Thursday, February 23, 2006

The Peanut M&M Method for finishing projects

1. Buy a package of peanut M&Ms
2. Break up a big, non-creative job - I have used this for finishing
powerpoint presentations, that is for dealing with my list of figures
needed - into distinct jobs that can be done in under 5 minutes, listed
on separate lines of a piece of paper
3. Open the package of M&Ms, and make a line of every one in the package
on your desk (use your desk drawer if you don't want people seeing a
whole bunch of candy on your desk)
4. Do one of the 5 minute tasks
5. Cross it off the list with a big felt pen
6. Eat a peanut M&M
7. Repeat 4-6 until the task is done, you run out of M&Ms, or your body
goes into sugar shock.

(note that this may work with other candies than peanut M&Ms, but that's how it first worked for me, and I don't dare change now!)

Anti-procrastination: "(10+2)*5"

This trick, called (10+2)*5 (from the neat productivity blog that inspired me to buy Getting Things Done, 43Folders.com) worked astoundingly well all four
times I've tried it, and I encourage you to give it a go if you want to
spend a solid hour (well 50 minutes) not procrastinating on some big horrible task (or dozens of little "mosquito" ones).

How it works, briefly: set a timer for 10 minutes and work solidly for that time. Then when the alarm goes off, set a timer and spend *2* minutes goofing off. Surfing the web, checking email, whatever. Then work 10 more minutes, then break 2 more, and repeat 5 times. Though often I don't make it to 5 before I start skipping breaks, having tricked myself into fully engaging with my work.

You can use this online timer with it.




Update: I now use this timer since it's more convenient: just go to the website, click Detach twice, and type 10 into the Minutes box of one and 2 into the other. Don't close the main window or the two child windows with your timers will close too.

How Jim Davies works (AKA how to live the JimDavies life)

Although this blog is titled How I Work, the "I" can refer to other people,
since it might be just as interesting to you, and much more so to me, to
hear addional people's procedures, rules and guidelines - and in this
case, also philosophy of life.

------- Start of forwarded message -------
Subject: how to live the JimDavies life
From: Jim Davies
Date: Mon, 6 Dec 2004 11:55:17 -0500 (EST)

How I try to live my life
-------------------------

I assume the following things are good: 1) well-being,
happiness, and reduction of suffering for all things that
can feel such things, and 2) an understanding of the world
for beings capable of such understanding.

Being a good person means maximizing your positive effect on
the world at the largest possible scale. There are many ways
to help the world. One should find out the things at which
one would be most effective, and do those things to the best
of one's ability. For me it's being a scientist and an
artist.

People have limited resources that they can use to have
their effect on the world: Time, physical and mental energy,
enthusiasm, etc. I will refer to all these things generally
as "resources." Trying to maximize my positive effect on the
world, to me, means always doing the most important thing I
can do at every moment, given the resources I have. What
ends up happening is that everything I do should either be
1) making the world a better place, or 2) replenishing my
resources with something I enjoy. In short, I'm either
making the world a better place or doing something fun so
that I can get back to work.

Different people have different potentials. One should work
to fulfill one's potential, by working to help the world at
the largest possible scale. That means don't ladle soup at a
soup kitchen if you're capable of restructuring the soup
kitchen organization to make it more effective. Don't spend
time picking up trash if you can affect social change to
make a whole city cleaner.

As a scientist, I spend as much of my resources as I can
doing science. This ends up being probably about five or six
hours per day, six days per week. The rest of the time I
spend relaxing so I can get back to work effectively.
So how do I spend this relaxing time? Luckily for me I find
creating art engerizing. Generating art makes the world a
better place too, in general. If, during my relaxation time,
I have the resources to generate art (writing, painting,
etc.) then I will do so.

Here is a priority list of what I do with my given
in-the-moment resources:

1) Conducting scientific research, including programming,
experiment running, reading scientific literature I need to
read, having intellectual discussions.
2) Generating artwork (writing, painting, etc.)
3) Enjoying artwork (reading, watching movies, etc.)
4) Unintellectual socializing, dancing, etc.

The seperation of work and play
-------------------------------
Conducting scientific reseach is an activity composed of
many tasks, most of which are mentally taxing. Since I'm
trying to maximize my scientific productivity, there is a
danger of feeling guilty during those times when I am not
doing scientific work. While I was working on my master's
thesis in psychology I worked at the university as well as
at home. What I found was happening was that I became unable
to relax at home: I always felt that I should be working on
my master's thesis. The effect of this was that to relax I
had to go out of the house. Usually this meant going to a
movie, or socializing with friends. My home was no longer a
sanctuary where I could relax. An engaging movie on video
could distract me, but even such things as reading for
pleasure became difficult because of the anxiety I felt. The
first step I took to attack this problem was that I took a
Saturdays off. I would not allow myself to work on Saturdays
, so after a few weeks the possibility of working did not
really enter my mind on Saturdays. I was able to spend time
at home and not feel anxiety about not working. Later I took
an additional step and stopped working at home altogether.
The problem is now basically solved: my home is now a place
of relaxation.

What to read
------------

When I can't write anymore it's time for me to read. I used
to have a peculiar problem: I would feel like reading, and
would want to read a fun book, like a Michael Crichton
novel. But then I would think, well, if I'm going to read, I
should be reading something more heavy, like a non-fiction
book about something I want to learn about. Then I would
think, well, if I'm going to read non-fiction, I should read
this boring paper I need to read for my research. But I
would not feel like reading that research paper, so I'd
abandon the idea of reading altogether and watch a video.
It dawned on me that I was spending more time watching
movies and less time reading fun books and that the
situation was kind of silly. I wasn't reading any fun books
anymore. There is a lot to read and there are many reasons
to read. I believe I made the mistake of not really
recognizing that you read different things for different
purposes. The desire to read Michael Crichton is a different
desire than the desire to read non-fiction or to read a
boring scientific paper. If you want to read Crichton, it is
probably a desire to escape into a story, relax, and have
fun--the same motivation to watch a video. The desires to
read more challenging stuff stems from a different desire--
to better your understanding of the world. Just because they
all qualify as "reading" does not mean they are
interchangable in your schedule.

I now read one fun book and and one difficult book at the
same time. When I feel like reading, I think: do I have the
resources to read the difficult book? If so, I read it. If
not, I read the fun book. Sometimes after a chapter of the
fun book I will ask myself the question again. Also, since
reading is a lower prioity than writing, if I get inspired
to write while I'm reading anything, I drop the book and
write immediately.

Sometimes I don't even have the resources to read whatever
fun book I'm reading. I usually have a super-relaxing book
too, usually about Buddhism, that I can read in these
instances.

Most people can read more than they do. I also keep a book
in the car and a book for the bathroom. Good books for these
categories are ones that can be read piecemeal and still be
appreciated. If one of the books I'm reading is small enough
for my coat, I will put it in my coat when I leave for the
day. Else I will start another fun book to keep in my coat.
I read the book in my coat when I walk, wait in line, and
occasionally at red lights. I thank Stephen King's memoir
for the inspiration for this. As prolific as he is he still
reads about eighty books per year, because he has learned to
read "in little sips," whenever he has a spare moment.
Sometimes a book I'm reading isn't any good. The danger is
that you stop reading. A moment's reflection should reveal
that a bad book should never stop you from reading. Some
people finish all books they start. I think this is foolish.
There are simply too many wonderful books out there to waste
your time finishing something bad simply because you started
it. Stop reading the book and pick up another. Not only will
you have read more books every year, but you will have read
more good books. I gave up the policy of finishing every
book I start in my twenties and it's made my reading life
much better.

Still there are those border cases where the book isn't
great but you have decided you are going to finish it
anyway. Here you just need motivation to keep reading. To
help with this I keep two bookshelves reserved for the books
I'm going to read next: one shelf for hard books, one for
fun books. I have then in a rough order of which to read
first. Occasionally I will re-order them. This bookshelf is
very inspiring. Looking at it you see all these great books
you have to read in your future, as soon as you get through
the books you're currently reading.

The literature I read for science tends to be very specific
to my subfield and uninspiring. It's important to read more
general cognitive science books, but when am I supposed to
do this? Recently I made a policy that I would read a
cognitive science book that was not specific to my subfield
for every other difficult non-fiction book I read.
So in total I'm often reading four or five books at a time,
which is managable in terms of keeping them all straight,
but enough so that I always have something to read for every
context and mood.

Why I don't follow politics, or "what could be older than
the news?"
------------------------------------------------------------
---------

There seems to be an almost consensus opinion that following
the news and world events is a good thing to do.
Intellectuals, even if they don't follow the news, think
they would be better people if they did. I don't read or
watch news and I feel fine about it.

The reason is that I try to spend my time making the world a
better place and enjoying myself. Following news does
neither. Simply knowing about world events does nothing to
improve the state of the world. The only way it can play a
part in making the world better is if the knowledge gained
is used to inform actions that improve the world. And for
the vast majority of people these actions fall into three
categories: 1) voting, 2) life choices, and 3) I can't
remember the third but I'm sure there is one.

Let's look at voting for a moment. I've been told that I
should follow the news so I can make an informed vote. I
vote according to my values, which in general do not change
and are unaffected by day-to-day events. I have a hard time
even imagining what the world would have to be like to get
me to vote for a republican candidate. But even if some
amount of knowledge is necessary to make an informed vote in
the presidential election, a few hours of research before
the election should be sufficient to allow you to make an
informed decision. As politics get more local, voting is
more effective in the sense that your vote has a greater
likelihood of making a difference, but the effect these
elections on the world is smaller too. And even so, how
often does one vote? A few hours for each election should be
plenty. So what is the benefit of spending an hour or two
every single day following news? Some people read the paper
in the morning and watch the news at night, learning things
they cannot apply to their lives, and will probably not use
to inform a vote. On top of that they probably see similar
news items on the television that they read about that
morning! What a waste of time. For those of you who followed
the day-to-day happenings of Montica Lewinsky or the Gulf
Wars, how much has that knowledge helped you help the world?
By "life choices" I mean choices regarding how you live your
life to make the world a better place. Some people boycott
companies or countries so they do not support ideologies or
practices they believe are hurting the world. I think this
is noble, but like voting, the actions of a single
individual makes very little difference to the state of the
world. Throwing ice cubes in the ocean makes it a bit cooler
, but if you really are concerned with the oceans warming,
you might want to think about affecting change at a larger
scale. This not to say that one should not live a lifestyle
that encourages the good and discourages the bad. I do it
too, to some extent. I am however arguing that the effects
of these actions are negligible, and you should not cramp
your lifestyle much doing them when you can affect change at
a larger scale. Is that your calling?

My calling is not politics. If it was, I would follow news
and try to affect change by changing laws. However, I'm a
scientist, so it's more important for me to follow science
and contribute to science, where I can really make a
difference.

The other possible reason for me to watch the news is
because I enjoy it. Well, I don't. Some people think they
enjoy news but really don't. Many people feel some drive to
watch the news, but this does not necessarily mean they are
happier for doing so. For many people news makes them
depressed, angry, or frightened.

Closing mantras
---------------
Don't read if you can write.
Don't watch movies if you can make movies.
Don't look at paintings if you can make paintings.
Read while you eat, read while you walk
Draw while you listen, draw while you talk.
JimDavies

Personal backup, shallow and deep

---------- Forwarded message ----------
Date: Mon, 6 Feb 2006 17:44:11 -0500 (EST)
From: Daniel Saunders <xxxx@qlink.queensu.ca>

I've been thinking about the personal backup system, and I wanted to put
forward this idea, of a simple two-level backup:

* Shallow backup. Purpose is to allow you to continue to work on your current
projects, and not lose recent work (including recently finished projects) and
correspondence etc. The window is about 2 years. This could be taken care of by
an automatic snapshot system such as Jim has the benefit of. This would ideally
be updated at least weekly.

* Deep backup. Conceptualized as a single backup system spanning your *entire
life as a computer user*. Across every computer system you have ever worked on
(which is now technically possible), work, school, home, etc. We would expect
to save in here things such as
- completed projects (including data that went into old papers)
- uncompleted projects, indefinitely suspended
- personal records
- long term personal reference material
- personal history (souvenirs, emails etc)
So this window could conceptually be 40 years wide. It could be updated on a
monthly, or term basis. It would also include everything that's in the shallow
backups.

Now here's the major principle: that there should only be *one* instance of
each, that is, one current shallow backup and one current deep backup, and each
of them must be *complete*. So that doesn't mean there couldn't be multiple
copies of your shallow and multiple of your deep - but unless they're throwaway
ones, all the copies should be *identical* - that is, they must be synced.

I think the completeness is particularly important - with some of my adhoc
backups I have left off things I believe to already be backed up somewhere
else. Especially given I've not been very good at tracking my backup CDs, that
puts you at very great risk of things falling through the cracks. Even if it
takes 20 DVDs, or buying external harddrives, there should be only one: you
always know where it is, you can take steps to protect it. And you don't have
to worry about any others.

The only reasons I can think of for violating this rule is if you have to
preserve a kind of very high volume data, or if you have to deal with a kind of
data that apparently can't be integrated with the rest (eg Apple II floppies -
I believe) But there's no problem with adding extra systems to deal with those
issues, as long as they're conceptualized to fit under your deep or shallow
backup. And of course this two-level system doesn't preclude adding more backup
systems, for instance one for your ripped mp3s. But I feel this is what I would
need to have peace of mind.

What do you think?

Laundry Limbo report (an Unthinkable case closed)

---------- Forwarded message ----------
Date: Mon, 6 Feb 2006 22:34:05 -0500 (EST)
From: Daniel Saunders <xxxx@qlink.queensu.ca>

This was number 1 on my list of unthinkables, that is conundrums of trivial
daily life, usually just below conscious awareness, that slow me down:

1 What to do with laundry that isn't dirty, but also isn't clean? (ie
pants that have been worn only once or twice)

In other words, what to do about laundry limbo? So here are the results of
asking my friends, including some other observations about laundry:

JAMAL * Notes that washing is hard on clothes.
* Clothes need to air out to be ok to wear. Drapes them over a chair, would
ideally hang up on a clothes rack before putting in closet again. (3 bin
system)
* If exposed to strong smell, like cooking oil or cigarettes, immediately
dirty.

JULIE 4 bin system:
1. Clean clothes. In dresser
2. 1 or 2 wears, good enough for school. In a specific area of the floor.
3. Sweaty or horsey. Good only for stable or gym. Another specific area.
4. Dirty/unwearable. Dirty clothes hamper.

JIM * Has current clothes on the floor. Always wears those clothes when he
wakes up
* Replaces parts of his outfit in the morning as they get dirty
* Exception to the system: half-dirty socks. Lay them on top of sock box.
* "I don't think I've ever washed a sweater" Correction: what he said apparently was "I think I have sweaters I haven't washed." As in since he bought them not that long ago.

PAM * Put clothes back in the drawer, folded.
* Just remember how many times each worn (don't wear shirts more than once)
* Also mentioned smell/stain override.

MAGGIE * Freshly laundered on one side of the shelf, worn on the other.
* Remember # of times worn

ANNA Put back with clean clothers, memory aided by the fact that they're on
top of the pile.

JEN Washes sweaters after two wearings.

TYSON'S FRIEND The only 1 bin system: dirty, clean and partway all rolled into
a ball.

JEN (girlfriend of my housemate Eddie) * Folds laundry and puts on chair
* Tries to mix up outfits to give the illusion of always changing clothes (like
many of us) so has several sets on the chair at a time. (Eddie less bothered by
wearing same clothes several days in a row)
* Goes by memory how many times, launder if in doubt.
* Half believes in the "airing out" idea: that if you don't wear them for a day
or two, and they aren't crumpled up, they become more acceptable.

Eddie and Jen believe dirty clothes, even ones that aren't damp with sweat, can
contaminate clean clothes.

Everyone agrees:

* There needs to be an override system if things get obviously stained or
sweaty (I don't think wearing lasagna remains on a t-shirt will ever become a
fashion statement)
* Wrinkles are undesirable, and a good system should prevent them.

However there are significant issues on which people differ, which seem to be
the parameters that generate their systems:

1 Contamination or not. Jim and Pam don't believe in dirty clothes
contaminating clean clothes, as in transferring their scent, and neither do
others based on their system. Eddie and Jen do.
2 Airing out or not. Does it help to hang clothes up between one wearing and
the next? Either in the sense of reducing funkiness, or preventing an increase
in funkiness?
3 Rotation or not. How important is the impression, presented to your lab,
classmates and the world at large, that you change outfits every day? The
drawback to heavy rotation is that you have many sets of clothes in the
limbo state, and must remember how dirty each article is. Jim's system, with
only one outfit partially dirty at a time, takes much less cognitive load.

The results of self-examination: I do believe in contamination, I don't think
airing out is necessary, and I do rotate heavily, that is, every day - but
maybe I don't need to so much.

The principle that my system is based on: *limbo cannot contaminate limbo.*

ONE GREY CHAIR system

I will drape all of my limbo laundry, that can be worn at least once more but
is not clean, over the back of my extra chair (which is grey) in the corner of
my room. So this is a 3 bin system. If I think I could wear a pair of socks
again, I will put it on the seat. I will use memory to decide how often an item
of clothing has been worn. I'm not going to worry about wearing the same outfit
two days in a row.

Based on the first two weeks I've been trying the one grey chair system out, *I
may never have clothes lying on my floor ever again*. One concern was that
items would rarely move to the dirty clothes, however I am addressing that by
going through the mound on the chair on monday on the weeks that are not
laundry weeks, that is, every other week.Other potential drawbacks:

1. It's hard to get individual items that might be a bit buried
2. The chair was originally for guests to sit on. Will I need to buy a new
chair??

But so far I'm very pleased with it. Thank you, recipients of this email, who
helped by contributing your systems and thoughts! Now that that's off my mind I
can really get back to marking. Ug.

BONUS UNTHINKABLE CLOSED CASES

3 What does it mean when honey goes granular? Do you have to throw it out?

Honey hasn't gone bad when it's granular, in fact it can be restored to
liquidity by heating it for a while in the microwave. (thanks Pam)

10 How to deal with butter - it's hard and unspreadable if it's kept in
the fridge, but doesn't it go bad when it's out?

Butter can last a long time out of the fridge, definitely more than a week. The
solution is to cut off a portion of your butter in the fridge, the amount you
think you will use up in that time, and put it in a covered butter dish on the
counter. If you just don't use that much butter, margarine is the only option.
(thanks Maggie)

--
Daniel Saunders

Unthinkables

This is the first in a series of relevant emails I am dumping on here.

---------- Forwarded message ----------
Date: Sun, 22 Jan 2006 12:52:32 -0500 (EST)
From: Daniel Saunders <xxxx@qlink.queensu.ca>

There are a number of seemingly trivial problems that I believe have been
oppressing me nearly every day for years, but just below the level of
consciousness - like the same level as that stiff lock that annoys you every
morning, but not so much that you remember it for more than two seconds
afterwards. They are the kind of problems that I've never heard discussed, that
you can't seem answer by searching on the internet or just thinking about them.
Because of that I have labelled them "unthinkables", and on wednesday night I
made a list of as many of them as I could dredge up.

It made me feel better just to see them written down, but I thought over the
next months and years I would try to answer them one by one. So I was amazed to
find that the combined smarts of a table full of psyc students, plus beer,
found solutions to *five* of them on friday, and helped me make progress on
most of them. Here's my list - the asterix means it's solved:

* 1 What to do with laundry that isn't dirty, but also isn't clean? (ie pants
that have been worn only once or twice)
2 How can you tell how much money you have, what you can afford and not, etc,
when you've got chunks of money going in and out at different time intervals?
* 3 What does it mean when honey goes granular? Do you have to throw it out?
4 Do I smell? How could I ever tell, since I'm probably used to it?
* 5 How should one behave towards dogs socially? Cats?
6 What's a good way to take notes on books you're reading?
7 How and when should you clean things like coats, sweaters, and quilts?
8 What is the right way to dance in a club?
9 How should you develop ongoing correspondences with professors at other
universities, as one book on grad school recommended you do?
* 10 How to deal with butter - it's hard and unspreadable if it's kept in the
fridge, but doesn't it go bad when it's out?
* 11 My mayonnaise seems to last for months in the fridge. Isn't it supposed to
go bad fairly quickly, since it has eggs inside it?
12 Can scuffed leather shoes be fixed, or are they ruined? Would just
polishing fix them?
13 Who do we get colds and flus from? How exactly does it happen?
14 Do people generally sit up straight? Should I?
15 What are the things that encourage zits? How can I make sure I don't get
new zits without using a special topical medication like Oxy cream?

This list isn't to be cute; I seriously believe these have been weighing on my
mind and slowing me down, by whatever fractional amount. I would love to hear
from you, if you 1) share one of the unthinkables I have solved and would like
to hear the answer, 2) have thoughts on one of the unsolved ones, like how you
deal with it, even if dysfunctionally, or 3) have some unthinkables of your own
- private, unconscious, unresolved problems gumming up daily life - that you
would like to add to my list so that we can all try to answer them together and
relieve a little of our collective burden.

About unthinkable #1: It turns out everyone has a personal
partially-dirty-laundry system, whether they've thought about it or not, and by
asking everyone I meet I've collected 9 examples of them over the last couple
of days. They turn out to be very interesting! After looking at the strengths
and weaknesses of them all, I've come up with one of my own that I think will
work for me and keep my floor more or less permanently clothes-free. I'm
planning to send out an email with those 9 systems and my own, but let me know
if you told me about your system and don't want it publically known (though
none of them seem
incriminating to me).

--
Daniel Saunders

Wednesday, February 22, 2006

Books that have really helped me

These are all sensible, sane, well-written, kindly books, and I've got at least a few extremely important things from each of them. Some of the titles are scary - and some of them lay on my desk for a week or two before I could bear to pick them up - but I was incredibly glad when I did.

Getting What You Came For: The Smart Student's Guide to Earning an MA or a Ph.D. by Robert L. Peters

Getting Things Done: The Art of Stress-Free Productivity by David Allen

Advice To A Young Scientist by Peter Medawar

Professors As Writers by Robert Boice

Writing For Social Scientists by Howard S. Becker

Writing Your Dissertation in Fifteen Minutes a Day by Joan Bolker

A Ph.D. Is Not Enough: A Guide to Survival in Science by Peter J. Feibelman

Welcome to How I Work

Hi and welcome to How I Work! The title is a little stern, but I like it because it sums up the two things this is going to be about:

1) The procedures, rules and guidelines I live by in my daily life, both to get chores and various duties done, and also to produce creative work, like writing, research, etc and

2) How my own mind works. I am always trying to figure that out, for one thing to aid in continually tweaking those procedures, rules and guidelines for daily productivity and contentedness - and to outsmart myself when it comes to things like procrastination ("Bastard! He's always one step ahead!"). Here's Socrates (via Plato, via this course I took on classical rhetoric):"I ... investigate not these things, but myself, to know whether I am a monster more complicated and furious than Typhon or a gentler and simpler creature to whom a divine and quiet destiny has been given by nature."

I have started this blog for friends who might be interested, to share some of the procedures, rules and guidelines I have been working on, in the particular hope that they will comment and suggest and share what works for them. I like the fact that it's electronic so that it can be continually updated, as all these procedures, rules and guidelines must be, so that they're things that I can and do follow. No point in having ones that just sit there and make you feel bad: these are to help the person I actually am, rather than who I wish I was. Anyway hope you find entries here to stir your thoughts about your own working habits, and even to inspire you.