Tag: workflow

Claim your Kanban 101 badge!

Kanban 101 badgeYesterday, in HOWTO: Trello Kanban I showed how to use Trello for a Kanban-style workflow. It’s already proved to be one of the most popular posts I’ve written this year, and was picked up by the Trello team!

To me, the logical next step is to issue an Open Badge for getting started with a Trello-based Kanban system. That’s why I’ve created the Kanban 101 badge.

It’s deliberately low-bar. All you have to do is:

  • Set up a Trello account
  • Create a new board with (at least) three lists: To do, Doing, and Done
  • Add cards for new actions
  • Share a screenshot or link to their board being used in practice

If you get stuck, you can always watch the screencast I recorded yesterday!


Not received an Open Badge before? There’s more about the Open Badges Infrastructure (OBI) here. Once you’ve earned the Kanban 101 badge you’ll be given the option to ‘push’ it to the Mozilla backpack:

Kanban badge acceptance

I’m using p2pu.org to issue badges as they’ve got a really nice traffic light-based flow for reviewing evidence.

Claim your Kanban 101 badge now!

(note that this is in no way affiliated with Trello, I’m just a fan!)

The ABC of creating a system for personal productivity

Productive systems* are about heuristics and workflows. You can spend too long thinking about this stuff. Trust me, I have done. 😉

Here’s an approach that works for me. It might do for you, too. Ask yourself whether the system you’ve currently got meets the following ‘ABC’ conditions. If not, you might want to tweak it.

  • Is it Accessible?
  • Is it Beneficial?
  • Is it Collaborative?

These should be fairly self-explanatory, but if not, read on…

Accessible

Every part of your system should be available to you, wherever you are. The easiest way to do this is to either use a service that syncs between your smartphone and laptop/desktop – or use a paper-based notebook.

There’s benefits and drawbacks of using both digital and analogue tools. Digital tools can often be accessed from anywhere, but often require an internet connection and/or a device with power. Analogue tools, meanwhile, are flexible but need to be taken with you everywhere. If you forget them, then you’ve got a problem in trying to get hold of the information they contain.

Beneficial

Some productivity tools are what some people call ‘productivity porn’. That’s to say they’re super-slick and give the feeling of doing something to improve your system. In fact, they instead monopolise your time that should be spent doing the actual work you enjoy (or get paid for).

Coming to a decision around this can be difficult, as some tools have a learning curve. With others, the benefits don’t become clear until you’ve used them a while. Tagging can be a bit like that. I’d suggest not jumping on bandwagons, but instead let others review tools and techniques before trying it yourself.

Collaborative

This is perhaps the condition that actually needs some explanation. Imagine your work, your productive system is a jigsaw piece. Unless you’re in charge of absolutely everything in the work that you’re undertaking, you’ll need to inteface with someone else’s system at some point. Even if you use the same tools, you’re probably going to use them differently.

Unless you’re dealing with sensitive information, you might find openly sharing your productive system (your to-do list, your notes, etc.) might be of value to your co-workers. They, for example, may decide to adopt similar conventions around tagging, or use the same headings for their Trello board.

It’s also worth saying that if you use tools designed to be used by more than one person, there’s a chance they can join your workflow. This leads to less disruption for you – and greater productivity!

Conclusion

I’d be really interested to find out whether you think this ABC approach is useful – and what you’d add or take away. I know we’re all interested in creating the perfect system, so I’m minded to end this post by a warning from Clay Shirky:

I actually don’t want a “dream setup.” I know people who get everything in their work environment just so, but current optimization is long-term anachronism. I’m in the business of weak signal detection, so at the end of every year, I junk a lot of perfectly good habits in favor of awkward new ones.

* I’d loosely define a ‘productive system’ as a combination of tools and techniques that allow you to get things done efficiently.

Image CC BY Kyle Van Horn

Web apps and workflows

The JISC infoNet team of which I am part are presenting at the Support Northumbria conference next month. We’re presenting a smorgasbord of delights for delegates with my part focusing upon workflows.

We’ve done plenty of work as a team on mapping our workflows but, given the fast-paced world we work in, I’ve not thought through mine as a researcher for a while. I decided to break out the crayons this afternoon, therefore, and think through both what I’m currently doing and how I can make that process more effective.

The first thing I did was to create four columns, reflecting what I consider to be the stages of research I go through:

  1. Inputs
  2. Lenses
  3. Curation
  4. Synthesis

Once I’d done that I placed every web app I use regularly into one of the columns (or ‘other’) and then identified which are core to my productivity. Then I thought how they fit together and how I could hone my workflow. I came up with this:

The grey river thing to the left stands for sources of information whilst the one in the middle for projects (current and potential).

I’ll no doubt have missed out something huge, but it was an interesting process to go through. I realised, for example, that I need to pay for Evernote on a yearly basis (I’ve been paying on an ad-hoc monthly basis) and use it more consistently. Also, I hadn’t carried out the very simple step of auto-feeding my Amplify RSS into Licorize as I had done with my starred twitter items!

How I deal with email.

I get quite a bit of email. Even more, now that I’ve pretty much abandoned RSS and subscribed to news sources and blogs via email.* There’s various approaches to dealing with email (e.g.s – Inbox ZeroGTD, etc.) but, for what it’s worth, here’s my ‘system’. I haven’t read or watched videos of the others – they may be similar, they may not. My system (if I can call it that) depends on a GMail-like ‘star’ feature, so may not be useful for everyone:

How to deal with email

* Why don’t I use an RSS feed reader much any more? Getting update via email forces me (under the system outlined above) to read new stuff at least once a week. It’s also rather depressing when you see you’ve got literally thousands of unread items in your feed reader… :-p

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