GTD and project management

[dalante]

Hello all!

I am new at GTD. I just finished implementing the system and got rid of all the clutter in my room / head ! It feels good.

I have a question though: how do you use the system to manage your projects ? (especially when the project has a deadline)

For example, I have a project called: "apply for MBA scholarship". The application must be submitted by April 15th.

So I broke down all the steps I needed to do. In this case: brainstorm the scholarhip essays-deadline: March 31st. Write 1st drafts- deadline: April 2nd. Write second drafts- deadline April 11th. Proofread- deadline: April 14th. Submit application- deadline: April 15th.

All those are @anywhere actions (except the last one which is @computer)

I entered all those tasks in outlook with their deadlines in their categories. Now if I look at the @anywhere category, I see all the tasks. But really, what I would like to see is only the Next action, so that I don't have to worry about the actions after and focus on this one only. And once I have completed an action, how do I make sure the next one shows up on the @anywhere list?

Hope someone has a solution...

Have a great day!

 

[TesTeq]

If your system is paper-based you have to write it.

And once I have completed an action, how do I make sure the next one shows up on the @anywhere list?

If your system is paper-based you have to write next NA on your list. It will not show up by itself.

 

[dalante]

If your system is paper-based you have to write next NA on your list. It will not show up by itself.

It's computer based, Outlook syncronized with my palm.

What I would really like, but don't know if it's possible, is to be able to see only ONE next action of a project (not all the ones after) on the lists such as "@anywhere".

In other words, if you put only the ONE Next action of a projects, where do you store the other ones that will follow consequently. (hope I make sense!!)

 

[AdamMiller81]

They're not all Next Actions

Hi there Dalante,

Quick answer on this is they're not all Next Actions, as for instance, write second draft can't be done before writing first draft which can't be done before brainstorming, etc.

Thus, due to their dependencies, they wouldn't be placed in your context lists at the current time, as they aren't yet do-able.

My solution for these dependent actions is to keep them with the project support material. When action A is completed, and action B now becomes doable, at THAT time I transfer Action B to my context lists.

The key is to remember that the context lists are meant to only hold actions which are the very next phyiscal doable action. Because these actions are farther down the line, they don't fall into that category. Provided you are reviewing the project support material at the appropriate times, such as when you complete one action and at your weekly reviews, everything should still fall into place.

HTH,

Adam

 

[dalante]

Ahhh... (enlightement)
Of course.

If you use Outlook, where do you store those consequent actions (that are not next actions?) In other words: what do you use for project material support? The notes? The comments on a task?

 

[Borisoff]

- Put all Next Actions to Notes section of your Project on the Project List;
- Put only one real Next Action on your @Context list;
- When done put a new one, if not sure what it is - consult your Notes section of the Project;
- Put the deadline to your calendar;
- Be careful with @Anywhere context because a theatre falls under that as well but are you sure you can keep writing your essay there?

Regards,
Eugene.

 

[dalante]

- Be careful with @Anywhere context because a theatre falls under that as well but are you sure you can keep writing your essay there?

You've got a point

Thanks for the tip!

 

[dalante]

Although, on second thoughts, I don't pull out my GTD lists at the theatre!

 

[akr95]

When I read your post it looked to me like you had essentially done your Project Plan, but documented the various parts of the plan in your @Context lists.

As Boris said, your Project Plan is part of your Project Support material that you can refer to, to assist in identifying the Next Action once the current action is completed. Having a Projecct Plan helps that identification phase particularly for those complex multi action Projects, mnd mapping to start with smooths the process while you are "in the thick of the Project")

Good Luck.

Kim

 

[dalante]

Yep! I just did what Borisoff/eugene told me to do, and my context lists are much more enjoyable to look at...

Thanks everybody for the advice.

 

[Borisoff]

Although, on second thoughts, I don't pull out my GTD lists at the theatre!

Anyway, theatre, restaraunt, train staion etc. fall under @Anywhere context but I think that's impossible to do anything there

 

[Borisoff]

Yep! I just did what Borisoff/eugene told me to do, and my context lists are much more enjoyable to look at...

Thanks everybody for the advice.

Thanks! That's you'll be my first reference as a TM-consultant

Regards,

Eugene Borisoff.