I got some questions recently on how I use Autofocus 4 for time management and I thought I’d answer them here.
Are you using pen and paper or a computer?
I’m using pencil and paper. (For some reason, pen doesn’t feel right for AF4) My paper is a simple composition book with ruled lines. I divide each page into two columns. I connect crossed out items with vertical lines to make it easier to spot unfinished items.
Do you have a separate notebook for personal/home tasks?
Yes. Though I have considered otherwise and I have a friend who uses just one and he likes it. I prefer having two because I don’t like to mix work and family. I do, however, bring my home book to work so that I can write down ideas that need to be done at home (and vice-versa). I would probably keep just one if I was self-employed.
Do you find that Mark’s recommendation to ignore task priority works for you?
Yes. However, I’m still getting over feeling nervous about it. What I find important is to keep the discipline. One of the rules is to scan the list before I start acting on it. This let’s my intuition kick in before I decide what needs to be done. That way I don’t forget about important things. A very valuable feature of AF4 is that it highlights the stuff I have not touched in a long time and it begs me, pleads with me, cajoles me into doing something about it. About half the time, I simply highlight the item so I can forget about it and move on. The other half of the time, I force myself to do 5 minutes of work on it so I can move it to the front of the list. Oddly enough, this feels quite satisfying and I am surprisingly productive when I do it.
Along the same lines, what do you do when a task comes up that should get addressed soon/immediately?
This is where the philosophy really kicks in. The first thing I observe is that 95% of everything that is “urgent” is really not as urgent as we think. Case in point- when I got these questions, my impulse was to answer them immediately because I had all these ideas about them. Then I settled down and focused on the rules. I wrote down a task to answer the letter and finally took it on when the time was right (after some more pressing tasks were completed). For those rare, truly pressing tasks, I find that as long as I keep the rule of scanning the list, my intuition forces me to work on them. For instance, I got an email this morning saying that an output of mine was broken and it was urgent to fix it before an 11am meeting. I wrote it on my list and then went back to scanning my email. Then I scanned the AF4 list, did a few items on my backlog that I felt needed to be done, and then my brain started screaming at me to do this one item. I couldn’t even concentrate on what I was reading. I got it done way ahead of schedule and was able to feel very satisfied in all the work I had accomplished.
So, what seems to me to be the most wonderful thing about AF4 is this discovery that I have a personal assistant to help me focus on what’s important. So far this has not let me down and my confidence in “my little personal assistant” is increasing.