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Book Review: David Allen’s “Making It All Work” (Part 2 of 3)

Book Review: David Allen’s “Making It All Work” (Part 2 of 3)

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    Note: I decided that I’d better make this three parts instead of the originally-planned two. Allen’s work is, of course, central to the whole field of personal productivity, so it’s worth really diving into it. Don’t miss Part 1 here.

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    At the center of Making It All Work is a renewed emphasis on control — effectively managing the work in your life — and perspective — aligning your work with your greater life goals and purpose. Allen lays these out along two axes, control and perspective, developing a set of four quadrants that are surprisingly resonant with Stephen Covey’s urgent/important quadrants (urgent = low control, important = high perspective). For Allen, the ideal place to be is one where you have a great deal of control and a great deal of perspective — that is, where you’re working as efficiently as possible on tasks of great importance and with minimal stress.

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    Getting Control

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      The control axis in Making It All Work essentially rehashes and expands the core GTD methodology from Allen’s earlier work, with some slight changes in terminology” Capture, Clarify, Organize, Reflect, and Engage. Considering that this territory is already well covered in his earlier work, it might be surprising that Allen devotes 125 pages to it here — but as it is the main doable part of GTD, the part that you can set the book down and apply immediately, it seems worthwhile to revisit it. And Allen’s thinking has evolved somewhat, especially in the “Do” (“Engage”) part, where he devotes much more attention (thus addressing a big criticism of GTD, that it spends a lot of time helping us prepare to do stuff but stops just at the point where we actually do do stuff).

      GTD is noted for its simplicity, and it’s the simplicity of this part of it that earns it the most adherents and yields the greatest tangible benefit. To start GTD, you walk through the 5 steps: capture, clarify, organize, reflect, engage. To maintain your system, you do the same: capture, clarify, organize, reflect, engage. To get back on track after the inevitable slip-ups: capture, clarify, organize, reflect, engage.

      • Capture: GTD is all about attention, and capture is all about, in Allen’s words, “paying attention to whatever has your attention.” Our minds are imperfect, and unfortunately not in predictable ways. We will forget things that are of utmost importance (like our wedding anniversary), and obsess over trivial matters (like remembering to pick up milk on the way home). Capture functions at two levels — both the thorough “mindsweep” when we get started with GTD and again during each weekly review, where we inventory every possible thing that has our attention, no matter how significant or minor, and the incidental capture of fleeting thoughts so that we can get them into our system without seriously interrupting whatever task we’re currently focusing on.
      • Clarify: Capture is meant to be indiscriminatory — if it has your attention, you capture it. Calrification is the process of deciding what to do with the “stuff” you’ve captured. This is the stage of processing your inbox, going over meeting notes and letters, sorting all the notes in your Moleskine. The first question to ask is, “Is it actionable?” If it is, then you determine what action needs to be taken (create a next action, start a new project, defer to someone else) and add that to the relevant list or your calendar. If it isn’t actionable, you need to decide if it’s reference material to be filed away, something to mull over and defer until later (which means it goes into your tickler file), or nothing at all (and can be tossed).
      • Organize: Organization is at the heart of the “system” part of GTD — it’s where all your next actions, projects, goals, reference materials, and so on are kept and made available. Allen outlines 6 categories of “things” that need organizing:
        1. Outcomes: High-level personal statements like your vision of yourself in 5-10 years, your principles, a list of your areas of focus, and low-level functional material like your projects list.
        2. Actions: The lists and other material that drive your daily activities, including your next actions sorted by context (e.g. @home, @office), your “waiting for” list to remind you of work deferred to others, and your calendar detailing what needs to get done when.
        3. Incubating: Projects and actions that you aren’t ready or willing to take on at the moment, or that you’re not sure you want to take on at all. These go on your “someday/maybe” list.
        4. Support: All your planning documents and collateral material that are needed to work on your active projects.
        5. Reference: All documents, research material, articles, and other stuff that is not needed for current projects but which may prove useful for future projects.
        6. Trash: Everything that doesn’t have a place in your life right now.
      • Reflect: Called “Review” in Allen’s earlier books, the new term reflects a more active and creative approach to looking over existing commitments and generating new project and ideas. The key is still the Weekly Review, a regular “time out” from the hustle of day-to-day work in order to bring your system up to date and look forward into the future.
      • Engaging: The selection and execution of tasks from your next action lists in the appropriate context. What’s new here is Allen’s head-on approach to priorities. For Allen, the entire purpose of all the other stages is so that at any given moment, you can focus fully on the one task that, given where you’re at and the time available to you, is the single most important thing you could be doing right now. The work of defining, scheduling, assessing, and preparing for the actual action is already taken care of — leaving you free from moment to moment to pursue the particular action that is most appropriate for that moment.

      In the next and (hopefully) last part of this review, we’ll look at the other axis, perspective. Allen’s take on perspective is centered around the Horizons of Focus (10,000 feet, 20,000 feet, etc.) that he introduced in Getting Things Done, but which here are described in far greater depth than before. We’ll begin in the next post where we end in this one, with action, the “runway” level where doing occurs. See you then!

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      Last Updated on September 18, 2020

      7 Simple Rules to Live by to Get in Shape in Two Weeks

      7 Simple Rules to Live by to Get in Shape in Two Weeks

      Learning how to get in shape and set goals is important if you’re looking to live a healthier lifestyle and get closer to your goal weight. While this does require changes to your daily routine, you’ll find that you are able to look and feel better in only two weeks.

      Over the years, I’ve learned a lot about what it takes to get in shape. Although anyone can cover the basics (eat right and exercise), there are some things that I could only learn through trial and error. Let’s cover some of the most important points for how to get in shape in two weeks.

      1. Exercise Daily

      It is far easier to make exercise a habit if it is a daily one. If you aren’t exercising at all, I recommend starting by exercising a half hour every day. When you only exercise a couple times per week, it is much easier to turn one day off into three days off, a week off, or a month off.

      If you are already used to exercising, switching to three or four times a week to fit your schedule may be preferable, but it is a lot harder to maintain a workout program you don’t do every day.

      Be careful to not repeat the same exercise routine each day. If you do an intense ab workout one day, try switching it up to general cardio the next. You can also squeeze in a day of light walking to break up the intensity.

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      If you’re a morning person, check out these morning exercises that will start your day off right.

      2. Duration Doesn’t Substitute for Intensity

      Once you get into the habit of regular exercise, where do you go if you still aren’t reaching your goals? Most people will solve the problem by exercising for longer periods of time, turning forty-minute workouts into two hour stretches. Not only does this drain your time, but it doesn’t work particularly well.

      One study shows that “exercising for a whole hour instead of a half does not provide any additional loss in either body weight or fat”[1].

      This is great news for both your schedule and your levels of motivation. You’ll likely find it much easier to exercise for 30 minutes a day instead of an hour. In those 30 minutes, do your best to up the intensity to your appropriate edge to get the most out of the time.

      3. Acknowledge Your Limits

      Many people get frustrated when they plateau in their weight loss or muscle gaining goals as they’re learning how to get in shape. Everyone has an equilibrium and genetic set point where their body wants to remain. This doesn’t mean that you can’t achieve your fitness goals, but don’t be too hard on yourself if you are struggling to lose weight or put on muscle.

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      Acknowledging a set point doesn’t mean giving up, but it does mean realizing the obstacles you face.

      Expect to hit a plateau in your own fitness results[2]. When you expect a plateau, you can manage around it so you can continue your progress at a more realistic rate. When expectations meet reality, you can avoid dietary crashes.

      4. Eat Healthy, Not Just Food That Looks Healthy

      Know what you eat. Don’t fuss over minutia like whether you’re getting enough Omega 3’s or tryptophan, but be aware of the big things. Look at the foods you eat regularly and figure out whether they are healthy or not. Don’t get fooled by the deceptively healthy snacks just pretending to be good for you.

      The basic nutritional advice includes:

      • Eat unprocessed foods
      • Eat more veggies
      • Use meat as a side dish, not a main course
      • Eat whole grains, not refined grains[3]

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      Eat whole grains when you want to learn how to get in shape.

        5. Watch Out for Travel

        Don’t let a four-day holiday interfere with your attempts when you’re learning how to get in shape. I don’t mean that you need to follow your diet and exercise plan without any excursion, but when you are in the first few weeks, still forming habits, be careful that a week long break doesn’t terminate your progress.

        This is also true of schedule changes that leave you suddenly busy or make it difficult to exercise. Have a backup plan so you can be consistent, at least for the first month when you are forming habits.

        If travel is on your schedule and can’t be avoided, make an exercise plan before you go[4], and make sure to pack exercise clothes and an exercise mat as motivation to keep you on track.

        6. Start Slow

        Ever start an exercise plan by running ten miles and then puking your guts out? Maybe you aren’t that extreme, but burnout is common early on when learning how to get in shape. You have a lifetime to be healthy, so don’t try to go from couch potato to athletic superstar in a week.

        If you are starting a running regime, for example, run less than you can to start. Starting strength training? Work with less weight than you could theoretically lift. Increasing intensity and pushing yourself can come later when your body becomes comfortable with regular exercise.

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        7. Be Careful When Choosing a Workout Partner

        Should you have a workout partner? That depends. Workout partners can help you stay motivated and make exercising more fun. But they can also stop you from reaching your goals.

        My suggestion would be to have a workout partner, but when you start to plateau (either in physical ability, weight loss/gain, or overall health) and you haven’t reached your goals, consider mixing things up a bit.

        If you plateau, you may need to make changes to continue improving. In this case it’s important to talk to your workout partner about the changes you want to make, and if they don’t seem motivated to continue, offer a thirty day break where you both try different activities.

        I notice that guys working out together tend to match strength after a brief adjustment phase. Even if both are trying to improve, something seems to stall improvement once they reach a certain point. I found that I was able to lift as much as 30-50% more after taking a short break from my regular workout partner.

        Final Thoughts

        Learning how to get in shape in as little as two weeks sounds daunting, but if you’re motivated and have the time and energy to devote to it, it’s certainly possible.

        Find an exercise routine that works for you, eat healthy, drink lots of water, and watch as the transformation begins.

        More Tips on Getting in Shape

        Featured photo credit: Alexander Redl via unsplash.com

        Reference

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