GTD + Journaling

[Gardener]

A simple example: I am reading a historical book on Kindle as a hobby and at the same time taking notes in Evernote. How do I define the context correctly? Kindle? What if I don't have a computer with me? Computer? What if I don't have a Kindle with me? Should I create a combination of different tools? Kindle + Computer? After all, it will be unmanageable.

I'd just call this Reading. Sure, sometimes you're reading a paper book, but for me, the scarcest resource (fairly uninterrupted mostly-seated time) needed for reading would encompass both Kindle-and-Evernote or a paper book in bed. Kindle and Evernote are not scarce resources, so to me they don't count as part of the context definition.

Alternatively, I might call it Studying or Research. I'd do that if this activity required more focused attention than just casual reading, and I cared about the distinction.

And what about things that I can do on a computer or smartphone, such as online shopping?

I have this as Online Shopping.

I can create a context: Online. But there can be things that can be done on a computer or smartphone even when I am Offline. Similarly with time. A good example is, of course, a book. This question has come up here many times, so I conclude that it was unclear not only to me. What should the granulation be? What should the time be? I can read a book for 1 minute or an hour. Or maybe I should have a position regarding time: Any. The standard answer is: do whatever suits you. However, not everyone is satisfied with this answer.

For me, reading is a habit, so I don't need actions to trigger me to do it, I just go look at my Someday/Maybe Books To Read list when I've finished the latest book. If I wanted to be sure that I read books in a specific order, that would probably be a project that looks like:

Project: READ the Lean Farm series.
Start reading The Lean Farm (Context Reading)
WAITING FOR me to finish reading The Lean Farm. (context Waiting For or Reading. I'd have to see which works better for me.)
Start reading The Lean Farm Guide to Growing Vegetables. (Context Reading)
And so on.

Alternatively:
Project: READ the Lean Farm series.
Spend one hour reading the latest Lean Farm book. (Context Reading, repeating every two days.)

 

[Gardener]

You've raised another issue. Also of the type: do as you please. Notice that you're moving towards narrowing down the list of projects to the most important ones + those that give you pleasure. When reading Allen, when he gives an example list of 60 or more active projects, we get the impression that these lists consist of everything we want to change in the coming year, not a week.

I'm not quite sure about the official position on active projects versus Someday/Maybe, but, yes, I do not care. I put a vast majority of things in Someday/Maybe.

So you're already using your own (not necessarily wrong) version of GTD, which includes projects that may have a long horizon, but not necessarily those that you won't be able to deal with in the coming week. This raises another problem: we don't know what will happen next week. It's possible that you'll find yourself in a context that you didn't anticipate and that you could "implement" if you had it on your list of active actions.

Well, semi-predictable contexts, I account for. For example, the garden might be wet or dry. I might or might not have uninterrupted time at work. So I make sure that the small buffet of active tasks has something for either situation.

If a totally unanticipated change means that I simply can't do a large chunk of my workload, OR it's a very scarce opportunity, I can dig into Someday/Maybe to find things to do.

But I feel no need to take advantage a the change otherwise. Part of narrowing my lists includes accepting that once in a long while, I will miss an opportunity. As far as I'm concerned, so be it.

Besides, I still insist that some of our actions must be proactive, not reactive. That's why we shouldn't always find ourselves spontaneously in a given context, but we should deliberately strive to find ourselves in a given context.

I see the proactive as being in the weekly planning. And, sure, if something urgent and unexpected comes up between reviews, I can immediately insert it into my active projects, and possibly demote some projects to make room for it.

A simple example: if (oh my!) I wanted to train for a marathon, I wouldn't wait until I was in the context: outside

or rather I would plan a regular workout at a given time of day and in this way deliberately change the context (leaving the house). So my first choice is not the context, it's priority or rather the plan in the calendar.

I'm not saying that your first choice is the context that you're IN, but that one of the first things you do is remove the contexts that you cannot achieve. If the weather outside is decent, you can achieve a context for running, even if you aren't in that context right now. If there are eight inches of snow, you probably can't.

If it's daytime, I can achieve the context for gardening. even if I'm not in that context right now. But if it's evening, I can't. (Well, I can't short of putting in many giant spotlights.)

So filtering out the contexts that I cannot achieve will shrink my list.

 

[gtdstudente]

Ad. 1 I can't agree with that. The first edition only mentions tasks that must be completed on a given day, e.g. a phone call. It's only in the second edition that Allen mentions a list of tasks for a given day, but he emphasizes that it should be treated more as something I'd like to do and not necessarily something I absolutely have to do.

Ad.2 The power of GTD is definitely the concept of the next action. On the other hand, contexts have become something Allen fights with, i.e. amorphous concepts. A simple example: I am reading a historical book on Kindle as a hobby and at the same time taking notes in Evernote. How do I define the context correctly? Kindle? What if I don't have a computer with me? Computer? What if I don't have a Kindle with me? Should I create a combination of different tools? Kindle + Computer? After all, it will be unmanageable. And what about things that I can do on a computer or smartphone, such as online shopping? I can create a context: Online. But there can be things that can be done on a computer or smartphone even when I am Offline. Similarly with time. A good example is, of course, a book. This question has come up here many times, so I conclude that it was unclear not only to me. What should the granulation be? What should the time be? I can read a book for 1 minute or an hour. Or maybe I should have a position regarding time: Any. The standard answer is: do whatever suits you. However, not everyone is satisfied with this answer.

Ad. 3 This is precisely described and I have no objections here. Journaling can help with this as an aid to the thinking process.

In my opinion, combining GTD with Deep Work is very simple. As I wrote, GTD's strong point is defining the next actions. The difference will be that not in all areas my choice: what to do will be spontaneous. In the weekly review I can review my lists of next actions and some of them, the ones I consider important or urgent, I can plan, for example, in blocks in the calendar.

@Tom_Hagen

Thank you very much

As you see GTD fit. . . .

 

[mcogilvie]

I don't deny GTD, but it has some weaknesses. Let's admit honestly that GTD has aged badly when it comes to contexts. It's not the fault of the system or Allen - it's just that the world has technically evolved and a large part of the limitations resulting from contexts have simply disappeared. Current solutions in the field of contexts tend to go towards "greater focus" rather than eliminating limitations, hence ideas such as: context - tool, etc.
However, what was from the beginning - in my opinion - the weakness of GTD is the decision "what to do?". The sequence: context, time, energy, priority - especially today when contexts have evolved and relying on intuition seems counterproductive if an individuaintends to achieve long-term goals that require proper planning in terms of implementation long before the deadline. Hence the need to and havesupplement with strategies such as timeblocking or strategies described in "Deep work" or "Atomic habits".

I agree that contexts are no longer so relevant, at least for some of us. (This is probably most true for a privileged minority who are largely free to work where and when they want, and have access to technology to support that freedom. I’m in that category, but a lot of people aren’t.) I’ve tried just about every ordering of context, time, energy, and priority as guides for what to do next- and none of them have worked perfectly for me. However, I have not found timeblocking to be as effective as any permutation of context, time, energy, and priority. Moreover, the contents of “Deep Work” and “Atomic Habits” do not attract me at all. In the end, I want the freedom, flexibility and awareness David Allen says GTD brings, not some more elaborate framework to rule me and my days. Recently, I have been organizing my projects and next actions by Areas of Focus, with the option to filter by context tags (I have 7 contexts, but most next actions are computer, anywhere and home). So far this has been working well. I’m fairly sure that what each person needs is a way to see their options that supports their intuition, which is what David Allen has said all along.

 

[gtdstudente]

I agree that contexts are no longer so relevant, at least for some of us. (This is probably most true for a privileged minority who are largely free to work where and when they want, and have access to technology to support that freedom. I’m in that category, but a lot of people aren’t.) I’ve tried just about every ordering of context, time, energy, and priority as guides for what to do next- and none of them have worked perfectly for me. However, I have not found timeblocking to be as effective as any permutation of context, time, energy, and priority. Moreover, the contents of “Deep Work” and “Atomic Habits” do not attract me at all. In the end, I want the freedom, flexibility and awareness David Allen says GTD brings, not some more elaborate framework to rule me and my days. Recently, I have been organizing my projects and next actions by Areas of Focus, with the option to filter by context tags (I have 7 contexts, but most next actions are computer, anywhere and home). So far this has been working well. I’m fairly sure that what each person needs is a way to see their options that supports their intuition, which is what David Allen has said all along.

@mcogilvie

"what each person needs is a way to see their options that supports their intuition"

Crispy clean-&-clear

Thank you very much sir

 

[Matt_M]

You asked very good questions. In my opinion, the weakness of GTD (in the sense of poor clarification) is the engagement phase. Let's note that classic GTD defines the following limiting conditions: context, time, energy, priority. In exactly that order. Although it is not explicitly written, one can get the impression that a person somehow accidentally finds themselves in a given context, which of course limits them. And in this specific context, there are not necessarily tasks that are most important to someone from the point of view of the defined goals. In my opinion, the clarification should consist in the fact that we should strive to find ourselves in those contexts in which the most important tasks for us are located. Of course, this happens, for example, when we go to the office (work). And in order to know what is most important to me - I have to have the appropriate thoughts behind me. Here too, GTD focuses (implicitly) on spontaneity: write down all the thoughts that appear in your head. It seems to me that journaling can "force" such thinking. Through the procedures of constant recording, you can achieve greater clarity of thought, initiate certain inspirations, verify your current goals and confirm your choices.
All this results from the fact that GTD bypasses the issue of directing our actions. Allan dismisses it all with the concept of intuition. It is not enough. Hence, books such as "Deep work" can be a supplement.
To sum up: if my hobby is, let's say, chess and I have a detailed context: a chess program and it so happens that this context is always within my reach - exaggerating - I can end up dealing only with chess until I starve to death. Hence, before I find myself in a given context, I have to consciously choose it. And in order to choose it, I have to know what is important to me. And in order to know what is important to me, I have to think it over. And maybe journaling will help me with this.

What you are saying does not go against either, or really any, approach/technique. If you find that journaling helps clarify your priorities and what you should be doing in terms of impact, then by all means do it. GTD's nothing more than a single person's opinion on working/managing work. I always recommend use what helps and throw away what doesn't. Everyone in the modern world knows GTD got it wrong when it comes to filtering and determining work (e.g. contexts don't work), thus everyone uses alternative methods and techniques for that part of their workflow.

In other words, there's no more evidence to say GTD is more correct than any other method. Granted, it's very appealing to many folks but so is pizza and that's hardly the only food in existence. It just happens to be an excellent stepping stone for most people and "good enough" for what they need.

 

[gtdstudente]

I agree that contexts are no longer so relevant, at least for some of us. (This is probably most true for a privileged minority who are largely free to work where and when they want, and have access to technology to support that freedom. I’m in that category, but a lot of people aren’t.) I’ve tried just about every ordering of context, time, energy, and priority as guides for what to do next- and none of them have worked perfectly for me. However, I have not found timeblocking to be as effective as any permutation of context, time, energy, and priority. Moreover, the contents of “Deep Work” and “Atomic Habits” do not attract me at all. In the end, I want the freedom, flexibility and awareness David Allen says GTD brings, not some more elaborate framework to rule me and my days. Recently, I have been organizing my projects and next actions by Areas of Focus, with the option to filter by context tags (I have 7 contexts, but most next actions are computer, anywhere and home). So far this has been working well. I’m fairly sure that what each person needs is a way to see their options that supports their intuition, which is what David Allen has said all along.

@mcogilvie

Thank you very much for your very good reply

Regarding "contexts are no longer so relevant, at least for some of us."

While what you express about contexts might seemingly have some degree of truth in application

However, would suggest that contexts and what parameters limits all and any next actions executions remains most applicable, even if one wishes to omit expressing next actions in context list ?

Thank you very much

As you see GTD fit. . . .

 

[mcogilvie]

@mcogilvie

Thank you very much for your very good reply

Regarding "contexts are no longer so relevant, at least for some of us."

While what you express about contexts might seemingly have some degree of truth in application

However, would suggest that contexts and what parameters limits all and any next actions executions remains most applicable, even if one wishes to omit expressing next actions in context list ?

Thank you very much

As you see GTD fit. . . .

I still use contexts, implemented as tags. They are anywhere, home, computer, out, waiting for, wife, and agendas. Typically, anywhere, home and computer are all accessible for a lot of the time, and the majority of next actions fall in those contexts, so I don’t always filter by context. However, grouping by Areas of Focus seems to give me good awareness of urgency, importance, time required, et cetera.

 

[Tom_Hagen]

[...] Moreover, the contents of “Deep Work” and “Atomic Habits” do not attract me at all. [...]

Whether Atomic Habits are attractive to you or not is a secondary issue. And so you act according to them. For better or worse. Just like people who don't know it act according to certain elements of GTD. For example, each of us works on autopilot in the morning: wake up, toilet, brush teeth, maybe pray, etc. These are your habits. Otherwise, by 10:00 in the morning you would already be tired of making decisions. The idea is to expand these habits and connect them into chains, similarly to morning or evening routine. Then you act in small steps, somewhat according to the Slide Edge methodology, which is also in line with GTD, where after all, as Allen writes, we do not carry out a project, but the next actions (small steps). Deep Work and timeblocking, on the other hand, are pre-planning in order to guarantee the implementation of the most important projects. Which is also not contrary to GTD. If you have a large project to carry out, e.g. a programming project to be handed in in a month, even your intuition in GTD will tell you that every day you need to take care of a step from this project first. Deep Work is more of a supplement to how to engage in something productively. Timeblocking eliminates the need to make a decision on what to do, which in GTD you would make anyway, and that's exactly what you would do.

 

[gtdstudente]

I still use contexts, implemented as tags. They are anywhere, home, computer, out, waiting for, wife, and agendas. Typically, anywhere, home and computer are all accessible for a lot of the time, and the majority of next actions fall in those contexts, so I don’t always filter by context. However, grouping by Areas of Focus seems to give me good awareness of urgency, importance, time required, et cetera.

@mcogilvie

Yes, with all due respect . . . you said exactly what you, and if that was misconstrued in the least bit manner, then your very good character is humbly relied upon for forgiveness

Meanwhile your current contexts: "anywhere, home, computer, out, waiting for, wife, and agendas. Typically, anywhere, home and computer" to most meaningfully steer the Areas-of-Focus 'ship' seems to be additionally possible in making your personal GTD productively 'attractive' as possible as possible . . . as such, thank you very much for such a generous contribution

Appreciatively, having a 'attractive' personal GTD, as a precursor to desire, has always been an indispensable hallmark for one's personal GTD according to the GTD literature

On this end, attractiveness, along with eliminating any potential 'numbness slippage' has always been necessary; all the more when unrealized

Regarding contexts, and respectfully learning from some seemingly reasonably good confusions therein:

Perhaps Getting Things Done readers, and good practitioners alike, have been deficiently attentive to David Allen's authorship's dangers/warnings throughout the GTD literature about excessively 'slicing-&-dicing' GTD's parameters only to become a self-imposed 'prisoner'/'victim' of a 'dysfunctional' personal GTD system created from 'dismissing' the 'Laws of Diminishing Returns' pre-warned prior to implementing GTD's through excessive 'slicing-&-dicing' ?

Thank you very much sir

 

[mcogilvie]

Whether Atomic Habits are attractive to you or not is a secondary issue. And so you act according to them. For better or worse. Just like people who don't know it act according to certain elements of GTD. For example, each of us works on autopilot in the morning: wake up, toilet, brush teeth, maybe pray, etc. These are your habits. Otherwise, by 10:00 in the morning you would already be tired of making decisions. The idea is to expand these habits and connect them into chains, similarly to morning or evening routine. Then you act in small steps, somewhat according to the Slide Edge methodology, which is also in line with GTD, where after all, as Allen writes, we do not carry out a project, but the next actions (small steps). Deep Work and timeblocking, on the other hand, are pre-planning in order to guarantee the implementation of the most important projects. Which is also not contrary to GTD. If you have a large project to carry out, e.g. a programming project to be handed in in a month, even your intuition in GTD will tell you that every day you need to take care of a step from this project first. Deep Work is more of a supplement to how to engage in something productively. Timeblocking eliminates the need to make a decision on what to do, which in GTD you would make anyway, and that's exactly what you would

My understanding of Atomic Habits is that it recommends practices for creating and artificially reinforcing new habits. This is a common approach to habit formation, but it hasn’t worked for me. Emergent habit formation works naturally but top-down imposition of habits doesn’t. I think this is consistent with GTD’s emphasis on emergent structure.

I also have issues with Cal Newport’s concept of Deep Work. It’s actually two concepts: the first is a separation of work into the important (deep) and the unimportant (shallow), and the second is timeblocking. David Allen is pretty explicit about the problems with the first, and my experience is consistent: I neglect small issues until they become urgent. I am more ambivalent about timeblocking. I’ve seen how Cal Newport says he does this using paper, and I haven’t found a good digital implementation. In any case, the GTD approach of choosing in the moment with awareness of the totality of commitments works well for me.

Many people hybridize GTD with other ideas and approaches. I’ve done this, and have learned from it, but nothing has proven lastingly valuable. I would guess that’s pretty typical, but everyone is different.

 

[schmeggahead]

Emergent habit formation works naturally but top-down imposition of habits doesn’t.

I'm interested in more about how emergent habit formation works. I sometimes write a vision of me doing the habit and feeling good about doing it. How do you go about this formation?

Clayton
We are what we habitually do.

 

[mcogilvie]

I'm interested in more about how emergent habit formation works. I sometimes write a vision of me doing the habit and feeling good about doing it. How do you go about this formation?

Clayton
We are what we habitually do.

It’s a good question, and I don’t have a simple answer. Part of the reason is that there’s no clear line between simple behaviors and more complicated ones. For example, my wife and I usually take a morning walk of just about half an hour around before breakfast. Aside from the exercise, it’s a chance for us to talk. When we plan to hike that day, we often skip it. The last few days the temperature has been in the single digits, and we have shortened our walk a bit. Is this a habit? When the weather on weekends is reasonable, and we have nothing pressing, we like to get out and do some hiking in the local area. Is this a habit? We like to take vacations where we can hike. Is this a habit?

What does this have to do with habit formation? These are all behaviors which we have acquired over approximately the last decade. They are synergistic and reflect our values and interests. And it’s all emergent behavior, which comes from trying things and finding out what we like. I just checked: walking and hiking do not appear in anything I’ve written about my higher horizons. Health and travel do appear, but the rest I assume, having assimilated it as a part of my life. I think too many people approach habits as forcing yourself to do things you don’t want to do, using carrots and sticks as extrinsic motivation. Emergent behavior is usually intrinsically motivated, which is more effective. I discover that I enjoy doing certain things, or I benefit from them, so I do them more and more, a virtuous feedback loop.

 

[schmeggahead]

Emergent behavior is usually intrinsically motivated, which is more effective. I discover that I enjoy doing certain things, or I benefit from them, so I do them more and more, a virtuous feedback loop.

Enjoyable and informative.
It maps to @DavidAllen 's year end questions: what would we like more of and what would we like less of?

Has a way of activating that reticular system to make us aware of what is helping.

When something I like to do became challenging, I formed friendships with other people doing the same thing and it made it much easier to continue those things I like to do. Then when I don't do them, I miss my time with friends and I'm aware of the double benefits.

The archivist in me enjoys identifying and capture observations as you expressed above. I find it helps me keep good things happening in my life.

Appreciate your perspective.
Clayton

They're flocking like birds avoiding a predator - Dr. Grant, Jurrasic Park