I had an amazing college gig. My job was to deliver papers and envelopes to medical offices around town. I’d show up at work and pick up a van full of deliveries, and, when the van was empty, my work was done. Afterward, I would return the van and go back to my apartment. Guess how many times I thought about delivering papers between drop-off and the next morning?
That was what David Allen would call a “widget-cranking job.” You show up to find a bunch of un-cranked widgets. Once they’re all cranked, you go home. The job description is cut and dry.
Today, my job is quite different. I write and edit articles. I produce one podcast and participate in another. I’m working on a book. I’ve also got the responsibilities of a husband, father, brother, and son. In comparison, my job requires more attention than driving a van around town while listening to music and drinking a soda.
A good number of jobs can be overwhelming. The good news is that any job can be a widget-cranking job. The trick is identifying the widgets and getting them in front of yourself in a timely manner and on a friendly, non-intimidating list.
How do you get almost any job into a widget-cranking job? Try these steps:
Identify the widgets
This is the most crucial and the most difficult step. It often takes more time and attention than you initially assume. I think a case study will be the best way to illustrate the process.
Next week, I’ll produce another episode of my podcast, Home Work. There’s a lot to be done each week, like think of a topic, communicate that idea to my co-host, conduct research once a topic has been agreed upon, share notes, confirm sponsorship details, ensure that my software and hardware works, and so on. It’s easy to look at that and think, “Where do I begin?”
To find the answer, I ask myself this question: “If I had nothing else to do in the world but work on the podcast, absolutely nothing at all, what could I do right now to make progress on it?” And by do I mean a concrete, observable action. Let’s say my answer comes back, “brainstorm topic ideas.” OK, great. What do I need to do that? Well, a piece of paper and a pencil.
OK, but bah! My beloved brainstorming notebook is out of scratch paper. I guess I need to get more. So, the next step on the project Produce the Podcast is “drive to Staples and buy my favorite notebook paper.”
That’s a widget. “Think of a good topic” is hard. “Buy paper” is easy.
From there, I continue to my next step, which is “brainstorm ideas.” Then, I identify two or three good ones for the podcast. Next, I need to “share list of good ideas with my co-host.” All of these actions are easily-cranked widgets. Put them on a list and you’re good to go.
To-do management apps
All you need to crank these widgets is a simple list. High-powered project management software is overkill here. Below are several examples of simple and effective task management applications that might work for you.
- Remember the Milk. This handy little app is available for the iPhone and Android phones. It works with Gmail, Google Calendar, Twitter, and has a nice web interface. It’s been around for a few years and works quite well.
- Todo List. Todo List can be used entirely browser-based so it will work with just about any smartphone and any computer. You’ll also find apps for Android, the iPhone, Windows Phone, and the Mac OS. It features handy color coding and nearly infinite list sizes, so go nuts.
- TeuxDeux. This app lets you sort tasks by day and can be used in a browser. An iPhone app is also available. This one is very nice-looking in addition to being useful.
- To.DO. This a solution I’ve only recently started playing with. It’s available for Android, the iPhone, and Chrome. The Chrome browser plug-in is very nice. It syncs automatically with the smartphone apps and reminds you of what needs to be done.
- Astrid. Astrid takes your to-do list a step further and makes it easy to share task lists with co-workers, family, and friends. It’s available for the iPhone and Android.
Once you are clear as to what steps to take, work through your list of simple to-do items. As long as you stay current with your concrete actions, you’ll know exactly what you need to do. You can free your mind to think about non-work things during non-work time.