What is GTD?

At the odd intersection of a powerful and popular idea, the blogosphere, and today’s intellectual property environment, David Allen is now offering a “official” definition of his Getting Things Done approach. I understand what drives him to follow this approach, regret it as a symptom of an IP-environment losing connection with reality, and still endorse Allen’s GTD-approach as among the best approaches to dealing with the complexities of acting in today’s world of knowledge work.

I also think David is himself one of the better examples of why truly good thinking and thinkers will survive in this environment. For all the power of David’s thinking and his books (Getting Things Done and Ready for Anything), you will still learn more if you can get yourself to one of his seminars and workshops.

What, indeed, is “GTD”. Because of seemingly ever-expanding number of GTD-related discussions, ads and blogs, I wrote up an “official” definition of “GTD.” I am asking that if any of you are using “GTD” in any way in your materials you include a link… [David Allen]

ESJ: A strategy for personal knowledge management

Jack Vinson provides a nice summary of what I had to say last week about personal knowledge management in his class on knowledge management. It’s a notion that I am continuing to explore. Another cut at finding an answer to the question that I find intriguing in my newest column at Enterprise Systems Journal. I try to build an argument that it is in each of our selfish, best, interests to develop and adhere to a strategy for personal knowledge managemment.

What is PKM, anyway?

As Jim McGee said, he was a guest speaker in my KM class Wednesday night, talking about personal knowledge management (PKM). He primarily gave us a framework on which he builds the idea of a PKM strategy, and he told a bunch of stories to help people get the idea. Jim’s framework consists of three components

  1. Portfolio. The portfolio serves as a record of work done, a backup brain, and as a sales tool (just as an artist’s portfolio is an advertising tool).
  2. Manage Learning. The portfolio also serves as a tool for reflection on how the work went last time and how it could be better. This is also an under-emphasized aspect of PKM.
  3. Master the Toolkit. Reflect on learning and reflect on how you use the tools of your trade.

Portfolios are critical to the concept of knowledge work as craft work. And though people frequently get lost in conversations about the technology, nearly everyone does some version of this. How many files, emails and pictures are archived on your computer? With the discussion of PKM, one goal is to be smarter about how we manage the portfolio.

Managing learning is an aspect of PKM that frequently gets overlooked. The knowledge worker needs to be aware of how she works and look for opportunities to work more effectively. (I almost said “continually look for opportunities,” but I realize that this begins to seem like a knowledge worker could get lost in constant navel-gazing. A couple students pushed on this issue in the discussion.) The point is that the knowledge worker’s regular process needs to include reflection. I believe this is the power behind the Carnegie program, Stephen Covey’s Seven Habits, David Allen’s Getting Things Done and similar processes: they offer a process by which people can think about what is important, act against that knowledge, and review both the action and the direction for the next time (sounds like “plan, do, check, act“).

Mastering the toolkit gets too much verbiage. It’s far too easy to get lost in playing with new tools, whether that is a circular saw or a wiki. PKM begins to look a lot like personal information management in these cases. At the same time, part of the reflection process can include a review of how I use the tools and whether there are better tools available. I can choose to seek out new tools when there is enough friction with the current tools (tool geek), or I can rely on my larger network of friends and colleagues and contacts to introduce me to tools that they find particularly helpful. In the class discussion we recognized that each knowledge worker will require a different set of tools because we have our own processes for doing things.

Yet, there is something that still doesn’t sit right for people. Denham Grey has argued that knowledge is socially constructed, so personal knowledge management doesn’t make sense. In a different twist, I would include understanding the skills and interests of my nearby networks to be at least as important as remembering where I filed that report. This would make my networks another part of my portfolio, including the fact that my network can be used to help sell my skills and services.

Comments

jackvinson (jackvinson@jackvinson.com) [Knowledge Jolt with Jack]

Mapping your Mindmaps – learning from the masters

It's really encouraging to see the folks at MindManager joining the
ranks of bloggers. Although I would have labeled myself a power user of
MindManager, I'm learning new things with every post. This happens to
be specific to how to make better use of MindManager, but others relate
to broader issues of how to use your technology as a partner in doing
your knowledge work.

Mapping Your Maps.
I don't know. Maybe most of you MindManager power users (or even not so
power users) out ther have been doing this for years. I just figured it
out…I don't like the file folder metaphor. And yet, that is how, form
day one, I have been saving all my maps. When I try to conjure up […]
[The Mindjet Blog]

Distinguishing doing something from doing something useful

A nice thought to mull over, courtesy of Betsy. It can take a long time
to be comfortable with the notion of leaving well enough alone.

“Much of the social history of the
Western world over the past three decades has involved replacing what
worked with what sounded good.”
Thomas Sowell, via Niek Hockx
I'm off to the airport, where Frank and I will meet the famous Niek,
and then get on a plane for Saudi Arabia. I told Niek to keep his eye
open for somebody wearing solid black from neckline to ankle and wrist.
Not sure if I'll be able to blog from Riyadh, but la vida es una buena
aventura, and this certainly will be a big adventure.

Interview: father of “life hacks” Danny O’Brien

More on life hacks. What makes all of this interesting to me, besides
the potential productivity value of the hacks, is O’Brien’s observation
that alpha geeks are early adopters of practices that mainstream
knowledge workers are likely to be practicing in 12 to 18 months.

Interview: father of “life hacks” Danny O’Brien.
Just about a year ago, technology writer Danny O’Brien strung together
the words “life” and “hacks” and fired off synapses throughout the geek
community. After an infamous talk entitled “Life hacks – Tech Secrets
of Overprolific Alpha Geeks” at the… [Lifehacker]

Life hacks at Etech

More insight into Life Hacks from Cory. His notes walk this clever balance
between making me regret that I couldn't be there myself and feeling as
though I still got much of the benefit anyway.

One note that I'm sure others will pick up on. Danny talks about
wanting to find a keyboard macro program for Windows. One excellent
answer of course is ActiveWords. I predict a phone call from Buzz to Danny in the near future.

ETECH Notes: Life Hacks Live!. Cory Doctorow:
Here are my notes from Danny O'Brien and Merlin Mann's Life Hacks Live,
at the O'Reilly Emerging Technology Conference in San Diego. Danny's
been doing variations on his Life Hacks talk since the last Emerging
Tech conference — it's basically an effort to research the
productivity patterns of very prolific geeks and convert them to wisdom
that anyone can follow. Merlin has been adapting the fantastic
productivity cookbook Getting Things Done into a series of tools for geeks, on an equally fantastic blog called 43 Folders.
They're now working on a book version of their stuff for O'Reilly
called Life Hacks, and today's session was a preview of it — it was
uproariously funny and incredibly inspiring.

Here's a recap of last year, in bumper stickers:

HACKERS HEART PLAIN TEXT

Geeks store what they do in text and spurn big apps, using plain
text editors. Simplicity and speed, ease of search and extraction, cut
and paste. All you need in a filing system.

MY OTHER APP IS IN ~/BIN

If it wasn't plaintext, there's one app that they loved, like
mail, Excel, PowerPoint, etc. The rest was little glue scripts in
~/bin, secret scripts they are embarrassed about and don't share with
others, though it turns out that they're all really similar.

SUPER PROLIFIC GEEKS DO IT IN PUBLIC WITH COMPLETE STRANGERS AND LIKE IT. OH YES.

(don't put this on your car)

Geeks get their credibility and prolificness out of sharing
everything — put it in public and the public organizes it for you. Put
it on a Wiki and others will fix it.

A Swiss Army Knife Approach to Project Management

I’m running a bit behind these days. That makes it a bit ironic that my
most recent column at Enterprise System Journal looks at the topic of
project management.

The column actually appeared last week and looks at project management
from a minimalist perspective. Jim Powell, my editor there, decided to
title it A Swiss Army Knife for Project Management.
My launching point was to ask what everyone needed to know about
project management rather than what the specialists needed to know.

My thinking on this topic has certainly benefitted from the excellent Focused Performance Blog by Frank Patrick and Hal Macomber’s Reforming Project Management.
I’ve also begun to take a close look at basecamp and at ubergroups as
toolsets that are trying to simplify project management for all of us
in place of supporting the complexities that only a small handful of
experts actually need.

Identity Theft is no joke – here's some free advice

Some useful advice worth passing along. Here's hoping you never have cause to take advantage of it.

I just received this form a good friend. I know this is a bit off topic but ID theft is becoming a huge problem.
I’ve read some sobering stories about the devastation having your identity hijacked can wreak. Here’s some excellent
advice from an attorney about how you can protect yourself and what to do if you become a victim.

It’s rather lengthy but well worth reading and doing.

A corporate attorney sent the following out to the employees in his company.

1. The next time you order checks have only your initials (instead of first name) and last name put on them. If someone
takes your checkbook, they will not know if you sign your checks with just your initials or your first name, but your
bank will know how you sign your checks.

2. Do not sign the back of your credit cards. Instead, put “PHOTO ID REQUIRED”..

3. When you are writing checks to pay on your credit card accounts, DO NOT put the complete account number on the “For”
line. Instead, just put the last four numbers. The credit card company knows the rest of the number, and anyone who
might be handling your check as it passes through all the check processing channels won’t have access to it.

4. Put your work phone # on your checks instead of your home phone. If you have a PO Box use that instead of your home
address. If you do not have a PO Box, use your work address. Never have your SS# printed on your checks. (DUH!)
You can add it if it is necessary. But if you have it printed, anyone can get it.

5. Place the contents of your wallet on a photocopy machine. Do both sides of each license, credit card, etc. You will
know what you had in your wallet and all of the account numbers and phone numbers to call and cancel. Keep the
photocopy in a safe place. I also carry a photocopy of my passport when I travel either here or abroad. We’ve all heard
horror stories about fraud that’s committed on us in stealing a name, address, Social Security number, credit
cards.

Unfortunately, I, an attorney, have firsthand knowledge because my wallet was stolen last month. Within a week, the
thieve(s) ordered an expensive monthly cell phone package, applied for a VISA credit card, had a credit line approved
to buy a Gateway computer, received a PIN number from DMV to change my driving record information online, and more. But
here’s some critical information to limit the damage in case this happens to you or someone you know:

1. We have been told we should cancel our credit cards immediately. But the key is having the toll free numbers and
your card numbers handy so you know whom to call. Keep those where you can find them.

2. File a police report immediately in the jurisdiction where your credit cards, etc., were stolen. This proves to
credit providers you were diligent, and this is a first step toward an investigation (if there ever is one).

But here’s what is perhaps most important of all: ( I never even thought to do this.)

3. Call the 3 national credit reporting organizations immediately to place a fraud alert on your name and Social
Security number. I had never heard of doing that until advised by a bank that called to tell me an application for
credit was made over the Internet in my name. The alert means any company that checks your credit knows your
information was stolen, and they have to contact you by phone to authorize new credit.

By the time I was advised to do this, almost two weeks after the theft, all the damage had been done. There are records
of all the credit checks initiated by the thieves’ purchases, none of which I knew about before placing the alert.
Since then, no additional damage has been done, and the thieves threw my wallet away. This weekend (someone turned it
in). It seems to have stopped them dead in their tracks.

Now, here are the numbers you always need to contact about your wallet, etc., has been stolen:

1. Equifax: 1-800-525-6285

2. Experian (formerly TRW): 1-888-397-3742

3. Trans Union: 1-800-680-7289

4. Social Security Administration (fraud line): 1-800-269-0271

We pass along jokes on the Internet; we pass along just about everything. But if you are willing to pass this
information along, it could really help someone that you care about.

Blogs as personal knowledge management tool

I'm in the midst of a similar project as a way to learn WordPress as a step toward converting McGee's Musings to WordPress in the not too distant future.

In the opening post, John Hesch quotes an observation from Paul Allen that struck home forcefully:

But like some other good habits I have developed over the years which
are hard to teach and harder yet to convince others to do (like taking
notes at every meeting you attend, and storing all your personal
knowledge in a searchable database), I have a very hard time convincing
anyone to start their own blog. Most think it would be a waste of time
[Paul Allen: Internet Entrepreneur]

Last weekend I did a seminar at DePaul University's School for New Learning on
the topic of personal knowledge management and I've been thinking on
this odd problem of technologies that need to be experienced to be
understood.

Blogs, wikis, and social software all suffer from this need to
spend time with them on their own terms. In organizational settings,
this makes them hard to introduce. Decision makers want a clear story
about investment and return (and they'd prefer hard numbers). I'm still
working out how to best formulate one. I suspect it will depend on the
unique characteristics of each organization.

The series continues with Part 2, Part 3, Part 4, and Part 5.

Creating My Personal Information Manager Using WordPress. Creating My Personal Information Manager Using WordPress:
A very interesting step by step series of instructions (in three parts
so far) of creating a PIM using WordPress. John runs Blogging Pro and
is by no means new to WordPress. [Weblog Tools Collection]