My task processing efficiency has recently seen a significant boost.
I attribute this progress to the following two key insights regarding my productivity system:
This butler can only truly help me hold onto sudden thoughts or distractions (other tasks/projects) when I am seriously focused on the task at hand. This is crucial, as it allows me to complete the current activity with laser-like focus before moving to the next one.
I found that when I am constantly checking the list or distractedly executing items from it, the system instantly becomes useless—it fails to achieve its core purpose.
Crucially, I've realized that the more I commit to completing the current item before moving to the next, the less likely I am to procrastinate on either. Conversely, when I allow my attention to constantly switch between my current task and the items on my list, I risk procrastinating on everything. In essence, my willingness to use the butler to successfully defer a non-urgent item is directly inverse to my likelihood of delaying my work.
For example, consider this scenario: I’m writing Document A, and I suddenly remember I need to buy an extractor fan. While I could open my phone and immediately place the order, my system allows me to postpone this action. I capture the item ("Buy extractor fan") and hand it to my butler (my list). The list "holds" it for me. I can then continue focusing on Document A until it’s complete. Afterward, I review my list and purchase the fan. This is the true function of the list or the inbox.
If others approach me with new tasks or requests, I can tell the butler to hold those too, so I can continue working on Document A. If the interruption is truly urgent, I make sure to tell the "butler" exactly where I stopped on Document A and what my next intended step was, before dealing with the urgent matter. This prevents mistakes and makes returning to the focused state much easier.
I used to spend too much time managing tasks, primarily because I felt hesitant and conflicted about checking them off.
For instance, if I need to organize an event and submit a proposal, I would write on my execution list: "Complete proposal and submit to Leader X." I complete and submit it. But then I have to wait for their reply. If I check off the task, it disappears from my view, which worries me. Should I wait for the leader’s reply before checking it off? Or should I write a new task: "Wait for leader’s reply"? And then, once they reply, write a third task: "Complete revisions and resubmit to Leader X"? That process felt truly inefficient, if not silly.
I understand that a GTD Project is defined as anything requiring two or more steps, so I often listed this type of work as a project (e.g., "XX Event Project"). However, simply listing the project title didn't provide the appropriate prompting mechanism I needed.
My breakthrough was discarding the task-based approach. I now list the required milestones—the overarching goals (not the next physical actions)—within the Project List. For the event project, I simply list: "Achieve full leadership sign-off on the XX project plan."
I only review this Project List periodically (or when the project undergoes a major development) to check if the goal is completed. If the goal hasn't been achieved, I set up the specific reminder I need to prompt the next action. If I need a reminder to check for the reply, I write: "Follow up with Leader X regarding proposal status (by XX date)." Once I execute that specific follow-up (the reminder), I can check it off guilt-free, regardless of the outcome.
Furthermore, defining and listing project goals this way creates a constructive tension (the gap between the desired future state and the current reality) that significantly boosts my motivation and strategic thinking.
I attribute this progress to the following two key insights regarding my productivity system:
1. The GTD System as the Butler/Infinite Shelf
The first realization is that the list, or the GTD system itself, acts as a butler or an infinite capacity shelf.This butler can only truly help me hold onto sudden thoughts or distractions (other tasks/projects) when I am seriously focused on the task at hand. This is crucial, as it allows me to complete the current activity with laser-like focus before moving to the next one.
I found that when I am constantly checking the list or distractedly executing items from it, the system instantly becomes useless—it fails to achieve its core purpose.
Crucially, I've realized that the more I commit to completing the current item before moving to the next, the less likely I am to procrastinate on either. Conversely, when I allow my attention to constantly switch between my current task and the items on my list, I risk procrastinating on everything. In essence, my willingness to use the butler to successfully defer a non-urgent item is directly inverse to my likelihood of delaying my work.
For example, consider this scenario: I’m writing Document A, and I suddenly remember I need to buy an extractor fan. While I could open my phone and immediately place the order, my system allows me to postpone this action. I capture the item ("Buy extractor fan") and hand it to my butler (my list). The list "holds" it for me. I can then continue focusing on Document A until it’s complete. Afterward, I review my list and purchase the fan. This is the true function of the list or the inbox.
If others approach me with new tasks or requests, I can tell the butler to hold those too, so I can continue working on Document A. If the interruption is truly urgent, I make sure to tell the "butler" exactly where I stopped on Document A and what my next intended step was, before dealing with the urgent matter. This prevents mistakes and makes returning to the focused state much easier.
2. Managing Project Goals/Milestones and Context-Based Reminders, Not Atomic Tasks
I have realized that I should focus on managing a high volume of project goals/milestones and the subsequent reminders that stem from them, instead of managing individual atomic tasks.I used to spend too much time managing tasks, primarily because I felt hesitant and conflicted about checking them off.
For instance, if I need to organize an event and submit a proposal, I would write on my execution list: "Complete proposal and submit to Leader X." I complete and submit it. But then I have to wait for their reply. If I check off the task, it disappears from my view, which worries me. Should I wait for the leader’s reply before checking it off? Or should I write a new task: "Wait for leader’s reply"? And then, once they reply, write a third task: "Complete revisions and resubmit to Leader X"? That process felt truly inefficient, if not silly.
I understand that a GTD Project is defined as anything requiring two or more steps, so I often listed this type of work as a project (e.g., "XX Event Project"). However, simply listing the project title didn't provide the appropriate prompting mechanism I needed.
My breakthrough was discarding the task-based approach. I now list the required milestones—the overarching goals (not the next physical actions)—within the Project List. For the event project, I simply list: "Achieve full leadership sign-off on the XX project plan."
I only review this Project List periodically (or when the project undergoes a major development) to check if the goal is completed. If the goal hasn't been achieved, I set up the specific reminder I need to prompt the next action. If I need a reminder to check for the reply, I write: "Follow up with Leader X regarding proposal status (by XX date)." Once I execute that specific follow-up (the reminder), I can check it off guilt-free, regardless of the outcome.
Furthermore, defining and listing project goals this way creates a constructive tension (the gap between the desired future state and the current reality) that significantly boosts my motivation and strategic thinking.
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