I never did anything worth doing by accident; nor did any of my inventions come by accident; they came by work.
Thomas Alva Edison

I got an interesting comment today:

pls provide tips for unleashing creativity

It has always been my position in this blog that ideas ‘just come’ when you spend time working on a topic, and that the main problem is not getting ideas but getting good ideas that you realize. Organizing Creativity is all about that and as succinctly put in this poster, I believe it is not only possible but needed to achieve great works.

But what if you do not get ideas automatically? A colleague of mine once told me that he thinks that great artists recognize when something either is interesting from an artistic point of view or has the potential to be interesting. A musician who is inspired by some sounds in his environment for a great tune or a photographer who suddenly stops because he sees a great motif would be perfect examples. These people can benefit hugely by organizing their finds. But if you do not belong to these people — what do you do then?

Frankly, good question, I have no idea. I have included creativity techniques. You find them in the HTML version of the first book, or in its PDF, and they are also in the draft version of the second book. But whereas I think that these ‘techniques’ can give you ‘an excuse’ to spend time ‘just thinking’ about a problem, I also think that they are totally useless unless you really, really know the subject.

Heinlein coined the acronym TANSTAAFL (There Ain’t No Such Thing As A Free Lunch). This is also true for creativity. You can’t imagine it as a wild dog that you simply ‘unleash’ and that will do the work for you. You have to work yourself first, to get the materials to work with, and afterwards, to implement the ideas you had.

Hey everyone,

I’m still working on the second edition of Organizing Creativity.

It takes longer than expected (it is a spare time project), so, I’m putting the current draft version online.

It contains the content of the wiki I had here, so I have removed it.

Like I said, it’s a rough draft — some parts are (almost) finished, others are missing in part or completely — but to make the best of the longer work process, posting it online gives me the opportunity to ask for feedback. This is your chance to influence the final version. What do you think of the content and/or the layout? Any suggestions for improvement? I’d like to hear them. Drop me a line at danwessel@organizingcreativity.com or write a comment.

All the best

Daniel

“Sure, I had tried out the Hipster PDA (verdict: too hipster), read up on the Moleskines (verdict: too much pressure to be the next Hemingway and Picasso), and even thought about Getting Things Done, but I just wasn’t up to the task.”
Bill Westerman on http://www.utilware.com/gsd3.html

I’ve already written a short entry on OmniFocus when I started to try it out end of November last year. After almost two months of experience with the program, I really like it — and what’s important, I think it helps me do my work more effectively.

Here’s a short overview of my workflow, somewhat inspired by the excellent series at asianefficiency.com:

Short work description and programs/apps used

I am a scientist. Most of my work is in the office behind a computer, so I can use the desktop version of OmniFocus. However, I also love to walk — for good reasons like health, time for ideas, fresh air to clear the head — and I spend about 60 to 90 minutes each day walking (30 to 40 minutes for each way to and from the office, some walking during the lunch break). And I love to use that time – including for task management and actually doing the task. Given that I can type while walking without walking into lampposts, I use the time to go through my day, plan the next actions, and do as many as I can (you can do a lot with mobile eMail). So I use the OmniFocus App as well — and far more frequently.

Adapting and Using the OmniFocus App

You can and should configure the App in many ways, and given that the desktop version mirrors this structure I focus on the mobile version here.

	The overview of the App is reordered to have the most frequently used actions on top (easier to reach when holding the device in the right hand and typing with the right thumb). Inbox — if I quickly need to capture a task without having the time to sort it into the correct project. Projects — all projects (see below) Flagged — you can flag action selectively. I use this feature extensively to decide which actions I want to do on that day (and only those actions I want to do on that day!). See below. Forecast — beautiful view of the tasks that are due today (according to due dates, not according to flag status). Contexts — Tasks have a context, usually used to describe the places or circumstances you need for the task, e.g., some tasks can only be done at home (e.g., repair the roof), others require specific people, etc. See below. Map — If you have set locations to your tasks. I do not use the map frequently enough for it to be of use to me. Search — like the name says.
	Rituals (idea from asianefficiency.com) is the first project I open each day on my way to work. It has six repeating tasks that reappear each day. Going through these rituals helps me to prepare for the day. As you can see, I review my annual goals (because otherwise I forget them), my monthly goals (work and private — monthly because this is the largest time horizon I can sustain), review my calendar for tasks that absolutely have to be done today (usually meetings or other time critical stuff), review the waiting for context (all tasks with the context currently set to “waiting” are listed there, useful to remind others of their tasks ), process the Inbox (e.g., assign projects and contexts to these tasks) and finally — and most importantly — pick the most important task for the day.
	I flag any actions that I want to do on the given day — and only those actions I think I can actually do. Reason being I think if you have all your tasks visible you have to do, it overwhelms you and you are prone to do nothing. Thus I plan each morning after reviewing the information in “Rituals” (see above) what I can actually do on that day. If I finish early, great, if not, I plan more carefully the next day. Of course, there are other pressing tasks that I would love to do that day but really cannot. So I have a second layer of tasks that are critical. I use a context (see blow) called “Do (soon)”. Each task that I should do soon gets this context, in comparison to the normally used context “Do” (for a task that is not so time critical). Point being, I can quickly see which tasks are also pressing, yet I only see the tasks I have to do today. Note: I rarely use “Due” dates, because for fixed appointments I use the calendar (which fulfills a different purpose than a task manager) and which data OmniFocus also shows (see “Forecast” below). Other tasks are often time criticalbut not that critical to do on a specific day, so due dates do not make that much sense for me. OmniFocus shows you the Task and the Project (smaller in gray) below the task. This is usually all you need. You can put in more information, including longer text notes, images and sound recordings in the task entry.
	Projects gives an overview of all the tasks, sorted and grouped into projects or project folders. They can be sequential (first task in project has to be carried out before second task, etc.), parallel, or single actions.I use two folders — private and work (see below), a sequential project called “Rituals” (based on asianefficiency.com), and three single actions projects (annual goals, private monthly goals, work monthly goals). OmniFocus is great in giving you exactly the information you need, e.g., the amount of projects, how many are overdue or due soon, and it allows you a quick view on all remaining actions. Note that “Annual Goals”, “Monthly Goals (work)”, and “Monthly Goals (private)” are not tasks per se that are integrated into “Work” or “Private”. They are high-level reminders. Whereas they get checked when they are completed, it is the tasks in “Private” and “Work” that I refer to in doing them. The reason for having them as single “tasks” in an extra project folder is that I have a lot of private and work projects, but not all are goals for the given month or year. That is a conscious decision where a simple review of the “Private” and “Work” folder would overwhelm me each day.
	I have split the projects in two general categories — private is the first one (I’ve covered some text because — well, it is private). There is “Single Actions” for all the miscellaneous stuff that does not warrant an own project, some projects that are important to me, and a “Private Someday/Maybe” section for all the future stuff I would like to do. I strongly recommend keeping such a list — it keeps the ‘more distant wishes’ away from the current todo’s …
	The equivalent for the work projects. As with the private projects, one “Single Actions” project for miscellaneous stuff that does not warrant an own project, some projects (including teaching and publications, sorry for the German-English mix here), and of course a someday maybe folder (not visible).
	I use only a few contexts, as most of the work I do couldbe done anywhere. Do (soon) — For tasks that are time critical yet not fixed to a given date. Do — All other tasks I simply have to do, no matter where. Errands — The only location specific task, or rather, the context that specifies that it is neither the office (sorted under work projects) or (most likely) home (sorted under private projects). Waiting — Important context, each task where I have to rely on/have delegated the task to someone else gets this context. It’s no longer a “Do” or “Do (soon)” context because I cannot do anything but remember the person to do this task. I check this context each day during the “Rituals” (see above). Annual Goals, Monthly Goals, and Rituals have these contexts to prevent interfering with “Do” or “Do (soon)” tasks. I do not use “office“, “home“, or “people” contexts, because most of my work tasks I can do anyway, I look at my private projects usually at home (or on my way home), and I love eMail communication so there is no need for a people context because I can reach them anytime and anywhere.
	Forecast is a very interesting function that brilliantly displays a lot of information. On top it shows you the overdue tasks (here: 4 in the Past, it doesn’t matter really when they were due, I missed them, that’s what counts), the tasks due today (here: none), and the tasks that are due in the next four days and in the future (here: 6 on Monday — my rituals, 1 on Wednesday, 1 on Thursday, 5 in the Future). Due Today would show tasks that are due today if there were any. Calendar Events access your calendar and shows the appointments of your calendar. Very useful and very interesting view — if it were a time-frame it would show small bars, giving you a good overview of the day in minimum space.

Working with it

I think what makes this solution work for me is that I have integrated it into my daily life. I walk to my office and have time to review and plan the day (and do those things that can be done via a quick eMail). I can use my iPhone with only one hand (using the other for the coffee I drink while walking or the umbrella if it’s raining).

What matters to me is that I have a view (flagged tasks) where I see only the tasks I have planed to do that day, preventing me to be overwhelmed (I have configured OmniFocus to show me only the flagged items as badge count, which makes sense regarding the way I use it). At the same time, I can easily see my goals for the year, or month, or all my work and private projects (and their specific sub-tasks), allowing me to see the big picture easily (at least regarding the tasks — the why is something different).

It also matters that I can add new tasks quickly, even when I am on the move. All data I enter, e.g., while walking to another office at work or while going through the city, is immediately synced with the Desktop version of OmniFocus. I do not think about backups here, OmniFocus does this for me.

Likewise I adhere to David Allen’s golden rule to do any task immediately that takes less than two minutes, and I have tweaked this rule a bit (i.e., improved my infrastructure to make more possible within two minutes).

And finally the often mentioned but rarely adhered rule: Tasks should be easily implementable. Make them concrete and think what the next step is you have to do, instead of just writing down what you want to achieve (exception: high-level goals that serve purely as reminders).

Final comments

This way of using OmniFocus is a little different than the ways proposed on asianefficiency.com. And I think that’s an important aspect: A task management system must work for you and you have to try out a few things to find a solution that works for you. Luckily, you notice the amount of work you do and whether you are happy with the solution or not. OmniFocus is — unfortunately — quite expensive, but it offers you a lot of choice how to configure it and the way the information is presented and the ease of use is … just remarkable. I can highly recommend it — try out the trial version. If it works for you, great, if not, look around until you find something that works for you — and I also recommend the link in the quote at the beginning of this posting for a completely different but for some probably more effective way to deal with tasks.

The lecturer should give the audience full reason to believe
that all his powers have been exerted for their pleasure and instruction.
Michael Faraday

Yesterday I recommended a short text by Paul N. Edwards (School of Information University of Michigan) called How to Read a Book (v4.0). Looking on his essays page, there is also an excellent text about How to Give an Academic Talk, v4.0. It is a very good summary of the typical mistakes people make in giving academic talks. Personally, I usually recommend these books by Reynolds to my students and highly encourage them to watch some TEDtalks for brilliant examples of very good orators. I’m going to include this text as well.

BTW, he recommends at one point recording yourself — did you know that many notebooks have a built in camera that can be used for this, or that your cellphone/smartphone will probably also do a decent job in doing so? I remember a time when I took a presentation course at the local adult education center and it was something special to be recorded by a video camera (on tape!) when giving a presentation. Today we have all these tools to improve ourselves — why not use them?

Highly recommended — Edwards, P. N. (2010). How to Give an Academic Talk.

Reading without reflecting is like eating without digesting.
Edmund Burke

I stumbled upon a short text by Paul N. Edwards (School of Information University of Michigan): How to Read a Book (v4.0). It’s a quick and interesting read, although (as the author stresses) the implementation of theses recommendations will take a while. It is also very interesting for people who want to design a good reader, for iPads, Kindle or — I don’t know, for a reference manager (like Papers that could really need a good reader, Sente that has some interesting features but could improve, etc.). Seriously, it gives you the requirements on a silver platter.

BTW, read past the table, the detailed (but still pleasantly short) explanations are more comprehensible.

Highly Recommended — Edwards, P. N. (2008?). How to Read a Book.

Keep away from people who try to belittle your ambitions. Small people always do that, but the really great make you feel that you, too, can become great.
Mark Twain

Looking back at the advice I did get, I didn’t get, I wish I had gotten, I think that a good adviser, when giving advise, looks at:

• who the young scientist is (i.e., where she is in her career, what her attributes are, her character, strengths and weaknesses, etc.),
• how the field is in the area this person wants to be successful in (i.e., the specific research community),
• the possible advantages and (more relevant) the problems this specific young scientist will have if she wants to be successful in this specific field,
• (ideally) possible ways to improve the persons chances, e.g., strengthen the positive aspects and overcome the problems, and
• a way to convey valuable feedback to the young scientist in a way that the young scientist can accept this feedback.

Personally, Andy van Dam, who was the mentor of Randy Pausch exemplifies this kind of mentorship for me. He said (as quoted in the wonderful book: “Really Achieving Your Childhood Dreams” by Randy Pausch):

“Randy, it’s such a shame that people perceive you as being so arrogant, because it’s going to limit what you’re going to be able to accomplish in life.”
Andy van Dam to Randy Pausch

Randy Pausch commented this feedback as perfectly worded, because he did not say: “Randy, you’re being a jerk.”, but he identified the core problem of the person in the field he wanted to work in, and he conveyed the message in a way his student could accept.

This kind of advice is very, very rare in my opinion, and after having taught students for a few semesters and some student assistants, also very, very hard. But it is also very, very important if you want to improve yourself.

Note: This posting replaces a previous one, in which I essentially said the same thing, but which was also very emotional and angry. Looking back, I can see why I wrote it is that tone, and seeing it now I can see that it does not fit to person who I like to be(come).

After a rather strenuous ending of 2011, 2012 is finally here — so here’s a short outlook (I wouldn’t call it resolution) for this blog.

2012 will bring a new version of Organizing Creativity. I’ve finally moved the content to InDesign, so the final phase (some rewriting, a little resorting probably, shortening the text and sharpening the language) has begun. All it all, the design looks good and — at the moment — the word count is nearly halved (see diagram with the number of words on the right side). I hoped for only a quarter of the amount of words compared to the first edition, but I put in some new content, so that’s fine.

Besides the new version, which will take up most of my spare time reserved for OC, I will also try to post more frequently. There are some good programs, Apps and Tips out there, and it’s a shame to do creative (or any) ineffectively.

All the best

Daniel

One cool judgment is worth a thousand hasty counsels.
The thing to do is to supply light and not heat.
Woodrow Wilson

It the time between the years — a time when things cool down, usually. It’s a time of remembering and looking in the future — and a good time to put an end to the tiny things that bugged you this year and that you do not want to carry into the next. The tiny annoyances, the small things that bug you enough to notice yet are below the threshold to actually do something about them.

If you think back at the past year, which things did bug you? Think on all the times it did bug you, tiny bites each, but taken together … now is the time to change it.

So, time to take out the trash, fix that leaking faucet, quit the subscription to that newsletter and to sort some newspaper clippings (and much much more).

Have fun & happy holidays

“Do you know what these are?” [Vorna] asked him.
“No.”
“They are from the foxglove flower. A tiny amount of them can give a dying heart fresh life. Like a miracle. But just a pinch too much and they become the deadliest poison. Pride is like that. Too little and a man has no sense of self-worth. The world would wear him down to dust. Too much and he becomes arrogant, vain and boastful. But just enough and he is a man to walk the mountains with.”
“Sword in the Storm” by David Gemmell

Every now and then there’s a presentation you did that you want to remember, because it went really well, because it brings to the point what you want to achieve (e.g., research) and who you are (e.g., how you ask the questions, try to answer them, and present the results). For me, it was a presentation on how to organize a scientific work (dissertation, but also applicable to almost any other type of scientific work), the original German version is here and the English translation is here.

But it’s hard to remember such a presentation — unlike a poster you cannot print it out and hang it into your office. Well, you can’t, can you? Actually, it’s quite easy to export the slides as graphics or PDF files and create a poster from the slides (here: made with InDesign, you can import a PDF and if you check the import options, you can say that each page of the PDF should be imported — if you have already drawn the placeholders for the images, it’s just a click per slide, some resizing (with select all done in 3 seconds) and that’s it):

It’s a bit vain, but on the other side, I want to remember it, especially in an environment where the pressure goes in a rather … different direction. And yes, the slides look better with the original graphics (which I had to gray out due to lack of copyright).

“The horror of that moment,” the King went on, “I shall never never forget!”
“You will, though,” the Queen said, “if you don’t make a memorandum of it.
White King and Queen in “Through the Looking-Glass, and What Alice Found There” (1871) by Lewis Carroll

It’s the end of the year 2011 — time to look back on 2011 and on the creative projects. Personally, I end the year with creating a life-newspaper. I have already described it in a posting here, or in an older one here, but I really think that it is very helpful to create one document each year containing the major events, products and the like.

I mean, who reads a diary anyhow, but looking back at the salient highlights of the year, jotting them down, putting in photos, creating a few pages of condensed “this was my year stuff” — that’s something different.

Hmm, and 2011 was — interesting. I’m looking forward to creating this year’s newspaper. I will be the only person who reads it (it is very personal), but over the years it will remind me of 2011. And given that I used the Momento App quite thoroughly this year, I will have a lot of fairly accurate data/material to reflect upon and to condense on a few pages.

Hmmm, and I think I’ll read some of my old life newspapers first … I wonder what happened in the last few years that I cannot remember today but was important for me.

Update 1 — Life Newspapers of the Previous Years

Merde … okay … skimming through 2006 to 2011 was interesting … you get the highlights and the really, really bad moments in one go … quite the emotional roller-coaster … not bad per se, but intense, very intense … like I said, I can strongly recommend doing so … you learn a lot when you reflect over the years …

Update 2 — Momento App Text and Pictures

And merde again … going through the photos/screenshots saved in the Momento App is another roller-coaster … given that I read most eMails on my iPhone (when I’m not working), I made screenshots as well and saved them in the Momento App … this gives a very … intense (for the lack of a better word) review of 2011 … the kind of “going through the images and suddenly noticing that your chest constrains from the emotions you feel” type of feeling … it was an interesting year …