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GTD Refresh, Part 4: Getting Sorted

GTD Refresh, Part 4: Getting Sorted

File Folder

    Last week, I talked about finally getting my projects in order. Of course, that’s not a one-time thing, but I’m not quite ready to talk about the process of bringing new projects into my lists just yet, whether “on-the-fly” or as part of my weekly review.

    But getting a grip on my projects, both big (there’s a book proposal I want to write) and small (I need to find a decent dentist) is a two-step process. The first is what I described last week: identifying all my active projects and getting some next actions assigned to each of them. The other part of the process is setting myself up to actually do them.

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    In some cases, of course, I can just figure out what needs doing and go ahead and do it. But for the bigger projects, I need materials, and that means files.

    Maintaining files is a weak area for me, not because I, like any other full-blooded productivity geek, don’t have a healthy lustful appreciation of file folders and my standard-issue GTD label-maker, but because it’s the least interesting and fussiest part of doing anything. But I’m 1800 miles from home – if I am going to get anything done in this 5-week sojourn, I don’t have any room to forget anything crucial, or for being disorganized.

    I can’t think of anything less interesting than talking about putting paper in folders (except maybe actually putting paper in folders) and I’ve posted about filing before, so I won’t get into the mechanics of it all here, except to say that every project gets a folder (or sometimes a hard-bound notebook, if it will be unfolding over a long period of time) and every folder is neatly labeled. While a project is active, I’m careful to keep every scrap of paper related to it – I would rather have a little extra cleaning to do at a project’s close than find myself without something I didn’t know would be important down the line.

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    What I do want to talk about here is that perennial chestnut of personal productivity literature: paper vs. technology.

    Now, I’m a big old geek, no getting around that. I’m the kind of guy whose as likely to have his nose stuck in his Blackberry as not, who fantasizes about new home network configurations (I’ve got two old PCs under my kitchen table waiting to be repurposed…), and who travels with not one but two laptops. I love well-designed software that does a job beautifully, and love the searchability and security of keeping important information in electronic form, preferable backed up in multiple places.

    That said, I am as far from paperless as possible. My productivity system, indeed my office as a whole, is “paper-full”. For all the arguments against it – and believe me, the environmental impact alone pains me, though I try to use recycled paper whenever I can get it – I find paper is important. No paper, no productivity.

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    For one thing, I’m a writer. And while I am pretty comfortable letting words flow from my fingers through the keyboard to the screen, I can’t edit that way. I’m just not comfortable enough with the screen to read for any length of time at it, and especially not to do the kind of finicky re-thinking involved with a revision for publication.

    But that’s just for writing. My preference for paper goes way beyond just editing and revising. And here is where, I hope, it gets interesting for GTD’ers everywhere.

    There’s something very physical about GTD, or perhaps about working in general. Something about writing things down with pen or pencil on actual paper, about holding things in your hands, that acts as a trigger for action. Email, Evernote notes, tasks on online Todo lists – I find it all too easy to scroll through them, to glance at them and think “yes, that’s something that has to be done” and not actually do it.

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    But paper, something I hold in my hands, something I  physically manipulate… It’s as if physically interacting with my work in a material way triggers that animal part of me that feels the sun moving across the sky and knows that work must be done, and if not now, it will be too late.

    So while I use all manner of virtual technological tools to get things done, in the end most things funnel to a paper file – a nice, heavy file folder stuffed with papers. I buy decorative file folders for two reasons: a) they tend to be made of sturdier stock than plain folders, thus holding up to use better, and b) they are easily differentiated one from the other, making my work just that little bit easier to get to.

    When I’m ready to go to work, the folder comes out, the contents get scanned, and somehow, almost as if by magic, I get down to working. And things get done.

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    Last Updated on September 17, 2018

    Why Do I Have Bad Luck? 2 Simple Things to Change Your Destiny

    Why Do I Have Bad Luck? 2 Simple Things to Change Your Destiny

    Are you one of those people who are always suffering setbacks? Does little ever seem to go right for you? Do you sometimes feel that the universe is out to get you? Do you wonder:

    Why do I have bad luck?

    Let me let you into a secret:

    Your luck is no worse—and no better—than anyone else’s. It just feels that way. Better still, there are two simple things you can do which will reverse your feelings of being unlucky.

    1. Stop believing that what happens in your life is down to the vagaries of luck, destiny, supernatural forces, malevolent other people, or anything else outside your self.

    Psychologists call this “external locus of control.” It’s a kind of fatalism, where people believe that they can do little or nothing personally to change their lives.

    Because of this, they either merely hope for the best, focus on trying to change their luck by various kinds of superstition, or submit passively to whatever comes—while complaining that it doesn’t match their hopes.

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    Most successful people take the opposite view. They have “internal locus of control.” They believe that what happens in their life is nearly all down to them; and that even when chance events occur, what is important is not the event itself, but how you respond to it.

    This makes them pro-active, engaged, ready to try new things, and keen to find the means to change whatever in their lives they don’t like.

    They aren’t fatalistic and they don’t blame bad luck for what isn’t right in their world. They look for a way to make things better.

    Are they luckier than the others? Of course not.

    Luck is random—that’s what chance means—so they are just as likely to suffer setbacks as anyone else.

    What’s different is their response. When things go wrong, they quickly look for ways to put them right. They don’t whine, pity themselves, or complain about “bad luck.” They try to learn from what happened to avoid or correct it next time and get on with living their life as best they can.

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    No one is habitually luckier or unluckier than anyone else. It may seem so, over the short term (Random events often come in groups, just as random numbers often lie close together for several instances—which is why gamblers tend to see patterns where none exist).

    When you take a longer perspective, random chance is just . . . random. Yet those who feel that they are less lucky, typically pay far more attention to short-term instances of bad luck, convincing themselves of the correctness of their belief.

    Your locus of control isn’t genetic. You learned it somehow. If it isn’t working for you, change it.

    2. Remember that whatever you pay attention to grows in your mind.

    If you focus on what’s going wrong in your life—especially if you see it as “bad luck” you can do nothing about—it will seem blacker and more malevolent.

    In a short time, you’ll become so convinced that everything is against you that you’ll notice more and more instances where this appears to be true. As a result, you will almost certainly stop trying, convinced that nothing you can do will improve your prospects.

    Fatalism feeds on itself until people become passive “victims” of life’s blows. The “losers” in life are those who are convinced they will fail before they start anything; sure that their “bad luck” will ruin any prospects of success.

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    They rarely notice that the true reasons for their failure are ignorance, laziness, lack of skill, lack of forethought, or just plain foolishness—all of which they could do something to correct, if only they would stop blaming other people or “bad luck” for their personal deficiencies.

    Your attention is under your control. Send it where you want it to go. Starve the negative thoughts until they die.

    To improve your fortune, first decide that what happens is nearly always down to you; then try focusing on what works and what turns out well, not the bad stuff.

    Your “fate” really does depend on the choices that you make. When random events happen, as they always will, do you choose to try to turn them to your advantage or just complain about them?

    Thomas Jefferson is said to have used these words:

    “I’m a great believer in luck and I find the harder I work, the more I have of it.”

    Ralph Waldo Emerson said:

    “Shallow men believe in luck. Strong men believe in cause and effect.”

    Your luck, in the end, is pretty much what you choose it to be.

    Featured photo credit: LoboStudio Hamburg via unsplash.com

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