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Playing Through The Tape: Linking Actions To Life Goals

Playing Through The Tape: Linking Actions To Life Goals

    Staring at my lists of tasks during my weekly review (about 285 the last time I checked the count in OmniFocus) my eyes start to glaze over with the thought of just how much monotonous crap there is buried in them. What’s even more daunting is as I look over my system during my weekly review I add around 30 – 50 tasks while only destroying about 25 that have gone dormant or have been completed during the week.

    If you have been a GTD or any other type of productivity practitioner over the years, you have at least been in this situation once or twice. What tends to happen when you provide yourself with ubiquitous capture is that after awhile a lot of unimportant tasks may infiltrate their way into your system; unimportant tasks that may have sounded like a good idea at the time, but no longer hold any value, or worse, tasks that you know you should complete because of some agreement with yourself or others. What happens is that your system starts to rot from the inside out, and after seeing an easy task like “call mom” sit on your list for 7 weeks you tell yourself that your system doesn’t work. You aren’t getting anything done.

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    It isn’t your system and it isn’t GTD

    The fact you have tasks in your system that are “uninspiring” and stagnant has nothing to do with how your system is failing you or how GTD just doesn’t work. This is more of a prioritization problem. GTD doesn’t talk about an old school A-B-C, 1-2-3 type of prioritization of tasks and projects but it does speak of how to make sure that important stuff gets paid attention to and the less important stuff moves to the back burner or gets trashed.

    So, please, before you change your tool or give up on GTD completely understand that this idea of “action bloat” has nothing to do with either.

      The link between actions and higher levels

      What I have come to find from reading Mr. Allen’s books as well as learning from my own experiences is that if something in my action list doesn’t sync with what I want to accomplish in my life, the chances of me doing it are pretty slim. What’s even worse is the chances of me not doing it and feeling bad about myself and the state of my system are excellent.

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      So here is where some real “soul searching”, goals, and dreams come into play. if your action lists don’t resemble what you want for your life, then two bad things can happen:

      1. Your action lists stay stagnant and build up with tasks that seem like they have no purpose (because they don’t).
      2. You don’t accomplish any long term goals because your actions lists do not resemble these goals.

      This all sounds good in theory but what about in practice? What about tasks like “take out the trash” or “clean the cat litter”? These don’t seem at all related to a higher purpose or life goal. You will run into a lot of tasks that are like this; daily/weekly/monthly tasks that seem like they are just a nuisance and don’t prove to be anything important.

      All you have to do to make sure that a task on your action list links up to life goals is “play through the tape”.

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      Play through the tape

      Hopefully everyone reading this still knows what a tape is. Anyways, the best way that I have found to make sure that your tasks on your action lists are important is by “playing through the tape” of what this action will accomplish.

      Here is an example:

      • Action: Call your mom
      • Why? Because you haven’t talked to her for awhile.
      • Why does that matter? You want to make sure that you stay close to your family.
      • Why? Because your family and family life is something that is important to you and you value it.

      Seems excessive I know, and maybe calling your mother isn’t the best example, but this little exercise can be applied to any task that is on your lists or even projects as well.

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      Here is the kicker. If you can’t “play through the tape” with a task and link it to some goal or important aspect of your life, put the task or project on your someday/maybe list or just get rid of it. If it isn’t that important there is no reason to do it, especially when you have 250 other actions that actually are important.

      As time moves on you will start to find tasks that don’t belong at all in your system and you will be able to inherently “play through the tape”. You will start to see what is important and what isn’t in your task lists and with that be able to prune and tweak your lists to match your life goals. Make sure that you try this out, especially if there is some tasks on your lists that make you think that your system is broken or GTD isn’t working for you.

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      Last Updated on August 16, 2018

      16 Productivity Secrets of Highly Successful People Revealed

      16 Productivity Secrets of Highly Successful People Revealed

      The same old motivational secrets don’t really motivate you after you’ve read them for the tenth time, do they?

      How about a unique spin on things?

      These 16 productivity secrets of successful people will make you reevaluate your approach to your home, work, and creative lives. Learn from these highly successful people, turn these little things they do into your daily habits and you’ll get closer to success.

      1. Empty your mind.

      It sounds counterproductive, doesn’t it?

      Emptying your mind when you have so much to remember seems like you’re just begging to forget something. Instead, this gives you a clean slate so you’re not still thinking about last week’s tasks.

      Clear your mind and then start thinking only about what you need to do immediately, and then today. Tasks that need to be accomplished later in the week can wait.

      Here’s a guide to help you empty your mind and think sharper:

      How to Declutter Your Mind to Sharpen Your Brain and Fall Asleep Faster

      2. Keep certain days clear.

      Some companies are scheduling “No Meeting Wednesdays,” which means, funnily enough, that no one can hold a meeting on a Wednesday. This gives workers a full day to work on their own tasks, without getting sidetracked by other duties or pointless meetings.

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      This can work in your personal life too, for example if you need to restrict Facebook access or limit phone calls.

      3. Prioritize your work.

      Don’t think every task is created equal! Some tasks aren’t as important as others, or might take less time.

      Try to sort your tasks every day and see what can be done quickly and efficiently. Get these out of the way so you have more free time and brain power to focus on what is more important.

      Lifehack’s CEO has a unique way to prioritize works, take a look at it here:

      How to Prioritize Right in 10 Minutes and Work 10X Faster

      4. Chop up your time.

      Many successful business leaders chop their time up into fifteen-minute intervals. This means they work on tasks for a quarter of an hour at a time, or schedule meetings for only fifteen minutes. It makes each hour seem four times as long, which leads to more productivity!

      5. Have a thinking position.

      Truman Capote claimed he couldn’t think unless he was laying down. Proust did this as well, while Stravinsky would stand on his head!

      What works for others may not work for you. Try to find a spot and position that is perfect for you to brainstorm or come up with ideas.

      6. Pick three to five things you must do that day.

      To Do lists can get overwhelming very quickly. Instead of making a never-ending list of everything you can think of that needs to be done, make daily lists that include just three to five things.

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      Make sure they’re things that need to be done that day, so you don’t keep putting them off.

      7. Don’t try to do too much.

      OK, so I just told you to work every day, and now I’m telling you to not do too much? It might sound like conflicting advice, but not doing too much means not biting off more than you can chew. Don’t say yes to every work project or social engagement and find yourself in way over your head.

      8. Have a daily action plan.

      Don’t limit yourself to a to-do list! Take ten minutes every morning to map out a daily action plan. It’s a place to not only write what needs to be done that day, but also to prioritize what will bring the biggest reward, what will take the longest, and what goals will be accomplished.

      Leave room for a “brain dump,” where you can scribble down anything else that’s on your mind.

      9. Do your most dreaded project first.

      Getting your most dreaded task over with first means you’ll have the rest of the day free for anything and everything else. This also means that you won’t be constantly putting off the worst of your projects, making it even harder to start on it later.

      10. Follow the “Two-Minute Rule.”

      The “Two-Minute Rule” was made famous by David Allen. It’s simple – if a new task comes in and it can be done in two minutes or less, do it right then. Putting it off just adds to your to-do list and will make the task seem more monumental later.

      11. Have a place devoted to work.

      If you work in an office, it’s no problem to say that your cubicle desk is where you work every day.

      But if you work from home, make sure you have a certain area specifically for work. You don’t want files spread out all over the dinner table, and you don’t want to feel like you’re not working just because you’re relaxing on the couch.

      Agatha Christie never wrote at her desk, she wrote wherever she could sit down. Ernest Hemingway wrote standing up. Thomas Wolfe, at 6’6″ tall, used the top of his refrigerator as a desk. Richard Wright wrote on a park bench, rain or shine.

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      Have a space where, when you go there, you know you’re going to work. Maybe it’s a cafe downstairs, the library, or a meeting room. Whenever and wherever works for you, do your works there.

      12. Find your golden hour.

      You don’t have to stick to a “typical” 9–5 schedule!

      Novelist Anne Rice slept during the day and wrote at night to avoid distractions. Writer Jerzy Kosinski slept eight hours a day, but never all at once. He’d wake in the morning, work, sleep four hours in the afternoon, then work more that evening.

      Your golden hour is the time when you’re at your peak. You’re alert, ready to be productive, and intent on crossing things off your to-do list.

      Once you find your best time, protect it with all your might. Make sure you’re always free to do your best uninterrupted work at this time.

      13. Pretend you’re on an airplane.

      It might not be possible to lock everyone out of your office to get some peace and quiet, but you can eliminate some distractions.

      By pretending you’re on an airplane, you can act like your internet access is limited, you’re not able to get something from your bookcase, and you can’t make countless phone calls.

      Eliminating these distractions will help you focus on your most important tasks and get them done without interruption.

      14. Never stop.

      Writers Anthony Trollope and Henry James started writing their next books as soon as they finished their current work in progress.

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      Stephen King writes every day of the year, and holds himself accountable for 2,000 words a day! Mark Twain wrote every day, and then read his day’s work aloud to his family to get their feedback.

      There’s something to be said about working nonstop, and putting out continuous work instead of taking a break. It’s just a momentum that will push you go further./

      15. Be in tune with your body.

      Your mind and body will get tired of a task after ninety minutes to two hours focused on it. Keep this in mind as you assign projects to yourself throughout the day, and take breaks to ensure that you won’t get burned out.

      16. Try different methods.

      Vladimir Nabokov wrote the first drafts of his novels on index cards. This made it easy to rearrange sentences, paragraphs, and chapters by shuffling the cards around.

      It does sound easier, and more fun, than copying and pasting in Word! Once Nabokov liked the arrangement, his wife typed them into a single manuscript.

      Same for you, don’t give up and think that it’s impossible for you to be productive when one method fails. Try different methods until you find what works perfectly for you.

      Featured photo credit: Unsplash via unsplash.com

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