Role-based Management System version (3.0)
Embarking on my journey towards greater effectiveness/ impact and trying to do “more with less,” I eagerly embraced David Allen’s renowned Getting Things Done method. This approach injected much-needed structure and order into my daily tasks, empowering me to seamlessly manage everything from setting goals to achieving tangible results (v1.0). I even attempted to build the GTD system based on David Allen’s drawing, here. As my career progressed, I recognized the importance of not just delivering outcomes but also adding significant value to my work with these outcomes (v2.0). I delved into the realm of value-driven productivity.
Over the past year, I’ve been on an exciting path of evolution, refining my “management” system to embrace a role-based approach that extends to both my professional and personal spheres (v3.0). I have updated and explained all posts and downloads for the role-based system below.
This upgrade has become imperative due to the dynamic changes in my work landscape, especially in the wake of the pandemic. With an influx of emails, virtual meetings via MS Teams/ Zoom, improved functionality in the apps I use, and a myriad of other inputs vying for my attention, it became evident that achieving work-life balance was more crucial than ever before. Another, more fundamental, reason to upgrade was the awareness that my personal identity was too much related to the performance on My Work, realising more than ever that my identity should be more than My Work alone.
I use OmniFocus (Tasks), Drafts (Notes) , Fantastical (Calendar) and DevonThink (Reference material) for enabling apps however the same system can be setup in Reminders/ Apple notes/ Calendar/ Files, or Things or MS ToDo/ MS Planner/ OneNote/ OneDrive if you are not in a Apple ecosystem.
The setup can be perceived as complex and cumbersome to maintain, which is not. It is the outcome of 13 years of evolution and still growing (more complex) automation possibilities. It takes me 30 minutes per day for maintaining (Reveille) and 5 minutes for Day closing, an investment worthwhile.
Below the overview of the redesign/ updates, you will find a further, I hope compelling, explanation of what a role-based system is for me. As written before adjust it to your IT environment if you are using other OS and apps.
- OmniFocus setup to role role-based system (redesign)
- Meetings – Unlocking Success for Effective Meetings (updated)
- Managing the Mail Monster (updated)
- Routines (checklist and habits) in a role-based system (revised)
- Dashboarding for giving me fact-based results and feedback loops (updated)
- Resources (all new/ updated)
Driven by my aspiration to 1) reclaim the equilibrium between my professional commitments and personal life and 2) steer toward my aspired identity, I found inspiration in the insights shared by David Sparks, a longstanding influencer in the productivity sphere. I am a big fan of MacSparky and have been following him for years now. He published the Productivity Field Guide, which you can find here. His groundbreaking Productivity Field Guide served as a catalyst for me to revamp my management system to version 3.0, a journey that was already underway but was given more direction by the philosophy behind the Productivity Field Guide.
Roles (v3.0) versus Areas of Responsibilities (v1.0)
There is a difference between “roles in life” and “areas of responsibility” (GTD concept) in what you will do to achieve “the best version of yourself”.
In essence, roles describe who you are or the position you hold, while responsibilities describe what you must do within that role. Roles and responsibilities, while interconnected, have distinct meanings and applications in life:
- Roles:
• Definition: Roles refer to the positions or functions a person occupies in different contexts of life, such as family, work, community, and social circles.
• Examples: Being a parent, a manager, a friend, a student, or a volunteer.
• Nature: Roles often come with an inherent set of behaviors, expectations, and norms. They define how an individual is perceived and how they should act in a given context. - Responsibilities:
• Definition: Responsibilities are the specific tasks or duties associated with a role. They are the obligations that one must fulfill as part of their role.
• Examples: For a parent, responsibilities might include providing food, education, and emotional support to their children. For a manager, responsibilities might involve overseeing projects, mentoring employees, and meeting business goals.
• Nature: Responsibilities are actionable and concrete. They are the actual activities or duties that one must perform to effectively fulfill a role.
The aspiration for fulfilling roles in personal and business life’s will give you other (probably) more fulfilling actions then doing your duties alone.
Roles -> responsibilities-> projects/ initiatives -> tasks.
There is nothing wrong with focussing on responsibilities alone however my aspiration transferred to becoming “the best possible version of myself” which is for me beyond doing my duties alone.
At the heart of role-based productivity lies the profound concept of prioritizing actions that truly matter across all facets of life. It’s a deeply personal and sometimes intricate journey of self-discovery, reminiscent of the experiences shared by as luminaries like David Sparks. This journey mirrors the timeless quest for excellence, as already articulated by Aristotle in his Nicomachean Ethics, blending ancient wisdom with modern techniques and tools. How great is this?!
Roles with aspirations
I present the various roles that shape my life. I recognize that these roles may not universally apply, as each person’s journey of self-discovery is unique and deeply personal.
For every role, I’ve meticulously crafted aspirations—a process that unfolded over several months and continues to evolve through regular reviews. From these aspirations, I distill concrete goals, projects, and checklists, serving as the navigational tools guiding me toward fulfillment in each role.
While my blogs may not provide a blueprint for defining your roles and aspirations, they can serve as a wellspring of inspiration for shaping your approach to work and guiding you toward your aspirations. With meticulous attention to detail, I’ve updated not just my “management system” but also all associated blogs, scripts, shortcuts, macros, and videos, ensuring they reflect the latest enhancements and insights.
Unlock your holistic productivity with a role-based organization powered by a trusted system. Gain effortless clarity on your journey to fulfilling your desired roles, seamlessly planning and executing tasks.
Is it too good to be true? No, it is not; I am experiencing much more fulfillment and calmness. Experience the satisfaction of visualizing your last week’s progress with a sleek graph showcasing the past 7 days of your life:
The hard facts over last week:
- On Routines/ habits (🤙), I have spent much more time than planned -> need to simplify and being more disciplined;
- I did not plan or realize anything in my role as Husband (👰) and Father (👨👦👦), which is not okay -> I have to make up for this;
- I am behind plan on Friends (🙋) and Reliable Human (🙏) -> I need to finish this blog update;
- I am okay with planning and realization on Professional Human (🧑💼) and my Work (👊);
- I was not so good at planning myself last week!
I hope you can appreciate the enhancements and I encourage you to find inspiration for your own “management” system supporting your specific journey “to become the best possible version of yourself”, beyond doing your duties.
