How do you handle Action/Event-Based Triggers?

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pod-boss

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I am curious how folks keep track of event-based triggers?

For example, let's say you have a project called: "Contract signed by Jack" and you must inform Jill as soon as the contract is signed. In this example, Jack signing the contract is the action/event that is the "trigger" for a new action: inform Jill.

I have been trying to find the best way to store these -- should I keep them in a "trigger" folder that I review as part of my weekly review? Should I keep a note within my "Project" that says to inform Jill when complete? Should the project actually be called "Informed Jill when Jack signed Contract"? An action on my calls/email list called "Queued - Call Jill when Jack signs contract"? Something else?

I realize the best answer is probably "do whatever works best for you," but I am curious to hear how others handle triggers / "queued" actions so as to keep it out of your head while maintaining clean edges.

Any thoughts, suggestions, best practices?
 
In that situation, I would have "inform Jill" as a task within that project tagged "waiting for." That way, during my weekly review, if Jack had signed the contract, I'd see it and think it was time to make that task a next action.

Also keep in mind that another mental trigger will be getting the signed contract from Jack. For me, that would immediately trigger me to look at that project and ask what's next. It sounds like you have a situation where contract signed by Jack is more of a waiting for, and there's actually some larger/broader outcome that really defines when the project is completed.
 
In my task manager I'd have the action items set to sequential. So if the project is Contract for X completed and ready to work and the actions are in order Contract signed by Jack and Call Jill re contract. The first action would be in the context of waiting for and as soon as I checked it off the second would automatically pop up and be in its context of phone business hours.

I use Omnifocus and it makes such dependencies very simple to set up and brainless to use.
 
I agree with OOgie. Even if you do not use an app that features sequential auto-progression of tasks, you then perhaps have a habit to manually check your projects routinely as you check things off, and then you will discover that the Waiting For action (signature by Jack) has been completed and the next-in-turn Next action (inform Jill) should be moved to the Next list.
 
I would put this on my WaitingFor list. And if there was a deadline, I would make sure that deadline was on my calendar and I'd have a tickler (either in my tickler folder or using the reminder function on the deadline) a few days before so I'd have enough time to follow up with Jack.

I actually have several of these - where when someone submits something, I have committed to letting someone else know. The problem here is that I have no stake in whether or not that original submission comes in. So I keep it on my waiting for and review it regularly. Eventually, I have moved some of these to someday-maybe because there is no guarantee it will ever arrive and this way I don't have to see it as often.
 
Thanks for all the responses. I appreciate it. I think I am going to blend this

mcogilvie said:
Sometimes something simple is good:
WF form from Susan > send all docs to Jill
One entry does it!
Click to expand...

with this...

then perhaps have a habit to manually check your projects routinely as you check things off, and then you will discover that the Waiting For action (signature by Jack) has been completed and the next-in-turn Next action (inform Jill) should be moved to the Next list.
Click to expand...

So either put the " WF Form > send docs to Jill" or "WF Form > check contract project for NA"

And see how that goes. Thanks again.

(The Omnifocus functionality sounds great, but I'm WF a Windows version.)
 
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