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Defining What Done and Doing Look Like

Defining What Done and Doing Look Like
    From fjota on flickr

    I have been a productive worker wannabe for several years now. I have read a ton of books, prescribed GTD as much as I could, bought all the gear in the world that anyone recommended as being the best, and constantly failed at it. It wasn’t until I slowed down, settled with a set of tools and got back to the basics that I started to understand what being productive was.

    Being productive isn’t using your gear or being knowing the Getting Things Done flow chart inside and out. David Allen reminds us what being productive is at its most basic level:

    “You have to define what done means and what doing looks like.”

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    It’s really that simple. What I think is so amazing is that GTD is a very basic idea yet when we are thrown into the “rat race” of work and life, we easily forget to apply the basics. Either that or we have yet to master them. Let’s look closely at defining done and doing.

    Define What Done Means

    This was something that took a long time to “get”. I understood that defining a project was naming something that had more than one action to accomplish, but I still had trouble defining my outcomes with the project. Not so much with smaller things like, “schedule some time with a [insert friend name here] and catch up” but more along the lines of “development new web service testing suite for [insert web service here]”.

    There are hard edges with some projects while others are like a big ball of stuff just sitting there and taking up space. We have to be able to get through the stuff, find the things that are important, and then define what complete looks like. Luckily there is an awesome way to do this; use Mr. Allen’s 5 Phases of Project Planning. Here they are in a nutshell:

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    1. Define purpose and guiding principles. (Why is this being done?)
    2. What is the successful outcome? (What would it be like if this were totally successful?)
    3. Brainstorm (Get creative and write down and link anything that comes to mind about the project)
    4. Organizing (Create priorities and an order to the project)
    5. Identify next actions (keep reading for this)

    Now, like I said before, some project are pretty self-evident in what needs to happen. But there are many that are large and nebulous that need a clear outcome and a structure to complete. Once you define what “done” is, then you can move onto deciding what doing looks like.

    What Doing Looks like

    Coming up with the next action of a project may seem like its easy, but in practice can be very difficult. The biggest problem is that we tend to “over-generalize” our projects and tasks and add things to our lists like:

    • Plan birthday party for Amy
    • Create brand new web app for ‘X’
    • Lose your protruding gut

    These are some great things to accomplish, but they are far from being next actions. What we need to do is granularize our projects and get down to the “dummy level” with our tasks. We have talked about this many times before at Lifehack, but it needs repeating as this is the heart of getting more accomplished and being less stressed while doing it.

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    I liken this to the idea of “cranking widgets” and checking off easy todo tasks off your list one at time. This will eventually lead you to completely large scale projects while keeping yourself way less stressed.

    So, instead of “plan birthday party for Amy”, I’d better create a highly doable next action like, “draft a list of people to invite to Amy’s party.” Then I can get the ball rolling. In fact, all it takes to make a dead project move forward is identifying a single next action that you could do given the right context.

    That’s what doing looks like.

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    It’s all about the basics

    Like I said before, I know that if you are a GTD or productivity kind of guy or gal that this stuff is pretty basic. But the thing is that staying productive is all about mastering the basics. When life and work sets in and you are bombardo with the “real world” it’s important to know the basics well and use them immediately.

    More by this author

    CM Smith

    A technologist and writer who shares advice on personal productivity, creativity and how to use technology to get things done.

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    Last Updated on July 3, 2020

    6 Things To Do Every Day To Ensure You Stick To Your Goals

    6 Things To Do Every Day To Ensure You Stick To Your Goals

    Sticking to your goals can sometimes be challenging. We all want better health, better careers, and better jobs, and we want to cast an impression on everyone that we are living fulfilled lives.

    Yet to reach our goals and make every minute of our time count requires commitment, consistency, and hard work. Setting goals is one thing, but sticking to them is another. We have to observe certain daily practices if we want to get the best out of ourselves.

    Here are 6 things that you have to ensure daily to reach your goals.

    1. Involve Others

    You have to be accountable for the actions you are committing yourself to. Involve everyone around you, get them engaged, and talk to them on how they can help you accomplish your goals.

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    When you involve others you feel, you have a responsibility towards them as well as yourself. Every day, make sure you are accountable for sticking to your goals. By joining groups or engaging others, you have more motivation to reach your goals.

    For example, if you want to read more, try joining a book club. If you want to be a better entrepreneur, join an entrepreneurial organization.

    2. Visualize the Rewards

    Reaching a goal can be challenging and sometimes, it can be overwhelming. When the journey becomes tough and difficult, try to stick to visualizing your successes every day.

    Wake up to visualize what rewards you will get from sticking to meeting your goals. If you want to lose some pounds, visualize yourself already underweight and benefiting from being underweight. The mind has a way of channeling your body and intentions to sticking to your goals and reaching them.

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    3. Break Down Your Goals

    Try to break down your goals into tiny chunks. The smaller the size of the goals, the more willing and prepared you are to meet them.

    For example, if you find it difficult to get out of the house and take a workout at the gym, why not try to break the goal into making sure you are always dressed for the gym daily? By doing this, you demonstrate that you are moving in the right direction, and you can keep this momentum so you can meet the larger goal.

    4. Reward Yourself

    For every progress you make daily towards reaching your goals, try to vindicate and reward yourself. By doing this you appreciate yourself and the hard work you have put in for the day.

    When you reward yourself, you program yourself to benefit from a larger reward in the future. You also propel yourself to gain daily rewards, which can be enticing and motivating. Rewarding yourself serves as a form of positive reinforcement that reinforces your mind and behavior to stick to your goals and stay motivated.

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    5. Measure Your Progress

    It is easy to become frustrated when you are not getting instant results. Change can be slow and rewards are not always immediate. Still, progress can be measured even in tiny bits, so take time to look back at where you are coming from.

    You don’t have to feel depressed about not making that major progress in an instant. But when you journal or snap pictures to document your progress, no matter how small, you will feel grateful and elated to see what difference you have made from where you are coming from up until now.

    6. Believe in the Possibilities

    If you don’t even believe in the possibility of reaching your goals, how can you expect yourself to stick to your goals in the first place?

    By believing in the possibilities of accomplishing a goal or task, you increase your chance of reaching it and eradicating whatever roadblocks or challenges you may face. Believe in what you can achieve.

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    What self-belief has over self-control is that while self-control can be depleted but self-belief cannot. We all have an enormous reservoir of how much we can believe in ourselves.

    With believing in ourselves comes perseverance, determination, and desire to reaching our goals. Every day, understand that what you need to keep going is your belief toward achieving your goals. Your goals are reachable if you think you can reach them!

    Final Words

    Due to circumstances in life, people tend to abandon some of their goals in life. You may also feel this way sometimes. In that case, just come back to this article and remember the 6 ways you can help yourself stick to your goals.

    People don’t always reach their goals, but you will never know if you can reach them if you don’t stick to them in the first place. As long as you stick to your goals, there will always be the possibility of you achieving them!

    More Tips on How to Stick to Your Goals

    Featured photo credit: Kelly Sikkema via unsplash.com

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