Everyday Systems

[reinhard]

I touched on this briefly with "chain of self-command," here's more (but still not enough, I keep thinking of obvious stuff I should have added):

http://everydaysystems.com/podcast/episode.php?id=19

Reinhard

[Schnebit]

Reinhard, just wanted to say that I really love these "systems" (Habit Traffic Light, Chain of Personal Command, Monthly Resolution, etc.). I've been trying to come up with a way to get new habits to stick and hold myself accountable to them. Your systems seem like a great way to get those things to get that accomplished.

I mean, habits/behaviors aren't really goals in the traditional sense because they're not really results-oriented (i.e. measurable). You're either doing the behavior or you're not...

I'm not really big on "resolutions" either, but I'm a pretty avid goal setter. One question though - do you truly limit yourself to one new habit per month?

Thanks for sharing!

[MD]

Hi ! Thanks for the podcast! I like your card system and am interested in seeing an example or two. Have you done this yet: "I'm going to scan and post images of some of my cards on the everydaysystems.com website ..." ?? If so, please let me know where on the site to look. Thanks and keep up the good work.
-MD

[reinhard]

MD -- I'll scan the images tonight if I can figure out how to get my scanner running and post the link here. Thanks for your interest!

Schnebit -- I just started using the cards this month, but I've been doing monthly resolutions for a while, and yes, I limit myself to one new resolution a month. But some of these resolutions kick off habits that last much longer than a month. 12 a year is plenty. 6 a year is plenty. Beats the pants off the 0 a year that most people (including my former self) manage.

Reinhard

[Schnebit]

That's a great point, Reinhard...

I was trying to get a feel if you thought that more than 12 was manageable, but as you pointed out 12 in one year would be phenomenal.... even if only half of those were to stick, that would still be quite an accomplishment.

Thanks for the perspective!

Jim

[reinhard]

OK, dug my scanner out of the basement and got some images up. I'll turn these into a real, cleaned up web page with some more context, but for now, it's just images.

To see some daily "foot soldier" cards:

http://everydaysystems.com/cards/2007/01/

(file names are date + side (a or b) of card)

The last card (2007-01-12) is in progress, to show what a card might look like early in the morning before you'd accomplished anything or even figured out everything that you were going to do.

To see some yearly "general" cards:

http://everydaysystems.com/cards/2007

I only have one monthly card so far since I just started this, and it's of a somewhat sensitive nature, so I'll wait till I have a more suitable example before I post one.

Reinhard

[MD]

Thanks for uploading the scanned cards. I understand your system better now, thanks; it's a good one.

[KCCC]

I decided to give your punch-card system a try. It was really, really close to what I did anyway... I've done "Habits of the Month" for years, and make a daily list of stuff, which I generally divided into work and self/home. (I liked specifically breaking those out into three categories, btw. I think of mine as self, work, relationships/home/community.)

So, I thought it would be easy, because I saw it as just a few tweaks. But the "must do" and "could do" sides of the card are really teaching me a lot about myself. I had everything together on one 5x8 piece of paper, front-side only, and failed to distinguish between the really important and... well, and the stuff that would be easy to cross-off.

So what am I learning?

First, that I frequently over-scheduled and re-wrote on my next-day's list. More than I like to admit. I am already being more careful what I put on the "must" side of my card.

Second, I learned that I started being very anxious and stressed by unmarked-through tasks. (Recovering perfectionist, remember?) But I was determined to do this for 21 days before I gave up. So, here are some tweaks I developed to help me cope.
- Write something across the top that's sort of a stress-reduction mantra. I've used "Celebrate accomplishments" (to remind myself to focus on what I HAVE done) and "Be calm and efficient" ( to remind myself that being stressed doesn't increase productivity). That line goes up there with the date, so I see it everytime I look at the card.
- I'm toying with an "Olympics" system for stars (I WANT my star, dammit!) - but I'm going to wait until the 21 days are up before I try that.
- Put less on the card. Start with the critical stuff, and be more realistic. (Well, doh!)

I also wrote a summary card of my yearly goals - all starting with verbs (ex: Nurture relationships) - and taped that to the outside top of the index card box. So each night, when I put up my daily card, I see my "vision" goals again.

Weekends are a little fuzzy... work isn't really on the list, but "home" gets a lot b/c it's a big cleaning time. For weekends, I may let the "work" column be for that, and put things like meeting folks for dinner in the 3rd column...

Anyway, will work with it and post back.

(Btw, I am a big fan of GTD, and this works perfectly well with that.)

[KCCC]

Well, it's been a little over a month now with my "blue card" system. (I'm using blue for my daily cards.)

I'm getting more done. I've stopped stressing over "all I have to do" and started focusing on what matters most.

Definitely a keeper. It helps me focus and not be overwhelmed with all the tasks waiting in the wings...

Tweaks:
- I mark the MITs (Most important tasks - no more than 3) on my card. The whole card is still intended to be the "must do" list, but there are usually some tasks more critical than others - and they're usually the ones I'm most resisting, for some reason. Putting a star by them makes me focus on them first. And I feel SUCH a sense of accomplishment when I get those done.

- I still like and use the "mantra" across the top. Don't use it everyday, but it helps when I do.

- Weekends... I still use the self/routines column. "Work" becomes chores and errands, plus any work tasks I've decided I will do on a weekend. The right-hand column gets used for "coordination" with my spouse and child, so that I remember to schedule my exercise around my husband's haircut, for example.

- I'm less obsessed with the stars... and getting them more often. Ain't that life.

- The compound/atomic tasks podcast that Reinhard just posted is PERFECT timing... exactly what I needed for further fine-tuning. (Thanks, Reinhard!)

[J Ellis]

I too have been using the daily punchcard for awhile. It has been a very useful tool.

Reinhard puts out some of the very best material available on personal development through self-discipline.

Joel
_________________
www.fitness-solution.blogspot.com

[reinhard]

I'm happy the cards are working for you KCCC and Joel!

KCCC: the mantra idea is great... may try that myself.

I'm still slowly refining how I do them... but it's pretty stable. I'm getting better at keeping my errand column as 10 rows or less, and my routines are slowly becoming better and more sustainable.

I think the biggest challenge is "emergency management:" what to do in situations when your full blown ordinary routine becomes impossible. I'm not quite decided yet whether during "emergencies" one should just take the hit in terms of a lot of undone routine tasks, officially (temporarily) rethink and reduce the number of routine tasks, or keep the tasks unchanged and just accept the tiniest token effort for each of them.

I've had a very hectic month (nosdiet book draft deadline), and I've tried all three. I'm not quite sure which is best, but I did make a card for every single day, and that in itself was an enormous help. I'll have more practice with emergencies when our second child arives in June.

Reinhard

[reinhard]

I don't quite do MITs (though that's a good idea), though I sometimes circle the number in front of tasks that have lingered from the previous day's card. I guess I don't want to distract myself from really trying to budget and follow through well enough to get everything on my list done.

I try to order my tasks roughly chronologically. This minimizes agonizing about what to do next, and if a "work" or "errand" item is particularly important, bumping up the order on the list helps see that it gets done, because uncrossed out items on the top "nag" at me then all day long.

Reinhard

[stevecooper]

I know it's been mentioned before, but the Hipster PDA might appeal to some people;

http://www.43folders.com/2004/09/03/introducing-the-hipster-pda/

Also, if you're looking for some nice printable templates for the hipster pda;

http://www.diyplanner.com/templates/official/hpda

[KCCC]

Just wanted to say that I have bought my second pack of colored index cards, so this is obviously working for me...

And "un-bundling" tasks that need extra attention are a good step, one that also work for routines that are giving trouble. Posted about that in No-S.

[reinhard]

Glad it's working for you, KCCC!

I'm still at it with the daily cards, too. And batting a thousand for the monthly resolution cards in 2007!

Reinhard

[zoolina]

I've been trying this too, and I like it. Here's how I've tweeked the concept for me:

I have separated the work cards from the routine and errand cards:

The work one sits on my desk and is a weekly card, separated into 5 days. On Friday I write on each column what I'd like to accomplish each day of the next week. As I finish a job I cross it out (Ahhhh). But I'm flexible. I can do a Wednesday job on Monday and a Monday job on Friday, but it all has to get done in the week. This works well for me because I have a big problem taking the stress from my job home. Keeping the card on my desk forces me to keep it at work, and if I've crossed out all the things on my list for a day I've earned the right to absolutely NOT think about it until I get to work the next day.

[reinhard]

Hi Zoolina,

That's a nice tweak... work/life divide is a serious issue for many people, myself included. I'd considered using separate cards, too. But for me the pro of having all my daily imperatives in one place outweighed that (plus I work from home at least once a week which kind of complicates the situation a bit). And using one card with multiple columns gives me *a bit* of a divide

I think 90% of the power of using daily index cards comes from limiting your planning to just one day at a time. Whether you use columns like I do and what they are is a detail. Tomorrow? Worry about it then. "Sufficient unto the day are the evils thereof." Didn't get everything done yesterday? Today is a new day, a clean start. You can keep the old cards as a record, if you want, but you don't have to lug them around with you as cumulative, oppressive reminders of what you haven't done.

Concentrating them all in one small place (or two, in your version) makes your problems seem smaller, too. And since they're all on that one little card in front of you, you won't have this stress in the back of your mind that maybe other problems are lurking elsewhere.

Anyway, glad this is catching on! I'm finding it indispensably useful.

Reinhard

[J Ellis]

I still haven't incorporated the yearly and monthly cards into my routine, but the dailies have been tremendously helpful. I like the idea of having a five-day snapshot of the week on a single card. I may prepare one of those cards for next week while still operating from my daily punchcard.

This is a very simple but very useful tool for planning your day. I have found that it helps me focus on what I need to get done. I simply check the card anytime I am between tasks or have some downtime to know where I need to head next, and I review it several times during the day just to make sure that I am still on target.

Joel
_________________
www.fitness-solution.blogspot.com

[Xtal]

What a great system! I've just started today. I like relating the daily tasks to the monthly and yearly goals... if something I'm doing at the daily level doesn't tie in somehow with my yearly/monthly goals, I have to really question why I'm doing it.

I'm also using the Habitcal to track my compliance with the Personal Punchcard System.

[reinhard]

Hi Xtal,

I'm glad you like it! It's definitely a keeper for me.

On the rare days when I didn't make a card, I made a retroactive card the next day, just to record what I'd done.

A useful little finesse I've been doing for the last few weeks: write and box a "main event" (or "leitmotiv," for the operatically inclined) at the top of each daily card, to remind you of the most important issue you want to focus on that day. Helps to lift you above the details a bit.

I'm still batting a thousand on the monthly resolution cards.

Reinhard

[Elizabeth 7]

I just wanted to post and say that I absolutely love this system! I tend to be a procrastinator and a bit scatterbrained... I am one of those people who gets a lot of things done, and done by the time it needs to be done, but it's not what I would call in an orderly fashion, and I often find myself panicking (sp?) by the end. I tend to completely overschedule and think I can take over Europe in one day... or at least in one week!

I find when I use the punchcard system (daily cards only; I have not done monthly or yearly), I not only have a more realistic schedule as some have said in this thread, but I feel really good and confident about what I have accomplished. I can't explain it really; maybe it's just the fact that though I have already learned to acknowledge myself more for what I have accomplished in general, there are always loose ends. Nothing is ever done. But with this system, you know where the end is, at least in a single day. Sure, you can keep going when it's done, but you know you've accomplished something realistic but sometimes meaningful and difficult at the end of the card. After all, if you leave the difficult task undone, you don't get your star! (And no, I can't believe how motivating a ridiculous foil star-- yes, I bought stickers!-- can be.)

I also love the fact that I only have to track one notecard-- it doesn't get lost in one day and I don't have to carry my bulky planner that you have to open and close every time you use it around. It's just right there in front of your face-- what you have to do, today, period.

I have made a few tweaks, though, some that were mentioned here, that really increase its effectiveness for me. I also "star" (with a pencil) the three most important tasks, because, again, I'm a procrastinator. I try to do these items first, but it's not mandatory. The stars remind me that I need to focus on them, and I also try to get these done even if I know I won't be able to get my (foil) star that day... otherwise, I might be weak and give up the entire to-do list minus the things that *have* to be done that day.

I also like the phrase "celebrate accomplishments" and the one about remaining calm and productive. Both are really perfect for me, also, and I often put them on my card-- thanks for mentioning them!

Lastly, I try to add one or two "fun" activities that I want to do that day on the card. Maybe watching a TV program or taking a walk, or going to an aerobics class: rewards for working throughout the rest of the day. I try to make these "must" activities, inspired by a book I recently read about procrastination that encourages you to schedule at least one hour of "guilt-free play" each day.

Anyway, I have rambled on and on. I am in the middle of my Master's thesis while working a "real" job that requires a good degree of brainpower and a LOT of driving on my part, and have probably really overbooked myself with activities in general.

Just wanted to say "thanks" and share how this system has worked for me!

[reinhard]

Welcome the the bulletin board, Elizabeth. I'm very excited to see how the punch cards are catching on.

I too put down fun stuff as "tasks." Less to remind myself to do fun stuff than because if it takes time it displaces other tasks and I need to budget for that. Plus it makes me not resent fun stuff because I think "hey I really should be doing something else..." It gives me credit instead of guilt.

Reinhard

[KCCC]

A new tweak to share... I have started writing JOT by anything I'm resisting.

JOT stands for Just One Thing. So, if I've written "Bills JOT." I get credit for just pulling out the bill folder and putting it on my desk.

Yes, bills have to go on tomorrow's card. But JOT for tomorrow can be just doing the electronic ones, or just the paper ones... whatever.

I like it because it lowers resistance. If I do JOT, I can count that as an accomplishment and mark it off my card. Well, okay then, I can do something.

And it often leads to doing more than the minimum. Once I open the bill folder, I may realize that there aren't that many and just polish them off. Or I figure out what I need to do next, which also lowers resistance for the project as a whole (a key premise in GTD, but hard to implement sometimes).

At worst, the fact that I need to write it helps me recognize that I have a problem area.

[Hunter Gatherer]

So did you ever post a monthly card?

I'd really like to see one since we're just starting August.
_________________
"You've been reading about arctic explorers," I accused him. "If a man's starving he'll eat anything, but when he's just ordinarily hungry he doesn't want to clutter up his stomach with a lot of candy."
Dashiell Hammett

[reinhard]

Not yet! Thanks for the nudge. I'll do it shortly. I've actually got a bunch now.

[Hunter Gatherer]

Yay!

If you don't mind, could you also transcribe them? Reading handwriting on a screen is hard for me. If it's troublesome don't bother, but I thought I'd ask anyway.
_________________
"You've been reading about arctic explorers," I accused him. "If a man's starving he'll eat anything, but when he's just ordinarily hungry he doesn't want to clutter up his stomach with a lot of candy."
Dashiell Hammett

[KCCC]

I'd be interested in seeing a monthly card too. Don't think I have that down as well.

[carolejo]

Due to my long absence, I've only just seen this.

Must admit it's an exciting idea that might just help me get some kind of control back - I'm currently working an average 62 hour week, with a contractual 40 hours and unpaid overtime... (yes, I know. I'm a mug. But bizarrely I really enjoy what I do - or maybe I'm just addicted to the adrenaline of trying to get everything finished every day when it's clearly impossible to do so )

But, I need to procrastinate a bit more before I jump in and start making those cards. I will give this some serious thought. Watch this space...
_________________
CaroleJo

[reinhard]

I'm glad you're intrigued, Carolejo. It's continued to be a great system for me. In fact I've got a great add on that I hope to do a podcast on shortly...

Reinhard

[Meg]

These are really working for me. Giving myself a star for 100% completion gets me excited about doing things I would normally put off. Also makes me careful about what I commit to doing...

So far, I'm using three columns, each with a cheesebally name that keeps me motivated. 'Zen Life' is the household-routine column. Another column is devoted to healthy body; won't share the name of this column--too embarassing. And then the third column rotates. Sometimes it addresses art. Sometimes it is devoted to finances. Sometimes to cooking or gardening/nature.

Anyhoo, just wanted to thank Reinhard for making it more fun to get the important stuff done.

[reinhard]

Meg,

I'm glad to hear this. I'm actually sort of amazed at how well this has continue to work. I'm also amazed, as you point out, how fun it is. Besides increasing efficiency in practical matters, it's psychologically really helpful. I always feel like I have something attainable to do. It's hard to feel down when success is so clearly defined and near at hand. I also love looking over the boxes of my two years of completed cards -- what an indisputable mass of accomplishment!

Thanks for the details -- feel free to post a (redacted, if necessary) image if you feel inclined and get a chance. It would be really cool to see what others besides myself are doing. I'd be happy to stick it on my server if you don't know where to host it.

Reinhard

[J Ellis]

The daily cards are so much a part of my routine that I can't imagine getting things done without them. How did I ever get anything accomplished before daily punch cards?!?!?!?!

Joel
_________________
www.fitness-solution.blogspot.com

[reinhard]

Great to hear this, Joel!

I should probably dignify this family of systems (chain of self-command, personal punch cards, bigger picture) with a real website instead of just scattered podcasts some time soon....

Reinhard

[Meg]

[reinhard]

Oh, don't worry!

We're going for realism here, not high drama

"slice strawberies" and "wash darks" are exactly the kinds of things people want to see.

Reinhard

[Spudd]

I just started trying the personal punch cards, and the first day, it worked great. The second day (today), not so much. Reason - I never got around to filling out the card! I have 2 tasks listed under WORK, but I meant to do (and actually did, too) much more than 2 tasks. On the home side my list is totally blank.

So my question is, have you found a time that works well for you for filling out the cards? Do you do it at home or at the office? First thing in the morning, or last thing before bed?

[reinhard]

I don't have a set time. I carry it around with me in my wallet and add (and cross out) tasks throughout the day. Sometimes (rather often, actually) I'll even retroactively add a task if I forgot to write it down first.

When I'm at my desk I'll often take the card out of my wallet and put in in front of me on my desk. Hard to forget about it when it's right in front of you.

Knowing that I'll have to tick a red box on my habitcal for "tasks" if I don't get my minimum quota of 7 in each column done is a great incentive to find time!


Reinhard

[Spudd]

Ah, the quota of 7 is a great idea. I think you mentioned that before but I'd forgotten. That definitely does increase the incentive.

I don't know if I want 7 in the non-work columns but I can set my quota differently if I so choose. I'll try that tomorrow and see how it goes.