Starting a new series on Apps I use.Een nieuwe serie blog posts over Apps die ik gebruik.


A new blog?

A few weeks ago I decided to blog about applications I use (on my laptop) to work better and smarter. Also about Apps I use on my SmartPhone (which is an iPhone 4 at this moment) and iPad (1). The reason to do this is that I see a lot of family and friends struggle in getting things done, whether it is actually GTD or making back-ups of files or sharing pictures or documents. My wife is one of these people who do everything in e-mail.

I have thought a lot on creating a separate blog for this. After analyzing my visitors and having a few conversations with some colleagues/bloggers, I decided to use the OfficeAndBusiness blog for this. Most visitors enter my blog via a search engine. For the people who are subscribed via RSS to my blog, I will look into a solution to create a RSS feed for SharePoint and one for “AppsIUse”.

Feel free to give me feedback about that decision.

What can you expect?

I will post regularly about free and paying applications, tools and utilities that make my life easier or just more fun.

Een nieuwe blog?

Aan aantal weken geleden heb ik besloten om een blog te starten over applicaties die ik gebruik, op mijn laptop, Smartphone (momenteel iPhone4) en iPad (1). De reden dat ik deze beslissing genomen heb, is omdat ik familie en vrienden zie “vechten” om dingen gedaan te krijgen, als het nu over GTD (actie en taken) gaat of het maken van back-ups of het delen van bestanden of foto’s. Mijn vrouw bijvoorbeeld is op dit moment nog zo iemand die e-mail gebruikt om eigenlijk bijna alles in te doen.

Ik heb ook veel nagedacht om een aparte blog voor deze posts te creeeren. Nadat ik mijn bezoekers statistieken geanalyseerd heb en na een paar gesprekken met collega’s/bloggers, heb ik beslist om de OfficeAndBusiness blog hiervoor te gebruiken. Het merendeel van de bezoekers bereikt mijn blog immers via de zoekresultaten na een zoekopdracht. Ik zal wel trachten een oplossing te vinden om aparte RSS feeds te maken voor SharePoint en “AppIUse”

Wat kan je verwachten?

Regelmatige posts over gratis en betalende applicaties en programma’s die mijn leven makkelijker maken, of die er gewoon meer fun aan toevoegen. Ik hoop dat ik jou ook kan helpen in het vinden van die tool die je “lifehackt” J

What is stuff and how can you handle it? The ‘Process’ phase.Wat is stuff, en hoe ga je ermee om? De ‘verwerk’ fase.

We have a lot of stuff. Stuff is anything that is hanging around (on your desk, in your head, your e-mail in basket,..) where no action has been defined yet.

When you have collected the stuff, you must do something with it. Actually, this is a continuous process, and you process stuff all the time.
Processing means you determine what to do with it.

First of all you need to decide if the stuff is actionable. If it isn’t , there are three possibilities.

  • Trash it (many people forget to use a great key on their computer called DEL), or
  • put it on a someday/maybe list (incubate), or
  • file it for reference material

If it is actionable, you have to decide what the Next Action is. And please note that the answer to the question “Is it actionable” can only be 2 things. YES or NO.

If the Next Action takes less then 2 minutes to execute, DO IT (NOW)!

If the action takes more then 2 minutes to execute, you have to put it on a list and delegate or defer it. When you delegate it, don’t forget to add it to your Waiting For list so you can track it later. If you defer it, you might put it on your calendar, if it is a day specific action, or put it on your Project list as a Next Action.

Oh yes, some other rules you should really follow :

  • Don’t get distracted by other stuff when you process stuff. Take care that you handle it one at the time, item per item.
  • Don’t (ever) put anything back in In.

We hebben allemaal enorm veel stuff. Stuff is om het even wat dat ergens rondom je heen ligt/staat, is. (Op je bureau, in je hoofd, in je postvak in, …) en op deze stuff is nog geen actie gedefinieerd.

Wanneer je al je stuff verzameld hebt (collect) moet je er iets mee doen. Eigenlijk is dit een steeds lopend process want je verzameld constant stuff, en je moet er steeds iets mee doen.
In de verwerkfase (process) ga je bepalen wat je met de stuff gaat doen.

Ten eerste moet je bepalen als je een actie kan hangen aan de stuff. Als je er geen actie aan kan vasthangen heb je de jeuze uit deze drie mogelijkheden:

  • Gooi het weg, verwijder het  (vergeet de DEL toets niet op je computer), of
  • Plaats het op een someday/maybe lijst, of
  • berg het op als referentiemateriaal

Kan je er wel een actie aan hangen, dan moet je bepalen wat de volgende actie (Next Action) is. Het antwoord op de vraag ‘Kan ik er een actie aan hangen” kan enkel JA of  Neen zijn.

Als de Next Action minder dan 2 minuten duurt om uit te voeren, doe het dan ineens.

Als de actie meer dan 2 minuten zal duren, kan je het op je (project) lijst zetten en daarna delegeren of uitstellen. Indien je het delegeert, vergeet dan niet deze actie op je Wachtend op (Waiting for) lijst te zetten, zodat je dit ook kan opvolgen. Als je het uitstelt, kan je het in je kalender plaatsen (als het een ‘dagspecifieke’ actie is) of laat je het op je project lijst staan als een Next Action.

Oh ja, deze regels moet je absoluut ook volgen :

  • Laat je niet afleiden door stuff tijdens de verwerking. Behandel het stuk  per stuk, een voor een.
  • Leg nooit iets terug in IN

What is stuff, where does it come from and what should you do with it? The ‘Collect’ phase.What is stuff, where does it come from and what should you do with it?

Stuff is all over. One of the basic principles of GTD is get everything out of your head, into a trusted system. I’ll explain more about my trusted system in a separate post.

Stuff is anything that you have allowed into your life (logical or physical), that doesn’t belong where it actually is, and you haven’t defined the desired outcome yet. It can occur to you in digital format, paper, email, voicemail, a small note you found in your jacket or it might be just stuff in your head.

But what does get it out of your head actually means? We’ll its a simple as can be, get it out of your head, and put in on paper. You can decide what you do with the paper later, but first get it from your head to a paper.

When my wife explained her ‘’lists’ to me, I laughed. She inherited this behaviour of making lists from her father who has worked as a HR manager. The reason I laughed with this was because the methodology was not the correct one for me. She worked with a Todo list, and for me a simple todo list doesn’t work. I needed more.

Now, how can you empty your personal in-basket (your head) and actually do something with it? Put it on paper. The moment you put it on paper, it’s out of your mind.
And maybe you know, but your mind has no idea of time. Is has no clue of today, tomorrow or in a few months. The moment you open a loop (you start by engaging yourself to do something), it reacts like you should be doing that all the time, until it is marked as complete. Imagine what that does when you open 2 loops. Or maybe you are a crazy maker and your mind thinks you should be handling 50 tasks or 1000.

May I suggest you stop reading for 3 minutes and  execute this exercise : write down 5 current things that are on your mind at this moment. Really think good about it.

When you have written this small list down, how did you feel? I bet you felt some degree of positive emotion like relief, release, but possibly you also felt felt frustration, guilt, panic fear,… Isn’t it very strange that you can have such an opposite feeling by doing exactly the same exercise.

Welcome to the collection phase :-). After you have written it all down to paper you have to put it in one place. This can be a plastic tray, or if you have lots of stuff gathered a box. We call this place IN.

You have to collect anything in your environment that lays somewhere. All the papers, notes, receipts, business cards that are widely spread allover, should be put in the IN-basket.

When everything is gatered in IN, you have to process it. This means that you have to perform several actions on this pile of paper. This is the next phase in the 5 phases process of GTD. The process phase.Stuff is all over. One of the basic principles of GTD is get everything out of your head, into a trusted system. I’ll explain more about my trusted system in a separate post.

Stuff is anything that you have allowed into your life (logical or physical), that doesn’t belong where it actually is, and you haven’t defined the desired outcome yet. It can occur to you in digital format, paper, email, voicemail, a small not you found in your jacket or it might be just stuff in your head.

But what does get it out of your head actually means? We’ll its a simple as can be, get it out of your head, and put in on paper. You can decide what you do with the paper later, but first get it from your head to a paper.

When my wife explained her ‘’lists’ to me, I laughed. She inherited this behaviour of making lists from her father who has worked as a HR manager. The reason I laughed with this was because the methodology was not the correct one for me. She worked with a Todo list, and for me a simple todo list doesn’t work. I needed more.

Now, how can you empty your personal in-basket (your head) and actually do something with it? Put it on paper. The moment you put it on paper, it’s out of your mind.
And maybe you know, but your mind has no idea of time. Is has no clue of today, tomorrow or in a few months. The moment you open a loop (you start by engaging yourself to do something), it reacts like you should be doing that all the time, until it is marked as complete. Imagine what that does when you open 2 loops. Or maybe you are a crazy maker and your mind thinks you should be handling 50 tasks or 1000.

May I suggest you stop reading for 3 minutes and  execute this exercise : write down 5 current things that are on your mind at this moment. Really think good about it.

When you have written this small list down, how did you feel? I bet you felt some degree of positive emotion like relief, release, but possibly you also felt felt frustration, guilt, panic fear,… Isn’t it very strange that you can have such an opposite feeling by doing exactly the same exercise.

Welcome to the collection phase :-). After you have written it all down to paper, you have to process it. This means that you have to execute a list of actions on this pile of paper. The next phase in the 5 phases process of GTD. This is for a next post.