I gave this talk for the weekly group meeting of the Computer Graphics and Visualization group at the TU Delft I work in. Typically I can not share my talks there, because they contain protected medical images related to my PhD project, but this one is completely safe to share :)

1. Noeska Smit
Productivity
On Projects, Procrastination and probably
more things that start with a p ;)

2. Noeska Smit
Why?
I was working all day,
but what did I actually
achieve?
I should really finish this
report, but let me just
check facebook
instead…
What’s a realistic
planning for this
publication?
So many things to do,
what should I do first?
Such PhD
Many year
How planning? Wow!

3. Noeska Smit
Project Management

4. Noeska Smit
Getting Things Done (GTD)
1. Capture
2. Clarify
3. Organize
4. Reflect
5. Engage
http://hamberg.no/gtd/

5. Noeska Smit
Getting Things Done (GTD)
• Five lists:
1. In
2. Next Actions
3. Waiting for
4. Projects
5. Some day/maybe
• Calendar:
– For date-sensitive items
• Contexts:
– Tags that indicate where items on the Next Actions list can
be performed
– @home, @work, @computer
http://hamberg.no/gtd/

6. Noeska Smit
Autofocus
1. Write all tasks on separate lines in a notebook
2. Go through your list and work on whatever jumps out
at you for as long as you like:
– Cross it out
– If it’s not done: re-enter it at the back of the list
3. Continue from your crossed off item and repeat step 2
for the same page
• Variation: select with a random
number generator
http://markforster.squarespace.com/autofocus-system/

7. Noeska Smit
Scrum
• Iterative + incremental agile software development
framework for managing software projects and
product or application development
• For teams/solo
https://www.scrum.org/

8. Noeska Smit
Scrum
• Sprint:
– a time-box of one month or less during which a “Done”
product Increment is created
• Sprint planning: (product backlog -> current sprint)
– What to deliver?
– How will the work be achieved?
• Daily scrum:
– What happened yesterday? (done)
– What will I do today? (in progress)
– Any obstacles to sprint goal?
• Sprint review (check done, adapt product backlog)
https://www.scrum.org/

9. Noeska Smit
Scrum

10. Noeska Smit
Scrum

11. Noeska Smit
Scrum

12. Noeska Smit
Procrastination

13. Noeska Smit
Procrastination?
• Procrastination is the action of delaying or
postponing something.
• “Procrastination is the thief of time”
– proverb: If you delay doing something, it will take longer to
do later on

14. Noeska Smit
• http://waitbutwhy.com/2013/10/why-
procrastinators-procrastinate.html
• http://waitbutwhy.com/2013/11/how-to-
beat-procrastination.html

15. Noeska Smit
Pomodoro Technique
http://pomodorotechnique.com/

16. Noeska Smit
Three Tasks a Day
• Start the workday by:
1. Selecting three tasks you want to complete that day
2. Posting them to your desk
3. Completing the tasks one by one and removing the posts
as you complete them
http://noeskasmit.com/three-tasks-day-keeps-procrastination-away/

17. Noeska Smit
The Rule of Three
• Write down:
– Three outcomes for the day
– Three outcomes for the week
– Three outcomes for month
– Three outcomes for the year
http://gettingresults.com/wiki/The_Rule_of_3

18. Noeska Smit
Tools of the Trade

19. Noeska Smit
Evernote
• Cross-platform software (browser, stand-alone, apps)
• Remember everything
• Store and retrieve information in nested notebooks
• Useful for:
– Lab journal
– Meeting minutes
– Ideas
– Conference summaries
– Travel information
http://evernote.com/

20. Noeska Smit
Todoist
• Task management software (browser, apps)
• Useful for:
– To do list keeping
– Recurring tasks
– Date-sensitive tasks
– Task sharing
– GTD
http://todoist.com

21. Noeska Smit
Trello
• Organizing software (browser, apps)
• Lists of cards
• Useful for:
– Planning
– Reviewing student work with
a group
– Scrum (with the Scrum for
Trello plug-in)
http://trello.com

22. Noeska Smit
HabitRPG
• Habit building software (browser, apps)
• Gamify your life with a classic RPG-type
• Level up as you succeed, lose HP as you fail, earn
money to buy weapons and armor, compete with
your friends.
• Useful for:
– Habit building
– Tasks
– Daily task checklist
http://habitrpg.com

23. Noeska Smit
Final Tips
• Doing the right things vs. doing the things right:
– Perfect task management filled with tasks that don’t
matter?
• Productivity methods can harm productivity:
– Don’t fall into the trap of finding the perfect method at the
cost of getting actual work done

24. Noeska Smit
Questions?
How can anyone enjoy
things like this?
Where are the cool
medical pictures during
my lunch?
Seriously?