Productivity Made Simple: How to Keep Your Projects from Killing You
But sometimes the most frightening thing of them all is that we don’t know what’s going on in a project, and can’t seem to find a way to plan everything out and get a clear picture of what needs to be done.
In the previous parts of the series we were discussing what to do once everything is perfectly laid out. Once we’re clear about the exact tasks that need to be done, and once we even know when we want to take care of them. But there’s one part missing, and that’s of course the part of planning your projects and selecting your priorities.
Most projects we decide to execute should be defined and planned according to five main steps. These are:
- Setting goals and rules.
- Defining your vision for the end result.
- Selecting next tasks.
Of course, not every project requires such an elaborate sequence of steps. Some projects are really simple, and defining things like goals or visions would be a complete overkill.
If you just want to get your car fixed then you don’t need any smart rules to be able to get it done … you probably know what needs to be done without any additional help.
However, GTD was designed to be able to handle any kind of project, no matter how big or small.
The steps mentioned above are doing just that. They can be applied to anything. And after you go through all of them you can be sure that your project will be clear and understandable. This, in the end, will improve your chance of executing the project successfully.
To explain this whole thing we’ll have to leave our simple examples and take on something a bit more complicated… So imagine that you’re buying a new apartment for you and your family.
1. Setting goals and rules.
This is the part where you answer the questions of why and what for.
For our example the question is: Why do you want a new apartment?
Some possible answers: you want to live closer to your workplace, you want your kids to live closer to school, you want to have more space for yourself and your family, you want to live in the city center because all the interesting things are happening there, you want a more modern environment, and so on.
The reasons behind every project are of course different. Furthermore, personal projects are entirely different in nature from business-centered projects. But they still have a lot in common. If, for example, instead of buying a new apartment you’re starting a business then the question remains – why do you want to start a business?
So no matter what you’re thinking of doing you always need to start with your goals and rules. Goals we have covered (it’s the why
Going back to our example; some rules: what is your budget? where do you want to live (what neighborhood)? do you want to get one room for everybody? do you need a garage? and so on.
Once you have all these things lined up you can go to the next step.
2. Defining your vision for the end result.
This is where you’re answering the question of what.
Create a complete vision of what you want to get as the end result of the project. The more details the better.
Your vision reflects the goals and rules you’ve set in the previous step. The goals are the main guidelines on what should and shouldn’t be done inside a given project. So now, you’re using these goals to come up with your vision for the final result of the project.
A possible vision for our project:
I want a 4 bedroom apartment in the city center. At least X square meters of space. Large kitchen. It must have a garage. The price should be less than X. Modern furniture.
This sounds like a good vision. Of course there’s a lot more things we could include here, but for now it’ll do.
The next step is to take this vision and do some brainstorming around it.
Brainstorming is probably the most creative activity for any project. You’ve been doing it many times, I’m sure. However, brainstorming has very little point when done prior to executing the two previous steps.
A brainstorming session always has to be created around a strongly defined main idea, so we have some guidance and know where we’re going with it. And this is exactly what defining goals and vision gives us.
The brainstorming session itself is a very simple thing to do. Essentially, it’s the answer to the question of how.
Some people like to set some restrictions, for example, time constraints. This is good if we’re working on a given project at work, and more than one person is doing the brainstorming. But if it’s just you then you can spend as much time as you want. Of course, within reason.
Start by taking your goals and visions and placing them in a visible place. Then simply let your creative mind loose and write down every idea that comes to mind about the things you might do in the project. And I mean EVERY.
This is not the time to assess the ideas and erase the bad ones. Not now. This is the time to write everything down, no matter how stupid it sounds at first.
Our example: call the real estate agency, go to IKEA, hire a contractor, ask around and find out if it’s a good neighborhood or not, choose paint colors, get a full-size Elvis sculpture, get an internet connection, get a bank loan, hire a van, check all the installations (electricity, etc.), and so on. The list for such an example can go on and on, so we’ll just stop here.
Once you reach a point when you can’t think of anything else it’s probably a good moment to stop brainstorming and go to the next step.
Yes, this is where you get to select the good ideas and remove the bad ones. Brainstorming should give you a lot of both.
Why brainstorming and organizing at the same time is not the best choice? Because these activities are opposing to one another. On one hand you have to be creative and invent stuff, but on the other you have to get back to the ground and be reasonable while assessing it. Doing this at the same time simply doesn’t work. That’s why organizing is a separate step.
The process is simple. Just look at your brainstorming list and remove everything that doesn’t have much to do with your goals and visions, or is simply stupid (like the Elvis sculpture … or is it?).
Once you spend some time on looking through all those things your brain will automatically start to arrange things according to their priorities and what needs to be done first. You should use this state of mind and quickly shift to the final step.
5. Selecting next tasks.
This is where our old friend – the Next Tasks List – comes back into play.
At this point selecting the next task for your project should be easy. After the phase of organizing all ideas you should have a nice set of actionable things that are in tune with your goals and visions. Things that are absolutely crucial for implementing the project. Now, simply select your next task for the project.
Everything you have at this point goes into your Projects List. And the next possible task goes to your Next Tasks List. From that point on you can go back to your usual work (GTD style). This is where everything ties together.
Basically, that’s it. All you have to do now is use the system to help you get more organized and execute your projects more effectively. Both in personal life and in business.
Just to recap, and point you towards the specific parts in this series.
- Start with the brain dump exercise.
- Create your first Next Tasks List, and remember about the rules of choosing which tasks to handle at any point in time.
- Plan your projects according to the strategy in this post.
- Put all seven main elements of productivity in place.
- Remember to work according to your daily graph of activity.
I admit, there’s a lot to do if you want to have GTD fully implemented in your daily life. But would you rather be running around like a chicken with its head cut off because you don’t have a clue what to do next? Probably not.
One final encouragement for you: if you think you don’t have time for playing around with such methodologies then suspend your disbelief for a moment and have a little trust because after you implement GTD you will find time for everything.
Feel free to share how GTD is working for you. I’m curious to know. I, for example, have been using it since 2009 and it truly works like a charm.
(Photo credit: Productivity or Motivation via Shutterstock)
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