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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 January 2, 2019

      7 Steps For Making a New Year’s Resolution and Keeping It

      7 Steps For Making a New Year’s Resolution and Keeping It

      Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

      Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

      Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

      Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

      1. Just pick one thing

      If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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      Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

      Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

      2. Plan ahead

      To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

      Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

      Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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      3. Anticipate problems

      There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

      4. Pick a start date

      You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

      Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

      5. Go for it

      On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

      Your commitment card will say something like:

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      • I enjoy a clean, smoke-free life.
      • I stay calm and in control even under times of stress.
      • I’m committed to learning how to run my own business.
      • I meditate daily.

      6. Accept failure

      If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

      If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

      Perseverance is the key to success. Try again, keep trying and you will succeed.

      7. Plan rewards

      Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

      Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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      Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

      Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

      Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new?

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