Using Time Estimation as a Hack?

theilluminated

theilluminated

0
Hi!

I just wanted to ask if people have had any effect in getting things done by estimating task times?

Let's say that I need to go through the natural planning model with a big project, and I look at it and it just feels a bit overwhelming. But if I place an estimated time (using OmniFocus) for that part, I suddenly feel so much better. It is like my brain thinks "I will never get done" and seeing a time (no matter if I spend 8 hours, or go over by another 8) makes it okay.

It is kind of strange for me to realize that has an effect on my, but I also was the school kid who really loved having a schedule with my classes. It may also be that setting certain expectations is also a necessity for me as a person, so I have some way of using my focus toward that goal.

This is more about how I function, and less about GTD, but I think it would be interesting to hear if anyone had the same experience and needed to use "additional tactics" with their vanilla GTD setup.

I also want to add that I never do this for absolutely everything, just usually for large projects or projects I am not sure how long it will take. It helps me put a stake in the ground and carve out mental resources to start doing it.
 
I tend to do this more when planning a specific day rather than a project. So say I know I want to get through x tasks for the day, I put an estimate against each of those to ensure that I am not over committing myself and keeping things realistic.
 
Estimating a large project requires a more detailed look at what it will take.

My 'additional tactic' is similar to yours.

A detailed look in the evening at the next day's tasks somehow enables me to wake up the next morning with a sharper focus and, if needed, the additional energy to handle the challenge of the day.
 
For regular tasks I find it is not worth the effort for me to even try to estimate time, not in any "serious" sense of the word. If the app I am using at the moment has convenient enough tagging and filtering capabilities I may use tags such as Short and Long just to be able to help me quickly narrow down my choices, but that's about it.

For large or collaborative projects it is a totally different story, at least at the "macro level". You need estimates for budgeting purposes and for assessing whether the project will even be worthwhile. And for collaboration (internal or external) you often also need specific task scheduling (team A will do this work during the first week of August etc). This is regular project management techniques, and also part of normal business management, but this is not suitable, IMO, for GTD at the personal level.

At the personal (GTD) level, it is not only difficult and time consuming to make time estimates. They are usually wrong. Even a professional hairdresser cannot estimate accurately how long it will take to cut an individual's hair, and they do nothing but that all day long. And not only that. It is often unclear what starting point and what ending point you should be relating to, and what interruptions you should expect. For example, how long does it take to buy a loaf of bread? Maybe a minute if you are in the next aisle; maybe an hour if your are in your jacuzzi; maybe several hours if you meet your old drinking buddy on the way.

I think it is better not to fixate too much on time "numbers". Pick a few important things to try to get done today, and decide which one to start with. Then pick a few more that match the first one contextually. And then you see how you go. Pick a few more. Etc. The main thing, actually, IMO, is to keep a healthy cruising speed, or momentum. But individual things will take the time they take. Always pick the most suitable tasks. You'll notice at the end of the day what got done and what still remains on your lists.
 
theilluminated said:
I just wanted to ask if people have had any effect in getting things done by estimating task times?
Click to expand...

No. My rule is:
- "2-minute rule" actions take less than two minutes (one minute on average);
- other actions take more than twice the expected time.
 
Thanks for your thoughtful posts on this. Personally, if I have a single task listed in my system that takes more than 1-2 hours I have a tendency to avoid it like the plague! What works well for me is to really break tasks down into attractive, bite-sized pieces that don't overwhelm me and seem doable.

I spend at least 10 minutes during every weekly review looking at the wording of my tasks--always trying to get them just right.
 
Thanks for the helpful hints on breaking down tasks. I need to look at my wording and make things clearer!
 
These three examples represent the whole class of thoughts that are worming around in your head. They are thoughts that are outside of the GTD methodology scope but are seriously cluttering your mind. You cannot simply throw them out or put them in your reference file. You may not even be able to get them done now or in the future.
 
Hey Illuminated.

I too have been thinking about how to quickly sort through my next action lists* and I have recently added a time as an additional context dimension to sort though my lists and select a next action to pursue**. Aside from the 2-minute rule, I currently use 4 time contexts***:

time < 1h
time ~ 1h
time ~ 2h
time > 2h

Note that I give "time" two meanings: it is either an estimate of the amount of time to get the task completed or it is the amount of time I want to spend working on it at any single period. I don't predetermine which meaning I want to associate with the task. If I get it done in less than the context I assigned, great! If I need more time than I initially tagged the action, then based on the context, available time, and energy, I'll decide then to keep working, defer, or even delegate the task.

You clearly have been thinking about your workflow process. If this hack gives you the additional ease to sort through your next action list then go for it I say!

I'll follow up on this thread in about a month to let you know how its working for me.

Cheers!

* Could it be that my next action lists are too long because I have not properly defined that task? You bet. But the thought is out of my head, in my system, and my weekly review will eventually refine those items - it always does.

** You may wish to review the section on the Threefold Nature of Work. Understanding this model may gives the license to leave some time open in your workday in order to add that other dimension to choosing work - your energy level (deadlines notwithstanding, of course).

*** I chose these context time periods because they are estimations and I don't want a lot of contexts to manage. Tasks greater than 2h actually forces me to assess if it is possible to break this item up into several tasks.
 
You must log in or register to reply here.
Top