Caffeinated Coder

In my last post I mentioned that I had recently decided that it was time to overhaul my approach to managing tasks. The changes I implemented were mostly inspired by a book by David Allen called Getting Things Done and I have been extremely pleased with the results so far. As promised, here are some of the concrete ideas that I’ve adopted and incorporated over the last month.

1. Following a Workflow: I found that my procrastination was mostly fueled by not knowing where to start on something or else feeling that it was too big for the small time slots that I usually had available during the day. Following this workflow whenever I a faced with a new item in my inbox gives me an automatic starting place and a way to boil down a massive, disorganized, tangle of items into a relatively small set of very specific tasks that I need to do.
2. Treating Collecting, Processing, and Doing as Different Activities - The workflow diagram really only covers the processing part of the equation, which is where you make decisions about things. Two other distinctly different activities are collecting and doing. Collecting simply means recording items that are floating around in your head and placing them into some kind of trusted inbox so that you can process them later (I use rememberTheMilk.com, a Samsung smartPhone which syncs with rememberTheMilk.com, my email inbox, a physical inbox on my desk, and delicious). The idea is that each process requires a separate type of thinking, thus context switches detrimental in terms of productivity and effectiveness. I find that I also gain the most benefit in terms of peace of mind by completing the collecting and processing stages before I attempt to actually do anything (with the exception of the 2 minute rule below).
3. Transitioning from To Do’s to Next Actions - My TO DO’s used to be very vague, like ‘Get Supplemental Life Insurance’. Now I take the effort to formulate the exact action I need to take and then attach any relevant information that I will need, such as ‘Call Mark (xxx-xxxx) and ask for quote on 20 year, $xx term life policy’. Since all the preliminary decisions and information gathering have been done, I am finding that I am much more likely to actually do it when I have a free minute during the day.
4. The 2 Minute Rule - If I grab a task from my inbox that will take less than two minutes, I just do it. This keeps my list short. If it will take longer than two minutes, I force myself to put it in one of the ‘deferred’ piles (Next Action Lists) until I am finished processing so I don’t get distracted and run out of time before the processing is done.
5. Grouping Tasks according to Contexts - Another helpful hint that I picked up from the ‘Getting Things Done’ book is to organize my Next Actions according to the context required to do them (call, errand, home, work, computer, etc.). Now, whenever I am out running errands, I scan my ‘Errand’ list to see if there is any other errand I can tackle that is close to where I’ll be. I’ve been surprised at how much more I get done now that I’ve picked up the habit of scanning the appropriate context list based on where I am and what I am doing whenever.
6. WaitFor List - This is a very useful list where I now track everything that I am waiting for (the phone company to send me a rebate, the insurance guy to send me a quote, my wife to make an appointment, etc.). I set due dates on them so that I know when it is time to start bugging somebody if things aren’t getting done.
7. Someday List - By explicitly separating all the things that I am explicitly agreeing to do (my Next Action and Project lists) from the things that are interesting to me but not appropriate to tackle at the current time, I dramatically decrease my tasks list and don’t feel nearly as guilty for those things that I’m not choosing to do at the moment.
8. Reference Materials - I realized that a lot of items that I thought were TO DO items were simply things that I needed to keep as reference in a system that would allow me to quickly retrieve it when and if I should ever need it (that meant overhauling my existing black-hole-of-a-filing system). To have a good filing system, you really need to take an agile approach and constantly tweak it as new items come in and old ones become obsolete. The best way to do this is to buy an electronic label maker ($30) so that you can quickly relabel folders in a way that is neat and easy to read.
9. Delegating and Deleting - These were two activities that I was not nearly aggressive enough with over the years. By having these questions as part of the workflow, I find that I am more likely to weed items out by throwing them away or letting someone else do them instead who is better suited to the task in the first place.
10. Using Projects to Organize Multi-Step Actions - I found that the items I was most likely to procrastinate on were the things that had multiple steps involved but were too small to traditionally be considered a project. David Allen recommends considering these to be a project, which he defines simply as a place holder that is useful for periodically generating Next Action items and organizing supporting material. This is great for smaller projects because it naturally lends itself to breaking things down into more manageable chunks. He also has some great suggestions for larger projects in terms of defining goals, envisioning outcomes, and brainstorming possible tasks.

If you’re interested in learning more about these concepts, I definitely recommend buying the book (which is a quick read) or visiting some of the resources here.

I’ve always been somewhat prone to procrastination, especially in my personal life, but I’ve watched with growing trepidation as my task list has slowly grown out of control over the last several months.

Part of this trend is due to being a new parent. I expected that having a newborn would consume the majority of my free time, although I must admit that it didn’t completely sink in until it happened. What I didn’t expect was that my “honey-do” and “male provider” lists would also grow dramatically as my both mine and my wife’s biological instincts kicked into high gear. Meanwhile, my list of new tools and technologies to explore continue to mount as suggestions pour in from twitter, my blog, and my RSS reader.

The result is that I have many times more tasks to do than before but now I only have a faction of the time to get them done. This new reality has left me feeling overwhelmed, paralyzed, and generally less productive with the time I do have.

A few weeks ago I finally came to the conclusion that I needed to severely overhaul my approach to managing my tasks if I ever had any hope of feeling calm and productive again. Someone on Twitter suggested I pick up a copy of David Allen’s Getting Things Done book, so I started there. I’ve always had an aversion to business self-help books, but desperate times called for desperate measures so I picked up a copy in the bookstore.

I was surprised by how quickly my skepticism disappeared. I was especially sold on the author’s clear explanation of the negative consequences of relying primarily on our brain (mental RAM) to juggle all of our TO DO’s. Not only is this common approach tremendously inefficient since our brain randomly reminds us of things we need to do repeatedly at times when we can’t usually do anything about it, but it also perpetually consumes a limited resource (especially in my case) thus slowing down our overall mental functioning. In other words, it is like trying to get something done on your computer while running a dozen instances of Visual Studio 2008. You can do it, but it just isn’t what I would call an optimal experience.

The premise of the book is that it is possible is overcome this dynamic and achieve a calmer and more productive state of mind by simply transferring all of your tasks from your head to a trusted external system. In GeekSpeak, it would be the equivalent of flushing all those nagging thoughts from RAM to disk, which makes sense since you really only need them in memory when you are actually in a position to do something about them.

This analogy, along with the remarkably clear and helpful diagram below, convinced me to make a several week investment in optimizing my approach to getting things done.

The results have been dramatic. Not only do I feel like a huge psychic weight has been lifted from my shoulders, but I’ve completed a huge list of tasks that I had been procrastinating on for months and in some cases years. I also find myself fitting tasks into much smaller chunks of time during the day because I have organized them in such a way that they take much less mental energy to tackle, thus I no longer feel that I need to set aside a huge block of time to do them.

Even more surprising is that I find that doing things on my “Next Action” list is slightly addictive. Crossing off an item feels like lightening the load by removing something from a heavy backpack I have to carry around with me everywhere I go. There is an immediate relief in it.

If any of this sounds familiar to you, then I would recommend picking up a copy of David Allen’s book. It’s a very quick read.

For those of you that are intrigued but not sold enough to actually buy the book, stay tuned for my next post where I’m going to share all of the concrete tips that I’ve edited out of this post so as to keep it a reasonable length for a change.

Every since I learned that the most important characteristic of people who become experts is that they continue to learn throughout their careers at the same pace they did when they were beginners, I have found it helpful to do regular mental inventories of new things I’ve recently learned as a way to keep myself honest.

Here are some of the productivity tips that I’ve picked up in the last 3-4 months that have worked out well and saved me quite a few wasted keystrokes and mouse movements:

1. Launcher Program Parameters - In my recent post Friends Don’t Let Friends Use the Start Menu, I described my newfound addiction to SlickRun as a way to launch programs. Since then a few people have suggested that I try Launchy instead because it automatically detects programs without any keyword setup. I still intend to give it a fair chance, but I have to admit that so far I’ve been too distracted by experimenting with using SlickRun parameters so that I am not just opening a program but also accomplishing the first task or two that I normally would perform. For example, instead of just opening Firefox I now have different “magic words” configured to open one or more web sites at the same time. I also have different keywords set up for opening up each of my Visual Studio solutions as well as connecting to each of my different database servers with SQL Management Studio.
2. UltraMon Window Switching Hotkey - I’ve been hooked on UltraMon as a way to quickly switch windows back and forth between monitors for a while, but I’ve only recently thought to set up a hotkey(there is a HotKey tab in the UltraMon properties window). Now I switch the active window to my other monitor by just hitting Ctl + Right Arrow Key.
3. Adding NotePad2 to Context Menu - Life is too short to open random source files with Visual Studio. That’s why I prefer using Notepad2, which offers syntax highlighting but opens instantly. I recently ran across this blog entry that shows how to hack the registry so that this handy utility shows up in the context menu. Now when I want to open source files outside of Visual Studio, I simply right click on the file and choose NotePad2.
4. Address Bar Hotkey (Alt-D) - I picked this tip from a recent Jeff Atwood post and have since used it about a thousand times a day since it works both with the browser and Windows Explorer.
5. Lighter Weight ToDo List - Adding to the “ridding my life of tools that take too long to load” theme, I’ve recently stopped using Microsoft Word to track my To Do list and instead started using a lightweight utility that comes with SlickRun (Jot). Now when I need to jot down a task or thought, I hit Ctl-J and a little green window pops up within in milliseconds rather than the 3-6 seconds it takes Microsoft Word to load. It doesn’t sound like much, but it really adds up over the course of a day. Also, given my ADD tendencies, I have trained myself to immediately jot down random tasks or thoughts immediately as they occur to me or else I tend to lose track of them. However, if I can’t do this in one swift, fluent motion, then I lose all the momentum I had built up on my prior task so this is a big boost me personally in that respect.
6. Unlocking Files with Unlocker - If I get impatient loading up Visual Studio and Microsoft Word, then you can imagine how reluctant I am to reboot my laptop or a development server. Rather than rebooting to solve a file locking related issue, I used to fumble around with Process Explorer in order to figure out which program or service needed to be shut down rather than rebooting like I’ve observed other people doing. Now that I have the Unlocker utility installed, all I do is right click on the locked file and select ‘Unlocker’. The utility displays a list of all the open file handles along with the option to simply unlock the file or else kill the locking process.
7. Configuring VSS to use BeyondCompare for File Comparisons - Every piece of code gets reviewed where I work now, which means that version comparison becomes a pretty critical feature. God help us that we still haven’t managed to find the time to migrate to a real source control tool yet, but one saving grace is that we all have BeyondCompare2 configured as default comparison tool. The VSS comparison functionality just highlights the line that has changed, but BeyondCompare2 highlights the exact characters that have changed. This doesn’t sound like a big deal, but the savings in time and eye-strain add up quickly if your shop is strict about code reviews.

I picked up many of these tips by simply observing my co-workers or following suggestions I read in a blog posts. Other improvements came about as a result of trying to pay attention to any actions I did frequently that seemed to take more steps than they should and then creatively thinking about how to reduce the number of steps.

No matter how you end up picking up these kinds of tips, the trick is that you have to be willing to invest energy in changing your workflow habits.

Which tricks have you picked up recently?

I’ve read and listened to Scott Hanselman sing the praises of SlickRun for a long time, but I just recently got around to using it.

For those of you who are as slow to catch on as me, it is essentially just a tricked-out version of the Run window that allows you launch programs much faster than you can through the traditional hide-and-seek start menu approach. This is especially true if you are a tool addict and have a start menu that stretches across your screen.

Best of all, it is FREE, which is one of the few things that still fits into my budget these days. It also only takes seconds to grok and begin saving time with it.

To get started, all you have to do is right-click on the floating SlickRun textbox and select “New Magic Word”. When the dialog box with the nifty wizard hat pops up, you simply drag the magic geen lightsaber circled below over to an open program and it will figure out the program’s filepath. You can also create the mapping by just dragging a shortcut from the start menu on to the floating SlickRun textbox prompt.

Next, you think of a clever and creative keyword (for example NCoverExplorer for NCoverExplorer) and then optionally assign paramters to it. Parameters are cool because you can do things like open FireFox and surf to your favorite porn site in one swift and efficient motion. For NCoverExplorer, I set the parameter value to the path of the NCover xml result file that gets generated from our automated build process.

Finally, thanks to the magic of intellisense, you just have to type a couple of letters until the keyword you want appears in the textbox and then hit return in order to launch it. Easy, huh?

Just remember, REAL geeks don’t use the start menu. If you don’t want all the other geeks laughing at you and kicking silicon dust in your face in the computer lab, then I suggest you download SlickRun immediately.

Helpful Configuration Hints

• If you’re used to Windows-R to launch programs, you can change the default SlickRun hotkey (Windows-Q) to this more familiar one by setting GrabWinR=1 in the slickRun.ini. You can find this config file in your computer’s app data directory (directory locations vary based on the OS), but it won’t actually be created until you close SlickRun for the first time.
• I also like turning the ChaseCursor option on so that launcher window pops up where ever your cursor happens to be after hitting the hotkey combination. This saves me from having to shift my focus to a different part of the screen… Yes, I know that it seems lazy beyond words to recommend a feature just because it saves my eyeballs from having to move a few centimeters.

Notes about Vista

• SlickRun is not quite as compelling on Vista because of the built in launcher in the Vista start menu. However, I still like using it on Vista because it offers more flexibility in terms of creating more logical words for program names as well as automatically passing in parameters to the program.
• Setting up magic words by dragging shortcuts from the start menu to the SlickRun prompt doesn’t work on Vista for some reason.

Interesting SlickRun Factoid

• This was actually written in Delphi. I’m going to let you come up with your own Delphi jokes so as to avoid any hate mail from either one of the remaining Delphi programmers out there.

This week I installed a few nifty Firefox Add-Ons, All-In-One-Gestures and IE Tab.

I tried All-In-One-Gestures after watching how fast a co-worker was able to navigate on the web by using this Add-On. It allows you to right-click anywhere on a web page and move the mouse left to go backward or right to go for forward.

Navigating this way is definitely much faster than using the browser toolbar buttons and helps me stay in a better flow when trying to quickly scan oodles of google results.

For some reason I also really like the little red line affect that shows up on the page, but I’m easily impressed like that.

The other Add-On, IE Tab, lets you view how a web page will be displayed in Internet Explorer by simply clicking on a button at the bottom of the page. This came in handy when I was trying to figure out why a Cruise Control report generated by FxCop was not working. On a hunch, I toggled to IE and realized that the XSL had browser compatibility issues because it worked fine in IE. It was nice to be able to verify this by simply toggling view modes rather than having to start a different browser and then navigate to the page.

The moral of the story: Always pay attention to how your co-workers do things. I don’t think I ever met somebody who didn’t have at least one time saving tool or trick up their sleeves that I could steal to my great benefit. I like to think of every productivity enhancing tool or technique as a little investment. It may take a little “seed money” in terms of time and effort, but it is amazing how quickly the dividends begin to pay off so that my overall time savings quickly surpasses my initial investment.

I was working with someone who doesn’t have ReSharper today and I noticed for the first time that I have developed some feature addictions because I actually winced when I watched him fully type out a property and then manually do an “extract method” refactoring.

This surprised me since I have only really been consistently using ReSharper for the last month and am still far from my goal of becoming a ReSharper Jedi. Nevertheless, the dozen or so keystrokes that I have mastered and consistently use are making a noticeable difference in removing some of the coding noise that usually distracts me and slows me down while coding.

In keeping with the lucky seven theme from my last post, I decided to share seven favorite features. In other words, if there were suddenly a terrible ReSharper feature shortage and the Programming Gestapo started forcing everyone to ration their features, this is what I would choose.

(NOTE: All shortcut keys are according to the VS Bindings)

1. Auto-inserting using statements (alt + return at prompt) - This is by far my favorite feature. How does it know what I wanted so quickly?



2. Generating properties, constructors, & overrides (Alt + Ins) - For properties, it lets you choose from a list of private variables without properties. For constructors, it lets you choose from a list of possible properties to use as parameters.
   




3. Identifying Dead Code (text colored gray): No more excuses for letting unused code clutter your code base.
   
4. Extract Method (Ctl + Alt + M) - It figures out which parameters you’ll need to pass in and replaces the highlighted text with a call to the new method.
5. Rename (F2) - This is a LOT smarter and quicker than the Visual Studio Find & Replace.
6. Find Usages (Shift + Alt + F12) - This also beats the pants off of Find & Replace for doing impact analysis.
   




7. Go ToType (Ctl + N) - I like how it pops up at my cursor, filters the list while I type, and shows the location of the files.
   

I fully expect this list to change as I get more proficient with the tool and as I start working on a 2.0 .NET project instead of a 1.1 project so that I can use the latest version of ReSharper.

Which seven features would you choose? If you had to recommend one killer feature that I am missing out on, which one would it be?

I’ve finally been bitten by the Resharper bug and now I want to be a Resharper Jedi when I grow up like Ilya Ryzhenkov on this video. According to the JetBrains .NET Tool Blog, a Resharper Jedi is someone who “can code hella fast with ReSharper and blow productivity levels off the chart”. I haven’t heard any claims about Resharper being able to help me Jedi-mind-trick my way out of traffic tickets, but there sure is a lot of reverent blogosphere speak about people like Ayende who can code at the speed of light during demos thanks to his mastery of this tool’s navigation, code generation, and refactoring keyboard short-cuts.

I just finished reading Joe White’s 31 days of R# and trying out almost every item in the Resharper menu that appears in Visual Studio after installing it. So far the force does not appear to be as strong in my family as I had hoped, but with luck I will make steady progress in the near future with the help of the Resharper Cheat Sheet, which I plan to post up on the wall of my new cube.

Below is a screen shot of one of my favorite features, the Usage option (Shift + Alt + F12 under VS Bindings). It shows all the references to the selected method or property, which is great when you are trying to determine potential side affects of changing legacy code (assuming you don’t already have a ton of unit tests to assuage your fears).