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Productivity Made Simple: The Key to GTD – Your Daily Graph of Activity

Productivity Made Simple: The Key to GTD – Your Daily Graph of Activity

    Sounds serious, doesn’t it? Thankfully, the whole idea turns out to be quite easy to grasp.

    But first…

    At this point you already know what the main elements of productivity are and where to start with GTD. This is all great, but we’re still lacking one important piece of information…

    What the hell to do with all this stuff?!

    And today, we’re going to cover exactly that.

    Understanding the Diagram of Action

    When working with GTD you’re basically doing one of three things at all times:

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    • Take care of defined tasks.
    • Take care of undefined tasks.
    • Plan (define) your tasks.

    These things fall into a loop, and repeat themselves throughout the day, week, month, and so on.

    Planning your tasks will be the topic of the next post in this series, so let’s leave it for now and focus on the first two things.

    • Defined tasks/activities are everything that’s in your Projects List, Next Tasks List, Future/maybe List, and Calendar. You know, all the stuff you’ve planned to do eventually.
    • Undefined tasks/activities are everything that comes at you by surprise, forcing you to take some kind of action. Like when your spouse calls you and yells that your house is on fire. (That’s an extreme example, but I’m only trying to get my point across.)

    Defined and undefined are the only possible types of tasks you might stumble upon on your way through life. Everything is either familiar to you (things you’ve planned for), or new and unexpected (things you didn’t predict would happen).

    So defined tasks we’ve got covered. Whenever you’re in the mood for work you just pick one from your Next Tasks List and execute it. But what to do when undefined tasks happen? Do we simply do them, or what?

    This is where the Daily Graph of Activity comes into play.

    Getting to Know Your Daily Graph of Activity

    First, the graph itself. Don’t get discouraged right from the start because the thing is actually quite easy to grasp — as I’m explaining below.

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    GTD graph

      There’s a thing called things on top of the graph. Things are everything that crosses your path during the day – everything your life hits you with (the undefined tasks). Getting an email is a thing. Coming up with a new idea for something is a thing. Receiving a phone call is a thing. Getting a direct order from your boss is also a thing. In a sentence – everything that requires any kind of reaction on your part is a thing.

      So the things go into your inbox. The inbox doesn’t have to be an actual inbox, like an email inbox or a traditional mailbox in your front yard. This is simply a place where all the incoming things land.

      You can create a folder on your computer’s desktop, for example. Or write everything down on sticky notes and stick them to your computer’s screen. Or have a special container next to your desk. The choice is truly up to you. Whatever makes the most sense to you can be used as an inbox.

      So everything lands there and waits until some further action on your part. What you do is pick something up from the inbox and answer the first question: What is it? Do I have to (or want to) do anything about it?

      If the answer is no then you have four main options you can do next.

      • Trashing the thing. Pretty self-explanatory.
      • Putting it in your Future/Maybe List. If you think you might want to work with this thing in the future.
      • Scheduling it in your Calendar. If you need to take action on it on an exact date and time (remember, your Calendar is sacred).
      • Putting it in your Reference Files. If it’s just some piece of information you want to keep, but it’s not actionable in any way.

      If the answer is yes then a second question arises: Is it the next possible action?

      The undefined things you’re hit with during the day can be constructed very differently. They can be simple one-action activities (like an email saying, “Take out the trash”, or they might as well start massive projects (like, “Start the marketing campaign for Coca-Cola”). So the question above is where you decide if it’s the former or the latter.

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      If it indeed is something that sounds like a new project then you need to put it in your Projects List, and then do some planning around it to come up with a list of possible tasks for it (I’ll cover this more in the next post in the series).

      However, if it is just a simple one-action activity/task then you should consider taking care of it immediately. Hence the third question on the graph: Can I do it in less than 2 minutes?

      Why the 2 minute restriction? Because if you were to take care of every one-action task someone sends you right at the spot you wouldn’t be able to do anything else in a day. GTD simply protects you against a situation when incoming tasks are sabotaging your way of working.

      So, if you can indeed do it in less than 2 minutes then simply do it. An example of such a task is one I gave you a couple of paragraphs above – someone telling you to take out the trash.

      Unfortunately, most undefined tasks cannot be done in less than 2 minutes. That’s just life.

      There are two choices for you in such a case. You can either delegate them, or defer them.

      • Delegating something means to simply send it to someone else. Your assistant, your contractor, or whoever else you have to spare or find the thing to be a suitable task for. Once you send the task to them, simply put it in your “Waiting for” List so you don’t forget to get back to that person and ask about their progress.
      • Deferring something means placing it in one of two possible places: either your Calendar or your Next Tasks List.

      Put it in your Calendar if it absolutely needs to be done on a specific date, otherwise put it in your Next Tasks List so you can get back to it when you decide to work on your defined tasks.

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      That’s all there is to the graph. Following it honestly lets you handle every undefined task very effectively.

      Undefined tasks are the ones that can completely ruin your perfectly planned out day; GTD can help you to prevent such a situation.

      Now what?

      We know what to do with our defined tasks (simply do them when you have some time) and we also know what to do with our undefined tasks (define them as explained above). But there’s one more quick thing I want to share with you today. And that is how to review your work each day/week, and actually be aware of what’s going on.

      Here’s what I personally do.

      1. Each day I start with my Calendar. Because I know that the most important tasks for a given day are right there. Tasks that can’t be overlooked. I advise you to do the same and start your day by checking out your Calendar as well.
      2. When I’m done with the Calendar I take my Next Tasks List, pick one task and start executing it. Then I pick another task, then another and so on.
      3. Additionally, once a week I do a bigger review and have a look at all my lists: Projects List, Future/Maybe List, Waiting for List, and I make sure that my priorities are still the same and that I still want to execute all those things that are there. I also plan my next week and update everything so it’s perfectly in tune with my current goals and matters. This is also the time for creating new projects and deleting old ones — you know, cleaning stuff up.

      And that’s it. This whole methodology comes down to these simple activities:

      1. Take care of your Calendar.
      2. Take care of your Next Tasks List.
      3. Review everything.
      4. Repeat.

      And that is why GTD is so effective in a real-life environment.

      (Photo credit: Decision Making Phrase via Shutterstock)

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      Karol Krol

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

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      Published on April 16, 2019

      How Self Care Can Help You Live Your Best Life

      How Self Care Can Help You Live Your Best Life

      When was the last time you did something for yourself?

      Whether it was deciding to treat yourself with a little something or travel for some R&R, how often do you practice self-care?

      Well, as good as above sounds, there’s a common misconception that many of us have about self-care: that it’s only about indulgence and enjoyment.

      However, self-care goes far beyond indulgence. It’s actually about respecting your mind and body, understanding its limits, and being able to take care of every part of yourself, in a holistic way.

      And, you really don’t have to go to extreme measures or do anything specific–like meditating or following a plant based diet–in order to practice self-care. You just have to make sure that what you’re doing is in your best interests.

      So how can you make that happen?

      Below are a few proven methods that will help you become a better version of you. Follow through with these regularly and you’ll be well on your way to living your very best life.

      Listen to Yourself

      The bulk of self-care is knowing yourself.

      This means knowing your body’s limitations, and being in tune with your feelings, emotions and thoughts. So it’s important, then, to know who you are and what you want to do in life, in order to truly say that you know yourself. 

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      What is your purpose?

      Have you ever thought about this question?

      Your purpose doesn’t have to remain the same throughout your life. What you found a purpose in at age 19 would likely be different at age 49.

      In your current situation, think about the different roles that you have – as a working professional, a spouse, a partner, a parent, etc.

      Do you feel like you are fulfilling your purpose through any of these roles?

      All you have to do is ensure that what you’re chasing is meaningful to you; this will bring focus and motivation as you strive to achieve your goals.

      If you have your purpose defined, then that’s awesome! You know what drives you and why.

      But, if you don’t feel like you have a purpose nailed down, it’s good to start by asking why.

      For example, why are you working in your particular job or industry? If the reason is vague or unclear, then your motivational energy will be the same. In which case, you may find yourself not having a direction for where you’re headed in life.

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      If you’d like to learn more about finding your purpose, then I recommend you check out this article:

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

      Seek Out Continuous Education

      Now, this may seem less common when you think of self-care, but lifelong learning is incredibly useful and an important component of taking care of yourself.

      It’s Super Practical

      Lifelong learning is extremely practical these days and does not require as much effort as it may have in the past. Long gone are the days when you could only find information on something by visiting a library. In this day of the internet, anything you can imagine is at your fingertips.

      You don’t need to physically go to a learning institution to learn. You can watch Youtube videos to learn new skills, take online courses to earn a degree, and scroll through an endless amount of articles, books and journals from reputable news and informative sites.

      When you’re constantly pushing yourself to learn and take up new things, your mental health also improves. Research shows that an active and engaged mind is responsible for diminishing age-related memory loss and improves overall cognitive abilities.

      Your Confidence Will Skyrocket

      You’ll also have improved self worth as it teaches you to step outside of your comfort zone, which will undoubtedly improve your confidence.

      You’ll also connect better with others by expanding your knowledge base. Learning exposes you to a multitude of new ideas and perspectives that you may have otherwise never considered. This also increases your adaptability. Whether it’s at work or just wanting to adapt to society, your peers, and loved ones, life long learning prepares you to take on new challenges.

      You’ll Be More Desired in the Job Market

      Another obvious reason for continuous education, is that your employability will also increase.

      With the ever changing economy, and huge influences from technology, social media, science etc., job descriptions today are moving targets. Assignments and roles change so quickly in response to changing business demands, it becomes a Herculean task to keep a job description database current.

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      In years past, stability was a characteristic of the world of work. Procedures, information, jobs, and organizations were established and provided continuity. Education was completed in the first 14 to 22 years of one’s life, followed by a long career occasionally punctuated by short-term job training.

      Today, however, jobs, companies, and technology are disappearing and being created simultaneously. To remain current and maintain a competitive advantage in the human capital marketplace, an individual is challenged to continually learn.

      People return to school at every age to enrich their skills and knowledge for their current positions. Some even prepare themselves for new jobs or career changes, moving them forward into new opportunities and technology.

      We can be assured that we will be challenged to continue to learn new tasks and information throughout our lives. Successful careers belong to flexible, curious learners who are prepared for opportunities because they know themselves and where they make their best contribution. As Peter Drucker, the father of modern management stated,

      “Knowledge is choice.”

      Lifelong learning also increases social awareness and perspective. To genuinely understand and empathize with others, increase social awareness, and foster strong interpersonal relationships, it’s important to seek out new perspectives. Enhancing the skills that positively impact emotional intelligence can bring even greater happiness and success, both personally and at work; and, this is all part of self-care.

      Improve Your Habits (Both at Work and at Home)

      Now, the last piece of advice I want to introduce to your self-care regimen, is to improve your habits.

      Habits define who you are, and are built up over time. You are what you eat is a great example of this. If you make it a habit to eat foods that nourish your body, rather than make your body feel bad, then you will be much healthier overall.

      Good Habits Allow You to Reach Your Goals

      Since habits dictate your days and nights, such as waking up every morning to get to work before a certain time, or brushing your teeth before bedtime every night, they play a major role in whether we do or do not reach our goals.

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      When you form habits that allow you to progress towards your goals, you’re automatically living a purposeful day, everyday.

      Habits Make Your Time a Priority

      How do you spend your free time? Do you opt to lounge on the couch watching Netflix passively, or do you engage in activities that support your purpose in life?

      It’s natural to waste a lot of time during the day, but fostering good habits will make you set a pattern for how you spend your time and give you the choice of what you choose to spend your time on. By improving your habits, you’ll find that you can be a LOT more productive. When you create good habits, you become more efficient with your time and a lot less is wasted.

      This in essence creates an overall positive influence on your life, allowing you to treat your mind and body well, which is why improving your habits are so important to self-care.

      Your Well Being Comes First

      We live in such a fast-paced society, where we are often so caught up in our work, families, maintaining our social lives, our studies and everything in between. It’s an understatement to say that life can get a little overwhelming at times.

      If you’ve ever watched the safety video onboard a plane, you’ll know that they always ask for a parent or adult to put on the safety mask first, before tending to the child. This may sound selfish, but the fact is that if you truly want to ensure the child’s safety, then your safety needs to come first so that you can protect and care for the child without complications from your end.

      The same goes for self-care. We need to ensure that our well being is priority, so that we can be the best for the people around us.

      Listening to yourself, practicing lifelong learning and improving your habits are steps that you can take to ensure you’re constantly in the best state of mind, alongside the indulgence and rest that you reward yourself with.

      Featured photo credit: Photo by Raychan on Unsplash via unsplash.com

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