I was reading an internal P2 at work1, and saw a note beautifully embedded in a post. I’d like to share some thoughts on doing this.
Add a tag for quicker reference. When I don’t want to search for these by typing.
Tagged “siteEmbed”, place one note on your WordPress.com site to keep an ephemeral realtime status. I have date and time buttons in my custom keyboard when writing in Drafts for iOS, and a snippet in Alfred for a time stamp (keyword: “fts”). Copy to clipboard, paste in Simplenote.
Your team can display the status of their projects or active to-dos on a single page. Each member embeds their published note. Rather than wading thru the text from other members, you’d only see your own items when editing in Simplenote. Tag: “TeamEmbed”. (I just thought of this.)
Another note can be your Logbook, which could be on another page in your team P2. Each member embeds this published note, too. (Tag: “Logbook”.)
Once a week, the completed items from the previous note — active projects and to-dos — get cut and pasted into this note (Logbook) with dated headings. At the end of the year, those get copied permanently, and a new Logbook page/note is created for the new year.
Keep a team status page (working, ticket queue status, AFK, errands, nap, jog, vacation2). Editing your own status in Simplenote on your phone is quicker than editing the P2 page. And, again, you wouldn’t need to edit the status of your other colleagues.
Wow. That all sounds great! 😎
As a multiple cat household, we find that when we call one of our cats, another follows. At first, I considered jealousy as the driving factor.
Suddenly, a simple theory[^1]: the other cats want in on the action.
Browsing the Cultured Code support pages, I stumbled onto this gem, “Creating Repeating To-Dos“:
If you have an entire set of to-dos which need to be repeated on the same day, group them inside a project and then repeat that entire project.
Regarding project templates, I shared this idea:
Important weekly/monthly checklists
I grouped recurring (predefined) to-dos by adding repeating projects. This allows me to:
- Focus on doing work.
- Keep the Logbook “clean” going forward, and
- Save time from manually copying the to-dos.
David Allen might not condone having the Today focus overflowing with to-dos and projects because some of the items don’t need to be completed that day. However, I know I have the freedom to reschedule or delete items for another day.
(By the way, the Logbook displays all to-dos and projects marked as completed or canceled, regardless of importance or length of time to completion. The repeating projects I share in the above screenshot image—and list below—aren’t that notable.)
If I see a long list of to-dos in the Logbook, where many took 5–10 minutes to complete1, and the large remaining chunk of time is dedicated for the main part of my job, it can be more difficult to identify the higher impact projects or to-dos2.
Here are my current ones:
- Work (Weekdays) — Triage a few ticket queues.
- Work (Weekdays) — Work in our regular ticket queues.
- Home (Monthly, three days before the last day of the month) — Prepare and mail our rent check.
As an example, our landlord requests a mailed check for our rent payment (project3 and successful outcome). Here are the to-dos needed to mark this project as completed:
- Write rent check.
- Print USPS label.
- Mail rent check.
I’d love to hear your ideas! Please share them in the comments, or publish a new post on your own blog, and link back to this one. :)
- Examples of minor to-dos at work: catch up on reading P2 threads, or watching new intro videos. ↩
- Writing this post, I realize I can make this easier by adding a tag to filter the Logbook. It’s exactly what I did to single out the three repeating projects in the image. ↩
- If you’re using a task manager with tasks and subtasks, the main task would be “Mail rent check”, and the two subtasks would be (1) write rent check, and (2) print USPS label. The subtasks would need to be completed before the main task. ↩