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! 😎
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. 🙂
Cultured Code released Things Cloud “Nimbus” a couple of days ago. I found myself skimming their Twitter feed and saw:
Mac: While viewing the Projects focus (⌘+5) — i.e. you aren’t viewing the details and To Do items within a project — select the project you’d like to copy, then press ⌘+D (Duplicate) to create an identical copy of the project.
(You can also duplicate To Do items.)
Despite not having read the Project Templates support page from Basecamp Help, I recently learned that I could create project templates in Basecamp—which include To Do lists—and longed for similar functionality in Things.
I…think they had it all along. 🙂
It should be listed on the keyboard shortcuts page (required reading for all Things for Mac users striving to be super efficient).
Here are some project template ideas:
- Packing list
- Important weekly/monthly checklists
- Irregular projects (new clients, employees, taxes)
How would I create, organize, and save the project templates for future use?
Initial setup will take less than a minute:
- Open the Tags window (⇧⌘+T), and create a tag named Template for the project.
- Click the blank area—in the row of the tag—furthest to the right, which will display a text area with a blinking cursor. Choose a letter to be used for a keyboard shortcut for the tag, like “T”.
Goal thus far — When viewing the Project focus (⌘+5), find your project templates quickly by pressing Ctrl and the letter you chose in step 2 earlier. (e.g. Ctrl+T)
Create a project template:
- Create a new project, which will be your template.
- Add your desired project tags, notes, and To Do items.
- Navigate to the Project focus (⌘+5), press the keyboard shortcut you’ve chosen for the Template tag (Ctrl+T, for this example), then move the project to the Someday focus (⌘+Y) to hide it from your Active Projects list in the sidebar. Once you’ve created several project templates, you can use the up (↑) and down (↓) arrow keys to select a project.
- Optional: While viewing the Project focus (⌘+5), select the newly-created project template, and File (⇧⌘+F) the project in the correct Area.
- Repeat steps 1–4 for additional project templates, as needed.
Now, you’re a few keyboard shortcuts away from creating a new project from one of your templates. By few, I literally mean:
- (⌘+5) Navigate to the Project focus.
- (Ctrl+T) View all projects with the Template tag.
- (↓ or ↓) Navigate to your desired Project item.
- (⌘+D) Duplicate the project template.
- (⏎) Open the duplicated project, remove the Template tag.
- Edit the project to be specific to the scenario (a.k.a. profit).