Still not clear on when to spawn off tasks

[furashgf]

I'm still not clear on what the GTD standard is for when to spawn off a new task. GTD N/A are supposed to be concrete and widget-like, so a valid task could be "writeup notes from 1/1/07 meeting."

However, while writing up the meeting notes, lots of next actions may occur, e.g., "update the project plan by adding these new tasks" or "enter this new issue in the issue log" or whatever.

Normally, I'd do these as I writeup the meeting notes, and only "collect" items that were unrelated (e.g., "pickup eggs"). However, I think I'm supposed to be collecting and not doing every item other than writing the meeting minutes.

 

[AdamMiller81]

I've come across the same issue. I deal with it in one of two ways.

Depending on the complexity of the task I'm currently involved in, I'll sometimes just do the action, if its less than 2 minutes. However, if it is more complex, I'll either add the NA to my lists if its obvious, or make a note and throw it into my inbox for processing later.

Thanks,

Adam

 

[mcogilvie]

However, while writing up the meeting notes, lots of next actions may occur, e.g., "update the project plan by adding these new tasks" or "enter this new issue in the issue log" or whatever.

In situations like this, the question is always how far do you go down the "collect, process, organize" trail before coming back to the task at hand. I don't think there is one right answer for everyone at all times. If your task at hand is to get the meeting notes out to attendees asap, then you can write a single action item on a pad and throw it in your in-box. If a large number of your work action items come out of meetings, then a careful review of the minutes are in order. You may find it helpful in terms of workflow to do two passes: write the notes up, marking what you think are your items, and then review your finished notes and your raw notes at the same time for action items. This is probably more efficient for most people, and gives you a better overview of the outcomes of the entire meeting.

 

[kewms]

It seems to me that your notes from the meeting are an Inbox item. So tasks should be extracted from them as part of your Inbox processing. "Write up minutes" is one such task, but so are all the other examples you mentioned. The root of your problem seems to be that you are jumping straight to "doing" without "collecting" or "organizing" at all.

Now, even if you've done that, you still might have tasks that occur to you as you are writing the minutes. "Oh yeah, I forgot that I need to call John about the QA results." These would go into your Ubiquitous Capture Tool, and thus into your Inbox, just like any other random thought. Otherwise, as you're discovering, you'll be continually interrupting your work on the minutes, which is exactly what GTD tries to avoid.

Katherine

 

[Borisoff]

Otherwise, as you're discovering, you'll be continually interrupting your work on the minutes, which is exactly what GTD tries to avoid.

Katherine

I think it's possible to start a new activity that comes to your mind and through meeting notes beck to the inbox if it gives you bigger pay off

Regards,

Eugene.

 

[cornell]

In addition to the excellent points above, you may find this article of mine useful: Dealing with Meeting Notes - GTD to the Rescue!