re: Formats for Next Actions List
This is a topic that really deserves attention. I believe the format of a next action list can either help or hinder productivity. Some of the things I've learned:
(1) List format vs. One-At-A-Time
The list format is convenient in how few pages you need and how quickly you can scan it for what to do next. But the list format also "encourages" non-action because any time the mind sees two things it tends to go into comparing-mode and you start to prioritize and organize rather than do tasks. It requires extra discipline to stay focused on "doing" instead of "choosing" or "deliberating" about which next action to do next. Think of how the one-at-a-time principle works for emptying your inbox and consider how applying that principle throughout your workflow might help. Having next actions on individual cards (one action per card) can help with this but has the disadvantage of how "thick" that stack would be to carry with you everywhere. Since most of
my system is digital, this is less of a problem for me.
(2) Including the Project name (or Outcome) the Next Action is Connected With
One thing I noticed early on was just how quickly my next actions started cluttering with actions that made no sense without knowing what they were connected to. So, for example, "@ Online: Order John's new book" or "@ Library: Check these back issues and see if you find anything". Without knowing the name of the book, the full author name, or what the back issues are, the next action isn't defined accurately enough for me to do something. Further, *Why* should I order the book? Knowing that it is connected with an important project might prioritize my doing that action first rather than skipping it until some later time. So for many of my next actions I have a format of:
@ Location: Next action to do | Project-Name of project
@ Location: Next action to do | Successful Outcome
(3) Marking Next Actions of Special Significance
With a long list of actions, it's difficult to "find" which actions you should do first without having to rescan the list many times. One thing I've found that helps (and this is not part of the GTD system) is to put a mark at the front of any action that is due within the next couple of weeks or is connected with the top three projects I'm focusing on for that week. So next actions get a ">" mark added to the front to help them stand out. I can then scan these first very quickly to make sure nothing falls through the cracks.
But there is lots more to discuss here. Colors, font size, spacing, etc. Surely there are formats for next action lists that are more effective. Is there anyone who has experimented with lots of different ways of displaying lists and information who could give us further insight here? What works best?