Ignorance Management

Effective Knowledge Management begins when you make the commitment to discover and decrease your level of ignorance.  This commitment to discovery must be personal, corporate, and institutional in order to begin the process of developing a strong Knowledge Management program. 

Ignorance is never an excuse for poor performance (just ask FEMA); so managing ignorance becomes essential to success.  How can you decrease your ignorance while increasing your knowledge?

First, seek to discover what you don’t know.  When you begin a project, make a commitment to examine your preconceptions, and seek hard data that will provide you with a complete picture.  Your goal is to discover those things you haven’t considered in order to plan accordingly.

Next, seek to discover what you need to know.  You can easily get overwhelmed with all the information that’s available, and you can easily overwhelm others.  It is important that you process all the information that has been gathered, within the framework of your project goals.  This may mean laying aside the majority of the information you’ve gathered, to focus on the essential information you need to complete your project.  I apply the 80/20 (Pareto) principle when I’ve gathered information.  I seek to discover the 20% that is essential to producing the results I need.

However, I’ve also made a commitment to maintain the 80% I’ve discarded, in a retrievable format, even though it extends beyond the needs of my project.  This information may become the basis for future projects, or be an access point for others who could benefit from the discoveries.  Never keep information proprietary that you have no plans on using.  Don’t discard it either.  Give it away!  Allow others to run with it!  Your desire to benefit the community will ultimately bring great benefit to you.

Finally, seek to discover what is not readily apparent.  Look at the information in different ways, use a variety of methods to process that information, get insights from a variety of individuals.  Ask them, “How do you perceive this information?  What does this mean to you?”  Sometimes, these discoveries will shape the direction of your project.  You will gain new insights and increase your expertise.

Real Knowledge Management extends beyond the tools we use.  It’s more than the development of a good IT system, more than the maintenance of records, more than a corporate demand, more than an academic program.  It is the ethos of a society that is committed to discovery, and the willingness of a people to move beyond apathy and ignorance.

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Big Empty Spaces

Productivity should produce freedom.

There is a powerful feeling that comes with being needed, but few of us are irreplaceable.  I believe that most of us implement the principles of GTD because we’re driven; there is so much more we want to accomplish, that we know we should accomplish, and with GTD’s help we can accomplish.

So the hidden temptation when we first begin to get better control of our life is to fill our calendar to capacity.

GTD has helped me discover that there are limitations to my capacity.  Sometimes, I do too much.  I do it because I want to change the world, but I’m not indispensable, irreplaceable, or impervious to human frailty.   And if my calendar becomes too full, my GTD system begins to grind to a halt.

There are times when the most productive thing you can do is leave some big empty spaces in your calendar.  Take a couple of days off work, or a couple of hours, plan to simply do nothing, take a walk with someone you love, or visit one of your favorite bookstores. 

It is simply essential to plan some unplanned time in the hard landscape of your calendar.  Set aside some time with no appointments scheduled, no projects planned.  Allow yourself to fall asleep in the middle of an afternoon, or to make a decision in the moment that produces a restful mind and body.  You may feel like you’re wasting time, but you’re really charging the batteries of your GTD system.

As we wind through the holiday season, schedule some big empty spaces for yourself.  Create some calm in your life.

For most of us, this is the first step to greater productivity.

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The One Thing I’ve Learned From GTD

Simpler is better.  Part of the success of David Allen’s method for “Getting Things Done” is the simplicity of its implementation.  While it will most certainly take a lifetime to master, as I can attest from my stumbles along the GTD path, it isn’t a hard process to begin.

Once my journey was started, I began to see results almost immediately. 

Yet, this is truly a journey of a thousand miles.  In my initial exhilaration to implement GTD, I read every blog I could find referencing the methodology, tried every tool I stumbled across, and grew frustrated when some of these tools didn’t seem to offer the productivity promised.

I hung on to every word I stumbled upon that came from the guru himself, David Allen, and I grew frustrated if some of his implementations didn’t seem to work for me.  Then one day, as I was listening to the abridged version of GTD on tape, in between David’s words I caught hold of a remarkable insight: Simpler is better.

I began to realize that what David was offering was a simple method that I could adapt to the demands of my life, the way I processed things, and yet at the same time a method that was flexible enough to help me work from my strengths.  David was offering me the chance to learn new skills, while at the same time complementing what I’d already learned.

So I quit following every new idea that aligned itself with GTD, I unsubscribed to some of the blogs that offered GTD solutions that weren’t working for me, and I removed some of the tools from my laptop that worked for others, but that weren’t working for me.

And I developed some guiding principles that I believe stay true to the intent of the GTD methodology by keeping everything in context:

First, Know Yourself.  Know how you work, when you do your best work, what works for you, and what doesn’t work as well.  Experiment occasionally,  but stick rigorously to what works.  Even if others comment that your methodology seems a little outdated.

Second, Know Your Tools.  Know what they do, why you use them (or are considering using them), and when you should use them.  It is essential to place your tools in the appropriate context.  Some tools are more useful (web-based tools for example) in some contexts, but aren’t flexible enough to be the primary tools you use in your work.

For example, one of my favorite tools is MindManager Pro 7, incredibly effective when I’m at my computer, and one of my primary GTD tools.  However, equally effective is my unlined Moleskine Reporter’s Notebook which can be used anywhere, doesn’t require waiting for my laptop to start, and is easily accessible because I always carry it with me.   I can draw in it, mindmap in it, write in it vertically, or lay it out and write horizontally across two pages.  Yet almost everything I put in that Moleskine ends up somewhere in a MindManager Map.

Simple.  Productive.  Purposeful.

The essence of GTD.

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The Reader’s Edge: Benefits

Recently, we’ve been exploring the concept of The Reader’s Edge, and provided some guidelines that should help you tailor an individual reading program.  Now, as we bring this subject to a close, I’d like to explore the benefits of reading.

Obviously, there are myriad benefits, which could generate multiple posts over several years, or even the formation of a blog dedicated completely to reading.  However, I want to target four areas that I believe are less obvious, but which underly the deeper purpose of why we should read.  These are:

1. Transformational Thinking
2. Character Formation
3. Increased Awareness
4. Idea Generation

TRANSFORMATIONAL THINKING

This is an obvious statement, but also profound.  Effective reading requires you to think.  When you think, you process information, digesting it until it becomes a part of your being.  Thinking produces transformation, and transformation implies change.  Reading will change your life, and enable you to move from the person you are today to the individual that you will become tomorrow.

Transformational Thinking extends this basic principle.  Transformational Thinking is the conscious effort to read things that will produce change in your nature, character, and reasoning abilities, and will equip you to move from the person you are, to the person that you want to become.

This isn’t an easy process, and reading isn’t the only tool that will move you toward such a transformation.  However, it is an effective discipline that will guide you on that path to success.

CHARACTER FORMATION

There is one constant in our world–change.  Even now, you are changing.  You are getting older, as you move in and out of different environments. You are reading different words on this page.  Your life is in a constant state of change.

You are unable to control all the changes that impact your life.  However, you have a lot of control over your responses to those changes.  This ability to control your response comes through the conscious development of inner change.  This means that you allow your reading to shape you into the person you want to become, by allowing it to impact your character (the inner features and traits that make you unique).

Ultimately, this requires a certain level of transparency.  It means coming to the place where the symbol you present to the world is closely aligned with who you really are on the inside.  Your reputation, morals, values, and ethics, reflect who you really are as an individual.  You allow the circumstances of life, good and bad, to mold you in a positive way, so that you become a true representation of all that is best about you.

This all sounds rather philosophical, but it is immensely practical.  Character formation implies that you make a conscious effort to use the tools that life provides to shape a positive result.  You allow the good and the bad experiences of life to shape you positively as you move toward your goals.

For instance, most of us have experienced the tragedy of losing someone we love to death.  Death is a reality of life that we can’t change.  It needs to be confronted, it needs to be recognized, it is a process that we must work through. We can let that experience produce more compassion in our lives toward others, we can treasure the moments we have with others, we can create memories that will last, we can research cures for common diseases that will enable longer life, we can encourage loved ones to take better care of their health . . .

Or, we can live our life in fear of death.  We can lock ourselves in our homes, refuse to take risks, avoid getting hurt, and die a lonely fear-filled death.  The choice is ours.  We can’t change the reality of death, but we can change our response to death.  Understanding this principle of response is the key to character formation, and reading is one tool that can help aid that understanding.

INCREASED AWARENESS

Reading, by its very nature, opens us up to a world of new possibilities.  It makes us conscious of the unknown, and thus enlarges our understanding of the world around us.  Years ago, I read a word that I had never heard before, and that those around me hadn’t heard.  It’s a word common to our understanding today, but my discovery of this word shaped much of my thinking.  The word: apartheid.

When I discovered this word, I began to understand that racial prejudice was impacting South Africa.  I began to learn about a man named Nelson Mandela, who was in prison because of his opposition to an unjust system.  I began to watch a story unfold that has dramatically impacted my own life.  I remember well the day that I watched the television screen as Nelson Mandela walked away from his imprisonment still carrying proudly the freedom of his convictions.  I remember thinking, I have a new hero in my life.  And the world had a new icon of freedom.

IDEA GENERATION

Reading conveys ideas, and ideas never lie dormant.  When ideas enter into the mind of an individual, they create new ideas.  They bring something into existence greater than the original idea that produced it.  It’s simply a law of nature: Ideas reproduce.

Reading sets fresh, new, bold ideas before you.  These ideas enter into your thought processes, and in a unique way begin to generate new ideas as they work their way through your brain.

It’s interesting, if you study the history of ideas.  You’d be amazed at the different directions that one idea took, as it developed in the minds of other individuals.  Some of these ideas even came by accident, in moments of enlightenment, as the words on a page were being read.  Our world is much richer because of single ideas that gave birth to thousands of others.  Ideas are the tools that shape our lives, and reading provides an avenue for the exchange of ideas.

So, open up the toolbox!  Reap the benefits!  Start your reading program today!

New ideas are waiting to be formed!  They’re your avenue to success!

Technorati Tags: Reading, Success, Productivity, GTD

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The Reader’s Edge: More Guidelines

I’ve been sharing some thoughts with you on The Reader’s Edge, and we’ve been looking at how reading sharpens your opportunities for success. First, we examined a few general guidelines:

1. Create a Reading Plan
2. Periodically Reread a Good Book
3. Read Consistently
4. Read in Stages

Now, it’s time to look at some guidelines that will make your reading more productive. These tools will power your reading and take you to the next level. Let’s get started:

1. Multiphasic Reading: Read several things at once. Unlike reading in stages, where you focus on one topic for an extended period of time, you now focus daily on multiple areas in a much shorter period of time (1 – 4 weeks). You’ll be surprised at the connections your brain makes. I recommend not focusing on more than six areas at a time. Every month, I take a look at my 3-year Master Reading List, and compile a list of reading materials from 4-6 of these classification areas (more on this below): Classic or Contemporary Novels; Poetry or Short Stories; Biographical Current Events or Topics; Historical; Leadership and Productivity; An Area of Personal Interest or Specialization; Psychological, Self-Help, or Spiritual.
2. Swift Reading: Some things don’t need to take a lot of your time in order to provide you with basic information. Every morning, I read several news sources, magazine articles, and some other items in less than 45 minutes. I get the essential information I need, and mark, clip, or file other things I may want to spend more time reading. I usually read a book through more than once before I mark it as completed. On the first read, I skim through it in 20 – 30 minutes.
3. Slow Reading: Reading fast also requires that you know when to slow down. Usually, I read through a book 2-3 times. As I’m reading it the third time, I read slowly, meditate on the details, take lots of notes, and ponder the implications of what is being said. I also read slowly on topics that are way above my understanding (this stretches my thinking), or on topics in which I want to gain an additional depth of understanding. I don’t set time limits on this process. Currently I’m working my way through a book chapter by chapter that I’ve been reading for three years. Yet, out of this reading, I’ve gained a depth of understanding on a topic that is of immense interest to me.
4. Read Across Disciplines: This ties in with Multiphasic Reading. If you’re going to grow, you need to provide yourself with a Liberal Arts education. There is too much specialization nowadays, at the expense of Liberal Arts. Prior to our specialization in an area of interest, we’re all taught a broad course of instruction intended to provide general knowledge. These are fundamental areas that we need to continue to train ourselves in–even as we develop specialized skills. These areas define the topics of our Master Reading List. A good Liberal Arts education, and a good Reading Plan, finds resources that address these four general areas:

• Arts (Art, Creative Writing, Music–This phrase is also used to encompass all 4 categories. Hence the name Liberal Arts)
• Humanities (Language, Literature, Philosophy)
• Natural Sciences (Mathematics and Science)
• Social Sciences (Economics, Education, History, Political Science, Psychology, Sociology )

As you can see, the categories of the Master Reading List, line up with the Liberal Arts categories. These provide a framework for your continued growth and expanding success. Take the time today to make yourself a reading list, then take the next step and read!

Tags: Reading, Success, Productivity, GTD

The Reader’s Edge: General Guidelines

You are the author of your own success. The key to achievement is the discovery that your unique gifts, abilities, and experiences can benefit others. To serve others is to find your place and your purpose. You can’t do that alone, you need to glean from the wisdom of others.

One way to do achieve this goal is through reading.  Many individuals read either indiscriminately, or only out of necessity.  However, purposeful reading will give you an edge on success, help you clarify your values, and help you find your place in today’s world.

Over the next several posts, I’ll share some thoughts on The Reader’s Edge that I believe will help you see the benefit of this discipline.  Let’s begin with a few general guidelines:

Create a Reading Plan: Don’t read everything; you can’t anyway.Don’t read indiscriminately; there are some things you won’t want to read.  Twice a year, I reevaluate my three-year reading plan.  I add books that have been recommended to me, I remove books that I no longer want to read (or file their titles for a later date), I prioritize the list according to my interests, the world around me, my family needs, subject, etc.

Read a Good Book More Than Once: There are some books worth rereading.  There are a few that I read every year; Some that I read through once a month;  Some that I read through every few years.  Take advantage of the wisdom that these books offer.  Keep them close.  They’re often deeper than you think.  Your life experience will shape your future understanding, and a true classic is always relevant.

Read Consistently: For me, reading is a discipline.  It is mental exercise.  So I’ve made the commitment to read daily (I wish I could develop this discipline when it comes to exercise).  I read books, magazines, newspapers, blogs, professional journals, etc.  Anything that can open my mind to new ideas, put an old idea in a fresh light, or challenge the rigidity of my thinking.

Read in Stages: There are times when a particular subject, person, or issue interests you.  Set aside a period of time (1 – 6 months), and read everything you can find on that topic.  Immerse yourself in it! Allow yourself to become a self-proclaimed expert in your field of study. The rewards will be rich.

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