Organize IT

When you’re overwhelmed with everything in life and your head is buzzing with numerous tasks, thoughts and problems that need your attention, it’s very difficult to get a grip of the situation and do something about it. However, I’ve always found that the first step is to sit down, get my notepad out and really write down everything that’s bothering me (do you do something similar?). This process is often called the mind sweep. However, for it to really work I’ve realized that there are certain rules you have to follow. Essentially, you can’t hold back because if the thought is in your head, it deserves your attention regardless.

A couple of months back I came across a really cool video that had David Allen of GTD fame giving us a tour around his office. After searching around I finally came across something similar. For all you Four Hour Work Week fans, here is a video of Tim Ferriss showing us around his digital lifestyle as part of Cisco’s digital cribs series. It has some useful insights in it for those who prefer hi-tech productivity. Tools when used properly can do wonders, but why use technology that takes you ten times as long to do something on, when you can just as easily do it with pen and paper? Nice home, by the way!

Several months ago I introduced the great filing system debate. My old filing system no longer worked for me because it was slow, complicated and did more than I required. So at the start of this year I tried a different approach, something that might not on the surface seem like it should work. Currently I’m using a just a two-level letter tray and I organize all my mail and paperwork into just two categories, active and reference. Below I’ve detailed how I use it.

I’m a big fan of the 80/20 rule, but much like my other fave – Parkinson’s law - how to put it to use isn’t very obvious. 80% of output comes from 20% of input. 80% of my time goes into 20% of my work. Useful knowledge, but what next? Then I started viewing it in terms of value. 20% of the stuff in my life produces 80% of the value. The books I’m writing and this blog are worth my time and energy because I enjoy doing it and who knows where it might lead? The amount of time I spend keeping my home tidy, though, is a waste.

I’m currently taking a big look at Parkinson’s law and hope to write something big about it in the near future. If you don’t already know, the law is a humorously intended adage originally articulated by Cyril Northcote Parkinson, which states that work expands to fill the time available to it. During my research I’ve come across several interesting posts on the topic so I thought it would be a great opportunity to collate them together. Hope they prove interesting. Why not share your links and experiences of Parkinson’s law?