“…Or, The Silver Dragon Discovers Kanban…”
Indeed, I have not been living under a rock for the last three decades. The term “kanban” has entered my ears, mostly in connection with my husband’s factory (he’s plant manager for a (small? medium?) manufacturer.) It never occurred to me that it could simplify my life.
I came across Trello when looking for something to help me collaborate with my son, Andrew (also a writer, also ADHD) on a story. We needed something that was visual because both of us aggressively filter auditory signals and distractions and/or quickly learn to ignore them. We needed something that didn’t look or smell like specialized email (I’m looking at you, Asana, and you, Evernote Work Chat) because email almost never gets Andrew’s attention (if I want him to see an email message, I text him to look at his email.) Messages had to look and smell like specialized texts, be controllable so that the level of interruptions is minimal (for me), and the project management had to be very visual for either of us to be able to work with it.
It also had to be cheap or free.
Trello met all those criteria. The fact that it is the tool the many collaborators of Habitica (formerly Habit RPG) use to coordinate their efforts is an impressive endorsement. After all, many of those who find Habitica useful have attentional challenges…
I set up my current writing project rather easily using the project management information I’d already captured in iThoughts (another post for another Tuesday.) While researching Trello, I’d come across references to it being a kanban-style project management app. So, I researched kanban, kanban for knowledge workers, personal kanban, and picked Hubby’s brain.
Net result: I now have a personal kanban board (On Sandra’s Plate), separate from my writing projects. New stuff I put into my writing projects is automatically pushed into my GTD collector column, “Unprocessed,” with an IFTTT recipe. Reminders from Siri — another IFTTT recipe, straight to “Unprocessed.” I can still use Evernote to collect, because I’ve automated that with a Zapier script to stuff everything in my ToDo notebook into, you guessed it, “Unprocessed.”
Once a week, I go through the Unprocessed stack and categorize the stuff therein more or less as in “The Secret Weapon” and move it to the “Unscheduled” stack. I look at my Google calendar (via Pocket Informant) where my periodic non-daily items live, and move things from “Unscheduled” into “Scheduled,” with due dates that don’t overload any one day with more than 5 things to do (appointments count as things.)
Yet another Zapier script moves all those periodic non-daily items into my “On Deck” stack on the day they’re due.
Every morning, I move anything left over from the “Doing” stack yesterday to “On Deck.” I pull stuff due today from “Scheduled” into “On Deck.” Periodic items due today have already landed there courtesy of Zapier. I look at the pile, reschedule if I need to in order to limit the “On Deck” items to five (change their due dates and move them back into “Scheduled.” Or maybe delete them if I decide they’re not that important after all…)
I then pull ONE item out of “On Deck” into “Doing.” I do that. I move it to the “Done” stack. Then I pull another item out of “On Deck.” There’s never more than one item that I’m “Doing” at any time. Even when I get distracted (never “if” I get distracted. I’m ADHD; distraction happens) it’s hard to avoid that glaring one “Doing” item. It never gets lost in the visual murk.
For those of you who were wondering, yes, I still use Habitica to provide myself with incentives, more for daily routine checklists (I loathe their non-repeating ToDo handling.)
So, more detail on iThoughts, and possibly more detail on how I automate recurring tasks to show up in Trello, next week.