Why A-B-C priorities don’t work in “to-do” lists

March 2, 2013

ABCI was just coaching someone who was unfamiliar with GTD and he was convinced that prioritizing tasks with an A-B-C priority was the best way to determine what was the most important task to do first. I have tried this and it does not work.

A-B-C priority codes don’t work

Similarly, listing the top dozen things you need to do in order 1-12, doesn’t work either.

There are several reasons for this. The reality is our priorities change over time. You’ll have a different priority set at 9:00 tonight than you will at 9:00 this morning. This is especially true when you acknowledge the reality that over the course of the day “stuff happens” and you can easily become “overtaken by events” that are unplanned and just happen to us.

Additionally, there is also the wasted time of scanning your tasks to see if they need to be re-prioritized or re-written. This wasted energy will eventually repel you to your system and you will stop using it. On a day-to-day, moment-to-moment basis, there is no algorithm or formula that is sustainable in some written or coded system.

The only way to effectively prioritize the stuff you have to do is to break down your to-dos down into the very next action necessary to achieve completion of the overall goal or task. Then this next action needs to be parked in the appropriate context – what can you do where you physically are.

Then once you have determined the next action and context, they become actionable and you are ready to act on your tasks.

What criteria do you use to decide what to do?

Filed under Context, Next Action Tagged with , , , ,

Why “to-do lists” do not work

February 24, 2013

HBR

I read a great article called “To-Do Lists Don’t Work” in the Harvard Business Review that reminded me of one of the most common mistakes people make about GTD. Often when people get exposed to GTD, they equate to-do lists with Getting Things Done. This is misses the subtlety of David’s system as the only thing they have in common is lists. In the article Daniel Markovitz make several great points.

  1. The Paradox of Choice – “…our brains can only handle about seven options before we’re overwhelmed. It’s easier for us to make decisions and act when there are fewer choices from which to choose. Looking at the 58 items on your to-do list will either paralyze you or send you into default mode: checking email for an hour instead of doing real work.”
  2. Heterogeneous complexity – “When your list contains some tasks that are three minutes long and some that are 33 minutes, you’ll invariably focus on the shorter one for the psychological payoff and dopamine release that comes from crossing an item off your list.”
  3. Heterogeneous priority - ”When your list comprises items of varying priorities, you tend to take care of the “A” priorities and let the “C” priorities lie fallow…until it becomes an “A” priority itself. But would you rather take care of your car maintenance when it’s a “C” priority, or when it’s an “A” priority: when your car breaks down at 3 AM outside the Mojave Desert, 175 miles from home?”
  4. Lack of context – “To-do lists don’t provide sufficient context for the tasks to help you determine what you should work on. How long will each task take? And how much time do you have available? If you can’t answer these questions, you can’t intelligently decide what you should be working on.”

These four things are really David Allen 101. It is critical to do the thinking about your “stuff” before you actually do your stuff. Items need to be broken down into next actions that are parked on lists that are in the right context to be able to be done when you have the time and energy to do them.

Have you ever had a to-do list that worked for you long-term?

Filed under Best Practices, Next Action, Trusted System Tagged with , , ,

The GTD Elevator Pitch

September 26, 2012 2 Comments

Elevator PitchLike many professionals, I work in a high-rise building and spend a lot of time riding elevators. Inevitability, people know that I am “into GTD” and they ask me “what is GTD?”

What they really want to know is “GTD for Dummies”

Many people ask me what is the gist of GTD. They want to know the Cliff Notes version of GTD before they decide if they are going to invest the time and effort in reading David Allen’s book “Getting Things Done – The Art of Stress Free Productivity” or not.

I struggle to convey the basics of GTD as I want to elaborate on all of the goodness of the system and its benefits. This forced me to really think how I would describe the basics of what GTD is in its simplest form.

Here is my GTD Elevator Pitch:

GTD consists of three basic concepts.

  1. Outcome-Based Thinking – Articulating in the most specific terms possible what a successful outcome looks like for any give use of your time.  Another way to think about it is “How will I know when I’m done with this?” or “When will I be able to mark it done or complete?”
  2. What is the Next Action? – You don’t need to track everything you could conceivable do about a Project but rather you just need to know the next physical action that would get you closer to completion. Ask “What is the next action?”
  3. The Weekly Review – Accepting that the heart of the Trusted System that lets you move through a day with a high tolerance for ambiguity is the knowledge that eventually everything you’re doing gets looked at once a week without fail.

What is your GTD Elevator Pitch?

Filed under Next Action, Weekly Review

The Basics of GTD

September 11, 2012

BasicsMany people want me to give them the basics of GTD. They want to know what is the gist of GTD? Well, if you want it boiled down to the basics, here’s it is:

1) Create a Trusted System – just like your contacts or calendar, you need to create a Trusted System where your brain will know you can trust to check to see what you have to do in your life so you can get it out of your head.

2) Outcome-Based Thinking – Articulating in the most specific terms possible what specifically a successful outcome looks like for any give use of your time. Another way to think about it is “How will I know when I’m done with this?”

3) Define the Next Action – Knowing that you don’t need to track everything you could conceivable do about a Project but just the next action to move it forward. You just need to know the next physical action that would get you closer to completion.

4) The Weekly Review – Accepting that the heart of the Trusted System that lets you move through a day with a high tolerance for ambiguity is the knowledge that eventually everything you’re doing gets looked at once a week without fail.

That’s it. I can’t boil it down to anything simpler than those four steps.

What is your minimal version of GTD?

Filed under Information Technology, Next Action, Project, Trusted System Tagged with ,

What to do about Next Actions that are hanging around

June 2, 2012

Next Actions are the cornerstone of Getting Things Done and if you don’t have the “hard edges” that David Allen talks about on your next action list, your system will break down. Sometimes, I find I have items that stay on my next action list for more than a week or two. I’ve discovered that most of the items are just in the wrong place or, more accurately in the wrong context.  This mixing action and non-actionable items is the problem with most  “To-Do lists.”

Look at your Next Actions list and pull each straggler that has been hanging around for a while and try to figure out whether it really belongs someplace else. Here’s my usual suspects, ordered by how often each is the culprit behind my unintentional slack.

It is not a single, atomic activity – This is the biggest one for me, by far. Maybe 80% of the time, it is really a small “Project” is masquerading as a Next Action. Acknowledging the multiple steps and identifying the logical Next Action resolves this. Move the item to “Projects” and generate true Next Action.

It is not a physical action – “Give Sarah a proposal for new product” seems like a next action because it’s tied to a commitment I’ve made to Sarah but it is really a project and is not the next physical action. In reality the next physical action would be something like, “Draft three or four ideas for Sarah’s proposal.” Rewording it as a physical activity, “draft three or four ideas” yields a physical artifact and is truly the next action.

It is poorly defined – This is generally due to poor wording of the item. Changing the way I define or word something also changes the way I think about it. Next actions should always start with a physical verb and have a specific contextual activity.

It is not really the very next action I need to take – Sometimes there is at least one action that needs to take place before the one I have on the list. Hence, it is a action but not really the NEXT action. Something like “Dispose of hazardous materials in the garage” can linger for weeks or months if I first need to find out where I can drop off hazardous materials that mentally keeps me from proceeding. This is a tricky one, since a legitimate future action can seem like the next action, even when it really is not. To address these, walk backwards through your steps until you can derive the true next physical action.

It is not something I’m really committed to do – Sometimes I put next actions on my list but when I really look at it in my Weekly Review I realize it is not something I’m totally committed to do right now. I need to change these to “Someday/Maybe” until I’m ready to make it part of my immediate actions.

It is not actionable – This is usually the result of a dependency with another person or is not longer relevant. If it is dependent on someone or something, move it to “Waiting for” and if is no longer relevant just delete it.

Filed under Next Action

The difference between a Project and a Next Action

May 20, 2012 2 Comments

Many people who are new to GTD struggle to understand the difference between a Project and a Next Action. Next actions seem to be pretty straightforward for most people but projects really seem to blow their minds. This is especially true in information technology because projects are typically associated with big, complex, tasks and projects in GTD can be much smaller.

Let’s start with the easy one – the next action. It’s so all about the next action. In my journey with GTD, my best takeaway has been the idea of the next action. Learning to identify the absolute next physical action that will keep a project moving has been a godsend to the way I think about, plan, and execute my work. When things get hectic, it’s affirming to know that all I need to do is one, single thing—the next thing—to get closer to completion.

Turning “to-dos” into a list of atomic activities has benefits that go beyond gains in productivity and “effectiveness.” You can also lower stress and start to reclaim control of runaway projects just by looking in front of your nose. Any time I start to feel swept away by work, I try to see whether I’ve accurately identified the things I can do right now (as well as everything else I don’t need to do right now) to bring that project one step closer to completion.

For me, the next action has been the linchpin for making Getting Things Done work. Full stop. Now on to the more difficult GTD concept – the Project. In GTD, Projects are nothing more than multi-task commitments to a desirable outcome that has more than one physical action that can be described in a way that I know exactly when it is “done.”

A project can be as “small” as a two step project with a discernible completion. For example, many people might put “get mom a Mother’s Day gift” on their Next Action list when it really should be on their Projects List. There are several implied tasks in “get mom a Mother’s Day gift” – what should I get her? What size is she? Does she already have what I am thinking about? Do I need to call or email her to see what she wants? Once I decide what to get her where should I buy it? Should I ship it to her or deliver it myself? Should I have it wrapped or wrap it myself? Etc.

So, I would put “Get mom a Mother’s Day” gift on my Projects list and “call mom to she what she wants” on my Next Action list. Then when I was scanning my Next Actions list I would have a simple task that could easily be completed that will move me one step closer to completing my project. Once I called her and found out she wanted a specific book, I would put “buy The Pillars of the Earth on Amazon” on my Next Action list. Once I completed this I would delete the Project because it was completed.

While this might seem like a silly example, it illustrates a common mistake people make. Putting “get mom a Mother’s Day gift” on your Next Action list makes that list a mixture of discrete next actions and multi-step actions that dilutes the power of the Next Action list. It is really a project and it should sit on my Project List right next to a “big” project like “implement a new HR system.”

It’s something to which I’ve made some kind of commitment—either a public commitment to others or even just a mental obligation I’ve made with myself. This is something in the world that I agree deserves my time and attention to the exclusion of other things. I love the idea that, at the heart of it, a project is really just an agreement on what I want to be true. Then I break it down into next actions. I’m here, and I want to be there, so what steps do I need to be take to move things further in that direction?

But, the component of personal commitment is my favorite lesson from GTD project planning. It means I’ve knowingly agreed to let this thing become an acceptable interruption in my life. It means that other things might have to wait because of this, and that’s okay. Maybe most importantly though, commitment is the glue that binds my daily activities to my “higher altitudes”—it’s how I can make sure my values and my priorities in life are reflected in what I do every day.

Filed under Next Action, Project

The Daily Review – How to Feel Great When You Leave Work

April 28, 2012 1 Comment

If you follow GTD and have your trusted system up to date it is easy to leave work every day and feel like you accomplished exactly what you needed to do for that day.  This allows you to drive home and decompress by tuning out and watching TV, reading a book, or whatever activity you like to do to relax and refresh.  The ability to forget all the things you didn’t do that are still on your plate is essential to relieving stress.

Successful task management is really agreement management. At the end of the day, how good you feel about what you did (and what you didn’t do) is proportional to how well you think you kept agreements with yourself.  Did you do what you told yourself to do? What you agreed to do?  Did you accomplish what you think should have been accomplished?  Wasting time only means that you think you should have been doing something other than what you were doing. Sleep is not a waste of time if you think you need it. Taking a walk instead of rewriting your strategic plan is not a waste of time as long as you think taking a walk is the thing to do at that moment. It’s when you wind up not having done that which you’ve agreed with yourself should be done that the trouble begins.

Here is how I do this.  At the beginning of each day I reserve 15 minutes for a “Daily Review” where I look at the calendar for the day to get a sense of what my day looks like.  Then I scan my “Next Actions” notebook in Evernote and decide what I want to accomplish that day and I tag them with “Today.”  Then I filter those items with the Today tag so I only have the items I have decided I want to accomplish that day.  Then during the course of the day I delete them as I accomplish those items.  Once I have completed all the agreements I have with myself I can go home and zone out, refresh, and recharge my batteries for tomorrow.

I believe in outcomes and results not time worked or effort.  Once I have completed all the items on my Today list I can go home feeling good about myself no matter what time that is.  It is a wonderful feeling knowing I accomplished all the agreements I made with myself.

Filed under Best Practices, Daily Review, Next Action

Stop Making To-Do Lists

March 31, 2012 1 Comment

to-doPlease stop making to-do lists.  You are simply setting yourself up for failure and frustration.

Instead, create a Next Action list that has the very next action you can do to move one step closer to completing the task.  What’s the difference?  A lot.  Typical to-do lists have a mixture of atomic next actions and much larger projects and possibly someday/maybe items that you are not really committed to doing.  The result of this is you are repelled by looking at your to-do list because you subconsciously know you have items on your list that you really don’t or won’t do.  Every time you scan your list your subconscious gives you negative feedback.

When you have a list of things that take 10 minutes, 10 hours and 10 days to do, you will invariably focus on the the shorter ones so you can get the psychological payoff and subsequent dopamine release that comes from completing an item off your list.  This leads to the longer ones staying on your list and the subsequent negative feedback.

In addition to the problem of a mixture of next actions and projects, to-do lists lack the context necessary to help you determine what you should do.  how long will the item take?  What tools do you need to complete it?  Where must it be done?  Contexts like this should be “pre-thought” so you don’t have to think about these things every time you scan your list.  What good does it do you to see “paint the living room” or “return the book you borrowed from mom” or “buy tomatoes” when you are at work?

The better approach is to put the very next action necessary to complete the task or to move it closer to completion on separate lists like “Home”, “Work”, “Errands”, “calls” etc. so that you can scan the appropriate list in the appropriate context.  This drives action which drive positive feedback and that nice dopamine squirt once you cross that item off your list.

Filed under Best Practices, Next Action, Project, Someday/Maybe

The Weekly Review – How to maintain “Mind Like Water”

January 14, 2012 1 Comment

At this time of the year many people want to get back on the GTD bandwagon because they are in a reflective mode of self improvement.  They know it works and know the stress reduction it can provide.  They know when practiced diligently it can provide what David Allen calls “Mind Like Water.”  When you are in this state you can feel great about where you are, what you are doing and what you are not doing.  For anyone who has experienced this feeling it is amazing and they want to get back there.

So many people ask me how they can “really do GTD right this time?”  Like a diet or a new year’s resolution, they really want to be successful, but deep down fear they will fail over the long term.  The want a magic bullet or trick that will help them to succeed with GTD over the long term.

Fortunately, there is one way to succeed with GTD over the long term and that is to do a weekly review every week.  This is the single most important thing to success or failure over the long term.  If you really want to succeed you need to commit to spending one hour a week doing a weekly review – without fail, no exceptions.

Think about the payback – one hour a week to improved productivity and reduced stress.  A bargain in my book.  Here is how I break down the hour:

1 – Review Projects (40 min)

If you do nothing else in the hour you need to review your projects.  Start at the top of your list and move down one by one and do the following:

Is the project written in a way that it can be checked off as “done” when the description is true?  If not, describe the project to denote “what does done look like?” and be sure to include the desired outcome as the first word in the Evernote title description of the project.  Use words like draft, finalize, implement, research, publish, distribute, maximize, learn, set up, organize, create, design, install, repair, submit, handle, resolve, think about.  Not all projects need to define a completed task.  It is okay to have projects that say things like “Draft three ideas…” or “Think about…”

Once you are comfortable with the description of the project, you need to break down the project into the tasks needed to complete the project.  I use the notes section of the Evernote note to do this.  I am not a stickler for breaking down every project into it’s related tasks.  I usually ask  ”Do I have the bandwidth and resources to do this project?”  If not, I tend to go on to the next one.

For the ones I do have the bandwidth and resources to pursue I ask “What do I want to accomplish this to move this project closer to completion?” and “When do I need to accomplish it by?” I add any items that come to  mind in a more or less free form manor with each task or idea on a separate line.  Do not worry about formatting as that will only slow you down during this critical process.

Finally, and this is critical, move the next action to move the project closer to completion to the next actions list.

2 – Review Your Calendar (5 min)

It is important to understand what you have ahead of you to set the context for how much available time you will have to work on projects and next actions in the future.  Start with looking at your calendar in month view and look at the big picture.  All Day events like birthdays, vacations, trips and holidays will pop out at you.  This gives you  a sense of is this a “normal month” or not and alert you to any big items on the horizon.  Review the next three months.

After you have looked at the big picture by month, you need to focus on the week view to get a sense of is this a “normal week” or not.  As Peter Drucker stated the week is the unit of measure to connect daily tasks to their strategic priorities.  Review the next two to three weeks to get a sense of what is immediately ahead of you.

3 - Review Waiting For items (5 min)

Do a quick scan of your  Waiting For items to see if you can move any into Projects or Next Actions because you are no longer blocked or waiting for someone or something.

4 – Review Areas of Focus (5 min)

Do a quick review of areas of focus to keep them fresh in my mind.  Often this review will spur new projects that you will add to your projects list.

5 - Review Someday/Maybe items (5 min)

Do a quick scan of your someday/maybe items to determine if any items need to become active projects and if they do then change the Evernote notebook to the projects notebook.  If you determine that you really are never going to do and item because it is no longer of interest then delete it.

Filed under Best Practices, Next Action, Project, Someday/Maybe, Weekly Review

Work – Life Balance

October 16, 2011 3 Comments

Many people profess to be seek a “balance” between work and life.   What they really mean is they want to strike a balance between work and family.  Well I have bad news…  There is no such thing as a Work – Life balance.  That’s right – there’s no “balance.” If you’re trying to achieve balance, you’re going to fail. Balance isn’t the answer. The best you can hope for is “dynamic tension” between the two.  But, there is a way to be at peace about the work and family struggle.

In today’s alway on, always connected world it there is no longer a “work time” and a “personal time.”  Just acknowledge it and get over it.  In the era before Blackberrys, iPhones, instant messaging, social networks, and blogs, we all had relatively predictable days. Now we all have unpredictable random work streams that come at us constantly 7×24.  We all feel the need to always be on in order to keep up.  The reality is everyone else is NOT doing it better than you, and you’re NOT the only one feeling stressed and worried about everything, and feeling like you’re almost failing at both.
Here is what to do:
At the beginning of each day look at your calendar to see what hard commitments you have and how much discretionary time you have.  Then look at your Next Actions list and decide what you realistically want to accomplish today before you go home.
I stress the realistic part of this.  Assign a “Today” tag to the next actions you want to accomplish today.  Then filter your next actions on TODAY so you only see those items you decided you want to accomplish today.  Then once you can check off or delete all those things that you set out to accomplish in the morning, GO HOME. Feel good about accomplishing what you set out to accomplish and go home to be with your loved ones.

Once your home be fully engaged with your family.  No multitasking. Sure, maybe a little email after the kids go to bed, but that’s all.

Filed under Best Practices, Next Action

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