larea
Registered
I would love to see some extra coaching on getting our from under. Because of the convergence of many factors, including reorganization at work, massive process and personnel changes, personal/family events, some health issues, system failure, etc. I am under a huge pile of STUFF that needs to be worked. This is what created enough pain so that I became motivated to really "do GTD" and joined Connect.
I feel like I am making gradual progress and I think I have reached a state where there is a LITTLE more going out (done etc.) than coming in. But I am interested in any additional ideas to make this more efficient and also feedback on what I am trying now.
The Inventory: In my most recent review yesterday, I had 356 next actions, which I reduced to 320 during the review (do, delete, someday, etc.) I have 140 projects that are in "active" status plus 70 more I have put into a hold status - one category is "on deck" which means they are next and the other is "incubated" which is a little longer term.
To provide a frame of reference, for my "work" projects I have about 30 active (and many more incubated) which are projects I would put on a list to show my boss as a significant project. Example would be a contract negotiation: determine and evaluate alternatives, gather relevant data, comparative economics, negotiate specific terms of 30 page contract or amendment to contract, obtain endorsement from 3-7 stakeholder groups depending on size, obtain execution, and handle implementation logistics.
In addition to these, I have about 30 waiting fors, about 70 next actions for the on deck/incubated projects (using on deck and incubated as the NA, then when I activate it's ready to go) and 235 additional someday maybes. My someday/maybe lists consist of both NAs and potential projects, both maybes and additional items that I don't have bandwidth for yet and feel can be delayed but I am still somewhat committed to them. Categories include Someday - Next (6), Someday - Later (56), Someday - Will do but who knows when (19), Someday - Maybe and Maybe Not (23) and also some more generic somedays like Someday - Gift Ideas, Someday- Surfing, Someday - Shopping, etc.
The Overwhelm: But having these projects "incubated" still left me with a 300+ list of NAs which was too many to work with. So last week (tried this once before) I did a combination of 2 things to help me focus - I put 2 big projects and some upcoming deadlines on my calendar as all day events...and I tagged a group of next actions and made an outlook view where I excluded the non-tagged ones. (This actually would have worked better if I tagged the ones to EXCLUDE so then I would not have to remember to tag a new item if I wanted to see it.) The result was a set of context lists with about 200 items which I could work with better. I would really be more comfortable at the 150 item level.
So here are some specific problem areas:
I really think the answer has to be limiting the number of things in front of my face because I seem to get a lot more done when looking at the smaller list. However, any feedback/tricks/ideas would be appreciated.
I feel like I am making gradual progress and I think I have reached a state where there is a LITTLE more going out (done etc.) than coming in. But I am interested in any additional ideas to make this more efficient and also feedback on what I am trying now.
The Inventory: In my most recent review yesterday, I had 356 next actions, which I reduced to 320 during the review (do, delete, someday, etc.) I have 140 projects that are in "active" status plus 70 more I have put into a hold status - one category is "on deck" which means they are next and the other is "incubated" which is a little longer term.
To provide a frame of reference, for my "work" projects I have about 30 active (and many more incubated) which are projects I would put on a list to show my boss as a significant project. Example would be a contract negotiation: determine and evaluate alternatives, gather relevant data, comparative economics, negotiate specific terms of 30 page contract or amendment to contract, obtain endorsement from 3-7 stakeholder groups depending on size, obtain execution, and handle implementation logistics.
In addition to these, I have about 30 waiting fors, about 70 next actions for the on deck/incubated projects (using on deck and incubated as the NA, then when I activate it's ready to go) and 235 additional someday maybes. My someday/maybe lists consist of both NAs and potential projects, both maybes and additional items that I don't have bandwidth for yet and feel can be delayed but I am still somewhat committed to them. Categories include Someday - Next (6), Someday - Later (56), Someday - Will do but who knows when (19), Someday - Maybe and Maybe Not (23) and also some more generic somedays like Someday - Gift Ideas, Someday- Surfing, Someday - Shopping, etc.
The Overwhelm: But having these projects "incubated" still left me with a 300+ list of NAs which was too many to work with. So last week (tried this once before) I did a combination of 2 things to help me focus - I put 2 big projects and some upcoming deadlines on my calendar as all day events...and I tagged a group of next actions and made an outlook view where I excluded the non-tagged ones. (This actually would have worked better if I tagged the ones to EXCLUDE so then I would not have to remember to tag a new item if I wanted to see it.) The result was a set of context lists with about 200 items which I could work with better. I would really be more comfortable at the 150 item level.
So here are some specific problem areas:
- Obviously I make too many commitments on the front end and tend to be pretty optimistic about what I can actually do.
- I just realized this week that 1/2 of those active projects are personal. One would think that some of those might have some flexibility!
- I am experimenting and struggling with the mechanics of getting the right things in front of my face at the right time just due to volume.
- After doing some (mental) exercises related to a GTD Study group podcast I listened to yesterday, I think I have a subconscious very strong belief that even though I am totally swamped right now, in the very near future I will have much more time and energy to do the things I am too tired to do today.
- I have to guard against the overwhelmed syndrome (what's the point, every time I do one action I just have 3 more to add!) leading to inaction.
- I need to make more progress and get better at identifying things that really don't need to be done or that could be renegotiated. I feel a very strong obligation to complete anything I commit to and a strong aversion to going back to renegotiate anything with another person. I'm more in the "I said I would do it and so I just have to find a way" camp.
- In my weekly reviews, I am doing pretty well on my next actions but have trouble really reflecting too much on each project. I get a little stressed out when I go through the project list. So to avoid that I am doing 2 things during the project section: 1 - make sure all active projects have a next action. 2 - look at the overall lists to see if I want to change the status of the project. (The part that was stressful was that I was feeling like I should be really reflecting on each project, and I could not stand to do that 210 times!)
I really think the answer has to be limiting the number of things in front of my face because I seem to get a lot more done when looking at the smaller list. However, any feedback/tricks/ideas would be appreciated.