Don't overuse Alarms, do this instead - DBR 025

Do Busy Right - The Task and Attention Management Podcast

Today I'm going to talk about our need for more reminders and fewer alarms in our lives. This is critical for two reasons: one – we use the wrong tool for the wrong job, with predictable results; two – once you understand, you’ll see the value of the tool that I’ll offer to you. I’ll start by talking about two types of tasks. Then we’ll look at reminders and alarms as task signals. Finally, we’ll match the tool to the task type. Near the end, I’ll give you a way to create the correct tool and start taking advantage of reminders in your world – this will reduce your distractions and interruptions and improve your ability to focus and deliver. First, a story…

• Tornado sirens and other alarm-style task reminders

Kinds of tasks

• ‘Started by’ and ‘Finished by’ vs. Alarm style and Reminder style
• Started by examples
• Finished by examples
• So we can see that most of our need is for Reminder style

Task signals

• Important to our peace of mind and clarity
• Postponing tasks
• Defining task signals
• So in Attention Compass, task signals are important
• Unfortunately, we (and our tools) are not very good at reminder-style task signals. This causes problems in our systems – creating unnecessary interruptions

Two kinds of task signals – high urgency and low urgency

• High urgency = Alarm
• High urgency = Interruption
• Low urgency = Reminder
• Low urgency = systems and planning

Look at your environment and the tools available

• Most of the task signals in our system are designed as alarm style
• When what we actually need are more Reminder style task signals
• The problem is our environment and tools are alarms-style, so we tend to use them exclusively and (probably) incorrectly Here’s the problem that creates.

Think about reminder style task signals

• Think about how few of your tasks must begin at a precise time

Tickler file as a reminder-style task signal system

• The correct tool for reminders is a 100-year old technology called a “tickler” (or “suspense”) file

I’ve got a resource for you

• You can get instructions on how to create this filing system at dobusyright.com/tickler-file. This is my free gift to you. Pause this and go do that.

Now you can create your tickler-file-based reminder system. Our tools tend to force us away from using the right kind of task signal for the right kind of task. We're forced to use alarm-style, because that's what is mostly available to us. I offer the tickler file as a reminder-style alternative for task signals. Using it well requires that we review it on a regular basks. But using it properly will reduce the number of interruptions/distractions in our lives. This allows us to maintain our focus when we need to put it on a task. Better focus allows better and faster task completion and deliverables. A tickler-style reminder system is built in to Attention Compass. The stand-alone tickler will help you handle 20%-25% of your information. So when you implement it, you'll still have some gaps in your overall attention and task management system; but, it's a start. When you're ready for the full toolset, I'll be here. Implement a tickler file in your own workflows. Go here: dobusyright.com/tickler-file.