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GTD Refresh, Part 3: Projects

GTD Refresh, Part 3: Projects

GTD Refresh: Projects

    Months ago now, I announced I was going to “reboot” my GTD setup, returning as close to an “orthodox”, by-the-book GTD setup as I could manage. Out the gate, I started “off”, working not from tasks up but from the middle, David Allen’s 30,000 and 40,000-foot levels, by drawing up a mindmap of my areas of focus and my vision for myself in a few years time.

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    Taking a big step downward, over the 20,000-foot level to somewhere near the runway, I decided on a set of contexts. Since I work primarily from home, distinguishing a bunch of contexts wasn’t very meaningful. I settled, then, on @computer for all the work I do at home using a computer, @home for everything else I do at home, and @away for everything I need to leave home to do.

    Which brings me to projects. Projects tie all our tasks together into some sort of meaningful action, providing objectives towards which those tasks are directed. While not every task is part of a project, for most of us the majority will tend to be – especially as we sort out our work to privilege the meaningful.

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    Allen defines a project quite simply: any objective that takes more than two steps to accomplish. Though I’m trying to keep as close to Allen’s system as possible, this is a little simplistic for me. Implicit in his concept are two other things, I think: intentionality and time. That is, to merit treating a collection of tasks as a project, the tasks need to be “held together” by a goal that has some meaning, and they need to be spread out over a significant piece of time.

    I get the second characteristic, time, from the way Allen talks about project planning. For Allen, the ideal way to deal with most projects is to focus no further than the next action – with the idea that, once we perform that next action, the further action will be obvious and, if we can, we’ll just do it. It’s not until we reach a task that can’t be performed at the moment, whether that’s due to lack of time, resources, or will, that we put a new next action on our context lists.

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    With that in mind, I  finally got the time to start doing a sweep of my life. The occasion was not entirely orthodox: I left home for 5 weeks in another state, where I am currently living and working. To make that work, I needed to take a pretty big inventory of my life at the moment – what projects do I have to do over the next few weeks, and what kind of “personal” projects will I also have time to work on? Since this is more than a weekend away, packing meant winnowing my life down to the bare essentials, the things I was pretty sure I’d need and wouldn’t want to wait until I could find time to replace them if I left something out.

    So call this a “mini-sweep”; when I get home, I’ll have to extend this kernel of GTD-ness to the rest of my life. But the process was the same: first, I listed all the projects that would be part of the work I’d be doing while away, as well as ongoing tasks here at Lifehack and at my university. Allen calls tat part “getting clear”, dumping everything out of my head and into a form that I can easily manage. Although I’ve taken to using Nozbe lately, I wasn’t sure whether and how soon I’d have reliable broadband access, so my tool of choice was, you guessed it, my trusty Moleskine.

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    With the stuff already on the schedule dumped, it was time to, as Allen says, “get creative”. With my areas of focus mindmap in front of me, I stepped branch-by-branch through my life, stopping at each node to determine whether there was anything I needed or wanted to do in that are over the next 5 weeks. The I repeated the process with my personal vision mindmap, again asking myself if there was anything I could do for each item to advance it over the next five weeks.

    Since my time and resources out-of-state will be limited, some projects didn’t make it; these got written up in my notes and will be worked into “Someday/Maybe” items. The rest went onto the list, which then guided me in packing to make sure I had whatever I needed (office supplies, research materials, tech gear, etc.).

    While I’m away, my project list serves as a daily trigger list to spur next actions, and as a set of goals reminding why I’m here, far away from home, in the first place. When I get home, I’ll revisit the process on a wider scale, and enter everything into my project management software, which I’ll talk about in the next post in this series (maybe…).

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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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