Task 3c: Sources of information

Top 5 sources

Methods I currently use to gather and organize information

Diary/daily planner

Without my pocket daily planner/diary I would be totally lost. In it is written every appointment, engagement as well as my to do lists for that day (Click on: My Useful Daily planner, for more in depth information on it). It is a space to dump things to remember, notes and to capture ideas. Without it my brain would probably explode. I don’t know why, with all the technology there is now-a-days I still use a paper planner (it doesn’t sync up with my laptop, more difficult to make alterations, another thing to carry round). It has just one purpose, you don’t have to go looking for the information, you have the physical act of writing it which has, I think a link to your creative brain, much more than typing it. It’s easier to look back at previous days. I guess I’m still just not ready to make the full technological leap. Old habits, what we fee comfortable with, die-hard.

Face to face conversations friends/family/network meetings etc.

Still one of my favourite methods of gathering information. For me, it is the most useful way to organize information. Without friends, family and trusted colleagues to discuss ideas, concerns and problems with my mind would be even more of a mess. I use my personal network as a sounding board, devils advocate, consolation, judges panel, support, advice and as a way to battle my way through the situation to find my own answers.

I love discussing topics with people and hearing their point of view, taking it in, discussing differences of opinion and learning, teaching as we go. Exchanging of ideas and values is such great fun for me and is one of the best ways I learn. Especially when you are in a group of giving, trustworthy people who all respect each others differences and love to give as much as receive. Charlie Bidston makes an excellent point in her Blog on Task 3c that I had not considered. Although she feels as I do, that face to face is of huge value, she states that “you cant rely on what people say all the time”. Such a true statement that I had overlooked but that it is vital you bear in mind.  My Dad always used to say, there are always three sides to every story: The two peoples stories and the truth. I should always try to keep in mind that every person has an angle/opinion that they cannot help, but allow to colour what they are saying. I will try to minimize the negative impact this can have by being careful with whom I consult, ensuring that they are a trusted person whose opinion I value and bear in mind their possible biases.

Google/laptop

Something that I use, unfailingly every day. As Liam states, it is actually the internet, but what use is the internet without a search engine, Google. It is one of my first thoughts as a source of information, research, answering a question, and teaching tool. I do miss the library but it just takes longer.

My laptop comes with me everywhere, with only a very few exceptions. It has everything stored on it: files, photos, videos, documents, addresses, lists, functions that make projects possible, internet capability, music and additional storage space. I have no home computer so my laptop does it all.

Mobile phone - Contacts list/database

There are days when I spend 5 – 6 hours on my mobile, chatting to businesses, friends, contacts finding out information as well as organizing things. Since I now have an iPhone that automatically syncs with my computers address/contacts book when it’s charging I now have this added benefit. Since starting in the business I have kept quite comprehensive notes on companies/people I have spoken to/worked for/had job offers from to ensure that I can use peoples names when contacting them again, when I spoke to them last and so I can refer to anything we previously discussed. Also helpful to be able to give all the information to others wanting to get into the industry to help them get their foot in. I love being able to use my mobile to call people at times that could otherwise be ‘dead’ time such as driving. I am better able to use the time I have to get done the things I want. It also reminds me of peoples Birthdays/special occasions to do something nice for them.

Personal development material - Books, iPod, seminars

This has been possibly one of the most influential sources of information and tools I have used to assist in sorting my thoughts. Meeting focused, accomplished people with similar interests but very different journeys is one of the best bits, along with the contacts/friendships made and on top of this the personal development and inspiration from the material itself.

I love reading books, although they are a little more time consuming than you could find out the information in them. This I think is part of their charm, to take your time and let you imagination get involved which allows you to engage more in the books message. I read books purely for enjoyment, some for learning about a chosen field/subject and some that others have recommended which broadens my horizons.

My iPod has audio books and seminars on it as well as my favourite inspirational music so that on long journeys I can, if not speaking to people on my mobile, learning, expanding my mind or just keeping my motivation topped up. I had not thought of using my iPod to listen to and find new inspirational songs, even though this may sound a little obvious, in the way that Liam and Charlie mention that they do.

A couple of other methods I use over and above the top 5

Documentaries

Business coach

Inspiration from world around me

Have other people’s ideas influenced me, how could they be useful to me?

I found the suggestions from Sarah, Alicia and Fiona on my Daily planner have given me food for thought. My Useful Daily planner I am trying for the next month simply having blocks of time in which to chill, relax and have fun instead of a formal written down activity in that time slot so I can better roll with the punches and do as I am feeling at that time.

Alicia points of view in her 3c post really sparked my thinking and was written, as always, in a very consider and well measured way which inspires me to emulate her logical, clearly thought out style of writing.

Jo’s brain-storm was very comprehensive and gave me lots of ideas. Also helpful as was Liam’s. His was more of an inspiration to me not to ponder too much and just get on with it.

Have a Merry Christmas all of you and I look forward to seeing/speaking with you in the New Year.

Stay safe - Phil

My Useful Daily planner

Sarah Pearson asked to have a little more detail re my daily planner that i have been using and developing to ensure i get everything done and still have fun. 

I hope that its of some use to some of you. 

Daily planner

There are a number of general overall rules:

Tight (but realistic) time frames must be applied to keep you working with focus.

Colours keep it clear what’s coming next and prevent the overload of  one continuous list of stuff to do.

These colours as well as the categories also allow me to monitor easily where I’m spending my time.

Ensure that clear rewards and down time are unfailingly adhering to, helps keep motivation high throughout extended periods of work.

First job of the day must be the one you want to do least/the hardest job.

Keep job descriptions short, precise and in capital letters. This forces you to be crystal clear on the task, does not give any room for ambiguity/confusion and keeps it from looking scary.

No more than two important tasks must be taken on in any one day.

The current system:

I have broken my activities into 5 categories (purely as this is the number of highlighters I have, 6 would for me be better): BAPP, Fun, Wedding Planning, Property, Other/General daily activities.

Each page of my diary is split into half hour time slots from 6am – 11pm.

The day (normally the evening) before the day in question I pencil in all the bits and pieces for the day allocating an appropriate length of time for each activity. Colour the activities by category.

Then on Sunday I go through that week and add up all the half hour time slots spent in each of the 5 categories and record the number of hours at the bottom of Sunday’s page.

I have begun writing any deviations and additions to the day on the right hand side so I can see how the day went in comparison to how it was planned.

Currently, I lightly pencil onto the bottom of each page notes of things that need to be done on that day as I think of them throughout the week. Then when I get to planning that day I rub them out as I allocate time slots to them.

I have experimented with attempting to keep similar activities with each other to keep in that same head space, hat on, as well as breaking them up to allow a fresh set of eyes and renewed energy.

This does not work with BAPP work, I need to do this in one or no more than two  blocks of time.

Room for improvement

At the moment there is a lack of flexibility in the system.

When things go according to plan then its great, having to rub out the notes is not ideal but I have no space (if I’m writing amendments to the schedule on the right hand side) to just leave them.

Writing the notes in pencil and then having to re write them in pen when I firm up the plans is frustrating. At what point do the number of categories become more of a hindrance than a help.

What category do I put eating/showering, work/panto into as well as just sitting chatting watching TV. Is it important to classify these. Should every half hour I’m awake be classified or should I just classify the important ones.

These are a few of the current limitations or areas that could do with tweaking. As I continue to use it, it will develop further I would hope.

I am very open to ideas/suggestions on how to improve this or other ways I can try, as well as totally different ways that you have found work for you.

I hope in a while to see a pattern developing in the times I am most productive, and things I am still avoiding etc.

Weekly Goals & preventing overwhelm

In addition to the above I also keep a word document split into 5 categories onto which I record EVERY thought, idea in its appropriate section. On Sunday I go through the items on each individual page and draw out the 3-4 most important from each and put them into my weekly goals (also broken up into 5 categories). This page (weekly goals page) is the only one I look at throughout the week. If any other ideas, jobs come up they get instantly placed into its category. This helps prevent overwhelm by knowing that all jobs are recorded so will not be forgotten but not constantly under your nose so as to fill your head with all that is to be done. All items are given a number from 1-4 depending on its relevance to your ultimate plan and the time frame in which it needs to be completed.

1 – not important & not urgent, 2 – not important & urgent, 3 – important & not urgent, 4 – important & urgent. The idea is to spend as much time completing the 3 and 4 region activities and avoid as much as possible region 2 and definitely region 1 activities.

This scale is the deciding factor as to the order in which the items make it onto your weekly goals page. This helps you get used to seeing the real importance and urgency of jobs, so less important jobs that appear important due to their need to be done quickly are not mistakenly given priority over one with a less pressing time frame but of much more overall value to your bigger plan.

Please do let me know if you use it, how you get on and any changes you make to it as they could really help improve it. 

Also please, as ever, do leave your critical views, i love opportunities to improve or see things from a different angle.

Stay safe - Phil