Undefined/unclarified projects - moving from being a "doer" to a "manager" - someday vs incubate vs project?

T

TronYuuNao

Registered
Hi all,

How do you "incubate" undefined but relevant/important priorities and projects so you don't lose track of them?

I'm just doing some overhaul of my system after moving into more of a management position. Previously, I did litigation work in a fast moving and stressful environment. I didn't have the luxury of thinking long-term about my work due to the fire-fighting aspect of the job. I barely used Someday/Maybe type lists in my previous job, actually.

Now I am in a leadership role and responsible for a team of 10 (previously I was more of a lone wolf) and I am realizing that NOT having to plan was also a luxury. I'm struggling a bit with undefined assignments from my superiors and organizing/clarifying that work in my GTD system. I have so much space now, which I'm struggling with.

Right now I have a bunch of "projects" in my inbox that have have generalized deadlines (like q3, q4) are really vague and need clarification like "Reorg", "Mining Conference Dec 2024", "Boss' Aspirational but Undefined Policy Priority", etc.

I'm not in a position to clarify them now because I have other more immediate administrative priorities that come with taking over this position like hiring, workload reviews, etc. But I don't want to lose track of them either and I do need to get my arms around them. What do I do with them right now to get them out of my inbox?

They don't really seem like someday/maybe items, but they are not yet defined either. Should I just keep them in Areas of Responsibility lists to incubate for various aspects of my job?

I think this gets to the difference between incubate vs someday. But I'm struggling a bit with finding a new GTD clarity in my new role of planner vs firefighter.

Any insights are appreciated.

Thanks!
 
talundbl said:
Hi all,

How do you "incubate" undefined but relevant/important priorities and projects so you don't lose track of them?

I'm just doing some overhaul of my system after moving into more of a management position. Previously, I did litigation work in a fast moving and stressful environment. I didn't have the luxury of thinking long-term about my work due to the fire-fighting aspect of the job. I barely used Someday/Maybe type lists in my previous job, actually.

Now I am in a leadership role and responsible for a team of 10 (previously I was more of a lone wolf) and I am realizing that NOT having to plan was also a luxury. I'm struggling a bit with undefined assignments from my superiors and organizing/clarifying that work in my GTD system. I have so much space now, which I'm struggling with.

Right now I have a bunch of "projects" in my inbox that have have generalized deadlines (like q3, q4) are really vague and need clarification like "Reorg", "Mining Conference Dec 2024", "Boss' Aspirational but Undefined Policy Priority", etc.

I'm not in a position to clarify them now because I have other more immediate administrative priorities that come with taking over this position like hiring, workload reviews, etc. But I don't want to lose track of them either and I do need to get my arms around them. What do I do with them right now to get them out of my inbox?

They don't really seem like someday/maybe items, but they are not yet defined either. Should I just keep them in Areas of Responsibility lists to incubate for various aspects of my job?

I think this gets to the difference between incubate vs someday. But I'm struggling a bit with finding a new GTD clarity in my new role of planner vs firefighter.

Any insights are appreciated.

Thanks!
Click to expand...
@talundbl,

Specifically: "How do you "incubate" undefined but relevant/important priorities and projects so you don't lose track of them?"

The most simple [low-cost] GTD solution on this end would be to decide when to review for perhaps some necessary 'detached meaning enlightenment' which would seem to have at least two GTD possibilities for Next Action / Review:

1. Tickler File

2. Someday/Maybe

Ps. On this end, would immediately determine what Area-of-Focus it would contribute to as part of its 'holistic' worthiness as a protocol to help prevent any unnecessary backlog . . . in the event it is prematurely dismissed . . . it or something else, with sufficient probability, will come to mind to the clearer mind ?

Area-of-Focus it what gives 'everything' [its] purpose . . . answers the reason why something has commitment

As you see GTD fit. . . .
 
Last edited:
talundbl said:
Hi all,

How do you "incubate" undefined but relevant/important priorities and projects so you don't lose track of them?

I'm just doing some overhaul of my system after moving into more of a management position. Previously, I did litigation work in a fast moving and stressful environment. I didn't have the luxury of thinking long-term about my work due to the fire-fighting aspect of the job. I barely used Someday/Maybe type lists in my previous job, actually.

Now I am in a leadership role and responsible for a team of 10 (previously I was more of a lone wolf) and I am realizing that NOT having to plan was also a luxury. I'm struggling a bit with undefined assignments from my superiors and organizing/clarifying that work in my GTD system. I have so much space now, which I'm struggling with.

Right now I have a bunch of "projects" in my inbox that have have generalized deadlines (like q3, q4) are really vague and need clarification like "Reorg", "Mining Conference Dec 2024", "Boss' Aspirational but Undefined Policy Priority", etc.

I'm not in a position to clarify them now because I have other more immediate administrative priorities that come with taking over this position like hiring, workload reviews, etc. But I don't want to lose track of them either and I do need to get my arms around them. What do I do with them right now to get them out of my inbox?

They don't really seem like someday/maybe items, but they are not yet defined either. Should I just keep them in Areas of Responsibility lists to incubate for various aspects of my job?

I think this gets to the difference between incubate vs someday. But I'm struggling a bit with finding a new GTD clarity in my new role of planner vs firefighter.

Any insights are appreciated.

Thanks!
Click to expand...
this looks like a great opportunity for a tickler! Alternatively you could put them into a projects list, but maybe separate from your more pressing projects? I have a Soon-ish category in my Someday Maybe which could work for you. Just be careful they don't sit for too long and start exploding! Then I'd have an NA around clarifying each project, but I might park those in a tickler depending on when I need to start looking at them. Bear in mind if you run a Jan-Dec year that we're already halfway through Q2.
 
It's still a project that has to be done. Put it on your project list and during your review you might come up with a next action. I would think it would get lost on a someday maybe list. The outcome is less than six months. Isn't project within a year? GTD wise?
 
Thanks all for your advice. It seems there are several suggestions. The "Q3" was more of an example than an actual deadline. Although, having said that, some of these things are definitely "delegation grenades" from my superior. Their thinking on the matter is under-clarified but they know they want to produce something, now delegated to me. I'm not making excuses and know that it is incumbent on me to make that blob actionable (whether by engagement with my superior or by exercising my discretion).

Anyway, I've really simplified my system to just lists with no bells and whistles. It's just some of this stuff that I want/need to "keep an eye on" is difficult for me to get past the clarify/organize stages of GTD. The comments in the aggregate have rightly pointed to the tension between getting it off my mind and losing track of it altogether. Thanks again for everyone's advice!
 
TronYuuNao said:
Thanks all for your advice. It seems there are several suggestions. The "Q3" was more of an example than an actual deadline. Although, having said that, some of these things are definitely "delegation grenades" from my superior. Their thinking on the matter is under-clarified but they know they want to produce something, now delegated to me. I'm not making excuses and know that it is incumbent on me to make that blob actionable (whether by engagement with my superior or by exercising my discretion).

Anyway, I've really simplified my system to just lists with no bells and whistles. It's just some of this stuff that I want/need to "keep an eye on" is difficult for me to get past the clarify/organize stages of GTD. The comments in the aggregate have rightly pointed to the tension between getting it off my mind and losing track of it altogether. Thanks again for everyone's advice!
Click to expand...
@TronYuuNao,

"I've really simplified my system to just lists with no bells and whistles" . . . the 'ole back of the envelope move' . . . back alley move . . . nice, very GTD nice
 
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