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W. Davd Phillips

Integrating Missional Thinking, Living, and Culture

Archive for the ‘Productivity’ Category

You Have More Time than You Think

Wednesday, August 4th, 2010

Seriously. You do.

When I was a programmer, I thought I worked so many hours, even up to 100. I have come to realize that while I may have sat at my computer that long, or been in the office that long, I really didn’t work that long. And as much as you think that you do work a lot hours, chances are, you really don’t.

If you don’t buy that idea, you really need to read Laura Vanderkam‘s new book, 168 Hours: You Have More Time Than You Think. If you want to be able to train for a marathon, and don’t think you have the time, you need to read this book. If you want to read the latest novel, but don’t think you have the time, you need to read this book.

We all have 168 hours. The key is how you use them.

It’s an unquestioned truth of modern life: we are all starved for time. With the rise of two-income families, extreme jobs, and the ability to log on to the world 24/7, life is so frenzied we can barely breathe. But what if we actually have plenty of time? What if we could sleep eight hours a night, exercise five days a week, and learn how to play the piano without sacrificing work, family time, or any other activity that is important to us? According to Laura Vanderkam, we can. If we re-examine our weekly allotment of 168 hours, we’ll find that, with a little reorganization and prioritizing, we can dedicate more time to the things we want to do without having to make sacrifices.

The book’s author is Laura Vanderkam. Laura is also the author of Grindhopping: Building a Rewarding Career Without Paying Your Dues. She is a member of USA Today’s Board of Contributors. She is also a freelance writer and her work has appeared in Reader’s Digest, Scientific American, Wired, The American, Portfolio and other publications.

Knowledge is power, and when it comes to understanding how we use our time, we often lack the knowledge. Laura opens the book with the myth of the time crunch, helping the reader realize that too often we overestimate the hours we spend on a task, whether it is work, or housekeeping or parenting. The real problem is that most of us do not have any idea how we spend our 168 hours.

To solve that, she suggests that we begin to keep a time diary. This was a real eye-opener for me. I had no idea how much time I wasted searching the internet, reading social media sites, watching television, etc. You cannot change what you do not know. I was surprised a couple of years ago when I made note of everything I ate. I was shocked at how much I ate just walking through the kitchen as I was heading to the bathroom or to the home office. A handful of chips here, another snack there. When I wrote it all down, it changed the way I thought about food, making me think about what and how I ate. By keeping track of our time, down to the minute, we get to see how much time we waste!

Once we see how much time we are wasting, we can begin to reprioritize our time to accomplish what we want to accomplish, whether its playing the piano or writing that next novel.

Vanderkam offers some very practical advice for helping you find your core competencies, which are often the things you love to do. And if you love what you do, you will have more energy for the rest of your life as well. If you are trying to build a career while raising a young family, you will have more energy for your children if you work 50 hours a week in a job you love than if you work 30 hours in a job you hate. Therefore, you need to be in the right job. While the book is not a book on career advice, Laura does offer thoughts on finding the perfect job for you, and it is often a job that does not have a traditional job description.

In addition Vanderkam offers suggestions for creating a calendar that allows you to accomplish your core competencies, be more productive, and achieve what you want. In a competitive work environment, we think we need to be in the office late. But is it possible to leave at 5 pm and have time with the family and then work later, after the kids have gone to sleep? And still get the eight hours of sleep we need? And the exercise we need? Yes, it is possible, and Laura shows you how.

Vanderkam then offers suggestions on managing your time at home. There was a very interesting stat I came across as I read this section of the book: more parenting takes place today than in the 1950′s by both mother and father. In the 1950′s stay at home mothers spent less time with their children, despite the fact that they were home, than mothers do today. Why? More housework. Today’s parents, and mothers in particular, are willing to let the housework go so they can spend more time with their children.

That does not mean that your house needs to be dirty and messy. It means that if you prioritize your time toward parenting, then you need to be willing to forego you doing the cleaning. The same with laundry. She suggests that you outsource those tasks by finding people who will do it for you. Often the monetary cost is less than we think and the time savings it provides us allows us to do more of the things at which we are most effective and love.

Creating a full life and aligning your time is not an easy task. But if you do, you can have the time to achieve what you want to achieve out of life.

I really enjoyed this book. It is extremely practical while being more than just challenging you to count your minutes and hours. The author helps you understand how you are best motivated, employing the ideas from Mihaly Csikszentmihalyi, the Hungarian psychology professor and author of Flow: The Psychology of Optimal Experience. At the end of each chapter, she challenges you through questions that cause you to consider the possibilities rather than being stuck in the box you create for yourself. At the end of the book, she provides a look into real case studies of how people used their time, how they changed their time usage, and the impact this had on their life. Finally, this is a book of experience. Laura provides interviews of people who have achieved much through their core competencies, time management, and outsourcing. It is not a book of facts, though it includes some potent ones, but a book of experiences. It empowers you to say, “I can do this!” And you can.

With a little work and a little change, you can make the best use of your 168 hours.

Concentrate for better productivity (mac only)

Tuesday, February 9th, 2010

I have ADD. I may actually have ADHD, according to my coach, who is also a Christian counselor. I can get distracted by the smallest thing. My mind can think of something and quickly I’m diverted. I have a problem with concentration and focus. I admit it. I blame the 6 years in the IT industry. At least that’s my story and I’m sticking to it. You know, stress can cause issues with short-term memory. It also is an accelerator of ADD/ADHD, though not a cause. And during the startup days of the internet, stress was very real.

I can’t remember where I found this (like I said, memory issues), but recently I ran upon an app for the mac called Concentrate. Concentrate “helps you work and study more productively by eliminating distractions.” It is a simple application with a really nice interface. Concentrate offers a number of options to help you get down to business. With it you can

  • Quit applications that distract you
  • Run applications, and only the ones you need for your task
  • Open websites you need to use for work
  • Block websites that you know will distract you such as social media sites

In addition to helping keep you on task, Concentrate takes it also records spoken messages that help to keep you going, play sounds to let you know how long you’ve been concentrating, and alters your iChat and/or Skype status to keep people from bugging you.

Concentrate has a 60 hour free trial and is $29 to purchase.

I really love this app. I have different tasks set up and in each task certain programs are allowed to run, certain programs and automatically shut down. Some websites are allowed and some are blocked. It really helps me get things done and allows me to “concentrate”.

If you have a mac, pick up a copy. Then use it. It’s worth the $29.

Effective manage your ministries

Tuesday, January 26th, 2010

When I was working in the IT industry, one of my responsibilities was to manage the various projects we were working. We had software projects, hardware projects, web projects, and maintenance projects that I had to keep track of. In those days, the best we had was Microsoft Project. That worked pretty well but did not function well in a distributed environment.

As a pastor, I have found myself doing some of the same kinds of project management tasks. It is just that we don’t necessarily call them “projects”. They are called ministries, mission trips, retreats or some other ministry-sounding name. Yet so much of the processes and tasks of project management are appropriate for so many of our church ministries, trips and events.

If you are going to be efficient with those, why not consider implementing some project management software. And since your church, like mine, has a lot of lay involvement, why not put it out on the web so it can be used by everyone?

Collabtive is open source project management software. It is a PHP based (which means it can be run on almost any computer) project management system. Collabtive allows you to manage projects ministries by setting up different tasks and assigning them to different users. The progress of these tasks can then be tracked using the easy interface of the application. The administrator can add multiple users to the application and each user can access the interface through his/her browser. There’s no limit to the number of users that can work simultaneously on Collabtive. Although it doesn’t provide advanced features such as Gantt charts, it does provide for a very simple and efficient mechanism to keep track of your projects.

In order to use Collabtive, you need to have PHP support on your system(s). I mentioned last week how to put WAMP on your internal windows network server. However, if you want to make it available to those outside your internal network, find a good web host that runs LAMP and for $3.99/month or so, everyone has access to this powerful tool.

The software will come as a zip file. Extract the zip file, and place it in the appropriate place on the server. Then you just need to point your browser to the install.php file to launch the installer. Once installed, you are greeted with the following login screen.

Once you login with your credentials, you are greeted by what the Collabtive team call your Desktop. The Desktop shows you a list of all current projects, a tasklist, as well as a calendar showing your tasks and milestones.

Clicking on a project name takes you to the project page. This page is also called the Project Dashboard. The Project Dashboard consists of a calendar specific to a particular project. It also consists of a Timetracker that can be used to track the amount of time that you have spent working on the project. There is also an Activity Log, which contains a step-by-step listing of all the activities pertaining to the project.

This page also contains a number of icons at the top, which allow you to visit your Milestones page, review your Tasklists, access the Messaging system, as well as access the file storage for a particular project. There is also a User tab, which shows a list of all the users currently using the Collabtive system for a project.

The tasklist allows you to create tasks, which may be critical to the project. Each task can have an associated due-date and can be assigned to one or multiple users. These tasks, once completed, can simply be “finished” by clicking on the tick-mark next to them.

The Milestones can be looked upon as distinct phases in the project timeline. Each milestone may have a number of tasks associated with it. As and when tasks are finished, a status bar for the project under consideration keeps increasing on your Desktop.

The right hand side pane across all pages provides a search bar, a simple text-based calendar, and a list of users who are currently online. The search bar searches across tasks, milestones, as well as entire projects. Also, each user can fill out his/her profile page so that different team members have ways and means to contact one another.

Collabtive provides for a very elegant project management system. While it is not as power-packed as its commercial counterparts, it provides more than a decent feature set to keep track of all the tasks and milestones associated to your project, or um…ministry!