Auto Focus

AutoFocusAutoFocusTask Management

SystemSystem

Created by Mark Forster

http://www.markforster.net/autofocus-system/

The Rules

The system consists of one long list of everything that you have to do, written in a ruled notebook (25-35 lines to a pagea ruled notebook (25 35 lines to a page is ideal).

As you think of new items, add them to the end of the listend of the list.

You work through the list, one page at a time in the following manner:ti e i the f ll i g er

STEPS 1STEPS1. Read quickly through all the items oN

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the page without taking action on any of them.

2 Go through the page more slowly2. Go through the page more slowly looking at the items in order until one stands out for you.

3. Work on that item for as long as you feel like doing so.

4 Cross the item off the list, and4. Cross the item off the list, and re-enter it at the end of the list if you haven’t finished it.

More…

STEPS 2STEPS 2

5. Continue going round the same page in the same way. Don’t move onto the next page until you complete a pass of the page without any item standing outthe page without any item standing out.

6. Move on to the next page and repeat the process.

More…

STEPS 3STEPS 7. If you go to a page and no item

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stands out for you on your first pass through it, then all the outstanding items on that page are dismissed without re-entering them (N B Thiswithout re-entering them. (N.B. This does not apply to the final page, on which you are still writing items).

Use a highlighter to mark dismissed items.

8 Once you’ve finished with the final8.Once you ve finished with the final page, re-start at the first page that is still active.

this is how I implemented autofocus !

CharlesCharles Cave

June 2009

I use a 200 page A5 notebookI use a 200 page A5 notebook, Fountain pen, Gel pen and High-light marker pens.

Orangehighlighter for completed items.

Greenhighlighter forfor dismissed items.

I wrote my name, email address and phone number inside the frontphone number inside the front cover in case I lose the book!

I have a “home” list in the frontin the front part of the book. These are my non-are my non-work tasks.

* t t* Note: private information has been smudged!

The “office” tasks are on a new list in the second half of the book Iin the second half of the book. I pasted a calendar for reference.

When all tasks are completedcompleted on a page, I write an ‘x’. A circled ‘x’A circled ‘x’ means there are no

‘L’ means

active pages before this page.

a lunch time task

page.

I stapled an index card inindex card in the back to make a pocket f r p eces ffor pieces of graph paper and index cards for idea capture.

* You can see a list of library books I am going to find at lunch time!

At the start of each day I rule a line then write today’s date. This is done in both the ‘home’ and ‘work’ lists.

New tasks areNew tasks are added to the end of the list.

When I choose a task to work on I mark it with a dot.

When the task is completed I cross it out with high-i i ilighter, write the date and put a tally mark againstmark against today’s date.

Am I making progress? How is my backlog of work? Statistics tobacklog of work? Statistics to the rescue! each week I review the tasks and write some numbers.

How many tasks were added? Count the tasksCount the tasks added to each day.

How many wereHow many were closed? Count the tally marks against each day.

How many open tasks do I have?tasks do I have?

Each week I calculate the number of open tasks by taking the previous week’s number, add the number of new tasks and subtractnumber of new tasks and subtract the tasks completed or dismissed.

Knowing how many tasks I can do each day helps me manage my commitments.

If the number of open tasks is declining then I am being verydeclining then I am being very productive.

If the number is staying the same then I am just managing to keep up but I am not clearing my backlogbut I am not clearing my backlog.

If the number is increasingIf the number is increasing(danger!) then it is time to dismiss some tasks I will never do, spend more time on the tasks I must domore time on the tasks I must do, become more efficient or eliminate some other commitments and distractions.

What about date and time specific events?specific events?

I use outlookat the office to manage meetings andmeetings and appointments.

At home I useAt home I use my emacs / org-mode system.

What about projects?

I use org-mode at home and work forhome and work for project planning, outlining, note taking and planning Org-and planning. Org-mode is an extension to the emacs editor.

I transfer relevant nf rm t n t the

http://orgmode.org

information to the notebook – printed or hand-written.

The payoff?The payoff?

All my tasks are captured andAll my tasks are captured and accessible in one place.

I know what I have to do eachI kn hat I ha e t d each day.

The system is simple to set up, s mp e t use p rt b e ndsimple to use, portable and doesn’t need batteries or the internet.internet.

Minimum stress knowing I haven’t forgotten anything.

More information?More information?

Autofocus forumAutofocus forumhttp://www.markforster.net/forum

Ask me:[email protected]