I am one of those people who likes a clear desk, who like kids to have tidy bedrooms, who likes to be in control. I invest a lot in my IT, and a lot of my time in researching how to be organised. I can also invest a lot of time in establishing a new system. But once that new system is established, I find it hard to keep going. Here are some of the reasons why:

I only tend to be motivated to create my list of, �everything that needs to be done�, when things are out of control. The process of creating the list brings me back in control and that tends to last about a month. During that month I gradually begin to feel that I am working for my system rather than my system working for me, so I give up.
I find that although they all seem important when I write them down many of the items on my, �everything that needs to be done list�, never actually get done, as new things keep being added. So in reality I am only ever working with the things that filter to the top. In most cases I already know about the things at the top of the list. It�s the 80/20 rule all over again, I only ever work on the top 20% of my list, and most of the stuff in the 80% never gets touched because new items keep adding themselves to the top 20%.
During the times of my life when I am not following a GTD like methodology, I find I value the fact that my Brain forgets the 80% that�s never going to be done, and lets me keep my sub-conscious focussed on the 20% that is, and my conscious on the 5% I am working on. When I do follow GTD, I find myself distracted by the 80% feeling it�s important and must be progressed, managed, tracked, researched etc. For example for a month I captured research notes in Microsoft OneNote on everything related to my GTD list. Most of that time was wasted because in the end I never got around to the tasks. After the month was up I ended up deleting most of it because I wanted a tidier and better organised OneNote.
I find my Brain balances, �Important/Urgent� , pretty well
I generally always do some form of daily and weekly review and I get close to the �mind like water�, feeling.
I have seen lots of projects suffer because of too much project planning, and too little project management. By that I mean the project manager and project team start to serve the system, they spend all of their time and energy on task definition, tracking, reporting etc and not enough time on requirements, millstones, dependencies, estimating.
I think the above problem with projects is the same problem I see with GTD. Too much attention to managing your tasks and not enough time managing your time and goals.

Ok so you sort of get the idea of where I am coming from with the above, but I said I needed help. Well I have seen a few posts in this forum that really got me thinking. I will repeat a few of the key points here:

Someone said that it was the act of making the list of things to do that was key, not the resulting list. They tested it with for example shopping lists. If you make the list and then forget to take it with you, you still end up buying everything you need.
This was built on by someone who said that if you forgot the list you might actually do better because you might respond more openly to inputs/ideas that you have while out shopping, and maybe reassess your needs more openly as well, (i.e. decide not to buy things, whereas if its on this list you feel compelled to buy it).
In a critique of presentations someone reported how PowerPoint stifles many meetings. The bulleted list stops people thinking, because it trivialises issues, and the slide by slide format constrains discussion and debate. I have actually tested this myself by presenting on an eWhiteboard and its amazing how liberated you feel.
Discussions comparing �Putting first things First�, top down methodology, (which works like my Brain, but perhaps not everyone�s brain), and GTD help to bring the debate into focus
A few people have pointed to Life Balance and there is certainly a lot of thought gone into that software. I tried it for a while, but again concluded that I was likely to end up being controlled by the software, and spend a lot of my time working for it, rather than it working for me!
Finally its obvious that a lot of people love GTD more than I do, I want to understand why!

I was hoping that in discussion of this post more nuggets like those above might help me work this topic through in my mind in a more open way that I have been able to do by just reading the GTD books.

The final problem I have is the systems that support these processes just don�t work for me. When I look at my starting list again:

Personal knowledge management
Time, task and action management
Communication and collaboration
Team working
Subscription and research

I really need an integrated system that supports all of these. I have not found such a system. Although if I were able to use Outlook for my email maybe I would get close with the combination of NewsGator, Outlook, Outlook GTD plug-in and OneNote.

- Posted by Steve Richards - 11:28:52 AM - comment []

My Home Office

In another post I am going to talk a bit about why I think multiple monitors are really important, but first I want to introduce you to my home office, so you can see my personal working practice in its full context. First things first:

Everything I need is within arms reach
I try to scan all my paper, and its all there in PaperPort, see below
I have two desks, a computer desk where I have my three monitors, and drive all my clients and servers from one keyboard and mouse and a layout, reading etc desk where I have space to organise. The kids use this desk at night if I am happy to be disrupted a bit.
I have a web cam on top of my primary display, again more on that later

For the full article click here to continue ...

- Posted by Steve Richards - 7:16:03 PM - comment []

01 July 2004

The experience trap

David Chappell, a professional speaker, who often works for Microsoft has written a very interesting little article on the subject of the experience trap. In essence, as you get more experienced, especially in IT, that experience can cause you problems as well as give you an advantage. He recalls discussions with computer science professors who are debating which programming language a person should be taught. Here is an extract in his own words:

The difficulties faced by teachers of computer science provide one example of the problems experience can cause. But the challenge certainly isn�t limited to professors�we�re all in danger. And since the experience trap isn�t much of a problem at the beginning of a career, it can sneak up on you. When you�re twenty five, you don�t rely much on experience because you don�t have any. When you�re forty five, however, it�s tempting to rely too much on experience. The truth is that experience is useful only if the future is like the past. In software, what will be important next year is often very, very different from what was important last year. Realizing that a significant part of our hard-won knowledge becomes valueless every year is a necessary part of moving forward.

He concludes with an interesting remark:

After teaching for a decade or more, I�m sure some of the computer science professors I spoke with wished they�d chosen to teach history instead. History professors don�t have wholly new topic areas suddenly appear, nor do they need to readdress basic pedagogical issues every few years. But my conversations with these people reminded me of how important it is for all of us�professors and practitioners�to sometimes ignore our own history. Avoiding the experience trap is an essential part of making real progress.

I found this fairly interesting from two perspectives:

I have just turned 40 and after years of feeling like the new kid on the block with lots of bright ideas, I have started to feel like the experienced old hand. learning new things has become more difficult through a combination of age and lack of time and the volume of new stuff to learn and the online resources available to help have exploded.
The second reason is that I recently recalled a series of psychological tests that I udertook a few years ago, and part of the feedback was that I was likely to be resistant to change. At the time I ignored this feedback as I was taking my company through some of the most radical change it had ever seen in IT and it was a very challenging time for me as well as well. However in the light of point number 1, recent posts on how I like things that are familliar to me, and how too much choice, (loosely linked to change), affects happiness I think it needs revisting.

Bottom line is that as I get older I need to be ever more focussed on following process rather than instinct. Following the right process should help make sure that I do not rely too much on experience and do not resist appropriate change. Instinct probably drives me in the opposite direction!

If you want to read the whole article have a look here. David is an interesting person to listen to and read, but watch out for the fact that he makes his living evangalising Microsoft technologies and that some of his talks are sponsored by Microsoft, although he does generally make that clear.

- Posted by Steve Richards - 12:15:56 PM - comment []

28 June 2004

Workspace design

One of my favourite topics just started to get an airing on the web, Work Space design. It�s been an interest of mine ever since I can remember, it�s the frustrated Architect in me, (I was never good enough at art to take it at University). Anyway what really bugs me about the topic is my belief that it has a huge impact on individual and team effectiveness, but receives very little focus and even less investment by many companies. Even companies that reap huge profits from their consultants tend not to invest in their productivity. I talked about this in a previous post, but mainly from an IT SW perspective.

Since I have been working from home I have invested quite heavily in my own work environment and I certainly notice a huge improvement in my productivity. The biggest improvement comes from two large monitors driven from the same desktop PC, supplemented by a management console that I use to monitor my lab and anything else that I need to check frequently. I also have a dedicated portable that I can just pick up and carry away whenever I need to move around the house, I use a dedicated portable for this because I don't get any issues with windows being resized and moved around between monitors and because I want my primary machine to be my desktop, (that way I get two large 19" monitors").

As all of my machines run Windows Terminal Services, X Windows or Remote Desktop, I can easily connect to any of them from any machine, and I have dedicated short cuts to them all to make it really quick. As my desktop is running Windows Server 2003, I have two short cuts one to take over the console, and the other to login a separate session.

I have made a few other investments:

1. A fan to keep the air moving

2. A nice big table next to my desk in case I have meetings or need layout space

3. Everything within easy reach

4. A great scanner and Paperport to minimise the amount of paper clutter

5. A good but simple filing system

6. Music

7. A good speaker phone

8. A desk lamp

Anyway that�s a bit about me. But what about a workspace design in a corporate context, I might talk a bit about my experiments in this area, (mainly flexible offices), in another post but I wanted to link to some other interesting posts that I have just come across.

It starts with the results of a survey by Microsoft which concludes:

Nearly two-thirds of office computer users tie the fatigue they experience during the week to working at the computer for long periods. In addition, nine out of 10 said the design setup of their workstation directly affects their ability to be most productive at work. More than 50 percent of those surveyed said one of the best ways employers can show their commitment to employees' success is to provide them with the latest technologies so they can do their jobs more efficiently.

I particularly liked this bit:

This compares with 23 percent who said they would prefer motivational tools such as morale-building and social outings, and 16 percent who would opt for perks such as free soda and parking, which are commonly offered in workplaces today.

It goes on to say:

Researchers have found that individual performance increases by 25 percent when employees use an ergonomically designed workstation

However this is from a study in 1991, so is probably not that relevant today, but check it out and make your own judgement. 25% is a lot!!

In a similar survey by Logitech, reported by CNN, it states:

In a survey by office furniture manufacturers Logitech asking workers to grade the design of their workspace, 56 percent rated their office or cubicle as a "C" or below.

Only six percent of employees gave their office an "A" grade.

More than half of those who rated their desks as "C" or worse said they would feel more valued if they were given more input into shaping their environment and 84 percent said their comfort levels could be improved.

According to the research, workers now spend an average of 37.5 hours at week at work -- more than 14 hours a week longer than in their living room -- and a majority say they place equal importance on the comfort and design of both.

To get you thinking here are some hints and tips on Work Space design taken from PowerHomeBiz.com

· Do try to arrange your space in an L-shape or triangle, with a swivel-style desk chair in the middle of the configuration. With a spin of your seat or a slight roll backward or to the side, all essentials are within arm's reach.

· Don't skimp on comfort, especially when it comes to your desk chair. Choose one with a cushioned seat and back, adjustable height so your feet are flat on the floor, a back that tilts and curves, and wheels on the bottom to get around easily.

· Do group equipment and furnishings into different centers of operation. These might include your computer, phone/fax, mail handling area, and worktable.

· Don't be stingy about storage space and lighting. Put in as many cabinets, cubbies, and shelves as you can without crowding your workspace. Illuminate individual work areas with their own direct lights.

· Do plan with portability in mind. Cordless phones and laptops allow you to move your work close to your children, if necessary. Other portable conveniences are furniture on casters, baskets that can quickly be repositioned when needed, and a rolling cart to easily transport files and correspondence so you can work in the kitchen, family room, or even outside for an hour or so.

· Don't set up your office where it should be; put it where you want it to be.

· Do personalize the room by hanging up children's drawings and other favorite artwork, propping family photos on the desk, painting the walls your favorite color, including a knickknack or two, and adding other special touches. These not only make for a cozier space, they can help reduce stress.

· Don't do everything at once if money and/or time are tight. Start with the bare-bones basics, adding on when you can afford more. As your profits increase, you may even consider hiring a professional designer to help you make improvements. Most charge between $75 and $150 an hour for a consultation, and it would not take long to toss around some design ideas.

· Do plan for future growth. Architects and designers recommend that you project 25 percent more space than you currently require, especially if you're remodeling your home to accommodate an office or buying a new house with work-at-home potential.

- Posted by Steve Richards - 11:02:29 PM - comment []

How to avoid flamewars

Given my recent post on Zealots I thought this post by Dave Winder complemented it nicely.

- Posted by Steve Richards - 9:38:35 PM - comment []

27 June 2004

Zealots

I get pretty frustrated around Zealots and there�s lots of them lurking around the IT blogs. I recently read a refreshing article by Jeff Dillon from Sun expressing similar views and it�s worth a read just to convince yourself that it�s possible to be passionate about Linux and Open-source in general and still leave room to admire something that Microsoft does. A while back a couple of people mentioned to me that I was perceived to be something of a Microsoft Zealot, well I found that quite amusing, you see my own perception is that I am familiar with Microsoft and Realistic about Microsoft�s role in the industry and like any reasonable person I admire some of Microsoft�s products, people and culture. Probably also like most reasonable people I dislike some of Microsoft�s products, and culture, and if I knew enough of them would probably dislike some of their people as well.

I hardly think this classifies me as a Zealot, but some people do mistake familiarity and realism for zealotry when it comes to Microsoft. Well I got to thinking why that is and came to the following conclusions:

Microsoft has had such a bad press recently that its not really in anyone�s interest to be seen as a Zealot even if you are one
Most reasonable people having read this bad press would find it difficult to be a zealot, at a push I guess one might admire the way Microsoft can recover from such legal embarrassment and technical and procedural neglect of issues like security.
Most people don�t really understand where Microsoft are going now, as Microsoft is talking only about long term vision and technical infrastructure. The products that will be built on this technical infrastructure that are going to deliver this vision are to a large extent still a mystery. So unless you are a real techy there�s not much to be a zealot about
Microsoft employees however are another matter, and continue to support and evangelise their company despite the above, which proves they must be doing something right on the culture front and maybe the product and technology front as well.

That said it�s likely that the absence of many real zealots outside of MS, means that realists like me are sort of the next tier down. Compare and contrast that however with Open Source Zealots though to see the real difference. Here we are talking Zealotry taken to the levels of the religious fanatic, and that means taken to the level where its impossible to trust anything they say or do because its not driven my a motive that most people can understand, i.e. not profit, customer satisfaction, personal satisfaction etc.

Of course I have nothing against open source software, I am not as familiar with it and realistically its not going to wipe Microsoft off the face of the earth during the next few years, but I have used and admired it for nearly two decades and watched it mature and become a real force in business and a force for good.

So I just wish the Zealots would lay off, that way we might see the reality more clearly and be able to trust what we read more often, this applies equally to the MS and Open Source guys. Let�s hear it for the realists!

- Posted by Steve Richards - 11:29:04 PM - comment []

24 June 2004

Choosing a PDA - can it really be so difficult!

I used to have an IPAQ years ago and despite using it a lot in the beginning I gradually stopped using it mainly for the following reasons:

I did not like having to sync it
It was too big to carry around everywhere
I did not have a case that gave me instant access to it when carrying it around, so it tended to be in a bag
The battery life deteriorated to the point where it could not be relied upon
It did not have enough storage space without a great big expansion jacket add-on

Then along came a Blackberry which I instantly fell in love with, I have talked about my love affair with my Blackberry before in my gadget blog. However I recently started working from home and the subscription costs to the Blackberry service no longer seemed worthwhile so I decided that I would take that money and invest it in something that was a higher priority, I decided I would try a traditional Palm or Pocket PC PDA again.

The process of choosing is a classic example of the tyranny of too much choice.

My experience went something like this:

Every day I changed my mind because I loved my Blackberry so much
Email and Calendar on a PDA always seemed like a compromise compared to the Blackberry, but everything else I wanted from a PDA either was not an option or didn�t work too well, like tasks for example.
I have a company supplied phone and for some reason its incredibly difficult to get GPRS approved so I would have a PDA that was only online at home, making the transition from the BB even more difficult
On the days when I did decide to go the PDA route I alternated between Palm and Pocket PC.
Each day I switched from wanting a lovely large high resolution screen at all costs, to wanting a small Bluetooth and wireless equipped machine

I finally managed to make a decision to swap from the BB as follows:

I gave myself the money from a years BB subscription and asked myself how I wanted to spend it
I decided that it was useful to break the instant email addiction
I decided that when I was out of the house it was most likely that I was not working so getting a device that had many non work related distractions would be a good idea

I made the Palm/Pocket PC decision as follows:

I run Windows 2003 Server on my desktop and I was able to make sure that Active Sync worked fine and that Wireless worked fine with Pocket PC before I made the purchase
I had quite a lot of software left over from my old IPAQ. Particularly eWallet and Pocket Informant which I really liked
I use Lotus Notes at work and came across some fabulous synchronisation software called mNotes and I was able to check this out before I made the decision, (its available for Palm too but I couldn�t test it)
I was familiar with Pocket PC and knew that it was good enough

I made the decision on which form factor to get as follows:

I knew from past experience that having a small device was important if I was to be successful in motivating myself to carry it around
The small devices were cheaper than the half or full VGA models
The VGA models had problems with some applications using the screen in VGA mode that required hacks to get around and whilst these seemed to work for most people they seemed to stop WIFI working for some people
The VGA models were first generation. Next generation models were likely to be much better, but I didn�t want to wait
I decided that if the next generation models were really great then I would do a bit of cascading and make my eldest daughter very happy when she starts High School in September!

I finally decided on an IPAQ 4150 because:

HP has a good reputation and they are going to be in the market for the long term
I had an IPAQ before and that gave me confidence
It is very small
It has a great screen
It has a good software bundle
It has Bluetooth and WIFI
I found a great case, holster style that fits on my belt and is as close to the Blackberry case as you can get. That decision was easy I wanted something exactly like the Blackberry, this is it.
I got a good deal and had money left over for the case and 512MB storage card
Battery life seemed ok, but a high capacity battery is available if I have problems

- Posted by Steve Richards - 5:59:40 PM - comment []

The Tyranny of Choice

An article in Scientific American, titled The Tyranny of Choice has sparked a considerable debate on the web about the problems faced by western societies as a result of too much choice. In fact the idea is a very old one, I came cross it years ago but it is not mentioned very often by your every day Happiness literature which tends to talk more about internal changes that people can make to the way they think rather than factors from their external environment.

You can sum up the material prior to this article as follows:

The intent of advertising is to make us dissatisfied with what we have
If we meet people who have more than we have, or have different spending priorities or saving priorities then we tend to be dissatisfied with what we have

These two factors are the main environmental factors that effect happiness. In my experience they are even more powerful than having somewhere warm and dry to live and enough food to eat, which I soon got used to. However some people disagree with this and consider these to be essential, (Hygiene factors in Maslow�s Hierarchy of Needs.

This new article extends the model a bit with the following concepts:

Too much choice can be a bad thing
Especially if when faced with a choice you spend a lot of time and energy of assessing the options and agonising over them. This is a particular problem now days with the popularity of �what xxx� type magazines and the Internet which:
- Exposes us to ever increasing choice
- Provides access to a huge amount of information on each option
- Provides access to a huge amount of often conflicting opinion about each option
Even worse if when you finally make a decision you then continue to expose yourself to options and opinions that may change the choice you made and lead to dissatisfaction. In fact this can easily happen anyway because often the way that tradeoffs are prioritised when making a decision then change once the decision has been taken and real life experience refines or overturns them
These factors are compounded with easy credit which does not provide a natural limit on peoples capacity to dream and plan to acquire things.

I don�t want to repeat the article, but it�s worth mentioning that it identifies different personality types who are affected by the above to a greater or lesser extent.

There are a few articles that discuss this topic in more detail and I have provided a few of the links here:

Worth repeating is a great quote by the great physicist Richard Feynman, who when faced with the dessert menu in restaurants always chose the chocolate option. As Feynman saw it, while the other desserts might be better, they might not be. On the other hand, the chocolate option was always pretty acceptable - so why fret for ages over making a choice that might be wrong anyway?

In many ways Richards approach mirrors my own, I am happiest and most at ease when I am doing simple familiar things, that I don�t have to think about, but which I know I enjoy. When faced with the option to do something different I will often avoid it to reduce the risk that I won�t enjoy it, rather than take the risk that I will enjoy it more. However when faced with choice I definitely suffer from the problems described here. Read my blog entry about choosing a new PDA for an example.

- Posted by Steve Richards - 5:58:40 PM - comment []

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