Experiencing Friction with GTD After One Month – Seeking Workflow Optimization Advice

[Stefan Godo]

Thank you so much for your reply!
The metaphor of learning to ride a bike is really apt!
I noticed that in previous responses from others, the Someday/Maybe list was also mentioned. I've already moved some items from my Next Actions List into it, and it has indeed brought me a great sense of relief.
What you referred to as "higher horizons" is something I really need to think more about. In the past two days, following the content of other previous posts, I've been more focused on creating my Next Actions List starting from the project list, rather than being inclined to passively receive tasks and write them in the inbox. This also makes me feel much better.

in GTD we teach first to acquire control and then perspective (gradually longer and longer) - although it is an iterative back and forth process.
starting with actual next actions and projects is a good place.
At the same time learning the conversion of new inputs to actions/projects (steps 1-2-3).
once +/- mastered (1-2 weeks), do a proper weekly review - gain some perspective.
from then on you are "just finetuning" (until you live )

 

[FocusGuy]

So if i have a project I'll use the one i just finished that was on my project list for a while.
Project list entry: Plant Rhododendrons for Melissa.
Next action: @Melissa note- Where would you like these planted.
When I got an answer I put @Errands- Lowes buy rhododendrons. They didn't have them. Out of season.
@Waiting for note Lowes to get Rhododendrons.
Last week @computer-check to see if lowes has plants. This is the only time I had two next actions for this project on a list.
@Errands- Lowes buy plants.
Then @Home- Plant rhododendrons.
Project is deleted. and all completed next actions deleted when complete. I only ever have the very next action on my list.
I could have easily bought the plants come home and planted them right then (2 actions done) and be done but I didn't do it that way.

I only have 8. and 3 are Agendas.
@Computer- anything i can do computer wise. Internet etc. Can be at phone or laptop. If you are in two places during the day you might want to have contexts for each place. If there are only things you can do in those places. You don't need to see things you can't possibly do. That is a drain.
@Phone- things I can only do on phone. Calls and texts.
@Home
@Errands
@Waiting for.
then my agendas. Example of my @Computer list. They are the very next actions for a project on my project list.View attachment 2268

Please don't make it so complicated. You want to work on your projects not your system.

Well yes. That is why you put the very next action on a context list. I may be wrong but it seems like you are saying you try to put all your next actions associated with a project somewhere. I don't. I have a list of projects and the very next action on my context list. So I only see the next action. And don't miss your weekly review. That is so important to the whole system. I would say the people who have the hardest time with GTD are the ones who don't do one. Hope this helps.

Very elegant and so great GTD. That exactly what I call a simple and elegant GTD system. I love it !

 

[dtj]

Random thought: If you’re feeling friction, that may mean that its working. Like the old school notion that antiseptic has to hurt to be effective, but if your organizational system is not important, why would it matter and cause friction? Like the antiseptic thing, that could totally be wrong.

 

[achieve]

Random thought: If you’re feeling friction, that may mean that its working. Like the old school notion that antiseptic has to hurt to be effective, but if your organizational system is not important, why would it matter and cause friction? Like the antiseptic thing, that could totally be wrong.

So, are you saying that the friction I feel could be due to two things:
one is that the GTD system is working like antiseptic — it's effective, and the other is that I might be using it incorrectly?

Actually, I feel a bit of both.

Because I've used it, it has introduced some unfamiliar ways of working for me.

But after communicating with people in the forum, I learned to put all the unprocessed tasks into a separate future list, and simplified the action list — just writing down the next single action step,nothing else.
As a result, the friction has decreased a lot：）

 

[dtj]

So, are you saying that the friction I feel could be due to two things:
one is that the GTD system is working like antiseptic — it's effective, and the other is that I might be using it incorrectly?

In some ways its the bumping up against the guardrails of an effective system, that causes the friction. Perhaps the friction is a sign that you now have something tangible to blame. . The reason many people move to GTD is "Sh*t aint workin" where you can't adequately explain where or when stuff aint working towards your goals. If your work life is a maelstrom of undifferentiated crap, that can impact your health or relationships. Only by putting guardrails/constraints around your resource sinks, whether that be time or cognitive capacity, do you connect that with not being able to accurately recall your childrens names.

 

[achieve]

In some ways its the bumping up against the guardrails of an effective system, that causes the friction. Perhaps the friction is a sign that you now have something tangible to blame. . The reason many people move to GTD is "Sh*t aint workin" where you can't adequately explain where or when stuff aint working towards your goals. If your work life is a maelstrom of undifferentiated crap, that can impact your health or relationships. Only by putting guardrails/constraints around your resource sinks, whether that be time or cognitive capacity, do you connect that with not being able to accurately recall your childrens names.

Your "guardrails" analogy is excellent. GTD is a system, but it can't dictate everything; I still need to set my own life's guardrails. For instance, I know I need to sleep earlier, but I often can't resist scrolling through short videos, which then saps the willpower needed for GTD and leads to distractions when I'm trying to execute tasks and follow the system. So you're quite right: the friction I feel with GTD might partly indicate I'm not using it correctly, but it could also be a sign that I need to make some proactive changes in my own habits.

 

[dtj]

Your "guardrails" analogy is excellent. GTD is a system, but it can't dictate everything; I still need to set my own life's guardrails. For instance, I know I need to sleep earlier, but I often can't resist scrolling through short videos, which then saps the willpower needed for GTD and leads to distractions when I'm trying to execute tasks and follow the system. So you're quite right: the friction I feel with GTD might partly indicate I'm not using it correctly, but it could also be a sign that I need to make some proactive changes in my own habits.

I CERTAINLY appreciate the video scrolling, as I used to do that and literally lose hours. I broke the spell by moving the app to the last screen of my phone, from the home screen, or removing it all together. I’d view the stuff on my computer at my desk. Basically added sufficient friction to dissuade me. Worked great!

Another approach that i’ve used is to literally set an alarm for allocated time. Or use viewing as a reward for getting sh*t done.

 

[TesTeq]

I CERTAINLY appreciate the video scrolling, as I used to do that and literally lose hours.

@dtj What's interesting in the short video scrolling? I'm bored after several minutes. They are so repetitive. One cat falling from the table is funny but hundred cats?

 

[fooddude]

Your "guardrails" analogy is excellent. GTD is a system, but it can't dictate everything; I still need to set my own life's guardrails. For instance, I know I need to sleep earlier, but I often can't resist scrolling through short videos, which then saps the willpower needed for GTD and leads to distractions when I'm trying to execute tasks and follow the system. So you're quite right: the friction I feel with GTD might partly indicate I'm not using it correctly, but it could also be a sign that I need to make some proactive changes in my own habits.

I think GTD allows for doom scrolling. Having a system for "mind like water" is perfect for when you have "mind like mush". If you are confident everything is in your system, then you won't miss when something shows up at the right time. But you need to make sure to get those things off your mind. That's why everything goes into your system. Everything from "plan the perfect vacation" to "buy socks".

 

[achieve]

I think GTD allows for doom scrolling. Having a system for "mind like water" is perfect for when you have "mind like mush". If you are confident everything is in your system, then you won't miss when something shows up at the right time. But you need to make sure to get those things off your mind. That's why everything goes into your system. Everything from "plan the perfect vacation" to "buy socks".

I see what you mean, and I agree that GTD can indeed encompass everything, allowing for activities like scrolling as long as it's done in the appropriate context – doing the right thing at the right time. That makes perfect sense.

However, I must admit I still struggle with self-control sometimes. For example, there are moments when I'm so tired that the thought of even opening my notes app to check my GTD list feels overwhelming, and I just default to mindlessly scrolling videos or something similar.

Reflecting further on your point about GTD being perfect for when you have "mind like mush," perhaps you're also implying that GTD itself, when set up effectively, is quite simple and straightforward to engage with. Maybe my current implementation isn't as streamlined as it could be, which contributes to my reluctance when I'm tired. Paradoxically, it's precisely in those moments of fatigue and uncertainty about what to do next that opening GTD could be most beneficial, offering clear direction. I'm starting to see that layer of meaning too.

I definitely still have challenges with energy management, and I acknowledge that my GTD practice hasn't quite reached that "mind like water" state yet where engaging with it feels effortless regardless of my energy levels. But I'm actively working on it, and exploring ways to make the system itself more inviting, perhaps by considering a paper-based approach or more consciously prioritizing restorative activities like sleep within GTD (instead of energy-draining ones like scrolling). It's about ensuring I have the mental space and an accessible system to engage with effectively, even when tired.

 

[Tom_Hagen]

I definitely still have challenges with energy management, and I acknowledge that my GTD practice hasn't quite reached that "mind like water" state yet where engaging with it feels effortless regardless of my energy levels. But I'm actively working on it, and exploring ways to make the system itself more inviting, perhaps by considering a paper-based approach or more consciously prioritizing restorative activities like sleep within GTD (instead of energy-draining ones like scrolling). It's about ensuring I have the mental space and an accessible system to engage with effectively, even when tired.

I use Evernote quite intensively, including tagging and saved filters. Thanks to this, I can easily filter out things like: online, low energy, 20 minutes. I also use the "Pleasant" tag so that I don't have to think about what I can relax with.

A few clicks on my phone and I have a list of suggestions ready.

 

[achieve]

I use Evernote quite intensively, including tagging and saved filters. Thanks to this, I can easily filter out things like: online, low energy, 20 minutes. I also use the "Pleasant" tag so that I don't have to think about what I can relax with.

A few clicks on my phone and I have a list of suggestions ready.

Thanks for sharing your Evernote setup with tags like "online," "low energy," and "Pleasant"! That's a really smart way to quickly find suitable tasks, and I appreciate you reminding me of that approach. I do have a similar system, and it's definitely helpful for those moments.

My challenge, and it's a bit embarrassing to admit this level of self-analysis, often arises in a slightly different scenario. It's when I'm faced with an important, but perhaps still vague or complex, material in my inbox. My energy might already be quite low at that point, and I know I shouldn't just switch to something easy or entertaining because this inbox item needs attention. However, because it's unclear and my energy is depleted, I find myself in a sort of limbo, unable to tackle the important thing but also feeling I shouldn't do anything else. This mental state, unfortunately, often becomes a perfect breeding ground for distraction, like mindlessly scrolling, as a way to avoid the discomfort of that limbo.

So, while having a list of low-energy tasks is great, my specific struggle is sometimes with the initial engagement with those more demanding inbox material when my "executive function battery" is already flashing red.

 

[fooddude]

I see what you mean, and I agree that GTD can indeed encompass everything, allowing for activities like scrolling as long as it's done in the appropriate context – doing the right thing at the right time. That makes perfect sense.

However, I must admit I still struggle with self-control sometimes. For example, there are moments when I'm so tired that the thought of even opening my notes app to check my GTD list feels overwhelming, and I just default to mindlessly scrolling videos or something similar.

Reflecting further on your point about GTD being perfect for when you have "mind like mush," perhaps you're also implying that GTD itself, when set up effectively, is quite simple and straightforward to engage with. Maybe my current implementation isn't as streamlined as it could be, which contributes to my reluctance when I'm tired. Paradoxically, it's precisely in those moments of fatigue and uncertainty about what to do next that opening GTD could be most beneficial, offering clear direction. I'm starting to see that layer of meaning too.

I definitely still have challenges with energy management, and I acknowledge that my GTD practice hasn't quite reached that "mind like water" state yet where engaging with it feels effortless regardless of my energy levels. But I'm actively working on it, and exploring ways to make the system itself more inviting, perhaps by considering a paper-based approach or more consciously prioritizing restorative activities like sleep within GTD (instead of energy-draining ones like scrolling). It's about ensuring I have the mental space and an accessible system to engage with effectively, even when tired.

Just don't make it complicated with all the tags and links. I think people don't want to engage their system because it's so cumbersome. I didn't want to imply GTD causes "Mind like mush" Rather it allows it.

 

[achieve]

Just don't make it complicated with all the tags and links. I think people don't want to engage their system because it's so cumbersome. I didn't want to imply GTD causes "Mind like mush" Rather it allows it.

Okay, thanks for clarifying! And just so you know, I never thought you were implying GTD causes "mind like mush" or anything negative about the system itself. Any perceived criticism in my previous posts was entirely self-directed as I figure out my own process.

 

[Tom_Hagen]

So, while having a list of low-energy tasks is great, my specific struggle is sometimes with the initial engagement with those more demanding inbox material when my "executive function battery" is already flashing red.

1. Maybe it's worth "letting go" of such a task until the next day. When there's no energy, it's really hard to "conjure up" something.
2. Another issue is motivation. It's worth noting that the mind follows the action, which is why all those techniques like: only 5 minutes of implementation are so effective.

 

[achieve]

1. Maybe it's worth "letting go" of such a task until the next day. When there's no energy, it's really hard to "conjure up" something.
2. Another issue is motivation. It's worth noting that the mind follows the action, which is why all those techniques like: only 5 minutes of implementation are so effective.

That's a really practical and genuinely caring reply!
I'll definitely give serious thought to your points about "letting go" of a task for the day and the idea that just getting started on something can often provide the momentum to continue.

 

[dtj]

@dtj What's interesting in the short video scrolling? I'm bored after several minutes. They are so repetitive. One cat falling from the table is funny but hundred cats?

I have a wide variety of "interests" and my threshold for interest is fairly low. The algorithm have me nailed. Whether it be a nearly dead mom dog and her redemptiion story, or the latest Russian tank column getting obliterated, a classic rock musicians new collab, or some new tech platform that will change my life, i'm there. I can easily lose 3 hours and totally miss my nap. I have to really manage my usage to actually get anything done.

 

[dtj]

Okay, thanks for clarifying! And just so you know, I never thought you were implying GTD causes "mind like mush" or anything negative about the system itself. Any perceived criticism in my previous posts was entirely self-directed as I figure out my own process.

Any thing or tool can be misused to your extreme detriment. Water is essential yet it is surprisingly easy to give yourself a heart attack overdoing it. Similarly trying to diligently juggle every active ball that results from a prolific idea generation brain pan, can create mind like mush. Eventually you gotta be ruthless and put your wood behind a few arrows, rather than a thousand toothpicks.