Along with "rip-n-read" it gives you a way to make progress on non-critical reading. However, since I wasn't using it much I decided to try an "enforced" version: I made myself a captive audience by putting the folder in the bathroom! The rule is to prohibit any other reading material. I found that - hey - with no other choices, and time on my hands, that stuff starts looking pretty interesting!
  
• Just In Case trash bags: Recently I found myself wishing I had a trash bag with me. I was visiting family in a local city (~200,000 residents) and while at a park noticed some trash. So why not carry some empty ones just in case. Variation: Do the same while biking. I try to remember to do this when mountain biking, though thankfully there's not much to be found.
  
• Lakein on procrastination: From the classic How to Get Control of Your Time and Your Life: Two causes: overwhelming (complex or time-consuming) or unpleasant (odious association, usually emotional). If overwhelming: Use the Swiss Cheese method (poke some holes in it) by just making a start. He calls these "instant tasks," those that take five minutes or less, but make some kind of progress. To use: list some instant tasks, pick the highest priority one, then do it. Rule: They should be easy to start and connected in some way to an overwhelming project. He suggests trying a "leading task" - taking a very small physical step, e.g., sharpen a pencil or move a thing (e.g., letter) to be in front of you. Remove all distractions. Take advantage of your current mood, e.g., if you feel like talking -> talk to someone about a task. Regarding the second cause (unpleasant): 1) Deal with the unpleasantness directly (e.g., fear), 2) recognize the greater unpleasantness that results from delay (risks), and 3) create enthusiasm that counterbalances the unpleasantness (stress the benefits).
  
• To my TOMBOW MONO MINI CORRECTION TAPE 4mmx6mm 68650: Thank you for being in my life. You are part of my comfort ritual. You help make my perfectionism clear, and managed. I'm curious: What it's like in Vietnam, where you came from? Also, what can *I* do for *you*? Finally, I'd love to hook you up with someone I think you'd like. He's showing a bit of age, and has some baggage, but I think you could learn from each other.
  
• Best kitchen lifehack tools: Rubber bands and clothes pins. Damn, they're handy!
  
• Have a project wrap-up celebration: Even for small ones! We often check projects off without much thought, then jump to the next thing. But listen: You did some good work, and were successful. Well done! Recent ones for me: Getting new renters, sanding a door, and healing a broken leg.
  
• Paths and luck: Two important books: I just finished two one hour book reads, and had my mind blown a bit. Path of Least Resistance: Learning to Become the Creative Force in Your Own Life talks about structures in our lives and how they shape behavior. Big. Idea. How to Attract Good Luck is a deep discussion of the elements of luck, including 1) being open to it, 2) recognizing it, and 3) taking advantage of it. Interestingly, he says faith is an important component. What's that mean for an atheist?
  
• Strange But True Tales from the Midwest: Things actually seen on the road: A "Free Lasik" billboard. Hey - what's the catch? My brother wonders if it's good for one eye only. A bizarre recipe: "Chili Tots" - it's a casserole consisting of: two cans of meat chili (no beans), an extra pound of hamburger, shredded cheese, and tater tots on top. It's a feast! Not necessarily a Weight Watchers thing, though. From a series of (disturbing, for me) road signs promoting firearms: Some violence is necessary, and desirable. From a church poster: "Our Faith is Over 2000 Years Old. Our Thinking is Not." I like it (see my thought above re: faith). And 2000 years - that's a *long* time to keep faith. Super impressive.
  
• The lifecycle of a tooth brush: I'd like a site that lets me describe something in the world (say that I bought or found) and see its life from beginning to end. Even better, I'd like to use this as a deterrent to buying things; if I could see the people involved (and their living conditions) and the resources used, it would certainly give me pause. Kind of a Where's George? for everything. This would have to be done distributed - each person entering information where he or she encounters things. Is this out there already?
  
• Party picture stickers: I'm sure this is out there, but four or five years ago I thought: Wouldn't it be cool if, during a party (esp. for kids) I could take digital pictures and stick them into a program that would print them out formatted for standard removable labels, say 1" x 2 5/8" size? Party icebreaker: Wear someone else's, with the assignment of finding them and getting to know them. Or maybe wear a handful.
  
• The only good thing about junk mail...: is it requires the minimal amount of thought! Unlike meeting notes, book notes, emails, etc, it's just "Oh, I can through that out." Bills are in the same category. Remember, the cost of making a decision can be high, and we have to make more of them than ever. (BTW, any statistics on that? I heard a quote that we make 10x more decisions than our parents and 100x more than our grandparents, but I couldn't find a source.)
  
• "Groove click?": What do you call that point in music - early on in the piece - where it all clicks into place? It's that point in the song when it snaps into place, and gets your head nodding, foot taping, and takes you out of yourself for a few moments. Examples (hey - I'm into rock): "She builds quick machines," Velvet Revolver, at 0:12 by my clock, and "Breed," Nirvana, 0:17. "Groove snap?" Also, do you have any favorites that do this?