Software Engineering, Project Management, and Effectiveness
I'm dedicating this post to anybody who's faced with task saturation, or needs some new ideas on managing their days or weeks...
One of the most important techniques I share with those I mentor, is how to manage To Dos. It's too easy to experience churn or task saturation. It's also too easy to confuse activities with outcomes. At Microsoft, I have to get a lot done and I have to know what's important vs. what's urgent, and I have to get results.
My approach is effective and efficient for me. I think it's effective because it's simple and it's a system, rather than a silver bullet. Here's my approach in a nutshell:
Monday VisionMonday Vision is simply a practice where each Monday, I identify the most important outcomes for the week. This lets me work backwards from the end in mind. I focus on outcome not activities. I ask questions such as, "if this were Friday, what would I feel good about having accomplished?" ... "if this were Friday, what would suck most if it wasn't done?" ... etc. I also use some questions from Flawless Execution.
Daily OutcomesDaily Outcomes is where each day, I make a short To Do list. I title it by date (i.e. 02-03-07). I start by listing my MUST items. Next, I list my SHOULD or COULD. I use this list throughout the day, as I fish my various streams for action. My streams include meetings, email, conversations, or bursts of brilliance throughout the day. Since I do this at the start of my day, I have a good sense of priorities. This also helps me deal with potentially randomizing scenarios. This also helps batch my work. For example, if I know there's a bunch of folks I need to talk to in my building, I can walk the halls efficiently rather than have email dialogues with them. On ther other hand, if there's a lot of folks I need to email, I can batch that as well.
Friday ReflectionFriday Reflection is a practice where I evaluate what I got done or didn't and why. Because I have a flat list of chunked up To Do lists by day, it's very easy to review a week's worth and see patterns for improvement. It's actually easy for me to do this for months as well. Trends stand out. Analyzing is easy, particularly with continuous weekly practice. My learnings feed into Monday's Vision.
It Works for Teams TooWell, that's my personal results framework, but it works for my teams too. On Monday's I ask my teams what they'd like to get done, as well as what MUST get done. I try to make sure my team enjoys the rythm of their results. Then each day, in our daily 10-minute calls, we reset MUSTs, SHOULDs, and COULDs. On Fridays, I do a team-based Lessons Learned exercise (I send an email where we reply all with lessons we each personally learned).
Why This Approach Works for Me ...
Why Some Approaches I've Tried Don't ....
I've been using this approach now for many months. I've simplified it as I've shown others over time. While I learn everyday, I particularly enjoy my Friday Reflections. I also found a new enjoyment in Mondays because I'm designing my days and driving my weeks.
My Related Post
I do something really similar, and I derived it from the Scrum process for project management. The Monday planning is akin to setting a sprint goal, with the sprint having a duration of the next 5 business days. During the week I attack the tasks in the sprint, which come from a prioritized list of what needs to get done. At the end of the week there is a retrospective of what I've done, a review of concrete results, and continous improvement ideas for the next week.
A key is having the prioritized list that you can build over time (i.e. your product backlog) and having a good meaning of "done" for the tasks (not fooling yourself that you completed something when you didn't).
The other ideas above are right in line with some Stephen Covey principles, such as "Begin with the end in mind". Also, Covey also stresses that you need to plan your life monthy, weekly, and daily - exactly in line with what you recommend. You keep your life in line at various scopes.
The whole Scrum idea - funny enough - can work at home. If you have arguments with your loved ones about chores, for example, you can follow a similar process to lay out expectations at the beginning of the week and reviewing what you have done at the end of the week, refining the plan in the middle.
I realized another key for helping manage To Dos. It's having scannable lists of outcomes. I keep flat
Some readers asked to hear more on how I use my Scannable Outcome Lists in conjunction with My Personal
How do I efficiently and effectively prioritize my day ... my week ... my life? In an earlier post, I
If you're backlogged and you want to get out, here's a quick, low tech, brute force approach. On your
Hello! Good Site! Thanks you! uspxqbcxiwmrs
On my teams we do a daily sync meeting. It's 10 minutes max. We go around the team with three questions:
On my teams we do a daily sync meeting. It's 10 minutes max. We go around the team with three questions
How do you store your notes and reference information in a way that’s low overhead and easy to find?
Presumably if you're really on top of your To Do list on a daily basis you may have little, or no, need for Outlook email/task reminders. Is that the case with you? Or do you employ such reminders (tasks and email follow-ups) as part of your workflow?
Steve - you're right. I don't use reminders for my workflow. I still like my Outlook popups, but I don't depend on them.
How much do your expectations shape what you get? A lot. David Rock and Jeffrey Schwartz write about