I have always felt that you should never have more than one to do system – ie. you shouldn’t have things you need to do on two independent lists. Why not? Well, duplication means you can never trust whether the list you have in your hand is up to date – “Did I e-mail that photo to Mark? It’s still on this list, but I may have crossed it off on my ‘computer list’…”
The boundary gets a bit blurred when it comes to ‘what I need to do today’ lists. David Allen in his original book said that you should not do this for the above reason amongst others – one trusted system that you always use.
However, the last few months I have been getting a bit bogged down in the sheer amount of things I have going on. At first informally, but now in a more structured manner, I have been starting each day by writing down a list of the things I must get done today. None of the nice-to-do, but the things that I need to have completed to feel that it was worth me joining the rest of the planet this morning.
There are a vast number of daily planner out there – my favourite is David Seah’s beautifully designed Emergent Task Planner. But for my use, I just wanted something simple I can use everyday that doesn’t need any decision. I don’t want to have to fill in how long it might take, what project it relates to, or what time it must be done by. I just want a pure list of things to do in big letter so I don’t get distracted from the point.
So I quickly pulled together a What I Must Do Today Planner.
It’s not exciting. It is not earth shattering. But I include it just to illustrate my thought process. You see, by creating a new list every morning (I actually do it last thing the night before) you are increasing your work. In fact you are duplicating something you already have. SO the key to it working is that it must be very fast, very quick and very obvious.
I have a pile of these printed-out and on my desk at home and work. I just quickly grab one and scribble down what I know I need to do, then have a quick skim through my GTD system to check if there is anything else. It takes 5 minutes tops, but saves me 5 to 10 time this every day – I no long need to ponder over what to do next each time I finish something. And most importantly, I am much more focused on what I need to do – one sheet of paper with just what matters on it, is a great motivator.
So what do you do to make sure you get what you need to done?
{ 11 comments… read them below or add one }
I use a similar system.
Only I focus on goals not todo’s or actions.
My actions are in RTM (GTD-style) and should (mostly) focus on achieving my goals.
The short term goals I extract and jot down on a weekly basis.
This really helps with identifying the ‘right’ actions, especially when the priority of my (business) goals/targets change during the day. (It’s faster then changing the priorities on 75+ actions.)
Hi Vince,
Really interesting what you say about focus on goals rather than individual actions – would love to hear more on how you manage how you ‘get things done’ using this system.
Rich
you are right , its not about polishing the list, its about getting the tasks done
Well, it’s not even about getting the tasks done. For me I’ve seen the following growth happen.
Fase 1: todo-lists, focus: remembering
Fase 2: GTD, focus: efficiency and handling larger amounts of tasks
Fase 3: Goal based GTD, focus: results.
In my daily live I found that it really doesn’t matter what I do or how much I do. What matters is the results. So I need to be aware of the underlaying goals when selecting the next action for this moment.
On a day by day basis this is very hard because I get distracted by all the things that are going on, so I formalized the goals.
Actions can have a desired outcome, that really should be captured in the name/title.
Projects I stopped using some time ago, I could not get them to work for me. So I introduced Goals, as Projects with a desired outcome and a checklist of success criteria.
These criteria should ideally be related to the underlaying actions, but I use them to verify that all the results I gained by doing the actions are still in place when I check off the goal.
Especially in todays dynamic information driven soceity the results of your actions can be undone or changed before the the last action of the project is complete. So as a safety procedure I check all success criteria to make sure I have reached my goal.
I decided to replace projects with the term goals because I strongly believe that name defines function/nature. So calling them goals reminds me about what it is all about.
I could go on for hours about this, but that would make a fine night in a bar with a few beers and friends.
But think about it, does your boss (or you) care about how many things you did?
Or does he care about the results?
Of course if you follow GTD very strictly and in a calm, mature manner then you wouldn’t need goals at all. The actions and projects would reflect your goals and you would never forget the real purpose of those actions/projects. But I need some extra help with this, and while it is not perfect yet it does the trick today.
Hi Farouk,
Ah, but how much fun polishing the list is! All about focus…
Rich
That is a really interesting approach Vince – thanks for sharing it.
I agree that life is actually about output not input – and that output has to be aligned with where you want to be ie. your goals. And as you say, in the hurricane of information and data we now live in, this is easier said than done!
Strict GTD does have goals in the form of the Horizons of Focus – although this is weakest part of GTD and I have always felt, perhaps cynically, that it was tagged on to make niche productivity technique into a ‘development program’ with wider reach. As such, you are not alone in trying to find a goal based framework with which to work with alongside GTD (I am certain another one who is looking!)
Thanks again for the interesting perspective – nice to learn other people’s successful processes!
Rich
Heya Rich,
Well, you know, they keep telling me that life is about more then output.
But when you stop to think about it, actions speak louder then words.
At least according to the non-informed, what really counts is the effect, the result.
But yeah I totally agree, ‘Horizon of Focus’, on 1 hand the practically, everyday, list management system, on the other hand HoF. What was David thinking?
I am pretty sure that on a theoratically level it works, but anything that doesn’t add value in the trenches on a day to day basis should get some more attention to make it perfect.
Also these things show the real age of the GTD system, todays world has changed compared with the time when GTD was invented/formalized/written down.
The system should change accordingly, luckily GTD helps clear your mind, so you have got plenty of space for new and fresh ideas
Like EA Games said in their commercial, Challenge everything.
I truely think it is time for the next generation of GTD folks to stand up and present their visions.
Something that will help us normal folks on a daily basis.
Whenever I give a presentation about GTD people always react best to the whole list/action-part, that is something they can start with right now and have benefit in about 2 hours. The rest of it? Hmm, yeah , I will get to that next week. That is the best response I get.
Maybe we should start a new movement that deals with expextations/planning and aiming for goals that will fit nicely within the current timeframe and society.
Something practical, less steps, less lists, more flexibility. Things that are made possible with todays, available, technology. Because I strongly believe that GTD was based on a paper system that is no longer current now we have broadband internet and smartphones.
Also I would like to thank David for giving us GTD because, at least for me, it has given me the peace of mind, focus, rest to think about a better way of doing things.
Anyways keep up the good work!
And remember, you post on here to share with us, we comment here to share with you.
It’s a two way communication channel.
So let me know when you plan to touch Dutch ground, we will get together for beers, talk and good times.
Enjoy mate,
Vince
Big lol!
I just took the time to read more of this site.
Appears the folks here are thinking among the same lines I am.
Good to know I am not alone in thinking the world is ready for a new framework of thinking and maybe even a new set of tools to go with it.
If my posts look like spamming the answer is Yes!, No! Err blue, no red!
(Fun intented)
Thanks Vince – that makes a lot of sense. I always remind myself that there is no ‘perfect’ development framework, so I shouldn’t treat those I am using as such. Like you, I have benefited greatly from GTD, but whilst it has made me very productive and freed my mind up to be significantly more creative, I don’t feel it has taken me any further in my development. But I suppose that is what this blog is about – how I get the most out of GTD, and how I take my development beyond this.
If I am in the Netherlands I’ll certainly take up the offer of a beer!
Rich
Hi Rich,
Great post! The way it works for me is that I have one or two crucial tasks each day and I knock them out early. I wake up at 3am and I get to work immediately. I planned out what I needed to do the night before and I write it on an index card that sits right in front of the computer so there is no confusion as to what I should be doing. As a backup, I inputted my task, due time, and importance into my Blackberry and I set the reminder to go off 15 minutes before the task is to be completed.
Getting the most important things done first in the morning is great! Once they are done, I don’t even have to think about it the rest of the day. I can focus on new ideas and projects that I want to tackle. Its a great feeling.
I’ve decided to create my own planner because I am not really satisfied with the ones that I have tried out. However, I will look into the one that you’ve suggested.
Hi Ralph,
3am? Brave man! You are dead right about getting what you HAVE to do that day over and done with early on frees you up to do what you WANT to do – odd how it makes you so much more creative knowing you’ve had a productive day before most people have even started! I like the idea of the index card on your desk ready to get going – I must admit to being guilty sometimes of delaying getting my ‘What I must Do Today’ planner out of my bag, which just means I waste time!
Rich
{ 1 trackback }