As an aside, many of you may be receiving our newsletter for the first time in a long time. We were having issues with our newsletter program but have finally resolved them.

One thing that we've heard consistently from our customers is a request for detailed instructions. Although we like to allow freedom for people to be creative, we also see a need to show everyone how our tools were designed.

So, we'll start with Bubble Maps for Gaining Control, which is the core engine to many of our time management tools. Bubble Maps are a simplified version of a mind map. They are designed to extract ideas from your mind more easily as they allow the free flow of information from your brain to paper. Additionally, since bubble maps are laid out like your desktop instead of a filing cabinet, the captured information is more readily available for action. The spatial layout has another purpose, which is to engage your short-term memory. Your mind is designed to know "where" things are. This affinity for location is one of the reasons that many people are able to effectively use bubble maps when lists have been ineffective. Finally, Bubble Maps enable you to process your thoughts by placing similar ideas in proximity to each other.

Here are the basic steps. The referenced forms are from the Bubble Planner. However, the steps are helpful for anyone who wants to get control of their schedule.

Step 1: Capture Your Thoughts

If anything is on your mind, you must write it down. I usually use a CHOP Page to download anything that is consuming mental energy. In this step, don't filter. If it comes to mind, write it down. Sometimes during this stage, I will write an idea in a central bubble, then write connecting ideas in the adjacent bubbles connecting them with lines. This helps me pull out the information and store it properly. Use as many CHOP pages as necessary until you can think of nothing else that needs to be resolved.

Step 2: Filter Your Thoughts

From the items that you captured in Step 1, you will run them through a couple of filters. TO DO or NOT TO DO. First, does this item even need to be done? If not, mark it out and stop thinking about it. Second, if it needs to be done but not by you, start a CHOP for the person who does need to do it. (You may also place this on a FOLLOW UP form, which is in the Review section of the Bubble Planner).

ACTION or REFERENCE. The second filter is whether the item is even actionable. If not, it most likely needs to be put in one of those file cabinets, which are great for storing things for later reference. Be sure to put it where you can find it using some sort of index system.

WHAT LEVEL? Since you've determined that it is actionable, now you must decide whether it's a Goal, a Project, or a Task. If it's a Goal, place it in the appropriate Goal category in your Radar section. If it's a Project (a project is defined as any multiple action objective), then place it in the Roadmap section of your Bubble Planner. Finally, if it's a task, go to the next filter.

WHAT TYPE OF ACTION? Now that you've whittled your thoughts down to tasks, it's time to put them into context. Take four CHOP pages and use one for each type of action: Computer Actions, Home Actions, Office Actions, and Phone Calls. Now, take all of the remaining actions and place them on the appropriate page. Be sure to use verbs as these should be the physical action required to complete the task. For example, google salary comparison would be a valid action if you are thinking about asking for a raise. This would belong on the Computer Action CHOP page.

Substep: Some people like to create a daily CHOP page. This is a great way to set boundaries for yourself and give you a sense of accomplishment as your complete items. Simply transfer the most important items to a single page. When you transfer an item from a CHOP page, it's a good idea to highlight it in a different color such as green, mark it out, or put a reference like a circled T so you know that it has been moved to Today.

Step 3: Execute

Now, that you've written down everything, all that's left to do is execute. You have pre-thought your actions, so, you know that you will be tackling the most important actions in the right order. When you have completed a task, highlight it, for positive reinforcement and readability.

Step 4: Defragment

Stephen Covey might call this step sharpening the saw, David Allen may call it the Weekly Review. However, you want to call it. You need to go through the different sections in your Bubble Planner periodically (at least weekly) to determine that you are not missing anything. This is often a great time to rewrite your Bubble Maps so they stay fresh and the connections you have created continue to work for you.

This may be quite a bit to take in one sitting, but I had to start somewhere. Next newsletter, we'll dig into an individual form in a little more detail.