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Productivity, Relying on Technology & Redundancy

Productivity, Relying on Technology & Redundancy

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    Your computer crashes. It won’t start up again. What do you do? Nothing productive. The morning’s wasted, the technician comes and tells you that you need a new hard drive, and your afternoon’s gone too while you go shopping for a new one.

    There are a million variations of this scenario. We put ourselves in a precarious position when we rely totally and completely on technology to maintain our productivity systems and execute the tasks we set for ourselves with them. Technology gives personal productivity steroids; everything’s faster. Most of us can type faster than we write and using email as a form of day-to-day communication allows us to drastically reduce the number of disruptive conversations and phone calls we receive each day. So we learn to rely on technology, so much so that when it fails — and it does — we can be left speechless when asked the old question, what’s the next action?

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    Two years ago I was in such a position. My task management system was a text file stored locally on my computer. A computer that failed with disturbing regularity. It wouldn’t have mattered if I stored my task management system in a Google Doc; at the time I didn’t have another computer, nor an iPhone, and anyway, what if Google Docs went down?

    We need to learn to rely less on technology. And I don’t mean we should ditch our computers as the hub of our productivity system, but we need redundancy. Redundancy for the system, and redundancy for the situation.

      Redundancy for the System

      Redundant systems are systems that ensure that a problem with any single component does not cause problems for other components or the system as a whole. This is usually done by doubling up on components; either the same component in a different place (such as off-site backups), or simply the same component in a different medium that is unrelated to the first.

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      So you could keep copies of your task list on two computers and ensure they’re always up to date in case one of them goes down. You could depend on Time Machine (if you’re on a Mac) to provide this sort of redundancy for you, or keep a copy in Gmail or Google Docs, or best yet (if not somewhat obsessive), all of the above. Or, you could write the list down on paper and email a copy of your computer’s list to your phone.

      When it comes to computer-based systems, synchronization between multiple devices is a good start. But it’s also a good idea to keep a copy that doesn’t rely on electrons. Your power could go out for hours (the same day you forgot to charge your laptop and phone the night before). Anything can happen with these solutions, whereas if you’ve written or printed things out, the system is a lot less fickle. Someone you live with could accidentally throw your task list out or your house could burn down (in which case the last thing on your mind will be whether your task list is okay) but it’s much less likely you’ll lose access to both your online and offline copies at once.

      Redundancy for the Situation

      The other problem with relying on technology too much has to do with execution. Even if you’ve got your task list on a piece of paper once the power goes off, what do you do? Nothing, if you haven’t planned for it. One of the excellent tools that many productivity systems provide are some sort of variation of GTD’s Contexts, and they’re useful in exactly this sort of situation (among others).

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      In almost any project, there’s usually some task that can be done without the help of a computer — even if using a computer would, under normal circumstances, be the best way to go about it. The idea is that if you’ve got your contexts set up properly, when you don’t have access to a computer, you use a context set up for offline work. No Internet connection, switch out of your @internet context and into something else. If you’ve got a fair bit that can be done offline, just make an @offline context and switch to it when you need it. You can use multiple contexts on a single task, too. If your work should be done on a computer but can be done without one, you could attach an additional @offline or @nopower context that works as a secondary to the task’s usual context.

      It’s mostly a matter of personal taste as to how you set your system up to adapt to unexpected changes, but the bottom line is that you should plan ahead for these situations and be ready to go with a list of things that can be done in the meantime.

      Contexts is about having a productivity system to include and suit the environment you are in and the tools you have available. Consider technological failure of any kind as just another environment. Planning ahead for something to go wrong isn’t being pedantic, it’s smart, and it’s even got a name in the public relations world: crisis management. Any good public relations team will have a plan in place for a crisis so that if anything happens, they can move straight into action. There’s no reason you can’t do this with personal productivity.

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      It’s much easier for us than it is for PR guys; during your weekly review, while you set up new tasks, just scan through your list, and slap a context on anything that can be done offline. Easy — takes a minute or two longer than your weekly review usually does. You could go weeks or months without using it, but it’ll be well worth it when the time for technical failure comes. Instead of having your sense of the day’s work set off course by this “disaster” and sitting there with a confused expression, you’ll be back up and running in no time. That’s what redundant systems are all about.

      More by this author

      The Importance of Scheduling Downtime How to Make Decisions Under Pressure 11 Free Mind Mapping Applications & Web Services How to Use Parkinson’s Law to Your Advantage 19 Free GTD Apps for Windows, Mac & Linux

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      Last Updated on January 2, 2019

      7 Steps For Making a New Year’s Resolution and Keeping It

      7 Steps For Making a New Year’s Resolution and Keeping It

      Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

      Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

      Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

      Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

      1. Just pick one thing

      If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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      Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

      Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

      2. Plan ahead

      To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

      Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

      Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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      3. Anticipate problems

      There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

      4. Pick a start date

      You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

      Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

      5. Go for it

      On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

      Your commitment card will say something like:

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      • I enjoy a clean, smoke-free life.
      • I stay calm and in control even under times of stress.
      • I’m committed to learning how to run my own business.
      • I meditate daily.

      6. Accept failure

      If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

      If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

      Perseverance is the key to success. Try again, keep trying and you will succeed.

      7. Plan rewards

      Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

      Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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      Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

      Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

      Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new?

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