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GTD Refresh: Contexts and Calendar

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GTD Refresh: Contexts and Calendar

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    In my first post in this series, I discussed the steps I had begun to take in putting my GTD system back in order. I started by outlining my life at the moment (especially my Areas of Focus”) and sketching out a vision of myself in 3-5 years.

    The next step in my return to an orthodox GTD system is to reset all my lists, the physical core of GTD. Longtime readers of this blog know that I’ve never been very fond of the idea of contexts, but for my GTD refresh I decided that I need to bring contexts back into my setup.

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    Contexts are tricky. For people with clearly defined jobs and boundaries between their various roles/areas of focus, contexts make sense because you’re clearly “at work” or “at home” or “at your computer” or wherever.

    That’s not me, though. I am a college professor at two different colleges, with access to a variety of computers, office spaces, and other amenities over the course of the day when I am teaching. When I’m not teaching, I’m working at home as a freelance writer. The boundary between “@home” and “@work”, “@computer” and “@errands” can be very thin sometimes, often amounting to little more than my attitude.

    Especially since, no matter where I am, I am effectively using the same computer. Away from my house I use LogMeIn to access my home computer; at home, I use a netbook on the wireless network to pull files from and save them back to the same computer. So whether I’m in my office at the university, on the shared computer in the department office at the community college, on a public terminal in a library or classroom, or at home at my desk or on my sofa, if I’m looking at a computer, I’m always @computer. And if I’m not looking at a computer, I’m just “out”.

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    So it makes more sense for me to have just a few contexts, based more on type of task rather than the location. There are things I can do on a computer — pay bills, write, grade papers, shop, contact friends and business associates, watch videos, etc. There are phone calls I have to make. There’s everything else I do at home — laundry, maintenance, filing — and there’s everything else I do away from home — shopping, doctor’s appointments, lunch with family, dating, and so on.

    So I’ve got three contexts:

    • @computer
    • @phone, and
    • @out.

    Notice I don’t have @home — almost everything I ever do at home is on a weekly schedule, and everything that isn’t requires using a computer, making a phone call, or taking a trip out of the house. For example, to deal with a fidgety heater, I need to call the landlord or file an online service ticket.

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    Context lists don’t stand alone; they work in concert with the calendar. That’s why I don’t need a separate @home context — almost everything I’d put on an @home list is tied to a particular day or date and properly belongs on my calendar. I don’t think I’d quite understood that before — I saw the calendar as essentially a different kind of “task space” than context lists, and overloaded my task lists with stuff that should have gone into my calendar. Most task management software doesn’t help with this mindset, either, since you can date tasks and have them appear alongside your calendar on the day they’re due.

    But your calendar and context lists should complement each other. Since everything needs not just a place to get done but a time, working the calendar especially hard seems warranted. Especially because I thrive best when things are scheduled for particular times, pinning tasks to specific time-slots seems like a more effective way for me to maintain my productivity.

    In the  past, this might have represented a slight deviation from “orthodox” GTD. My understanding on reading Getting Things Done was that the calendar should be used onlyfor things that have to be done at a specific time. Either I misunderstood or Allen has come around to seeing the value of the calendar as a location for tasks, because in Making It All Work he definitely advocates pinning things to the calendar — even allowing that if they don’t get done on the day they’re scheduled, they should be moved to the next day.

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    This might seem like a lot of thought to put into what are really the most basic and straight-forward elements of GTD, but I think it’s merited. First of all, after several years of familiarity with GTD principles, I’m in a much better position to understand the “system for a system” aspect of GTD — the way GTD provides principles for assembling a system, rather than a system in and of itself.

    Secondly, I think the big takeaway of GTD is that consciousness creates productivity. Using context lists in the past never worked forme because I hadn’t really been conscious of why I was using those particular contexts, and how to keep them all organized and available. Which is to say, instead of paying attention to my tasks, I was paying attention to the way my tasks were organized. If I’m going to make contexts work for me, I need to understand and accept (and trust) that they really are functioning according to my particular needs.

    Which is really the point of this series. I know that people like to read about other people’s systems — I certainly know I do — but it would be hardly worth writing about if you couldn’t see the process I’m going through to determine how to put that system together. I certainly don’t expect anyone to trim their contexts down to the three I’m using; what I hope, though, is that you’ll be inspired to follow some of the reasoning I’m using to determine what an affective set of contexts might look like for your life.

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    Next time (most likely): Balancing software and paper.

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    Last Updated on November 18, 2020

    15 Tips to Restart the Exercise Habit (and How to Keep It)

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    15 Tips to Restart the Exercise Habit (and How to Keep It)

    It’s okay, you can finally admit it. It’s been two months since you’ve seen the inside of the gym. Getting sick, family crisis, overtime at work and school papers that needed to get finished all kept you for exercising. Now, the question is: how do you start again?
    Once you have an exercise habit, it becomes automatic. You just go to the gym, there is no force involved. But after a month, two months or possibly a year off, it can be hard to get started again. Here are some tips to climb back on that treadmill after you’ve fallen off.

    1. Don’t Break the Habit – The easiest way to keep things going is simply not to stop. Avoid long breaks in exercising or rebuilding the habit will take some effort. This may be advice a little too late for some people. But if you have an exercise habit going, don’t drop it at the first sign of trouble.
    2. Reward Showing Up – Woody Allen once said that, “Half of life is showing up.” I’d argue that 90% of making a habit is just making the effort to get there. You can worry about your weight, amount of laps you run or the amount you can bench press later.
    3. Commit for Thirty Days – Make a commitment to go every day (even just for 20 minutes) for one month. This will solidify the exercise habit. By making a commitment you also take pressure off yourself in the first weeks back of deciding whether to go.
    4. Make it Fun – If you don’t enjoy yourself at the gym, it is going to be hard to keep it a habit. There are thousands of ways you can move your body and exercise, so don’t give up if you’ve decided lifting weights or doing crunches isn’t for you. Many large fitness centers will offer a range of programs that can suit your tastes.
    5. Schedule During Quiet Hours – Don’t put exercise time in a place where it will easily be pushed aside by something more important. Right after work or first thing in the morning are often good places to put it. Lunch-hour workouts might be too easy to skip if work demands start mounting.
    6. Get a Buddy – Grab a friend to join you. Having a social aspect to exercising can boost your commitment to the exercise habit.
    7. X Your Calendar – One person I know has the habit of drawing a red “X” through any day on the calendar he goes to the gym. The benefit of this is it quickly shows how long it has been since you’ve gone to the gym. Keeping a steady amount of X’s on your calendar is an easy way to motivate yourself.
    8. Enjoyment Before Effort – After you finish any work out, ask yourself what parts you enjoyed and what parts you did not. As a rule, the enjoyable aspects of your workout will get done and the rest will be avoided. By focusing on how you can make workouts more enjoyable, you can make sure you want to keep going to the gym.
    9. Create a Ritual – Your workout routine should become so ingrained that it becomes a ritual. This means that the time of day, place or cue automatically starts you towards grabbing your bag and heading out. If your workout times are completely random, it will be harder to benefit from the momentum of a ritual.
    10. Stress Relief – What do you do when your stressed? Chances are it isn’t running. But exercise can be a great way to relieve stress, releasing endorphin which will improve your mood. The next time you feel stressed or tired, try doing an exercise you enjoy. When stress relief is linked to exercise, it is easy to regain the habit even after a leave of absence.
    11. Measure Fitness – Weight isn’t always the best number to track. Increase in muscle can offset decreases in fat so the scale doesn’t change even if your body is. But fitness improvements are a great way to stay motivated. Recording simple numbers such as the number of push-ups, sit-ups or speed you can run can help you see that the exercise is making you stronger and faster.
    12. Habits First, Equipment Later – Fancy equipment doesn’t create a habit for exercise. Despite this, some people still believe that buying a thousand dollar machine will make up for their inactivity. It won’t. Start building the exercise habit first, only afterwards should you worry about having a personal gym.
    13. Isolate Your Weakness – If falling off the exercise wagon is a common occurrence for you, find out why. Do you not enjoy exercising? Is it a lack of time? Is it feeling self-conscious at the gym? Is it a lack of fitness know-how? As soon as you can isolate your weakness, you can make steps to improve the situation.
    14. Start Small – Trying to run fifteen miles your first workout isn’t a good way to build a habit. Work below your capacity for the first few weeks to build the habit. Otherwise you might scare yourself off after a brutal workout.
    15. Go for Yourself, Not to Impress – Going to the gym with the only goal of looking great is like starting a business with only the goal to make money. The effort can’t justify the results. But if you go to the gym to push yourself, gain energy and have a good time, then you can keep going even when results are slow.

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