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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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      More by this author

      Becoming Self-Taught (The How-To Guide) The Science of Setting Goals (And How It Affects Your Brain) How to Take Notes Effectively: Powerful Note-Taking Techniques The Importance of Reminders (And How to Make a Reminder That Works) Building Relationships: 11 Rules for Self-Promotion

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      Last Updated on September 16, 2019

      How to Stop Procrastinating: 11 Practical Ways for Procrastinators

      How to Stop Procrastinating: 11 Practical Ways for Procrastinators

      You have a deadline looming. However, instead of doing your work, you are fiddling with miscellaneous things like checking email, social media, watching videos, surfing blogs and forums. You know you should be working, but you just don’t feel like doing anything.

      We are all familiar with the procrastination phenomenon. When we procrastinate, we squander away our free time and put off important tasks we should be doing them till it’s too late. And when it is indeed too late, we panic and wish we got started earlier.

      The chronic procrastinators I know have spent years of their life looped in this cycle. Delaying, putting off things, slacking, hiding from work, facing work only when it’s unavoidable, then repeating this loop all over again. It’s a bad habit that eats us away and prevents us from achieving greater results in life.

      Don’t let procrastination take over your life. Here, I will share my personal steps on how to stop procrastinating. These 11 steps will definitely apply to you too:

      1. Break Your Work into Little Steps

      Part of the reason why we procrastinate is because subconsciously, we find the work too overwhelming for us. Break it down into little parts, then focus on one part at the time. If you still procrastinate on the task after breaking it down, then break it down even further. Soon, your task will be so simple that you will be thinking “gee, this is so simple that I might as well just do it now!”.

      For example, I’m currently writing a new book (on How to achieve anything in life). Book writing at its full scale is an enormous project and can be overwhelming. However, when I break it down into phases such as –

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      • (1) Research
      • (2) Deciding the topic
      • (3) Creating the outline
      • (4) Drafting the content
      • (5) Writing Chapters #1 to #10,
      • (6) Revision
      • (7) etc.

      Suddenly it seems very manageable. What I do then is to focus on the immediate phase and get it done to my best ability, without thinking about the other phases. When it’s done, I move on to the next.

      2. Change Your Environment

      Different environments have different impact on our productivity. Look at your work desk and your room. Do they make you want to work or do they make you want to snuggle and sleep? If it’s the latter, you should look into changing your workspace.

      One thing to note is that an environment that makes us feel inspired before may lose its effect after a period of time. If that’s the case, then it’s time to change things around. Refer to Steps #2 and #3 of 13 Strategies To Jumpstart Your Productivity, which talks about revamping your environment and workspace.

      3. Create a Detailed Timeline with Specific Deadlines

      Having just 1 deadline for your work is like an invitation to procrastinate. That’s because we get the impression that we have time and keep pushing everything back, until it’s too late.

      Break down your project (see tip #1), then create an overall timeline with specific deadlines for each small task. This way, you know you have to finish each task by a certain date. Your timelines must be robust, too – i.e. if you don’t finish this by today, it’s going to jeopardize everything else you have planned after that. This way it creates the urgency to act.

      My goals are broken down into monthly, weekly, right down to the daily task lists, and the list is a call to action that I must accomplish this by the specified date, else my goals will be put off.

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      Here’re more tips on setting deadlines: 22 Tips for Effective Deadlines

      4. Eliminate Your Procrastination Pit-Stops

      If you are procrastinating a little too much, maybe that’s because you make it easy to procrastinate.

      Identify your browser bookmarks that take up a lot of your time and shift them into a separate folder that is less accessible. Disable the automatic notification option in your email client. Get rid of the distractions around you.

      I know some people will out of the way and delete or deactivate their facebook accounts. I think it’s a little drastic and extreme as addressing procrastination is more about being conscious of our actions than counteracting via self-binding methods, but if you feel that’s what’s needed, go for it.

      5. Hang out with People Who Inspire You to Take Action

      I’m pretty sure if you spend just 10 minutes talking to Steve Jobs or Bill Gates, you’ll be more inspired to act than if you spent the 10 minutes doing nothing. The people we are with influence our behaviors. Of course spending time with Steve Jobs or Bill Gates every day is probably not a feasible method, but the principle applies — The Hidden Power of Every Single Person Around You

      Identify the people, friends or colleagues who trigger you – most likely the go-getters and hard workers – and hang out with them more often. Soon you will inculcate their drive and spirit too.

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      As a personal development blogger, I “hang out” with inspiring personal development experts by reading their blogs and corresponding with them regularly via email and social media. It’s communication via new media and it works all the same.

      6. Get a Buddy

      Having a companion makes the whole process much more fun. Ideally, your buddy should be someone who has his/her own set of goals. Both of you will hold each other accountable to your goals and plans. While it’s not necessary for both of you to have the same goals, it’ll be even better if that’s the case, so you can learn from each other.

      I have a good friend whom I talk to regularly, and we always ask each other about our goals and progress in achieving those goals. Needless to say, it spurs us to keep taking action.

      7. Tell Others About Your Goals

      This serves the same function as #6, on a larger scale. Tell all your friends, colleagues, acquaintances and family about your projects. Now whenever you see them, they are bound to ask you about your status on those projects.

      For example, sometimes I announce my projects on The Personal Excellence Blog, Twitter and Facebook, and my readers will ask me about them on an ongoing basis. It’s a great way to keep myself accountable to my plans.

      8. Seek out Someone Who Has Already Achieved the Outcome

      What is it you want to accomplish here, and who are the people who have accomplished this already? Go seek them out and connect with them. Seeing living proof that your goals are very well achievable if you take action is one of the best triggers for action.

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      9. Re-Clarify Your Goals

      If you have been procrastinating for an extended period of time, it might reflect a misalignment between what you want and what you are currently doing. Often times, we outgrow our goals as we discover more about ourselves, but we don’t change our goals to reflect that.

      Get away from your work (a short vacation will be good, else just a weekend break or staycation will do too) and take some time to regroup yourself. What exactly do you want to achieve? What should you do to get there? What are the steps to take? Does your current work align with that? If not, what can you do about it?

      10. Stop Over-Complicating Things

      Are you waiting for a perfect time to do this? That maybe now is not the best time because of X, Y, Z reasons? Ditch that thought because there’s never a perfect time. If you keep waiting for one, you are never going to accomplish anything.

      Perfectionism is one of the biggest reasons for procrastination. Read more about why perfectionist tendencies can be a bane than a boon: Why Being A Perfectionist May Not Be So Perfect.

      11. Get a Grip and Just Do It

      At the end, it boils down to taking action. You can do all the strategizing, planning and hypothesizing, but if you don’t take action, nothing’s going to happen. Occasionally, I get readers and clients who keep complaining about their situations but they still refuse to take action at the end of the day.

      Reality check:

      I have never heard anyone procrastinate their way to success before and I doubt it’s going to change in the near future.  Whatever it is you are procrastinating on, if you want to get it done, you need to get a grip on yourself and do it.

      More About Procrastination

      Featured photo credit: Malvestida Magazine via unsplash.com

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