Kevin P. Micalizzi

Quick update. I’m using my Treo 650 to access the web pretty much every day. Still in a “pull-only” model, and I think that’s working out. I do find myself checking work email more often than I probably should, but it is always when I have the time to do it. Emails don’t come to the phone automatically — interrupting my day.

Any tips for keeping the balance?

In my post about the BBC story on ‘The rise of technology addiction’, I mentioned I didn’t have access to the web from my phone. Well, now I do.

My wireless carrier was offering a plan that included more minutes and unlimited web access–so I figured I’d try it out. I still don’t have any plans to have email pushed to me — that way I can pull information when I need, but I don’t get pinged for every email that comes through.

I have found myself checking work email even more often — I’m hoping that is just until the novelty of it wears off. Here’s a quick summary of what I’ve used and my thoughts:

• Love Google Maps Mobile, Yelp Mobile, and GMail mobile!
• I’m not fond of reading my rss feeds with Google Reader mobile, I find it is too difficult to skim though all the feeds I subscribe to, marking several posts as read without taking everyone on the page. I don’t normally click through to read every post that comes through — though it looks like I’d have to with the mobile version.
• And most importantly, my credit union has a full service mobile interface that I’ve used almost every day
• Still haven’t had time to play with Flickr and NetFlix mobile, but I’m looking forward to it!

Now my question is, what other services should I be using?

-k

It took me a numer of years to find a personal organization system that I could embrace. I started with the Franklin-Covey paper-based planning system but things always fell apart when I didn’t want to transfer uncompleted tasks to the next day. I didn’t make it more than six months before I abandoned the system.

For the next few years after that I dabbled with a few different approaches, mostly trying to keep a laundry list of tasks in Outlook. Things didn’t really improve or progress during this time until I discovered a book called “Getting Things Done: The Art of Stree-Free Productivity“, by David Allen. I remember being attracted to the system for three primary reasons:

1. Next Actions. The concept of determining what the next physical action needed to complete a task or project is. A simple yet powerful concept. I try to apply it to everything.
2. A clear distinction between what should go on your calendar vs. task list. I know it may seem like common sense (at least it does to me now), but at the time I didn’t see anyone articulating it quite so well. Taks that are bound to a specific date or due on a certain day go on your calendar. I also use my calendar to host “ticklers” which are essentially reminders to add something to my task list on a certain date. Things that go on my task list need to be done but are not tied to a specific date.
3. Context-specific task lists. I now organize my tasks into categories that make it easier for me to determine what to do next. Whether the action is to call someone (my calls list), which I can do between meetings or anytime I have a phone handy and enough energy for the call or something I have to get done while physically in the office (my office list). It helps to segment what I need to get done so I can make more intelligent choices as I go through my day.

I have to admit though I still have times when I struggle with the system. Integral to the process is doing a “weekly review.” A time when you clear your desk, inbox, and mind to get everything into your system. Even after a few years using the system I’m still not as consistent as I should be in doing a weekly review. Each day I try to do a quick review that usually consists of checking my inbox, reviewing items I moved onto a someday/maybe lists, and reviewing my projects list to see if there are next actions I should be doing. It helps doing the quick daily, but I need to do more to keep my system strong.

I use Microsoft Outlook for tasks and calendar with a Treo 650 phone to take my system with me wherever I go.

How do you stay organized?