Use Trello as the good old day planner

In the old days of my first attempts to plan my work ahead instead of simply following the stream of life I used a paper-based personal day planner - a thing that everyone had at some point. It is a great tool that has almost everything that one needs to plan their days. But it's also another large and heavy thing, which you have to carry with you. Also, because it's pen and paper it becomes a mess for example when you have to adjust your plan because something went wrong, and it is limited in space. Thus, with time I switched to Trello as my organizer and followed the Getting Things Done methodology in it. It works great, but I always missed the ability to plan the following day accurately and to follow that plan closely, which I could do with the paper thing. Recently I discovered a way to fix that and it boosted my productivity tremendously.

My Trello board for daily activities is constituted of several lists, such as Incoming, Wait, Office - Do and Wilderness - Do. The latter two are action lists - they consist of the things that I am going to do at the office and elsewhere. During the day I go through the cards in these two lists, do them one by one, and archive each one when it's done.

When I first switched to this approach I lacked the ability to plan the next day - action lists could include lots of cards that would span several days and it didn't work well for planning. Sometimes I would make a kind of plan on a piece of paper, but in most cases I simply didn't do it. This made me miss the paper organizer. This problemm however, is easy to fix without leaving the comfort of Trello.

At first I simply added a card called "Day boundary" with a black label to my two action lists. I don't use black label for anything else so it is easy to spot this card among others. The meaning of it is simple: whatever is above it should be done today; what goes below will be done on any other day. This trick helped a lot: I could plan my day now. Whenever something changed I could easily adjust plans by moving things that do not fit the day anymore under that "Day boundary". The approach however was not perfect. Too frequently at the end of the day I would see a lot of cards above the black one, indicating that I failed to do all that I planned. While this can happen, seeing this every other day means I wasn't doing good job at planning.

I felt the longing for the paper organizer again. What I missed about it was the ability to see that between 13:00 and 14:00 I should be occuppied with one thing and also that if I don't finish it on time the things planned for later hours will drift by that much. This makes me more disciplined. Also, when laying out a plan in a paper organizer you have to fit its points into hour lines, which means you assess how long each one will take and whether they fit the day. In Trello I only had a list of things that I was going to complete over a very long period - one day - and it was very easy to make mistakes about how much I can put in.

So I made the next step and just added several more black cards to the action lists and labeled them with time: 9:00, 12:00, 15:00, 18:00, 21:00. It was enough to transform my Trello into as good an organizer as the paper planner. Now, every evening I fill the gaps between these black cards with action cards. Whatever falls between the 12:00 card and the 15:00 card is planned to be completed during that exact period of time. It also made my planning more realistic - I have to assess whether particular cards fit into a shorter period of 3 hours or not. To make that easier I made a custom of writing the amount of time allocated for every activity on its card (you can see the numbers in parenthesis).

During the day I still archive the action cards once I finish working on them. With the new organization this means that I can easily see how much I lag behind or how far I am ahead of plan. If it's 16:00 and I still have any non-black cards above the 15:00 one, then something went wrong. If all cards are below and there aren't too many of them between 15:00 and 18:00, I am likely good. It's 17:00 now, so you can see that I am falling behind a bit, but not too much. With these recent changes I returned to the state when what I planned for a day is actually done on that day. I may fail a little here or there, but generally it works well.

It doesn't matter much which tool you use to organize yourself as long as it makes you feel comfortable and allows to make a plan and see clearly how it is going while you're working through it. Trello's flexibility lets you achieve that easily and in a very visual form, so if you're not using anything specific right now it may be a good way to go.

If you have a different approach to preparing a plan for a day and working with it, please share it here! Maybe something about it makes you feel sick? If so, leave a comment and who knows - maybe we can find a solution together.

5 Types of Goals

This time of the year lots of accountants validate balances in the books of their firms. In quite a similar fashion when December draws to a close my thoughts constantly come to back to the goals that I had set back in January. Seeing how my results of the year vary from area to area, it is quite easy and at the same time interesting to break these goals into categories based on both the degree of success with them and the reasons that stand behind it.

First and most simple, there is a number of things that I wanted to do this year, but didn't even start to shoot in their direction. In some cases I did make initial steps but lacked persistence to see even minor results and gave it up. The failures of this kind are mostly caused by mere laziness. However, sometimes the problem is deeper: many of unachieved goals were not understood and formulated properly. This does actually boil down to laziness, but that's the laziness that occurred back on the stage of planning and prevented me from setting myself up for success. The presence of such failures reminds me that I must put more thought into planning and avoid picking goals, of which I am not sure whether I really want to pursue them and why.

Fortunately, neither of the past years were marked with complete failures only and 2014 is not exceptional. With some of the plans I came very close to the objectives. Even though I fell short of my own expectations in regards to, for example, the number and frequency of posts in this blog, I am still quite happy with the fact that I was regularly working on this goal. The interesting thing about this kind of under-achievements is that they bring me almost as much satisfaction as the act of reaching a target. The only difference is that when I don't manage to fully meet a goal I have to analyze the reasons that stand behind underperforming - mostly to allow for more accurate planning, but also to find where exactly I am inefficient and try to improve on that in the next year.

On the other side, there are some points on my 2014 checklist, which I pursued hard and can easily mark as achieved, but which gave me mostly disappointment. A nice example of a goal of this kind is to accrue a certain amount of savings over the year - I do have this on my list. I was quite disciplined, got some help from outside - particularly, from my employer - and, thanks to that, succeeded at having the desired amount on the bank account by the 31st of December. The problem is that the currency that I used to set the goal and accumulated my earnings - the Russian Rouble - depreciated by more than 30% since the moment when I had prepared my plans for the year. I could lament a lot about the world and Russian economy, in particular, being unfair and make a tragedy of this in dozens other ways, although this would be attributing my own planning mistake to someone else's actions. Even though the goal looked pretty reasonable at the time of setting, it did become 30% less relevant over the course of the year. Despite the fact that this happened due to external events and without much of my own guilt, I should have had some measures of protection against depressions of this kind. Instead, I assumed that once an objective is set I only have to work hard to meet it, but goals may and do lose value over time because both we and the world change, so one has to monitor and adjust them accordingly.

Judging by the above paragraphs one might think that I am mostly a failure, because I either don't achieve my goals or they bring little satisfaction to me. Fortunately, that's not the case and I did proudly check-marked some important points on the 2014 to-do list. These took quite a lot of work and made me feel happy about both putting in all the efforts and getting to the finish line. Success of this kind not only lets me see what I am good at - it also encourages me to continue working simply because I know I am capable of something. Add the feeling of proudness for merely getting planned things done and you'll see that a year worth of time wasn't wasted and opened new roads for the next one.

Finally, there is a type of goal or achievement in my classification that looks quite strange to me. Back in the beginning of the year along with a list of goals I wrote down some thoughts on where I want to move with my job and which new responsibilities I am willing to take. Since I had only vague understanding of what my goals in this area are and how one can achieve them, that was merely a set of ideas with only a few action points, which could hardly lead to any serious changes. Still, despite the fact that this didn't look like a plan at all, by virtue of luck, other people's will and who knows what else, during the year I was moving in the direction defined by these notes and in December found myself far beyond what I could have expected and hoped for in January. Things like this - when I get something that makes me happy without any definite plan - happened to me occasionally, but it is the first time when I had something written down, didn't understand how I can get it and nevertheless got much more. 

Even though the "overachievements" like this do bring tons of happiness and satisfaction, it is also crucial to analyze them carefully once you're done with the celebration. That's a good thing to do because understanding one's strengths helps both planning and working, and, more importantly, because it is useful to know how big is the share of mere luck and colleagues', friends' and relatives'  help in that success.

So, now I have a great basement for building and meeting plans for the next year. I see where I underperformed, what I am capable of and how I can improve my results in certain areas with little effort. Equally important, I know the things, which I shouldn't pursue the next year and also understand how to avoid getting too disappointed about failures, a certain amount of which is inevitable. All this will help me make clearer goals, do better at working towards them, adjust the direction on the way and avoid getting depressed when I fail or find that I have been pursuing the wrong target.

I wish you to set your goals for 2015 and make it a Happy New Year through achieving them!