Wrote this last year but I think still stands true, though not to the effect as it was then: Why do I feel more productive using Notion compared to using Asana? Is it cuz I built the system I use myself from scratch? Is it because it fits what I'm trying to accomplish better than Asana? Is it because it's a more versatile tool? Probably a combination of all three and more.
It's all about the environment. Physical environment is much talked about as something that you want to invest time, money, and energy into to be your most optimized, productive, creative, focused self. However I don't think there's as much out there for digital environment. All the platforms and software are trying to sell you their product or service. The issue though is that that they're telling you you need a solution to a problem that you may not even have. It's not the ingenious perspective either like with Apple giving us something that we didn't know we needed.
Another aspect is that I've fully bought into using Notion as my 1-stop shop for everything. With Asana, we still use other things that mitigate how much we can actually be bought into it. Another thing is the company not knowing how to properly use it to maximize its capability. It may not be as powerful as Notion but it's still valuable. There's no one working on how to actually implement is properly with the ideal system. No one has the experience of building out a full operating system on either the personal or professional level quite like me. I have to take that charge and be the change. There's too much autonomy being given at too high a level for the company to see the benefits of a well-intentioned but dissatisfactory implementation framework.
Ok, so let's tackle that. Time to take this from theory to practice. How do I reconcile many factors at play here? Like the OKR framework, Agile methodology, and Operating System, while making it simple enough for anyone to get acclimated to? We need clear, concise definitions and ideal process flows documented. (see pic for OKR framework pyramid)
Agile methodology is an execution framework. OKR is a vision-alignment framework. Those things can coexist.
How do we celebrate victories more within this sprint framework rather than just continuing to have our heads down and 'on to the next' mentality? There's no equivalent to the sprint review when we expand the scope to the company. Whatever we come up with and finalize, I can create quick videos for so people understand the 2U Operating System. What are all the process flow questions we'd want answered within this operating system?
How do we complete tasks transparently? (Complete tasks in Asana task if necessary)
How do we leverage accumulated knowledge and information from all employees so that the sum is greater than the parts? (Knowledge vault)
How do we keep track of media consumed and insights from these in a consolidated view? (Media vault)
What are our communication best practices?
When to use email vs slack vs call vs meeting vs voice, etc.
Who needs to know about what? (RACI)
How do we decide what's important to work on? (Offsite planning template)
What does our meeting structure and cadence look like? Who is involved in those meetings?
Daily standups or weekly meetings or 1 offs or something else?
How are our file and folder structures effectively organized? (Cohesive G Drive, Dropbox, maybe even personal desktop folders??)
Where do we go to access our company info? (Company Wiki)
Where are all of our SOPs and terminology defined?
Side note - I need to ask similar questions for a marketing specific one, and tackle them in a marketing, sales, and branding offsite / deep war room sessions.
How do we keep track of inventory? (Inventory management and SOP)
How do we plan for what content we will publish? (Content calendar)
What are the MVPs of the system, what are the P1, P2, etc.? i.e. define and lay out the entire system, which parts do we take out and which do we deem as important enough?
How does this system grow and scale as we add more team members? I think I need to build a sample of all this and show people for them to realize the value.
How do we build positive business habits?
How do we just follow a system where all we have to do is execute against it and we almost can't fail?
If there were a 1000 universes, how do we increase the number of universes we succeed in through every decision we make?
How much wiggle room or deviation should be built in to this system?
How do we keep track of the right metrics in an easily accessible way?
What are these right metrics? What are the leading indicators of project-level success?
What pitfalls have we fallen into in the past that we keep falling into?
How do we achieve indistractible focus?
How do we templatize as much of it as possible so there's little to no energy expended on that?
Side note - rename imprints as 'How we do anything is how we do everything'
How do we optimize our calendar?
How do we utilize strengths and results from tests like Kolbe effectively?
How do we keep track of the progress we've made so far?
Where are our biggest sources of friction? In our current system and in potential proposed solutions?
Who executes what work? (All this planning / systems setup)
When do we use Asana vs Google Docs vs Google sheets, etc.?
So many more questions but I think this is a good start.
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