I told you about Jello Dashboard, a nifty tools that plugs into Outlook as an alternative “home screen”, a while ago. Last week, the developer Dr. Uqbar released the new version 4.5 of Jello Dashboard. It is still beta software, and still free.

Pain free GTD implementation in Outlook
While there are ways to model tasks and task views in Outlook so that it gets many GTDish features, it always involves some compromises. For example, I got the context view down, I can see items for review, “+ waiting for” and “+ someday maybe” items get out of my way, and I can sort by context – but still, there is no good way to group contexts by project, which for me is an important feature, and no good way to assign Next Actions, which is a crucial part of GTD.

Jello Dashboard takes the weight off your shoulders. It knows your calendar items. It knows your tasks, and your inbox. After installing it, you can dig right in, create the categories and projects you need, and then work right out of it.

The important thing is: Jello does not tinker with your Outlook. It is basically a (very sophisticated) HTML/JavaScript page that plugs into Outlook. All functionality of Outlook remains the same, your tasks stay where they are, so do your mail and your calendar.

Speaking of my experience, running Jello on Outlook 2007 and Vista, Jello installs easily and can be removed just as quick. Plus, the small community (see the Google Group) is active and the developer is very responsive (he just recently added a feature that allows me to use the “+” in category names after asking for it in the forum), so when you got issues there is support. It is free. It gives you projects, Next Actions and context views just like you wish you had them. Enough reasons to give it a spin, if you ask me. I am doing the same on this side of the internet. I like it so far – maybe struggling with manual implementation in Outlook for a few months made me more accessible for the idea that this could work for me. The killer feature is Outlook integration, for sure, and for this I am ready to forgive minor performance issues (it could be snappier) and wait for a few little kinks to be worked out.

Don’t forget the basics
Remember: Jello Dashboard is a nice tool – but you can only use it to full effect when you are familiar with the basics of GTD methodology.

Have you tried it? Share your experiences in the comments!

“Getting to work on the big things” in consulting needs to be put in perspective, I think. We live by projects, and the big thing seems to be just that: The project you are working on right now. This is, of course, also the expectation of superiors and customers alike – they want your full power and energy on their topic, right now, and they pay you to do so, after all.

As a project leader, you will often already live by the good, C-Type procrastination that Graham proposes: You focus on identifying the clients’ real need, you build and enforce the relationship, you make sure that the project is on track and that the right things are delivered on time. If not – I am not speaking from experience here – you might want to re-evaluate what you are spending your time on, and if this is leading you where you want to be. Your team is there to get the nitty-gritty details. Don’t try to micro-manage. If you spend more time working out hotel deals for your team than thinking about your client, you are procrastinating the wrong way.

As a more junior consultant, the same idea of tackling the big stuff applies. In project reality, compared to the project lead,  the feeling might be quite different. You are remote from the big picture. You are working on a stream in the project, and the world to you often ends at the edge of the Excel sheet you have to build. This, for most junior consultants, is not perceived as a big, exciting, potentially world-changing problem to solve, but more than a task that has to be done. Ok, I am getting sidetracked here – now it is about motivation instead of procrastination? There’s a link: When you are motivated, and have an idea why you do what you do right now apart from “I was told to”, you are much less likely to procrastinate on that issue.

So what can you take from Graham?
The senior – go tackle the big issues. You give your team sense and direction. As I am not in your shoes, I can’t give advise from own experience, sorry.
The junior – Yes, of course. Getting promoted to project lead soon. That’s not what I mean – I’d say, you can get your motivation up by getting yourself a better idea of the overall project, and thus decrease time used for bad procrastination. Use possibilities to see what the other streams are working on. Talk to the project lead over lunch about where he wants to go, and what the end result looks like in his/her opinion. Your ability to let go of what Graham calls “errands” might be limited, but you can, too, defer doing your expenses and replying to non-critical email for a while when cranking on your job. After you have given yourself an idea for why you are doing your task and how it impacts the big picture, chances are you will actually want to take all the time you can for it.

What about distractions?
Now this is a topic big enough for another article Come back soon, it might already be up then.

By the way, I am still crying myself to sleep at night because no-no-no-one has replied to the first KC hive mind yet. I know that there are at LEAST five living people reading this (might be six, have not called them all in a few days to make sure) – so hey, if you are so inclined, make my day and write a comment!

So however important you are (or think you are):
Open wit a greeting, address people by their names. Say please. Say thank you. End appropriately. Use upper case and lower case, and put in some grammar while you are at it. If you do not have enough time at hand to write a respectful email, pick up the phone and call the person. If there is not enough time to do even that, gosh, I am sorry for you. Go read some of the articles on GTD on this site to increase your personal effectiveness. Cutting down your mails to barfing orders is NOT the way to go to save time.

Ever suffered from the VP-one-line-mail hammer? Experienced good things because you paid attention to write sensible mails? Let the community know! (yeah, I am implying a KillerConsultant community here. Hey, we all have dreams!)

Short version:
When things get tough, keep notes of what is going on, so when the sh** hits the fan, you can back up what you say.

Longer version:
While everything is humming along, you might be taking the occasional note – scribbling “mail report to Ted” on a piece of paper that is your impromptu ToDo-List for the afternoon, for example, or putting yourself a reminder in Outlook. When the project gets in crunch-mode (i.e., you are under stress, and everybody else is), though, many people stop keeping notes. And when in real trouble (e.g., the customer is angry because a deadline was missed, there was a misunderstanding, you are accused of having stolen their lunchbags), people stop taking notes altogether and fall back to reactive-mode.
This is a bad thing. The worse the situation get, the more accurate your notes need to be. I am not talking about prose here. This is not a hidden procrastinators’ heaven. I am talking about keeping a logbook, on paper preferably. Here’s why:

• Under stress, you might forget something you needed to remember. Keep it in a list. Mark it done when it is done. It gives you security, and it makes you reliable.
• When a colleague tells you something that might be important later, like “the customer always spells easy as ‘eaZZy’. They like it that way. Please stick to this in all documents” , note it down. Otherwise, it is forgotten after five minutes, and only gets back to you in the night when the final presentation needs to be sent to the client.
• Note done what you agreed on with your team members and the customer. For meetings, there are meeting minutes (hopefully!), but for the quick 30-second call to confirm a fact, there might not be. Write down who you talked to, when, and what was talked about / agreed upon. This is a life saver. It is a much better thing to say “Bob, I am sorry that you expected me to make the analysis until today, but in our call on wednesday afternoon last week we agreed that it would have no real added value and decided to not include it” than “Bob, are you sure this was still in scope? I am sure we talked about that and agreed not to do the analysis sometime in the past!”
• When you sense that big trouble is ahead – lets say, the customer has been irate and angry for a week and threatens to call the whole deal off, and you think that your Vice President might not be amused at all – you might want to go even further and note more details down, like the delivery of documents and who was on the client site when. Of course, this borders on paranoia… as I said, when big trouble is ahead. Especially when things get really tough and you go into litigation (this does happen, unfortunately), you better know what was said and done.

I know. You have your ToDo-List in Outlook. Or in a textfile. Still – Keep a little logbook. Treat yourself with one of those fabled Moleskines, if you want. Write. Things. Down – and the worse the project gets, the more you should jot down. It will save your precious behind sooner than later.

Today let’s talk about a little trick to keep you focused on your work, and still get your newsfix from the outside world. Yeah, there is stuff going on around you, y’know? All kind of news. Things that pop up in your feedreader. Things that you come across while doing your desk research ( = googling like crazy for the topic at hand) that might not be completely relevant now, but sure sound interesting. The thing is to avoid being sidetracked during cranking hours, but have stuff ready at hand when you have time to indulge. Four things have made a big difference for me.

1. Google Gears
   Gears allows web apps to function offline and sync the new state back to their “mothership” once you go online again. Gears works excellently with Google Reader. So before you hop into the cab, train, plane, go to Google Reader, put it in “offline” mode (once you installed Gears, it will ask you if you want to use Reader with it, and will then provide you with a little green button in the top row to toggle online/offline mode). Now you can read through all your news without the need for an internet connection. It does not load images, so your subscription to cuteoverload.com will be no fun. Sorry.
2. Instapaper
   This is a nifty and free little web service. With an ultra simple interface (seems designed for iPhone access, but works with Blackberrys and your Laptop just as fine), Instapaper gives you the ability to make a “read later” list. To do that, Instapaper gives you a little bookmarklet (a bookmark for your browser of choice). Now, when you are on a website that sure is interesting, but you really need to get working on other stuff – just hit the Instapaper bookmarklet (I named mine, creatively, “read later”). Instapaper saves the link. Now close it, and do what needs to be done. Whenever, then, you have some time to spare, go to Instapaper, and voilá – your reading list is waiting for you. Unfortunately, no Google Gears support yet, that would make it even better.
3. DoPDF
   Whenever I find an interesting but rather long article online – you know, the type of Paul Graham essay (great stuff!) – I want to save it for reading when I have the time, and might want to print it out. Easy as pie. Of course, you can simply print it, but using the free DoPDF-Tool, you can (who would have guessed!) easily create a PDF out of it (it installs as a printer) and save it on your harddrive as well. Advantage: You can collect stuff you want to get on paper, and then print it all in one go, so that your colleagues don’t find your pumpkin pie recipie amongst their travel expenses.
4. Make yourself a folder called “INBOX” on your desktop. Now, the declutter-your-desktop-topic is one we can expand on later – for now let’s keep it simple: In the inbox, you can make a “to read” folder. Put those PDF’ed articles in there, and whenever you have a relaxed moment – travelling or in the hotel room – just open up that folder, and you have something interesting to go through

Now whenever you come across something on the web that you can’t attend to right now, there is a way to quickly save it, and you can get back to work. Then, when you have the time, things are at hand waiting for you. Try it out, and let me know how it works for you.

Yesterday night I found out about Randy Pausch. Randy is a professor at Carnegie Mellon University who delivered (and recorded) two very interesting speeches. One is called “Time Management“, in which he talks about very practical tips on how to get more things done in life. This is not a theoretical talk – it is very down to earth, it is full of things you can directly apply yourselves. The other talk is called “Really Achieving Your Childhood Dreams“. In this talk, part of CMU’s “last lecture” series, he talks about how he managed to achieve his childhood dreams, and how one can work towards that – or help others achieve their dreams.

The “last lecture” series at CMU is asking the speaker to imagine – if this was the last lecture he or she gave before they died, what would they talk about? For Randy, he needs no big imagination. Randy gave this speech knowing he will most likely die from the cancer he has in the next few months. He already knew that when he gave the speech on time management as well. Don’t shy away now! His lectures are incredibly funny. There is no darkness and sadness in them. All this frightening fact really does is make the speeches more intense. For me, on the receiving end, it feels like an incredible gift Randy has given to us. He even made the last lecture a book – how awesome is that!

When you watch those lectures, you wil realize what a fighting spirit Randy has. Not surprisingly, he is still alive, still fighting hard, still making the best out of the days he has. On his personal website you find a summary of all the things I just introduced to you, as we as updates on how he is doing.

So what can you take from that?

1. The lecture on time management will give you many good tips for every day effectiveness. Take for example the clues he has for being short and concise on the telephone. I am sure all of you have experienced that – you get on the phone, you need to clarify something quickly, or make an arrangement – and the person on the other side thinks that you definitely have time to discuss yesterdays soccer results and whatnot. Randy’s advise is to set a clear agenda in the beginning – “hi Bob, I’m calling because there are three things I want to clarify with you” – and get out of the call once the agenda items are ticked off. His version of “there are students waiting for me” can easily be converted to “I have to dial in to a telco” or “I have a meeting to attend to”.
   Of course, you might want to be a bit more elaborate with your todo-list than Randy tells you to (where are context and projects? Phew, REALLY!) and not rely on post-its for planning – greetings from GTD!
2. It is not doing things right that will get you where you want to get – it is doing the right things. In the second lecture mentioned, it is about going for your dreams. You can only achieve that if you actually know what your dreams are. If you do not know where you are headed, most steps you take will be in the wrong direction. So this is about the grand perspective of things, where instantly the (also recommended by Randy) 7 Habits of Highly Effective People come to mind. That book by Stephen Covey is, in my opinion, the ultimate companion to GTD. When you actually know what you want to do with your life, having “focus” instantly has a much deeper meaning. And be careful what you wish for. It might just come true.

Too philosophical?
Boring?
Right for you?
Guys, I love everybody coming here and reading.
Help me make it better – leave a comment, tell me what you think, what you like, what you’d like to see changed. Thanks!

Here are some tips on how to tame this wild animal – your next deadline. Because not making the deadline is just not on the list of cool things to do.

Concentration
Being able to concentrate under deadline stress is crucial to keep you productive.

• Set the email-check to manual. The ping/notification every time a new mail comes in (that you cannot attend to now anyways) will distract you, and you would need precious time to get back to concentration and pick up your train of thought. Blackberry users, set your profile so that you do not get a ring/buzz on incoming email.
  If you are expecting important mail, ask the sender to give you a quick call once the message is sent, so you can check you inbox then.
• Disable all IM clients. Doesn’t matter if it is private or corporate, IM has to go off. You have no time to chat.
• CLOSE, not minimize, all applications that you do not need. If you are working in Powerpoint and Excel, close the browser. Close Outlook. What you don’t see doesn’t distract you.
• When working in an office with many people, check if there maybe is a quiet office/conference room available where you can hack away without being distracted by other people’s phone calls, conversations, etc.
• Get everything off your desk that does not relate to your current work.

Staying creative
It is good to be concentrated. That is enough for tasks where you are just hacking away and can put your mind on “execute”. But what if you need to actually be creative, as in thinking of possible concepts for a strategic option?

• Have pen and paper available. For developing ideas, the link between your hand, eye and mind is more direct than when you are sketching things in PPT. When available, use your company’s yellow pads (those that are giving you the PPT-slide-frame, so that you can fill in action title, etc.
• Use a brown paper for your storyline. When creating a story, it is important to see it in its entirety. Again, this is better done on paper than on screen. Print out your slides (they must not all be ready to do this, you can start with only titles on the slides), put them on a board/brown paper/wall.
• Talk to someone who is not involved. Of course, you are short on time, so this is not the place for a tea party. Nevertheless, if you are braining away on an issue and do not come to a conclusion, present it to someone who is not involved. Often, the act of expressing exactly what your issue is, helps you to process and solve it.

Staying awake
Unfortunately, deadlines often result in late nights or all-nighters. So you need to stay awake beyond your normal comfort zone.

• Get yourself a decent supply of caffeine. For me, a good mix of coffee and coke works well (not cocaine, buddy. We are not bankers ). Energy drinks tend to create too much of a sugar/caffeine high that fades quickly and leaves you more tired than you were before.
• Switch all available lights on. Trick your body into believing it is day.
• Make it cold. Not freezing cold, but the warmer the room is, the easier you get tired.
• Sit at a desk. When working away in the hotel, chances are the bed looks really nice to sit on and do some work… and then you wake up in the morning with the imprint of the keyboard on your forehead. Sit on a chair at a desk.
• Listen to energizing music. Chances are that your customer is already at home with wife and kids when you get cranking – so it might be possible to get the earplugs out and put some good vibes on. Avoid singer/songwriter type of music – the type where you actually listen to the lyrics -, you don’t want to distract yourself too much, just crank up the mood.
• Take power naps. In your chair. Set the alarm to LOUD, set it to 15 minutes. Not more. When the 15 minutes is up, stand up, stretch, move around, get back to work. DO NOT EXTEND THE 15 MINUTES, that most of the time means you are losing the war against sleep. For power napping, I love pzizz. For the extra kick, you might want to try the caffeine nap.

What are your favourite techniques for cranking the deadline? Share in the comments!

I get the feeling that GTD was not designed for consultants, at least not when it comes to the proposed setup. 43 folders tickler file? How do I get that into my briefcase? Making new folders for every project that comes up? Carrying that as well? Yeah, right. I actually had the folders implemented, and always took those for the week with me. It was not too big a stack, and at the end of the week I sorted it back into my file cabinet, archived stuff that I had collected over the week, and took out the folders for the next. Unfortunately, there is not always a cabinet available to hang my folders. Now I am down to an organizer-type thing – like an A4 booklet, it has seven partitions of sturdy paper, and in them I sort everything I need for the next week (Monday to Friday), plus stuff that goes back to the Archive or the Tickler. That does work quite well… but let’s be honest, most of us don’t carry paper in an organized fashion, apart from the travel expenses that need to be claimed.

Most consultants live out of Outlook.
(For those of you forced to work with Lotus Notes, I am sorry. Maybe you were a mean kid and deserve it? If not, go complain to your IT department)
Living out of Outlook can be a blessing, and a huge pain. It does mean that your calendar, your mail and your tasks are in one place, and sync with your blackberry or whathaveyou-Exchange-compatible phone. It means that you can arrange meetings with your colleagues and not miss the important “changes due on Monday, 8am” mail from your boss Friday night.
Unfortunately, Outlook (and especially its ToDo-features) is not built with GTD in mind. There is no notion of projects and contexts by which you could sort from the getgo… but fear not! The mighty powers of the internet have caused other people to tackle that issue before you. Here’s a quick list of places to go:

• Jello.Dashboard
  This freeware (beta) gives you a GTD-feasible dashboard view on outlook. Looks promising, but as the developer says it is not compatible with Exchange yet, I can’t try it out, and only those of you with a standalone Outlook (Lonely knights of consulting) should. [Edit: As Jello.Dashboard's developer, dr. Uqbar, pointet out in the comments, the plugin generally works with Exchange, but he cannot test it thoroughly, lacking an Exchange environment, and thus can't guarantee it will run under all circumstances.]
  
• The official GTD plugin from Netcentrics
  This is a plugin for GTD licensed by David Allen Co. – so it must be good, right? In addition to supplying new Task-views that implement Contexts and Projects, it adds a custom toolbar to your Outlook, with which you can easily file, mark as someday/maybe, etc. … it is not free though, after a 30 days trial it costs you USD 69.95… now lets see if we can do better than that:
• Melissa MacBeth gives some good tips on how GTD can be implemented with Outlook 2007′s own tools.
• And finally -for the Outlook part of today: The three – part – tutorial from David Ornstein on embedding the GTD workflow into Outlook 2007. This is deep stuff, it will need some (very well guided) work on your side – but hey, even the folks from DavidCo were impressed – maybe it is worth the effort for you as well?

So you see, there are possibilities to improve your life in Outlook by a vast amount. If you try some of this stuff out, let me know how it goes!

As for me – I am still stuck on a homegrown solution of ToDo-Views, which to implement projects and contexts basically… but it is a hard trick for me. See, I am a Mac user by heart. I have sworn never to have to work on a lousy Windows machine once I made the switch… until my new job came around the corner, and all you get is a ThinkPad with Vista pre-installed, Blackberry and Office 2007. Period. Being a newbie, asking for special treatment was not an option (especially not in a big firm, where you do not really have a lot of choice over your hardware in the first place). I miss my OmniFocus big time. *sniff*. Anyway.

In the next week, we will look at online-options of implementation, for those of you not wanting to tinker with their Outlook, and those who might want to integrate personal and work task management.

Do consultants even need stuff like that?
I mean, come on. This is a performance profession. Consultants must have all this down from the get go, right? Have you ever met a consultant who struggled juggling tasks? Oh… you did. Have you ever seen a consultant working longer hours than he already does, because things got a bit lost on his big list of “Priority 1″ items? Oh… you did. So the answer of course is (and you saw that coming): YES, we do. Dearly. And because our job is so fast paced most of the time and because we are in the professional services industry, it is crucial for our success and our sanity to be organized, get things done and juggle our plates.

What this GTD-stuff is all about
GTD, the methodology, not the wish to get things done, was created by David Allen. GTD is about…

Capturing anything and everything that has your attention.
Defining actionable things discretely into outcomes and concrete next steps.
Organizing reminders and information in the most streamlined way, in appropriate categories, based onhow and when you need to access them.
Keeping current and “on your game” with appropriately frequent reviews of the six horizons of yourcommitments (purpose, vision, goals, areas of focus, projects, and actions)

(Taken from the source, here) Sounds good? Sure did to me. As there are many many good intros to GTD, I won’t try to sum it up again. For a start, read the great article on 43folders, and when you are done there, and you still like the ideas of GTD, then fork out the ten bucks and get the book (amazon us / amazon de).

Now that you got an idea what GTD is about, get ready for next week, where I will introduce the first of many GTD-tools to you that can make your life as a consultant a more organized, stress free and relaxed one.