tag:facilethings.com,2005:/blog/en/gcal-syncFacileThings Blog2024-03-26T09:17:58Ztag:facilethings.com,2005:Post/19952024-03-26T09:15:16Z2024-03-26T09:17:58ZJournaling, Another Way of Capturing<img src="https://cdn-ft-site.nyc3.cdn.digitaloceanspaces.com/blog/en/journaling-capture.jpg" /><p>So we have seen how <a href="https://facilethings.com/gtd-dictionary/en/capture">capturing</a> is the first step you need to take to <a href="https://facilethings.com/blog/en/gaining-control-through-capture">gain control of your life</a>.</p>
<p>It is a behavior that, carried out habitually, allows you to become aware of what things concern you and are important to you in all aspects of your life, and, on the practical side, to generate a list or inventory of your pending commitments, internal or external, large or small, personal or professional.</p>
<p>An additional way to increase your awareness and improve your control could be journaling. <strong>Journaling</strong> is about keeping a kind of diary, a written dialogue with yourself, in which you write down your thoughts, feelings, ideas, observations, desires, fears, experiences, or whatever you feel like.</p>
<p>It is not something that is “included” in <a href="https://facilethings.com/blog/en/ultimate-guide-to-gtd">the GTD methodology</a> but David Allen, its creator, totally recommends it. It’s an indirect way to activate your awareness. Besides, mankind has been doing it for thousands of years and, if only for that reason, you should consider it.</p>
<p>Psychologists also recommend it as an <a href="https://www.webmd.com/mental-health/mental-health-benefits-of-journaling">activity to improve mental health</a>, as it helps to deal with stress and anxiety, but also to get to know yourself better and see things more clearly. Sometimes certain aspects of life only become apparent when we are able to go into a more reflective and intimate mode.</p>
<p>Journaling has no predefined format or theme. One day you can write about a thought that worries you, another day about what has happened to you, and another day you can write a list of goals for the next year. Write about whatever comes to mind, quickly and without thinking too much, if you want to access what lies in your subconscious. The level of reflection or intimacy may vary from day to day.</p>
<p>It doesn’t exactly have to be a daily activity either. One day you may write a couple of times in it, and another day you may not write at all. The important thing is that there is a regularity, a habit.</p>
<p>You can use a notebook, your computer or even an app, but <a href="https://facilethings.com/blog/en/carry-a-notebook">writing on paper has some benefits</a> that makes it advisable in this type of activity.</p>
<p>In short, a journal is a tool that facilitates <a href="https://facilethings.com/blog/en/self-management-basics">self-management and improvement</a> for several reasons:</p>
<ul>
<li>It helps to manage stress</li>
<li>It helps you know yourself better</li>
<li>Helps you express yourself better</li>
<li>Helps you manage your emotions</li>
<li>Helps you identify negative thoughts and behaviors</li>
<li>Helps to strengthen your memory</li>
<li>Helps to prioritize problems, fears and worries</li>
</ul>
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<p>Writing in this way gives you the power of observation, the ability to notice and sense what’s going on. And when you are more aware of your patterns of thought and behavior, it is easier for you to make the most appropriate decisions regarding your priorities.</p>Francisco Sáeztag:facilethings.com,2005:Post/19932024-03-19T08:53:54Z2024-03-19T08:57:06ZGaining Control Through Capture<img src="https://cdn-ft-site.nyc3.cdn.digitaloceanspaces.com/blog/en/gaining-control-through-capture.webp" /><p><a href="https://facilethings.com/gtd-dictionary/en/capture">Capturing</a> is the first phase for <strong>gaining control</strong> of your life and building a positive relationship with your environment and the commitments you make.</p>
<p>The goal of <strong>capturing</strong> is to identify what is relevant to you at any given moment. It’s about being aware of what things are catching your attention and, therefore, it’s an exercise that can have very important benefits on a personal level.</p>
<p>Things that are running smoothly at the moment, or running “as they should,” are not going to get your attention at all. If your car is running properly and doing its job, you probably won’t think about it. If your children are growing, learning and being happy, you won’t feel you need to do anything about it.</p>
<p>It’s the things that aren’t quite the way you’d like them to be that will click in your head. These dissonances occur constantly, as interruptions in your train of thought. When you feel hungry, when someone mentions something that interests you, when your car starts making funny noises.</p>
<p>Getting into the habit of noticing these dissonances and writing them down to potentially do something about them is the first step to living a productive, meaningful and relatively calm life. Simply writing them down or recording them somewhere to do something about later causes your brain to consider them somehow “dealt with” and <a href="https://facilethings.com/blog/en/zeigarnik-effect-gtd">rid itself of them</a>.</p>
<p>On the contrary, ignoring these things will only be a way to generate stress in your life, because they are not going to disappear from your head just like that.</p>
<h2>The Mind Sweep</h2>
<p>The easiest way to start gaining control through capture is through a process that GTD calls <a href="https://facilethings.com/gtd-dictionary/en/mind-sweep">mental sweep</a>.</p>
<p>This is an exercise that forces you to think about each of the supposedly important aspects of your life, both personal and professional, so that you identify and write down the dissonances that you find in each of them. That is, to capture the things that at this moment are not as they should be.</p>
<p><strong>Mind sweeping</strong> is something you should force yourself to do every so often, as it is very difficult to naturally navigate through all levels of your mind’s consciousness to find everything that requires your attention.</p>
<p>In <a href="https://facilethings.com/blog/en/the-mind-sweep">this article</a> I explain in detail what it is and how to do a mind sweep every time you need to regain control of your life, and in <a href="https://www.facilethings.com/learning/en/tutorial/mind-sweep">this tutorial</a> you can see how to perform a mind sweep in a guided way using the FacileThings application.</p>
<h2>The horizons of focus</h2>
<p>When you do a mind sweep you visit one by one the <a href="https://facilethings.com/gtd-dictionary/en/incompletion-trigger-list">different aspects that make up your personal and professional life</a> to identify what things are incomplete today, things that need to be translated into actions to be taken to gain control and balance.</p>
<p>But there are still other, more subtle issues that deserve to be visited regularly as part of a higher process of capture. These are the so-called <a href="https://facilethings.com/gtd-dictionary/en/six-level-model-for-reviewing-your-own-work">levels of perspective</a>.</p>
<h3>Projects</h3>
<p>Most of the pending projects become evident when going through the mind sweep process. Buy a new car, do a marketing campaign, fix the water heater, etc.</p>
<p>However, there are other <strong>projects that are more difficult to identify</strong> and capture, because we don’t consider them real problems right now. These are situations that are probably on your radar but at a more subconscious level. Your parents are getting older and can no longer do some of the things they used to do well, your relationship with a colleague at work is becoming awkward, you haven’t thought about your next vacation, etc. It is difficult to recognize these kinds of mental distractions as something that needs to be resolved.</p>
<h3>Areas of focus</h3>
<p><a href="https://facilethings.com/gtd-dictionary/en/area-of-focus">Areas of focus</a> are the relevant aspects of your life that you need to pay attention to. Sometimes it turns out that we have more <strong>areas of focus</strong> than we think we do.</p>
<p>For example, it’s increasingly common for a simple job description to imply a broader development of your skills. Your job as a “programmer” may involve other hidden tasks, such as managing projects, being responsible for teaching a new employee, troubleshooting customer problems, writing documentation, or even doing some marketing.</p>
<p>In your personal life, nothing gets your attention when everything is in balance. But things change and your attention must move from one responsibility to another. Your daughter gets older and becomes independent, requiring less attention from you; however, your parents get older and need help that wasn’t necessary before. You finish paying off the mortgage on your house, and your finances stop worrying you; but then your car suddenly dies, and you have to take out a new loan. You have more free time, but at the same time, there are more things you are interested in and want to do. A recent back injury makes it advisable to take care of yourself and exercise.</p>
<p>Capturing all these things out of your head can bring a lot of <strong>clarity to your life</strong>.</p>
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<h3>Goals</h3>
<p>What about the future? <strong>Defining goals</strong> helps you be aware right now of things that will be needed in the future.</p>
<p>If you’ve already defined a strategic plan for the next few years, you’re covered, nothing to capture here. But if you don’t have one, or have only partially thought of a few things, this is an important capture area. You may well have to do things now so that in the future you can achieve the goals you set for yourself. For example, saving now so that your daughter can study what she wants in a few years, at a university far away.</p>
<p>These types of commitments are often out of sight in a world full of distractions, and it’s necessary to think about them in advance so that it’s not too late when they take on a more real form.</p>
<p>You may also want to define new goals in some areas of your life, such as getting in shape, losing a few pounds, traveling and getting to know other cultures, etc.</p>
<h3>Vision</h3>
<p>One step higher is <strong>the vision of what you would like your life to look like in the future</strong>. Thinking about it, visualizing images of both your personal life and your professional career, is an interesting exercise to capture things that should help you turn that vision into reality.</p>
<p>Live in New York? Have a large family? Start your own business? Retire to a place with sun and beach? Visualizing your future success should motivate you to start capturing the small jobs that will get you there.</p>
<h3>Purpose and principles</h3>
<p>As in the previous sections, if you have a sense that the things you do fulfill <strong>your life purpose and values</strong>, there is nothing to capture here.</p>
<p>But if your actions and projects are not aligned with your purpose, you will never have a real sense of fulfillment and peace of mind. Maybe you’re not doing work that fulfills you, or you’re doing it with people who don’t behave according to your principles.</p>
<p>At this level, dissonance requires major decisions, but few people stop to reflect on it as they should. It’s hard to acknowledge that your life is not conforming to your expectations, but it’s foolish not to do anything about it.</p>
<p>You may also have a purpose that is not too clear at the moment, or it may change slightly over the years, or even drastically if some momentous event occurs. But it’s good to reflect on this from time to time to make sure you’re doing the right thing, or to correct your course if not.</p>
<p>In any case, when something is on your mind, big or small, at whatever level, write it down; capture it. Put it in your system. There will be time to delete it if it’s no longer relevant.</p>Francisco Sáeztag:facilethings.com,2005:Post/19912024-03-12T09:20:28Z2024-03-12T09:22:46ZThe Matrix of Self-Management<img src="https://ft-docs.s3.amazonaws.com/en/self-management.jpg" /><p>There are two key elements in self-management: <a href="https://facilethings.com/blog/en/personal-productivity-needs-control-and-perspective">control and perspective</a>. These two concepts interact with each other but are achieved using different approaches.</p>
<p><strong>Control</strong> is what allows you to manage the day-to-day smoothly and consistently. You can achieve productive daily behavior through the <a href="https://facilethings.com/gtd-dictionary/en/five-stages-of-mastering-workflow">five stages of the daily workflow</a>.</p>
<p><strong>Perspective</strong> is what allows you to have a clear vision of your priorities, both personal and professional, in the short, medium and long term. You can be aware of this concept by using the <a href="https://facilethings.com/gtd-dictionary/en/six-level-model-for-reviewing-your-own-work">six-level horizon model</a>.</p>
<p>When you manage to keep these two aspects of your management at a good level, you feel the peace of mind of having everything under control and the ease of focusing on what is important at any given moment.</p>
<p>It is not easy to maintain a good balance between control and perspective at all times and in all your areas of interest, but it is possible if you use an appropriate personal management system and a map to help you assess the state of that balance.</p>
<p>Going a little deeper into the concept of a <a href="https://facilethings.com/blog/en/productivity-map">personal productivity map</a> mentioned in the previous article, the <strong>Self-Management Matrix</strong> is a tool that can help you know where you are at any given moment and, above all, how to get back to the right place when you lose some control or perspective.</p>
<p><img src="https://cdn-ft-site.nyc3.cdn.digitaloceanspaces.com/blog/en/self-management-matrix.jpg" title="the self-management matrix" alt="the self-management matrix" /></p>
<p>The ideal situation is to have a high level of both control and perspective (being the “Captain & Commander”). However, being in any of the other three quadrants is not a negative thing in itself. On the contrary, it is quite normal for you to move temporarily through these other quadrants. You may also have some of your <a href="http://localhost:3000/blog/en/the-matrix-of-self-management">areas of focus</a> or projects under control, but not others.</p>
<p>The problems do not come from being temporarily in one of the suboptimal quadrants, but from remaining in them for a long time.</p>
<p>The objective of this tool is to help you detect when a deviation occurs so that you can correct your course as soon as possible and move towards the optimal quadrant.</p>
<p>Let’s look at the meaning of each of these quadrants, their symptoms and the positive and negative aspects they entail.</p>
<h2>Little control and little perspective: Victim or Responder</h2>
<p>The lower left quadrant describes a person who has very little control and very little perspective.</p>
<p>In its negative form, it is a “Victim”, a person who is driven by urgencies, always dealing reactively with the latest crisis, not paying attention to things that are not yet a problem.</p>
<p>This situation occurs when new things are constantly coming into your life and you do not process them properly. The accumulation of undefined things makes it difficult to focus on what is important and it’s easy to find refuge by focusing on the urgent, the new or the flashy.</p>
<p>When you’re in this quadrant your only concern is to stay afloat, and it seems impossible to find time to get organized and find a better way to get things done.</p>
<p>Many people live in this quadrant indefinitely, without even realizing it.</p>
<p>But you can also be in this quadrant temporarily, some days or at some times of the day, without it being a bad thing.</p>
<p>In its positive form, “Responder”, being without control or focus at any given moment may occur simply because something unplanned comes up that you need to respond to forcefully. You may even want to move into this quadrant when you spot an opportunity that you want to seize at the moment.</p>
<p>The difference between a victim and a responder lies in their ability to regain control.</p>
<h2>Too much control and too little perspective: Micromanager or Implementer</h2>
<p>If you normally work with a high level of control and lack of perspective, you are in the profile of the “Micromanager”, a person who focuses on organizing things more than necessary. Ironically, this over-control may lead nowhere if you don’t make the right sense of it.</p>
<p>We all go through this type of situation at some point. Over-planning and over-perfectionism are often the symptom of another problem: <a href="https://facilethings.com/blog/en/fear-as-the-enemy-of-productivity">avoiding doing something we don’t want to do</a>.</p>
<p>On the plus side, there are times when you will <a href="https://facilethings.com/blog/en/to-be-productive-you-need-structure">need a certain level of structure</a> to execute everything your brain has been previously designing. At these times you are simply an “Implementer” trying to get things done. This is a good thing because you have to <a href="https://facilethings.com/blog/en/thinkers-vs-doers-how-both-styles-affect-your-personal-productivity">alternate between thinking and doing</a> to keep projects moving forward. It’s normal to lose some perspective when you choose to focus on executing one or more projects.</p>
<p>The key here is to know when to switch horizons, and to be able to return to the optimal quadrant when this implementation phase has served its purpose.</p>
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<h2>Little control and a lot of perspective: Crazy Maker or Visionary</h2>
<p>If you have a high component of perspective but little control, you would belong to the “Crazy Maker” profile — very creative people with difficulty to concentrate for a while on any of their ideas, so they always have the feeling that there is too much to do.</p>
<p>This quadrant translates into a state of great distraction and an inability to concentrate on a given job for a period of time, and occurs when you have <a href="https://facilethings.com/blog/en/the-fine-art-of-managing-commitments">accepted more commitments than you can manage</a> — from other people or from yourself.</p>
<p>On the positive side, being a “Visionary” is necessary. You cannot and should not stop imagining the future, nor should you stop having ideas. Moving into this quadrant temporarily is important to create things. Sometimes it is even advisable to move into this quadrant to relax and not end up burned out by the constant execution of work.</p>
<h2>A lot of control and a lot of perspective: Captain & Commander</h2>
<p>This is an ideal situation in which you achieve the right balance of control and perspective. When you are in this quadrant, “Captain & Commander”, you are in a <a href="https://facilethings.com/blog/en/flow">state of flow</a>, where your organization and your focus are in harmony. In this state you feel good, you have no sense of overwhelm, and you don’t even need to distinguish between personal and professional matters. You are connected and involved with what you are doing.</p>
<p>This quadrant also has a downside: such a “comfortable” state can be deceptive and can hypnotize you so much that you come to believe that you don’t have to think about the future, especially future problems and future crises. An excess of complacency can blind you to the changes that are taking place.</p>Francisco Sáeztag:facilethings.com,2005:Post/19892024-03-05T08:48:48Z2024-03-05T08:51:32ZNew Feature: Project Templates<img src="https://cdn-ft-site.nyc3.cdn.digitaloceanspaces.com/blog/en/project-templates.png" /><p>We have just published a new feature in the FacileThings web application that will allow you to define <strong>Project Templates</strong> and generate specific projects from them whenever you need it.</p>
<p>This feature has been incorporated into the <em>Projects</em> option itself (in the <em>Organize</em> menu) to facilitate the work, since the way to define a project template is practically the same as defining a project.</p>
<p>If from time to time you carry out projects similar to others that you have done before, defining a template will allow you to automate the process and save time when launching new projects.</p>
<h2>Project Template Example</h2>
<p>Let’s look at a simple example. Imagine that part of your job is to write essays. Or that you simply like to write essays on topics that interest you. Suppose that whenever you write an essay you go through a series of steps over a couple of weeks. These would be the actions necessary to carry out a project of this type:</p>
<ul>
<li>Brainstorm ideas and pick one</li>
<li>Define the type of essay and the audience</li>
<li>Outline paragraphs</li>
<li>Write a first draft</li>
<li>Revise and write a second draft</li>
<li>Revise with Michael and write a third draft</li>
<li>Send draft to Jane to proofread and correct</li>
<li>Finish the essay</li>
<li>Publish/deliver</li>
</ul>
<p>Let’s begin! To create the template go to the Projects option. You will see on the left side that the project list has a new section: <strong>Templates</strong>. Click on the + button (1).</p>
<p><img src="https://cdn-ft-site.nyc3.cdn.digitaloceanspaces.com/blog/en/templates-add.png" title="adding a project template" alt="adding a project template" /></p>
<p>When you are working with a template a small decoration will appear (2) that will simply allow you to distinguish when you are working with templates from when you are working with real projects. Type the name of the template, <em>“Write essay”</em>, and click “OK”.</p>
<p>You can see that a project template contains almost the same lists and functions as a project. Some things that aren’t necessary have been removed (like the “Done” list or the progress bar), but defining a template is a lot like defining a project.</p>
<p><img src="https://cdn-ft-site.nyc3.cdn.digitaloceanspaces.com/blog/en/templates-new.png" title="project templates editor" alt="project templates editor" /></p>
<p>We will use a sequential type template, as it fits our way of writing essays. Now you just have to add the actions as if it were a project, with the “Add action” button.</p>
<p>A <strong>task editor adapted</strong> to the use of templates will appear (again, some options have been removed from the standard editor).</p>
<p><img src="https://cdn-ft-site.nyc3.cdn.digitaloceanspaces.com/blog/en/templates-add-action.png" title="adding actions" alt="adding actions" /></p>
<p>Once the actions are added, the template should look something like this:</p>
<p><img src="https://cdn-ft-site.nyc3.cdn.digitaloceanspaces.com/blog/en/templates-create-project.png" title="create project from template" alt="create project from template" /></p>
<p>Actions in a template are not actual actions, that is, they will not appear in any general action list nor can they be marked as “done.” However, you can add everything necessary to make them fully functional when they’re transformed into real actions (notes, checklists, attachments, etc.). Note that the actual project will be generated by duplicating the template actions.</p>
<p>Once the template is defined, you just have to click on the <strong>Create Project</strong> button every time you need to write a new essay.</p>
<p>After a few seconds, a new “Write Essay” project will appear in the list of Projects in Progress. The project will have the same actions and the same structure as the predefined template.</p>
<h2>The Calendar list: Relative dates</h2>
<p>Actions that require a date, typically <strong>calendar actions</strong>, can be assigned a date relative to the date the project is created. There are these possibilities:</p>
<ul>
<li>The same day</li>
<li>The day after</li>
<li>N days after</li>
<li>A week later</li>
<li>N weeks later</li>
<li>1 month later</li>
<li>N months later</li>
</ul>
<p>For example, imagine that you are interested in analyzing all the feedback received once you have published or delivered the essay. To ensure that you already have all the information available, you could set this task two months after starting the project.</p>
<p>Add that action as if it were a calendar item. Assign the date by selecting the “N months later” option, and enter a “2” in the box that shows up:</p>
<p><img src="https://cdn-ft-site.nyc3.cdn.digitaloceanspaces.com/blog/en/templates-add-calendar.png" title="adding calendar actions" alt="adding calendar actions" /></p>
<p>Once the changes are saved, you will see that the Calendar list item does not contain a specific date but rather the <strong>relative date</strong> “+2 months”. When an actual project is created, this calendar action will have assigned the date the project is created plus two months.</p>
<p><img src="https://cdn-ft-site.nyc3.cdn.digitaloceanspaces.com/blog/en/templates-calendar-list.png" title="calendar list" alt="calendar list" /></p>
<h2>The rest of the lists</h2>
<p>The actions you add to the <strong>Waiting For list</strong> will be delegated to the collaborators assigned when the project is created.</p>
<p>The items you add as <strong>Reference Material</strong> will be copied to the Reference Material list of each project so that you always have the necessary information on hand to carry it out.</p>
<h2>Types of templates</h2>
<p>You can define complete <strong>sequential templates</strong>, even with <strong>subprojects</strong>. The entire structure will be copied to the created project.</p>
<p>You can also define <strong>Kanban type templates</strong> that will generate Kanban type projects with identical structure.</p>
<p>In short, all project functionality is available in the new project templates option so you can easily automate recurring projects. 😉</p>Francisco Sáeztag:facilethings.com,2005:Post/19872024-02-27T08:20:05Z2024-02-27T08:22:57ZThe Personal Productivity Map<img src="https://cdn-ft-site.nyc3.cdn.digitaloceanspaces.com/blog/en/personal-productivity-map.jpeg" /><p>A map is a visual representation of a geographic area that is a great help when you are somewhere you don’t know very well. Maps let you know exactly where you are and how to get where you want to be from there. They also help you if you need to take a detour for any reason and show you what interesting places are on your route.</p>
<p>In short, a map offers peace of mind when you are in an unfamiliar place.</p>
<p>It is also easy to feel a bit lost in life at certain times, especially when you have a wide range of responsibilities and interests (work, family, community, yourself), with constant changes and shifting priorities.</p>
<p>This is common and unavoidable. However, what you can do is try to spend as little time as possible in this situation. You can <strong>regain control and feel almost immediate peace of mind</strong> with a <em>personal management system</em> that offers the same functions as a map. That is, a system that tells you</p>
<ol>
<li>where you are,</li>
<li>where you are going,</li>
<li>how you can go where you want to go,</li>
<li>how to make a detour if something unexpected happens on your route, and</li>
<li>all the possible combinations—some more interesting than others—to reach your destination.</li>
</ol>
<p>Just as you pick up a map to regain control when you feel lost in a big city you don’t know well, this other type of map would help you stay focused in your life and regain your balance when you lose some <a href="https://facilethings.com/gtd-dictionary/en/vertical-control">perspective</a>.</p>
<p><a href="https://facilethings.com/learning/en">The GTD methodology</a> offers this kind of “map for life”. The goal of having this map is to reach a state of overall balance that brings clarity, direction and freedom. This is no-nonsense; achieving this kind of balance in life is a great thing that everyone should experience.</p>
<p>Even if you think you have already achieved an adequate balance in life, a deeper reflection on the different <a href="https://facilethings.com/gtd-dictionary/en/six-level-model-for-reviewing-your-own-work">levels of perspective</a> will likely make you aware that certain areas of your life, perhaps the less conspicuous ones, do not yet have the level of clarity that you would like.</p>
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<p>Such a map will guide you in any task, from preparing a week’s vacation with your family to launching a marketing campaign for your new product.</p>
<p>And just as you don’t visit all the places on a map, you don’t have to do everything in your personal management system at this point in your life. You may not be interested in visiting an area on your map today, but you may want to in the future.</p>
<p>One of the main features of this map that GTD proposes is that it doesn’t separate the concepts of <strong>personal life and professional life</strong>. You can reach a creative state of productivity and calm whether you are working on the next improvement of your app or you are out on a Sunday ride with your motorcycle.</p>
<p>In GTD, the definition of the word <a href="https://facilethings.com/gtd-dictionary/es/work">work</a> is anything you need to do—it’s not restricted to the tasks of your professional activity. When we consider all the things that need to be done equally—everything is "work"—it makes no sense to talk about <strong>work-life balance</strong>.</p>
<p>The challenge is not to separate both sides of the same life, the challenge is to reach a point where you are confident, at all times, that you are doing what you really should be doing, with all your attention and energy.</p>
<p>But neither your work nor your life will often “tell” you what you should be doing. That’s why you need a map to guide you in those decisions, a map that shows you where you are <em>(what am I doing?)</em> and where you’re going <em>(what’s next?)</em></p>Francisco Sáez