Most people's problem isn't that they have too much to do and therefore need to find out how to get it all done, it's that many of the things they have to do aren't ultimately worth doing in the first place.
And then Zen, as I understand it, isn't about doing, it's about being. Activity in Zen is an effortless extension of being, of acceptance.
I don't like using any computer tool, because they are all focused on making sure you never lose tasks. Even a simple text file doesn't lose a line unless you tell it to.
But... I sometimes flip back through meeting notes from six months ago, and notice that by and large I don't follow up on my "action items" and haven't done the things I wrote down as my critical things to do in the next month. The only things that get done are the ones to be done quickly after the meeting. Everything else fell off... and you know what? It should have! I have not suffered for not doing them, I did something more valuable instead.
I've tried the text file, but it goes to a hundred lines too quickly. Writing stuff down is better, it's a backup memory store but if you don't keep actively copying things over they disappear. And I'm yet to lose something that important.
On the opposite extreme, I like my bug trackers. There's a mental adjustment to the fact that I have hundreds of bugs at any given time (I'm in charge of my project and the default assignee), and it can even take years to make that adjustment, but now that I have it is a great thing. There's a few current high-priority tasks, and background noise. Its sort of the same principle in reverse, when everything is important nothing is, so only the few things that truly matter are on my mind. It's that middle mass of difficult-to-manage line items by the tens at a time that doesn't work for me.
Keep three and only three lists: a Todo List, a Watch List, and a Later List.
Nice tip. I keep 5 lists - the 3 above, one Projects list (from the GTD book) and one Errands list.
The projects list is a list of projects that I have on my list (anything with more than 1 TODO against it is a project). The only reason for this list is to drive the Todo list (there can be one-off items in the Todo list that do not belong to any project). Once I am satisfied that all the necessary Todos for any project are done, I strike off the project off the list.
There are times when the Todo item of a certain project lingers way too long on the Todo list. This is usually indicative of
a) The project needs to move to the later list
b) Take the project off the list altogether. If it's that important it will come up soon
The Errands list is not that different from the ToDo list, but it's essentially stuff I have to do as I am out and about. Shopping/Going to the Bank/Public Library all go in that list. This way, once I am in "errands" mode, I just make sure to knock out as much as I can off that list. Usually a few hours, and I am good to go till the next week.
I've been using a similar system for awhile now. The offline approach is extremely effective, however, I find it even more effective when combined with ideas from The Pomodoro Technique.
I have the same type of weekly planner (the author calls it a To-do planner) and a sticky note on my desk for the day that lists 3 to-do items. I draw a series of squares beneath each item.
The Pomodoro Technique simply recommends focusing on a single for 25 minutes, followed by a 5 minute break. The squares I draw below my to-do items represent the number of 25 minute intervals I anticipate the task to take. I cross them off each time my timer rings. If I underestimate the intervals of a task, I add a circle for each unexpected interval. This allows me to see patterns in my planning and works as a mechanic to finish things as scheduled.
Once the day is over, I remove the sticky note from my desk and "archive" it by re-sticking it on that day in my planner.
I like the idea of writing three things down on a post-it note before you go to your computer. If you don't open up your laptop with a few goals in mind first, you're fucked.
tl;dr have a to-do list and always carry a pen or pencil.
(Pen seems better since there's less chance of putting holes in clothing or stabbing oneself.)
Not that I would recommend it. If I'm truly into my work then I'll have sufficient integrity and memory to operate intuitively, from a rapidly evolving mental to-do list.
If I want to achieve, better would be to have a to-don't list. It might include things like don't drink too much, eat too much, consume too much entertainment, porn, etc. This is what focus means: to gently exclude stuff.
That way vitality and creativity will flow into my work. Any other approach is implicitly enacting the theory that work/learning is painful. Which is false. Nobody is taking my cookies away; I'm switching to a different flavour. (They say a Zen master can see and feel the beauty in everything. That must include creative work.)
It seems to me that alcoholics, the obese, etc, have a certain thing in common with brilliant, creative achievers -- they know that the fun has to be here and now. We say to addicts who promise to quit soon that "tomorrow never comes". Why don't we say it to people who show us lists of goals? In reality the concepts of procrastination, time management, memory management, rewards, rule-based living, etc, aren't very helpful.
I just bought the Focuslist program referenced in the blog as I thought it was a good idea and since my OmniFocus list is choked. Just a warning though, the Focuslist program requires Adobe Air to run. That is a major drag and for my part I'm with Steve Jobs w/r to anything flash and I do not want to install that just to run a window with 3 checkboxes.
