Using Naming Conventions to Simplify Tasks

“What’s in a name?  That which we call a rose, by any other name would smell as sweet;” - Shakespeare

I’m sure that when Shakespeare wrote this in 1600, he had no idea of the confusion the information age would be wreaking upon us when it comes to names.  In fact, he was most likely poking fun at the Rose Theatre when he included this line in Romeo and Juliet.

But the idea that a rose is a rose, no matter what you call it, can be applied to just about any file on our computer, especially those that have to do with documents, photos, or music, to name a few.  No matter what the name of the file, it is still the same file.  So why not give it a good name from the beginning?

One of the best things I have ever done is to create a “naming convention” for the files on my computer.  This helps me save files that can later be located.  Searches make sense.  Locations can be logically determined.

I won’t get into the intricate details of my system.  It works for me because I developed it for me, but it might not work for you.  But, wWith a few tips, I think you’ll be able to develop your own naming convention, and it will be one that works best for you.  The goal is efficiency, not perfection.

Here are the basic rules that I follow when naming a file:

1.   Stay away from special characters when naming files, (i.e. !@#$%^&*(), etc).  The main reason being is that different operation systems use different symbols to perform different tasks.  Having one of these symbols in a name could cause you to lose a file, or not find it when you need it.

2.  Use underscores instead of periods or spaces.  A period usually sets off a file extension such as .doc or .jpg, etc.  A space can be rendered in some languages like HTML as %20, thus making an automatic name change.  Once again, you might not be able to locate a file if the name is changed.

3.  Try to keep file names limited to 25 characters or less.  Brevity with clarity is the goal.  A long file name may have some of its characters chopped off.  Long file names could cause problems with backup systems.  Old systems (usually not a problem anymore) could only handle eight alpha-numeric letters followed by an extension.

4.  Make the name mnemonic and include all descriptive information, regardless of where the file is stored.  This will help in retrieval.  It is also helpful when files are stored on both the computer hard drive, an external hard drive, a thumb drive, a backup drive, on the internet, in a cloud… well, you get the idea.  The file should not be called file0002.txt.  It needs a name like steve_marlin_productivity_plan.txt.  No matter where the file is, I can now locate it.

5.   Use consistent revision naming conventions if the file is constantly being updated or reworked.  In the example above, I might use steve_marlin_productivity_plan_v01.txt on the first draft and steve_marlin_productivity_plan_v02.txt on the next, and so on.  This is so much more effective than calling the file new, old, updated, etc.  These terms are limiting and become meaningless quickly.  Note:  Use leading “zeros” when you might have more than 10 or 100 files.

6.  Use dates and format them consistently.  The date format that works best is YYYYMMDD, YYYY_MM_DD, or YYYY-MM-DD.  You go from biggest to smallest.  You’ll have more files in the same year than in the same month or day.  Then you can add pertainent information in the file name to further distinquish the file.  A file from June 29, 2011 would be 20110629 or 2011_06_29_ or 2011-06-29_work_receipts.doc.  This works for photos, studies, recordings, documents, or any other file that might be bound chronologically.  The key here is to be consistent.  Note:  File all the same files in pertainent folders as well.  All the work receipts, personal receipts, Rio_de_Janeiro_Trip, etc.

7.  Use leading “zeros” when you might have more than 10 or 100 files.   Consider using [filename]_006.txt if you know you will eventually have [filename]_197.txt in the future.

8.  Finally, be consistent.  In the long run, you’ll be glad you set up a system and followed it to the tee.  Have a file with your naming convention handy.  You may have 3 rules or you may have 20 rules.  Whatever the case, follow it consistently.  You’ll be glad you did.

Just remember, there will always be exceptions.  The idea is to be efficient, not perfect.  What works for one person or situation might not work for you or a different situation.  Be flexible and be consistent and you’ll reap the benefits!

Question:  What naming convention tricks have worked best for you?

Learning from Mistakes

No matter how hard we may try, we sometimes overlook something.  I just did that on one of my research papers.  By the time I realized it was due, it was too late to be turned in, and by that time I had a “zero” on it.  Ouch!  It took my overall grade in that class, one of my favorite classes by the way, to an “F”.  I’ve never had that happen in my life.  Anyway, I’ve been getting “A’s” on everything else, and I’m back up to a “C+” with two more items to be graded.  I think I can pull out a “B”… but man, I was bummed.

I think there is more to be learned here than just the material I overlooked on this one lesson.  Here are some of the things I’m doing now.

Measure Twice, Cut Once

This old carpenter’s rule applies here.  I’m double checking all of the instructions and trying to verify which was correct when there were differences. This particular class had a syllabus that differed from the website that sometimes differed from the email that the professor sent out.  It wasn’t much, but it through me off.  I took it for granted that they were all in synch… bad assumption.  Next time, I’ll verify the assignments at the beginning of each week.

Use Naming Conventions

I learned a long time ago the importance of using my own “naming conventions” when organizing work, email, etc.  This particular class made it difficult.  For some reason, the professor had me rename assignments because he couldn’t open them due to the file name being too long.  Sound like the old MSDOS days of eight letters and a file type (i.e. mydocum_.doc).   Having my naming convention compromised, I overlooked the assignment.  From now on, I’ll keep using my own naming convention in the class folder and then make a renamed copy of the work for the professor.  That way, my hard drive, backup files, and thinking processes are synchronized.

Keep Persevering

This is a seven week module.  This mistake on my part happened in the third week.  It would have been easy to get frustrated and give up, but then I would not have learned as much as I have.  This event has actually served as a major motivation for me in this class.  I’ve been plodding along since then and have gotten perfect scores on everything that I’ve turned in since that fateful day in module three.  As I said, I think I can still pull out a “B” in this class.   I used  to be a perfectionist.  Now, my goal is to be as efficient as possible and learn as much as I can in the time I have dedicated to this part of my life.  This is what productivity is all about for me.  I’m happy with how it has turned out… my stress level is under control and I’m still in learning mode.

So with that said, I need to get back to my last paper.  If all goes well, that “F” will be back up to a “B”. 

Update:   The professor was gracious and with partial points I was able to get a “B+.”  I’ll take it!!!

Question:  What are some important lessons you’ve learned from mistakes?

Multi-tasking Myth!

We’ve all been fooled into thinking that we can juggle a million things at once. Watch TV, surf the internet, upload photos to Facebook, listening to music and doing our homework… all at the same time!!!

My goodness… we’re superhuman!

As I tried to work my way through seminary, I quickly realized that some of my classes were poorly designed and were quickly bogging me down.  The assigned reading was broken down into a few pages out of several different books each week.  Since I was reading these books online, I was wasting a lot of time trying to pickup where I had last left off… not to mention a bad internet connection!  In one class I had to read one set of chapters and answer questions in completely different set set of chapters.  I understand this was designed to force us to review, but my snail-powered internet connection was about to get the best of me.  There were multiple papers, assigned interview, and reports.   Everything was disjointed and jumbled.

I was at wit’s end.  I had too many plates spinning, and this was happening during this period of my life when I had far too many things going on.  I had just started a new position at work.  I was in a different country learning a new language and culture.  I was planting a new church that included preparing and preaching weekly.  I was teaching a small group, handling the multimedia setup, designing banners, keeping up several websites, trying to spend time with the family, and taking a full load of classes at seminary!  Well, you get the picture.  To make it work I had to be completely organized.  My only problem had to do with the fact that I had no say in how my classes were structured.  They definitely did not fit my way of thinking.

What about the multi-tasking option?

Let’s be perfectly clear.  It doesn’t work!  While it may appear that it does, it really is an inefficient way to deal with a large number of tasks. While there are certain small and easy jobs that can be handled this way, I found that most of what I was doing couldn’t be finished with this inefficient stop-and-go method as I vacillated between several tasks. I was burning myself out and leaving things undone.

One day I set up a clock on my computer and figured out that at best, I had 15 minute chunks of uninterrupted time. I decided that I would focus these chunks of time in getting things done. My small projects were being knocked out and checked off my list really fast. If I had a big project, I would string several of these 15 minute chunks together. The interruptions were easily handled because I wasn’t switching tasks, and could maintain my thinking patterns across the interruptions.

Applying this to my seminary classes made all the difference in the world. The ridiculousness of stop and go reading was eliminated. I would read one book straight through and do all of the assignments associated with that book. Done! Then I would take the next textbook and do the same thing. Done! Then I would tackle writing a paper straight through. Idea, research, outline, write, correct, and turn it in. Done! The lazer-like focus enabled me to knock out projects efficiently and get better grades than I otherwise would have.

In the end, I was doing far more things in far less time, with much better results. I was actually enjoying what I was doing and learning with much less stress than when I was running back and forth trying to keep all of those plates spinning.

So don’t fall for the multi-tasking myth. Focus your undivided attention on whatever it is at hand. Whether you’re talking with your spouse or kids, reading you Bible and praying, or writing a paper about the Hypostatic Union of Christ… whatever it is, give it your complete and undivided attention. You’ll quickly see how much more relaxed and enjoyable life becomes.

Question: In what ways are you able to apply this idea in your life?

Invest in a Good Blog Template

I use WordPress to power all of my blogs. I’ve tried to build my sites using free templates, and have had some degree of success.

Recently I did some translation work (Portuguese) in exchange for a professional template called Mimbo Pro from Darren Hoyt. Wow! What an awesome template. It’s powerful, looks great, and is easy to use.

My recommendation is to look around, check out demos, get word of mouth suggestions, and go with something that is going to make your life easier. In the long run you’ll save time and be far more productive in the areas that really count!

Check out the template at Hope for Brazil.

Be productive (John 15:1-8),
Steve

Question:  Do you have any good blog templates that you would recommend?

Let the Journey Begin!

Here’s the thing… I’m taking 3 to 4 seminary classes (2 is considered full-time), planting a church, dealing with teenagers, posting to three blogs, etc. Can it be done? Sure it can!

And that’s the purpose of this site… to bring out some of the methods that allow for things to be done efficiently and excellently.

Now, I fully understand that everyone’s plate is a different size and has a different amount on it. But I also understand that most people are happier if they are getting more accomplished in their lives. This is definitely not about being busy, but about living a life that is glorifying to the Lord. Ultimately, this is what is fulfilling.

There are a number of things we can do to be more effective… So let’s get started, “Lord, you’ve said, ‘If any man lacks wisdom, let him ask of God, who gives to all liberally and without reproach, and it will be given to him’ (James 1:5).”

Will you join me on the journey? I’d love to hear from you and even post some of your suggestions.

On the journey,
Steve

Time to Heed My Own Advice!

Here I am, sitting here and trying to get a sermon together and what a hard time I’m having?

The theme I had planned was suddenly changed. My planned illustrations need to be changed. All of a sudden, my brain shuts down. I start thinking of all of the reasons that it is now impossible to put this together. Things like, “I’ve got to preach it three times in a row. I hate doing that… it robs the passion.” “I’m so busy with other things.” “The kids are so distracting.” – You see what I mean? It’s one excuse after another.

Wait a minute! Don’t I give advice on how to do things like this? Can’t I help someone else prepare a message packed with content? Well then, what is going on here?

I think it’s time to listen to some of my own advice. Let’s see if I can break this down and at least get started.

Ok Steve, here’s the game plan…

PRAY! No, seriously, pray. Now let’s go…

1. Start by asking the right questions.

• Do I have a passage picked out?
• Do I have adequate time to prepare?
• Who is my target audience?
• What is the outcome I would like to see in their lives?

2. Start by creating the basic outline

• Hook – What is my introduction?
• Book – What is my passage?
• Look – What does this passage say?
• Took – What do I want the believers to take away from the message?

3. Look up some keywords in the original language.

• In this case it is Greek.

4. Gather some illustrations. These will be about people.

• Emilio – Came to Christ after 2 years of witnessing.
• Anacleta – Accepted Christ at 92, died at 93.
• Tony – 58 years old. Christ more important than soccer.
• Miguel – Accepts Christ as teen. Goes on to study in seminary.

5. Put it all together and then rehearse it.

Ok Steve. Thanks for the advice. It’s time to get off dead center. Now let’s put all of this into practice and see what happens.

It”s that first step that’s the hardest so hear goes!
One… Two… Three!!!

I’ll post the message when it’s done. :>)

Learn to Enjoy What You Do.

Well, how about enjoying life as a child.  My Adrienne has a knack for making just about anything “fun”.  She’s a kid through and through.  I like hanging out with her because it brings out something good in me as well.  Life is serious, sure… But how would I look at work if it were a bit more fun?  In fact, how would I experience work if I really enjoyed it?

I remember reading one time something that went like this, “Make your work fun and you’ll never have to work another day in your life.”  That’s how I feel about what I do now.  It’s a joy to be on the mission field.  It’s a pleasure to be sharing the “good news” with people I meet.  It’s a blast to use music, food, sports and English to break the ice with people and get to know them a little better.

What about you?  What can you do to make your life a little more fun?  Your job?  Your relationships?  Come on, give it a try.  If you’re having trouble coming up with ideas, add a comment or a question below and let’s see if we can’t come up with some ideas.  Life’s too short to not enjoy it.  Christ said that He came to give us life, and life abundant.  I know that comes as we are serving God and others.  “Here’s to the Abundant Life!”  Enjoy!!!

Frame the Day

Hi Friends,

Why have an early morning prayertime and devotional?  The reason is that it is so important to start the day off on the right foot… to put the proper frame around your day.  If you’ve ever seen a beatiful painting that has the wrong frame, you know what I mean.  That same painting with the proper frame doesn’t detract or distract from the painting, but enhances what is already there.  In the same way, the proper focus in our lives will only enhance who we are in Christ. 

So rather than start the day off complaining or grumbling about something, let’s start it off thinking about something good.  Let’s start each day with a thought that will be our focal point for that 24 hour period, be it love, joy, peace, your neighbor, etc. 

We are writing a series of ”Frame the Day” entries will be just that; a way to center on something good.  What better way to start the day than with a good thought.  So stop by, pick up something good to ponder throughout the day, and let that be a seed that God can take and use as you go out into the world today.

All For His glory!
Steve

Finally, brethren, whatever things are true,
whatever things are noble,
whatever things are just, 
whatever things are pure,
whatever things are lovely,
whatever things are of good report,
if there is any virtue and if there is
anything praiseworthy—
meditate on these things. 
                                 – Philippians 4:8 (NKJV)

Welcome to iProductivity.net!

Hi Friends,

It has finally come!  With the encouragement of family and colleagues I’ve decided to create a place on the web that will serve as a motivation for those that are carrying the torch of the gospel to the lost.  My prayer is that in these pages, they may find some added encouragement for what they are doing.  There is nothing new here, just as there is nothing new under the sun.  But, hopefully the things in these pages will be the important things we all need to hear repeated from time to time in our lives; the things that will inspire us to keep on keepin’ on for the Lord! 

All for His glory,
Steve