"Do I need to get caught up before I can make changes?"

You have 900 (or 9,000) emails in your inbox, papers and notes from the last 2 years scattered on your desk and on the floor, and a stack of unread journals that goes half way to the ceiling.  Your hard drive's clutter makes your head spin.

You have decided to make some changes, and you are asking yourself, "Do I need to get caught up before I can make changes?"

The short answer:  No.

The longer answer:  Absolutely not.  

The longest answer:  You get to choose. Getting caught up first is a good idea for some people, but not for others.

A small sermon.   You are in charge -  you decide which current work habits and tools to keep, and which new ones to try;  you decide what new methods do or do not work for you;  and you decide when and how to implement each.  No book, blog, consultant or coach  (even me!) should force you to change in a way that feels uncomfortable or disorienting.

The alternatives


1.  Get caught up first, and then start fresh with a new system.

The advantage of this approach is that you may derive energy from creating a clean slate. 

The disadvantage is that this method requires a high level of energy, concentration, and time. As you are taking several hours or days to clear out, you are inevitably getting behind with new work. The risk is that you will be exhausted, forget where you put things, and end up not feel very motivated to continue with your new plan.  

Choose this method if you have a good plan for a new system, and the time and energyto carry it out.

2.  Don't get caught up, just start using your your new system with current work.  Declare a backlog for undone work.

The idea of declaring a backlog comes from Mark Forster, an innovative and inspiring thinker about productivity and life.  Among the many things I love about Forster's work is that he continuously works to improve his ideas and methods.  I'll be sending you his way again on other topics.

Forster describes the backlog concept in his book Do it Tomorrow, (Hodder & Stoughton, 2008).  Here is the method:  Identify undone work (email, paper, files, journals, to do lists, etc) and say:  "I declare a backlog.  I will not work on anything in this folder/pile/box until I am ready later."  

Choose this method if the conditions for #1 are not met.


Why backlogs work

This method works, in part, because of the dynamic of what Forster calls a "closed list."  The stack of papers, contents of the box, or emails in the folder you have created can never get bigger, only smaller.  You will be motivated by a shrinking stack, as opposed to discouraged by a constantly growing stack. 

A second dynamic is that you will be energized by getting current work done on time.  This energy will make the task of going back to the backlog, when you need to, easier.


How to create backlogs

The key is to physically separate backlogs from your current work. If the backlog is a stack of paper, put it in a box and move it away from your desk.  Label the box "Backlog.  Today's date."   Do the same for reading material.

Your biggest problem may be with email.  Here's how to declare an email backlog:

• Create a new folder named "INBOX Emails received but not fully handled before   <today's date>."   You can make a shorter folder name if you like, but you get the idea.  I create this folder in the same section as my actual Inbox  (in my institution's outlook, "Mailbox - Johnson, Susan R").  That way I don't forget that the backlog folder exists. 

• Select all the messages in your inbox and move them to this folder.  In Outlook, use CTL-A to select all the messages.  Then, either drag the block of messages to the new folder, or right click on the selected messages and choose "move to" from the resultant drop down box.  Your folder list will appear;  you should select the new folder you created, and the messages will magically move.
• Go to the new folder, select all of the messages with today's date, and move these back to the real Inbox.   In Outlook, you can put your cursor on the first message in the group, hold down the SHIFT key, and while holding SHIFT select the last message in the group.  Drag or right- click-move this smaller block of messages back to the real inbox. 
•  Deal completely with today's email messages.  Tomorrow do the same.  And so on.

When should you work on the backlog?

I recommend that you work on a backlog a) when you are inspired to do so, or b) when someone asks you to do something contained there.

You don't always need to empty the backlog.

For email, start with the most recent messages.  Don't go there until today's new messages are processed.  After you have processed about four to six weeks worth of messages, STOP.  Most of what is left is too old to worry about.  Save the remaining messages as long as you like, even forever, so that you can find those that you might need in the future.

Make some changes starting NOW: quick start resources

I know that most of you are eager  to make some changes that will improve your productivity.  You can't wait to for my blog posts to slowly appear over the next  few months!

If this is you, here are some "quick start" resources.

Materials I've created

Something to watch.  In 2009, I gave a presentation to a group of faculty, resident physicians, and other staff at the Scripps Research Institute in La Jolla. Here is the YouTube slides-with-voice-over recording.  It lasts about an hour, and several of the core practices are covered.  This is my only YouTube appearance to date, and you don't even get to see me!

Something to read.  Two of the essays posted to my web page are aimed at getting started.  Try them both:  Code O: recovering from overwhelm, and The basics of organizing your work and time.

Pick one or two ideas from these sources, and give them a try.  You can add more later.

If you want to buy a book

Today's count of books on Amazon.com found using the search term "time management:" 7,988.

I will recommend two of these as great "starter" books.  Each presents a complete system for organizing your work and getting it done.  While the two systems are not identical, they are compatible.  I have used a blend of these two systems for over 10 years.  You can't go wrong starting with either one.  

I have not given a link to a specific bookseller;  you know where you like to buy your books.

1. David Allen (2001).  Getting Things Done: the Art of Stress-Free Productivity,  Viking, New York.

     A modern classic. This is the book that started the current massive discussion of productivity. 

2. Kerry Gleeson (2009).  The Personal Efficiency Program: How to Stop Feeling Overwhelmed and Win Back Control of Your Work, 4th edition, John Wiley & Sons, Hoboken.

     Gleeson is a contemporary of Allen's and his system is the first one that clicked for me.  I am particularly fond of his "do it now" philosophy - more on that in a later post.

If you have a favorite book in the genre, send it to me (susan@susanrjohnson.com ) or add to the comments at the end of this post. I'm always on the lookout for new ideas, and I'll share a more complete list later.

Welcome to the Thriving Amidst Chaos blog: are you overwhelmed?

I'm pleased, albeit a little intimidated, to start this new blog about the concepts and practices related to personal productivity, organization, time management, and the like.  Dozens of wonderful blogs are available on these topics, but I believe I can offer a distinctive take:

First, I'm a scientist, interested in evidence.  How do we know if making lists really helps?  Is there a real difference between putting to do items on a list versus putting them on your calendar?  And so on.  Empirical evidence is currently scarce -  but my aim is to share with you whatever I find.  If you run across a study, I hope you'll send it to me.

Second, I'm a physician, interested in options.  My approach to clinical practice is to identify all the plausible options, lay out the risks and benefits of each, and then collaborate with my patient to choose a plan.  Every productivity problem has several possible solutions as well.  None is perfect for everyone, but one may be better for you.  I will never say "and you have to do it this way." 

You can read more about me here.

As I was thinking about this first post, I realized that when I encounter a new blog, nine times out of ten, after I read one post I never go back.


So I've decided to give you my most important advice now, in case you never come back: 


You must have an emergency plan for stopping "acute overwhelm."  

Acute overwhelm is that feeling of panic, breathlessness, paralysis when you have so much to do you don't know where to start.  It is a hopeless feeling, and does not lead to much good. 

You can get out of this state of mind using this three step plan:


Step One. Stop and take a deep breath

Bring your focus quickly back to this moment, using this method which has stood the test of time.

Step Two. Slow down.
This advice seems counter-intuitive. You are behind! You need to go faster! Help!   The problem with going faster is that you usually feel even more scattered, and then you feel worse. Slowing down is more effective. The effect is to block out everything past and future, and to help you focus on what you are doing right now.


Step Three. Complete a task - any task.
Randomly choose a task from your immediate environment and do it.  Then do another.  Soon you will be in rhythm, and you will almost naturally turn toward things that really do need to be done.


Next Steps.  Start using additional simple techniques that will help a prevent recurrence - read this essay Code O: Recovering from overwhelm for more.



If you come back, here is the productivity related content you'll find: 

• Overviews of the "basics;"  calendars, to do lists, and so on
• Links to advice from others
• Book reviews
• Evidence-based discussions of common recommendations.
• Responses to your questions -- send them to susan@susanrjohnson.com.  I'll do my best to include all questions, although I may create a composite if I get several on the same topic.

I hope to see you soon.