Help with the Big Picture (what do you use MLO for?)
284 views
Skip to first unread message
Ed Wallace
Mar 7, 2017, 4:29:33 AM3/7/17
to MyLifeOrganized
Relatively new to MLO but so far so good. (Long time frustrated Outlook user)
Unfortunately, like most software; the help files and this discussion group, are excellent resources in explaining the specifics of how the tool works but seem to be lacking in general implementation; In other words when and why should I use the tool; is this the right tool. How do I get started, and what can I expect?
For example I don't need an expert to explain to me how a shovel works. However, some experienced opinions or advice would be great in helping me decide, if a trowel, a backhoe, or explosives would be more appropriate. Planting a flower versus digging a pond.
I guess what I'm asking is for some ideas regarding best practices, expectations and implementation of MLO. What do you use it for, and how you make it work for you? Where does it really shine, where would other tools be more appropriate (calendars, spreadsheets, filing cabinets, or paper and pencil).
I get the feeling that MLO in tandem with Outlook, OneNote and a filing cabinet,used with the GTD philosophy could be life-changing for ADD's like me (I just can't seem to wrap my brain around the entire system)
Examples:
- Does it work well for grocery lists or should I stick with paper?
- Helping pick a direction in the morning before that 1st cup of coffee is kicks?
- Is this better suited for mundane reminders (water the plants, take out the trash) or large projects (finish my basement, restore an antique car)?
- Remembering recurring tasks that MUST get done TODAY (pick up the kids from daycare) versus tasks that really SHOULD get done TODAY(enter client billing for the day).
- Tracking honey-do lists (pick up milk on the way home, "dad I need a check for the field trip next week")
- spending one hour per week cleaning and organizing my hard drive (which will really never truly be finished)
- paying bills on time
- writing policies and procedures for new business.
- Actually sending the XXX to the client like I promised.
- Starting and finishing that really important XXX, instead of watching the really interesting UTube video, that just came in my email.
Thank you
Dwight
Mar 7, 2017, 12:15:58 PM3/7/17
to mylifeo...@googlegroups.com
Ed,
It seems as though you are asking for a methodology. That's hard. MLO is
a powerful and flexible tool that can support a wide variety of
methodologies. Even better, it will let you start with a defined
methodology and then tweak it to better fit your own personal needs and
habits. There's no methodology that works for everyone and no one can
predict what sorts of methodological tweaks you would most benefit from
without knowing all about how you work, what goes wrong, and what you
wish for. You are already aware of GTD, so my suggestion is to start
with a getting-started-with-gtd book and follow the steps, except
whenever it says to write something on an index card or make a list ona
piece of paper, use MLO instead. When something seems awkward, or
something has more effort than benefit, or you missed a task you didn't
want to miss, tweak the process. If you can't figure out how to tweak
something, come back here and ask.
-Dwight
> * Does it work well for grocery lists or should I stick with paper?
When you make a grocery list on paper, is it hard for you to remember
everything you need? If you use up the ketchup, you can pull out your
phone and type "ketchup" into the grocery list without looking for and
managing scraps of paper. If you are at a restaurant or friend's and
have some delicious rutabaga fries, you can quickly add rutabaga to the
same list. When you are getting ready to go shopping and you are looking
in the closet at what's running low, maybe you should use paper or maybe
MLO, depends on how fast you type versus write. I usually end up with
paper but I check MLO while writing the list for a reminder that I want
ketchup and rutabaga.
> * Helping pick a direction in the morning before that 1st cup of
> coffee is kicks?
I have found MLO better at reminding me what task is next for each major
initiative than it is at picking which initiative to pursue today.
> * Is this better suited for mundane reminders (water the plants, take
(replace washer in bathroom faucet) that grow into projects (replace
bathroom faucet) (replace bathroom sink) (repair flood damage in
basement under bathroom)
> * Remembering recurring tasks that MUST get done TODAY (pick up the
get all involved with replacing the bathroom sink and forget to check
what else is due, MLO for the most part will not reach out and poke you.
To avoid the OMG-I-forgot-to-get-the-kids experience you might want
something more intrusive than MLO, like an appointment with an alarm and
snooze reminders. You can put a reminder on an MLO task and a lot of
people do so. I hate that because if you are not careful, got get times
when several tasks are ripe at the same time all ringing the reminder
bell at once which makes me crazy.
> * Tracking honey-do lists (pick up milk on the way home, "dad I need a
location alerts to show you, for example, the going-home list whenever
you depart your work location/
> * spending one hour per week cleaning and organizing my hard drive
long you should spend, or have spent, or still need to spend.
> * paying bills on time
Excellent
> * writing policies and procedures for new business.
MLO will remind you to do it but does not help much with actually doing
the writing.
> * Actually sending the XXX to the client like I promised.
Very good. What's even better is if there is a routine, or set of best
practices around each customer deliverable (have someone else review for
readability and typos, print a copy of the high quality paper, check
envelope weight for appropriate postage, store tracking number with
client record, check for delivery before deadline, call for client
feedback, update billable hours, store copy of document in archive.
You can make a project with all of these steps and save it as an MLO
template. Then, when you have a client deliverable pending you can
instantiate a project from the template and start checking stuff off as
it happens.
> * Starting and finishing that really important XXX, instead of
watching utube. You might want to check out the Pomodoro methodology,
which will not stop you from watching utube but will limit the damage to
less than 25 minutes.
>
It seems as though you are asking for a methodology. That's hard. MLO is
a powerful and flexible tool that can support a wide variety of
methodologies. Even better, it will let you start with a defined
methodology and then tweak it to better fit your own personal needs and
habits. There's no methodology that works for everyone and no one can
predict what sorts of methodological tweaks you would most benefit from
without knowing all about how you work, what goes wrong, and what you
wish for. You are already aware of GTD, so my suggestion is to start
with a getting-started-with-gtd book and follow the steps, except
whenever it says to write something on an index card or make a list ona
piece of paper, use MLO instead. When something seems awkward, or
something has more effort than benefit, or you missed a task you didn't
want to miss, tweak the process. If you can't figure out how to tweak
something, come back here and ask.
-Dwight
> * Does it work well for grocery lists or should I stick with paper?
When you make a grocery list on paper, is it hard for you to remember
everything you need? If you use up the ketchup, you can pull out your
phone and type "ketchup" into the grocery list without looking for and
managing scraps of paper. If you are at a restaurant or friend's and
have some delicious rutabaga fries, you can quickly add rutabaga to the
same list. When you are getting ready to go shopping and you are looking
in the closet at what's running low, maybe you should use paper or maybe
MLO, depends on how fast you type versus write. I usually end up with
paper but I check MLO while writing the list for a reminder that I want
ketchup and rutabaga.
> * Helping pick a direction in the morning before that 1st cup of
> coffee is kicks?
I have found MLO better at reminding me what task is next for each major
initiative than it is at picking which initiative to pursue today.
> * Is this better suited for mundane reminders (water the plants, take
> out the trash) or large projects (finish my basement, restore an
> antique car)?
I think MLO is great at both, and it is the very best at simple tasks
> antique car)?
(replace washer in bathroom faucet) that grow into projects (replace
bathroom faucet) (replace bathroom sink) (repair flood damage in
basement under bathroom)
> * Remembering recurring tasks that MUST get done TODAY (pick up the
> kids from daycare) versus tasks that really SHOULD get done
> TODAY(enter client billing for the day).
For the most part MLO does not say anything until you look at it. If you
> TODAY(enter client billing for the day).
get all involved with replacing the bathroom sink and forget to check
what else is due, MLO for the most part will not reach out and poke you.
To avoid the OMG-I-forgot-to-get-the-kids experience you might want
something more intrusive than MLO, like an appointment with an alarm and
snooze reminders. You can put a reminder on an MLO task and a lot of
people do so. I hate that because if you are not careful, got get times
when several tasks are ripe at the same time all ringing the reminder
bell at once which makes me crazy.
> * Tracking honey-do lists (pick up milk on the way home, "dad I need a
> check for the field trip next week")
That's great as long as you remember to check the list. Try using
location alerts to show you, for example, the going-home list whenever
you depart your work location/
> * spending one hour per week cleaning and organizing my hard drive
> (which will really never truly be finished)
MLO will remind you to clean your hard drive but cannot tell you how
long you should spend, or have spent, or still need to spend.
> * paying bills on time
Excellent
> * writing policies and procedures for new business.
MLO will remind you to do it but does not help much with actually doing
the writing.
> * Actually sending the XXX to the client like I promised.
Very good. What's even better is if there is a routine, or set of best
practices around each customer deliverable (have someone else review for
readability and typos, print a copy of the high quality paper, check
envelope weight for appropriate postage, store tracking number with
client record, check for delivery before deadline, call for client
feedback, update billable hours, store copy of document in archive.
You can make a project with all of these steps and save it as an MLO
template. Then, when you have a client deliverable pending you can
instantiate a project from the template and start checking stuff off as
it happens.
> * Starting and finishing that really important XXX, instead of
> watching the really interesting UTube video, that just came in my email.
MLO will remind you that xxx is important but will not block you from
watching utube. You might want to check out the Pomodoro methodology,
which will not stop you from watching utube but will limit the damage to
less than 25 minutes.
>
Lasse Pedersen
Mar 7, 2017, 10:27:26 PM3/7/17
to MyLifeOrganized
Good point - just a short answer for now:
As Dwight said, don't expect to find a full methodology explained. MLO is a swiss knife that can fit many things.Even people who follow GTD (probably one of the concepts described / discussed most in detail "out there" - on the net, in books and around tools) tweak it in different directions.
I do agree that the learning curve for the tool would be easier if there were more complete examples or templates of various kinds of use. The included templates show a little bit (e.g. a couple of GTD flavors, some Covey stuff and so on), but not much.
I am back to MLO a few months ago, after 1½ years break. Before that, I tried it but didn't make it through the learning curve to an actual working system. Since then, I've become more determined and have a more clear idea about by own "system". AND not the least, the tool has evolved. Especially the Android app lacked some stuff back then - but is now closer to covering the main/crucial bases for me.
Just to keep it short, I am experimenting with, or planning to do most of what you are mentioning above.
Besides the main task handling of to-do actions and projects, I am also toying with managing recurring actions in some separate views. Chores and so on. I also have e.g. a morning routine and a bedtime routine in a recurring action with subtasks. All is still experimental - I haven't found the best form.
But I want to keep these subtasks out of my normal to-do list, or it would be clogged all the time with repetitive stuff, obfuscating the rest.
I also have a "framework" to place tasks that are in the "active funnel" in a specific time frame. I use flags exclusively to coordinate this. E.g. TODAY (Most important), TODAY, TOMORROW, WEEK, WEEK_NEXT, MONTH.
I can't work straight off the automated to-do list. I have way too many projects going.
I am using this as the equivalent of making a "daily plan" on paper with my decisions for the day.
A couple of weeks ago I got tired of crappy shopping list apps and also made my own prototype in MLO. In a separate file from my main file. (I would definitely recommend that).
I am also toying with how to manage checklists in a good way. Ie. copying a "template task" to use as checklist for "standard procedures". (It would be great if MLO had a more nifty way to find these and copy paste them).
Certain recurring things, like paying recurring bills on time, I seldom put in there. (Only when I mess up and have to do it urgently).
I have a sub-calendar in google with financial-related deadlines. Separate but shown in the overview. I then see the notice on my calendar view on my phone etc. also.
/Lasse
m...@dwightarthur.us
Mar 8, 2017, 2:18:21 AM3/8/17
to mylifeo...@googlegroups.com
On 2017-03-08 03:27, Lasse Pedersen wrote:
(so that templates never show up in a to do list)
2. Find a project you have set up that you might want to use it again.
Collapse it so you can just see the project name, none of the subtasks
3. Highlight the project name, right-click it and select "copy task(s)"
4. Select the templates folder, right-click it and select "paste task(s)
as child"
5. change the project name to something suggestive of templates like
"customer deliverable template"
when you are ready to use the template,
1. put the cursor where you want it to go, right-click and select "new
from template"
2. from the task list that comes up, select the templates folder and
then select the template you want to use
3. select the template and click OK
4. Edit the template name into something relevant to the current
situation, like "deliver Jones Design"
5. Check task dates to ensure that they are meaningful.
On 2017-03-08 03:27, Lasse Pedersen wrote:
> I am also toying with how to manage checklists in a good way. Ie.
> copying a "template task"
> to use as checklist for "standard procedures". (It would be great if
> MLO had a more nifty
> way to find these and copy paste them).
1. Create a folder at root called Templates, and mark it hidden in to-do
> I am also toying with how to manage checklists in a good way. Ie.
> copying a "template task"
> to use as checklist for "standard procedures". (It would be great if
> MLO had a more nifty
> way to find these and copy paste them).
(so that templates never show up in a to do list)
2. Find a project you have set up that you might want to use it again.
Collapse it so you can just see the project name, none of the subtasks
3. Highlight the project name, right-click it and select "copy task(s)"
4. Select the templates folder, right-click it and select "paste task(s)
as child"
5. change the project name to something suggestive of templates like
"customer deliverable template"
when you are ready to use the template,
1. put the cursor where you want it to go, right-click and select "new
from template"
2. from the task list that comes up, select the templates folder and
then select the template you want to use
3. select the template and click OK
4. Edit the template name into something relevant to the current
situation, like "deliver Jones Design"
5. Check task dates to ensure that they are meaningful.
Ed Wallace
Mar 9, 2017, 4:08:23 AM3/9/17
to MyLifeOrganized
Dwight,
thank you for such a detailed reply.
Yes, methodology is exactly what I’m looking for (don’t know why I couldn’t think of that word). And yes it is hard mostly because of the vast flexibility of MLO (but that’s what drew me to the program)
I’m mostly trying to keep from reinventing the wheel and hoping to learn from the successes and mistakes of others.
I read GTD about 6 months ago before I knew about MLO, so rereading it is an excellent suggestion.
One of my favorite quotes
“the checklist gets the dumb stuff out of the way, the routines your brain shouldn’t have to occupy itself with… And lets it rise above to focus on the hard stuff” from The Checklist Manifesto by Atul Gawande.
So the claim in MLO user manual “The To-Do list can be sorted by priority so that you stay focused on what is really important to you, separate importance from urgency, and overcome procrastination” is what made me pull the trigger and purchase MLO. (I’m really good at procrastinating by working very hard at anything other than what I should be doing NOW). So MLO seems packed with potential.
I haven’t tried the mobile app yet, still trying to nail down a system on the desktop.
Any thoughts or tweaks on the following would be greatly appreciated
Grocery/ list: I set up a shopping branch where completed tasks are not archived. My plan is to go down the list and uncheck needed items.
“I have found MLO better at reminding me what task is next for each major initiative than it is at picking which initiative to pursue today.” - I was hoping that the urgency/importance scores would help me concentrate on what initiative to pursue today or what matters most NOW.
Maybe poking can be implemented in the next upgrade? HA
I’ll have to check out location reminders on the mobile app.
I love the idea of an MLO template for new clients. That’s exactly the type of methodology ideas I’m looking for. Is there a way for users to post and share templates they’ve created?
Also I found Susan Davis's Review helpful do you know of other similar posts?
Thanks again
Ed
Reply all
Reply to author
Forward
0 new messages