Advertising
Advertising

Back to Basics: Projects

Back to Basics: Projects

Back to Basics: Projects

    One of the things that is so hard to grasp about “next actions” or “tasks” is that they are single actions – buy something, call someone, go somewhere, look something up. In and of themselves, they have no end goal other than their own immediate completion.

    People don’t think like that way, for the most part, and it is the challenge of productivity experts like David Allen or Stephen Covey to lead their students to do so. The first thing a newly-arrived student of productivity wants to put on his or her list is “write novel” or “write grant proposal” or “acquire Acme Co.” or “sue Google” or “save marriage” – big, huge undertakings that can’t just be “done”. You need a plan, you need resources that you probably don’t have immediate access to, you need coordination with other people, and you need time.

    Advertising

    These big undertakings are projects — “bundles” of actions devoted towards the achievement of some goal. In the lingo of GTD, a project is anything that takes more than one action to accomplish. I’m not a big fan of that definition, because it gives no sense of where to divide the stream of motion and time into discrete “actions”. At a small enough scale, everything requires more than one action to accomplish – to brush my teeth, I have to wet my toothbrush, apply toothpaste to the brush, open my mouth, brush my the back of my furthest-back molar, then brush the back of the one in front of it, and on and on through the bicuspids and incisors and the tops and fronts and gums and…

    But brushing my teeth is not a project. Nor is sharpening a pencil, or driving to work, or calling the power company with a question about my bill. Common sense tells me that.

    What, then, is the defining feature of a project? For me, a project is not about the number of actions but about the outcome of those actions. A project is a set of actions that are intended to bring about a transformation in my life. Brushing my teeth is a change (dirty to clean) but it’s not a life transformation.

    Advertising

    Writing a book is a life transformation – you become an author. Saving your marriage is a life transformation. Building a company is a life transformation.

    But the transformation doesn’t have to be that drastic. A project can be part of the bigger transformation of your life – writing that grant proposal so you can launch that social program so that you can build up your organization’s community profile so that you can build up your own career – those are all little transformations directed at the big transformation of becoming a philanthropist (or maybe becoming the President of your company).

    Even those little transformations change us, though – they move us in meaningful ways towards life goals, and nobody except the shallowest of people reach life goals without changing along the way.

    Advertising

    Heavy stuff for a project, yes? But I think that this internal view is important, because from it flows the motivation to continue plugging away at something over days, weeks, months, or years. Looked at this way, projects become less a way to organize our tasks — which the productivity gurus frown on, anyway — and more a way of structuring our lives.

    On a practical note

    Of course, projects are a way to organize our files as well. Unlike a todo list or contextual task lists, which are meant to be referred to constantly, project files only need to be referred to when you’re actively working on that project. Your task list cuts across your projects, telling you what to do and when, while project files tell you what you need to know to work on your project.

    Because of this, project files can “live” safely out of the way most of the time, being taken out only as needed. Active projects should be within reach, but not in your main working area. A desktop file box or desk filing drawer is ideal for active projects, unless your projects consist of things like “Invade Syria” or “Build skyscraper complex” — in which case, you’re going to need at least a file cabinet just for active files.

    Advertising

    Into your active file goes everything meaningful associated with that project. Evaluate everything before filing it — is the information on it something you’re likely to need to complete the project. If not, leave it out of your project file.

    One thing you probably are going to want to make sure goes into your project file is a plan. You can buy planning paper at your local office supply store, download templates from DIY Planner, or make your own — the important thing is that you have a few essential pieces of information:

    • Objective: What do you hope to gain by completing this project?
    • Requirements: What resources do you need — materials, but also personal contacts and skills you might need to develop — in order to complete the project?
    • Milestones: What “chunks” of the project do you have to do, and by when do you want or need to do them?
    • Actions: What are the actual tasks you need to do in order to finish the project?

    Including a list of actions or tasks in your project plan is, I should say, very un-GTD — the whole point of which is to focus your attention on the very next thing you have to do to move the project forward. If you’ve developed that “mind like water” flow state, more power to you; I, and most other people, like a little more to go on than that.

    When a project is finished, the folder moves from your readily available active files to long-term storage — a filing cabinet or file storage boxes. Not everything in the file needs to be kept, though — make sure you weed out everything but the essentials. In many cases, you won’t have anything in your file worth keeping, and that’s fine — empty the folder, slap on a new label, and use it for your next project.

    Projects are important because they are the basic building blocks of a meaningful life. Actions can advance our projects, but they can also move us away from our goals. Having a set of well-defined projects, then, can help make sure our actions and goals stay in line.

    More by this author

    Building Relationships: 11 Rules for Self-Promotion How to Become an Expert (And Spot out One Nearby) The Importance of Reminders (And How to Make a Reminder That Works) Is Procrastination Bad? The Truth About Procrastination Revealed Back to Basics: Your Calendar

    Trending in Featured

    1 How to Get out of a Rut: 12 Useful Ways to Get Unstuck 2 15 Ways to Cultivate Lifelong Learning for a Sharper Brain 3 How to Get Promoted When You Feel Stuck in Your Current Position 4 Building Relationships: 11 Rules for Self-Promotion 5 7 Steps For Making a New Year’s Resolution and Keeping It

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on March 13, 2019

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    Have you gotten into a rut before? Or are you in a rut right now?

    You know you’re in a rut when you run out of ideas and inspiration. I personally see a rut as a productivity vacuum. It might very well be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. While I’m normally productive, I get into occasional ruts (especially when I’ve been working back-to-back without rest). During those times, I can spend an entire day in front of the computer and get nothing done. It can be quite frustrating.

    Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, a student or other work, you will find these useful. Here are 12 of my personal tips to get out of ruts:

    1. Work on the small tasks.

    When you are in a rut, tackle it by starting small. Clear away your smaller tasks which have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

    Whenever I finish doing that, I generate a positive momentum which I bring forward to my work.

    2. Take a break from your work desk.

    Get yourself away from your desk and go take a walk. Go to the washroom, walk around the office, go out and get a snack.

    Your mind is too bogged down and needs some airing. Sometimes I get new ideas right after I walk away from my computer.

    Advertising

    3. Upgrade yourself

    Take the down time to upgrade yourself. Go to a seminar. Read up on new materials (#7). Pick up a new language. Or any of the 42 ways here to improve yourself.

    The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college. How’s that for inspiration?

    4. Talk to a friend.

    Talk to someone and get your mind off work for a while.

    Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

    5. Forget about trying to be perfect.

    If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies.

    Just start small. Do what you can, at your own pace. Let yourself make mistakes.

    Soon, a little trickle of inspiration will come. And then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

    Advertising

    6. Paint a vision to work towards.

    If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

    Think about why you are doing this, and what you are doing it for. What is the end vision in mind?

    Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action.

    7. Read a book (or blog).

    The things we read are like food to our brain. If you are out of ideas, it’s time to feed your brain with great materials.

    Here’s a list of 40 books you can start off with. Stock your browser with only the feeds of high quality blogs, such as Lifehack.org, DumbLittleMan, Seth Godin’s Blog, Tim Ferris’ Blog, Zen Habits or The Personal Excellence Blog.

    Check out the best selling books; those are generally packed with great wisdom.

    8. Have a quick nap.

    If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep.

    Advertising

    9. Remember why you are doing this.

    Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

    What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall why you are doing this. Then reconnect with your muse.

    10. Find some competition.

    Nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

    Colleagues at work, competitors in the industry, competitors’ products and websites, networking conventions.. you get the drill.

    11. Go exercise.

    Since you are not making headway at work, might as well spend the time shaping yourself up.

    Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, whichever exercise you prefer.

    As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

    Advertising

    Here’re 15 Tips to Restart the Exercise Habit (and How to Keep It).

    12. Take a good break.

    Ruts are usually signs that you have been working too long and too hard. It’s time to get a break.

    Beyond the quick tips above, arrange for a 1-day or 2-days of break from your work. Don’t check your (work) emails or do anything work-related. Relax and do your favorite activities. You will return to your work recharged and ready to start.

    Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest. My best ideas and inspiration always hit me whenever I’m away from my work.

    Take a look at this to learn the importance of rest: The Importance of Scheduling Downtime

    More Resources About Getting out of a Rut

    Featured photo credit: Joshua Earle via unsplash.com

    Read Next