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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.

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    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.

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    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.

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    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.

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    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.

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    Last Updated on October 30, 2018

    How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

    How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

    Who needs Tony Robbins when you can motivate yourself? Overcoming the emotional hurdle to get stuff done when you’d rather sit on the couch isn’t always easy. But unless calling in sick and waking up at noon have no consequences for you, it’s often a must.

    For those of you who never procrastinate, distract yourself or drag your feet when you should be doing something important, well done so far! But for the rest of you, it’s good to have a library of motivational boosters to move along.

    Whether you’re starting a buisiness, trying to los weight or breaking a bad habit, you’ll learn how to motivate yourself with different techniques in this article.

    13 Simple Ways to Motivate Yourself Right Now

    Despite your best efforts, passion, habits and a flow-producing environment can fail. In that case, it’s time to find whatever emotional pump-up you can use to get started:

    1. Go back to “why”

    Focusing on a dull task doesn’t make it any more attractive. Zooming out and asking yourself why you are bothering in the first place will make it more appealing.

    If you can’t figure out why, then there’s a good chance you shouldn’t bother with it in the first place.

    2. Go for five

    Start working for five minutes. Often that little push will be enough to get you going.

    3. Move around

    Get your body moving as you would if you were extremely motivated to do something. This ‘faking it’ approach to motivation may seem silly or crude but it works.

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    4. Find the next step

    If it seems impossible to work on a project for you, you can try to focus on the next immediate step.

    Fighting an amorphous blob of work will only cause procrastination. Chunk it up so that it becomes manageable. Learn how to stop procrastinating in this guide.

    5. Find your itch

    What is keeping you from working? Don’t let the itch continue without isolating it and removing the problem.

    Are you unmotivated because you feel overwhelmed, tired, afraid, bored, restless or angry? Maybe it is because you aren’t sure you have time or delegated tasks haven’t been finished yet?

    6. Deconstruct your fears

    I’m sure you don’t have a phobia about getting stuff done. But at the same time, hidden fears or anxieties can keep you from getting real work completed.

    Isolate the unknowns and make yourself confident, you can handle the worst case scenario.

    7. Get a partner

    Find someone who will motivate you when you’re feeling lazy. I have a friend I go to the gym with. Besides spotting weight, having a friend can help motivate you to work hard when you’d normally quit.

    8. Kickstart your day

    Plan out tomorrow. Get up early and place all the important things early in the morning. Building momentum early in the day can usually carry you forward far later.

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    Having a morning routine is a good idea for you to stay motivated!

    9. Read books

    Read not just self-help or motivational books but any book that has new ideas. New ideas get your mental gears turning and can build motivation. Here’re more reasons to read every day.

    Learning new ideas puts your brain in motion so it requires less time to speed up to your tasks.

    10. Get the right tools

    Your environment can have a profound effect on your enthusiasm. Computers that are too slow, inefficient applications or a vehicle that breaks down constantly can kill your motivation.

    Building motivation is almost as important as avoiding the traps that can stop it.

    11. Be careful with the small problems

    The worst killer of motivation is facing a seemingly small problem that creates endless frustration.

    Reframe little problems that must be fixed as bigger ones or they will kill any drive you have.

    12. Develop a mantra

    Find a few statements that focus your mind and motivate you. It doesn’t matter whether they are pulled from a tacky motivational poster or just a few words to tell you what to do.

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    If you aren’t sure where to start, a good personal mantra is “Do it now!” You can find more here too: 7 Empowering Affirmations That Will Help You Be Mentally Strong

    13. Build on success

    Success creates success. When you’ve just won, it is easy to feel motivated about almost anything. Emotions tend not to be situation specific, so a small win, whether it is a compliment from a colleague or finishing two thirds of your tasks before noon can turn you into a juggernaut.

    There are many ways you can place small successes earlier on to spur motivation later. Structuring your to-do lists, placing straightforward tasks such as exercising early in the day or giving yourself an affirmation can do the trick.

    How to Stay Motivated Forever (Without Motivation Tricks)

    The best way to motivate yourself is to organize your life so you don’t have to. If work is a constant battle for you, perhaps it is time to start thinking about a new job. The idea is that explicit motivational techniques should be a backup, not your regular routine.

    Here are some other things to consider making work flow more naturally:

    Passion

    Do things you have a passion for. We all have to do things we don’t want to. But if life has become a chronic source of dull chores, you’ve got a big problem that needs fixing.

    Not sure what your passion is to get you motivated? This will help you:

    How to Get Motivated and Be Happy Every Day When You Wake Up

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    Habits

    You can’t put everything on autopilot. I’ve found putting a few core habits in place creates a structure for the day.

    Waking up at the same time, working at the same times and having a similar productive routine makes it easier to do the next day.

    This guide will be useful for you if you’re looking to build good habits:

    Understand Your Habits to Control Them 100%

    Flow

    Flow is the state where your mind is completely focused on the task at hand. While there are many factors that go into producing this state, having the right challenge level is a big part.

    Find ways to tweak your tasks so they hover in that sweet spot between boredom and maddening frustration.

    Easily distracted and hard to focus? Here’s your solution.

    Final Thoughts

    With all these tips I’ve shared with you, now you know what to do when you’re feeling unmotivated.

    Find your passion and develop a positive mantra so when the next time negativity hits you again, you know how to stay positive and motivated!

    Featured photo credit: Pexels via pexels.com

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