Super Simple Scrum

In my last post I discussed my process for task allocation using a calendaring system (ie Outlook). However, in order to do this successfully you need to be equipped to successfully estimate the amount of time a task require. In the engineering field there are countless methodologies to aid in this effort for developers, but my favorite is Scrum.

One of the core elements of Scrum is the calculation of a ‘load factor’. Before doing a task you estimate how much time you think it will take. After the task is completed you record how long it took you.

Load Factor = (Reality-Estimation)/Estimation

Initially this number will have incredibly high variance, but over time, your load factor will start to stabilize. This will enable you to revise any of your initial estimates. For example, My load factor is currently around 1.5. This means I’m consistently overambitious and underestimate the time required for a given task by 150%. So, next time I try to estimate a project – I’ll do my standard estimate and then just multiply it by 1.5.

Ideally, your load factor will fall over time as you become more aware of your personal bias and begin to adjust. However, many people (myself included) – especially those with large variation in task types (in a day I’ll do anything from coding to design to door to door sales) may never get to a low load number.

Luckily, the load factor has you covered. It’s a great tool to reduce the uncertainty of planning from the inaccuracy of your guess (one project) to the volatility of your load factor (over several projects). While I initially started using this system to estimate consulting work (where cost overruns are a serious client issue), it has proven so useful I apply it to every aspect of my life.

Time Management Process

Life is complicated. As we accumulate responsibilities and relationships throughout the development of our professional and personal life the challenge of keeping track of it all mounts.  We all need a system, and here is mine:

Input generally comes in person and over email. If it’s in person I just make a quick note and send myself an email to get it into the stack.

Once I’m on my laptop I’ll go down all of my email items and decide to delete, delegate, or allocate.

Delete – I just don’t have the time or interest to do this.

Delegate – This is someone else’s problem. Rely all to the email to loop in the assignee and then delete.

Allocate – any task I commit to doing has to go on my calendar.

While, this may make my schedule look like a bit of a mess (see above), it prevents over commitment. Also, if the task has any notes (i.e. ideas I have or notes from a customer call) I’ll input them directly into the calendar item. If I have a meeting I’ll input the email correspondence leading up to the meeting right into the calendar item for easy recall on my iPhone when I’m on the move (great for sales).

If a work item is taking longer than expected, is recurring, or needs to be shifted – I simply shift the calendar item. And, in any given day I’ll usually have an hour or two of unplanned interruption, so I plan my schedule with a hour lunch and an hour before sleep that I can use as buffer.

Using calendars in this way enables you to force an allocation process in your life and provides a chronological record of notes (easier to recall/review). Stay organized my friends!

Work is just a rhythm

After spending over a year working alone on cimls.com I’ve found the biggest challenge is staying focused every day. When people work together in an office there is a mutual social motivation that is very powerful, but you only tend to notice it when its gone. After experimenting with a number of different motivators I found that, for me, it boiled down to rhythm. Once I planned and established a daily schedule as a habitual pattern the work easily followed:

Workout/breakfast (8-9)
I found 30 mins a day was the best fit. Enough to get the heart rate and endorphins up, but not so much to make me tired. Think of it as a primer. I do this before looking at my phone or email. Looking will sink this part of the routine.
Work (9-1)
This is always my most productive time. After going through urgent mail I prioritize my first task. I’d say 70% of the real work that I do all day happens here (difficult coding/pitch decks).
Lunch (1-2)
Nap (2-3)
Napping here is very important. Any later it inferred with my sleeping schedule. Forcing a nap here even if I wasn’t tired really brought up my energy the rest of the day.
Work (3-7)
I intentionally plan fun/easier work here (design/planning/email). This tends to be the part of the day hardest to re-start. If the work is fun or easier you get back into the zone.
Dinner (7-8)
Work (8-12)
Oddly, this also tends to be a very productive time for me. Especially with no other calls/emails to distract I get quite a bit of solid work done at night.
At the end of the night wind down by planning the tasks for tomorrow. Generally I block everything out in outlook

Sleep (12-9)
Sleep is the keystone to every day. Everything falls apart without adequate sleep and I won’t sacrifice my sack time for anything short of a catastrophic failure (site is down).
This may look like a lot, but I will take brakes as needed. I found from RescueTime I’m actively productive 8-10 hours a day. That’s about as good as it gets.

Getting on this schedule was challenging for the first couple days, but afterwards the general inertia made it easy to maintain and you almost automatically start each phase.
I have a 3 hour limit on hitting a wall. If I can’t work I just take that ‘block’ off
Breaks are always physical (walking, driving range, ping pong, darts) or sleep. No intellectually stimulating breaks at all. Bodies tend to like to be lazy, so we want to do something that uses 30% of our brain (TV/books/games) rather than 80% (coding /writing). Any opportunity to engage in a simple activity is attractive, but tended to make me less energetic and productive after.
Vacations. I’d generally take every other weekend completely off. No work whatsoever for 2 days. That typically is enough to allow me to reset, recharge and take a quick strategic review then dive back into the trenches. If I’m cycling caffeine intake then these two days will always be complete detox days (no caffeine at all).
Hope some of you find this useful to focus in and get work done!