Advertising
Advertising

Productivity Made Simple: Selecting What to Do Next with GTD

Productivity Made Simple: Selecting What to Do Next with GTD

    In the previous episode of the Productivity Made Simple (using GTD to improve your productivity) series we were talking about where to start with GTD – the brain dump exercise. Today it’s time to take your massive list of things, and create an actionable plan that makes selecting what to do next very easy.

    If you’re not using any methodology in your work then selecting your next task can be difficult. There are so many things to do, yet so little time. You can try to do the most important tasks first, but how do you decide what is truly important and what only seems like it is? Furthermore, is something indeed important or just urgent?

    Solving challenges like this is where GTD really shines. You can use the methodology to take your brain dump list and divide it into actionable sections, in the least confusing way possible.

    Dividing your list into projects

    Your brain dump list is not something you can work with effectively. If you want to be productive you need something smaller and more manageable.

    The first step towards creating such a thing is to turn your list of tasks into a list of projects. Now how do you do that?

    Take your list and gather all similar tasks together. By similar, I mean the tasks that essentially touch upon the same area.

    Let’s just say that you’re a freelance designer, and a blogger, just as an example. On your main list there might be tasks like: improve the menu for client X, design custom buttons for client X, do some finishing touches on client’s Y site, write a new post for my blog, update WordPress.

    Advertising

    You can take such tasks and divide them into groups of: client X tasks, client Y tasks, my blog tasks – these are your projects.

    I’m using a specific example because that’s the easiest way of explaining most things, but the concept can be easily applied to any other areas and different kinds of tasks. The main rule of recognizing a project is to find at least two tasks that are closely related to each other.

    This is the first approach – taking the tasks and gathering them into projects. There’s also the second approach – picking complex tasks and creating projects around them. By complex, I mean everything that requires taking more than one action to complete them.

    Here’s another example. Something like “have the car fixed” is likely to appear on your list. This sounds like a single task but it isn’t. To actually get this done you need to take care of a number of tasks. In this case: choose a mechanic, call them and make an appointment, get your car to the mechanic, pick the car up. In the end, a seemingly simple task of having the car fixed has turned into a project. And that’s OK.

    In the end, what you want to end up with is a number of projects, where each project consists of at least two tasks. From here you can proceed to the next step.

    Next tasks list

    This is where you spend the majority of your time when working with GTD.

    As of now, you have your list of projects, but don’t quite know what to do with it yet. Start by selecting only ONE task from each project, and then putting it on a separate list.

    This one task should be the next reasonable thing you can do to get a given project going. Every project has such a task, so selecting it shouldn’t be a problem.

    Advertising

    For our car fixing example the next task would be to choose a mechanic.

    However, don’t try to select more than one. I know that for some projects it might seem that more tasks need to be done at the same time, but it’s not true. Even when you have two tasks you think you’ll have to do at the same time, you’re still going to start with one and then do the other. It’s not possible to do one task with your left hand and the other with your right hand. Stick to a single next task for each project only.

    The list you’re creating right now (one containing only a single task from each project) is called the next tasks list. The name explains it well enough. It is the list that contains all the tasks you need to take care of next; nothing more.

    Selecting things to do from the next tasks list

    The list itself is still a set of many different tasks, so you need to find a way of deciding which one you should actually do first.

    There are four main factors that can help you decide what to do when you’re looking at your next tasks list.

    1. Your context.

    This sounds fancy, but what it actually means is the environment you’re currently in. Some possible contexts might be: at the office, at home, on my phone, shopping mall, and so on.

    It’s obvious that some tasks can be done only when you’re in the right context. If you have an office job you can’t do any job-related tasks if you’re not at the office, so don’t even clutter your mind with them when you’re at home.

    Advertising

    This context principle is pretty obvious, but it’s still good to keep it in mind to be able to snap out of unproductive thinking that sometimes catches us off guard.

    2. Available time.

    Different tasks consume different amounts of time. If you have only 30 minutes to spare there’s no point in starting to work on the new marketing strategy for your company…

    When selecting a task always try to predict how much time it can take, and compare it to the amount of time you actually have.

    3. Available energy.

    Maybe you just don’t feel like doing any creative work… Maybe some simple physical work would be more appropriate right now … like washing the car or something.

    This is OK, you don’t have to be at your 100% mental strength round the clock. Sometimes it’s good to use those other moments to do other work.

    4. Priorities.

    Advertising

    This is where the fun starts. The last element in deciding what to do next.

    Basically, I’m sure you have an idea about what priorities are. Either something is important to you at the moment or it isn’t.

    For example, yesterday you were feeling just fine, but today you feel ill, so going to a doctor is the highest priority even though yesterday it had no priority.

    Priorities can change daily; this is normal. It doesn’t mean that you’re an unorganized person. I would say the contrary: if you have the same priorities for the last 10 years maybe it’s time to think them through.

    This is just a simplified model of priorities, and for now it’ll do. However, GTD takes the idea of priorities much further, and turns it into something much more useful. We’re going to talk about priorities in one of the next posts, but for now just think of them like the answer to the question of “what’s the most important task for me at this precise moment in time?

    That’s basically it when it comes to selecting what to do next. Just to recap:

    1. Create your projects list.
    2. Take one task from each project, and put it into your next tasks list.
    3. Choose what to do next based on your context, available time, available energy, and priorities (in that order).
    4. Do the task.
    5. Put another task from the same project on the next tasks list.
    6. Go back to point #3.

    A question to you. Do you find GTD complex and challenging to implement? To be honest, that was my initial impression. But I’m glad I ended up implementing it anyway, that’s for sure.

    (Photo credit: Your Next Step via Shutterstock)

    More by this author

    Karol Krol

    Blogger, published author, and founder of a site that's all about delivering online business advice

    How to Stop Information Overload and Get More Done How to Steep a Perfect Cup of Tea Every Single Time 10-Email-Management-Skills 10 Email Management Skills Everyone Should Learn to Be More Productive How Not to Fall Into a Productivity Hole 11 Unique, Useful Tools for Freelancers That Make You More Productive

    Trending in Productivity

    1 What Is the Purpose of Life and What Should You Live For? 2 Invaluable Lessons You Can Learn From Your Mistakes 3 10 Things High Achievers Do to Attain Greatness 4 11 Meeting Scheduler Apps to Boost Your Productivity 5 How to Build Self Discipline to Excel in Life

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on October 16, 2019

    Invaluable Lessons You Can Learn From Your Mistakes

    Invaluable Lessons You Can Learn From Your Mistakes

    Do you like making mistakes?

    I certainly don’t.

    Making mistakes is inevitable. Wouldn’t it be wonderful if we could be at ease with them?

    Perhaps there is a way to think of them differently and see their benefits.

    Advertising

    Why Mistakes Feel Dangerous

    Mistakes often feel dangerous. Throughout human history, our errors have often been treated as dangerous for a variety of reasons:

    • Our vulnerability. We have limited and fragile support systems. When those systems fail, people often lose their lives.
    • Real dangers. Nature can be dangerous, and making mistakes can put us at the mercy of nature and its animal residents seeking a meal.
    • Ignorance. Many cultures scapegoats someone whenever there is a failure of some kind. Scapegoating can be serious and deadly.
    • Order. Many societies punish those who do not conform to the prevailing orthodoxy and treat difference and non-conformity as a mistake. Even our brains flash an error message whenever we go against prevailing social norms.

    We have a history of handling mistakes and failure in an unpleasant way. Since each of us carries our human history with us, it can be a challenge to overcome the fear of making mistakes.

    If we can embrace the reality of mistakes, we can free ourselves to be more creative in our lives and dig up some interesting insights.

    Why We Can’t Avoid Making Mistakes

    Many people operate under the notion that making mistakes is an aberration, a mistake if you will. You can call it perfectionism but it is a more substantial problem. It is really a demand for order and continuity.

    Advertising

    When we think we can eliminate mistakes, we are often working from a perspective that sees the world as a fixed place. The world, however, is not so obliging. Like it or not, the world, and everything in it, is constantly changing.

    Change is more constant and pervasive than we can see with our own eyes which is why we often miss it. Our bodies are constantly changing. The natural conditions of the earth change constantly as well. Everything, including economic and cultural systems have life cycles. Everything is in a constant state of flux.

    We cannot see all of the changes going on around us since rates of change vary. Unfortunately, when we try to create a feeling of certainty and solidity in our lives or operate from the illusion of stability and order, we are fighting reality and our natural evolution which is built on adapting to change.

    It is better to continually bend into this reality rather than fight every change we experience. Fighting it can cause us to make more mistakes. Finding the benefits in change can be useful and help us minimize unnecessary mistakes.

    Advertising

    Lessons Learned from Making Mistakes

    Life has so many uncertainties and variables that mistakes are inevitable. Fortunately, there are many things you can learn from making mistakes.

    Here is a list of ways to harness the mistakes you make for your benefit.

    1. Point us to something we did not know.
    2. Reveal a nuance we missed.
    3. Deepen our knowledge.
    4. Tell us something about our skill levels.
    5. Help us see what matters and what does not.
    6. Inform us more about our values.
    7. Teach us more about others.
    8. Let us recognize changing circumstances.
    9. Show us when someone else has changed.
    10. Keep us connected to what works and what doesn’t work.
    11. Remind us of our humanity.
    12. Spur us to want to better work which helps us all.
    13. Promote compassion for ourselves and others.
    14. Teach us to value forgiveness.
    15. Help us to pace ourselves better.
    16. Invite us to better choices.
    17. Can teach us how to experiment.
    18. Can reveal a new insight.
    19. Can suggest new options we had not considered.
    20. Can serve as a warning.
    21. Show us hidden fault lines in our lives which can lead us to more productive arrangements.
    22. Point out structural problems in our lives.
    23. Prompt us to learn more about ourselves.
    24. Remind us how we are like others.
    25. Make us more humble.
    26. Help us rectify injustices in our lives.
    27. Show us where to create more balance in our lives.
    28. Tell us when the time to move on has occurred.
    29. Reveal where our passion is and where it is not.
    30. Expose our true feelings.
    31. Bring out problems in a relationship.
    32. Can be a red flag for our misjudgments.
    33. Point us in a more creative direction.
    34. Show us when we are not listening.
    35. Wake us up to our authentic selves.
    36. Can create distance with someone else.
    37. Slow us down when we need to.
    38. Can hasten change.
    39. Reveal our blind spots.
    40. Are the invisible made visible.

    Reframe Reality to Handle Mistakes More Easily

    The secret to handling mistakes is to:

    • Expect them as part of the process of growth and development.
    • Have an experimental mindset.
    • Think in evolutional rather than fixed terms.

    When we accept change as the natural structure of the world, our vulnerability and humanness lets us work with the ebb and flow of life.

    Advertising

    When we recognize the inevitability of mistakes as part of the ongoing experiment which life is, then we can relax more. In doing so we may make fewer of them.

    It also helps to keep in mind that trial and error is an organic natural way of living. It is how we have evolved over time. It is better to be with our natural evolution than to fight it and make life harder.

    When we adopt an evolutional mindset and see ourselves as part of the ongoing human experiment, we can appreciate that all that has been built up over time which includes the many mistakes our ancestors have made over thousands of years. Each one of us today is a part of that human tradition of learning and experimenting,

    Mistakes are part of the trial and error, experimental nature of life. The more you adopt the experimental, evolutional frame, the easier it becomes to handle mistakes.

    Handling mistakes well can help you relax and enjoy all aspects of life more.

    More About Success and Failures

    Featured photo credit: Sarah Kilian via unsplash.com

    Read Next