Meeting Minutes 18 March 2015- "Jamie Todd Rubin; Going Paperless"
kewanna.hayward
GTD DC Meetup Meeting Minutes
Date: 18 March 2015
Attendees: Ray, Penny, Mitchell, Barry, Ke, Karl, Bryant, Glen, Sarah, Tom, Jamie, (presenter)
Location: Allsteel
Challenges Forum:
Topic: Leadership - Make the change slip it in and not talk about - just do it; Russel Bishop book "workarounds' new at telcom; independent health check of the project ; solicit feedback from other stakeholders; ask how can I make the job easier for you make you/team look better;
pay attention to how you ask the question (stay postive); what questions not why; be aware of instituational history (prior conflicts) maybe olders managers etc..
Topic: Prioritizing when multiple deadlines are looming- "have two presentation due back 2 back plus other life things..big picture vs small thing that can be done quick. In between keeping up with regular clients how do i figure out what to start on"
scheduling office times "my own meeting my own agenda" block the calendar
perhaps outsource things?
make a decision on the ONE most important thing
aviate navigate communicate; hold off communications until I'm sure I've taken care things I NEED to get done
heads up to boss/clients about time blocked out
Topic: starting new business " Developing business a plan" many templates; putting it all together
MD SBD.org will guide and both exisit in VA & DC (double duty networking & resources)
Knowlium (beta)
Google is your best friend- pre- populated templates
DC for democracy (social services) & networking
Topic: following up "Alot of first actions ..2nd..3rd moving from action to action & having patience if it takes long" Having the same feeling for 2/3rd actions as we do the first
The Book the now habit ; focus on starting
Persistent starting "just keep starting you will eventually get to completion" not looking at completing but i'm starting ; pre-empt that there will be kickback/bureaucracy mentally prepare to know it may require starting again
Expect the unexpected prepare yourself mentally and stay organized
reviewing the root cause mentally of the blockage of not doing something
Topic: "New & just getting started; how to I bring it all together"
start with paper; and figuring out how to keep "mentally clarity"
dont go crazy with tools and systems and apps etc
think of the vacation mentally - when we prepare to go somewhere that notion of we tie up the loose ends etc
start w/ the inbox (keep it empty)
adapt concepts of GTD into your life not the other way around; find your natural life rhythm and fuse GTD into it
re-read the book and try a few things;
Main Presentation: How going paperless + Automation Helps me Get things done
Jamie Todd Rubin "evernote paperless ambassador"
Bio: software developer & sci/fi writer
Twitter handle: @jamietr
Agenda:
Going paperless
In the 90s the thought of is it possible to have paperless office?
2011 is it practical? what are the benefits?
Speed up routine tasks
its an ongoing process
The rest of the world is NOT paperless (expect it)
Tools
Evernote for paperless (requirements: cloudbased, mutli-platform, unlimited storage,sharing, integration/automation)
Starting writing use cases that's how evernote reached out
"storing in the cloud omg" you have to do whats comfortable to you
My paperless cloud: Google Drive, Flicker, House (crash Plan) Music (itunes match) & evernote centrally
What do I put in evernote? developed a work flow --> decide will need in the future? should I leave in original system (e.g gmail)
Alot of stuff can be moved to evernote automatically
Examples
Important stuff
Kids milestones
places I've been
Foods
meeting notes
Personal achievements
everything I write (final form) but does not write in Evernote
"evernote is the timeline of my life"
other Tools
todo.txt (plain text and cite actions using #s )
google docs (all writing)
sharing
tracking integration (quantifies how much writing being done)
scripts on github
IFTTT (automation)
Various APIs and scripting language
Small steps everyday
Use Cases
work
Meeting Action items
notes-->evernote-->(geeknote: evernote on the CL) perl script runs nightly --> +items added to todo.txt
helps not to rely on human error
Automating timesheet
Automating tracking business mileage
using IFTT send to evernote and tag #mileage
daily review add 'tax' tag & generate saved search --> accountant
Contract Rights reversion Reminders
set reminder on date in which the writing contract reverts back and belongs to "me" -- reminders hit all devices
uses reminders in context ex: snap picture of brand of new air filter & set reminder change in XX month
Daily Review
saved search "all notes that have been changed today"
any: like an OR for search
Tag refile update dates, delete (if not needed) usually takes 5 mins
Dates: doesn't title notes w/ tags but will change "created date" evernote to match date of original source vs date scanned in; allows to do date searching
Thoughts on Measuring productivity
Uses Rescue time to gauge productivity pulse
quantifies productivity pulse <65 = lazy >85 = overworked; 65-85 "sweet spot"
task switching/fragmentation; using various data sets to try and figure out
Additional Resources
jamierubin; going paperless articles each post is a usecase
automation scripts: github/jamietr1
Gina Trapani's todo.txt
Q&A
Zapier for IFTTT? Jamie has not tried likes to stick with same apps
Evernote developer page: other APIs; javascript, python etc
Scanner within budget? Fujitsu scan snap s1300I; recommend 3 things: 1- sheet feeder 2- duplex scanning 3- one touch scan to evernote; mobile ix100 ($189) ix500 ($500)
Resource Sharing: Writing/Editing
Google Docs
Evernote
Drafts ios
ride or die
day 1 - journals
Fiction; why writer relational db software
The lil blue thinking book Brandon Royal
Announcements
GTD MOCO: Motivation and resistance to the big hairy things; April Presentation on Habits RPG (gamification of accomplishing things)
Upcoming Events:
1. productivity skills swap pool for teaching skills (has to be virtual presentation)
2. April 15th next meeting
3. April 25th beginning workshop 10am full day
4. Evernote user group- NYC launch May; 21st May (penny co-organizer 6pm) - will not be a meet up group but website launch (rsvp to meetup) quarterly to begin
5. prod chat - weekly prod chat wed 8pm #prodchat; Topics tonight; Ideal wordspace next week; managing personal and professional media; 1 Apr best productivity system 8 Apr teaching productivity on all levels (kids --> spouse)
6. productivity group on Hangouts; quantified self Ray will be hosting on air chat; "PROD CAFE" how do you track and maintain aspects of your life (usually the end of every month)