Futurespective: “To-do & Not to do” these are the action items to get things done.

Futurespective is an incredibly positive perspective approach to get things done!

Not a lot of people are familiar with this method, although I personally find it to be one of my favorites.

I was introduced to this method a few years ago when I was wondering if I should take on a project or not, and I had to weigh the pros and cons, trying to figure out what I should do.

Usually when I start a personal coach or a team coach, I try to give the team/person a sense of control over the expected process and progress during the first few sessions, and to detect the gains and pains that the team or the person can use or over come in order to reach the project goals. It is also in my interest to set the team/person scoped into things he needs to attend that are directly related to the goal a head.

Futurespective can be a fantastic tool to serve this purpose (although we can use it for a lot more than that). It gives a good sense of control over the issues ahead and leads to practical action to enable better goals achievement.

Before we start

Some assumptions:

·         We assume that we have a team (or a person) with common interests and goals that they all want to achieve.

·         We assume that we are aware what project goals we need to achieve.

**Prepare sticky notes and a white board. After all, getting things done has a lot to do with visualization.

Let’s get practical:

 

1.       Ask the team to imagine a journey into the future where they are at the point of reaching their goals. Ask them to describe how this future looks like. What were the success factors that lead them to the point of success?  

**Tell them to ignore the execution phase for now. Give positive feedback and encourage the group to continue – don’t judge the ideas or the people!

 

a.       Write each success factor on a sticky note, and stick it on the board.

 

b.      Summary this session by understanding the factors that helped us get to this stage.

 

2.       Second phase: Ask the team to imagine they are at the point where they didn’t reach the goals.

The second phase may be the most important one in terms of making a point.

Why? What happened?

**Don’t get into solutions now.

a.       Write each unsuccess factor on a sticky note, and stick it to the board.

**Now you have a list of issues to do and not to do.

3.        Ask the team to look at the board.

 

 

a.       The ‘Goal Reached’ side of the board contains those issues we wish to keep.

These aren’t just issues; they can be policies, behaviors and rules. Following these may lead us to a better end. Keep this list visible. 

b.      The ‘Goal NOT Reached’ side of the board are those issues we wish to avoid, overcome, or deal with, a long time before they come happen.

 

4.       Draw action items: Ask the team/person to draw action items to keep/ avoid/deal. We can translate main pains and gains to action items as our backlog.

a.       Draw 1-3 actions items that need to be handled immediately, or assign team members to take those action items.

** Action items can be, for instance, create a list of policies, to avoid x and Y , to deal with issues and whatever.

5.       Now, all you have to do is just place your action items on your backlog and To-do list.

The techniques can be used for a lot of personal and professional issues. It can be used for example just before we initiate a new project, or just before we begin a personal journey; new work ; changes in life ; with our kids; just before a major turn over (new class, new year) and whatever we wish to tackle a head.

And as always, don’t forget to have fun while doing it.

 

Want to read more about Futurespective?

 

Mind mapping and your to-do list:

Here we are again, presenting another fun and creative way to arrange our tasks to help us get things done.

Today, I want to introduce to you - The Mind Map.

Googling 'mind map' shows you dozens of images and techniques of mind mapping.

I’ve even published an article about mind mapping the software testing exploratory technique myself.

Mind mapping is one of the most powerful visualization tools for ideas, flows, goals - whatever we want to achieve. It works wonders with kids, as they visualize their way through the things they want to do.

Why use it at home?

Because it is another way that helps us get things done. Because it works for so many people. Because It is so simple and effective, that I just had to talk about it.

As usual, I want to keep things simple. I prefer to use mind mapping as an initial tool to initiate our wish list, to get our to-do list in order.

But first, what exactly is mind mapping?

"A mind map is a diagram used to represent words, ideas, tasks, or other items linked to and arranged around a central key word or idea… Mind maps have many applications in personal, family, educational, and business situations, including notetaking, brainstorming (wherein ideas are inserted into the map radically around the center node, without the implicit prioritization that comes from hierarchy or sequential arrangements, and wherein grouping and organizing is reserved for later stages), summarizing, as a mnemonic technique, or to sort out a complicated idea. Mind maps are also promoted as a way to collaborate in color pen creativity sessions.

Mind maps can be used for:

●     problem solving

●     outline/framework design

●     structure/relationship representations

●     anonymous collaboration

●     marriage of words and visuals

●     individual expression of creativity

●     condensing material into a concise and memorable format

●     team building or synergy creating activity

●     enhancing work morale”

Wikipeida

Kids are doing it all over the world any way. So how do we do it?

Lets say we have this three week vacation coming up, and we want to plan what we want to do. As a regular reader of my blog you already know, that the best thing to do is build a mind map as a family, together. Visualize it, talk it over, and have fun with it!

1. So the first step of mind mapping will be to visualize a central word, topic, idea, subject, or concept.

Say - Holidays family activities.

2. Now, we add three or four ideas that are linked to the main idea.

Think , for example , what would we like to do in that period of time ?:

‘Have fun’

‘Do homework’

‘Paint the house’

Write those down on the board, or add sticky notes.

3. Now continue to add even more ideas under those ideas. Use bright colors! Arrows! Colored lines! Anything that makes the mind map easy and fun to follow.

4. Now, can we actually do everything we set down in the mind map? Well, luckily, you used sticky notes. Move them around, see what’s really important, and add them to a board. Call this your ‘To do’ column.

5. Now add two more columns - ‘In progress’ and ‘Done’.

See?

Mind maps are used all over, for all sorts of things. Education, life skills, chores, and so on. For us, it's just another fun way to help us get things done.

Citations:

●     http://en.wikipedia.org/wiki/Tony_Buzan

●     http://www.thinkbuzan.com/uk - official website of Tony Buzan

●     Mind map pattern from : Tony Buzan © 2004 "Mind Maps for Kids : Rev up for Revision"

Operating a task board in 10 min

Agile@Home :

Materials:

v  Sticky notes

v  writing implement (pen, pencil) , marker pen

v  Board / wall. Window

:Start simple

v  Introduce the idea to the kids

v  Remember that it should be a fun game

v  Encourage the kids to take an active part

v  Kids are the ones building the board

Start with the simplest board

3 columns

v  To do

v  In progress

v  Done

.Add tasks to the board

v  Start simple. With the most simple one or two tasks

.Pull tasks according to what you need to do

.Set tasks priority and make sure to move tasks according to their priority

.Pull – Not push

You can add an impediment column if you like

!!!Don’t forget to have Fun

Thank you the greatest family for your pics J

How to decide what to do? – Another way to order the ‘To-Do’ column

Lets say we have a lot of issues at hand, and we need to decide what to do first. The catch here is, that we need to decide as a group (we’ve already discussed the benefit of a group and empowerment before). The group leader (teacher/ manager) agrees that the best way to have an assignment completed in the best possible way, and get people highly motivated and have fun, will be to allow the team/class to decide on their own.

But we have so many issues at hand and only a short time frame to make our decision. So  how are we all going to agree in, say, an hour?

Imagine we are in a classroom where the class has tons of many social assignments, from which they need to pick just two activities that will benefit the entire school and probably win them a prize. But again, there’s a catch. What if they don’t win? Well, even then, at least they had fun and achieved the feeling of success and accomplishment.

The technique, a simple sort of brain storm that I’ll show you, is a very common "game" we play almost in every implementation in the industry or wherever. In fact, I even remember playing it when I was in the Girl Scouts.

So why not try it out at home or in the class room?!

So ,We have a huge list of idea we want to achieve.

1.       Ask the each class/ team member to offer two ideas and write them down on a sticky note.

Paint the school fence

Build a Muskie over in the lobby

Clean the tree area

Have an party during one of the breaks

 Create an hour of fun for first grader

Build a coffee shop for the next parents day

**No one can object to a team member idea at this point.

2.       Once every one is done , each team member has ten seconds to present his idea and place it on the board in the order of its importance.

3.       If more then one team members have the same idea, they add their note to the note already on the board.

4.       Each team member in his turn will  add his note to the board and place it according to the priority he thinks it has.

5.       The next step  may be done in two different ways:

a.        The ideas that got the most votes are selected.

b.       We can ask each team member to grade the ideas 1-5, (or whatever points we like to use) and see what two ideas got the most points.

6.       Discuss the ideas selected: drill down into practical tasks.

7.       Examine again the effort of this idea selected vs. the effort needed. Do we still want this idea or not?

The point is that

1.       We have an open discussion.

2.       Everybody’s  ideas are visible.

3.       We select the ideas as a group.

4.       We can change our mind after we have selected an idea.

5.       And, we can do this every time we have lots of things to do. A project can be a trip or a birthday party , or an event or something we are planning to do, and there are always more than one way to do things.

a.       Place the high priority ideas higher , and the rest of assignments as a wish list inside your backlog.

b.       We now have a visibility over more then only two things we wish to do.

A trip to San Diego

The Four Quadrants of the To Do list

Stick to the important, before it becomes urgent.

Here’s another way to manage the ‘To do’  list when there are many tasks that need to be taken care of , immediately, or in the long run. This method is also very useful when we find ourselves doing nothing but putting out fires. 

Instead of just putting out the fires, and constantly chasing after the daily tasks, we should stop for five minutes, and even without knowing time management theories, simply present our tasks in a visual way. That way we can start working on what’s REALLY important, and stop the constant crisis breaking out.

So what DO you do?

Start off with KISS. Keep It Simple.

Now, how can we manage the task list better?

Let’s divide our tasks into four, like below:

Now, start adding your tasks to the board, each task according to how important and urgent it really is.

(Of course, when it comes to Agile Kids, we do this as a family).

This way, the task board appears much clearer, and we know what needs to be done.

This is known as the Eisenhower Method.

Now, when you want to complete a task, just follow these simple rules to determine if it’s REALLY what you need to do next.

1.     Stick to the important
Sometimes you find that what’s really important as a family - like reading a book to your children, or talking to them - isn’t urgent, so it keeps getting postponed. Don’t forget that what you don’t do today, will come to haunt you in the future as a crisis. So if the task is important  - make sure you complete it. 

2.     Start with those that are due soon and assign them with a date and an owner.

3.     Then work on those tasks that may be due later.

4.     Delegate urgent and non important issues.

5.     Make sure to review your tasks from time to time and see if their position in the four quadrants has changed.

The cards on the wall

The task card represents what needs to be done.

There are a few types of cards.

The Simple card:

Describes itself, for example, ‘do the dishes’.

The Parent card:

These cards include other tasks that may even be performed by other family members. For example, the math exam task below includes different types of problems that need to be learnt, each as a separate task. When they are completed, only then is the Parent task complete.

The details on the card

A card may include more specific details, such as who is responsible for it, maybe a deadline, and more.

Between you and me - it doesn’t matter. The main thing is that the tasks are visible, and that your kids see their name on the boards, and understand what they need to do. Other than the family, no one needs to understand the board, so put up the cards that make the most sense to you.

Don’t forget though - Keep It Simple. You aren’t running a software project, this is your family.

Here are a few examples of tasks that families have included in their Agile Kids efforts, ranging from the simple ones like ‘brush my teeth’ to the more complicated ones like ‘clean the house’, or ‘plan my birthday’.

Here, the small blue sticker shows the family who owns the task.

Here, you can see a large task broken down into smaller ones.

Here, the colour of the note shows who owns it.

Here, each small coloured note shows the owner.