Getting Started: A Question on Process

[K2Karen]

Here's where I am:
I've set aside the time.
I've set up my space
I have all my tools.
I've completed the physical collection process.
I've completed a mind sweep, understanding that more will come up so I have note pads and pens everywhere to collect new things to put in "IN"

I'm sitting down now to process the huge piles of physical stuff.

As I understand it, David recommends touching each item and deciding whether or not something has an action. Assuming it has an action, if it is less than 2 minutes, just do it. Otherwise either delegate or defer. OK, I understand that.

In the book, it sounds like he's recommending NOT creating next action lists yet. Instead, he says "For the moment, go ahead and put post-its on the pieces of paper in "in" with the action written on them" and then put that paper in a Pending stack.

Later, he says to process the pending and sort into actions that go in the calendar, immediate actions into context, waiting for actions and setting up project lists.

Any reason why these two steps shouldn't be combined into one step? In other words, rather than setting up a Pending stack, just immediately go into calendar/action lists/project folders?

 

[K2Karen]

Now that I'm deep in the process, I think I get why.

As I'm going through my "in", I'm creating tasks in outlook. But you know what? Those tasks really aren't next actions. And I need to finish this process before I go back through and truly create quality projects and tasks.

One trick I learned from the forums that I'm using is for small projects with very clear next actions.

For example, I need to fill out some forms, get a signature, mail the forms, then follow up to make sure the forms are received.

Rather than defining a project and putting the next action as "fill out form", I created a single task:

Fill out form THEN get signature from Joe THEN mail the form THEN put in tickler for 3 weeks.

As I complete the first part, I'll just scratch it out. Simpler to me for these small, multistep tasks.

 

[ko]

Re: Getting Started: A Question on Process

Any reason why these two steps shouldn't be combined into one step? In other words, rather than setting up a Pending stack, just immediately go into calendar/action lists/project folders?

Good question, and good insight in your second post.

Thinking back to when I did my first huge processing phase, I can think of a couple reasons why separating these two phases works well.

First, once I finished processing and started organizing, I found several related NAs that were actually part of existing projects, or that belonged together in a new project. Getting that big picture view would have been harder to do if I was in processing mode as well.

Also, I just found it easier to look at something, decide on the basic bucket for it, slap on a sticky note, and throw it in the right pile (I had a pile for NAs, Projects, and Someday/Maybe). To switch to my computer at that moment to enter it into the appropriate place seemed too much like switching contexts.

 

[MarkTAW]

I think you're referring to two seperate processes.

When you're first starting GTD, it's important to gather all the pieces of your life and get them in to your trusted system. You can't spend any time thinking about or doing them them because if you did you'd never complete the sweep.

Once you start processing your inbasket, you have one of a handful of options. Act, delegate, create a Next Action, file, throw away.

You might enjoy the Mastering Workflow chart.