the meta-list

We all have days when we feel like we are running from task to task with barely enough time to eat or sleep.  Sometimes there just is not enough time in the day to get everything done.  During times like this it is hard to schedule, but it is even more important than usual to make time.  Even though we are busy, we must still make sure everything gets done on time and that nothing gets forgotten.  Though we may not have the time to set aside for scheduling, we must maximize what we do have and use it productively.

The past week was quite a busy one for me, as will be in the coming ones.  With my internship and first Watson summer coming to an end soon, I am working hard to finish all my assignments and projects.  Classes for John Jay start in mid-August along with some volunteer opportunities that I would like to take part in.  This means gearing up for school again and making sure I have everything I will need.  Additionally, I am trying to enjoy these last few weeks of my summer by hanging out with friends.

With a lot to schedule and get done and little time to do it, I was feeling a bit overwhelmed.  With so many things running through my mind, I wanted to get everything down on a to do list so that nothing would be forgotten.  I did not, however, have time to write a three page to do list.  Instead, what I did was make a list of all the sub-lists I needed to make in the coming weeks.  This “meta-list” was a lot shorter than a regular to do list, and it took less time to write as well.  The purpose of the meta-list is that it breaks down a giant list into sub-lists that you can write-up later, since each one is short and should not take much time.  My sub-lists include a list of things I need to do before classes start, a list of things I need to get for school, a list of things I need to finish before my Watson summer is over, etc. 

During this week and next I will take the time to write out the tasks for each sub-list, but knowing that the meta-list is complete helps me to feel less overwhelmed.  I know now that nothing will be forgotten.  Rather, each list will be completed in due time. 

The idea of a list of lists sounds a bit ridiculous, and when I was writing it I felt as if I had finally reached scheduling insanity.  However, once you get over the concept of the meta-list, you come to see its function and how it can improve productivity (and we all know how much I love productivity).  So next time you find yourself in a bind for time with a lot of tasks to get to, try a meta-list.  Maybe it won’t completely erase your anxieties about getting things done, but it will at least make you feel more abstract.

I hope everyone enjoyed their week.  During this last week of July try to work on those summer to do lists, and evaluate your progress.  In the coming weeks make sure to address those tasks you have not yet gotten to, and do not forget to have some fun!  For a look at a meta-movie click here.

the power of evaluation

Between setting a goal and achieving it there are many steps.  If you are like me, you plan out every aspect of how you will go about attaining this goal straight down to the obscure details.  Others like to set goals and then achieve them with more passive techniques.  And, some goals take years to reach fruition.  Someone who sets out today at being president will not succeed until years of hard work and dedication have been spent.  What am I getting at?  The journey from starting something, anything really, and finishing it is long and different for every person every time.  However, in getting from point A to point B there is one thing we should all do to make sure we stay on track:  evaluate our progress.

When you set out on a task, particularly a lofty one, it is nearly impossible to know where it will take you and what it will require.  When you are waist-deep in something, you can almost never see the big picture.  Often times when we set out to achieve something, we are essentially blind to what we are doing.  Sometimes there are more direct roots to success that we do not see.  Other times our goals become outdated and unuseful.  If we wait until we have put much work into something to take a step back and realize it is impossible or not worth attaining, we will have wasted precious time.  One very important thing that I have learned this summer is the importance of evaluation.  Not only can it maximize productivity, but it can prevent failure and lead you to bigger and better things.

At the beginning of this summer I posted about summer to-do lists.  I also made one with nine over-arching items, which broke down to about 35 tasks.  Along with checking off the items on this list, my summer includes a full-time internship; seminars, cultural events, and writing assignments from the Watson Fellowship; catching up with friends; and blogging.  Needless to say, my goals for this summer are quite lofty.  I work at my summer to-do list everyday, but most of the time there just is not enough time to get everything i want to done.  After about a month of trying, I had only really crossed off three or four items on my list.  Because I was not keeping track of what I was working on and what I was neglecting, it became very hard for me to know what I needed to focus on more in the coming weeks.  Coincidently at the end of June, Watson held a seminar about the power of evaluation and how it is very important for non-profits.  It made me think of how I could use evaluation in my life and in my schedule.

The basic purpose for evaluating yourself is to keep yourself on track.  Without paying attention, you can easily get lost in the logistics of a goal.  To make sure that you are headed in the right direction, it is very important to check your progress and re-map your plans for achieving a goal as you move forward with it.  Without evaluation we can easily lose site of what we are pursuing, and this is when time and effort are wasted.

When Franklin Cruz, the Interim Chief Operating Officer of the Bronx Defenders, spoke about evaluation at a Watson seminar nearly a month ago, he spoke of evaluation as a challenge for non-profits.  It can quite often be a challenge for individuals, as well.  Cruz provided some ways to better evaluate your work, and I have added my own two cents below …

1. Know your goal.  When you set a goal, do not be vague.  Make sure to be specific with what you wish to achieve, and do not be afraid to be bold.  If you know what you want to achieve in concrete terms, it is much easier to strive for it.
2. Make your goal quantifiable.  In the realm of psychology they call this operationalization.  Define your goal in terms that can be calculated or measured easier and effectively.  For instance, one of my goals this summer is to read at least five of the eight books on my reading list.  This is a more quantifiable goal than say, wanting to read some of the books I was unable to get to during the summer.  The easier it is to put a figure on how much you have accomplished, the easier it becomes to track your success and see where you need to work harder.
3. Schedule evaluation.  To make sure you do not forget to step back from what you are doing and examine it, set a regular time for evaluation during the week.  For instance, my Sunday afternoons are usually spent thinking of what I have done during the week, what I could have done better, and what I need to focus on more in the coming week.  Having this time worked into my schedule and set aside makes it easier to for me to take the time I need to and be critical, which is the next item …
4. Be honest and critical of yourself.  Taking the time out to evaluate yourself is useless if you are not going to be honest about your progress.  Though it may be hard to hear that you are not doing as well as you thought sometimes, it is important to focus on your goals and be open about your progression.  If you did not do so well working on a goal last week, that is okay – sometimes other things come up and we do not have enough time - as long as you set out the next week determined to work harder on that task.  Being honest and critical is a crucial part of evaluation, but it is also the hardest part so take extra care here.

It would be a good idea to take some time this week to evaluate yourself, your goals, and your summer to-do list.  Remember to know your goals, operationalize them, take the time to evaluate, and be honest.  Once you start evaluating, you will see how valuable and powerful it can be.  Just think, companies and organizations all over the world hire people just for this reason – to evaluate progress.  Start evaluating your own progress today, and maybe you will become good enough at it to get a job doing just that!  Enjoy your week and your two minutes of procrastination by clicking here.

alternative scheduling methods: take two

In the past two years I have spent at John Jay I have felt very much at home.  When I am there I am surrounded by criminal justice, something I like to think I know a thing or two about.  My fellow students share common interests with me, and for the most part I feel like I am in my comfort zone.  Being a part of the Watson Fellowship, however, I usually feel like I am being thrust into areas I know little about.  Whether it be a seminar on budgeting, a cultural event at the Socrates Sculpture Park, or a conversation among fellows on climate change, I most always feel like I am stepping outside of my comfort zone into uncharted waters.

As I explore these waters more, I realize that these new and different experiences are opportunities through which I have learned so much, bettered myself, and broadened my horizons.  I can now hold a conversation on cap-and-trade legislation, something I did not even know existed before.  I have become somewhat of an expert on business plan competitions, an extra curricular that I would never have thought I would find so interesting.  I have extended my network to include not only John Jay students, but students from all over New York with varying interests and majors.  Just by stepping outside of my box I have expanded my skill set and my opportunities.

This post tonight is about doing just that: stepping outside of your comfort zone.  Read a book you would not typically pick up, try a new dish at your favorite restaurant, strike up conversation with someone you don’t know all that well.  Try something new, something you would not usually try, and better yourself in the process.  Can’t think of something new to try?  Try an alternative scheduling method!

David Allen has made a career out of helping corporations to increase their productivity.  Among other things in this program, Getting Things Done (GTD), Allen insists that employs stick to “getting three things done”.  In a very busy day when things are bound to pop up and distract you, Allen says you should commit yourself to accomplishing three tasks.  While this number may sound low, it is a reasonable goal that can help you to stay on track.  Committing to three tasks helps you to finish and cross things off of your to do list, instead of bouncing around between several tasks and not accomplishing anything.  This is a particularly good technique when you are super busy with tasks piling up all over the place (picture the end of the semester with projects, papers, and cramming). 

At my house, where everyone is constantly running in different directions, it can be hard to communicate and keep up with household tasks.  To keep us all in the loop, my mother has always used post-it notes.  She leaves these messages where she knows we will see them: bathroom mirrors, the coffee pot, the TV, etc.  This idea can be tweaked to fit your own scheduling needs; use post-its placed in strategic places as reminders.  For instance, if you need to pack lunch in the morning before heading out to school, leave a pot-it message on you bag.  If you want to study before bed, leave a post-it note on your pillow.  The idea is to leave a note where you know you will see it – be creative.

Stepping outside of your box can be scary and intimidating.  Though you may not realizing it, trying new things almost always translates to good experiences or lessons learned.  This week I encourage everyone to try something new, perhaps a new scheduling technique, for the sake of stepping outside of your comfort zone.  Just remember to also stick to what you know.  Enjoy your week, and click here for your two minutes of procrastination.

like a boyscout

When I am really busy, a lot of the time I will leave my house in the early morning and not get home til very late.  Being out all day at work or school means I can end up coming home to mountains of how work, applications, or other tasks.  Meanwhile during the day I have breaks when I am bored without anything to do.  This frustrates me to no end, and so I have been known to carry quite a large bag.

Being prepared when you go out for a long day can help you get more done quicker, so that when you come home late at night all your work is done.  It can also save you money, if you pack your lunch instead of buying it everyday.  While it might mean carrying around a heavy bag sometimes, taking your tasks with you can really help you get things done on the go.  For instance, I read for my classes on the train.  I outline my blog posts over lunch, so when I get home I just have to type them up.  I am always carrying Snapple with me so I do not have to stop and pick up a drink. 

Being prepared is not always easy or quick.  From one day to another the necessities can change.  Instead of constantly adding onto what you carry and thus carrying a lot, it can be really helpful to set time aside every night to pack for the next day.  I do this four easy steps:

1. Empty out your bag.  By taking only a few things out or by only moving things around, you might lose some stuff at the bottom.  Start fresh every night and keep track of what you used that day.  If you tend to pack something every night but do not use it, you probably do not need to continue packing it.
2. Look over your schedule for the next day.  According to your schedule, pack what you will need for that day.  This could mean notebooks, pens, lunch, etc.  Think through each activity and what it requires, packing only what you will need.
3. Consider your free time.  If you have breaks during your day, pack some tasks that could fill them.  Instead of leaving these things for when you get home (when you are tired from a long day), take them with you and get them out-of-the-way early.  This also helps as an incentive sometimes, because you do not want to carry something around all day without completing it.  (This is my own trick against procrastination.) 
4. Check the weather.  I never hurts to have an umbrella with you when it might rain or to wear a sweater when it is going to be cold.  Try to catch a weather report and pack accordingly.

While this process may seem long and drawn out, it can really be worth it.  Besides after a few days of going through it, it becomes like second nature.  Sometimes you even find patterns, like every Wednesday you pack the same things.  Knowing this is helpful and can also save time.  The take-away this week is that spending time to plan things out and thus be prepared can save you time in the long run (and with the time you save you can do things you enjoy).  So plan it, pack it, and get your work done.

I hope everyone enjoyed their holiday weekend.  Stay cool this week, and click here for your two minutes of procrastination.  Oh and I am sorry this post is not on alternative scheduling methods, as was promised.  I am still getting together some alternative methods, but next week should be a sequel blog for sure.  Also to come is a video of my co-workers and I doing the running man, as was promised some months ago.  Enjoy your week.