Next Actions - how to process?
- Thread starter Borisoff
- Start date
Generally, I try to add the next NA as soon as I've completed one. I usually do pretty well when a sequence of actions is clear from the start. I list them (in Outlook) like this:
Call Shirley for numbers: Update data in excel chart: Email to John and Greg: File hardcopy in Linda's office: Complete documentation for w/e 1.20.06.
If I have time to work on the documentation, I just keep working through the steps (and don't stop just to update my list after each step). But if I have to stop, then I need to know what my NA is. When I call Shirley, she either gives the numbers to me over the phone (or faxes them immediately) OR I have to leave her a message and wait for her reply.
Either way, I change the context of the task to the next part (in this example, from @calls to @computer or @waiting for) and update the task description to:
...WF Shirley's Reply: Update data in excel chart: Email to John and Greg: File hardcopy in Linda's office: Complete documentation for w/e 1.20.06.
or
Update data in excel chart: Email to John and Greg: File hardcopy in Linda's office: Complete documentation for w/e 1.20.06.
and then continue to update the context and description until complete:
Email to John and Greg: File hardcopy in Linda's office: Complete documentation for w/e 1.20.06.
File hardcopy in Linda's office: Complete documentation for w/e 1.20.06.
(checked complete) Complete documentation for w/e 1.20.06.
This works especially well for small projects I complete regularly (preparing a newsletter, writing a report, setting up a training, etc.).
But, there are also many times when I don't update as often as I want or complete something but haven't decided what the next action is. Ideally, I take the time to identify the next action, but if it doesn't happen, then the weekly review works as my safety net - do all active projects have a NA? Is there anything else that I need to do that I haven't put onto a list? The weekly review helps me stay on top of things, but I don't use it as the only time I update my next actions.
Julia
Call Shirley for numbers: Update data in excel chart: Email to John and Greg: File hardcopy in Linda's office: Complete documentation for w/e 1.20.06.
If I have time to work on the documentation, I just keep working through the steps (and don't stop just to update my list after each step). But if I have to stop, then I need to know what my NA is. When I call Shirley, she either gives the numbers to me over the phone (or faxes them immediately) OR I have to leave her a message and wait for her reply.
Either way, I change the context of the task to the next part (in this example, from @calls to @computer or @waiting for) and update the task description to:
...WF Shirley's Reply: Update data in excel chart: Email to John and Greg: File hardcopy in Linda's office: Complete documentation for w/e 1.20.06.
or
Update data in excel chart: Email to John and Greg: File hardcopy in Linda's office: Complete documentation for w/e 1.20.06.
and then continue to update the context and description until complete:
Email to John and Greg: File hardcopy in Linda's office: Complete documentation for w/e 1.20.06.
File hardcopy in Linda's office: Complete documentation for w/e 1.20.06.
(checked complete) Complete documentation for w/e 1.20.06.
This works especially well for small projects I complete regularly (preparing a newsletter, writing a report, setting up a training, etc.).
But, there are also many times when I don't update as often as I want or complete something but haven't decided what the next action is. Ideally, I take the time to identify the next action, but if it doesn't happen, then the weekly review works as my safety net - do all active projects have a NA? Is there anything else that I need to do that I haven't put onto a list? The weekly review helps me stay on top of things, but I don't use it as the only time I update my next actions.
Julia
I always add the NA to my GTD system as soon as I've completed the last one. This way, I feel that I keep up the momentum of a project, and very fewer NAs are likely to come up during the weekly review, as regards the particular project. By immediately adding the NA while the project is fresh in my mind, I believe it's easier to determine exactly what the NA should be.
TesTeq
0
Do not let the Active Project die!
There is another interesting thread on this forum called "Binary GTD" (http://www.davidco.com/forum/showthread.php?t=4878). It is a discussion about clear distinction between Active Projects and Someday/Maybe Projects.
If you decided to make the project active and defined NA it is harmful to "let it die" (by not defining new NA).
So you suggest not to add new NA after the previous one is done. It means that you do not want to continue to move this Project forward. It creates an open loop of questioning your own decision about activating the project.Borisoff said:
There is another interesting thread on this forum called "Binary GTD" (http://www.davidco.com/forum/showthread.php?t=4878). It is a discussion about clear distinction between Active Projects and Someday/Maybe Projects.
If you decided to make the project active and defined NA it is harmful to "let it die" (by not defining new NA).
E
earlofmar11
Guest
Not all actions must be written down
I have the impression that there is some confusion about the concept of a "next action" in some people's minds. Actually, there is no reason to write down every action on a project. A next action is just a "stake in the ground", a marker to tell you where to resume next time you'll be working on the project. So if you completed that next action, either you decide to stop there and work on something else, in which case you write down your NA for when you'll come back to the project. Or you continue working on the same project, using your momentum to finish off some additional actions. Writing these down doesn't bring any added value (except if you need a written history of your work), it's just a waste of time. Just continue working, and only write down the NA when you stop working on this particular project, so you'll know where to resume next time.
hope this helps...
I have the impression that there is some confusion about the concept of a "next action" in some people's minds. Actually, there is no reason to write down every action on a project. A next action is just a "stake in the ground", a marker to tell you where to resume next time you'll be working on the project. So if you completed that next action, either you decide to stop there and work on something else, in which case you write down your NA for when you'll come back to the project. Or you continue working on the same project, using your momentum to finish off some additional actions. Writing these down doesn't bring any added value (except if you need a written history of your work), it's just a waste of time. Just continue working, and only write down the NA when you stop working on this particular project, so you'll know where to resume next time.
hope this helps...