Mind Like Monkey

Have a default Context for a Project in OmniFocus

Continuing in our path to learn to create a solid system using OmniFocus, today we are going to talk about assigning a default context to an specific project.

There are projects that will be done in an specific context all the time, there are no others, there is in general only that, so you can configure OmniFocus to create all the actions for that project for default in an specific project.

Let me provide you with an example. You have a project called Buy Groceries. (Last week we talk about creating an Grocery List on OmniFocus, if you didn't read it you can go there by licking here) you can then set up that all the actions in that project for default go to an specific contexts, for example, Errands-Groceries.

Let m give you another example, I had in the past a project that was Double Sales for Customer Y in Q4. By default all the actions there were set to be part of a context called @Work. If things need it to go to a different one, I just manually change it.

Let's go on how do you accomplish that. First select of create a new project. Then hit the Inspector  button. You will see after Type and Status a drop down menu that said 'Context'. By default is set to none, and thats the reason when you create a next action in any of you projects they do not come with a context created. If you click on the drop down menu, you will see the whole list of current contexts. From there you will select the context you want for default, and after that, every time you create a new action under this project will populate the context area with your default context. Remember, you can change it, to another one, but this can be really useful if you know you will be creating many actions and you want them to be to that context.

For example, I have a project called 'Things to share with my wife' is a single action list project, but because i have really bad memory, I add to that project all those things I want to share with my wife, at the end of the day, or if/when we talk, by default, the context for anything created there is @Agendas-Wife. Works like a charm, and allow me to create a list of action that may or may nor need a full project, but because I can populate it so fast get's to be used more than what sometimes I should do that it's create. Project. I try to avoid bad habits, but sometimes, they are faster and easier to do than the good ones.

 

It’s not that you don’t have the discipline—it’s that you don’t have the ritual

In a recent interview on the Harvard Business Review by Daniel McGinn to David Allen and Tony Schwartz I found a fantastic quote, something that we should constantly remember!, something that I should constantly remember!, something that I actually notice last week and was thinking to write about it. If you have not read the article you should, but going back to the question you can continue reading here:

David, how has Tony’s thinking influenced the way you work?

Allen: The piece that’s made the biggest difference is his work on energy cycles. I actually brought a pillow into work. I work in a glass office, and now people can see me lying on my floor taking a nap for 20 minutes. That’s directly from Tony’s work. I wish I had the discipline Tony does to tackle the hardest tasks first thing in the morning, but I don’t.

Schwartz: It’s not that you don’t have the discipline—it’s that you don’t have the ritual. If you built that ritual, I have zero doubt that you could do it.

That little piece it’s worth gold. Has noting to do with discipline, and all to do with Rituals!

The lack of basic routines is one of those things that distract you from the GTD Objective, and your objectives in general. People focus themselves in Discipline, and they are wrong. People think they can't do GTD, or be organize, or more productive because they lack discipline, when in reality, in the words of Tony Schwartz is a ritual issue, they don't posses the necessary rituals. I have accomplish over the years out of rituals than discipline, usually comes as a surprise to people close to me that I am not a really disciplined person, but I have a set of rituals that allow me to move faster and compensate for the lack of discipline, but it is every time I challenge my rituals that I get into trouble, has nothing to do with my discipline, and all to do with the ritual.

Let me give you an example. 

Every friday I do a Weekly Menu planning. I plan breakfast, lunch and dinner for the next seven days. That doesn’t mean that we can not skip it, or go to a restaurant, or cook something else, it just mean, that I plan a week of meals and food, it just mean that my grocery list is based on that list and the food we have at home. At a result, we don’t buy unnecessary stuff and we waste less food (I hate to waste food). Also this remove an stress out of my life, since at six in the morning, I know the menu, I can take out what need to be taken out, and be ready, I don’t need to think about it again, so I can use my thinking energy in the stuff that really interest me.

You think that's discipline, well let me tell you that our fridge is full of stuff because two weeks ago on Friday I skip the planning, and then did groceries out of inspiration instead of what we really need and were going to use, this has nothing to do with discipline, and everything to do with rituals.

Not convince yet, do you think is the discipline that will move you forward, let me bring you then another example...

I had over the years as GTDer more or less success with the Weekly Review, but had nothing to do with Discipline, and everything to do with a little ritual I discover many years ago. If I try to do my weekly review in Starbucks, I am able to focus, concentrate and finish it successfully, if I try any other way, I failed miserably. Discipline or Ritual? I pick Ritual and that incredible four shot latte with Honey (or Pumpkin Spice latte in the fall)

People focus their success on the discipline factor, and punish themselves for the lack of it, their self talk (and mine in occasions) go an do a party, but we tend much less to focus on the rituals, we focus much less on how to improve our rituals and instead look how to improve our discipline. My question is how that has worked for you? In my experience, it's the ritual that help me, I have an incredible lack of discipline, but I love routines.

Maybe, you that have been pushing into be more discipline in 2011, can begin working into betters routines. Have you consider, that maybe Tony Schwartz is right, and you don't need more discipline but better rituals?

Not yet convince, that you have been blaming the wrong concept and focus on the wrong assumption, let me provide you then another example.

I have use short lists for years, basically in the morning I read all the next actions in my list, and pick the most important ones, the ones I will begin my day with. I did this for many years, before I leave to the office I went over the list with my coffee. Discipline, no a ritual. In November last year, I stop going to the office, and working at home. Two things happen with this, one is that I break the ritual, since I wasn't going to the office, I stop checking my lists. I know, I should have now better, had more discipline, and not let things go south, but I didn't all that I had was a fantastic ritual. In January we moved to Indiana, and among other things I began to spend the afternoons with my daughter. That is a great luxury, and I am aware of my blessings, but I was unaware on the impact that having her playing around me was going to have on my productivity. Not only that, but try to stablished any kind of routine with a two year old girl... I hope you stop to laugh, so you can continue reading.

The problem again, had nothing to do with discipline, and everything to do with rituals. So I begin building a new ritual, and picking two sets of tasks to focus, ones in the morning that I am by myself and ones for the afternoon that I am with her. Guess what, in the mornings that I do this, the mornings that I respect the ritual, my day go smoothly, the mornings that I hope on discipline, my day is at best chaotic.

I know that me telling you that you should focus on rituals instead of discipline sounds crazy, but look around, look on the effective people you know, look on the super productive people you know, and know pay attention how many of them are disciplined people and how many of them have better rituals, you may be surprise. Also remember, that most people will deny their own rituals, because people wrongly think that rituals make them boring individuals, when this happen, it's just because they had not yet connected the fact that are those rituals that allow them to be free, fun, spontaneous.

Monkey Talks! April 25th Edition

This is a new idea we are playing with, during the week, Tara (The Productivity Maven), Dan and Augusto will exchange emails on a Question or a Topic. The next monday, we will post the conversation un-edited or minimally edited. 

If you wish to submit your question, please do, to mindlikemonkey at gmail.com and put in the subject: Monkey Talks!

We will work on your question and place it here the next time. For now enjoy!

 

The Question of the Week:

A few next actions (tasks) seem to hang around on my lists. Suggestions?

I'm not sure I can be a big help here since LOTS of actions seem to hang around on my lists!! ;) Seriously, though when tasks get stale, I'd say there are a few questions to ask. 

1) Is this the truly next action? Perhaps the task is sticking around because it's not the true next action. Once the real next action is identified, it might be easy to get moving again.

2) Is this a project? When a project slips in disguised as an action, that can gum up the works.

3) Is this something you're really committed to doing? Maybe it belongs on someday/maybe or to be dropped.

Au contraire mon cheri...

Showing the real life, and showing that you have LOTS of Actions that hang in your list could be a great help, I have them too, that shows two possible things, that we take on more than what we can do (like all the others human beings) and we are human and not machines that crank widgets.

I love your questions, in my case, when my actions begin to hang around, I know is time for me to plan a cleaning day, or half a day. It's usually in the Weekly Review that I set the time to work on this, and try to guess how much time I will need to make some of those move away.

Recently, I have two context that tend to get this old, moldy next actions hanging around, @MacBook (because I am almost exclusively working on the iPad) and @Home-Thing to Fix and Repair, because I dislike the handyman job.

So my solution is simple, when the list get there, I plan in the Calendar a day or half a day to clean them up, usually, regardless how much I resist doing them until then, it feels great to have got rid of them.

My 2 cents.

I understand where you are coming from. I have a long list of things that need to be fixed, too. What is it about home ownership that causes these long lists? :-) Topic for another day. Anyway, I have taken the opposite approach of you. I do one item on the list each day. It usually only takes a few minutes and then I am done. I can feel good and check it off. The list over time is becoming shorter. I found if I waited until I could take a day to attack the list, it would take too long. This way in a month I have knocked 20 - 25 things off the list. 

 

That is an interesting way to approach the problem, one thing a day...

I am really going to think about this, because you are totally right, the lists can get really long, from the moment it begin to the moment we can finally found the time, so I think in certain context you may be into something interesting... Maybe in more than I am considering. This may be an interesting idea. thanks!

 

Using Context to make a Cool Grocery List on OmniFocus

The last time I came here and talk about OmniFocus, I was talking about Contexts, about the Context View. By now you should have a set con basic contexts, and even others more complex and even interesting. Please share with us those, you may be giving us ideas.

When I did the GTD Seminar, (I was lucky enough to be able to attend) I sit next to a lady that I have never met before. She wasn’t a beginner, she had her Palm, her lists, and seem to me to be in the top of her game. We begin talking about contexts, and we came to errands. I should remind you, that in the old days, Palm allow you only to have 15 contexts, so you need it to be really careful how you use them.

She was telling me all about until we got to her @Errands context and then she just bluntly said, this one is a mess and I am never ever able to accomplish anything. I ask her why, and she explain to me that she had there all the errands, from groceries to stuff to do, and it was impossible to see it, so she was missing stuff all the time, and she gets mad and frustrated. I ask to see the list, and I give her a little idea, (that I was using in my lists at the time to create more contexts). Why don’t you begin the task, with the main area,  GROCERIES, TARGET, HOME_DEPOT, that way, they will sort automatically and get all together. She begin doing that, using instead zGROCERIES, so they move to the bottom. Her face change a soon as she finished, her system or more specifically her @Errands Context was functional again.

The reality is that we all have more things to do, than the time we have to do them, that’s a fact of life, in part for the agreements that we do ourselves, and the ones that came to us and we can’t choose not to do, and the ones that simply are part of life, your list are going to be in constant chaos if you don’t work them, and learn to control them, Context is the way I KNOW to control them, the way it work for me. I am sure they are others, Weekly review help me too, but to get CONTROL AND PERSPECTIVE, I need to handle my contexts.That’s the reason I have been an advocate of have the context you need, even the temporarily ones, because is using those that I can establish  control on my own chaos.

Today I am going to show you a cool trick on OmniFocus. This trick I learn from my good friend Mark Denu, and it’s one that I have use so much. I keep in OmniFocus my grocery list, and for a long time, every week when I plan the menu for next week, I write down everything again. The system wasn’t bad, but wasn’t automated. Talking to Marc he told me how he did, and I tough he was brilliant, I got the same experience that lady did, when she begin writing zGROCERIES before her list.

Let me begin showing you the contexts (categories) of my list of things to buy:

This is the list of things to buy, everything, from food, to candy, to medicine. Notice that the list has 3 levels, Level 1 “THINGS WE NEED TO BUY”, level 2 “GROCERIES & MEDICINE” and level three the actual category of stuff.

To this moment, the problem seems on how you make them show in the proper list. Be careful, here comes the geeky stuff. 

At the Project Perspective or view you are going to create the different levels, as show in the image above. After that, you are going to begin  to create each item as follows: Let’s imagine that you need Formula for the Baby. Well under Baby Stuff, you create a project called Formula. Under it, you create a Task called Formula and another one called also Formula. 

Notice that the first Formula is on the Context of BABY STUFF, or really THINGS_WE_NEED_TO_BUY>GROCERIES>BABY_STUFF. The second one you put it in your context for Groceries. 

Then let’s see the detail:

If you don’t know how to access the panel, select the project or action and click the Inspector Button: 

 

It’s important to notice that the project need to be Sequential, (set that in Type) that means, only one action showing at the time. Where the project is contain is irrelevant, and then set the context. 

Next Important thing is to mark the project ‘Complete when when completing the last item’ since that way the project will regenerate again, after is mark of.

Finally you want to set an initial Start Date, so when the project regenerate doesn’t show, and you will at the end set them to start again X days after completion. In this case 1 day.

This way, you can go to the specific context of things you need and just mark instead of create the whole groceries list again.

Of course this work well too, if you use it for anything that need to be repeated, like for example change the Air Filters in the Summer, or bring the trash to the curb on Monday morning.

Next week, we will work more into OmniFocus, for now, be productive and enjoy your weekend!

 

**Update: My Friend Mark remind me that I should have write his name Mark and not Marc... Shame on me! 

Why the iOS ecosystem is the future

I am a fan of the iOs ecosystem and I think is the future, we can cry, all that we want about how close, or bad, or poor is the iOS/apple ecosystem, but let me tell you a story. I have been a technology advocate, geek and fan for longer that I can remember, I was installing apps in my devices in the mid 1990’s (yes, you could install apps then),for some people the concept of apps is as recent as 2008, even 2010. I began using a Palm Pilot in 1996, I was what you can qualify as a geek. I like to think that I use my Palm to the maximum potential. I move to iOS on 2008, when they announce that there would be apps available. Since then I had upgrade systems and iOS in the same way I use to do it with the palm, every time there was a significant upgrade I get a new one.

I hadn't notice how nice is the upgrade process in this iOS devices until last week. I leave a software called Splash ID that I have been using in my palm for years, I like to think that at least 2002, i move the database from Palm to the iPhone. I stop using it last week for a new one called 1Password. The reason, cloud sync, or more accurate DropBox sync.

While I did that, and since any of the companies make the migration easy, I decided to go one by one and purge. There was no problem until I got to the Software Category, there was over 200 entries, of pieces of software mostly for the old palm. It was nice to get rid of the baggage, but was equally nice to noticed how nice the licensing issues works in the iOS / apple ecosystem, you have one password and  an email that works as your apple id, and connects you to the apple servers.

That bring me to think into the apple mac store, that is basically the new concept apple has to bring software to the mac, and if I had any doubt that the model was going to be a success I don't have it any more, I will be able to install and delete software without anything else than a connection to the web and the apple servers to restore, no more trying to find the license, the DVD or the external DVD because now the machine doesn't have any, like the Mac Book Air.

Think about it for a moment. You walk into the apple store and get s new mac. Your choice. You get the box, and go to one of the open tables and connect you mac. Allow it to charge while configure your name, your apple id and install all the software you had brought that you wan to transfer to this machine. Next step, you connect to your DropBox account, in the perfect apple world you will to mobile me, but for documents is not optimal, and finally connect to Mobile Me. Depending on the amount of data you have, you will walk out of the apple store with your mac ready to work, with address book, calendar and files already synchronized. What else do you need.

The iOs store is the future, no more trying to save the passwords, of spending hours in support because you are trying to install the license you legally had into the new computer, just connect to the ecosystem, download, install and begin working. It’s like a dream come true, is like, the future is here.

Now think about how much this save you in time as wasted time...

 

** As a friend of mine point me the other scenario, do you imagine the same things in the new Microsoft store? I guess if you have enough time, and a big enough bag you will be able to avoid a blue screen or two.

 

Monkey Talks! April 18th Edition

This is a new idea we are playing with, during the week, Tara (The Productivity Maven), Dan and Augusto will exchange emails on a Question or a Topic. The next monday, we will post the conversation un-edited or minimally edited. 

If you wish to submit your question, please do, to mindlikemonkey at gmail.com and put in the subject: Monkey Talks!

We will work on your question and place it here the next time. For now enjoy!

 

The Question of the Week:

The short list. Last week Dan mention he use a short list. Augusto had mention that he do a daily short list, how about Tara? How often that short list get re-done? How the short list fit with the Practice of GTD, seems contradictory. Any advise?

I am a GTD practitioner or GTDer. I use GTD to have a compete inventory of all my actions, projects and commitments, but as much as I have learn to deal with overwhelmed, and deal with the fact that I have too much to do and need constant renegotiation, I have learn that there are days that my brain can work on the big lists, and others that the same list just create paralysis. Are the second kind of days the ones for witch I work on my short lists.

I use to write in an 3 by 5 index card, 2-3 things that will be accomplished, and then when those were done, I visit the available contexts and pick 2-3 more. The secret was that I was willing to drop the index card at any moment and begin again. 

Today was one of this mornings, I had too much to do, to little time, I begin stressing out at six am, so I sit, brew coffee and make the short list. 4 things on one side, and 4 on the other side. That were going to be the only things I was planning to accomplish today. 

At nine am, the people of City Utilities cut the electricity cable in my street, no power, no internet, my list was useless now, out of eight things seven require the computer and five require the Internet, my plan was shot and over. I begin stressing out again and decide to brew another coffee and begin from scratch. A little later I had a new list and begin moving forward again. 

The secret of the short list in order to be effective (at least for me) is that is pull out of my complete inventory, out of my up to date system, if I need to toss it in the trash, nothing happen, everything was in my system and came from my system, this short list is the equivalent of a context list that I use temporarily in order to help me move forward.

 

Ouch! Those days do happen. I remember one day where I left my computer at home. Nothing like an IT guy without a computer. I didn't have time to retrieve it, so I just rearranged my day. Amazingly, I was just as productive by choosing tasks that didn't require a computer. I managed to process email on my phone enough to keep things going. Having the time to do unplugged tasks was a wonderful change and I remember thinking I needed to leave my computer home every now and then. 

I don't think shot lists are 'against GTD' at all. My short lists are made by identifying them within my big list. I use Toodledo and make my short list by activating the 'Star' on the task and then filtering for just the 'starred' tasks. This is pretty quick and easy. It takes me 5 minutes to load up on work tasks in the morning and another 5 when I get home to switch to non-work tasks. That 10 minutes is very valuable and effective. 

I use the Flag feature in OmniFocus too in a similar way, but sometimes, even that gets to be to much. On those days that I need more focus, then I get to write them in 3x5 cards, because open OmniFocus distract me, and I can waste so much time playing in the phone or the computer. Those days I work on 3x5 cards, and avoid opening anything else; but using the same principle.

 

Same here. On those crazy days, I use a neon PostIt and stick it to the monitor of the computer. I then close EVERYTHING down and focus on task #1 until it is done and then take up task #2. Only when that is done to I allow myself a break/email/etc. Then, on to the next. I love my neon stickies. I have leaving something stuck to the monitor (there is a long story as to why...) so it is like splinter on a smooth board to me. I also love crunching up  the PostIt when it is done. Something very satisfying about destroying the paper.

 

What a great discussion! 

When I'm feeling overwhelmed, I feel a strong need to see the landscape. Sometimes this is by mindmapping and I love using MindManager for this purpose. I like it because I can get a lot of ideas and thoughts out of my noggin in a hurry, and then organize them easily after I've captured everything that's on my mind. 

At other times, I need to really process a lot of thinking and I do that in my journal. Usually I end up with a list at the end of the session that points me to what

I really have to get done that day. 

I love Dan's idea of one sticky, one task! What a great way to narrow down the focus!

Your system is your best Map

If you are going to do a trip to a place you are not familiar with, it will be silly not to consult a map, to check how to go from here to there. The same happen if you are trying to get things done, if seems silly not to have a system. Notice that I said A SYSTEM, not my system. I use GTD, most likely, since you are here, you too, but you don't need to use it in the way I do, or do anything I do, but you need to make sure that you have an up to date system, a system that you trust, and a system that have everything, from the truly important to the irrelevant. If you don't have a complete system, one that you trust, the decision you are talking right now could be the wrong one, or not the best one. Unless you are able to see the next action against all the rest, you will never know if what you are doing is the best thing you could be doing right now or not. That's the importance of the cop ere system, as well as the map when you are taking a road trip. Most people I know are really busy, being busy is important for them, the problem is this people sometimes don't stop to make sure they e busy with the really important stuff,they are only busy, and they are doing th best they can, sometimes they go forward, sometimes they go in circles and they don't even know it, yes, they have no map to check were they are going. There is other people, that because have no system, and therefore no map, simply stop in paralysis and fear instead of move, not either one of those is a better one, even tough I will prefer be busy in the wrong stuff than paralyze in fear waiting for a miracle. That is the reason the system is important, because is that complete, up to date system, that will allow you to pick the important task, is that system that will allow you to decide if you need to take left or right in the next intersection, is that full system also that will help you to make the decision to stop and put gas before the next one hundred miles.

Shut Them All Down, Artoo!

Yesterday I had to do a task I have been avoiding for a couple days. I didn't know where to start and wasn't sure what the outcome should look like - two factors that I struggle with in a new job all the time. My inner drive to have things perfect didn't help, either. It didn't take much to distract myself and delay it yet again.

How did I finally focus on the task? I just everything else down on my computer - Outlook, Instant Messaging, browsers, anything that wasn't related to the task. By removing all outside stimulus, I was finally able to keep myself focused long enough to get interested in the task. Once I was able to find a little thread I could tug on for awhile, I was was able to get the entire task done. It didn't take all that long, either.

One thing that had kept me from starting was all the guesswork involved. Not everything is absolute when planning the future. These things drive me nuts because I like it to be "right". By focusing, I was able to make educated guesses. I put the rationale in comments so I could remember how I cam to that conclusion later. When I bounced the ideas off the other project manager, she thought them all to be sound guesses. I hate guessing but I learned that I can do it with the best of them. I have a hard time admitting that since no one knows the answer, my guesses are good enough. By recording the reasoning, I will hopefully be able to defend the guesses later.

I don't think I could have finished this task without shutting down the outside stimulus. When I don't want to do something, any interruption will do. I will even look for them subconsciously. The trick for me is to rob myself of those distractions. What works for you?

originally published on my blog: www.daninfocus.com

 

Monkey Talks! April 11th Edition

This is a new idea we are playing with, during the week, Tara (The Productivity Maven), Dan and Augusto will exchange emails on a Question or a Topic. The next monday, we will post the conversation un-edited or minimally edited. 

If you wish to submit your question, please do, to mindlikemonkey at gmail.com and put in the subject: Monkey Talks!

We will work on your question and place it here the next time. For now enjoy!

 

The Question of the Week:

What tip do you have to deal with the unexpected. I had all plan, and then everything hit at the same time, and everything suffer and a lot got delay. Any advise?

 

In my experience, you always have more to deal than you expect, and is exactly when you have plan up to the last second that you feel the avalanche of stuff. When that happen, there is only one thing to do, re-group, re-asses and plan (and play) again. That's one of the reasons I like GTD (Getting Things Done) because I can re-asses based on a complete inventory. That doesn't mean I always pick wisely, just means, that I can try to keep my self moving forward.

 

I agree with where you are heading. I actually depend on GTD to be there for me when I do get overwhelmed. Having my lists allows me to set everything else aside for a few hours/days/weeks and deal with the situation at hand. Later, I can come back and pick right back up. This was great when I was surprised and had to move my family to a new house with about a week's notice. I promise you I didn't look at my lists once during that week. I was in survival mode. It was there for me to capture future tasks (and there were plenty). About a week after moving in, I was then able to do a weekly review, analyze all the data I had captured and process it into lists. Now, I am back on list mode again, slowly knocking all those captured tasks and projects off. 
Let the unexpected happen. That is life. Take comfort in knowing everything that was important yesterday will be there to be important again next week. Just go with the flow.

 

Great question! One of the certainties in life is that we'll be hit by the unexpected. The funny thing is that most folks seem to assume the opposite!

I suggest that you spend a little time reviewing what happens and how you typically react when you're hit by sudden and unplanned events (which are most often out of your control). Know yourself--your tendencies, your "default mode." Once you've got a good idea of how you are, ask yourself, "What one thing can I put in place now that will help me when I'm in that crisis mode?" For me, it's system management. Here's an example.

My dad was ill recently. When my mom called to tell me he'd been hospitalized, I knew I had to wipe my schedule clean so I could be on hand to support my dad and help my mom. Within minutes, I was able to consult my calendar and make the calls and send the emails so that my next few days were open and I was available for my family. I scanned my task list so that I knew what was due and when, revised a few deadlines, and then was able to leave it all behind for the next few days. Before I headed out of the door, I quickly put the list of appointments to be rescheduled into my task list and that was it. When my dad was better and I came back "online," it was as simple as Dan said: a thorough weekly review was all that was needed.

 

What I find interesting is that I deal with the big interruptions much easier than the smaller, daily ones. Yesterday, for example, I made a short list of 4 things I needed to get to keep me focused. All day long, however, I allowed small interruptions to the point I didn't accomplish one of the 4 important tasks. In retrospect, few of the interruptions were as important. Now, a day later, I have the same 4 on my list, only another day behind. How do I manage the small interruptions?

 

Part of the problem is that we all downplayed interruptions, and underestimate how long they are going to take. You have those 4 things, and allow the small stuff to be more important.

In a way you told yourself that those interruptions were more important than the four things in your list, (in an unconscious way, no doubt) but you never make a conscious renegociation, so, you simply got the stuff done, without giving yourself the credit. 

The new interruption can be or not more important, regardless if it is big or small, big like Tara's example or small like your phone letting you know that it's your turn to play scrabble, is in that moment that you make the decision,  if the new interruption is more important than what you are doing on hand or is in the short list you just mention. The problem is not when you make the decision, is when you don't make the decision and follow the shinny distraction, because that is when you didn't renegotiate, just add something else, without considerations if that was or not possible.

 

I'd recommend a similar approach: Just take some time to notice what goes on in your mind when a small interruption arrives. What is your thought process? I'm willing to bet that you've got a habitual thought that pops up--something that you're saying to yourself in the moment of interruption--either about the interruption itself or these tasks that you've deemed important--and that thought is part of what's getting the way. Once you've identified this aspect of yourself and your thinking, you can explore how you'd prefer to be and what you'd want to do differently.