• Skip to primary navigation
  • Skip to main content
  • Skip to footer

Teaching in Higher Ed

  • Podcast
  • Blog
  • SPEAKING
  • Media
  • Recommendations
  • About
  • Contact

gtd

Sticking with Getting Things Done (GTD)

By Bonni Stachowiak | July 26, 2016 | | XFacebookLinkedInEmail

Depositphotos_38239361_l-2015 2

One of the members of the Teaching in Higher Ed Slack channel shared of her struggles with sticking with the Getting Things Done (GTD) system, after she had read the book. It certainly can be challenging. I thought I would share a few strategies I've used for staying consistent with GTD practices and hope to hear what has worked for you, as well.

First, if you aren’t familiar with Getting Things Done, the following resources are highly recommended:

  • Getting Things Done, by David Allen
  • Getting started with GTD
  • Podcast: Lower your stress with a better approach to capture
  • Podcast: Practical productivity in academia
  • Podcast: What to do before you act on all you’ve captured
  • Podcast: Getting to zero inbox
  • Podcast: The weekly review

Here are a few thoughts about how to better integrate the Getting Things Done methodology into your life and stay with it:

Separate capturing and clarifying from doing

It is easy to fall into this temptation when presented with something that needs doing. We can get distracted from whatever we were in the middle of working on and start trying to do the new thing that now has our attention.

We need a system that every action item (task) goes into, so that we can better identify the most important work we should be doing at any given time.

Take time out to reflect

The busier our schedules get, the more we need time to reflect and review. I have a weekly review and a monthly review that I’m faithful to about 90% of the time.

Those practices help me identify areas where I need a better system, so that the next time I encounter a similar season in life, I am better prepared with tools to help me navigate.

Avoid taking an all-or-nothing approach

David Allen has indicated that it takes a few years to really get in the groove with GTD. That figure seems daunting, until you recognize that we’re hardly ever “perfectly” GTD.

I like has David Allen has grouped the entire GTD system into five distinct areas (http://gettingthingsdone.com/fivesteps/). Consider which area could use the most attention in your own productivity system and determine how to close any gaps that exist to having it work the way you want to see it work.

Ensure you have the necessary tools

Finally, be sure you have the tools you need to properly implement your GTD system. Here are what I consider to be essential tools, along with what I use in each area:

  • Calendar – I use Fantastical 2 on my Mac and the built-in calendar app on my iPhone.
  • Task list – The one I use is over-kill for most people, but in case you’re interested, it is OmniFocus. If you aren’t accustomed to using a task list, a good place to start is Todoist, or Wunderlist.
  • Projects list – My projects list is stored inside my task management system. I review it, regularly, to determine if I have properly identified the various projects that I’m responsible for…
  • Archive – We used to call these filing cabinets. I keep most of my record electronically these days. PDFs and other reference information that I am unlikely to want / need to share with others goes into Evernote. I also have a file/folder system set up in Dropbox that keeps my general course resources separate from students’ work from a specific semester.

What advice do you have for others who are trying to stick with GTD? Are there any essential tools you use that I missed in my list?

Filed Under: Productivity Tagged With: gtd

Leverage the Due App in your teaching and productivity

By Bonni Stachowiak | February 9, 2016 | | XFacebookLinkedInEmail

LEVERAGE THE DUE APP

I mentioned in a recent episode how much I'm getting out of using the Due App.

When I had Natalie Houston on the show, she inspired me to make more use of timers in my teaching and productivity. Here are some of the places she has written about her use of timers:

  • An everyday essential: The timer
  • My personal productivity rules
  • Why 15 minutes

As I started to find multiple uses for timers in my life, I ran into a challenge. As soon as the timer went off and I turned off the alarm, the item quickly went out of my head.

Enter the Due App.

I don't have that problem with the Due App. I set a “timer” and it keeps bugging me however often I tell it to… If I get distracted in the moments following a reminder to take care of something, I quickly get my attention pulled back by the next alert.

Here are a few ways I'm using the Due App reminders in my teaching and productivity:

Meeting with students. What I enjoy the most about teaching are the one-on-one conversations I get to have with students. That means that I frequently lose track of time and run the risk of missing something urgent. Now I set up an alert in the Due App for five minutes before our conversation is supposed to end and set it up to buzz me every five minutes after that. You have complete control over how often it will bug you.

Committee meetings. I'm charing a few committees this semester and often have to squeeze the meetings in between my teaching schedule. I set a Due alarm for ten minutes before the meeting is supposed to end and then for each five minutes after that.

Reminders to take / pick up students' exams that are being proctored by the disabilities office. I like to do blind grading for exams. That doesn't work very well if I don't have the students' exams with me who have had their exams administered by another person. I set a Due reminder to nudge me to pick up their exams from the office prior to me leaving the office and heading home. Then, I can be sure to grade their exams along with everyone else's.

As I was researching stuff for this post, I discovered that there are also reusable timers as a feature of the app. They give the example of a Pomodoro timer that you might launch when doing a burst of productivity. Maybe you have a set period of time for each time you brew tea, or start a load of laundry in the washer? You can reuse the timers anytime you want to perform that activity that could use a set duration of time.

There are so many possibilities that I know things are  just getting started.

I just bought the Due App for the Mac and look forward to syncing all my reminders between my Apple Watch, iPhone and Mac.

[reminder]Are there apps you're using in place of a “traditional” timer to keep tasks top of mind for yourself? [/reminder]

Filed Under: Productivity Tagged With: gtd, productivity, timers

My 2015 someday/maybe technology list

By Bonni Stachowiak | November 30, 2015 | | XFacebookLinkedInEmail

someday/maybe technology list

I've talked on the podcast many times before about my approach to exploring new technology that I hear about during the semester. When I discover an educational technology or productivity tool that seems like it might be a good fit for me, I attempt to resist the temptation to dive in right then.

Instead, I place the item on the technology section of my someday/maybe list.

David Allen prescribes the use of someday/maybe lists in his GTD (Getting Things Done) system, as follows:

Activating and maintaining your Someday/Maybe category unleashes the flow of your creative thinking – you have permission to imagine cool things to do without having to commit to doing anything about them yet. – David Allen in Getting Things Done

Someday/maybe technology list

Here's what's on my someday / maybe list under the technology section, to check out during our 2015 holiday break:

Doceri

  • Evaluate Doceri as a possible pencasting replacement, due to LiveScribe's reliance on a proprietary PDF format or app for playing pencasts

Backdraft

  • Check out Backdraft for pre-populating Tweets for a live presentation

Markdown Field Guide

  • Review / re-read David Spark's Markdown field guide

Ulysses

  • Consider switching to Ulysses for podcast interview notes

Mac “Vacuuming” Mail Optimizer

  • Implement Brett Terpstra's vacumming mail script to optimize mail (Mac-specific)

Stanford's Online and Blended Courses

  • Consider taking Stanford's Online and Blended Courses class

FileMaker Pro

Evaluate using FileMaker Pro for tracking Teaching in Higher Ed guest recommendations

IFTTT

  • Explore ways to better leverage IFTTT (especially the new “do” button)

Learn OmniFocus webinars and videos

  • Browse Learn OmniFocus' webinars and videos for unwatched ones of interest

Linky 5.0

  • Learn about Linky 5.0 and evaluate it's use for social media sharing (not quite sure what it does over BufferApp)

[reminder]What's on your someday/maybe technology list that you'll be checking out as the year ends? [/reminder]

Filed Under: Educational Technology Tagged With: edtech, gtd, technology

How to be more productive by factoring in context

By Bonni Stachowiak | October 13, 2015 | | XFacebookLinkedInEmail

context

I have always been a big fan of personal productivity books and tools. When David Allen's first edition of Getting Things Done came out, I liked his methods, with one big exception:

I completely didn't get how considering context was going to be useful to me at all

For those of you who may not be familiar with the idea of using context in your planning, he advises that with each action item on our to do list, we not only consider when this action needs to be taken, but also what (or who) would need to be present in order to do it.

The examples I remember him giving in the first edition were primarily location based. If I were going on an errand to our local CVS, it would also be good to know to stop at the grocery store, which is next door. Also helpful would be to drop by and pick up our dry cleaning.

The problem with his examples was that I can't stand going on errands and it is mostly Dave (my husband) who does the grocery shopping and dry cleaning drop offs in our household. If I'm going to grocery shop, it is likely going to be via the Amazon Fresh delivery service.

While this post links to how to articles on OmniFocus, the set up of contexts is available in many different kind of task managers. Even if your specific tool doesn't have a field for context, you can still type in an @ symbol at the end of each task name and include the context you want to use, such as:

@agenda:FDC or @energy:high or @grocerystore

Why I Changed to Better Appreciate Context

Three factors caused me to make a dramatic shift in my appreciation of context in personal productivity:

  1. I become an OmniFocus user. OmniFocus is one of the task management applications that has features set up for leveraging contexts.
  2. David Allen revised his Getting Things Done book and somehow it stuck better with me on this edition.
  3. I expanded my thinking of how contexts might be set up beyond location-based ones, thanks to experts like Tim Stringer.

There are still ways that other people make use of contexts that don't resonate with me too heavily.

Some people use energy-level contexts and work on the @focus tasks when they are at a time of the day that allows them to target their attention at a given task.

Others set up sophisticated location-based contexts that are better served for people who run lots of errands at once.

If you have set up a system like OmniFocus, but don't think it is working well for you, check out these potential pitfalls and associated solutions.

Contexts that Work Well for Me

By far, these are the contexts that work best for me:

  • Setup and track agenda items for meetings using contexts
  • Track action items that I am waiting for a response on before completing the task
  • Keep track of things I need to talk to someone about (like a spouse, or direct report) by setting up their name as a context
  • Set up a context for programs/services I use frequently (I have one set up for our LMS, so whenever I go login, I can take care of all the small actions that need to be addressed during that one visit)

Here are the application-related contexts that I have set up on OmniFocus:

mac-contexts

By far, the biggest time saver on the list is the @Moodle context.

Another one that works well for me is the @Studio context. We have a studio set up at home with professional audio equipment. Whenever I have tasks that can only be accomplished when accessing the audio equipment, I apply that context.

Then, each time I sit down at that computer, I have all the tasks I should take care of in that sitting.

[reminder]How do you use the concept of context in your personal productivity approaches? [/reminder]

Filed Under: Productivity Tagged With: context, gtd

How to support our students’ productivity

By Bonni Stachowiak | April 21, 2015 | | XFacebookLinkedInEmail

how to help our students be more productive

I still have at least one of my planners from college. It's a comic-themed one. Each double-pages spread contains a Far Side comic on the left side and a week-at-a glance on the right.

Life was simpler then. My weeks looked mostly the same, with the occasional exam or paper thrown into the mix. My to do list was kept in the same place as scheduled events, on the corresponding day in my Far Side comic planner.

Things are so different for our students now.

College students are studying less than prior generations, to the tune of approximately ten hours less per week. More than half of them work while in college.

Then there's the 8-10 hours they're spending on their phones daily, according to one study.

Here's how the BLS's American Time Use Survey shows that college students spend their time.

chart6

 

To my knowledge, no one at my university has surveyed the sleeping habits of our students. It is hard to imagine that our average is higher than 7 hours a night, however. I hope to be proven wrong on that someday.

It is more complicated for today's students to manage their time and their tasks than it was for me in college.

How can we support our students' productivity?

Some students are able to manage their lives in their heads. It depends on the types of classes they are taking and what's going on in the rest of their lives.

However, all students benefit when we structure our teaching to grow students' abilities to manage their time and tasks more effectively. Here are some ways we can support our students' productivity habits.

Leverage an LMS's capability to publish calendars

Most of the LMSs that I've used have some kind of master calendar for students to view all the assignments in their classes and their corresponding due dates/times. Some give the ability to copy/paste a calendar subscription, so that students can add it to whatever calendar they use (Google calendar, a Mac calendar, Outlook, etc.).

Our university uses Moodle, which has this option.

If students subscribe to a calendar with all their assignments in it, likely they'll be able to see it on their smart phone, as well as when they're on their computers.

Break assignments up into multiple parts

When Ken Bain was on the episode 36, he spoke about the importance of giving students feedback along the way toward the completion of a major assignment. Students have told me that my method of separating the research and writing processes causes them to be less tempted to take shortcuts. They also said it helped them learn the skill of researching and writing better by having them separated like that.

By having assignments broken up into pieces, we model for our students to think about larger projects in terms of the action steps that it will take to move it forward to completion.

Choose due dates/times to reduce likelihood of sleep deprivation

On the upcoming episode 45 with Aaron Daniel Annas (link will work after 5:00 am PST on 4/23/15), he asked me how to set better boundaries with students who are in crunch mode with their assignments. I advise having assignments due at 5:00 pm, since that tends to reduce the likelihood that students stay up all night to get them finished.

The bigger picture

Our university has a freshmen class called Cornerstone that introduces them to the university, helps build study skills, and creates a community of learners to improve retention.

One of the assignments most Cornerstone classes require is to submit their planners (or screenshots of their electronic system), with their schedules each week and each classes' assignments in it.

Once the class is over, many students go back to the method of relying on their professors to remind them of assignments.

I wonder if there isn't a better way for me to reinforce the continued discipline around having a planner or other means for tracking tasks and calendar items.

[reminder]What ideas do you have for supporting our students' productivity?[/reminder]

Filed Under: Productivity Tagged With: gtd, productivity

  • Page 1
  • Page 2
  • Page 3
  • Go to Next Page »

TOOLS

  • Blog
  • Podcast
  • Community
  • Weekly Update

RESOURCES

  • Recommendations
  • EdTech Essentials Guide
  • The Productive Online Professor
  • How to Listen to Podcasts

Subscribe to Podcast

Apple PodcastsSpotifyAndroidby EmailRSSMore Subscribe Options

ABOUT

  • Bonni Stachowiak
  • Speaking + Workshops
  • Podcast FAQs
  • Media Kit
  • Lilly Conferences Partnership

CONTACT

  • Get in Touch
  • Support the Podcast
  • Sponsorship
  • Privacy Policy

CONNECT

  • LinkedIn
  • Instagram
  • RSS

CC BY-NC-SA 4.0 Teaching in Higher Ed | Designed by Anchored Design