Re: the three tools of GTD
Hello, I'm a somewhat new GTDer. I got the book about a month ago and have since implemented it into my time management system. I think I pretty much have it down except for one area of the book.
Wow…this is awesome! Please share how you got up and running so quickly! I know there are a lot of people who read the book, and go to our seminars, who would like to hear success stories about how others manage their actions and projects.
I am a little confused about how the 4 criteria for deciding work in the moment …
I explain this in seminars using an example. A couple of years ago, I was on a plane. I remembered there was someone I had to call, and I hadn’t yet done it. I didn’t have anything to do on the plane, so I used the airphone to make the call. It was great; I was productive, the client was pleased, and I felt good for doing something…then I got the phone bill. I had to pay close to $200 for that conversation. That’s when I realized, I would always have a list of “available” next actions with me. I start by looking at where I am (office, errands, home) and the tools I have (computer, phone); then, I look at my watch and calendar (what do I have to do, when?); then, I may assess my abilities (am I fresh? Can I think? Has it been a long/hard/challenging/stressful day?); then, with all that in mind, I check the lists I can do (context) in the time I have (time available) with the resources I have (focus, energy, direction) and make the best choice (priority).
and the 3 options of defining work …
Do I
Call someone from my calls list? (1)
Respond to someone who just called (2)
Open my e-mail in box and process the last hour of e-mail? (3)
I don’t know when I’ll do each one, but I do know that the day is filled with all three!
and the 6 levels of deciding priorties are supposed to work on a practical level.
Practically (and realistically) speaking, most of the time I’m on the runway level. In the weekly review (practically) I’ll do a complete review of my projects list. There, I’ll spend 1-2 minutes per project, asking myself about successful outcomes (Am I still committed?), next actions (What’s an easy next step on this?) project plans (Do I have to do any more brainstorming, or should I review the current project plan.
Then, here’s how I do review them:
20,000 foot list : Areas of focus (exercise, health), responsibility (homeowner, husband) focus (writing, speaking) are reviewed once every 4-8 months…looking for PROJECTS to add to the projects list.
30,000 foot list : 12-30 month goals…once a year (usually in December)
40,000 foot list : every time my life changes (graduated college, changed jobs, got married, etc)
50,000 foot list : do it once, and you’re ahead of most!
I totally understand the definintions of them and what they are but I couldn't quite understand how they work together to decide what to do. Just wondering how any of you guys make the these things work on a day-to-day basis.
Day to day, here’s my routine:
1) As soon as I’m not doing anything else: check the calendar (What HAS to be done today?)
2) As soon as I have discretionary time (given my calendar):
- process IN, or
- check @action lists and pick one to work on, or
- work ad hoc (do something that is NOT on a list)
3) At least once a week...do a weekly review! Make sure I can work within numbers 1) and 2) and be comfortable
Especially how to make the 3options of work…
I find that the more ready I am for the next thing, the easier it is to focus on what I’m doing now. So, clean up, clear up, process my in-boxes and then work off the lists. The phone is going to ring, can I answer it and only be thinking about who I’m talking to?
and the 6 levels of priorities work.
For me, these have been higher level conversations with: Boss, Spouse, Community Leaders, Family and other people in my life whenever I need that boost of “Why am I doing all of this?”
