Advertising
Advertising

GTD Refresh: Getting My Head Together

GTD Refresh: Getting My Head Together

 

Getting My Head Together

    The last year was a hard one for me, in virtually every area of my life. Even my successes — and there have been several — have come at the cost of greater stress and a more and more difficult to balance schedule. 

    While I have managed to adapt and develop ways of keeping everything on track and moving forward, each new pressure — whether on my time, my finances, or my emotional stability — has strained my ability to keep everything together just a little bit more. By the beginning of this year, I realized, my system was ancient history, replaced by a patchwork of shreds and tatters I’d thrown together on the fly as needed.

    To make matters worse, it really wasn’t working — obligations kept piling up and the remnants of my system kept falling down. It was time, I realized, to get serious again, and to rescue my productivity system and get it back in tip-top shape.

    Advertising

    With that in mind, I decided I should go back to a strict GTD system — and this time, pay attention to the ways I was modifying it or even violating its principles. In the interest of accountability, I thought I would share with you my experiences over the next several months, both to provide a model of what a GTD Refresh might look like in case you, too, have fallen off the wagon somewhat, and to keep myself accountable by sharing my experiences with the Lifehack audience.

    My plan is to share, every week or so, where I’m at — essentially writing up my weekly review. My hope is that by sharing what’s working and how, and what’s not working and why it isn’t, others in the same boat might learn something that will help them refresh their own productivity systems. My focus is especially on the  idea of an “in-place” refresh — which will be somewhat slower than a “traditional” GTD start-up. Allen recommends newcomers to GTD set aside a couple of days to collect everything and process it into one’s first lists. But I simply can’t do that — so instead, I’ll be following another Allen dictate — take all the stuff you can’t deal with right now and put it in a box marked “Stuff to deal with later” and come back to it when I’m better able. 

    Getting my head together

    I’ve decided to start my return to “orthodox” GTD not from the “runway” level — the level of everyday actions, and the level where we tend to get most swamped by disorganized inputs — but from the “20,000-foot” level, the level of “Areas of Focus”, and work my way up. I’m pretty good about keeping track of my next actions (though I don’t contextualize — which I’ll be starting now) and projects in a simple Moleskine with a couple of tabs for “Next Actions”, “Projects”, and “Notes” (a catch-all that acts as my inbox-on-the-go).

    Where I’m falling apart is in juggling all the different roles I play and all the directions I’ve allowed myself to be pulled in. So before I start the big job of evaluating and organizing all my projects and next actions, I decided to spend an afternoon thinking about who I am and how my life is defined — and how I’d like to define it. 

    To shake things up even further, I decided to mind-map each of Horizons of Focus from 20,000 to 50,000 feet. I am typically a fairly linear, analytic thinker, and I’ve always had some reservations about mind-mapping, but what I’ve been doing, what comes naturally to me, isn’t really working — so I need to do something different, and mind-mapping is certainly way out of my normal range of thinking behaviors. It’s visual where I tend to be verbal, it’s spatial where I tend to be linear, and it’s an unfamiliar tool that, I hoped, would let me do untypical kinds of things.

    Advertising

    And it did. Over several hours, I made mind-maps of my Areas of Focus, my ideal Vision of myself, and my Purpose. I skipped Goals because I want to “marinate” on my Areas of Focus and my Vision for a while before thinking about my goals over the next year or so.

    So, for instance, here’s what I listed as my Areas of Focus:

    1. Teaching:  I teach two classes (often several sections of each), each at a different school.  Teaching is my primary occupation, so it’s obviously a big part of “what’s on my mind” at any given time — both in keeping up with the schedule I’ve set, and discovering new materials to use, techniques to incorporate, or ideas to share with my students.

    • Women’s Studies
    • Introduction to Cultural Anthropology

    2. Career Development / Marketing: This is my catch-all category for all the things I do to advance myself professionally, both as an educator (professional development, keeping up with recent research, etc.) and as a writer (applying for writing gigs, contacting editors, querying publications, etc.).

    3. Writing: Writing is an increasing part of my career, and my long-term goal is to taper off my teaching in favor of writing. (I hope to always teach a class or two, but on my own terms, not as my primary income.)  Because I write for mainstream publication, both online and off, as well as for academic outlets on one hand and business clients on the other, there are a lot of sub-categories under this heading — a lot of outlets I have to be thinking about at least somewhat often.

    Advertising

    • Academic: Writing I do (or have done) as an anthropologist, including my book on the Cold War, articles appearing in books or journals, conference presentations, and instructional material.
    • Commercial: Client work, including ghostwriting, marketing materials, press releases, etc.
    • Books: Both work I have already written that needs continued attention to market and sell (in the case of my self-published book) and books I’m planning to write.
    • Blogs / Websites: Lifehack, of course, as well as my own websites and other sites where I write as an occasional contributor.
    • Freelance Writing: Articles and queries written for mainstream and trade publications.

    4. Finances / Money: Paying my bills, building up my savings, dealing with long-term financial obligations like student loans, planning a retirement fund, keeping track of income, expenses, and taxes.

    5. Leisure: Activities I do for fun, either by myself or with friends and family. Planning a vacation. 

    6. Relationships: Networking, friendships, colleagues — all the interpersonal relationships that need maintaining.

    7. Dating: Although technically another kind of relationship, I felt this deserved its own category. Single since the end of last summer, I’ve recently re-entered the dating pool, and that takes a lot more energy and a different kind of maintenance than the relationships listed in #6.

    8. Family: My parents, brother and sister-in-law, nephew and niece, and other family members. Birthdays and holidays, going out, family activities.

    Advertising

    9. Health: General health consciousness, including doctor’s appointments, ordering contact lenses, paying attention to my physical fitness and diet, and similar concerns. Also, I was in a car accident several years back which left me with an ongoing lawsuit and pretty severe headaches much of the time, so that takes a lot of attention.

    10. Household: Everything to do with maintaining and living in my home, from grocery shopping to housecleaning to decor and so on. 

    11. Transportation: Auto maintenance, car washes, etc.

     As you can see, I’ve got a lot going  on. Next week, I’ll start a new mind-map listing my projects, and my “Areas of Focus” mind-map will help me to generate new projects, as well as set some goals. And then, I’ll start importing my action list into a GTD-based personal organizer — I figure, if I’m going to go “pure” GTD, I should use tools that are designed with that structure in mind, rather than the “flat” to do lists I’ve been using. 

     Have you “reset” your GTD system before? That is, started over again, basically from scratch? How did it go? What did you do differently the second time around? What was most helpful? Share your thoughts in the comments — maybe we can help some folks who’ve given up get their systems back in order, or even help some newcomers avoid the mistakes we made our first times around. 

     Next time: Goals and Projects. And setting up a GTD organizer. 

    More by this author

    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 How to Become an Expert (And Spot out One Nearby)

    Trending in Featured

    1 The Science of Setting Goals (And How It Affects Your Brain) 2 How to Stay Motivated and Reach Your Big Goals in Life 3 How to Take Notes Effectively: Powerful Note-Taking Techniques 4 How to Stop Procrastinating: 11 Practical Ways for Procrastinators 5 50 Businesses You Can Start In Your Spare Time

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on July 17, 2019

    The Science of Setting Goals (And How It Affects Your Brain)

    The Science of Setting Goals (And How It Affects Your Brain)

    What happens in our heads when we set goals?

    Apparently a lot more than you’d think.

    Goal setting isn’t quite so simple as deciding on the things you’d like to accomplish and working towards them.

    According to the research of psychologists, neurologists, and other scientists, setting a goal invests ourselves into the target as if we’d already accomplished it. That is, by setting something as a goal, however small or large, however near or far in the future, a part of our brain believes that desired outcome is an essential part of who we are – setting up the conditions that drive us to work towards the goals to fulfill the brain’s self-image.

    Apparently, the brain cannot distinguish between things we want and things we have. Neurologically, then, our brains treat the failure to achieve our goal the same way as it treats the loss of a valued possession. And up until the moment, the goal is achieved, we have failed to achieve it, setting up a constant tension that the brain seeks to resolve.

    Advertising

    Ideally, this tension is resolved by driving us towards accomplishment. In many cases, though, the brain simply responds to the loss, causing us to feel fear, anxiety, even anguish, depending on the value of the as-yet-unattained goal.

    Love, Loss, Dopamine, and Our Dreams

    The brains functions are carried out by a stew of chemicals called neurotransmitters. You’ve probably heard of serotonin, which plays a key role in our emotional life – most of the effective anti-depressant medications on the market are serotonin reuptake inhibitors, meaning they regulate serotonin levels in the brain leading to more stable moods.

    Somewhat less well-known is another neurotransmitter, dopamine. Among other things, dopamine acts as a motivator, creating a sensation of pleasure when the brain is stimulated by achievement. Dopamine is also involved in maintaining attention – some forms of ADHD are linked to irregular responses to dopamine.[1]

    So dopamine plays a key role in keeping us focused on our goals and motivating us to attain them, rewarding our attention and achievement by elevating our mood. That is, we feel good when we work towards our goals.

    Dopamine is related to wanting – to desire. The attainment of the object of our desire releases dopamine into our brains and we feel good. Conversely, the frustration of our desires starves us of dopamine, causing anxiety and fear.

    Advertising

    One of the greatest desires is romantic love – the long-lasting, “till death do us part” kind. It’s no surprise, then, that romantic love is sustained, at least in part, through the constant flow of dopamine released in the presence – real or imagined – of our true love. Loss of romantic love cuts off that supply of dopamine, which is why it feels like you’re dying – your brain responds by triggering all sorts of anxiety-related responses.

    Herein lies obsession, as we go to ever-increasing lengths in search of that dopamine reward. Stalking specialists warn against any kind of contact with a stalker, positive or negative, because any response at all triggers that reward mechanism. If you let the phone ring 50 times and finally pick up on the 51st ring to tell your stalker off, your stalker gets his or her reward, and learns that all s/he has to do is wait for the phone to ring 51 times.

    Romantic love isn’t the only kind of desire that can create this kind of dopamine addiction, though – as Captain Ahab (from Moby Dick) knew well, any suitably important goal can become an obsession once the mind has established ownership.

    The Neurology of Ownership

    Ownership turns out to be about a lot more than just legal rights. When we own something, we invest a part of ourselves into it – it becomes an extension of ourselves.

    In a famous experiment at Cornell University, researchers gave students school logo coffee mugs, and then offered to trade them chocolate bars for the mugs. Very few were willing to make the trade, no matter how much they professed to like chocolate. Big deal, right? Maybe they just really liked those mugs![2]

    Advertising

    But when they reversed the experiment, handing out chocolate and then offering to trade mugs for the candy, they found that now, few students were all that interested in the mugs. Apparently the key thing about the mugs or the chocolate wasn’t whether students valued whatever they had in their possession, but simply that they had it in their possession.

    This phenomenon is called the “endowment effect”. In a nutshell, the endowment effect occurs when we take ownership of an object (or idea, or person); in becoming “ours” it becomes integrated with our sense of identity, making us reluctant to part with it (losing it is seen as a loss, which triggers that dopamine shut-off I discussed above).

    Interestingly, researchers have found that the endowment effect doesn’t require actual ownership or even possession to come into play. In fact, it’s enough to have a reasonable expectation of future possession for us to start thinking of something as a part of us – as jilted lovers, gambling losers, and 7-year olds denied a toy at the store have all experienced.

    The Upshot for Goal-Setters

    So what does all this mean for would-be achievers?

    On one hand, it’s a warning against setting unreasonable goals. The bigger the potential for positive growth a goal has, the more anxiety and stress your brain is going to create around it’s non-achievement.

    Advertising

    It also suggests that the common wisdom to limit your goals to a small number of reasonable, attainable objectives is good advice. The more goals you have, the more ends your brain thinks it “owns” and therefore the more grief and fear the absence of those ends is going to cause you.

    On a more positive note, the fact that the brain rewards our attentiveness by releasing dopamine means that our brain is working with us to direct us to achievement. Paying attention to your goals feels good, encouraging us to spend more time doing it. This may be why outcome visualization — a favorite technique of self-help gurus involving imagining yourself having completed your objectives — has such a poor track record in clinical studies. It effectively tricks our brain into rewarding us for achieving our goals even though we haven’t done it yet!

    But ultimately, our brain wants us to achieve our goals, so that it’s a sense of who we are that can be fulfilled. And that’s pretty good news!

    More About Goals Setting

    Featured photo credit: Alexa Williams via unsplash.com

    Reference

    Read Next